All forms are completed by, or under guidance from, a Project Manager, please refer to the Capital Project Initiation Page for further information.
1. Discuss requirement with Division and Estates Services
For each new capital building project, departmental requirements should be discussed with your Divisional Office and then the Capital Projects Team in Estates Services team ensure the work both complies with divisional strategy and is technically viable. Departments may carry out initial feasibility work, but this will not replace the need for a formal feasibility study (see below) involving Estates Services.
2. Initiate feasibility study
A Project Sponsor Group (PSG) should be formed involving representatives from the department, division and Estates Services.
The Project Manager nominated by Estates Services will, with support from the PSG, develop a project outline that forms the initial section of the Project Initiation Document (PID A).
The funding elements of the proposal are detailed on the Project Initiation Document (PID B). The costs include the cost of the feasibility study and an estimation of the costs for the full project. Part C of the PID details technical aspects of the feasibility study.
The cost of a feasibility study will depend on the level of study required – there may be no cost involved if a quick visual assessment of the proposal is deemed to be sufficient by the PSG. In which case the next stage is: Project Proposal.
3. Submit PID for approval
When the PSG is happy with the PID documents the FEA (PID B) must be signed by the Head of the Division, Head of the Department and Head of Estates Services. The Feasibility Proposal (parts A & B of the PID) may only then be submitted for approval, as per the Financial Regulations, to the Strategic Capital Steering Group (SCSG) via the SCSG Secretary.
The SCSG may recommend the proposal to the Planning & Resource Allocation Committee (PRAC) or amendments may be required in which case the document will be returned to the department.
Approval may be given by PRAC or as above, the document will be returned to the department for amendment. Approved projects will be issued with a Project Passport.
Projects not approved will be declined and the department informed with reasons for the rejection.
Note: At the discretion of the Director of Estates, feasibility projects under £10k may be paid for directly by the department and so will not require a formal FEA.
For feasibility studies costing £100k to £1m (fees only), not requiring central capital funding, and which have been agreed as part of the divisional budgeting process, the next stage is Feasibility Study.
Where such a project has not been approved as part of the divisional budgeting process, it must be approved by the Divisional Office (including the Divisional Board where appropriate) before progressing.