Capital Projects Process
Capital Projects Process
Annex 1
Registration of Opportunity
1. Registration of Opportunity is more than seeking an addition to a wish list. A list
of well thought-out and supported strategic initiatives which require significant
finance in order to proceed is a valuable part of the University’s planning process
and informs discussions about the University’s development and priorities.
2. The identification of capital projects is part of the annual strategic planning
process in institutions and Schools; projects valued at £2m or above may be put
forward for Registration. Registration should not be an afterthought when
Concept preparation is already well under way (but fast tracking may be possible
in exceptional circumstances).
3. Registered Projects should be capable of being worked up to Concept within a
reasonable period. Projects that have remained at the same CPP stage for three
years may be removed from the list unless re-registered.
4. The brief description to accompany the Registration Form should describe the
proposal and its prospects in sufficient outline to demonstrate that the
prospective benefits of success, against the risk of not being able to proceed,
justify the investment in time of working it up whether or not the project is
eventually implemented.
5. Although Registration should follow submission, registrations are reported to the
PRC and they are not bound to accept any project for working up to Concept. It
is open to the PRC to reject a registration, to raise questions, or to require the
project to be modified. An overall financial target or financial limits to the project
may be set.
6. The Project Leader is encouraged to consult informally with officers and others
knowledgeable about the type of project proposed, costs and the prospects for
funding and the implications for the department, School, institution and
University. Project Leaders in conjunction with other major stakeholders in the
project should identify the key project objectives by which options will be
developed, assessed and successful delivery of the project judged.
7. Looking ahead to Concept development, it would be sensible to identify at
this stage the individuals that could provide assistance in the preparation
of the Concept. They may also wish to review the Registration. The Head
of the Planning and Resource Allocation Office or the eventual signatories
of the Concept Paper can provide advice on those who might be consulted.
8. Registration Papers (excluding the cover sheet and any supporting annexes which should be few in number) may be very brief. The Registration Paper
should provide outlines of the project that will be given in greater detail in the
Concept and Full Case papers. So far as possible, given the early stage of the
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Capital Projects Process
project, the Registration Paper should summarise what will come later. Authors
of Registration Papers should look ahead to their presentations at the later
stages, the better to inform themselves of content at this stage.
9. A Registration Paper is therefore likely to include:
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A brief description of the project, the desired outcome or benefits, any
problems it would relieve or new problems that failure to implement would
cause. This will show whether there is a good case for investing time in
developing the Concept
How achievement of the project will further existing academic, financial,
human resource, estate or other goals and plans. Inconsistency with current
plans would need to be explained.
Options and alternative ways of delivering the project, to be considered in
Concept development. The options do not need to be examined in the
Registration document, but the listed options should be practical alternatives.
Indicative capital, furniture and equipment, and recurrent costs, and sources
of funds, and whether funds are already assigned to the project. This is to
indicate scale: calculations are not needed at this stage.
Key dependencies that must be satisfied before the project can proceed (eg
funding; planning permission; Graces); The concept will set out how those
dependencies will be satisfied.
The timetable for implementation of the project including policy stages, the
CPP and any Reports or Notices. The timetable should be kept under review
and included in the Concept and Full Case papers.
Next steps: the organisation of the project, how it will be taken forward and by
whom. Have they agreed and is it part of their draft work plan? Project
organisation must also be kept under review.
Whether any expenditure is required to take the project to Concept and how
the costs will be met. The paper must explain the basis for the sum required.
10. This list is not exhaustive. Advice should be taken on presentation if the
description of the project requires details of confidential matters (such as staff
issues).
11. Any action to be taken at this stage should be clearly set out in
recommendations (such as the release of funds from an identified source to
meet the cost of development of aspects of the project).
12. Registrations for construction projects will be reported to the Buildings Committee
and to the Space Management Advisory Group. The Concept should report and
take account of any observations by either body. Other central bodies may
advise on capital projects of other types.
13. Registrations should be sent to: capitalplanning@admin.cam.ac.uk.
PRAO
13 February 2016
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Capital Projects Process
University of Cambridge: Planning and Resources Committee
Capital Projects Process:
Registration of Opportunity
Project Name
CPP file reference
Contact PRAO for CPP reference: this number is unique
and will stay the same for as long as the project remains on
the CPP list
Project ID
The project may have other IDs for other purposes
Project Leader
Name & Title
Department / School /
Institution
Project Sponsor
(Typically Head of
Department)
Project Champion
(Typically Head of
School)
Estimated capital
cost of project
Position
Of which the completed project will be a part
Name & Title
Position
Name & Title
Position
£m
I recommend that the PRC include this project on the CPP list of Capital
Projects:
Project Leader
Signature:
Date
Project Sponsor
Signature:
Date
Project Champion
Signature:
Date
Head of School (if not
included above)
Signature:
Date
Submitted to
University for
Registration
Date
PRC approved
addition to list
Date
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