Capital Programs Management Group (CPM)

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CPM 301–04 Table

The customer:

  1. Identifies and defines the project request.
  2. Complete the Request for Service form, including the following:
    1. a description and justification for the requested service

      and

    2. contact information for the customer and authorized administrator.
  1. Submit the completed request form to Capital Planning Services (CPS) for review and processing.

The authorized administrator for the customer approves or disapproves the request. This is completed as a reply to an email, which is generated to the authorized administrator upon submission of the Request for Service form.

The Capital Planning Service, upon receipt of approval from the authorized administrator for the customer, processes the Request for Service and assigns:

  1. a project number
  2. a project manager

    and

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

The CPMG project manager meets with or contacts the user within five working days of of receiving the service assignment to review the details of the project.

The CPMG will 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, a project approval document is developed and sent to the customer for approval.

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 customer and recommends that the customer obtain funding for the planning phase only
  3. sends a project approval document to the customer for approval

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

If the total project cost will be $5 million or more follow the Arizona Board of 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.

The customer reviews the project approval documents and determines whether the project is acceptable.

If not acceptable, the customer notifies the CPMG to cancel or postpone the project, or to review the project for a change in the project scope. If acceptable, the customer sends it to the authorized administrator for the customer's unit for review.

The authorized administrator for the customer reviews the project approval document and approves or disapproves it. If disapproved, customer is notified to contact the CPMG and cancel, postpone or review the project for a change in scope. If approved, the funding source is verified, the project approval document is signed and document sent to CPMG.

CPMG will process the project document. If disapproved, the project status is updated; if approved the requested service proceeds.

Exceptions: this policy does not apply to general maintenance and repair services provided by Facilities Management (FM).

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