The purpose of this document is to outline the uniform manner in which the members of the Department of Facilities Services will successfully undertake projects from initiation through completion. In this period of labor shortages, increasing costs, and relatively shrinking funds, it is imperative that we each accomplish our projects in the most cost effective manner for WPI, and in a manner that is not unique to the individual, but rather common to the Department.
Projects will originate either from the backlog of projects listed in the Facilities Services 5-Year Replacement and Renewal Plan, or from the campus community at large. Projects from the campus at large will be submitted to Facilities Services on a Project Request Form (copy attached). Due to the necessity to firm up projects for budget inclusion no later than February 15 of any given year, it is important to make this process mirror the regular budget preparation cycle in timing. To meet this schedule, Project Requests need to be submitted by Department Heads to Facilities Services no later than October 19. Projects submitted after that date will not be considered. Facilities Services will then collate the requests and forward them to the appropriate Vice Presidents, who will be responsible for only moving along for estimation those projects of a significant enough priority to merit actual consideration by the President's Cabinet, and ultimately the Board of Trustees. These Requests will need to be received by Facilities Services by November 2.
Facilities Services and Residential Services will simultaneously be responsible for putting forward from the 5 Year Replacement and Renewal Plan those repair and replacement projects that are considered of the highest importance for inclusion within the upcoming budget.
Project Request Completion
The assigned project manager will complete a Project Estimate Form for each project. Every effort will be made to solicit as much information or specifications from the requestor as possible, and the manager will articulate the scope of work to the best of his/her ability in the space given, with backup information included as necessary. As many times the projects are proposed with varying clarity, this scope summary will be important as it will represent the understanding of the Project at that point. The Project Estimate Form has specific lines, and all should be completed with consultation as necessary with other campus service organizations that may be involved.
Given the short window of time to complete a budget, it will be the goal of Facilities Services to return all estimates to the appropriate Vice President no later than December 14. It will then be the responsibility of the Vice President to select those projects that he/she deems appropriate for inclusion in the selection process, keeping in mind budget restrictions, academic goals, and other general campus needs.
Project Selection Process
The Vice Presidents shall then forward their recommended projects to Facilities Services in early January. That department will combine them with the recommended repair and renewal projects, and will convene the Space Committee. That Committee, meeting during January will reduce the requests to the final listing in accordance with budget guidelines. The final recommended list will be forwarded to the President who will bring it before his Cabinet for final discussions prior to inclusion in the next year's budget. This will occur in early February.