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34 Collaborative Airport Capital Planning Handbook Step 1: ACP Policy Goals: The goals of Step 1 are to 1. Translate agency mission and goals into specific direction to agency staff for the collaborative execution of the ACP process. 2. Identify needs and establish priorities for the ACP. 3. Obtain buy-in from Approving Authorities and Internal and External Stakeholders to support the ACP. Actions: The following is a list of actions, activities, or tasks that should be completed during this step: The CMT: Identify members of the CMT and their roles and responsibilities. Standards for Collaborating: Establish the parameters for communicating, coordinating, and collaborating among the Leadership Team and CMT. Responsibility Matrix: Develop a responsibility matrix that defines the roles and responsibil- ities of key participants. See Figure 4 in Chapter 3 for an example of a responsibility matrix. The ACP Process: Define the goals and objectives of the ACP process, relate and connect them to the agency's mission and goals, outline the basic ACP process, high- Compelling Practice #5 light ACP initiatives, set priorities for the ACP process, Innovation for ACP Process and delineate the ground rules. Financial Assumptions: Outline financial assumptions Broward County Aviation Department (BCAD) has including goals for financial metrics such as airport rates "tollgates" between steps of the ACP development and charges, funding and spending targets, revenue pro- process at which the CIP Review Committee, consist- jections, and operating expense forecasts. ing of all Division Directors, evaluates the project and ACP Calendar: Set schedule/calendar for the ACP allows it to move into the next phase of the ACP process. This can be developed with specific dates each development process. These "tollgates" encourage year, as a list of activities by the month, or as a list of evaluation and buy-in/consensus building among activities with start dates and duration. See page C-3 of the departments that have a vested interest in a Appendix C for Massport's example of a Capital Pro- project as the ACP develops. gramming Calendar, page C-4 for BCAD's CIP Process flowchart and pages C-5 and C-6 for PHX's CIP Project Planning Process flowchart. When: The ACP Policy should be issued before the ACP process begins. Leader: Executive Leader (See Agency Policy in Chapter 4 for a description of Executive Leader.) Partner: Leadership Team Methods: The following is a list of techniques that should be used to communicate and col- laborate with partners during this step: Collaborate with Partner in meetings and/or via collaboration technology to Gain consensus on financial goals, including funding and spending targets, financial met- ric targets, revenue projections and operating expense forecasts. Set the ACP Policy. Sign partnership agreement committing to collaboration during development and imple- mentation of the ACP. (See Agency Policy in Chapter 4.) Communicate with the agency in meetings and in writing on The ACP policy. Products: The following is a list of written documents, processes, data, events, and/or other benefits that will be produced during this step: