space request process and procedures - …€¦ · · 2018-04-18reassignment by the space...

Last revised: August 28, 2017

Department of Facilities Management SPACE REQUEST PROCESS AND PROCEDURES PREAMBLE As per the Space Policy, all Mount Royal University spaces, buildings and land, regardless of fund sources or locations, belong to the University as a whole and are subject to assignment and reassignment by the Space Planning Committee to meet the University’s Strategic Plan, Campus Master Plan and overall needs to the best interest of the institution. Long-range planning for optimum use of these finite and valuable assets is a continuing process. Space assignment and designation may change with University priorities. SPACE PLANNING COMMITTEE (SPC) Members • Vice President, Administrative Services – Chair • Provost and Vice President, Academic • Vice President, Student Affairs and Campus Life • Vice President, University Advancement Committee Resources • Associate Vice President, Facilities Management • Associate Vice President, Enrolment Management and Registrar • Associate Vice President, Financial Services and Risk Management • Director, Engineering Services, Facilities Management • Manager, Facilities Support Services, Facilities Management Committee Resources The Space Planning Committee will make its decision based upon the University’s Strategic Plan, institutional priorities, Campus Master Plan, input from Committee Resources and funding availability. The following guidelines will assist in the decision-making process: • Facilities Management is responsible for the official space inventory which includes capacity,

categories, types and current assignment of spaces. Space audits are done annually to ensure that information is up-to-date.

• The Registrar is responsible for the scheduling of all classrooms and monitoring utilization. • Spaces that become available through new construction are typically in response to particular

needs and will therefore be determined through the programming and schematic design process as to the type of activity it is expected to accommodate.

• When spaces becomes available through the relocation or abolishment of previous occupants, the SPC will determine whether the space should be reserved for a particular purpose or be allocated based on the space requests in queue.

• SPC decisions will be communicated to all Faculty Dean and Department AVPs through the office of the Vice President, Administrative Services.


• Office moves within own Faculty or Department does not need SPC approval. However, it needs to follow the Moves Process and will need approval from Faculty Dean or Department AVP.

• Short-term/temporary (less than 6 months) sharing or exchange of space may be made between Faculties or Departments. In all such cases, Facilities Management must be informed. No space may be formally exchanged (long-term) without the approval of the SPC.

• Change in functional use of space must be approved by the SPC. • Non-assignable spaces such as study spaces, circulation areas, lounges, food seating areas

(during black-out period), etc cannot be booked for events or any activities unless prior approval is received from the SPC.

• Classrooms are currently designated as either open, priority or dedicated booking. Designating classrooms as dedicated booking must be approved by the SPC.

PURPOSE Given that space is a finite and scarce resource, the purpose of the Space Request Process and Procedures is as follows: To promote the efficient use of space. To foster a coordinated approach to addressing space needs. To improve customer service for those making requests. To ensure transparency and accountability in the space allocation process. To ensure that all requests for space: change in room capacity, change in space designation,

change in classroom assignment, new space requests, minor and major space renovations and alterations requests, are authorized by the responsible parties.

To ensure that the University's facilities information (building floor plans and space inventory) is current, for internal space management purposes and for accurate reporting to external agencies (Alberta Infrastructure, Advanced Education, etc).

SPACE DATABASE The Department of Facilities Management is responsible for managing the space inventory data for all of MRU’s owned and leased buildings. The Space Inventory Database is in Frontline (Archibus Database) and includes information such as building, floor, room number, description, net square area in meters, space category and type, capacity, division, department and sub-department. Space Category The structure used for categorizing space is based on Alberta Infrastructure’s Space Classification System: Classroom Instruction Laboratory Instruction Research Laboratory Academic Offices Administrative Offices Library Facilities and Study Space Athletic Facility Central Support Facilities Assembly and Exhibition Student Housing Ancillary Operations Student Community Space Unclassified Assignable Space Parking Structural Space Circulation Mechanical


Building Service Area Refer to Appendix 1 for detailed descriptions. This structure has been adopted to provide a significant degree of standardization and compatibility for comparisons across post-secondary institutions. As well, Mount Royal is required annually by Alberta Infrastructure to update its Space Classification data through BLIMS (AI online database). Some government funded grants is based on the institutions space classification report. Space Type Space Type coding is used as a sub-category intended to track more specific areas to provide meaningful data. Refer to Appendix 2 for a listing of MRU Space Category and Space Type. Assignment of Space Category and Type Room category and type are assigned based on primary use of the space. This is determined by the functional program approved for that area. Spaces are constructed, based on its space type, with specific structural, architectural, mechanical and electrical design standards. In some instances, a change to a space’s functional use is simple and uncomplicated; however, in other cases it may involve major component changes (i.e. air intake, electrical infrastructure, etc). In these instances, a space renovations request would also be required. SPACE AUDIT An annual space audit is performed by the Department of Facilities Management. All rooms and spaces are reviewed to verify functional use, capacity, furniture and overall condition. Non-compliance to MRU standards, assigned category, space and capacity will be reported to the Space Planning Committee. SPACE REQUEST The Department of Facilities Management coordinates the intake process for the following space requests: Room Capacity Change Space Designation (Category/Type) and Use Change Classroom and Lab Assignment (open, priority or dedicated) New Space Requirements Minor Space Renovations with own funding source Minor or Major Renovations need Renovation Reserve Funding The space requests process outlines an integrated approach to monitoring, reviewing and approving requests and ensures that the following philosophy and policies are adhered to: All MRU owned and leased space is ultimately the property of Mount Royal University.

Department, Faculty and activities may be assigned space for use, but all space belongs to the University.

Space is a limited resource on campus and the University is responsible for ensuring that areas are apportioned and used in the most effective manner.

Decisions on space management, planning and/or allocation, wherever possible, need to be consistent with the University’s Strategic Plan, Campus Master Plan and Internal Renovations Master Plan.

This space request process is created to ensure that the campus environment is a place where students, faculty, staff and the community at large can live, learn, work and play safely and in a setting that is aesthetically pleasing and supportive of the mission of the University.


This space request process aligns with the Space Policy (currently under development). Space requests will be administered in Frontline using the On Demand and Project Management Module. Room Capacity Change Room capacities are established using a number of different calculations based on the Alberta Building Code and Fire Code. Some of these factors are as follows: the size of the room or space the number of doors providing direct access to egress routes and exits width of dooes types of seating/furniture how the occupants exit the building width and length of aisles space required for lectern, podium or stage, etc Room capacity change requests must be reviewed and approved by Mount Royal University’s Environmental Health and Safety department. In most instances, capacities are at its maximum and the only way they can be increased is through space renovations.


Space Designation (Category/Type) and Use Change As noted above, all Mount Royal University buildings, spaces and land, regardless of fund source or location, belong to the University as a whole and are subject to assignment and reassignment by the Space Planning Committee to meet the overall needs and best interest of the institution. Long range planning for optimum use of these valuable University assets is a continuing process. Spaces are classified based on its primary use when constructed and are categorized as per Alberta Infrastructure Post Secondary Institutions’ Space Classification System. Assignable spaces are designated to a certain faculty/department according to the Space Policy. The Space Planning Committee oversees the allocation, utilization, designation and management of all spaces on campus as governed by the Space Policy. All space designation and/or use change requests may be initiated by department AVP/faculty Dean and must be approved by Division VP PRIOR to submitting Space Planning Committee for review and approval. In some instances, a change to a space’s functional use may result in architectural, structural, mechanical or electrical updates. In such cases, a renovation request will also need to be completed.


Classroom and Lab Assignment All classrooms and labs are booked through MRU Scheduling and have the following assignment: Open, Priority and Dedicated. Open: available for booking by scheduling for all purposes Priority: rooms are assigned first to a particular faculty/department/school and/or activity

before it can be booked for all other purposes Dedicated: rooms are specifically assigned to a particular faculty/department/school and/or

activity as a result of specific design to the room and/or “special” space requirements. Rooms assigned as dedicated spaces MUST be approved by the Space Planning Committee.

Classroom and Lab re-assignments follow the same process as space designation change requests. Initiated by Department AVP/Faculty Dean and approved by Division VP PRIOR to submitting Space Planning Committee for review and approval. Input from the Registrar Scheduling area is required for all classroom and lab re-assigment. New Space Requests The Space Planning Committee oversees the allocation, utilization and management of all spaces on campus as governed by the Space Policy. The need for a faculty/department to find additional space or new space most often arises from shortage of space; a short- or long-term need to relocate due to a construction project; or a poor fit of current space as a result of a change in programmatic needs of a specific academic, administrative, or research function. All new space request must be reviewed and approved by the Space Planning Committee. Note: Detailed instruction on the Prioritize Software can be found on Attachment 3.


Space Renovations and Alterations Renovation and alteration of space is any construction that results in a change to the internal arrangement of an existing facility in order to upgrade it to provide a higher standard of quality, increased efficiency or a use different than originally existed. Examples include: addition of workstations, partition demolition or additions to comply with, but not limited to, current building and fire safety codes. Minor Space Renovations:

• Requests that have estimated construction costs that is less than $25,000 • Requests that require NO space designation change • Requests that DO NOT impact other areas • Requests that DO NOT impact Scheduling Policies • Department funding exists • Requests that entails construction/renovation work that is less than 2-3 months to

complete • Typically includes relocation of workstations, adding power/ data for workstations / multi-

functional printer / installation of card door access and painting offices


Major Space Renovations • Requests that have estimated construction costs that are equal to or over $25,000 • Requests that require space designation change • Requests that impact other areas • Requests that impact Scheduling policies • Requests that require funding from the Renovation Reserve Funds • Requests that entails construction/renovation work that exceeds two months to complete

Minor Space Renovations Need Renovation Reserve Funding Any minor space renovations that require the Renovation Reserve as funding source will follow the same approval process as the Major Space Renovations.


Timelines for Processing of Space Renovations that need Renovation Reserve Funding

Projects approved during this time (dependent on size, scope and space availability) will most likely be completed by December 31

Projects approved during this time (dependent on size, scope and space availability) will most likely be completed by June 30

December 15 Deadline for Division/Faculty to enter proposals into Frontline – Prioritize Software and Dean/AVP to submit for review

January 15 Deadline for VPs to review and prioritize submitted proposals

Space Planning Committee Meeting (Jan/Feb)

Space Planning Committee to review proposals Submitted by VPs for their division

February to April Facilities Management will undertake the scoping phase: feasibility review and development of scope of work, cost estimates, schematic drawings and schedule

Space Planning Committee Meeting (Apr/May)

Space Planning Committee will review scoped proposals and approve them based on Renovation Reserve Funds availability

May 15 Deadline for Division/Faculty to enter proposals into Frontline – Prioritize Software and Dean/AVP to submit for review

June 15 Deadline for VPs to review and prioritize submitted proposals

Space Planning Committee Meeting (Jun/Jul)

Space Planning Committee to review proposals Submitted by VPs for their division

July to September Facilities Management will undertake the scoping phase: feasibility review and development of scope of work, cost estimates, schematic drawings and schedule

Space Planning Committee Meeting (Sept/Oct)

Space Planning Committee will review scoped proposals and approve them based on Renovation Reserve Funds availability

Appendix 1

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ROOM CATEGORIES AND TYPESRoom Categories Room Types Room Type Description

ACAD-OFFICE MEETING-RM Meeting Room

ACAD-OFFICE OFFICE Office

ACAD-OFFICE RECEPTION Reception

ACAD-OFFICE RES-RM Resource Room

ACAD-OFFICE SERVICE-RM Service Room

ACAD-OFFICE STAFF-RM Staff Room

ACAD-OFFICE STORAGE Storage

ACAD-OFFICE WSHRM-PRIV Washroom-Private

ADMN-OFFICE MEETING-RM Meeting Room

ADMN-OFFICE OFFICE Office

ADMN-OFFICE RECEPTION Reception

ADMN-OFFICE RES-RM Resource Room

ADMN-OFFICE SERVICE-RM Service Room

ADMN-OFFICE STAFF-RM Staff Room

ADMN-OFFICE STORAGE Storage

ADMN-OFFICE WSHRM-PRIV Washroom Private

ANCILLARY BOOKSTORE Bookstore space

ANCILLARY DAYCARE Day Care

ANCILLARY FOOD-FAC Food Facility

ANCILLARY FOOD-SEAT Food Seating

ANCILLARY LEASE-SPAC Leased Spaces

ANCILLARY LOUNGE Lounge

ANCILLARY MEETING-RM Meeting Room

ANCILLARY OFFICE Office

ANCILLARY PRINTING Printing space

ANCILLARY SERVICE-RM Service Room

ANCILLARY STORAGE Storage

Appendix 2

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ROOM CATEGORIES AND TYPES

ANCILLARY WELLNESS Wellness

ANCILLARY WSHRM-STFStaff Washroom/Changeroom

ASSEMBLY CHANGE-RM Change/Locker Room

ASSEMBLY CNCRT-HALL Concert Hall

ASSEMBLY MEDITATION Meditation Centre

ASSEMBLY MEETING-RM Meeting Room

ASSEMBLY MULTIPRPSE Multipurpose Room

ASSEMBLY SERVICE-RM Service Room

ASSEMBLY STORAGE Storage

ASSEMBLY STUD-REH Rehearsal Studio

ASSEMBLY THEATRE Theatre

ATHLETIC ATH-ACT Athletic Activity

ATHLETIC ATH-SEAT Athlectic Seating

ATHLETIC CHANGE-RM Change/Locker Room

ATHLETIC MEETING-RM Meeting Room

ATHLETIC SERVICE-RM Service Room

ATHLETIC STORAGE Storage

BUILD-SERV GRBG-RCYCLGarbage and Recycling Room

BUILD-SERV JANITOR Janitor's Room

BUILD-SERV WSHRM-ACCS Washroom Accessible

BUILD-SERV WSHRM-CHLD Washroom Children

BUILD-SERV WSHRM-FAM Washroom Family

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BUILD-SERV WSHRM-GN Washroom Gender Neutral

BUILD-SERV WSHRM-MEN Washroom Men's

BUILD-SERV WSHRM-WMN Washroom Women's

CENTRAL-SUP COMP-ITSComputing and AV Distribution-ITS

CENTRAL-SUP DISTRB-FAC Distribution Facilities

CENTRAL-SUP GRNDS-FAC Grounds Facilities

CENTRAL-SUP HAZ-MAT Hazardous Materials

CENTRAL-SUP MAIL Mail

CENTRAL-SUP MAINT-SHOP Maintenance Shop

CENTRAL-SUP SEC-FAC Security Facilities

CENTRAL-SUP STORAGE Storage

CENTRAL-SUP VEH-SHOP Vehicle Shop/Storage

CIRCULATION CORR Corridors

CIRCULATION ELEV Elevators

CIRCULATION STAIRS Stairs

CLASS-INST CLASSROOM Classroom

CLASS-INST SERVICE-RM Service Room

CLASS-INST STORAGE Storage

FARM FARM Farm Facilities

LAB-INST CHANGE-RM Change/Locker Room

LAB-INST LAB-CLASS Laboratory Classroom

LAB-INST LAB-COMP Laboratory Computer

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LAB-INST LAB-CONSRVLaboratory Conservatory Studio

LAB-INST LAB-CONTEDLaboratory Continuing Education

LAB-INST LAB-SPEC Laboratory Special

LAB-INST LAB-TEST Laboratory Testing

LAB-INST LAB-THEATLaboratory Theatre, Speech and Dance Studio

LAB-INST OFFICE

LAB-INST SERVICE-RM Service Roomm

LAB-INST STORAGE Storage

LIB-STUDY LIB-COLLEC Library Collection

LIB-STUDY LIB-LEARNLibrary Learning and Presentation Room

LIB-STUDY LIB-STUDY Library Study

LIB-STUDY LIB-SUPPT Library Support

LIB-STUDY SERVICE-RM Service Room

LIB-STUDY STORAGE Storage

LIB-STUDY STUDY-COMP Study Computer

LIB-STUDY STUDY-OPEN Study Open

LIB-STUDY STUDY-QT Study Quiet

MECHANICAL BMS-FIRE BMS/Fire Alarm

MECHANICAL CHILLER Chiller Room

MECHANICAL CISTERN Cistern

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MECHANICAL COMM Communication Room

MECHANICAL DIESEL-GENEmergency Diesel Generator

MECHANICAL ELECTRICAL Electrical Room

MECHANICAL ELV-MACH Elvator Machine Room

MECHANICAL GAS-MTR Gas Meter Room

MECHANICAL MECH-PENT Mechanical Penthouse

MECHANICAL MECHANICAL Mechanical Room

MECHANICAL POWER Power Room

MECHANICAL SER SER Room

MECHANICAL SERV-AREAArea used to mechanically service a space or room

MECHANICAL SPRINKLER Sprinkler Room

MECHANICAL UTLY-TUN Utility Tunnel

MECHANICAL WATER-MTR Water Meter RoomPARKING PARKING Parking

RES-LAB RES-LAB Research Laboratory

RES-LAB SERVICE-RM Service Room

RES-LAB STORAGE Storage

STRUCTURAL STRUCTURAL Structural

STUD-HOUS MEETING-RM Residence Meeting Room

STUD-HOUS RES-JAN Residence Janitor

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STUD-HOUS RES-LAUN Residence Laundry

STUD-HOUS RES-LOUNGEResidence Lounge/Games Room

STUD-HOUS RES-MAINT Residence Maintenance

STUD-HOUS RES-STBDRM Residence Suite Bedroom

STUD-HOUS RES-STCLOS Residence Suite Closet

STUD-HOUS RES-STHALL Residence Suite Hallway

STUD-HOUS RES-STKITC Residence Suite Kitchen

STUD-HOUS RES-STLAUN Residence Suite Laundry

STUD-HOUS RES-STLIVResidence Suite Living/Dining Room

STUD-HOUS RES-STSTOR Residence Suite Storage

STUD-HOUS RES-STWASHResidence Suite Washroom

STUD-HOUS STORAGE Storage

STUD-SPACE FOOD-FAC Food Facility

STUD-SPACE FOOD-SEAT Food Seating

STUD-SPACE LOUNGE Lounge

STUD-SPACE MEETING-RM Meeting Room

STUD-SPACE OFFICE Office

STUD-SPACE SERVICE-RM Service Room

STUD-SPACE STAFF-RM Staff Room

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STUD-SPACE STORAGE Storage

STUD-SPACE STUD-SERV Student Service Area

STUD-SPACE WSHRM-ACCS Washroom Accessible

UNCLASSIFIED RENO Under Reno

UNCLASSIFIED UNFINISHED Unfinished

UNCLASSIFIED VACANT Vacant

VERT-SPACE MECH-SHFT Mechanical Shaft

VERT-SPACE OPEN Open

VERT-SPACE VOID Void

Guide to Prioritize Software

Appendix 3

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Software Overview

In your role, you have access to two stages of the priority setting process.

1. Proposal Development Stage:

Proposal development is where you draft proposals for your particular unit or department. It is also within this stage that proposals are submitted for review and pushed through the decision making process.

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2. Training Stage:

Note that the training link is an out of the box software feature. Refer to MRU’s Space Request Process and Procedures if more information is required.

https://www.mtroyal.ca/cs/groups/public/documents/pdf/ssdata_phyres_spacerequest.pdf�


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How a Proposal Moves through the Decision Making Process

1. Within a unit, the faculty staff, requestor, chair, director or manager drafts a proposal, completing all tabs except for the financial tab, which the facilities management staff will fill out; the proposal’s status is “Draft”.

2. The dean or associate vice president (AVP) reviews the proposal for validity. If the proposal is deemed to be high priority for that division/faculty, the dean or avp clicks the “Ready for review?” link, which submits the completed proposal to the vice president for review; the proposal’s status is now “Ready for Review”.

3. The VP reviews the proposal, makes any necessary changes and submits it to the Space Planning Committee for consideration by clicking the grey button “Submit for Review”; the proposal’s status is now “Submitted for Review”.

4. The Space Planning Committee (SPC) then reviews the proposal for priority to be scoped by the Facilities Management department. SPC, then, marks it as “Accept for Rating” or “Reject” if the proposal requires further work. The SPC can also defer the proposal until the next fiscal year. If the proposal is accepted for rating, the proposal’s status is now “Accepted for Rating”.

5. The facilities management department reviews the Accepted for Rating proposals for feasibility, develops a schematic lay-out (if necessary) and completes the financial tab with the estimated cost, then marks the proposals as “Rated”.

6. The SPC reviews all rated proposals, ranks them and selects the top scoring proposals for implementation based on availability of funding and resources.

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Navigating the Software

The navigation tools enable you to move around the software. There are five navigation tools to help you move through the software.

1. Prioritize Software logo: In the left-hand corner at the top of the page is the main software logo. Clicking the Prioritize Software logo on any page takes you back to the Home page located in the Proposal Development stage.

2. Stages drop-down menu: In the right-hand corner at the top of the page is the Stages drop-down menu where you can select which stage you would like to view. Note that the training link is an out of the box software feature. Refer to MRU’s Space Request Process and Procedures if more information is required.

3. Preferences and Log out: Clicking Preferences takes you to another page where your password

can be modified. The Log Out link will log you out of the system at any time.

4. Back button: On some pages, in the left-hand corner, a back button takes you to the previous page. If you want to return to the Home page, click the Prioritize Software logo in the top left-hand corner.


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Home Page

When you first login, you’ll be taken to your unit’s home page. This page provides information about the unit(s) you’re working in. Views on this page may vary depending on the access that your are provided.

• Dashboard: The Dashboard is at the top of the screen and contains a summary of your unit’s progress, including targets and the dollar value of proposals at each decision making stage. Note: This is an out of the box software dashboard. For MRU purposes, allowance will not be set as funding comes from various sources.

• New Proposal: The New Proposal button allows you to create a new proposal.

• Proposals: In the main body on this page is a table that lists the drafted proposal(s) you have developed. By clicking on the proposal name, the proposal will open enabling you to edit it.

• Rated Proposals: The Rated Proposal button enables the SPC members to view all rated proposals from one list. This list is also used to rank the proposals by score and select them for implementation. Note: This button cannot be viewed by everyone.

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Creating a New Proposal

When you click the New Proposal button from the unit’s main page, the proposal template will open and enable you to draft and save a new proposal. Note that the software will automatically save your proposal every minute it remains open. However, it’s a good idea to get into the habit of saving your proposal often.

If you don’t save your proposal and you leave the software open, you’ll be logged out after 20 minutes of inactivity. When you log back in and open up your created proposal, you’ll be asked whether you want to use the previous draft or not. Choose Previous Draft to return to your proposal.

Tabs: In the proposal template there are six tabs: Summary, Financial, Risk, Impact, References and Attach a File. Click on the tabs to move between them.

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Summary tab: Fill out all fields. There are ? on most of the field that provides additional information regarding data required on that field. Some fields are required to be completed before you’re able to save the proposal. These fields include: Title, Category and Sponsor fields. The software will notify you if you forget to complete the needed fields.

Financial tab: TO BE COMPLETED BY THE FACILITIES MANAGEMENT STAFF This tab is filled out during the scoping phase of the proposal request process. Once Space Planning Committee has rated the proposal for scoping, a cost estimate is developed and this form is completed. The estimated cost is entered in the Cost field. Note: FTE Impact is an out of the box software field and is IGNORED for MRU’s purposes.

Impact tab: This section allows you to assess the impact of implementing this initiative using the criteria listed. For each criterion, click on the drop-down menu under Rating and select the most appropriate rating. It is important to provide rationale for the rating selected to assist the Committee during their review. Note that when you click on a criterion, its definition appears above the impact table. The total rating score is generated automatically by the system, taking into account the weighting of each criterion and your selection.

Criteria Definition: There are nine criteria which are weighted and there are specific ratings for each criterion:

Student Experience (16): Impact on programs that prepare students for success with required knowledge, skills and experiences (both in and out of classroom). Specifically consider the impact on: • sense of belonging • personalized and engaged learning • interdisciplinary approaches • work integration • research experience • empowering learners • teaching pedagogy • overall student well-being.

Ratings: Significant positive impact on quality (3); Moderate positive impact on quality (2); Minimal positive impact on quality (1); No impact on quality (0)

Growth and Sustainability (16): Impact on the economic, ecological and social attributes of the university. Specifically consider the impact on: • stability • growth and diversification of revenue • ability to fundraise • energy efficiency and energy consumption • socially-responsible business practices.

Ratings: Significant positive impact on affordability and sustainability (3); Moderate positive impact on affordability and sustainability (2); Minimal positive impact on affordability and sustainability (1); No impact on affordability and sustainability (0)

University Operations (15): Impact on administrative systems, the strengthening of university infrastructure, and the promotion of institutional accountability. Specifically consider the impact on: • the efficiency of functions performed and services provided • the enhancement of capacity and service levels • the promotion of best practice and continuous improvement • culture of innovation • and health and safety.

Ratings: Significant positive impact on organizational excellence (3); Moderate positive impact on organizational excellence (2); Minimal positive impact on organizational excellence (1); No impact on organizational excellence (0)

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Access to Programs (15): Impact on access to programs; specifically, demand of Alberta learners, flexibility in student access and timely degree completion.

Ratings: Significant positive impact on access to programs (3); Moderate positive impact on access to programs (2); Minimal positive impact on access to programs (1); No impact on access to programs (0)

Staff and Faculty Environment (10): Impact on the workplace environment, specifically staff and faculty. Specifically consider the impact on: • staff/ faculty morale, personal and professional growth, and well-being • the promotion of teamwork and on-campus collaboration • respect, transparency and inclusiveness.

Ratings: Significant positive impact on staff/faculty experience (3); Moderate positive impact on staff/faculty experience (2); Minimal positive impact on staff/faculty experience (1); No impact on staff/faculty experience (0)

Long Term Planning(8): Impact on long-term strategic positioning, specifically considering the contribution to the unit’s stated long-term goals and to those of the university. Does the proposal fit with a university mandate as well as the campus master plan? Do other services depend on it? Are there issues with respect to health and safety?

Ratings: Significant positive impact on long term planning (3); Moderate positive impact on long term planning (2); Minimal positive impact on long term planning (1); No impact on long term planning (0)

Accessibility of Specific Groups (8): Impact on access for specific groups within the Alberta population and abroad as identified in the strategic plan.

Ratings: Significant positive impact on accessibility (3); Moderate positive impact on accessibility (2); Minimal positive impact on accessibility (1); No impact on long term accessibility (0)

Community Engagement (8): Impact on the level of community engagement. Specifically consider the impact on: • community connections and partnerships, including alumni relations and cross-university relationships • the ability to enhance the wellbeing of communities as identified in the strategic plan • the promotion of lifelong learning opportunities.

Ratings: Significant positive impact on community engagement (3); Moderate positive impact on community engagement (2); Minimal positive impact on community engagement (1); No impact on community engagement (0)

Ease of Implementation (4): Likelihood of timely and successfully execution. Specifically consider: • the degree of expected support to the proposal • the capacity to enact the change in a timely manner • the ability to mitigate adverse outcomes • meeting of building code requirements.

Ratings: Significant likelihood of successful implementation – i.e. no or very limited resistance (3); Moderate likelihood of successful implementation – i.e. some resistance (2); Minimal likelihood of successful implementation – i.e. fair bit of resistance (1); No likelihood of successful implementation – i.e. serious barriers (0)

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Risk tab: Identify significant anticipated risks and strategies for mitigating these risks. Under the Rating category, click on the drop-down menu and select the risk level that best applies. Note that when you click on a risk, the definition of that particular risk is displayed above the risk table.

Risk Definition: There are six risk categories with specific ratings:

Financial: The degree of certainty around the financial impact figures provided; specifically, what is the likelihood that the financial impact could be much worse than expected?

Ratings: High risk of significant negative financial impact for the organization – Financial impact greater than $1M or greater than 25% of the project budget (3); Medium risk of significant negative financial impact for the organization – Financial impact between $250,000 and $1M or between 5% and 20% of the project budget (2); Low risk of significant negative financial impact for the organization – Financial impact less than $250,000 or 5% of the project budget (1); No risk (0)

Operational: Risk that the proposal would affect the organization's ongoing operations more than is described in the proposal summary and specifically, that the proposal would disrupt, for whatever reason, ongoing operations in a meaningful way.

Ratings: High risk that implementation would have a significant adverse effect on ongoing operations – Full campus closure during business hours or a closure that impacts 25% of operations during business hours (3); Medium risk that implementation would have a significant adverse effect on ongoing operations –Localized closure that impacts less than 25% of University operations but core business functions can continue (2); Low risk that implementation would have a significant adverse effect on ongoing operations – Closure that occurs outside of normal business hours and/or minimal short term impacts (less than 24 hours) to business operations) (1); No risk (0)

Reputational: Risk that implementation of the proposal would create reputational including political 'concerns' beyond those identified in the proposal summary, which in turn could affect the relationship between the organization, the community and stakeholders. Stakeholder groups are: 1) Students, 2)Staff, 3) Government, 4) Donors & Alumni and 5) External Community.

Ratings: High risk that implementation could cause significant reputational concerns – Potential 4-5 stakeholders impacted (3); Medium risk that implementation could cause significant reputational concerns – Potential 3-4 stakeholders impacted (2); Low risk that implementation could cause significant reputational concerns – Potential 1-2 stakeholders impacted (1); No risk (0)

Strategic: Risk that implementation of the proposal would affect the University’s ability to achieve strategic objectives identified. The Risk or impact can be positive or negative gain to the university.

Ratings: High risk that implementation could significantly impede realization of one or more strategic objectives – Directly impacts in a positive; or a negative manner the University’s ability to achieve strategic goals. (3); Medium risk that implementation could significantly impede realization of a strategic objective – Impacts two or more business units and/or faculties and their ability to achieve

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their strategic objectives. (2); Low risk that implementation could significantly impede realization of a strategic objective – Impacts only one business unit or faculty and their ability to achieve their strategic objectives. (1); No risk (0)

Project Complexity: The higher the level of complexity the greater the level of uncertainty in the project. Complexity Risk is defined as the number of business units impacted by and/or involved in the planning and implementation of the project.

Ratings: High risk that the complexity would lead to significant challenges – Involves five or greater business units (3); Medium risk that the complexity would lead to challenges – Involves three to four business units (2); Low risk that the complexity would lead to easily manageable challenges – Involves one to two business units (1); No risk (0)

Hazard/Life Safety: Risk that the project could negatively impact the health and safety of the campus community. This includes projects that require a high degree of safety measures or that impact the campus life safety systems.

Ratings: High risk that the implementation could have significant negative impact – Requires extensive mitigation due to the deliberate removal and bypass of existing life safety systems for periods greater than 24 hours. Require high levels of controls. (3); Medium risk that the implementation could have significant negative impact – Requires easily manageable safety mitigation, but a level of access control is required. Life Safety Systems may be modified and restored from a period of 2 – 24 hours. (2); Low risk that the implementation could have significant negative hazard impact – Projects can be completed with a low level of controls, and no impact to campus wide safety systems for periods greater than 2 hours. (1); No risk (0)

References tab: Papers and reports can be cited in the text field provided.

Attach Files tab: It’s a good idea to provide support to your proposal as needed. This may include additional financial information, business plan, reports or other materials. Click the “Choose file” button and select the file you want to attach from your computer. Once the file is attached, you can download the file or delete it when you are in edit mode.

Save button: Clicking the Save button at the bottom of the page will ensure the document is saved, but will allow you to keep editing your document. Save and Close button: By clicking the Save and Close button at the bottom of the page, your document will be saved. To edit your proposal again, click the Edit Proposal button in the top right-hand corner.

Cancel button: Clicking the Cancel button will take you back to the main page without saving your work. Delete Proposal button: After you’ve saved your proposal for the first time, a red Delete Proposal button will appear in the top right-hand corner of the screen. Clicking this button will delete your proposal. It cannot be retrieved once it’s been deleted.

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Draft Proposal: If you forget to save and the software times out, the next time you login and click the “New Proposal” button, the software will ask you if you want to use the DRAFT version or discard the draft. Always choose “Draft” unless you want to start a new proposal and not use the draft.

Proposal Template View Page

Once you click on a proposal from your unit’s main page, the proposal template view page will open. Beneath the proposal’s title is the summary box that provides information about the author, the last modification date, and the number of versions to date.

There are several functions available from the proposal template view:

• Edit Proposal button: Clicking on this button will allow you to edit the document.

• Attach a File link: Clicking this link will enable you to attach a file to the proposal.

• Manage Contributors link: Clicking this link will enable you to invite a co-author to join the development of your proposal. A new page will open that lists the current authors. Click the Invite Contributor button which will open a dialogue box where you can enter the co-author’s email address. When you click the Invite button, the system will send an email to the co-author with their login information.

• Share proposal: This link allows you to share the proposal with another person. When you click

here, a pop-up box will appear where you can type in the person’s email address and a message then click “send”. The recipient will receive an email with your proposal attached as a PDF file.

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• PDF version: Clicking on this link, a new tab will appear that contains the proposal as a PDF file.

• Ready for review link: Once you’ve completed the proposal, you can submit it for review by clicking the blue link located in the summary box at the top of the page. NOTE: ONLY THE DEAN/AVP SHOULD SUBMIT PROPOSAL TO THE NEXT STAGE OF THE REQUEST PROCESS.

• View Previous link: At the top of the page in the summary box is listed the number of proposal

versions to date. Clicking on View Previous will take you to a list of previous versions of the proposal. From the list you can select the version you would like to view.

• Comments: At the bottom of the proposal template page is a Comment box. Write a comment

in the box regarding the proposal then click the Submit Comment button. Your comment will now appear above the comment box. This is a great way to leave messages for the reviewer or a co-author.

space request process and procedures - …€¦ · · 2018-04-18reassignment by the space...

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