Facilities Operations
Project Office
Memorandum Regarding Planning for Projects Financed with Fiscal Year 2008-09 Funds
For the status of a project click here.
The Project Management Team serves the UNCG campus by providing the services
necessary to deliver minor construction projects to campus clients that are
high quality, cost effective, and timely. We are eager and ready to serve your
needs. Our Project Mangers have vast experience covering a wide range of expertise
in facilities planning, design, and construction.
Project Process
Initiation: The process begins when you recognize the need for upgrades or improvements to your building, department space, or area. Project work is initiated by submitting a Project Estimate Request Form to the Facilities Operations' Work Information Center (WIC).
Many clients require preliminary information before they can seek the approval of their administer to proceed with the project. If you need help in determining the scope of the work you should request a consultation. This is your opportunity to ask any questions you have regarding the project. If you have a clear scope of work and need a rough order of magnitude of cost you should request a Preliminary Estimate. In the event that you know the project will be accomplished and you need a more refined estimate then a Final Estimate would be in order.
When Facilities Operations receives the request an Estimate Number and a Project Manager will be assigned. The Project Manager will then contact you and will work with you to accomplish your goals and serve the best interest of your department and campus. Please reference the Estimate Number whenever you need to discuss the project.
Funding: In order for the project to proceed, you will need to submit a BanFin-59 form, Interdepartmental Invoice, to Facilities Operations authorizing the use of your funds. Funds will be encumbered by accounting before accounts are established. Upon receipt the appropriate accounts will be set up and contracts written.
Deadlines for funding projects to be completed during the current fiscal year is March 1st. Construction must be completed by June 1st. Therefore, projects requiring more than two weeks must be started prior to the end of the spring semester or be funding by funds from the next fiscal year or non-fiscal funds.
Design: If your project requires a design consultant, the Project Manager will serve as a liaison between you and the designer. Prior to hiring a designer, the Project Manager will meet with you to discuss your project, its scope, and determine a timeline.
In hiring a designer, your Project Manager is required to:
- Determine which designer has the required expertise.
- Ensure fees are in balance with the scope of work.
- Ensure the design does not grow beyond the budget.
- Review the design's work for completeness.
- Ensure the project meets applicable codes and regulations.
- Coordinate efforts with other campus organizations.
- Approve all billings and payments.
After discussing your needs, the designer will develop a schematic design and
ask you to review it. This is the time to make any changes. The later changes
are made in the project the more costly they are for you. Once the schematic
design is approved, the designer prepares the final drawings and specifications.
You will be consulted at each design phase. However your Project Manager is
responsible for handling all the details.
Bid: The Project Manager solicits bids from appropriate contractors. State rules and regulations set requirements for this phase of the project. The Project Manager handles the details of the bid process such as bid conferences, contracts, change orders, etc. according to University policies and procedures.
The design, bidding, and contracting process is extensive but it assures you of a quality, safe project that meets the needs you have expressed. It is essential that all of your requirements are communicated to your Project Manger. If at any time, you do not understand something or have comments, discuss it with your Project Manager.
Construction: The Project Manager serves as the owner's representative during the construction process. Their job is to ensure quality work from the contractor, manage the project schedule, and stay within the budget.
Prior to construction, the Project Manager will meet with you and the contractor to discuss specific details such as timelines, sites access, special requirements, etc. Once the construction begins, the Project Manager spends time each day on the construction site coordinating and inspecting construction efforts.
When construction is completed a "punch list" will be developed noting any deficiencies or problems that may exist. The Project Manager will ensure that the contractor will remedy these issues.
The Project Manager is responsible for:
- Budget management - managing all associated costs and approving all change orders and payments.
- Schedule management - ensuring that all work is completed on time and that major milestones are met.
- Quality control - making sure you receive the highest quality workmanship.
- Safety - ensuring the contractor complies with appropriate safety regulations.
Completion: When all work has been completed to your satisfaction, the
Project Manager will close out the project and authorize the final billing.
Any unused funds will be returned to the department.
You may contact the Project Management Office at 334-4717 if you have further questions.