For All Project Requests:
The Office of Planning, Design, and Construction (PDC) has moved to an electronic workflow process utilizing SharePoint for the initiation and authorization of Project Requests. The goal for this new process is to reduce the use of paper and printing resources and increase the reliability and efficiency of the authorization process.
With this new process, Requestors initiate an electronic Project Request, and the Requestor's Financial Officer and Dean/Department Head receive the electronic Project Request by e-mail for approval. Once the Project Request is fully approved, the Project Request is routed electronically to the Office of Planning, Design, and Construction for assignment to a PDC Project Manager.
1. Initiation Stage
The requesting department initiates a Project Request via the following link:
The Project Request is processed electronically by SharePoint. Once a fully authorized Project Request is received by PDC, a Project Manager (PM) will be assigned. The assigned PM will contact the Requestor to schedule a meeting to discuss the request, evaluate the site, and develop the scope of the work.
2. Preliminary Study Stage
Dependent upon the level of complexity of the project, PDC may recommend a Preliminary Study be executed which would provide the Requestor with a conceptual design study and estimate prepared by a pre-approved third party consultant. A "Funding Request" (FR) form will be circulated by PDC requesting authorization for PDC to proceed with this study. The FR is time sensitive. Each Funding Request will have an "approved by" date. If the Funding Request is not fully approved by this date, the Funding Request will be canceled and the Requestor will be asked to contact PDC to restart the Project Request process. Once the FR is approved and the appropriate contract(s) is/are executed, the PM will coordinate with the consultant(s) and Requestor to ensure the intended scope of the work is addressed. A presentation of the study and its findings will be made to the Requestor for further development or action.
3. Design Stage
The PM will manage the daily activities of the project; participate in the fee negotiations and contract preparations for work performed by consultants, contractors, and vendors; coordinate input from the Requestor during the planning, programming and design phases of the project; review plans and specifications to ensure compliance with SMU's design and construction standards.
4. Facility Modification Stage
Should the Requestor wish to proceed further the PM will prepare a "Funding Request" (FR) for circulation and authorization for PDC to proceed with the execution of the construction project. The FR is time-sensitive. Each Funding Request will have an "approved by" date. If the Funding Request is not fully approved by this date, the Funding Request will be canceled and the requestor will be asked to contact PDC to restart the Project Request process. Once the FR is approved and all appropriate contract(s) are executed, the PM will coordinate with the design and construction team to ensure the approved scope of work is completed within the approved budget and schedule. Coordination and communication with the Requestor will be made through the PM. The PM will make regular site visits; participate in planning, design, and construction progress meetings; manage applicable SMU support resources; assist in FF&E selection and installation; review and approve pay applications and invoices; and communicate regularly with the project team.
5. Close-out Stage
The PM will review the completed work with the Contractor, Consultants, and Requestor. A combined deficiency list (Punch List) will be made to allow the Contractor to correct any incomplete or incorrect work discovered prior to releasing final payment to the contractor.