Facilities Project Initiation Form

CLICK HERE if you are ready to complete the Facilities Project Initiation Form and submit the proposed project through the routing outlined therein.  
For an overview of the online FPIF process CLICK HERE

Departments/Units requesting work shall follow these procedures:

Complete the Facilities Project Initiation Form and submit the proposed project through the routing outlined therein.
This request must be approved by the department’s Dean, Vice President, or previously approved designee before it is routed via F&A to the Provost (if required) for review. A Dean or Vice President can delegate this signature authority for FPIF approval by completing and forwarding this Signature Authority memorandum to FPIF@uga.edu.

Facility Initiation Review/Approval Matrix

Project Type
(includes design and/or work)*

Facility Initiation Request

Finance & Administration Review/Approval

Provost Approval

Maintenance

No

No

No

Scope estimate < $50k

Yes

Yes

No

Fully Funded / Previously Approved as MRR project

 No

 No

 No

Partially Funded via MRR program without full project approval in MRR review

 Yes

  Yes

  Yes

Change in Use of Space

Yes

Yes

Yes

Scope estimate > $50k

Yes

Yes

Yes

*refer to Engaging Design Professionals and Contractors, Performing Work in UGA Facilities and Performing Work Outside of Clarke County policies

Project examples include, but are not limited to:

        · Converting closet space into a server room, or a computer lab into a student lounge. These change-of-use projects typically involve building system
          modifications to accommodate the different heat and cooling load requirements related to space demands.

        · Renovating office spaces and laboratories that may include adding or deleting existing walls, which could lead to significant code mandated modifications
          and changes of heating and cooling and electrical requirements. (see FAQs in policies linked in above matrix)

Change in room use:

         · The Department shall follow appropriate procedures to obtain approval through the Office of Space Management for any change in room use as
           listed in the Facilities Inventory Database (FIDB) prior to submitting a proposed project that effectively changes use.

Fund expenditure should not occur until such time this Project Initiation has been approved.

Upon receiving formal communication to perform work, an FMD or OUA staff member is assigned to manage the project throughout the design and construction process.


Purpose:

This project form will serve as the vehicle to formalize a project/work to be administered by the Facilities Management Division (FMD) or the Office of University Architects for Facilities Planning (OUA) on behalf of any University of Georgia department or unit. This form is required for all projects/work regardless of funding source except as noted in the above matrix. For the purposes of this process, ‘Facilities Projects’ are defined to include infrastructure and utilities, landscaping/site development and buildings.

For additional details, please refer to the University policy statements on the “Engaging with Design Professionals and Contractors”, the “Performing Work in University of Georgia Facilities”, and "Performing Work Outside of Clarke County and/or B Units":

https://fanda.uga.edu/pdf/EngagingDesignProfessionalsandContractors.pdf

https://fanda.uga.edu/pdf/PerformingWorkinUGAFacilities.pdf

https://policies.uga.edu/Facilities/Performing-Work-Outside-University-of-Georgia-Facilities/


In order to ensure that all facility projects are aligned with Institutional as well as University System of Georgia (USG) strategic goals and objectives, and to help ensure that limited resources are being targeted to institutional priorities and are deployed in a cost effective manner that bolsters more effective space utilization, this Facility Project Initiation Form must be submitted by the using department requesting the project and all required approvals received before FMD or OUA may engage in work on any proposed project. Fund expenditure should not occur until such time this Project Initiation has been approved.

If a project is fully funded with MRR funds, no additional facility authorization is required to initiate design or construction. If the project is partially funded by MRR, the project shall continue to progress as outlined herein.

After review of the submission is complete, and if the project is authorized by Administration, the requesting department (and associated department/unit approvers) and applicable department (FMD or OUA), will receive electronic notification of this approval and the project may proceed. Should a project be denied by Administration, notification will be returned to the requesting department and associated approvers within the department/unit.


HAVE A QUESTION? 

Talk to a Work Request Center representative: Monday - Friday, 7:30 AM to 5 PM.  (706) 542-7456