Resources

Information Session on Project Initiation Process

Information Session, 9/30/25: Stream the Teams Recording

Annual Timeline for Projects over $2M

August 31 – Detailed project request forms for tier 1 (high priority) projects over $2M are due. (Example detailed project request form)

November – Requestors present to CPPAG and CPPAG develops a prioritized Physical Development Plan (PDP).

December – CSU President & CPPAG approve select projects to proceed.

February – BOG approves projects to proceed.

Project Scoring Criteria

Projects will be prioritized based on the following:

• Alignment with the President’s Priorities
  • Student success
  • World-class academic and research programs
  • Institutional competitiveness
  • Outreach and impact around the state and world
  • Strengthening our democracy
• Sustainability
• Recapitalization
• Collaboration
• Space Need
• Financial Return

Criteria are contained within a Capital Project Scoring Rubric that defines each score level (0-5) for each criteria.

Criteria content and weighting will be adjusted annually by CPPAG in alignment with changing University priorities.

Information on CSU Building FCI

Definitions

• Capital Project – A major facilities initiative with a cost of $2M or more that adds new space, substantially renovates existing space, or significantly enhances campus infrastructure. At CSU, capital projects are typically funded through state appropriations, institutional funds, gifts, or external financing, and must comply with state building codes, procurement regulations, and CSU’s long-term campus planning goals.
• Capital Project Prioritization Advisory Group (CPPAG) – A high-level advisory body that provides formal recommendations to the President on the prioritization of major capital projects.
• Capital Renewal – A comprehensive (with cost of $2M or greater) replacement, upgrade, or modernization of existing building systems, finishes, or infrastructure that have reached the end of their useful life. Capital renewal projects extend the functionality and value of campus facilities while improving performance, efficiency, and alignment with CSU’s academic and research mission.
• Controlled Maintenance (CM) – State-funded projects that address the repair, replacement, or restoration of existing building systems and facilities to keep them safe, operable, and compliant. Controlled maintenance is not intended for programmatic upgrades or expansions but focuses on maintaining the integrity and reliability of CSU’s existing physical assets.
• Recapitalization – The strategic reinvestment in a facility or infrastructure system through comprehensive repair, replacement, or modernization that restores its value and prolongs its service life.
• Sustainability – An integrated approach to planning, designing, constructing, and operating campus facilities that minimizes environmental impacts, conserves resources, and supports CSU’s long-term goals for climate action and resilience. Sustainability in capital projects includes reducing energy and water use, promoting low-carbon and circular materials, and ensuring facilities contribute positively to the health, resilience, and productivity of the campus community.

FAQ

• What is a project initiation process?
  • A project initiation process is a formal, structured sequence of steps that an organization uses to evaluate, approve, and launch construction or renovation projects. It ensures that each project proposal is aligned with institutional priorities, regulatory requirements, available funding, and long-term facilities planning. We need everyone’s help in ensuring our limited resources are going to the projects/investments that will provide the greatest benefit to the university!
• What are the goals of the project initiation process?
  • Create a standardized and transparent process for executive leadership to identify the university’s priorities for infrastructure investment.
  • Enhance President/Provost/VPUO/VPR visibility of non-capital (<$2M) projects.
  • Create a predictable annual process for capital project approval that aligns with the university’s budgeting process.
  • Ensure projects are aligned with university strategy, priorities, and fiscal capability prior to committing significant resources or seeking project funding.
• Does Facilities Management have authority to reject a project?
  • No. The Provost, VPUO, President’s Chief of Staff, and VPR will hold this authority.
• If a project is 100% donor funded, does it still need to go through this process?
  • Yes. We need to consider the best use of other university resources (land, project management teams, operations and maintenance teams) and also ensure the project makes long-term financial sense for the university. 
• Can I break my $5M project into $1M phases?
  • For the project initiation process, no. CPPAG needs to understand the full scope of the project even if the project will be phased and funded from different sources. Construction can be phased, but the full intent, scope, funding, and end state to include any follow-on phases must be approved prior to execution of the 1st phase.
• What’s the difference between phased projects and incrementally funded projects?
  • Phased projects produce a complete and usable product at the end of each phase. An incrementally funded project produces a complete and usable product at the end of all funding increments.
• Can I hire the university architect or a design firm to create a concept prior to approval?
  • No.
• What happened to the FY24 (top priorities) projects?
  • We have the list, but request that your top 3 are submitted via the initial project request form, even if they are the same top 3 from two years ago.
• What about an emergency project request?
  • In the event of a true emergency requirement, direction to forgo the project initiation process will come from the President/Provost/VPUO/VPR.
• When are the detailed requests for tier 1 (high priority) projects due?
  • Detailed requests are due by August 31 but we recommend submitting them earlier in the year to allow FM time to provide feedback.