Capital Program Planning Process

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 FY21.

General Rules

  • Any approved FY20 projects not started (i.e. project funds not encumbered in SAP-PPM) in FY20 will need to be canceled, included in the college/area’s target for FY21, or deferred to a future fiscal year, subject to approval.
  • Each college/area will need to rank all of its FY21 projects “high, medium, or low” in the preliminary draft submission utilizing the “ranking” field in SAP-PPM. All R&R matching fund requests should have a “high” ranking.
  • Each college/area will need to numerically rank all of its FY21 projects in priority order in the final submission utilizing the “priority” field in SAP-PPM.
  • In July of 2020, funds will be encumbered for approved FY21 projects in accordance with the funding sources authorized.
  • Department Facility Manager for each area must create and manage an FY21 “collection” in SAP-PPM to indicate planned projects for the preliminary and final list.

Key Process Dates

Colleges and academic vice presidential/provost areas should be aware of key dates for the process.

Variance Requests

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

Review additional information and instructions for accessing and completing variance requests.

Governance and Approval Process

Variance requests (Unplanned Break/Fix, Overage, Unplanned Requirement) shall be submitted to the director of asset management. Variance requests will be highly scrutinized and require a current project estimate from Physical Facilities, an approved funding source, and a compelling justification statement. Examples of justification criteria for new projects include break/fix, life safety, regulatory, asset protection, faculty hire, grant sponsored research, and gift funded projects.

Variance requests may be approved in accordance with the established capital project approval authorities as follows:

  • Estimated project cost $750,000 or less. – Chief Operating Officer of Physical Facilities
  • Estimated project cost >$750,000 up to $1,250,000 – Senior Vice President for Administrative Operations
  • Estimated project cost > $1,250,000 and < $2,000,000 – Treasurer and Chief Financial Officer
  • Estimated project cost $2,000,000 or greater – Board of Trustees, State

Special R&R Project requests shall be submitted to the director of asset management as part of the annual capital program planning process. These requests require endorsement from the sponsoring senior leader (Provost, Executive Vice President for Research and Partnership, etc), Chief Operating Officer of Physical Facilities, Senior Director of Business and Finance, and Senior Director of Financial Planning and Analysis, and final approval by Treasurer and Chief Financial Officer.


Definitions for terms in bold font in this section are available.

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