0. The Catholic University of America
Facilities Operations

1. What Defines a Project?
The cost of work, services or purchase is $5,000 or above and falls into the following categories:
Alterations to existing space – land or building
Improvements to systems – building, mechanical, electrical or technology
Improvements to architectural and interior finishes
Renovations – total or partial upgrading of a facility to higher standards for quality and/or efficiencies
Furniture and equipment purchases

2. Capital Project Requests
Each Vice President and the Provost is asked to complete a capital request form covering the next three to five budget years and submit the request to the Budget Committee.
The Budget Committee identifies a listing of capital projects/equipment that will be recommended to the Board of Trustees for approval for spending in the upcoming fiscal year.  
Once a capital request is approved for spending, the relevant Vice President or Provost will be notified that the project can proceed and the approved budget amount is communicated.  
A project request is then submitted by to Facilities via the online request system at

3. Project Request Flow Chart
Dept initiates request in QBIC
DFAS reviews request
Yes
AVP assigns Project Mngr
DFPC initiates PAF
Pre-Approved Capital Project?
Does it have funding?
Yes No No
Yes
VPFA Pre-approves?
DFPC initiates PAF
Yes
AVP discusses with VPFA No
Does available funds cover budgetary estimate?
Project available to swap within division?
AVP assigns PM to develop a budgetary estimate
Yes No
Project Stops No
Yes
Yes
Is the request an emergency?
Does AVP feel project should proceed for other reasons?
Project Stops No No

4. Procurement | Contractor/Vendor Selection Process

5. Facilities Administration & Services Project Support
Once the project is set up, FAS will administrate the following Cardinal Financial processes:
Entering all requisitions related to the project (p-cards can not be used for purchasing or payment for services on any project)
Entering all change orders
Receiving of all good and services
Submittals of all invoices/payment applications to General Accounting

6. Reasons to include Facilities:
How will the project affect existing mechanical systems?
HVAC Systems
Electrical Systems
How will the project affect operating budgets for Facilities Operations?
Building Maintenance
HVAC
Custodial Services
How will the project affect the utility budgets?
Electric
Natural Gas
Water & Sewer