Project Initiation

Start or Initiate a Project

NOTIFICATION

Please submit requests for Summer 2017 projects and FY17 end projects no later than

Thursday, December 22, 2016.

As with all construction projects, initiating a project as early as possible is essential to its timely completion.  It is especially important to allow adequate time to plan, schedule, design, bid and secure University approvals.  Due to a number of major summer projects already planned including the dining program renovations in Leo O'Donovan Hall and Hoya Court in the Leavey Center, and bookstore renovations, there is a possiblity that projects requested afer this date will not be delivered on time.

Projects are renovations and new construction including:

  • Deferred Maintenance
  • Capital Renewal
  • Capital Improvement
  • New Construction
  • Buying new facilities
  • Buying land
  • Real Estate Leases

Requests for upgrades to finishes and equipment repairs are considered maintenance requests.  Maintenance and repair requests may be submitted online any time through Facilities Management.

Project Initiation

Requests for space, new facilities, renovations, and infrastructure projects fall under the purview of Campus & Strategic Planning.  Projects are initiated through the Georgetown Project Initiation (GPI) proposal form or the Program Definition Document (PDD).

Georgetown Project Initiation (GPI)

When project funding is allocated in the capital plan or operating reserves are identified, the GPI shall be used to propose the start of a project, documenting the known requirements of the proposed project including schedule and funding sources.  The GPI contains a project description including the programmatic justification, a description of the problem or opportunity, and budget and schedule constraints. The submitted form is sent to the campus business officer for the designated operating unit to approve project initiation.

The GPI provides Campus & Strategic Planning a starting point to understand the request from the client and does not commit the project funding.  It is a method to develop metrics, program requirements,  and the ability to prioritize incoming project requests based on initial approvals.

A project proposal may be initiated using the Georgetown Project Initiation (GPI) form.

 

GPI Process Diagram

DEADLINES:

  • GPI’s may be submitted at any time.
  • All GPI submissions for fiscal year end funding shall be submitted no later than December 22.
  • All GPI submissions for the summer phase and/or the start of the new academic calendar shall be submitted no later than December 22.
Program Definition Document (PDD)

To submit a project for the Capital Improvement Plan (CIP) a PDD shall be used. The Capital Improvement Program objectively prioritizes capital project requirements and communicates those requirements to University leadership to allow for informed decision making and effective risk management. The Capital Improvement Plan provides a prioritization of capital projects which will be matched against financial capacity. 

Projects submitted through the PDD will be rated according to strategic objectives and urgency.  University Subject Matter Experts evaluate each PDD according to the following criteria:

  • Regulatory Compliance
  • Mission Accommodation
  • Economics
  • Historic Preservation
  • Sustainability
  • Philanthropy/Extramural Funding
  • Enterprise Risk Management

Projects not funded will be maintained in the long term Capital Improvement Plan, which is re-prioritized on an annual basis.  The list of unfunded requirements will be used to effectively manage the associated risk of a deferred maintenance backlog and deferral of other mission requirements.

The PDD contains a general project description, and requires programmatic justification according to strategic objectives.  The submitted form is sent to the campus business officer for the designated operating unit to approve inclusion in the Capital Improvement Program.

A project may be submitted for the Capital Improvement Plan using the Program Definition Document (PDD) form.

 

CIP Process Diagram
CIP Process Presentation

DEADLINES:

  • PDD’s may be submitted at any time.  
  • All PDD submissions for inclusion in the next fiscal year Capital Improvement Plan shall be submitted no later than September 6.