Project Evaluation Request (Procedure #760.A)

Campus units, departments, colleges, divisions, and individuals have ideas about improving the existing campus environment by providing new, improved space for university activities of all types. The project intake and approval process helps campus leadership set priorities for improvements and manage the campus environment in a comprehensive manner.

Capital Planning & Budget Director

I. Intake

Submit a Project Evaluation Request through the UW-W Campus Facilities Planning Website.

II.  Intake Confirmed

Project Owner and Sponsor will receive an email copy of submittal. 

III. Develop Preliminary Scope and Budget Statement

The Campus Facilities Planning Team will schedule a meeting with the Project Owner and ITS to assist in developing a preliminary scope of work, and a high level preliminary budget for your project(s). The scope and preliminary budget will be reviewed with the project owner and sponsor prior to the project moving forward. Note: This step will also identify projects that cannot move forward (for example, they are inconsistent with campus, UW System, or State of Wisconsin policy and/or regulations). If it has been determined that your project cannot move forward, then the Campus Facilities Planning Team will provide further assistance.

IV. Verifying Funding Sources

The proposal will move forward to the Budget Office for review and verification of a funding source and strategy. Any additional steps that may be required to secure funding should also be identified at this time. Upon completion of review, proposal will route back to the Campus Facilities Planning Team for preparation of Step 5.

V. Strategic Plan Assessment

Proposals will be reviewed by the leadership of Administrative Affairs (Vice Chancellor, FPM Director, and Campus Planner), Academic Affairs (Provost and/or Associate Vice Chancellor), and the Chief Information Officer (CIO) to ensure that the project is consistent with strategic campus goals. This step includes verification of the project’s alignment with the Academic Plan, Budget Policies, and Facilities Long Range Plan. This group will recommend denial or endorsement of the proposal and set a priority order for it among other projects presented.

VI. Preparation of Project Charter

Upon agreement that the project aligns with the strategic plans, the Campus Facilities Planning Team will identify and summarize key issues and prepare a Project Charter. There may be a cost for this work if technical information, such as architectural or engineering review or survey, is needed to move forward. The cost for these services will be charged back to the requesting unit if the project moves forward.

VII. Project Charter Final Review

The Provost and Vice Chancellor of Administrative Affairs will review the Project Charter and determine whether or not to forward the Project Request to the Chancellor for final approval.

VIII. Chancellor Review

The Chancellor and Vice Chancellor of Administrative Affairs will review the Project Charter and make a determination to approve, deny, or defer the request. If the project request is deferred, a follow-up date will be established and the Project Owner and Sponsor will be notified of the decision.

IX.  Project Implementation

If the Chancellor approves the Project Charter, then Administrative Affairs and the Campus Facilities Planning Team will implement the project according to the Project Charter and the appropriate method of delivery.

Regent Policy Document 19-4 (formerly 85-6): Delegation of Authority for Small Project Requests

Regent Policy Document 19-12 (formerly 92-10): Oversight of Facilities Constructed for University Purposes

Regent Policy Document 19-15 (formerly 99-1): Physical Development Principles

Regent Policy Document 19-16: Building Program Planning and Approval

Wisconsin State Statute 13.48: Long-range Public Building Program

Wisconsin State Statute 13.48(29): Simplified Policies and Procedures for Construction Projects

Wisconsin State Statute 16.85(12): Subchapter V, Engineering

Wisconsin State Statute 20.924: Subchapter X, Building Program Execution

Wisconsin State Statute 36.09 Responsibilities (1)(f)

Wisconsin State Statute 36.09 Responsibilities (2)(a)

Wisconsin State Statute 36.09 Responsibilities (3)(a)

Wisconsin State Statute 36.11 (1)(a)

Wisconsin State Statute 36.11 (1)(b)

Wisconsin State Statute 36.29(7)

Revision #1: July 1, 2021

First approved: July 1, 2018