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 strategic goals of the University. The project lists that colleges/areas submit should include all Repair and Rehabilitation (R&R) projects, construction projects and studies that are planned to be funded in FY20.

General Rules

  • Any approved FY19 projects not started (i.e. project funds not encumbered in SAP-PPM) in FY19 will need to be included in the college/area's target for FY20 or a future fiscal year, subject to approval.

  • In July 2018, funds will be encumbered for approved FY19 projects in accordance with the funding sources authorized.

  • Each college/area will need to numerically rank all of its FY20 projects in priority order in the final submission utilizing the "priority" field in SAP-PPM.

  • The Department Facility Manager for each area must create and manage an FY20 "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

Requests for Unplanned Break/Fix, Overage, Unplanned Requirement and Special Projects shall be submitted to the senior director of Asset Management. Physical Facilities (PF), Physical Facilities Fiscal Affairs (PFFA) and Financial Planning and Analysis (FP&A) will follow a standard process for review and validation of all requests.

Approved Unplanned Break/Fix and Overage requests will be funded centrally by an annual allocation from the Treasurer and Chief Financial Officer (T/CFO). Unplanned Break/Fix and Overage requests that meet the following criteria may be approved by the Chief Operations Officer (COO) for Physical Facilities* if the following conditions are met:

  • Estimated project cost is $750,000 or less
  • Estimated cost will not cause the major area's (e.g. Provost, EVPRP) projected total Unplanned Break/Fix and Overage expenditures to exceed 4% of its approved Annual Target Budget.

*Unplanned Break/Fix and Overage requests that do not meet the criteria above require endorsement from COO for Physical Facilities and approval by the T/CFO. 

Approved Unplanned Requirement and Special Project requests will be funded case-by-case outside of the Annual Target Budget and the Unplanned Break/Fix and Overage allocation. These requests require endorsement from the sponsoring senior leader (e.g. Provost, EVPRP), COO of PF, director of PFFA, senior Direct of FP&A with final approval by T/CFO.

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

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