The Programming phase only occurs on Large Projects. Programming allows the project team to take the information acquired during Project Initiation and documented in the OPR to the next level of detail. The program is usually defined with the assistance of a programming consultant and further engagement with the User, Technical, and Approval groups through a series of meetings, focus groups, development and review of test fit plans, ultimately culminating in a final Programming Report.
Using the Programming Report, the CPD project manager will update the preliminary project budget and schedule that were developed in the Project Initiation phase, with the benefit of more knowledge of the project's scope of work. The OPR will be updated to include the Programming Report as an Appendix, and will also include updated technical project criteria. Based on the updated program, schedule, and budget information, CPD will compile a presentation to be delivered to the Capital Projects Committee. The CPC will then approve or reject the project to proceed to Architect Selection.
The Programming phase, which generally spans at least a few months, brings new stakeholders into the project. A Working Group consisting of users, the CPD PM, and possibly others at the discretion of the User Group chair, will be heavily relied upon to provide the Programming Consultant with information to craft a program that most accurately meets the group's needs. The CPD PM will also meet with the Office of Civic Engagement to discuss the project's permitting strategy, and will meet jointly with OCE and Procurement to discuss diversity goals for the projects. With new stakeholders in the fold, the CPD PM will work within FS to develop a draft communications plan for the project.
| Project Controls | |
|---|---|
| Governance | |
| Organization | Confirm PM assignment; Create Project Working Group, identify members |
| Communications | Develop Draft project communication plan; Introduce project to Support Services group |
| Reporting |
Budget, schedule report prior to CPC presentation for review with Executive Sponsor |
| Approvals | |
| Board of Trustees | N/A |
| Capital Projects Committee | Reviews Large Projects to proceed to Architect Selection phase |
| Provost | Approve or reject Large Projects to proceed to Architect Selection phase |
| Funding | Large Projects, if approved, receive additional funding, bringing total to 20% of preliminary project budget |
| Steering Committee | N/A |
| User Group |
Approve Programming Report |
| Procurement | |
| Economic Impact | Meet with Civic Engagement and Procurement to discuss M/WBE and workforce goals |
| Vendor Management |
Select Programming Consultant, other consultants (reference Procurement Plan); Confirm contracting strategy |
| Cost Management | |
| Budget | Prepare full project budget estimate after completion of Programming Report |
| Construction Cost | Update construction cost estimate based on Programming Report |
| Cash Flow |
N/A |
| Schedule Management | |
| Project Schedule | Update project schedule after completion of Programming Report |
| Regulatory/Permitting |
N/A |
| Quality Management | |
| Design Reviews | User, Technical Groups review Programming Report |
| Construction Quality |
N/A |
| Risk Management | |
| Project Insurance | N/A |
| FM Global |
N/A |
| Program and Design Management | |
| Program | Meet with ITS/programming group to discuss project needs, refine budget estimate |
|
Planning |
|
| Zoning/Planned Development | N/A |
| Master Planning Considerations | N/A |
| Heritage | N/A |
| Accessibility | Consult with Campus Planning to review Accessibility goals/requirements |
| Space Management | N/A |
| Landscaping/Sitework | Meet with Programming group if required |
| Bird Safety | N/A |
| Sustainability | |
| General | Identify LEED target |
| Energy | Identify preliminary EUI (if applicable - consult with E&U) |
| Engineering and Utilities | |
| Utilities | Identify preliminary loads and connection points |
| Mechanical | Meet with programming group if required |
| Building Automation | Meet with programming group if required |
| Electrical | Meet with programming group if required |
| Fire Protection | N/A |
| Plumbing | N/A |
|
Commissioning |
N/A |
| Operations and Maintenance | |
| Building Envelope | N/A |
| Interior Finishes | N/A |
| Elevators | N/A |
| Technology | |
| IT Services |
Meet with ITS/programming group to discuss project needs, refine budget estimate |
| Security |
Meet with ITS/programming group to discuss project needs, refine budget estimate |
| Key Deliverables | |
| OPR | OPR updated with programming info, budget, schedule, delivery process |
| Design Documents | Programming Report |
| Budget | Update ROM budget to Preliminary Project Budget |
| Presentations | Documents submitted to CPC for project and 20% funding approval |
| Contracts/Vendors | Programming Consultant, other consultants if applicable (geotech, environmental, cost estimator, etc) |