Project Planning & Initiation

Project Planning and Initiation is an essential part of Facilities Management processes. Campus Development performs inception planning work that produces various deliverables for individual projects.

These include Vision Statements and Project Charters, Project Statements, Key Parameters documents, and Functional Programs. Each of these tools enables the institution to incrementally build consensus on the vision of a project and lend higher resolution to what is to be achieved. This work also does so at a limited relative cost well in advance of making changes during construction when it is significantly more costly to do so.

The term "project" has very specific minimum requirements: (1) a vision, (2) scope, (3) a timeline or schedule, (4) a funding source, and (5) a sponsor (accountability). Without these attributes completely defined, a project cannot be implemented.

The Project Statement

The initial planning is the preparation of a short summary document called a Project Statement. This is assembled by planning representatives and facilitates the preliminary project plan. It identifies project scope, budget allowances, timeline, and related constraints at a very high level at a time when there is very little information to go on and when assumptions are based on seasoned planning experience.

Each Project Statement includes a Sponsor (usually a senior administrator), a Stakeholder Lead to represent or "champion" the project, and an anticipated budget to complete the project. Project Statements are prepared by Campus Development before a recommendation is made to senior administration. Not all statements transition to the implementation phases and become projects. In order for preliminary plans to become an actual capital projects they must have a committed funding source.

The phases and sub-stages of the Project Development Process

Phase 1: Project Initiation

Preliminary Project Statement request outlining project scope and key parameters.

Phase 2: Feasibility and Pre-Design

Planning Feasibility and Pre-Design

The first two phases and correlating sub-stage activities are administered by Campus Development in a highly consultative process that includes a project sponsor, an estimated budget, senior leadership representation, a stakeholder (team), and sometimes task group 'experts' who participate if a Functional Program is necessary. These first two phases are the least costly to the project and permit dialogue and change of direction to occur with the greatest flexibility. Construction is infinitely more finite and expensive to implement and is the 'proof' that an investment in good planning provides tangible value.

Phase 3: Implementation

Execution

Once approved this Project Statement is returned to Campus Development and will be sent to Project Management Office (PMO) where the project will enter a queue and be assigned to a Project Manager based on available resources. Once the project statement is converted to a project it will be assigned Project Manager to enter Phase 3, the "Execute" stage (ie. procurement, design, tender, and construction).

Environmental Sustainability

Environmental Sustainability collectively works with the participation of Facilities departments and design teams who implement projects targetting sustainability goals or formal certification for new and existing buildings.

The University of Lethbridge has a vision to provide a 'greener campus' that enhances student learning experiences, reduces energy use, and other impacts that preserves the natural, unique landscape that surrounds the University. One of five Strategic Priorities set out in the 2009-13 University of Lethbridge Strategic Plan is to “Enhance the Environmental Sustainability of the University.”

Three objectives to meet under this priority are to continue to transform the University into a sustainable community, incorporate sustainability into teaching, learning & research, and promote sustainability inside and outside of the University.

For more information on the University's environmental sustainability goals, please visit the U of L Sustainability site.