Facilities Management and Campus Planning New Project Request Process 

Facilities management and campus planning is dedicated to streamlining project requests on campus. Projects are typically individually funded and involve longer planning whereas maintenance is typically funded by the annual budget. For routine maintenance, such as repairs, requests please submit a work order through CamelWeb. For larger requests that will be considered a project please complete the Facilities Management New Project Request Form. Requests will be reviewed by the facilities management and campus planning team. Once approved, the committee will bring it to the Facilities Land Management Committee for review. After the project has been approved the requestor will be contacted. Please allow 4 weeks for a response.

Approach to Facilities and Capital Project Management

Institutionalized Approach to Projects

A standardized process ensures consistency and alignment with the College’s strategic goals.

Robust Project Management
  • Project Oversight & Tracking: Ensures that all aspects of a project are closely monitored, with regular updates on progress, milestones, and potential risks, to maintain alignment with goals and ensure timely completion within budget.
  • Budget Management: Track expenses and minimize scope creep.
  • Chain of Command: Clear directives from various stakeholders with engagement from competing perspectives. Clear project roles.
  • Workflow & Scheduling: Avoid costly delays and manage staffing.
  • Procurement & Competitive Bidding: Ensure fairness, equity, and transparency in vendor selection.
  • Negotiation: Secure favorable contract terms and conditions.
  • Contract Management: Mitigate risk and ensure proper documentation and compliance. Insurance and up-to-date contracts are ensured.
Project Workflow:
  • Project Initiation
    • Set clear, strategic goals aligned with the campus master plan.
    • Ensure inclusivity and input from students, faculty, staff, and administrators.
    • Align project objectives with the College’s long-term priorities.
  • Planning
    • Define project scope with input from campus stakeholders on impact to academic spaces and common areas.
    • Engage stakeholders to ensure planning is representative of campus needs.
  • Procurement
    • Conduct a competitive bidding process in line with College policies.
    • Negotiate contracts to secure the best outcomes for the College.
  • Team Formation
    • Form a project team and advisory group with defined roles and responsibilities.
    • Foster shared governance and decision-making throughout the project.
  • Communication
    • Provide regular updates to the campus community about project progress and impacts.
    • Maintain transparency and an open dialogue with all stakeholders.
  • Execution & Tracking
    • Track project milestones and ensure clear communication of progress.
    • Adjust course as needed based on stakeholder feedback.
  • Closeout & Turnover
    • Hand over completed assets to relevant stakeholders, including Facilities Management for ongoing maintenance.
    • Ensure a smooth transition and continued care for new spaces.
Project Goals:
  • Align with Strategic Initiatives
    Ensure that each project supports the College’s long-term vision and master plan.
  • Engage Stakeholders
    Involve campus groups from the beginning and manage expectations throughout the project.
  • Enhance Communication
    Keep the campus informed about project milestones, space usage, and construction impacts.
  • Track Progress
    Regularly monitor and communicate project milestones to ensure timely completion.
  • Successful Closeout
    Smooth transition of new spaces to stakeholders for ongoing care and maintenance.

Creating a project team

A project team will be created once a project has completed the concept design phase. The team will have a key focus on sustainability and ADA.
 
Each project will contain the core team:
  • Executive Director, Facilities Management and Campus Planning
  • Associate Director, Projects and Planning
  • Project Sponsor
  • Subject Matter Experts, including but not limited to architects and contractors
Project team (when applicable):
  • One to two students appointed from SGA
  • One to two faculty representatives appointed by FSCC
  • One to two staff representatives appointed by staff council
  • Arboretum Director
Per the sustainability building policy, when a project is over $1M: 
  • At least one student representative selected by SGA in coordination with the Office of Sustainability 
  • Facilities (one primarily representing sustainability initiatives and/or one representing student body at large) 
For any inquiries please contact facilitiesprojects@conncoll.edu