With the start of Schematic Design, the project is fully underway and begins to involve a larger set of stakeholders much more regularly. The Executive Sponsor convenes the project Steering Committee for the first time. The User and Technical Groups begin regular interaction with the A/E team.
Schematic Design is a very meeting‐intensive phase. The User Group meets with the newly selected architect to confirm that the information included in the Programming Report is accurate prior to beginning design, and then works with the architect to further define requirements and create floor plans. The A/E team meets with representatives of the technical groups to develop design criteria. On large projects, the A/E participates in design presentations to the project Steering Committee. At the conclusion of Schematic Design, and all design phases, the project stakeholders review the design documents and OPR. Any review comments should be resolved with the design team prior to proceeding to Design Development.
Other key activities in Schematic Design include the selection of a Construction Manager for large projects, the introduction of the project to the Department of Buildings (coordinated by Civic Engagement), and the development of highly detailed project budget and schedule documents.
Large projects are presented to the Board of Trustees for full budget approval. The architect provides renderings and models as needed.
| Project Controls | |
|---|---|
| Governance | |
| Organization | Create Project Working Group; Convene Steering Committee |
| Communications | Execute project communication plan; Begin project meeting schedule |
| Reporting |
Begin project reporting - weekly, monthly, executive summaries (large projects only) |
| Approvals | |
| Board of Trustees | ICC votes to approve design (projects > $15MM); FPC approves or rejects full project funding (all projects > $3MM) |
| Capital Projects Committee | N/A |
| Provost/CFO | N/A |
| Funding | Approved Large Projects receive 100% funding based on updated full project budget after FPC approval |
| Steering Committee | Approve schematic design, budget prior to ICC presentation |
| User Group |
Approve Schematic Design documents and updated OPR |
| Procurement | |
| Economic Impact | Meet with Procurement and Office of Civic Engagement to confirm M/WBE and workforce goals for CM selection |
| Vendor Management |
Construction Manager selection process for large projects; other consultants as needed for all projects |
| Cost Management | |
| Budget | Develop detailed project budget |
| Construction Cost | Prepare detailed cost estimate at conclusion of schematic design (A/E, cost consultant or Construction Manager) |
| Cash Flow |
Prepare preliminary cash flow projection |
| Schedule Management | |
| Project Schedule | Prepare detailed project schedule and milestone schedule |
| Regulatory/Permitting |
Introduce project to Department of Buildings with OCE, submit for planning approval if required |
| Quality Management | |
| Design Reviews | User, Technical Groups review OPR/Design Documents; Resolve issues prior to proceeding to next phase |
| Construction Quality |
N/A |
| Risk Management | |
| Project Insurance | N/A |
| FM Global |
FM Global reviews Schematic Design documents |
| Program and Design Management | |
| Program | Meet with user group and design team as needed; review schematic design documents |
| Planning | |
| Zoning/Planned Development | Prepare site Plan and Part I approval package if applicable |
| Master Planning Considerations | Meet with Planning to review design if applicable |
| Heritage | Determine project Heritage status |
| Accessibility | Present project, if applicable, to ADRC. Schedule pre-meeting with CP+S two weeks prior to ADRC meeting. |
| Space Management | Assign room numbers in 100% SD documents |
| Landscaping/Sitework | Meet with user group and design team as needed; review schematic design documents |
| Bird Safety | Meet with user group and design team as needed; review schematic design documents |
| Sustainability | |
| General | Conduct sustainability workshop, if applicable |
| Energy | Prepare preliminary energy model, if applicable |
| Engineering and Utilities | |
| Utilities | Meet with user group and design team as needed; review schematic design documents |
| Mechanical | Meet with user group and design team as needed; review schematic design documents |
| Building Automation | Meet with user group and design team as needed; review schematic design documents |
| Electrical | Meet with user group and design team as needed; review schematic design documents |
| Fire Protection | Meet with user group and design team as needed; review schematic design documents |
| Plumbing | Meet with user group and design team as needed; review schematic design documents |
| Commissioning |
Large projects - select Commissioning Agent |
| Operations and Maintenance | |
| Building Envelope | Meet with user group and design team as needed; review schematic design documents |
| Interior Finishes | Meet with user group and design team as needed; review schematic design documents |
| Elevators | Meet with user group and design team as needed; review schematic design documents |
| Technology | |
| IT Services | Meet with user group and design team as needed; review schematic design documents |
| Security |
Meet with user group and design team as needed; review schematic design documents |
| Key Deliverables | |
| OPR | Update OPR with final schematic design criteria, confirmed budget and schedule |
| Design Documents | Schematic Design Documents |
| Budget | Official full project budget created at conclusion of Schematic Design (large projects submit for 100% funding) |
| Presentations | Presentation to ICC and FPC for design and budget approval (large projects) |
| Contracts/Vendors | Construction Manager under contract for preconstruction for large projects; other consultants as needed. |