Project Request

IMPORTANT INFORMATION REGARDING PROJECT REQUESTS FOR SUMMER 2017 

The summer period is always the busiest time of year for the Facilities team as we undertake much maintenance and investment in the campus at a time when it will cause the least disruption and disturbance to students, staff and visitors. 

Each year our Project Managers and Surveyors undertake hundreds of work requests, works planning and competitive procurement with external contractors.  Many requests are also subject to statutory / regulatory approvals (planning, building regulations, asbestos etc.) and this alone can take 2-3 months, often more.  Even seemingly very small works, such as electrical changes can have hidden issues or complications our team will need to deal with, such as fire safety. 

To help us help you, it’s important that you get your Planon ‘Project Requests” to us as early as possible, along with confirmation of your faculty and budget approval (and code) as necessary. 

To ensure we treat all faculties and departments fairly, this year we need to receive all approved Project Requests for Summer works no later than 31st March 2017. Requests received after 31st March will be considered on a case by case basis according to need and deliverability within our available resources.

Once we’ve received your project request, subject to the complexity of your project(s), we may need you to complete a more comprehensive Project Initiation Document (PID) which will allow us to fully understand your exact requirements in order to commence design and costing, and we can support you in completing this if required. 

If you are currently looking at important projects that you are not able to fully define before 31st March, please complete a Project Request in any event and we will work with you as this will give us an ‘early warning’ and allow us to plan and allocate resources accordingly. 

We will be working closely with Faculty Managers to help co-ordinate Project Requests going forward, and would ask that you keep your relevant manager informed of all requests you submit. 

Thank you for your co-operation, if you have any queries about this process please email projectrequests@lancaster.ac.uk or contact us via the Facilities Helpdesk on ext. 93333

New Project Request

Submit a new Project Request (Staff only).

Project Tracker

View all active Project Requests. (Estates staff only).

My Project Requests

View your Project Requests (Staff only).

Project Managers

For Project Managers to manage their requests (Estates staff only).

Head of Department Approvals

For Head of Departments to approve Project Requests (Staff only).

How to submit a new project request

All requests for new work should be submitted to Facilities via Planon using the New Project Request link below.

The form is designed to capture sufficent basic information for an initial assessment to be made on the priority of the proposed work, the availability of funding, the expected size of the project and how best to allocate resources to the project.

Once the form has been completed with sufficient information please click on the 'Submit' button. 

Authorisation Process

  1. Submited Project Requests are initially checked for sufficient / complete information. Should any information be found to be missing, the request will be returned to the originator. Please ensure a cost code is included, even if it is only for a quotation.
  2. Project Requests are date stamped once submitted to Planon.
  3. Automated emails will be issued to the originator on receipt of the Project Request.
  4. Project Requests are reviewed at weekly Facilities meeting.
  5. When authorised by Facilities, Project Requests are assigned to a Project Manager.
  6. Automated email confirmation of the Project Request authorisation and Project Manager assignment is issued to the originator.
  7. Further automated email updates will be sent to the originator throughout the lifecycle of the project.

The process of reviewing, authorising and assigning the submitted Project Request (Actions 3-6 above) may take upto 21 days.