Initiate a Project-Campus Design and Facility Development - Carnegie Mellon University

Initiate a Project

To initiate a project with Campus Design & Facility Development (CDFD), begin by submitting the Capital Project Application. 

Project Process

1.  Capital Project Application

To initiate a project with CDFD, a Customer Representative from the requesting department completes a Capital Project Application online and this form to the Associate Vice Provost's office in CDFD. CDFD will be in touch to set up an initial meeting to discuss the project scope and an initial budget estimate.

2.  Initial Client meeting - Budget Estimate and Capital Project Rationale

Once a project is requested CDFD and a Customer Representative will schedule an initial meeting to discuss the project and complete the Budget Estimate and Capital Project Rationale form. The Budget Estimate and Capital Project Rationale will be completed by the client with the guidance of a CDFD Project Manager. The Budget Estimate is intended to provide a budget range and initial information based on comparable past projects and may not include all project costs. The budget estimate and rationale will be used to obtain initial project approval and should be signed by the following: 1) the Department Head and 2) the Dean or Vice President of the College or Division.

3.  Provost Approval – Budget Estimate

Once submitted to CDFD, all new Budget Estimates and Capital Project Rationales are presented to Provost Mark Kamlet for review and approval. All projects must be approved by the Provost before work can begin.

4. Project Assignment by CDFD

Once the project has been approved by the Provost, CDFD will assign 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 can officially begin.

5.  Preliminary Funding Request

The initially approved Budget Estimate will be the basis for the project funding and budget in Oracle. The Project Manager or CDFD Business Manager will request funding from the Customer Representative. The Customer Representative is asked to reply via e-mail with their approval of funding and a valid oracle GL string.

6. Project Investigation Report

The 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. 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.

7.  Provost Approval – Investigated Budget Review

Once submitted to CDFD, if the PIR is greater than the initial approved Budget Estimate the project budget and scope must be reviewed by Provost Mark Kamlet and approved prior to the start of project construction.

8.  Construction and Project Completion

Once the PIR is approved, CDFD proceeds with the next phases of the project (typically: bidding, procurement, construction, etc.) through to the project's completion.