mariourquia/cre-skills-plugin/capital-project-intake-and-prioritization

Capital Project Intake and Prioritization

Workflow purpose

Convert raw capex ideas and deferred-maintenance flags into a ranked, costed, approvable backlog. Ensures life-safety items never lose priority; routes scope deferrals for approval.

Trigger conditions

• Explicit: "capex intake", "prioritize capex", "capex backlog", "year-end capex plan".
• Implicit: workflows/monthly_property_operating_review surfaces deferred maintenance; workflows/work_order_triage finds a repeat pattern; insurance claim or inspection produces a scope.
• Recurring: quarterly intake; annual plan build pre-budget.

Inputs (required / optional)

Outputs

Required context

Asset_class, segment, form_factor, lifecycle_stage, management_mode, market.

Process

1. Intake normalization. Each item normalized to (description, unit, scope tier, driver, source).
2. Life-safety flag. Any item tagged life-safety cannot be deprioritized without approval_request row 4.
3. Estimate. Apply library; adjust for market via labor/material references.
4. Score. Per overlay rubric: life safety, deferred maintenance, renovation yield, risk mitigation, regulatory compliance, residual value.
5. Sequence. Produce prioritized backlog with scheduling constraints (seasonality, tenant impact).
6. Gated items. Any life-safety deferral, any program change above threshold: open approval rows 4 / 8-11.
7. Feed budget / reforecast. Output feeds workflows/budget_build and workflows/reforecast.
8. Confidence banner. References cited.

Metrics used

capex_spend_vs_plan, renovation_yield_on_cost, repeat_work_order_rate, controllable_opex_per_unit.

Reference files used

• reference/normalized/capex_line_items__{scope}.csv
• reference/normalized/labor_rates__{market}.csv
• reference/normalized/material_costs__{region}_residential.csv
• reference/normalized/capex_priority_rubric__{org}.yaml
• reference/normalized/approval_threshold_defaults.csv

Escalation points

• Life-safety deferral: row 4.
• Program change above threshold: rows 8-11.
• Bid award associated with a project: row 9.

Required approvals

• Life-safety scope deferral (row 4).
• Capex program change above threshold.

Failure modes

1. Silent life-safety deprioritization. Fix: row 4 gate automatic.
2. Library not market-adjusted. Fix: labor/material references required.
3. Estimate without scope tier. Fix: tier required.
4. Prioritization without rubric. Fix: overlay rubric governs.

Edge cases

• Insurance claim scope: treat as capex intake if above reserve; flag insurance coordination.
• Regulatory deadline (e.g., code compliance): auto-priority boost.
• Tenant-impact scope: scheduling constraint; include tenant communication via workflows/move_in_administration or notice.
• Renovation in progress with change order backlog: coordinate via workflows/change_order_review.

Example invocations

1. "Quarterly capex intake for Ashford Park; prioritize backlog."
2. "What's the life-safety queue across the portfolio?"
3. "Build the 2027 capex plan input for Willow Creek."

Example outputs

Output — Prioritized capex backlog (abridged, Ashford Park)

Backlog. Per-item score, cost range, priority, life-safety flag. Top items: roof repairs (life safety), parking lot resurfacing (deferred maintenance), unit renovation cohort (yield).

Sequence. Proposed order with seasonal constraints.

Approvals. Two items above overlay threshold: rows 8-11 opened for program decisions.

Confidence banner. capex_line_items__value_add@2026-03-31, status=starter. labor_rates__charlotte@2026-03-31, status=sample. capex_priority_rubric@2026-03-31, status=starter.