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.

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

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.
  • 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 prioritize 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.
  • Savings from project(s) due to cancellation, deferral, scope reduction other other factors shall not be used to fund emerging project needs outside of Segment Contingency.
  • Master plan studies do not count against the target budget.
  • New Construction and Major Renovation studies and projects do not count against the target budget.

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, Senior Director of Finance for Administrative Operations, and Senior Director of Financial Planning and Analysis.

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 submittal in SAP-PPM.

Key Process Dates

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

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