Project Planning Committees
Project Planning Committees are established by the Provost, and reported to the Planning and Budget Committee of Governing Council, for all capital projects expected to be over $5 million in value. Functional continuity from first inception through to project completion is essential to ensure successful projects. Committees comprise representation from all constituencies that have an interest in the project, including staff responsible for planning, and staff responsible for liaison with design consultants and contractors.
All Project Committees will include faculty, staff and student representation. In cases of large or complex projects additional core members may be designated by the President, including a Project Coordinator, whose role will be to ensure that the project moves forward and that the differing responsibilities of core members of the group are harmonized. Each core member may propose additional members of the Project Committee, either for the duration of the project or for specific stages of its work.
The membership of the Project Committee also include the senior representative(s) of the user(s), normally the Dean(s), Chair(s) or equivalent (or delegates) with recognition of multi-unit participation, i.e. Faculty and or Department, the University officer responsible for campus and space planning (or delegate) and the University officer responsible for project implementation (or delegate). A representative from each of these constituencies will constitute a working executive committee; the chair of the Project Committee. The chair of the executive committee is from within the executive committee and may be changed during the life of the project.
Project Planning Report (PPR)
Project Planning Reports are prepared for all individual Capital Projects and Infrastructure Renewal Projects for which Project Committees are established which have an expected value exceeding $5 million.
The Project Planning Report typically addresses the types of matters listed in the PPR document and all other matters which require administrative attention or Governing Council approval prior to a project moving into an implementation phase. The Project Planning Report constitutes, in the first instance, advice to the Provost, who is responsible for conveying it to the appropriate bodies of Governing Council together with a report on any modifications made to the Report and on the project’s conformity with the University’s overall physical planning interests as expressed by the principles set out in the Appendix A of the University of Toronto Policy on Capital Planning and Capital Projects.
Reference to the quality standards anticipated for the particular project with respect to existing and or equivalent facilities are included in the Report to facilitate and clarify the objectives of the Project, e.g. exceptionally durable materials, architecturally significant exterior components, unique landscaping elements, etc. may be required in certain projects and are identified for costing purposes.
The Project Planning Report includes provisional cost estimates, the sources of revenue, cost escalation, a projected cash flow analysis with respect to both revenues and expenditures, and the anticipated operating costs.
It is important that the documents approved in connection with the Project Planning Report specify all desired functional requirements and/or special facilities consistent with the academic priorities and requirements. Such provisions should not normally be introduced after the Project Planning Report has received formal approval. Significant changes to the approved Report or to other key elements of the project (site, space program, overall project cost, and sources of funding) will require approval by the Governing Council.