Thomas Jefferson University

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Projects Process
for the Jefferson Community

We understand that for many of our Jefferson customers, renovation projects are not your normal job responsibility and can be a stressful and perhaps confusing endeavor.   FDC’s staff is knowledgeable and experienced in providing the necessary services to bring your projects to a successful completion.  The following is an overview of the project management process which is governed in specific detail by appropriate Jefferson and departmental policies and procedures.

Projects Process Overview

Projects Process Overview

  • Jefferson customers initiate projects by submitting a Project Summary Sheet [ TJU | TJUH ]
  • Project Summary Sheets must be properly completed including a brief description of the requested work, its location, requestor name and contact information, budget charge code, and authorized signature to initiate the work and charge the submitted charge code.
  • While it is helpful to FDC for the requestor to define the requested work as best as possible, Project Summary Sheets need NOT define the full scope of work.  FDC will work with requestors to determine their needs and work with design professionals to develop the project scope through the design process.
  • Project Summary Sheets for HOSPITAL work should be submitted to Susan Milner, TJUH Director of Renovations and Construction.  Susan Milner will confirm funding and authorization to proceed and forward approved Project Summary Sheets to Kim Dengler.
  • Project Summary Sheets for UNIVERSITY work should be submitted to Kim Dengler, Director, Facilities Design and Construction
  • Upon receipt of a complete Project Summary Sheet, Facilities Design and Construction will initiate a project and assign a Project Manager.
  • Requestors will be contacted by the Project Manager typically within a week to discuss the project scope and begin the study, planning, or design process. 

Design

  • The Facilities Design and Construction Project Manager will guide the project through necessary funding authorizations, design, procurement, and installation, or construction.
  • The Project Manager will discuss the intent of the work with the requestor in sufficient detail to either develop the scope of work in-house (for small, simple work) or to solicit design proposals from design professionals.
  • After approval of design funding, Project Managers will contract with design professionals and lead the design team in their execution of schematic design, design development, and construction documentation.
  • Estimates may be prepared during design to confirm scope and budget parameters as the project scope is developed.
  • The Project Manager will also manage the process to obtain any required zoning or permitting approvals.

Construction

  • The Project Manager will manage the bid process typically to multiple contractors to ensure competitive pricing.
  • Construction funding will be authorized as needed.
  • The Project Manager will manage the execution of construction contracts with selected contractors.
  • The Project Manager will coordinate the execution of the construction or installation with any end-users impacted.

Occupancy

  • The Project Manager will plan, contract and coordinate move and occupancy activities associated with projects, including equipment move and installation, IS/IT connections, and furniture installation.

Throughout the planning, design, and construction process, the Project Manager will confer with the requestor on any significant matters and keep the requestor informed of the project progress and budget status.

Please note that, for most projects, the capital project execution process is closely aligned with the capital planning and budget process.  Within this process, projects should have senior leadership support to advance the project through masterplanning and into schematic design to confirm the scope and cost prior to submission on capital budgets.  The capital budget process for the next fiscal year starts in December.  Requesters should work within their organizations and plan accordingly to ensure that their initiatives have the organizational support and budgeting necessary to be advanced.