The purpose of this phase is to develop the concept and basic framework for the design of the project.  This is the most exciting and creative part of any project.  The process is generally set by Regent and Campus policies which dictate reviews by certain boards and groups.

Because review boards meet on set schedules, the period of time a project remains in schematic design will depend on how long it takes to secure approvals from the boards and on how close to being in budget the build is when it is estimated toward the end of the phase.

There are 10 steps to this phase of the project.

• Project Kick-Off
• DRB Initiation
• Program Verification
• Conceptual Design
• Facilities Planning Design Review
• DRB Conceptual Design Review
• Schematic Design
• Facilities Planning Schematic Design Review
• DRB Schematic Design Approval
• BCPC Schematic Design Approval
• Value Engineering, Alternatives or Scope Reduction
• Facilities Management Schematic Design Approval

As in other phases, the process is not completely linear and several of the steps, particularly the reviews and approvals, are done concurrently.  the typical length of time that a project remains in this phase is four to six months

Step 1:  Project Kick-off

What is required? A first meeting is usually held amongst the leads and reports for the consulting team, client and Facilities Management staff.

Who to see?  The Facilities Planner will set up the first meeting by coordinating with the Architect and the Client.

What will happen?  The project team will talk about the design process, budget and schedule.  Communication protocols will be reviewed as well as roles and responsibilities of the various parties. 

It is also common to begin to discuss the opportunities and constraints that will be on the project.  Work done to date may be reviewed so that all parties are at a common understanding point from which to begin design.

Step 2: Design Review Board Initiation

What is required?  An initiation meeting with the Design Review Board to brief them on the scope and schedule of the project.

Who to see?  The Facilities Planner will have the project placed on the agenda and coordinate with the Architect and Client to organize a presentation.

What will happen?  The purpose of this meeting is to bring up to speed all the DRB members wit the proposed project.  The Facilities Planner will lead the discussion and will provide the background and history. The client may be asked to speak about the importance of the project and project goals.  The architect may or planner will discuss the schedule and work plan for the project to highlight important milestone dates. 

The materials that are required for this presentation are outlined in the DRB presentation materials available on the Glossary page for the DRB.

Step 3:  Program Verification

What is required?  The design team needs to have a complete and current understanding of the project.  This typically means enhancing the information contained in program plan.

Who to see?  The architect and Facilities Planner will work with the Client to provide updated information.

What will happen?  The purpose of this phase is to gain enough information to begin a design.  Program plans developed fro the State submission contain much of the information required but there is usually holes and gaps when the consultants look towards design.  Depending on the length of time between the program plan and the comencement of design, there may be changes in the program to be accompodated.  These issues should be identified at this point.

This is also the time to clarify any restrictions on construction and to formalize the opportunities and constraints for the project.

The key to a successful project is to balance the additional requests with deductions in scope so that the overall project size remains relatively the same.  The program plan will establish a budget of assignable square feet for each program function.  This will be used to manage the requests for changes by the Facilities Planner.  In general, space within a program area (e.g. library, research lab) will be fixed, however, how that space is distributed is may be reallocated to meet a new need. 

For example, a library function has been allocated:

• Stacks                  10,000
• Reading Room        900
• 5 offices                     750
• Public Services        300
• Technical Services  500
• TOTAL                  12,450

During Program Verification, new staffing requirements have occured as well as new technology requirements.  A decision could be made to reduce some areas to accomodate the new programs as long as the overall amount remains the same.  In this example, the programs could be accomodated as follows:

• Stacks                        9,000
• Reading Room           800
• Computer Stations  1,000
• 6 offices                        900
• Public Services           280
• Technical Services     470
• TOTAL                      12,450

This process will occur through all the components of the original program plan until they are verified. 

Major changes in the scope or allocation of space are not allowed without a program plan amendment.  The process for a program plan amendment is the same as for a new program plan.  It will require approval by the Board of Regents and CCHE, and any budget change would require approval back through the approval process.  For this reason, Facilities Planning staff will strive to ensure that he project does not deviate from the approved program plan.

Step 4: Conceptual Design

What is required?  The purpose of this step is to develop a rational plan to incorporate the program in a building form on the site.

Who to see?  The architects will lead this step of the process with feedback from the rest of the design team.

What will happen?