Initiate a Project
To initiate a project with Campus Design & Facility Development (CDFD), begin by submitting a Project Request Form.
1. Project Request Form
To initiate a project with CDFD, a Customer Representative from the requesting department completes a Project Request Form (PRF) and submits the PRF to the Associate Vice Provost's office in CDFD. As indicated on the PRF, the form should be signed by the following: 1) the Department Head and 2) the Dean or Vice President of the College or Division.
Please note that the Project Request Form was revised to incorporate additional information needed for each request. This new version of the PRF is available here on CDFD’s website. The older version of the form has been removed. Please make sure that you are submitting the new version of the PRF provided on CDFD’s website (last revised on June 7, 2010) and not an older version that your department may have on file.
- Project Request Form [.pdf]
2. Provost and CFO Approval
Once submitted to CDFD, all new Project Request Forms are presented to Provost Mark Kamlet and Chief Financial Officer Deborah Moon for review and approval. All project requests must be approved by the Provost and CFO before work can begin.
3. Project Assignment by CDFDOnce the PRF has been approved by the Provost and the CFO, Campus Design will assign a Project Manager to the project. The Project Manager is responsible for the coordination of the project from assignment through completion. CDFD also assigns the project an official project number in Oracle. The project number is used to track and monitor all funding and expenses associated with the project.
CDFD will send an acknowledgement letter to the Customer Representative confirming that the project has been approved, assigned a project number, and assigned a Project Manager. The Project Manager will then contact the Customer Representative and the project can officially begin.
4. Preliminary Funding RequestIf the Project Manager assigned to the project needs funding for an external consultant (e.g., architect, engineer, designer, etc.), internal CDFD fees, FMS work order fees or other investigatory costs before preparing a complete Project Investigation Report, then the Project Manager will request preliminary funding from the Customer Representative.
The Customer Representative is asked to reply via e-mail with their approval of preliminary funding and a valid oracle GL string.
5. Project Investigation ReportThe Project Manager works with the Customer Representative and other internal constituents and external experts as necessary to develop a detailed cost estimate for the project called the Project Investigation Report (PIR). The PIR includes: the construction estimate, all other hard costs, contingency, soft costs (i.e., internal and external fees), schedule information, and other details relevant to the project's total cost estimate. The amount of time and effort required to develop a PIR varies depending on the scope and complexity of the project.
The PIR is prepared by the Project Manager and reviewed by the Project Manager’s Director in CDFD and also by the AVP of Campus Design. Once the internal CDFD review is complete, the PIR is sent to the Customer Representative for their review and approval. If the Customer Representative agrees with the description, estimated cost, and schedule in the PIR, then the Customer Representative and their Department Head and/or Dean should sign the PIR and send it back to CDFD. A valid Oracle account string is also required on the PIR before returning it to CDFD.