FACILITIES MANAGEMENT - RENOVATION PROJECT PRIORITY SYSTEM

• 1.0 Purpose
• 2.0 Policy
  • 2.1 Priority Policy
  • 2.2 Assignment of Priorities
  • 2.3 Status Reports
• 3.0 Definitions
• 4.0 References
• 5.0 Approvals and Revisions

1.0 Purpose

This policy describes the general guidelines for the Universities Renovation Project priority system.

2.0 Policy [Top]

To assure Facilities Management resources are allocated to the most urgent University renovation requirements, a formal priority system is used. Priorities are established by the appropriate vice presidents and govern the performance of work by all divisions of Facilities Management.

2.1 Priority Policy

Priorities are assigned for all major (over $5,000) renovation projects which require either design or construction using Facilities Management resources. This process excludes those large capital outlay or other projects which are designed through outside architectural and engineering contracts and constructed under outside construction contracts. Priorities are as follows:

• Priority A - These projects take precedence over all other projects in the priority system in competing for departmental design and construction resources. For projects in this category, Facilities Management, in consultation with the customer, will develop firm, "fast track" schedules for design and construction. Facilities Management authorizes overtime work, special material expediting, and deferral of lesser priority work to assure that project schedules can be met. Priority A projects can be expected to cost slightly more than routine projects due to overtime work.
• Priority B - These projects are considered to be of high priority but less urgent than Priority A. These projects have priority over Priority C work when competing for design and construction resources. Facilities Management, in consultation with the customer, develops the shortest feasible project schedules without requiring overtime work and materials expediting.
• Priority C - All other projects will be considered routine priority and are to be listed in order of date originally received by Facilities Management. These projects will be accomplished on a first in, first out basis as resources permit.

2.2 Assignment of Priorities

The Vice President for Health Sciences and the Vice President and Provost establish priorities for renovation projects for all University academic, health care, or research requirements, based on recommendations by deans, department heads, and the Executive Director of the Hospital. To limit priority projects to a number which can be effectively managed by Facilities Management, each of these University areas is allowed five Priority A projects and ten Priority B projects. A restricted number of additional priority projects may be established by the Executive Vice President and Chief Financial Officer, Vice President for Student Affairs, and Vice President for Development by addressing their requirements to the Chief Facilities Officer.

2.3 Status Reports

Facilities Management distributes monthly status reports for all capital budget projects and all renovation projects of significant scope. Reports are sent to vice presidents, deans, department heads, and others with a direct interest in a project.

3.0 Definitions [Top]

4.0 References [Top]

5.0 Approvals and Revisions [Top]