Project Q&A

Starting a Project

How do I initiate a project with Project Services?
Submit a Service Request to PeopleSoft. If you do not have access to this system, please speak to your local administrator who will be able to submit the Service Request on your behalf.

What is the project process from start to finish?
Please refer to the Project Process breakdown for a basic overview of the main steps in each phase.

What are my responsibilities as the client during a project? My project manager’s responsibilities?
Please refer to the Roles and Responsibilities Guide.

Who is my point of contact when I have questions during the project: my project manager, the building contractor or the architect/engineer?
Your project manager is your key point of contract from the start to the completion of your project. Please include them in any communications you have with other project team members.

Which meetings am I expected to attend?
Your ability to commit time to meetings, project input and feedback will be required for the duration of the project. Your PM will advise you which meetings you are required to attend but please note that due to the nature of construction, you may be required to attend some ad hoc project meetings at short notice throughout the project.

Why do I pay a project management fee?
Project Services is a self-supporting, market-driven cost recovery unit. We have operated in our current form since 2002, covering our own operating budget, as well as contributing significant funds to various other programs and departments.

Our project managers add value to the university in terms of savings realized through an effective tendering process on each project which we manage. From July 2007 until December 2012, Project Services saved UBC $8.8 million through the competitive bidding process. Looking at data from 136 projects completed between April 2010 and June 2013, an average saving of 15% was achieved through this process. Up to 43% was saved on any one project during this period, the saving being subject to the project scope and complexity. This average 15% saving far outweighs the 6% project management fee paid to Project Services for managing your project.

During a Project

How long will the project take to complete?
The project duration depends on the scope of work, among other factors. Your project manager is responsible for creating and updating the project schedule and they will provide you with the initial estimate and will discuss it with you. The schedule will detail projected dates including design completion, tendering and construction start and end dates. Starting soon, you will be able to access the updated schedule throughout the project via our online system.

How will I know when the project timeline changes?
Your project manager will update the schedule throughout the project. As well as notifying you of any major changes, you will soon have online access to check the projected end date of your project.

How will I know when the budget changes?
Your project manager will notify you if the project budget will need to change, for example if you decide to change the scope of work during the construction stage of the project. If the budget changes, your project manager will ask you or your area’s financial administrator (if this is not you) to sign a Budget Amendment Form, approving the change in budget.

When will I receive estimates?
Your project manager will explain to you when you should expect to receive estimates during each project. This will depend on the project scope and budget, but you are likely to receive three estimates prior to the building contract being awarded:

  • a feasibility estimate after your Project Startup Meeting,
  • a pre-tender estimate, and
  • a post-tender estimate, once the construction contract has been awarded.

Client Portal

How do I get an account for the client portal?
Infrastructure Development Records team will arrange the account set-up as part of the project initiation process and will email you with your username and password.

When will I be given access to the client portal?

FMS Account Managers from the various departments will all be given access to the portal upon initiation of their first project with Project Services and will maintain the same account information for all future projects. There is only one account per department.

What should I use the client portal for?
The client portal is your gateway to access information about any of your projects being managed by Project Services. It gives you access to up-to-the-minute schedule and costs data at any time from any location through the project snapshot or month-end detailed summaries through the Project Status Report (PSR).

You can log in as often as you like. We recommend that you log in to check your project snapshot every couple of weeks.

What if I want to check what the project status was one month ago or six months ago?
The portal will provide access to all archived Project Status Reports, sorted chronologically.

Will you still email out the monthly Project Status Reports?
No. The client portal replaces the monthly Project Status Reports which used to be emailed out by Project Services.

What if I am the main client for three projects with Project Services? Will I have three separate log-ins?
No. You will be able to access all of your current active projects through your single client portal log-in.