Project Development and Approval Process

Summary

A project is defined as a plan or intent to build, move, alter, or remodel any facility or a plan or intent to purchase or move furniture, equipment, including technology, which may require power, wiring, network connections, specific heating/ventilation needs, ADA compliance, code compliance, etc.

Since office moves may involve furniture, phone extension & infrastructure changes, employee office and Intra-departmental moves shall be approved by Executive staff through the Office Move procedure at: Office Moves

Purpose
To develop a more systematic approach to project development and planning, improve service and customer satisfaction, enhance staff productivity, and ensure project success. This process will be utilized for any project regardless of the scope (i.e., dollars, resources).

Goal
All individuals and departments who might participate in the successful completion of a project will be aware of the project and their role/responsibility in ensuring a successful and timely project completion.

Budget/Grant Planning
For budget and grant planning and requests for new funding, the process must be completed through Step 3.

Purchasing Policy
Tentative time schedules and planning must incorporate and be coordinated with the requirements of the Board of Trustees Purchasing Policy

Procedures

Project development instructions

The following is a step-by-step process to ensure all project needs, issues, and costs are identified prior to beginning a project; all parties with responsibilities in regard to completing the project are aware of the project; and the project is fully funded. This coordinated planning approach will result in a smoother, more efficient, and successful project implementation and enhance staff productivity

1. Approval for research and planning

The Executive Administrator concurs with the documented need/justification for the project as detailed in a written Project Concept Report including each of the following:

• • Documented need for the project
  • Brief description of the project
  • Location/facilities involved and affected
  • Intended implementation schedule/date
  • Funding source/cost center
  • Contact person

The Project Approval Check-Off form also must be attached. The Executive Administrator then approves or rejects the project. An approved project will move forward to Step 2 for further research and planning to identify all issues and costs associated with the project.

Steps 2 through 5 may be eliminated on small scale projects if approved by both facilities and executive administrator.

2. Prepare project report

The project originator contacts the Facilities Planner to jointly determine the various facility, technical, and operating issues required by the project through consultation with appropriate technical staff, officials, etc. Together they prepare a Project Report identifying all issues, tentative time schedules and impact on ongoing projects and activities, costs (including maintenance agreements, training, operating and replacement costs), and potential cost centers for funding.

3. Administrative approval of project

The Executive Administrator reviews the above Project Report, identifies potential funding sources, evaluates, and approves/rejects the project for further consideration.

4. Funding confirmed

If funding sources for 100 percent of all project costs have not yet been identified, the Executive Administrator meets and confers with the VP of Business and Finance to identify additional potential funding sources. VP of Business and Finance reviews for overall funding. Project may receive final approval at this step. (Large-scale projects may be required to continue through Step 5.)

5. Final Project Approval for Detailed Planning, Scheduling, and Implementation

The Executive Administrator seeks final approval of the project from the President/Executive Council.

Download the Project Approval Check-Off Form (doc).

Revision/review dates
1/15, 3/18, 6/18