Toolbox - Facilities Planning & Operations - NIU Division of Administration

Facilities Planning and Operations Toolbox

Project Toolbox

There are four types of projects that can be requested within Facilities Planning & Operations. Please read the descriptions below to see how your project should be categorized.

Maintenance (Work Order)

Initiate a maintenance work order

Definition:

Maintenance is the work required to keep a space or item functioning as it was originally intended to do. Keeping existing facilities in proper condition requires services to offset the effects of normal "wear and tear" as well as equipment and materials failure.

Highlights:

  • Repairs and maintenance of building systems throughout campus
  • Performed by Physical Plant and outside contractors
  • Includes preventative maintenance
  • Replacement of like items when they are damaged
  • Quick response time

Funding:

  • Work is charged to a contractual account (693)

Gray Area Projects (GAP)

Initiate a gray area project

Definition:

Any Capital Improvement Project that can be defined as minor and simple in scope and typically costs less than $7,500. Such modifications may involve additions, deletions, rearrangements, or replacements of one or more components in the space. A GAP may include minor remodeling of an existing space, ADA compliance work, or maintenance that results in an element of upgrade (adds value to the structure versus strict direct replacement).

Highlights:

  • Below capitalization level ($7,500)
  • Bridges the gap between Capital Improvement Projects and Maintenance work
  • Performed by Physical Plant and outside contractors
  • Allows for better record keeping and coordination with Architectural & Engineering Services
  • Quick response time for minor improvements

Funding:

  • Work is charged to Capital Improvement (887) and/or equipment (880) accounts
  • Acceptable funding sources are 02 and 41
  • Bond Revenue and Foundation funds are also acceptable with proper approval

Capital Improvement

Initiate a capital improvement project

Definition:

Any renovation or remodeling of an existing facility that results in a permanent improvement. Landscape improvements, street and sidewalk renovations, utility modifications or additions, and the purchases of fixed equipment that require modifications to a facility are all considered Capital Improvements as well. Projects initiated for the purpose of ADA compliance or that necessitate a permanent improvement to maintain or improve the health and safety of the university's students, faculty, staff, and visitors are Capital Improvement projects. All new construction projects are Capital Improvement projects.

Highlights:

  • Traditional method for improving space on a Capital level
  • Dependable record keeping
  • Linear and diligent planning and approval process

Funding:

  • Work is charged to Capital Improvement (887) and/or equipment (880) accounts
  • Acceptable funding sources are 02 and 41
  • Bond Revenue and Foundation funds are also acceptable with proper approval.

Special Services

Initiate a special services project

Definition:

Special services can be requested that are unrelated to a work order, Gray Area Project (GAP), or Capital Improvement. These may include services such as furniture layout, color selection, mapping or GIS, graphic design, ergonomic assessments, etc. In order to cover costs to perform the services, departments will be charged $20 per hour.