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)

| Input | Type | Required | Notes |
|---|---|---|---|
| Intake items | list | required | description, source, unit, scope |
| Capex line-item library | csv | required | cost ranges |
| Labor and material references | csv | required | market-specific |
| Priority rubric overlay | yaml | required | life safety weight etc. |
| Existing capex plan | record | required | conflict detection |
| Renovation program tracker | record | optional | for yield context |

## Outputs

| Output | Type | Shape |
|---|---|---|
| Prioritized backlog | `kpi_review` | per-item score, cost, priority, life-safety flag |
| Estimate per item | `estimate` | line items from library |
| Backlog memo | `memo` | narrative + recommended sequence |
| Approval request list | list | for items that require approval |

## 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`.