Project Request
A project is defined as all work (maintenance and repair or renovation) which requires $1,000 or more in labor or supplies and/or is sufficiently complex that it requires significant in-house coordination with multiple shops to accomplish the work. A project can also be defined as work requiring contracted design or contracted services.
Work costing less than $1,000 is handled through the Facilities Management work order request system.
A prioritization process is in place that outlines the steps needed to secure approval for projects intended to maintain, repair and renovate the University's physical facilities.
Project Request Process Flow Chart
Definitions
A project is defined as all work (maintenance and repair or renovation) that requires $1000 or more in labor or supplies and/or is sufficiently complex that it requires significant in-house coordination and multiple shops to accomplish the work. A project can also be defined as work requiring contracted design or contracted services. Work less than $1000 is handled through the normal Facilities Management work order request system (TMA).
Responsibilities
Requestor (Unit Head or designated assistant)
- Develop project request and submit it using the Criteria List (see below).
- Submit request to Project Request database which will be sent to the respective dean and vice president for approval.
Facilities Management
- Maintain Project Request database including entering hard copy request forms, monitoring of request for basic criteria, and distribution of appropriate unprioritized lists.
- Convene administrative projects priority team tasked with creating a draft institutional list.
- Add cost and feasibility information to projects, and provide additional information through the priority-setting process.
- Perform work based on the final institutional priority list. Work may be performed on the approved list in the order Facilities Management deems most appropriate.
Administrative Projects Priority Team
- Meet twice a year to review and prioritize a list of projects, based on divisional lists, for the institution to help determine a project's viability using the criteria list (see below). Meeting will be held in early September and early January for a final decision date of October 15 and February 1 respectively. Depending on the magnitude of the project, approved projects will be completed during the following summer or winter break.
- Additional ad hoc meetings will be scheduled as needed.
- Forward draft institutional projects list to the president and cabinet, and then to the Planning Sub Meet & Confer Committee.
Deans and Vice Presidents
- Annually - develop a divisional list in priority order.
- Review institutional priority list from administrative team and recommend changes.
Planning Sub Meet & Confer
- Review institutional priority list from administrative team and provide comments and recommendations to the president at a special meeting focused on this topic.
President
- Make final decision on the institutional priority list after receiving comments and recommendations from the Planning Sub Meet & Confer Committee.
Criteria List
The following criteria will be used in the selection of projects to be funded:
- Project contributes to the university's mission and priorities (i.e. student learning, strategic priorities, master plans, technology efficiencies, etc.)
- Helps meet accreditation, program review and/or MinnState requirements
- Addresses health and safety concerns, code complaints, and ADA requirements
- Meets division priorities
- Increases efficiencies through coordination of projects
- Fits with available resources (i.e. funding and manpower availability, gifts, grants, collaborative contributions, etc.). Priority is given to projects with outside funding.
- Eliminates deferred maintenance and/or extends functional life of a facility
