Service Center

A Concept Proposal provides USF with the initial information needed to evaluate potential changes or impacts to campus spaces. These proposals help ensure that all facility modifications align with the university's strategic goals, comply with space standards, and meet safety and regulatory requirements.

Academic requests to relocate, expand, or establish new space must be reviewed by the Academic Space Advisory Committee prior to submitting a Concept Proposal.

Submit a Concept Proposal if your department is planning any of the following:

• Changes to the use or function of a space
• Minor alterations such as adding an outlet, signage, or flooring replacement
• Renovations or remodeling
• New construction
• Requests for additional space
• Temporary or permanent changes that may impact campus operations or infrastructure

1. Submission:

Customers submit their project proposals through the Concept Proposal Intake Form, providing key details such as objectives, scope, and timeline. The form is shared with the Intake Committee for review.

2. Intake Committee Review:

Once the proposal is received, it is reviewed by the Intake Committee. The committee evaluates the proposal and decides whether it should:

• • Proceed to the VP Governance Committee for further review, or
  • Route through FAMIS. If the proposal involves smaller-scale operational tasks, such as maintenance or IT-related services, the Intake Committee may route it directly to the appropriate Operational Groups through FAMIS for execution. These proposals are typically handled outside the larger project planning and delivery process​.

3. VP Governance Committee Review:

For more complex or strategic proposals, the VP Governance Committee reviews the proposal to ensure alignment with the University’s goals and priorities. This review occurs monthly. Only after the committee’s approval does the proposal move forward in the process​.

Following intake and/or governance review, the customer will receive an automated notification for one of the following:

• • The request is being routed to FAMIS for execution by one of our operational teams.
  • The request is proceeding to the next phase of review, led by the Planning department.
  • The request has been reviewed and will not be proceeding, typically due to resource constraints or strategic priorities.

4. Concept Development and Beyond:

Upon VP Governance approval, the assigned Planning Project Manager works with the customer to develop the project concept in greater detail. This includes gathering functional narratives, consulting with subject matter experts (SMEs), and refining cost estimates and timelines. Customer alignment and approval are required before moving the project into the Due Diligence phase​.

See Project Delivery Process Overview below for more details on this stage.

Led by: Planning

Target Duration: 30 days

Overview: During the concept phase, departments submit project requests through the Concept Proposal Intake Form. The Planning team works with the customer to clarify project objectives, develop a functional narrative, and identify resources and risks. Early research, budget range, and timelines are drafted.

Key Checkpoints: Customer alignment on project scope and goals before proceeding to Due Diligence​, OAS governance sign off at end of phase

Led by: Planning

Target Duration: 60 days

Overview: The Planning team refines the project plan, coordinating with subject matter experts and external consultants as needed. Detailed feasibility studies, scope narratives, and preliminary cost estimates are developed to ensure the project’s viability. All findings are summarized and presented to the customer for approval before moving forward.

Key Checkpoints: Customer and governance approvals at the end of this phase​, OAS governance sign off at end of phase

Led by: Design & Construction (DAC)

Target Duration: Varies based on project scope

Overview: In this phase, DAC oversees the development of detailed designs and drawings. Regular design milestone reviews are conducted with customer involvement to ensure all project elements align with expectations. Pre-construction planning, budgeting, and scheduling also occur during this phase.

Key Checkpoints: Customer approvals at design deliverable milestones, customer and governance approval at end of design phase, OAS governance sign off at end of phase

Led by: Design & Construction (DAC)

Target Duration: Varies based on project scope

Overview: Once designs are finalized and approved, construction begins. DAC coordinates all construction activities, including contractor oversight and routine inspections. Regular progress updates are provided to the customer, with project closeout preparation beginning as construction nears completion.

Key Checkpoints: Customer involvement in activation and sign-off before occupancy​, OAS governance sign off at end of phase

Led by: Design & Construction (DAC)

Target Duration: 90 days for minor projects, 180 days for major projects

Overview: After construction is completed, final inspections and necessary approvals are secured. Documentation, such as as-built drawings, warranties, and training materials, are delivered to the customer. The project is officially closed once all requirements are met, and a final customer satisfaction survey is completed.

Key Checkpoints: OAS governance sign off at end of phase