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 a given fiscal year.

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

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 submittal in SAP-PPM.

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