Project Initiation

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 a detailed user guide of the FPIF process CLICK HERE.
For a sample FPIF form CLICK HERE.

*** Note that as of July 1, 2023, approval will be required for all projects exceeding $50,000 until further notice. ***

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 this Signature Authority memorandum.

Facility Initiation Review / Approval Matrix

Project Type (includes design and/or work) ¹	Facilities Project Initiation Form Request	Facilities Management Division (FMD) and Office of University Architects (OUA) Approval or Recommendation ²	Finance & Administration Review/ Approval	Provost Review / Approval ³
MAINTENANCE
Scope doesn't require any third-party consultants, engineers, or design professional fees greater than or equal to $2500	N	N	N	N
Scope estimate is less than $150k and requires third-party consultants, engineers, or design professional fees greater than or equal to $2500	Y	Y	N	N
Scope estimate is greater than or equal to $150k and requires third-party consultants, engineers, or design professional fees greater than or equal to $2500	Y	Y	Y	Y
PROJECT (New Construction/Addition/Renovation)
Specific project approved via MRR Program (will utilize full or partial MRR funds)	N	N	N	N
Scope is for an addition or new construction estimated at less than $150k	Y	Y	N	N
Scope is for an addition or new construction estimated at more than $150k	Y	Y	Y	Y
Scope estimate is less than $25k without any third-party consultants, engineers, or design professional	No. FPIF is not required though work must be performed per UGA Policies.1 Submit a Work Order if the scope is in a Resident Instruction facility in Clarke County.	N	N	N
Scope estimate is less than $150k with third-party consultants, engineers, or design professional fees greater than or equal to $2500	Y	Y	N	N
Scope estimate is greater than or equal to $150k regardless of third-party consultants, engineers or design professional fees	Y	Y	Y	Y
Scope estimate is greater than or equal to $150k regardless of third-party consultants, engineers or design professional fees and utilizes full or partial MRR funds that were not approved through MRR process for this specific project	Y	Y	Y	Y
Change in Use of Space (i.e. restroom to IT closet, etc.)	Y	Y	N	N
Requires new space lease or modification to an existing space lease	Y	Y	N	N

¹ Refer to Engaging Design Professionals and Contractors, Performing Work in UGA Facilities, and Performing Work Outside of Clarke County policies.
² Approval if less than $25k; recommendation if more than $25k.
³ Provost Approval not applicable for University Housing or Finance & Administration projects (President approval may be required on case by case basis).

The FPIF Committee will reserve the discretion to send any FPIF, regardless of amount or type to Finance and Administration review and/or Provost Review.

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 should confirm current room use as listed in the Facilities Inventory Database (FIDB) prior to submitting a proposed project that effectively changes use, as well as follow appropriate procedures through the Office of Space Planning and Management to, if necessary, request reassignment of space.

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 Engaging with Design Professionals and Contractors, Performing Work in University of Georgia Facilities, and Performing Work Outside of Clarke County and/or B Units.

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.