Frequently Asked Questions

About Project Services

Who is UBC Project Services?

We are UBC’s approved project management unit and part of UBC’s Infrastructure Development department. We provide project management services for renovations, renewals and modernizations of buildings and infrastructure. We are also responsible for the management, design and execution of alternative energy systems, such as the campus-wide Academic District Energy System (ADES) steam to hot water conversion project and the Bioenergy Research and Demonstration Facility (BRDF). Our portfolio encompasses capital projects which involve physical changes to the environment, whether above or below ground, inside or outside buildings, accessibility or public realm.

Isn’t Project Services part of Building Operations?

Project Services sits under a separate department to Building Operations. Project Services is located in the Infrastructure Development department. We undertake capital projects on campus which involve physical changes to the environment. In contrast, Building Operations undertakes operations and maintenance work on existing structures.

Starting a Project with Project Services

How do I initiate a project with Project Services?

Please refer to the attached Project Process Flowchart. You will need access to PeopleSoft to submit your Service Request. 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.

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.

What is the project process from start to finish?

Please refer to the attached Process Flowchart for a basic overview of the main steps in each stage of the project process.

What are my responsibilities as the client during a project?

Please refer to the attached Roles and Responsibilities Guide to find out about your key responsibilities.

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.

What are my project manager’s responsibilities during a project?

Please refer to the attached Roles and Responsibilities Guide to find out about your key responsibilities.

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.

During a Project with Project Services

How long will the project take to complete?

The project duration depends on the scope of work, amongst 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.

Accessing PSG Web, Our Online Project Tool

Launching in 2014.
Who is PSG Web for?
  • Project Services clients.

    We designed PSG Web so that the FMIS Account Managers with active projects can access their project information online.

  • Project Services consultants.

    Consultants can use PSG Web to submit change order requests to their project manager at Project Services. Project Services will also use PSG Web to provide consultants with access to relevant project documents.

When will I be given access to PSG Web?
  • Project Services clients.

    FMIS Account Managers from the various departments will all be given access to PSG Web 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.)

  • Consultants:

    The consultant firm will be given access to PSG Web upon initiation of their project with Project Services and will maintain the same account information for all future projects.  

How do I access PSG Web?

On the upper right hand section of the Project Services homepage, click on the Sign In button, highlighted below, and enter the log-in details which were emailed to you.
login

Clients only:

What should I use PSG Web for?

PSG Web is your gateway to access information about any of your projects being managed by Project Services. It gives you access to the project schedule, budget and costs to date.

PSG Web gives you the flexibility to access project information at any time from any location.

Most importantly, you will have access to up-to-the-minute schedule and cost data through the project snapshot or month-end detailed summaries through the Project Status Report (PSR).

How will I know when the project information changes?

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?

PSG Web will provide access to all archived Project Status Reports, sorted chronologically.

Will you still email out the monthly Project Status Reports?

No. PSG Web 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 one PSG Web log-in.

Can I access information about projects which have been completed?

No. Once your project manager has closed out the project, the project will be removed from PSG Web.