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Facilities Planning, Design & Construction

University of North TexasIntegrated University Facilities Project Management Process

APPA Chicago August 2015

UNT Factoids:

36,000+ students172 Buildings including 15 Res Halls 7.1M GSF, 2.3M NASF Academic907+ acres

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AVP for FacilitiesAVP for Facilities

Facilities 

Maintenance

Facilities 

Maintenance

Facilities Planning, Design

& Construction

Facilities Planning, Design

& Construction

Facilities Support & Services

Facilities Support & Services

UNT Facilities Organization(Serving Academic, Housing & Dining)

318 FTE Staff

Helen Bailey, AIA, CEFP, LEED AP

Director 

Facilities 

Planning Design & Construction

Helen Bailey, AIA, CEFP, LEED AP

Director 

Facilities 

Planning Design & Construction

CADDCADD Campus PlanningCampus Planning Auxiliary PlanningAuxiliary Planning GIS mappingGIS mapping EstimatorEstimator

Administrative Coordinator

Administrative Coordinator

11 Project Management Staff +6 students1 CADD Staff + 1 student2 GIS Staff + 1 student1 Estimating staff

Typical Annual Project volume:• Major > $1M = 6• Medium $100K to $1M = 20• Minor renovation/remodels< $100K about 140

Planning, Design & Construction

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Project Management Discussion

• What is your experience with project management?

• Do you have issues with funding and budget control?

• Challenges with project closeout?• What project management

tools/processes work for your organization?

In the beginning……

The CHALLENGES in Project Management

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The Vision

• One unified simple method for running projects

• Avoid personality driven project management

• Improved customer satisfaction and credibility for FPDC & Facilities as a whole

• Easy access to project status and budget data for both client and leadership

• Formalized, efficient and easily understood procedures

• Establish project approval process and funding model

• Auditable

The Light Bulb moment!

Ah Ha! What does it take?

• Standard written processes & forms

• Getting the word out & top down support for the process

• Early order of magnitude estimates

• Ensure funding leadership supports the project at the “bright idea” stage before expending significant man-hours

• Ensure the “bright idea” meets campus objectives

• Secure funding first

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Holistic Approach

1. 

Estimate

(PRE)

2. 

Concept

Approval

3. 

Funding Identified

4. 

Project Initiation

(PIW)

5. 

Scoping

6. 

Budget Approval 

& Funds x‐fer

7. 

A/E Procurement

8. 

Design

9. 

Construction

10. 

Occupancy

11. 

Budget reconciliation

12. 

Close‐out

Not tracked in CMMS system Funding & status tracked in CMMS system

Bright Idea!!!

The step-by-step process:

• PRE – preliminary scoping & estimate

• PIW – project initiation

• Detailed scoping (programming)

• Budget approval and transfer of funds

• Procurement of professional services when >$50k

• Design turn-key if under $50k

• Construction

• Substantial Completion

• Certificate of Occupancy

• Customer satisfaction survey

• Project reconciliation & closeout

• Facilities inventory updates (CAFM)

• Digital archiving

Have a check list…..

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Have a procedures manual

https://facilities.unt.edu/sites/default/files/Facilities%20Project%20Procedures%20-%20June%202010_All.pdf

Why?

Consistency Compliance Coordination Documentation

Centralized Reference Resources(Microsoft Sharepoint)

• Web links

• Network paths

• Forms

• Manuals

• Etc.

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Communication……standard emails…..

Its all the same process….

• Integrated project management into CMMS work order system

• Standard process for all Facilities multi-trade projects for procurement and budget tracking

• Early order of magnitude estimates PRE by in-house estimator

• Standardized involvement of O+M technicians during scoping, design & construction.

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• Departments/Leadership approval of concept

• Order of Magnitude for large projects

• Itemized estimate for < $50K

• Provides initial scoping based on cursory considerations

• Estimating resources include RSMeans, historical data, CTC, etc. http://facilities.unt.edu/sites/default/files/Pre

Estimate_v1_0.pdf

Project Request for Estimate (PRE)

PRE – Pre Estimate (Order of Magnitude cost)

• Early scoping

• Helps clients secure funding

• Seek grants

• Reduces sticker shock

Estimating Services

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Project Initiation Worksheet(PIW)

• Office of Space Management approval

• Client point of contact info • Details about the project• Funding source and account holder

signatures

https://facilities.unt.edu/sites/default/files/PIW_09.15.14.pdf

Definition of a “project”:

• Multi-trade

• Over $5K

• Any project with architectural changes (i.e. moves walls/doors)

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Signed Budget approval and withdraw funding

Project Funding & Accounting

• Strict funding processes• Project financial activities never post directly to client/department 

accounts• No project financial activities can occur until Project Account is funded• PMA charges transferred at the same time as project funds

• “Clearing Account” concept• Set up two clearing accounts (HEAF and Local)• Budget under $100k

• Transfer from client account to clearing account(s) depending on fund types• Performed by Facilities

• Budget is $100k or more• Set up new account dedicated to single project• Transfer from client account to new project account• Performed by UNT Budget Office

• Update CMMS work order system once funding has been transferred• Project is now funded and transactions can occur

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Examples:

• Building MEP upgrades

• Paving replacement

• Roof & waterproofing

• Etc.

Facilities Maintenance multi-trade/complex projects = same process

In-house Design

• > $50K• Less complex• In-house expertise• Specialized scope

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Procurement of professional services >$50k

Plan Review

• O&M

• Life Safety

• User group

• Planning staff

• Management

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Project status list

• Standardized delivery methods dependent on size (in-house, JOC, CSP, CM@R, etc)

• Pre con meeting, schedule & contact list

• Submittal reviews

• Change orders (minimize)

• Technician inspections

• Final inspection

Construction

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• Concrete

• Paint

• Cabinet shop

• MEP technicians

• Sign shop

• Etc.

Use Facilities crews for smaller projects

Construction Inspections

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• Substantial Completion

• Certificate of Occupancy

• customer service survey

• Warranty

Completion

Closeout check list

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Budget Tracking in CMMS work order system

Budget Reconciliation

• Budget staff work with PM to verify all transactions are tracked and closed

• Reconcile project transactions with actual project account for a balanced budget

• PM notified of final balance

• Close project and update as reconciled

• Reports by project account match actuals

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But it’s a “living” document….An evolving process…….

• Empower the team

• Be open to suggestions for a better way of doing it.

• Understand there is always room for improvement

• Our process has evolved and changed for the better over the years.

Consider the unique aspects of the project:

Project Size

Client

Location

Funding

Schedule, etc.

Flexibility in the process is also important……….

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Facilities Inventory, Digital Archiving & building records

• Field Verification

• Coordination w/ Design groups

• Building Space Inventory Floor Plans

FM Systems & Space Management

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Capital Improvement Plan (+$1M)

Plan ahead……

Project Manager Workload

Metrics• Big Benefit of CMMS integrated project management.

• Data uses as reporting tool

Auxiliary Planning11 Projects $3,382,432

Campus Planning46 Projects $14,473,106

PM 1

PM 2

PM 3

PM 4

PM 5

PM 6

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FY 12 FY 13 FY14 FY15

PRE's received to date 124 102 138 100

PRE's submitted 11 3 0 1

PRE's in progress 4 3 1 4

PRE's in review 5 0 0

Total PRE's completed in FY 120 96 127 92

Total Budget Estimates  $15,874,798 $ 8,845,526 $14,870,160 $434,017,888

Estimating Metrics

Estimating Dept.

0

5

10

15

20

25

30

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• Summer 2015

• Auxiliary Planning: $4.56M; 22 projects

• Campus Planning:  $11.61M; 23 projects

• Summer 2014

• Auxiliary Services:  $2.5M; 12 projects

• Campus Planning:  $4.87M; 11 projects

• Estimating completed/value metrics:

• FY14 = 127 estimates, $14.8 M

• FY 15 = 92 estimates, $434 M

Facilities Planning & Construction Summer workload Summary

JOC Contractor Usage to date:

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Design

Construction

Punch

Project Phase Metrics

Departmental Project Load Metrics

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 $5,000,000

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 $15,000,000

 $20,000,000

 $25,000,000

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September October November December January February March April May June July August

Volume of new project requests per month

FY10 FY11 FY12 FY13 FY14

Monthly Construction Obstruction Report

Keep the public informed…”please excuse the dust”

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Successes & Lessons Learned…..

• Top-down support of process is critical

• In-house construction crew was disbanded

• Rigorous standardized training of new project management staff - a must

• Price Guarantee didn't work

• Positive audit experience

• Institution financial accounting system not integrated with CMMS work order system.

• Still refining processes for maintenance projects

• Client feedback (Very positive but a few still say – too costly & takes too long)

• Much improved paper trail

• Helps eliminate challenges between State and local funding sources for single projects

….Goals for the Future

Keep dreaming of bigger and better…..

• Automation

• Integration with institution financial accounting system

• Simplified Facilities Funding

• Methodic and global development plan

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And above all……

PIWLink: https://facilities.unt.edu/sites/default/files/PIW_09.15.14.pdf

PRELink: http://facilities.unt.edu/sites/default/files/PreEstimate_v1_0.pdf

Web page: http://facilities.unt.edu/depts/fpdc

Procedures: https://facilities.unt.edu/sites/default/files/Facilities%20Project%20Procedures%20-%20June%202010_All.pdf

Design Guidelines: https://facilities.unt.edu/sites/default/files/DESIGN%20GUIDELINES%20JUNE%202014%20rev%202_091514.pdf

What to expect: http://facilities.unt.edu/sites/default/files/M_FMC%20What%20to%20Expect_0.pdf

Useful Links:

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Questions?