The purpose of this phase is to a general understanding of the proposal and to inform administrators of the intent of a project initiator.  There are eight steps that may be required as a part of this phase.

• Project Initiation
• Concept Development
• Feasibility Study
• Financial Feasibility Review
• BCPC Presentation
• CEC Presentation
• Fundraising Studies
• Pre-Program Planning Notification

The average length of time that capital projects have spent in this phase is seven months.  This phase may be started at any time and the ideal completion time is early winter.

Step 1:  Project Initiation

The Project Initiator percieves a need for a capital project.  The initiator discusses the proposal with their chair, dean, and vice chancellor to secure written approval to begin studying their proposal.

Facilites Planning can provide assistance in helping the initiator prepare this letter.  We can also help outline the entire process and clarify any information.

What is required?  A brief one page description of the project that outlines the goals and descriptions of the program that must be met.  An approval block should be included for all administrators above the Project Initiator's level to their respective vice chancellor (e.g. director, chair, dean).  See a sample letter.

Who to see?  Visits and discussion with the Project Initiator's director, departmental chair, dean and appropriate vice chancellor is recommended.

What will happen?  There is discussion among those contemplating the project.  The concept is evaluated in terms of the unit's strategic objectives, the CU-Boulder Strategic Plan, and the Campus Master Plan.  A description of the basic concept, in writing is taken to the unit's director, departmental chair, dean and vice chancellor in order.  If the project is deemed to have merit, the vice chancellor will brief the other vice chancellors and the Chancellor.  The decision is then made by the vice chancellor to allow, or not allow, further exploration of the project. 

If approved, Facilities Planning will notify the Director of Facilities Management, the Vice Chancellor for Administration and the Chair of the BCPC that a Feasibility Study has been authorized.

Step 2:  Concept Development

The Project Initiator and the Facilities Planning staff work together to develop a concept for the project.

What is required? A list of imoprtant considerations are discussed and various senarios are considered that examine:

• Description of the project (new building, renovation, move)
• Justification (need, urgency)
• Scope (programs, size)
• Fit (location, Master Plan considerations, adjacencies)
• Cost Range (budget, source of funds)
• Schedule (time and activity milestones toward implementation)
• Approval (endorsements needed)

Who to see?  Facilities Planning staff will assist you in developing this information.

What will happen?  Faciltiies Planning will work with the Project Initiator in formulating a reasonable concept.  This process will result in the information that will be documented in the Feasibility Study.

Step 3:  Feasibility Study

The concept developed in Step 2 is documented and the basic financial plan is developed.  This step may be iterative with Step 4, Financial Feasibility Review.

What is required?  A 7 to 10 page white paper conforming to a specific outline needs to be prepared by the Project Initiator and Facilities Planning staff.  Portions of study dealing with programmatic need and mission are generally written by the client while facilities portions are written by Planning staff.   When the cost model has been developed, Facilities Planning will work with staff in the Vice Chancellor for Administration's office to develop a pro forma for the project. 

Who to see?  Facilities Planning staff will coordinate the documentation.  A meeting with Vice Chancellor for Administration staff may be required to determine sources of revenue.

What will happen?  The planning team will work together to develop a a concise document that will be circulated to review committees.

Step 4: Financial Feasibility Review

In this step, campus financial officers review the proposal to determine the likelihood of successful funding and make recommendations about financial aspects.  This step may be iterative with Step 3: Feasibility Study.

What is required?  Meetings with representative of various financial areas and their written comments provided to the study.

Who to see?  Vice Chancellor for Administration staff and the Project Initiator will schedule a meeting with Planning, Budget and Analysis staff and the Director of the CU-Foundation (if donor funds are planned) to discuss the financial aspect of the project.

What will happen?  PBA and CU-Foundation staff will issue formal comments about the likelihood of successful fundraising and the proposed financial strategy.  These comments will be incorporated into the final Feasibility Study.  The appropriate financial officer will prepare a short report for presentation at the review committees.

Step 5: BCPC Presentation

The Project Initiator and the appropriate dean make a presentation to the Boulder Campus Planning Commission(BCPC) to provide public comments on the proposed project. 

What is required?  A ten to fifteen minute presentation is made by Facilities Planning staff and the Project Initiator followed by a question and answer period. 

Who to see?  Facilities Planning staff will schedule the project on the BCPC agenda.  Meetings are held on the second Thursday of each month during the academic year and once during the summer.

What will happen?  The BCPC will provide a list of recommendations about the project for further consideration during the program planning phase.   These recommendations will be forwarded to the Chancellor's Executive Committee.

Step 6:  Chancellor's Executive Committee Presentation

The dean or vice chancellor of the Project Initiator and the Executive Director of Facilities Management make a presentation to the Chancellor's Executive Committee (CEC) to provide administration level comment on the proposed project.

What is required?  A ten to fifteen minute presentation is made by the Executive Director of Facilities Management and the Project Initiator's dean followed by a question and answer period.

Who to see? The Director of Planning, Design & Construction and the Executive Director of Facilities Management will schedule the project as agenda item soon after the BCPC meeting.

What will happen?  The Executive Director of Facilities Management will make a presentation that is similar to the one given to BCPC.  The Chair of BCPC will then report on the findings of the BCPC.  The CEC will then ask questions and vote on a motion.  Most projects receive one of the following directions:

• Proceed with programming
• Proceed with programming with comments or reservations
• Proceed with fundraising studies only
• Reconceptualize

A formal memo informing the Project Initiator of the disposition of the project will be issued by the Vice Chancellor for Administration.

Step 7: Fundraising Studies

Projects that rely on donor funds for a significant portion of the project cost are often asked to determine the amount of fundraising potential prior to proceeding with program planning. 

What is required?  Architectural renderings used for a fundraising campaign.  To move on to programming, up to 25% of the required donor commitment may need to be identified.

Who to see?  Facilities Planning staff will assist the Project Initiator in hiring an appropriate consultant.  The Project Initiator must establish a fundraising committee through the Director of the CU-Foundation.

What will happen?  An architecture firm will be retained to prepare the renderings.  The renderings will be based generally on the space needs determined in the Feasibility Study and supplemental work done by the consultant to "flesh out" unknown aspect of the program.

The renderings will be used by the CU-Foundation in a fundraising campaign to determine the likelihood of success.

Step 8:  Pre-Program Planning Notification

Facilities Planning will notify university and State stakeholders that a capital development project has been authorized to enter program planning.

What is required?  CCHE policy requires a pre-program planning meeting with CCHE staff to discuss the proposed project.

Who to see?  Facilities Planning will inform the Chair of BCPC and Central Administration Staff and schedule a meeting with CCHE staff.

What will happen?  There will be a meeting with the CU System's Budget Office Director, the Project Initiator, Facilties Planning staff, and CCHE staff to discuss the project.  CCHE staff will react to the project at an informal level and give advice as to the type of information expected to be provided in the program plan.

The Chair of the BCPC will announce at the next available meeting that the proposal was approved and that a program plan in now being prepared.

This completes the Project Initiation and Concept Development Phase.  Projects now move into the Program Planning Phase.