Physical Plant

Project Process

The following explains the necessary steps to successfully initiate a project.

Project Process

1. Requestor Begins Project Request
2. Physical Plant Provides Estimate and Schedule
3. Requestor Obtains Budget Approvals
4. Physical Plant Obtains Quotes/Estimates
5. Requestor Obtains Purchase Orders
6. Work Commences

Graphic Overview of Project Process


Project Process

When a project request is submitted, proper approvals and budgeting is required before a project can be initiated.

Use the tutorial below to learn the steps required to initiate a project.

The official flowchart is available here.

1. Requestor Begins Project Request

The Requestor is the person who initiates a project request by following the steps below.

  1. Requestor completes and signs the Project Request Form.
  2. Requestor delivers form for signature to
    • Departmental Chair
    • Dean/Director

Action 1: Requestor delivers completed Project Request Form to Physical Plant

  • See Project Request for hints and tips on filling out and submitting the form.

2. Physical Plant Provides Estimate and Schedule

  1. Physical Plant project manager or estimator develops an estimated project budget based on typical materials and labor costs and previous University experience.
  2. Physical Plant project manager establishes a tentative schedule for project start date.
    • The schedule will be in the form of SEM/YR.
      Fall semester of 2006 is written as Fall/06.
    • Projects are scheduled on a "first-come, first-served" basis
      See Project Priority for more information about project scheduling.

Action 2: Physical Plant returns estimate and tentative schedule to Requestor.

* A Budget Approval form is available at this link

3. Requestor Obtains Budget Approvals

  1. Requestor receives Estimated Budget from project manger/estimator.
  2. Requestor attaches Project Request Form to Budget Approval Form.
  3. Requestor delivers forms to administrators for approval. Use the chart below to identify required authorization.

    Administrative Title

    Authorized Approval Amount


    Faculty and Staff
    None

    Department Chairs, Campus Directors
    $1,500 or less

    Associate Deans or Campus Directors
    $1,501 - $3,000

    Academic and Student Services Deans, Associate Vice Chancellors, University-wide Directors, Athletics Director, Controller
    $3,001 - $5,000

    Senior Vice Chancellors, Executive Vice Chancellor, and Vice Chancellors (for cost centers under his/her control)
    $5,001 - $20,000

    Executive Vice Chancellor and Senior Vice Chancellors
    $20,001 - $30,000

    Chancellor
    Unlimited

  4. Any project that alters the usage of a space requires approval from the Sr. Vice Chancellor for Administration or Sr. Vice Chancellor of Finance and Business Affairs.

Action 3: Requestor delivers authorized Budget Approval Form and Project Request Form to the Physical Plant.

4. Physical Plant Obtains Quotes/Estimates

  1. Project manager is assigned to project.
  2. Project manager obtains quotes and estimates.
  3. Projected project costs.
    • A project with a projected cost of over $50,000 requires a publicly advertised bid. Alabama law prohibits projects that normally exceed $50,000 from being split into smaller projects to avoid the bid process.
    • A project with a projected cost of less than $50,000 is delivered or shown to three (3) or more contractors for bids.
    • In all cases, the lowest qualified bid is accepted.

Action 4: Physical Plant returns quotes to Requestor for Purchase Order (PO) generation. For Physical Plant approved, planned, and reserve-funded projects, Physical Plant generates the purchase order.

5. Requestor Obtains Purchase Orders

  1. Requestor obtains purchase order (PO) according to individual department standards.

Action 5: Requestor returns purchase order (PO) to Physical Plant.

**Important** Before any project may commence, a purchase order must be successfully processed and a copy obtained by the project manager.

6. Work Commences

  1. Physical Plant project manager submits Notice to Proceed to the selected company/contractor with a copy of the purchase order (PO).
  2. Company/contractor returns finalized schedule, including start date and date of substantial completion.
  3. Physical Plant project manager confirms schedule.

Action 6: Company/contractor performs work, follows close-out procedures.

Graphic Overview of Project Process

Project Request Flow Chart