Project Requests

The following processes must be used to submit projects for review and prioritization:

• Repair: Repair projects should be submitted directly to the Facilities Planning & Management office using the web-based work order system. Only authorized users of the system may submit work orders, and each operating unit has the ability to establish an internal review process to ensure that only appropriate work requests are submitted. The campus community should be strongly discouraged from attempting to split a larger project into many smaller repair work orders.
• Alteration, Scheduled Maintenance, and Minor Capital: The following multi-step process is required:
  • Planning for Institutional Effectiveness (PIE) (March – September): As part of the PIE process, project proposals should be prepared at the unit or department  level, reviewed at the team (vice president) level, and ranked based on internal priorities. Proposals must be submitted using the Project Request Form including requestor information, the location, and a brief description of the project scope, the purpose of the project, information about schedule constraints, and available outside funds or potential savings created by the project.
  • Project Review (September – October): The ranked lists of projects will be reviewed by the Facilities Planning & Management team to prepare preliminary scope, cost, and schedule information.
  • Initial Priority List (November): FAC will review the combined list of  projects  along with initial project information to prepare an initial prioritized list of projects.
  • Final Project List (December): CMPCT will approve projects from the prioritized list based on available funding and staff resources.
• Infrastructure and Energy: Infrastructure and energy projects are typically identified by the Facilities Management staff as the capacity of utility systems are exceeded or as cost savings opportunities are identified and new technology is developed.  Project proposals are created, identifying funding sources such as energy incentives or grants and quantifying potential savings. Proposed projects are assigned to a project manager to develop the project scope, cost estimate, and schedule information. FAC reviews the project requests as they arise and makes recommendations to CMPCT.
• Health and Safety: If after receiving a recommendation from the Safety Committee, the Vice President of Administrative Services determines that a  facilities-related issue should be addressed outside of the normal process, the Director of Facilities Planning & Management will review the recommendation and assign a project manager to develop a preliminary scope of work, cost estimate, and schedule. The project will be presented to CMPCT for approval and funding.
• Emergency/Immediate Needs: Emergency or immediate needs projects with the endorsement of the President or a vice president will be moved to the top of the priority list as determined by CMPCT. The Director of Facilities Planning & Management will reassign project management staff, as necessary, to ensure that the safety and well being of the campus community is maintained to mitigate further damage to the campus facilities and environment and to address immediate facilities needs. Emergency/immediate needs projects must comply with Public Contract Code, Education Code, and California Building Code.
• Major Capital: Major capital projects are initiated as funding becomes available and per the Facilities Master Plan. FAC reviews the general scope of work  and  schedules on a quarterly basis and makes recommendations to CMPCT.