Capital Program Planning Process

Construction and structure concept of engineer working drawing on blueprint meeting for project working with partner on model building and engineering tools in working site, construction concept.

The annual Capital Program Planning Process is used to proactively and transparently plan and budget facilities and infrastructure work to meet the strategic learning, discovery, engagement and administrative needs of the university in a fiscally disciplined and responsible manner. 

The Capital Program Planning Process guides the development and prioritization of all planned capital construction projects in alignment with the strategic goals of the university. The project lists that colleges/areas submit should include all construction projects and studies to be funded in a given fiscal year.

General Guidelines

  • Each college/area will need to rank all of its fiscal year projects “high, medium, or low” in the preliminary draft submission utilizing the “Ranking” field in SAP-PPM.
  • Each college/area will need to numerically rank all of its fiscal year projects in priority order in the final submission utilizing the “Priority” field in SAP-PPM.
  • In July, funds will be encumbered for approved fiscal year projects in accordance with the funding sources authorized.
  • The SAP-PPM Departmental Facility Manager (DFM) for each area is responsible for creating and submitting their unit’s preliminary draft collection, as well as their final collection submission.

Segment Contingency Requests

Any capital project that was not included in your fiscal year capital program needs to have a Segment Contingency Form completed with one of the three types selected to define your request — Unplanned Break/Fix, Overage or Unplanned Requirement.

Governance and Approval Process

Use of Segment Contingency for emerging project needs shall be managed at the segment leadership level (e.g. Provost, Executive Vice President for Research and Partnerships, etc.) and is subject to approval by the Associate Vice President of Physical Facilities, Director of Business and Finance for Administrative Operations, and Associate Vice President of Finance. 

No programmatic contingencies for unspecified projects below the segment level are permitted.

Estimate requests for use of Segment Contingency must have written authorization by segment leadership prior to submission in SAP-PPM.

Segment Contingency Use

Any capital project that was not included in the approved fiscal year capital program needs to have a Segment Contingency Request Form completed with one of three types selected to define your request:

  • Unplanned Break/Fix: Includes one or more unforeseen conditions requiring a project in the current fiscal year to maintain function and/or protect assets or people
    • Examples: Leaking roof, equipment failure
  • Overage: Includes unexpected increase in cost above approved project budget to execute required scope
  • Unplanned Requirement: Includes an unplanned opportunity requiring project or study in current fiscal year to meet strategic needs and appropriately utilize available resources. Deferral would result in lost net revenue or significantly and adversely affect the academic or research progress of the college or department
    • Examples: New faculty hire, research grant award

Segments that may receive restricted funds mid-year specifically for use on R&R projects (e.g. grants, gifts) should manage these potential projects within their contingencies as Unplanned Requirement projects.

Request Form Instructions
  • Department Facility Manager should visit the OneCampus Portal at https://one.purdue.edu/.
  • Select or search for Electronic Signature Software (DocuSign).
  • Login with career account and password.
  • Select “Templates” at the top.
  • Click “Shared Folders” on the left, select the “Segment Contingency” folder that will display the Segment Contingency request forms.
  • Select the appropriate “Segment Contingency Request Form – Annual Capital Program” from the list, then click “Use” at the top.
  • Populate Department Facility Manager Approval section (name and email).
  • Repeat for Director Financial Affairs and Dean/VP based on your area with full email addresses provided for each.
  • Under “Message to All Recipients,” enter Project ID and the Project Title in the “Email Subject” line.
  • Select “Send” (an email will be auto-generated that may be ignored).
  • Select “Sign Now” to sign the form.
  • Select “Continue” to open the form.
  • Complete project information on the form.
  • To provide a longer scope description and justification or supporting documents, click the paper clip icon within the Scope Description and Justification field to attach one or more files to the request.
  • Electronically initial the document.
  • When all fields have been populated, select “Finish”.
  • Capital Asset Management will be notified to complete an initial review of the request and will incorporate revisions as needed.
  • Capital Asset Management staff will initial the fields if changes are made or to indicate that the request has been completed appropriately with no changes required.
  • An email will automatically be sent to the Department Facility Manager to review the request and changes that Capital Asset Management incorporated, if applicable.
  • Department Facility Manager will review and electronically sign the document.
  • Select “Finish” to generate a notification to the next individual in the signing order.
  • Each individual will receive notification to electronically sign the document.
  • A copy of the document will be provided when all appropriate individuals have signed the request.