Project Process

The AHC Office of Facilities and Capital Planning is responsible for planning and programming all capital projects that are undertaken in the Academic Health Center.  The projects range from small remodels and improvements, to leased space acquisitions and remodeling, to large projects developed in school/college compacts, to major project included in the annual capital budget and state request.

Project Initiation: Depending on the size of project, the project will come to this office in a number of ways, but must all be reviewed by the Director of AHC Office of Facilities and Capital Planning, who assigns each project to a planner.  This assignment is based on the number of projects that the planner is managing and also the planner’s specialized skill set. Examples of project initiation -

• A small project can be requested by sending a request to AHC Facilities via email.
• Leased space projects are developed when space becomes available and is matched to a space need within the AHC.
• Projects developed within a school/college compact or in the annual capital request are generally developed in association with the AHC Office of Facilities and Capital Planning.

After the assignment of a project, the planner will aid the client in filling out a project request form (depending on the size of the project).  If necessary, a project manager from the University Of Minnesota’s Capital Planning and Project Management office is assigned.  A kickoff meeting is scheduled with the user, the planner and the project manger to discuss the project.  The planner explains the project process, along with any unique nuances to the project.

Feasibility Study:  A feasibility study is not always conducted, but is completed when it is deemed necessary to investigate a project’s viability—to see what it would cost and if it is actually possible with the resources available.

Predesign:  During the predesign phase, the planner will help the client develop a statement of need, put together financial information, create a schedule and an estimated project cost.  For capital projects included in the annual capital budget or biennial bonding request, the predesign report must be developed and approved the Senior Vice President for the AHC and the University’s Capital Oversight Group. Predesign Requirements.

Programming:  The programming phase is where specific space, programmatic needs and adjacencies are defined in detail.  The planner works with the client to define exactly what is needed, develop an operation plan and finalize the financial plan.

Design:  After the requirements are clearly defined, the project moves into the schematic design phase.  This phase is the preliminary design phase, and focuses on further detailing room size requirements and adjacencies.  After the schematic design phase, the design development phase focuses on interior finishes and layouts, as well as mechanical and electrical systems.  Preliminary code requirements are considered in this phase.  The architect then proceeds into the next phase, and develops construction documents based off the design development phase.  The planner is the liaison between the client and the designer.  The planner works to make sure the client understands the implications of design, and continues to actively represent the needs of the client to the architectural or engineering consultants.

Construction:  The project manager from CPPM manages the construction of the project, as well as the budget.  The planner manages other issues that may arise during this phase, including funding issues and Program Change Requests.

Punchlist:  During the punchlist phase, the planner works with the client, architect and project manager to finish up all loose ends in the construction process.

Occupancy:  Occupancy occurs just after the furniture is installed, all the network and telecommunication services are hooked up, all the testing and balancing has occurred, and an occupancy permit has been issued.  Also, mail, janitorial services, keying and signage should be completed before the move-in.

Project Closeout:  The project closeout phase closes the project financially.  Once this has occurred, the project is complete.