Capital Program Variance Requests (FY20 Only)

The Capital Program Planning Process guides the development and prioritization of all planned capital construction projects in alignment with strategic goals of the University.

NOTE: Variance Requests may be used through FY20 only. A new process and form will be used for Segment Contingency Requests beginning with FY21, and additional information will be provided at a later date.


Any capital project that was not included in the approved fiscal year capital program needs to have a Variance Request Form completed with one of three variance 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

Variance Request Form Instructions

  • Department Facility Manager should visit the OneCampus Portal at

  • Select or search for Electronic Signature Software (DocuSign)

  • Login with career account and password

  • Select "New" gold button at the top after Sign or Get Signatures, and then select "Use a Template"

  • Choose "All Templates" from the left side

  • Click "Name" at the top to sort the list; descending order will bring all Variance Request Forms to the top

  • Select "Variance Request Form – Annual Capital Program" from the list

  • Click "Add Selected"

  • 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

  • Select "Send" (An email will be auto-generated that may be ignored)

  • Select "Sign Now"

  • 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

  • Update the email subject with the request ID and building abbreviation

  • When all fields have been populated, select "Finish"

  • Asset Management will be notified to complete an initial review of the request and will incorporate revisions as needed

  • 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 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

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