The Catholic University of America Facilities Operations http://facilitiesoperations.cua.edu/

What Defines a Project? The cost of work, services or purchase is $5,000 or above and falls into the following categories: Alterations to existing space – land or building Improvements to systems – building, mechanical, electrical or technology Improvements to architectural and interior finishes Renovations – total or partial upgrading of a facility to higher standards for quality and/or efficiencies Furniture and equipment purchases

Capital Project Requests Each Vice President and the Provost is asked to complete a capital request form covering the next three to five budget years and submit the request to the Budget Committee. The Budget Committee identifies a listing of capital projects/equipment that will be recommended to the Board of Trustees for approval for spending in the upcoming fiscal year.   Once a capital request is approved for spending, the relevant Vice President or Provost will be notified that the project can proceed and the approved budget amount is communicated.   A project request is then submitted by to Facilities via the online request system at http://facilitiesplanning.cua.edu/

Project Request Flow Chart Dept initiates request in QBIC DFAS reviews request Yes AVP assigns Project Mngr DFPC initiates PAF Pre-Approved Capital Project? Does it have funding? Yes No No Yes VPFA Pre-approves? DFPC initiates PAF Yes AVP discusses with VPFA No Does available funds cover budgetary estimate? Project available to swap within division? AVP assigns PM to develop a budgetary estimate Yes No Project Stops No Yes Yes Is the request an emergency? Does AVP feel project should proceed for other reasons? Project Stops No No

Procurement | Contractor/Vendor Selection Process

Facilities Administration & Services Project Support Once the project is set up, FAS will administrate the following Cardinal Financial processes: Entering all requisitions related to the project (p-cards can not be used for purchasing or payment for services on any project) Entering all change orders Receiving of all good and services Submittals of all invoices/payment applications to General Accounting

Reasons to include Facilities: How will the project affect existing mechanical systems? HVAC Systems Electrical Systems How will the project affect operating budgets for Facilities Operations? Building Maintenance HVAC Custodial Services How will the project affect the utility budgets? Electric Natural Gas Water & Sewer