Capital Projects & Space Guidelines

June 4, 2002

TO:    Senior Staff
          Business Managers

FR:    Kim Rhodes
          Budget Coordinator

RE:   Capital Projects and Space Requests

Background:

Each year Janet distributes an annual reminder of certain activities or actions that need to be sent through the Vice Chancellor’s office for review and/or approval prior to submission to other campus departments.  These internal reviews are designed to ensure a consistent approach to administrative matters and policy considerations.

Recent activities have demonstrated that our units are not aware of what the appropriate practice is with regard to capital project and space requests.  It is our intent to have an effective process that facilitates resolution to funding and project scope issues and fosters a sense of consistency without causing undue administrative delays.  The following outlines the general view of how these items should flow through the system.

Capital Projects:

• A Capital project is generally defined as any project over $35,000 that improves or adds space resulting in a net increase of asset value to the University.
  
  
• This relates only to any capital project funded by internal OOA operating budgets or reserve budgets.  All project submittals (new and revised) must be reviewed by OOA.
  
  
• Project submittals requiring a request for outside funding must be reviewed and approved prior to consultation with any outside department.  This includes internal loan requests.  The OOA contact is Kathleen Moore.
  
  
• Department’s are responsible for:
  
  
  • Consulting with ORMP, Facilities, A&E, other departments, etc. to develop a project concept.
    
    
  • Securing internal approvals through their senior staff.  Senior staff is expected to sign/initial the proposed project documentation.
    
    
  • Developing the formal documentation for project proposal, project budget and addressing any other issues prior to submittal to OOA.
    
    
  • Developing the funding strategy and identifying the appropriate account(s).
    
    
  • Submitting formal project package to OOA (Damian Chapman).
    
    

• The package is reviewed in OOA by Damian Chapman for project scope and content and Kim Rhodes for funding and financial documentation.
  
  

• Upon package review, OOA will forward the formal request to ORMP (Rick Keller and/or Jerry Johnson).
  
  
• ORMP will review the submittal and provide the necessary approval letter to the department with a copy to Capital Asset Accounting (Delanda Buchannon) and OOA (Kim Rhodes and Damian Chapman).
  
  
• If the project is not approved and requires revisions, the adjusted project will need to be resubmitted through OOA.

Space:

• Departmental requests for any changes or acquisition of temporary or permanent space for occupancy must be reviewed by OOA prior to any discussion with ORMP.
• This includes new space (i.e. trailers, lease, etc.) that will be funded as a capital project.
• OOA contact is Damian Chapman and Kathleen Moore.

Cc:      R. Keller
            K. Moor e
            J. Johnson
            S. Nosek