Process summary

Need identified for building works

It is important that building projects are appropriately planned and correctly managed by Estates Services Project Managers, in line with the Estates Regulations and Guide to Capital Building Projects.

New building projects must be discussed with your Division & the Estates Services to ensure the work complies with divisional strategy and is technically viable.
Feasibility Sponsor Group (FSG) formed to develop a feasibility study proposal.
Nominated Estates Services Project Manager completes a Project Initiation Document (PID) with support from the FSG. Funding elements detailed on the Feasibility Expenditure Approval (FEA) part of the document.
Feasibility Proposal (parts A & B of the PID) submitted to CSG/PRAC for approval.
Approved feasibility projects are issued with a Project Passport.

The Feasibility Expenditure Approval (FEA) is sent to Estates Services finance and Capital Accounts for set-up of the project on Oracle Financials.
A Feasibility Team appointed by Estates Services carries out the feasibility study.
At the end of the study, a Feasibility Report is written detailing the possible options to be considered by the FSG/UED.

For projects going ahead a Project Sponsor Group (PSG) is formed.
The departmental representative completes a Project Proposal, including the financial PEA and VAT forms, with support from the PSG.
The completed Project Expenditure Approval form (PEA) must be authorised by the department, division, Estates Services and any other parties contributing funding.
Complete Project Proposal submitted for approval.
The approved PEA is sent to Estates Services finance and Capital Accounts for set-up of the project on Oracle Financials.

Tender process carried out resulting in formal contracts.
Requisitions / Purchase Orders raised as per the Purchase to Pay process.
Invoices are logged and reviewed against receipted works and appropriately authorised.

Where the project is to be managed via Oxford University Fixed Asset Ltd (OUFAL) the contract, requisition and invoice process (as above) is managed through the OUFAL accounting system.

On a monthly basis reports reviewing spend are generated by the Capital Accounts team for review and discussion with the Project Manager.
Management reports are generated for BESC (Building & Estates Sub-Committee) and PRAC.

At ‘Practical completion’, subject to documentation being in order, contract retention payments are released. At this point the building becomes a University asset.
Defects-liability period starts, during which time phase one of the post-project evaluation takes place.
Once the final valuation is received and the Making Good Defects certificate produced, the final retention amount is released.
Where further works are required the Project Manager generates a report detailing the requirements. This ongoing work is reviewed as required and funding documentation appropriately amended.

The Project Manager reconciles the award against Invoices and addresses open Purchase Orders.
Project Closedown Form (PCF) completed.
As required finance must refund/fund relevant projects as per PRAC guidelines before changing the status of project to ‘Closed’.
Post Occupancy Review takes place (phase two of the post-project evaluation