Kentucky Streamlining
The Kentucky Infrastructure Authority (KIA) draw workbook (see attached) is used for Kentucky's four loan programs. The workbook is designed for efficiency for its borrowers and KIA staff to process draws monthly.
The design includes:
- Simple. precise step-by-step instructions;
- Conditional formatting with prompts for the federal reporting/compliance tabs;
- Drop down buttons where appropriate;
- Budget tab allows borrower to track budget revisions, including the estimated and as-bid budgets;
- Expenses tab allows borrower to track all expenses and associated funding sources;
- Generates a PDF document to be submitted for disbursements from KIA’s loan programs (state or federal);
- DBE Form tab as needed (prompted from Draw form);
- Project closeout tab with examples for both state and federal programs;
- Davis Bacon tab with link to the forms;
- American Iron and Steel with link to forms;
Staff met with project administrator and a standing committee from the American Council of Engineering Companies to discuss these draw form changes. One of the biggest challenges was to standardize the various Cost Categories and how the associated expenses were to be allocated. Kentucky has generated a standardize listing of the types of expenses for each Cost Category (see attached). The Expense tab is formulated with drop-down Budget line items to help in the budgeting process. There are numerous mechanisms in place that will alert you of any errors in funding sources, budgeting, invoice numbers, and dollar amounts. All errors are noted in Red and an error message may be generated. For example, it will alert you if you use the same invoice number is entered more than once or if your funding sources do not match the budgeted amount. This has proved to decrease errors that would normally occur.
Additionally an emphasis was made on the American Iron and Steel tab. Once the Budget Line Item of Construction is used on the expense tab, it generates a signature line for the project engineer’s to sign on the Page 1 of the Draw Form. This is to simply verify that all AIS certifications for material and equipment are on file prior to processing the draw. We wanted to make sure there is a constant reminder that these certifications are required during the project and notifies our inspectors that AIS components (especially stored materials) have been included in the project. The tab has a link that has the Borrower AIS Certification, Borrower AIS product Spreadsheet, and AIS letter certification for examples for the borrower and engineer to use.
The next step is to update the workbook to track and document multiple contracts in one project. For example, if you had plans and specs approved for one contract but you were still waiting for approval of a second contract then we want to be able to track the spending in the appropriate contracts for draw purposes.
For questions or more information, please contact Sandy Williams at 502-892-3088 or e-mail Sandy at sandy.williams@ky.gov
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