Schematic Design

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.

How Do I?

UChicagoSocial: Facilities Services