Project Management

1. If you are physically changing a space or changing the use of a room (example: changing a storage room to an office) you must make a request to Space Planning and Management.
2. Complete the Project Planning Form.
3. Please identify the project representative in the space provided. This is the person from your organization who is familiar with scope of work for the project. They will work closely with the project manager during the scooping and estimating phase.
4. Once the Project Planning Form is received, an initial consult will take place.
5. Project Management will then assign a project manager (PM). The PM will work with your project representative to develop a complete project scope and rough timeline (noting time constraints) required to complete the requested work.
6. The PM will provide a cost estimate.
7. After you receive the funding request, the decision to move ahead with the work resides with your organization. However, all actions are subject to cabinet level review to insure they are consistent with the priorities of the University.
8. Please note the requirement for approval of the request by appropriate Associate Vice Chancellor or Dean. We will not be able to move forward with the project without that approval.
9. Once all approvals have been obtained and funding is in place, we will begin the renovations. Some projects may require a design by a consultant and review by the State Construction Office. These requirements will have been explained to your project representative by the PM during the scooping process. Design costs will be included in the estimate prepared by the PM.
10. If the estimates constitute a capital project additional authority to proceed is needed, facilities will advise the sponsoring party of their options at this time.

This section helps form a clear understanding of what is requested to be built or modified, any deadlines for the work, and the amount of funding that’s been earmarked. Please fill in every field

1. Building/Facility/Room – the name of the structure or area to be built or modified, with a room number if applicable (e.g. Alderman Room 202, or Student Rec Center Weight Room, etc).
2. Project Title – a short description of what is to be done, e.g. convert office into a kitchen. Attach any sketches or layouts and/or a narrative description. The more you explain what is to be done, the better the estimate will be.
3. Date Must Be Complete By & Reason Why – this is optional, and is used whenever a project must be completed by a certain date, e.g. before students return in the fall, before grant funding ends, before general funds expire at fiscal year-end, etc. O
4. Requesting Dept/Project Representative/Ext – indicate the name and contact information for the person in your unit who will be making decisions and providing guidance concerning the work.
5. Funding – if funding has been identified please provide the appropriate fund number. If you are working with Project Management to determine feasibility, a cost estimate (for budgeting purposes), and timeline, Project Management will assist with the initial planning.

Other funding considerations to keep in mind:

• Fund#
• Amount available
• Date available
• Do funds expire? Date: (example: general funds expire at fiscal yearend)
• Using fund balance? (if yes, the Dean/VC will have to certify that the Chancellor has approved the use of fund balance specifically for this project)

Please note, a Special Project will not proceed further without the appropriate authority and funding required to complete the project.

• All funding will need to have official approval from the Dean/AVC with authority for the designated fund.
• Any additional authority required (ECOS, O.U.R, BOT, Chancellor, etc.) will be addressed at this time.