This page contains and describes all forms and templates used throughout the various Capital Budget and Planning processes and topic areas by document purpose and its intended audience. When necessary, a guide or sample document is provided with detailed instructions and/or example content to assist authors in completing their own documents.

Forms and templates are always shown in the left-most column and provided in Microsoft Excel workbook or Microsoft Word document format. Guides or samples are always shown in the right-most column and provided in Adobe Acrobat format. These forms and templates are used equally by UW institutions and UW System Administration staff. While the majority of these files are not often revised, a Revision ID notation on this web page description, as well as on the form or template itself, will provide authors a convenient age reference for each specific file.

The contents on this page can also be found on other CPB web site pages per topic.


Agency Requests

Template

Document Details

Guide or Sample

Agency Request (BOR) Template
Agency Request for Board of Regents (BOR) Action

Description:  Request for Board of Regents action regarding various capital project and planning aspects, including approval to finish the contract documents; authorizations to plan, construct, demolish, and adjust scope and/or budgets; grant easements; enter lease and land transactions; accept gifts in-kind; adjust campus boundaries; and approve the naming of university buildings.

Purpose:  Describes the project intent, scope, justification, background, budget, schedule, and previous project-related Board of Regent action. The content of the request should closely match the original capital budget request document.

Audience:  Board of Regents, UW System Administration.

Revision ID: Rev 05/2019

Agency Request (SBC) Template
Agency Request for State Building Commission (SBC) Action

Description:  Request for State Building Commission action regarding various capital project and planning aspects, including approval of design reports; authorizations to plan, construct, raze or demolish, and adjust scope and/or budgets; grant easements; enter lease and land transactions; and accept of gifts in-kind.

Purpose:  Describes the project intent, scope, justification, background, budget, schedule, and previous project-related State Building Commission action. The content of the request should closely match the original capital budget request document.

Audience:  State Building Commission, Division of Facilities Development and Management, UW System Administration.

Revision ID: Rev 05/2019


Project Requests

Template

Capital Project Charter

Document Details

Capital Project Charter

Description:  A tool to articulate an operational framework for capital project roles, responsibilities, authority, approvals, communication protocol and strategy, deadlines, goals, and objectives. This document works in tandem with the Capital Project Request (CPR) and the Project Budget Worksheet (PBW) to define a capital project.

Purpose:  To ensure a common understanding of the capital project, how it will be implemented, and to clarify key stakeholders roles and authority. Required for all projects costing more than $3 million or with multiple stakeholders.

Audience:  UW System Administration, Division of Facilities Development and Management, Architectural/Engineering/Planning Consultants.

Revision ID: Rev 2018-09

Guide or Sample

Capital Project Request (CPR)
Capital Project Request (CPR)

Description:  Universal project request document for all capital project types (All Agency, Instructional Space, Minor, Major, and UW Managed).

Purpose:  Describes project intent, scope, justification, budget estimate, schedule, and design consultant requirements for maintenance and repair, remodeling, renovation, and/or new construction valued at $300,000 or more. Posted to UWSA or WisBUILD websites to advertise for professional design consultants. Used as source documentation and basis for Agency Request document advanced to the Board of Regents (BOR) and State Building Commission (SBC) to seek construction authority.

Audience:  UW System Administration, Division of Facilities Development and Management, Architectural/Engineering/Planning Consultants.

Revision ID: Rev 2019-03

Capital Project Request (CPR) Guide
Project Budget Worksheet (PBW)
Project Budget Worksheet (PBW)

Description:  Worksheet to record capital project budget estimates for capital projects of all types, sizes, and funding sources.

Purpose:  Details budget estimate for new construction area and renovation area(s), unit costs, special scope items and considerations, bid date and escalation, project overhead percentages. Includes unit cost estimates for new construction and renovation based on $/GSF; ability for detailed line item cost estimates using user defined unit cost methods, including lump sums; and project overhead costs including design services, contingency, project management fees, movable and special equipment allowances, and commentary notes.

Audience:  UW System Administration, Division of Facilities Development and Management, Architectural/Engineering/Planning Consultants.

Revision ID: Rev 2019-08

Project Budget Worksheet (PBW) Guide
Request for Architectural/Engineering/Planning Services (RFAEPS)
Request for Architectural/Engineering/Planning Services (RFAEPS)

Description:  Request seeking specific professional services for the pre-design, preliminary design, final design, bidding, and/or construction administration phases from the AEP Community. Includes selectable options for Basic Services and Supplemental Services. Articulates requested design options and phasing, cost estimating, planning and design documentation, and deliverable requirements.

Purpose:  Details and describes the requested basic and supplemental services from the requesting UW Institution to the AEP Community for a specific capital project, including clarification notes and special requirements by category and type of services.

Audience: Architectural/Engineering/Planning Consultants, Division of Facilities Development and Management, UW System Administration.

Revision ID: Rev 2019-08


Historic Preservation

Template

Historic Assessment Form (WI) Template

Document Details

WI Historic Preservation Assessment Form (WI Historical Society 44.40 Form)

Description:  Request for State Historical Preservation Officer review and comment on proposed work for state property.

Purpose:  Describes address and location of historic properties, proposed project scope description, and indicates historic preservation findings of both the submitter and the historical preservation officer reviewing the proposal. Additional attachments (site plans, project drawings and details, photographs, etc.) typically accompany this form to fully articulate and illustrate the proposed work.

Audience:  State of Wisconsin Historical Society, UW System Administration.

Revision ID: Rev 02/2015

Guide or Sample

Historic Assessment Form (UW) Template
UW Historic Preservation Assessment Form (University of Wisconsin System)

Description:  Request for UW System Historical Preservation Officer review and comment on proposed work for UW property.

Purpose:  Describes address and location of historic properties, proposed project scope description, and indicates historic preservation findings of both the submitter and the historical preservation officer reviewing the proposal. Additional attachments (site plans, project drawings and details, photographs, etc.) typically accompany this form to fully articulate and illustrate the proposed work.

Audience:  UW System Administration.

Revision ID: Rev 02/2015


Environmental Protection

Template

Environmental Impact Assessment Services Request

Document Details

Environmental Impact Assessment (EIA) Services Request

Description:  Request seeking professional services to develop an EIA related to a specific capital project and/or area of campus with multiple proposed capital projects that do not produce significant environmental effects and classified as a Type II action. This template includes the UWSA Type II action worksheet, WEPA document distribution list, and UW Historical Preservation Assessment form.

Purpose:  Describes project location, background, scope, budget estimate, schedule, and professional services requirements and process to develop an EIA for the proposed project or campus area.

Audience:  UW System Administration, Division of Facilities Development and Management, Architectural/Engineering/Planning Consultants.

Revision ID: Rev 02/2015

Guide or Sample

Environmental Impact Statement Services Request
Environmental Impact Statement (EIS) Services Request

Description:  Request seeking professional services to develop an EIS related to a specific capital project and/or area of campus with multiple proposed capital projects with potentially significant environmental effects and classified as a Type I action. This template includes the WEPA document distribution list and the UW Historic Preservation Assessment form.

Purpose:  Describes project location, background, scope, budget estimate, schedule, and professional services requirements and process to develop an EIS for the proposed project or campus area.

Audience:  UW System Administration, Division of Facilities Development and Management, Architectural/Engineering/Planning Consultants.

Revision ID: Rev 02/2015

Environmental Significance Evaluation (WEPA/NEPA) Template
Environmental Significance Evaluation (WEPA/NEPA)

Description:  Evaluation form for the Wisconsin Environmental Policy Act (WEPA) and National Environmental Policy Act (NEPA) as it relates to proposed campus physical development. Includes 14 points of assessment related to environmental impacts and alternatives, archeological and historical sites, energy impacts, economic impacts, long-range plan and policy impacts, and precedents.

Purpose:  Records preliminary investigation and evaluation of potential environmental impact significance and conditional determination of Type I/II/III action requirements.

Audience:  UW System Administration, Division of Facilities Development and Management, Architectural/Engineering/Planning Consultants.

Revision ID: Rev 02/2015


Property and Real Estate

Template

Building Demolition Request Form Template

Document Details

Building Demolition Request Form (BDRF)

Description:  Request to raze or demolish a UW owned facility.

Purpose:  Records facilities details (i.e. name, number, location, size, current value, current physical and functional condition of facility and site, current use, historical significance, flood plain indicator, safety hazards status, building code violation status, hazardous materials status, etc.) demolition cost estimate, proposed funding source, demolition method, and and describes reason(s) for demolition and the proposed re-use of site.

Audience:  UW System Administration, Division of Facilities Development and Management.

Revision ID: Rev 02/2015

Guide or Sample

Property_Real_Estate_Environmental_Audit Form
Property and Real Estate Environmental Audit

Description:  Environmental assessment of proposed property or real estate acquisition.

Purpose:  Records self-performed and preliminary environmental assessment to minimize the possibility and associated costs of owning contaminated property. Includes recommendations for additional testing, analysis, and actions (i.e. Phase II assessment or remediation and re-evaluation prior to acquisition). Includes address, tax parcel identifier, parcel description, zoning designation, floodplain and wetland designations, and hazardous materials findings.

Audience:  UW System Administration, Division of Facilities Development and Management.

Revision ID: Rev 2019-01


Capital Plan

Template

All Agency Project Requests (AAPR) Index Guide

Document Details

All Agency Project Request Index (AAPR Index)

Description:  Prioritized list of All Agency Project Requests by funding category and work type.

Purpose:  Documents a prioritized list of all proposed All Agency Project Requests for a biennium and organizes the project requests by funding category (facilities maintenance and repair; utilities repair and renovation; energy conservation; capital equipment; and land acquisition) and work type. Includes project number (if known), institution assignment, facility assignment, facility name, project title, overall campus All Agency project priority, All Agency funding category priority, work type, total budget, and funding source(s) for proposed projects valued between $300,000 and $3,000,000 (BuildingsSite Improvements, or Utilities). Used as priority reference documentation for project request evaluation.

Audience:  UW System Administration, Division of Facilities Development and Management.

Revision ID: Rev 2019-05

Guide or Sample

All Agency Project Requests (AAPR) Index Guide
Building Profile Template
Building Profile

Description:  A profile of a building’s functional and physical attributes and performance. Includes brief narratives of infrastructure issues, background and history, current occupants and uses, and future building plans.

Purpose:  Briefly assesses the current functional and physical condition issues as they relate to potential future capital projects. Includes building code and health & safety; architectural, mechanical, electrical, communication, plumbing, and conveying systems; equipment and furnishings; and other building issues. Typically comprised and distilled from many detailed issue statements from faculty, staff, and student users of the facilities and space, these issues can be further documented and summarized in the Facilities Summary and Planning Issues and Themes.

Audience:  Board of Regents, UW System Administration, UW Institutions, A/E Community.

Revision ID: Rev 02/2015

Classroom Demand Analysis Report (CDAR)
Classroom Demand Analysis Report (CDAR)

Description:  Formula-based tool to estimate the number of classrooms required by section size, assuming prescribed fill-rates for prescribed room capacities.

Purpose:  Assists in space planning exercises to determine classroom array based on current and predicted future demand loads for section size and room capacities. Automates planning scenarios based on the required minimum scheduled periods per week variable. Summarizes the total sections of prescribed section sizes, the required room periods, the total rooms required at prescribed room capacities, the number of available rooms in those room capacities, and calculates the balance of rooms available (+) or required (-) to meet the demand load.

Audience:  Board of Regents, UW System Administration, UW Institutions.

Revision ID: Rev 2019-03

Classroom Demand Analysis Report (CDAR) Guide
Facilities Summary Template
Facilities Summary

Description:  A brief summary of the functional and physical condition issues related to all facilities (buildings, site development, and site utilities) and provides a chart to illustrate the building construction chronology (age of buildings) for the entire campus.

Purpose:  Briefly assesses the collective facilities functional and physical condition issues as they relate to potential future capital projects. Summarizes only those facilities with proposed capital projects in the near term (6 years). Documents the primary project justification for those capital projects included in the Project Priority and Sequence Chart and Project Priority and Sequence Chart and Summary.

Audience:  Board of Regents, UW System Administration, UW Institutions.

Revision ID: Rev 02/2015

Institution Profile Template
Institution Profile

Description:  A profile of an institution’s academic programs, physical plant, and student enrollment. Includes brief narratives of background and history, campus character, main campus property, and non-contiguous property.

Purpose:  Briefly describes and summarizes the unique aspects of an institution, its history and origins, main campus landholdings, non-contiguous landholdings, and a current statistical profile of prescribed categories and items.

Audience:  Board of Regents, UW System Administration, UW Institutions.

Revision ID: Rev 02/2015

Instructional Space Utilization Report (ISUR)
Instructional Space Utilization Report (ISUR)

Description:  Formula-based tool to estimate the number of classrooms or instructional laboratories required by section instance and course level summary (100s, 200s, etc.) based on enrollment load.

Purpose:  Assists in space planning exercises to determine instructional space array based on current and predicted future enrollment loads. Automates planning scenarios based on the required minimum scheduled periods per week variable. Summarizes the total sections and required room periods by course level, and the fill rate per section instance. Allows analysis of block scheduling patterns, room use, and enrollment to room capacity ratios.

Audience:  Board of Regents, UW System Administration, UW Institutions.

Revision ID: Rev 2019-03

Instructional Space Utilization Report (ISUR) Guide
Origin-Destination Diagram Template
Origin-Destination Diagram and Summary

Description:  Illustration and brief summary of the planned inter- and intra-building departmental and functional migrations to accomplish the intended capital plan.

Purpose:  Provides context for the capital plan, documenting the planned moves and building occupancy changes proposed for the near term (6 years). Each building included in the capital plan is represented in the diagram, including those buildings or space on and off campus used for temporary surge space.

Audience:  Board of Regents, UW System Administration, UW Institutions.

Revision ID: Rev 02/2015

Planning Issues and Themes Template
Planning Issues and Themes

Description:  Prioritized planning issues list as it relates to the capital plan. May include organizing issues into broader themes, dependent on issue identification and development.

Purpose:  Briefly summarizes the main planning issues to be addressed in the capital plan. Typically comprised and distilled from many detailed issue statements from faculty, staff, and student users of the facilities and space, these main planning issues should complement the Strategic Goals. Issues identified on the Building ProfilesSite Development Profile, and Site Utility Profile can be further summarized here into concise issue statements.

Audience:  Board of Regents, UW System Administration, UW Institutions.

Revision ID: Rev 02/2015

Program Trends Template
Program Trends

Description:  Identifies current and emerging trends in the academic programs that will have an impact on facilities.

Purpose:  Typical topics include degree programs and majors, minors, certificate programs; most popular majors; colleges and schools organization; and distinguished or unique programs. Where appropriate, pertinent charts, tables, diagrams, graphics, maps, and plans may be used to help enhance or illustrate the narrative sections. The highest priority trends that have facilities impact should be addressed in the Planning Issues and Themes and Strategic Goals.

Audience:  Board of Regents, UW System Administration, UW Institutions.

Revision ID: Rev 02/2015

Project Priority & Sequence Chart (PP&SC)
Project Priority and Sequence Chart

Description:  Prioritized and multi-biennia listing of all proposed capital projects (All Agency and Energy Conservation, Instructional Space, Major Projects) requiring Board of Regents (BOR) and State Building Commission (SBC) approvals.

Purpose:  Documents and illustrates the capital plan through capital project type, biennium of approval, title, cost and funding source estimates, and schedule implications based on standard durations by project type and size. The corresponding chart depicts as many as five (5) biennia: the current biennia, the next three biennia to be included in the next six-year capital plan, and one (1) additional biennium. Provides a context for capital funding decisions and capital planning forecasts. Source file for the Project Priority and Sequence Chart and Summary document table and chart.

Audience:  Board of Regents, UW System Administration, UW Institutions.

Revision ID: Rev 2019-03

Project Priority & Sequence Chart (PP&SC) Guide
Project Priority and Sequence Chart and Summary Template
Project Priority and Sequence Chart and Summary

Description:  Illustration and brief summary of the proposed and next capital plan within the context of the current and one future biennium.

Purpose:  Briefly describes and justifies the proposed capital plan projects, sequence and timing, mixture of project types and funding sources, and demonstrates the need for the plan as a whole. While the majority of capital plan documentation describes the issues in various contexts or constructs, or specific project solutions on their own, this document is the only one that describes all proposed project solutions and the capital plan in its entirety. Chart sourced from the Project Priority and Sequence Chart document.

Audience:  Board of Regents, UW System Administration, UW Institutions.

Revision ID: Rev 02/2015

Project Priority & Sequence Summary (PP&SS) Guide
Site Development Profile Template
Site Development Profile

Description:  Illustration and brief summary of the proposed near term (next 6 years) main campus property and real estate and site improvement modifications. Includes all items that impact site footprint, building footprint, and site development.

Purpose:  Briefly assesses the current functional and physical condition issues as they relate to potential future capital projects. Includes building additions/demolitions/new construction, campus boundary changes, easements, parcel acquisitions/conveyance/purchase/trade, and site improvement changes. Typically comprised and distilled from many detailed issue statements from faculty, staff, and student users of the facilities and space, these issues can be further documented and summarized in the Facilities Summary and Planning Issues and Themes.

Audience:  Board of Regents, UW System Administration, UW Institutions, Architectural/Engineering/Planning Consultants.

Revision ID: Rev 02/2015

Site Utility Profile Template
Site Utility Profile

Description:  Illustration and brief summary of the proposed near term (next 6 years) main campus site central utilities modifications. Includes all items that impact above ground and underground site central utility systems.

Purpose:  Briefly assesses the current functional and physical condition issues as they relate to potential future capital projects. Includes chilled water, communications, compressed air, domestic water, electric power, fuel, natural gas, sanitary sewer, storm water management, steam and condensate return, and utility tunnels. Typically comprised and distilled from many detailed issue statements from faculty, staff, and student users of the facilities and space, these issues can be further documented and summarized in the Facilities Summary and Planning Issues and Themes.

Audience:  Board of Regents, UW System Administration, UW Institutions, Architectural/Engineering/Planning Consultants.

Revision ID: Rev 02/2015

Space Needs Analysis Chart Template
Space Needs Chart

Description:  Records the space shortage based on the inputs of existing space and required space for each of the standard space classifications: 100s classrooms, 200s laboratories, 300s offices, 400s study, 500s special use, 600s general use, 700s support, 800s health care, and 900s residential.

Purpose:  Creates chart to illustrate space shortages across all standard space classifications to be used in the Space Needs Summary document. Typically influenced by many detailed issue statements from faculty, staff, and student users of the facilities and space applied in context with the Classroom Demand Analysis ReportInstructional Space Utilization Report, and other space management efforts and metrics.

Audience:  Board of Regents, UW System Administration, UW Institutions.

Revision ID: Rev 02/2015

Space Needs Analysis Chart Sample
Space Needs Summary Template
Space Needs Summary

Description:  Documents the space shortages across the standard space classifications: 100s classrooms, 200s laboratories, 300s offices, 400s study, 500s special use, 600s general use, 700s support, 800s health care, and 900s residential.

Purpose:  Briefly summarizes quantity and quality of spaces available, the space shortages across campus, explains why the space shortages are present, and describes how the capital plan intends to resolve them. Typically influenced by many detailed issue statements from faculty, staff, and student users of the facilities and space applied in context with the Classroom Demand Analysis ReportInstructional Space Utilization Report, and other space management efforts and metrics.

Audience:  Board of Regents, UW System Administration, UW Institutions.

Revision ID: Rev 02/2015

Strategic Goals Template
Strategic Goals

Description:  Outlines the prioritized and comprehensive (academic, financial, and physical development) vision for the institution. Summarizes the most important goals to achieve for each institution, including those that impact the capital budget.

Purpose:  Documents the strategic vision for each institution, which should be at least partially derived from the Program Trends and Planning Issues and Themes documents, and clearly relate to the proposed near term (6 years) capital plan. Strategic goals should be specific enough to be measurable and provide context for proposed capital projects without being so specific as to be inflexible or unattainable.

Audience:  Board of Regents, UW System Administration, UW Institutions.

Revision ID: Rev 02/2015