Plan Ahead
- Collaborate with stakeholders well in advance of materials submission deadlines to facilitate smooth routing and reviews
- Many approvals tend to delay in financial vetting – advance communications and clarity amongst the team regarding budget, fund sources, timing, etc. would often benefit this step
Deadlines
- Deadlines for submission are published in the Project Approvals Calendar
- Facilities & Campus Service has internal deadlines for FPARs and presentations to allow time for internal review before materials are due to the Division of Budget and Planning (not applicable to SPARs and LARs)
- All materials are entered into a Box to submit to DBP
- FCS, CIT, Real Estate and other units have identified roles for Box submission and management
- Box Process – Materials Review and Final Cutoff (all approvals)
- Box deadline for all materials: 5 PM on due date, some limited grace period until 6 AM following morning if DBP is notified in advance
- Any materials not in Box by 6 AM the morning following the deadline will not be accepted; Agenda item will be deferred until the following CF&PC
- Morning following due date: DBP reviews materials, sends comments back to project teams no later than NOON
- Noon the following day (1.5 days after deadline) – project team must finish revisions and resubmit to Box
- Any materials not revised by the deadline will not be accepted; Agenda item will be deferred until the following CF&PC
- Box deadline for all materials: 5 PM on due date, some limited grace period until 6 AM following morning if DBP is notified in advance
- Exceptions: All exceptions to the Box deadline must be requested directly to the Director of Capital & Space Planning by a senior director in FCS, the director of the CIT Project Management Office, the AVP of Asset Management, the Director of Real Estate, or a unit facilities representative no later than 5 PM on the day before the deadline.
Submission Requirements
- Presentations must align with FPAR/SPAR/LAR
- Check wording of authorization request, dollar values, fund sources, etc.
- Budgets in presentations must align with budget standard format and fund sources must be included
Box Management
- Materials for CF&PC are not accepted unless posted to the Box
- Do not post multiple versions of the same document to Box
- Do not post a new version to Box, after the deadline, without notifying the Executive Staff Assistant to the VP of Budget & Planning and the Director of Capital & Space Planning – it will not be accepted (it may not even be noticed)
Additional Information for a Smooth Submission
- Review the Capital Approvals FAQ for much more information about preparing CF&PC presentations
- The preparation of FPARs and presentations is a partnership between FCS, CIT, Asset Management, or Real Estate and the sponsoring unit/s – materials need to be developed and shared within this team before submission, and supported by all parties at the time of submission
- Don’t remove people from email threads regarding issues as this complicates clear and transparent resolution for stakeholders
- Whoever has the lead for the project on the Project Approvals Coordination (PAC) list is responsible for working with the project team to identify the unit lead for the meeting
- Identifying that lead on the PAC project list
- Confirming a hold on the unit lead’s calendar before the draft meeting agenda is distributed
- Note that unit leads must be able to speak to the priority of the project within the unit’s overall portfolio, budget issues, political climate, etc.