The following is an outline of processes that take place prior to formal design of your project. Capital Development projects will engage in all of the following. Other projects might not utilize the following processes depending on the size and nature of the project. The assigned project manager will work with the requesting department to determine the extent to which these processes apply to a specific project.
A consultant is generally procured by Facilities Management to assist with these processes. The requesting department is responsible for providing for the funding of this cost.
Requests for New Facilities or Building Expansions
Requests are submitted through the cognizant Vice President. Once the Vice President's approval is received by the Associate Vice President for Facilities Management, the pre-programming process is initiated through Facilities Management.
Facilities Management works with the requesting department in developing pre-program information including a statement of programmatic needs and justification, approximate space requirements, and the initial project cost estimate. Programmatic relationships with other departments or programs on campus are evaluated and desired adjacencies considered.
Campus Planning, in conjunction with other Facilities Management departments, analyzes the site requirements of new buildings such as required land area, utilities, accessibility, adjacencies, parking, etc. The University's Campus Master Plan serves as a guide to identify one or more sites which will best serve the University's programmatic and land-use plan.
A process has been established to address potential options or variations to what is graphically represented in the Campus Master Plan. The Site Evaluation Matrix is a tool used by the University Campus Planning Office to inform and facilitate Steering Committee discussions on site selections. If additional ideas are generated during the planning and design process for a project, they must be considered prudent by the project's Steering Committee. The Campus Planning office will vet all recommendations to make sure they are harmonious with the Master Plan's intent, elements, and recommendations and, if appropriate, present them to University administration.
Appropriate donor packages may include information from the pre-program document and a preliminary project cost estimate. The pre-program may include conceptual sketches for fund-raising purposes. However, departments should focus on the programmatic functions of the building rather than design. Illustrations could include depictions of activities to take place within the facility. Architectural renderings are discouraged and a vetting process for this approach is required through the Department of Campus Planning. Graphic material must be represented as a proposal or an artist's conception only, not as design.
Operation and Maintenance Funding
University Administration and the State of Utah recommend the requesting department pursue an endowment for operation and maintenance funding (O&M) for any non-state funded project. Eligibility for state O&M funding is governed by Board of Regents policy R710. Facilities Management works with state officials to determine eligibility and amounts that may be requested.
The State Division of Facilities Construction and Management (DFCM) usually oversees programming for Capital Development projects. With approvals in place and appropriate funding secured, Facilities Management and DFCM will coordinate the selection of the architectural team for programming, and direct the programming process. The product will be the formal program document to be used as a guide during design. The project will then proceed to the design phase.