Capital Programs Management Group (CPM)

CPM 301–04 Table

The user:

1. identifies and defines the project request
2. prepares the Request for Estimate form, noting a description of the service being requested and the name and phone number of the department representative

   and

3. submits the request form to the dean or director for review and approval.

The dean or director approves or disapproves the request. If not approved, he or she indicates “not approved” on the request form and returns it to the user’s department. If approved, the dean or director signs the request form and submits it to the appropriate vice president for review and approval.

The vice president approves or disapproves the request. If disapproved, he or she returns the request to the dean or director with an explanation for denial. If approved, the vice president signs the request form, sends a copy of the signed request form to the user’s department, retains a file copy, and sends a copy to the Capital Programs Management Group (CPMG).

The CPMG:

1. logs in the request form
2. assigns a project number and a project manager

   and

3. sends an acknowledgment to the user, noting the assigned CPMG project number and project manager.

The CPMG project manager meets with or contacts the user within five working days of the acknowledgment letter.

The CPMG project manager and the CPMG director meet to determine whether the project requires outside consultants (see CPM 311–01, “Consultants for Remodeling, Renovation, and Construction—General”). If the project does not require outside consultants for preliminary program and cost estimates, skip to number 4 of the following list.

If it is apparent that the total project cost will be $5 million or more, the CPMG project manager and the CPMG director follow the regents’ procedure (see the Arizona Board of Regents Web site), as well as the appropriate CPM 300 section policies and procedures applicable to major capital projects.

If it is apparent that the total project cost will be less than $5 million and the project requires outside consultants for preliminary program and cost estimates, the CPMG:

1. requests proposals from appropriate consultants
2. reviews proposals with the user and recommends that the user obtain funding for the planning phase only
3. prepares preliminary design and budget estimates using outside consultants

   Note: New construction estimates must be consistent with the Board of Regents’ Capital Cost Control Guidelines.

   and

4. sends a preliminary budget estimate memorandum and estimate documents to the user with a copy to the dean or director for the approval of the user’s org manager and/or vice president.

The user reviews the preliminary budget estimate memorandum and estimate documents and determines whether the project is acceptable.

If not acceptable, the user notifies the CPMG to cancel or postpone the project, or to review the project for a change in the project scope. If acceptable, the user sends the estimate to the org manager.

The org manager:

1. enters the agency/org number to be used for transfer of funds to the plant fund agency/org
2. identifies the funding source
3. signs the preliminary budget estimate memorandum

   and

4. submits the preliminary budget estimate memorandum to the responsible vice provost or vice president for approval.

The responsible vice provost or vice president reviews the preliminary budget estimate memorandum and approves or disapproves it. If disapproved, he or she notifies the user to contact the CPMG to cancel or postpone the project. If approved, he or she verifies the funding source, signs the preliminary budget estimate memorandum, sends the original to Financial Services, and sends a copy to the user.

Financial Services:

1. establishes a project plant fund agency/org with the associate director of the CPMG (or designee) as the org manager
2. completes the Financial Services section of the preliminary budget estimate memorandum, returns the original to the CPMG, and sends copies to the user, the user org manager, and the responsible vice president

   and

3. transfers funds from the agency/org identified on the preliminary budget estimate memorandum to the established plant fund agency/org.

The CPMG proceeds with the project.

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