ABabcdefghijkl TABLE OF CONTENTS VOLUME 1 OVERVIEW PROCESS PHASE AND CONTROL SUMMARIES ExecutiveSummary Capital Planning Management Department Introduction Overview Organization Project Team Primary Communications Diagram Project Team Group Primary Responsibilities During Design Board of Trustees Approvals 2 3 4 5 6 7 8 PROCESS PHASES 9 Sample Page Format Scoping Feasibility Programming Schematic Design Design Development ConstructionDocuments Permitting Construction Construction Administration Primary Roles and Responsibilities Closeout 10 11 12 13 14 15 16 17 18 19 20 FINANCIAL CONTROLS 21 Introduction to Financial Controls Project Initiation BudgetDevelopment Special Cost Considerations ScheduleDevelopment Generic Management Schedule Cost and Management Analysis Government Compliance Contracts Invoices and Payment Applications Financial Reviews and Reporting 22 23 24 25 26 27 28 29 30 31 SUMMARY September 2001 33 Capital Planning Management 1 EXECUTIVE SUMMARY T his Project Delivery Process Manual PDP Manual has been developed by Capital Planning Management CP M to serve as both a communication tool and as a working tool that aids in the planning designing and constructing of new buildings and renovations The process and controls developed are based on industry standards combined with the professional experiences of the CP M personnel who draw from backgrounds in Planning Architecture Construction and Owner s Representation The purpose of the PDP manual is to ensure that projects are aligned with the academic mission of the University and meet approved goals budgets and schedules Adhering to the PDP will ensure that project team members are knowledgeable and able to make informed decisions resulting in improved quality and performance and a reduction in University risk CP M will strive to organize all projects undertaken in accordance to the process described herein This manual describes the planning design and construction process which is segregated into nine distinct Process phases Each phase requires specific tasks to be performed and deliverables such as a budget to be produced prior to obtaining the necessary approvals to move forward These tasks deliverables and approvals combine to create an organized set of Process controls A graphic representation of this process referred to as the Heartbeat is shown below HEARTBEAT New Construction Approval Control Form 1 Form 1 Dean Provost BoT Concept and Site Dean Provost BoT Design Dean Provost BoT Project Dean Provost BoT Construction Move In Process Phases Budget Control Scoping Feasibility Rough Order of Magnitude Programming Benchmark Benchmark Update Design Development Schematic Design Budget Construction Documents DD Estimate Construction Report Closeout Bid Permitting After describing the Process phases the manual addresses specific Financial Controls embedded throughout all phases The Financial Controls outlined include such topics as government cost principles financial reviews and reports contracts and payments and the development of budgets and schedules The PDP Manual is divided into two volumes with Volume 1 containing Process phase summaries and Control definitions and Volume 2 containing both summary level and detailed information Volume 1 serves as a communication tool that educates and guides all project stakeholders through the Process and Controls developed by CP M Information is repetitive to allow the manual to serve as a quick reference guide The intended audience for Volume 1 includes the internal Stanford community such as the President Provost Deans Faculty Department Heads Facility Coordinators and staff as well as the internal and external consultants and contractors that need to understand generally how CP M implements capital projects Volume 2 expands upon Volume 1 and contains expanded definitions of many of the Process phases and Control points detailed checklists of tasks and deliverables and sample documents Volume 2 is intended as a working tool particularly for CP M s project managers Both Volume 1 and 2 are available online at CP M s website http CPM Stanford edu 2 Stanford University http CPM Stanford edu CAPITAL PLANNING MANAGEMENT DEPARTMENT C apital Planning Management CP M along with Facilities Operations and the University Architect Planning Office are overseen by the Office of the Vice Provost of Land and Buildings This manual was developed in coordination with all of the groups that comprise the Land and Buildings Department Capital Planning Management is responsible for the development design and construction of major capital projects The department comprises two groups Capital Planning and Project Management Capital Planning identifies and compiles departmental space needs and develops preliminary project requests Working with the Provost s Office and University Land and Buildings Capital Planning aligns the project requests with the University mission and business plan and prioritizes the projects based on regulatory requirements academic need and financial management strategies Capital Planning has a primary role in the Scoping and Feasibility phases and a continued though diminishing role during the design phases Project Management is responsible for the project delivery process including all phases of design permitting construction occupancy project budgeting and accounting and schedules Mission Statement CP M will provide professionally structured leadership to plan and develop high value quality long term cost effective facilities and landscapes that enhance the academic mission of the University embrace our partnership with our community and reinforce our stewardship of Stanford lands To that end CP M endeavors to Provide services with integrity and professionalism Enhance performance with each project undertaken Communicate clearly to both internal and external stakeholders Function as an efficient and supportive team leader Diligently pursue the common goals of the University and the facility users Approach project challenges with creativity respecting the ideas of others Balance the diverse needs and wants of the University Make the process rewarding and enjoyable Goals CP M has four primary goals listed alphabetically Cost Deliver projects of long term value within justifiable benchmarked budgets Performance Measure the process and outcomes Quality Deliver buildings and landscapes that continue the Stanford tradition of high quality and enhance the campus distinctive
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