UW Project Tracker
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For further assistance please contact the FS Customer Care Team at (206) 685-1900 or careteam@uw.edu

ver. 2008.07.16
Active Status

Designation used while a service provider (ie: C&C, CASPO, CPO, EH&S, FS) is actively performing work on the project. The term is used in the Project Status field.

Actual Schedule

The actual date for tasks, phases, or stages. This is recorded after the fact to get the correct date.

Alterations Project

A project managed by UW Campus Alterations.

Authorized Tracker User

College and Unit Administrators or other delegated individuals are automatically authorized to use Tracker. The decision to authorize Departmental Administrators or other departmental individuals is made by the College or Unit. Relationships between units is based on the Organizational Code. Notify the Tracker Office to enable new Users. tracker@u.washington.edu 206.543.5410

Bid Documents

See 'Construction Documents'.

Bidding Stage

The Bidding Stage includes the time necessary to advertise, collect and evaluate the construction bids. This phase ends with the award of the construction contract.

Budget Number

A 6-digit university accounting number. For capital budgets these are in the format: 40-xxxx.

Budget Status

A field under the current status area that indicates: ON, OVER, UNDER, or NO budget. If a budget has not been established this will be 'No Budget'.

Budget, Project

The sum established as available for the entire project.


See UW Technology (UWTECH)

C100 Report

See 'Project Budget Estimate Report'.


See UW Technology (UWTECH)

Campus Alterations, UW

Campus Alterations is the University's in-house construction company, providing skilled craftspeople and project management to work on your minor remodeling needs up to $55,000 in project costs. Campus Alterations will plan, coordinate, and build your project! Eleven shops of skilled craftspeople, represent all of the building trades. Their Scopes of Work range from coat hooks, doorways, shelves, outlets, sinks and signs to lab and office remodels. Only multi-trade, PM assigned alterations projects valued at >$5,000 will be entered in UW Project Tracker. Any high profile/special interest job regardless of dollar size may also be included. A work request also needs to be filed at FS-Works. Phone: (206)685-1411, website: (www.washington.edu/admin/facserv/campus-alt.html)

Campus Maintenance, UW

Campus Maintenance fixes what is broken and keeps running what is not broken. If you have leaks, squeaks, breaks, grafitti, and strange noises coming from closets and rooftops, Campus Maintenance will respond to your problems Only multi-trade, PM assigned alterations projects valued at >$5,000 will be entered in UW Project Tracker. Any high profile/special interest job regardless of dollar size may also be included. A work request also needs to be filed at FS-Works. Phone: (206)685-1411, Website: (www.washington.edu/admin/facserv/campus-maint.html)

Canceled Status

Project terminated before completion.

Capital And Space Planning Office, UW

The Capital and Space Planning Office (CASPO) is a unit of the Planning and Budgeting Office, and is responsible for: coordinating academic facilities master plans and the capital budgeting process, developing the basis for the capital budget request, analyzing, submitting, and justifying the capital request and providing information to state institutions. CASPO also develops space planning standards and unit space allocations, plans and directs the space management and allocation system, and maintains building and room inventories of space. Phone: 206-453-7602 Website: (www.washington.edu/admin/pb/home/)

Capital Budget

Non-Operating budgets used for a Capital expense. Generally these are for items that have specific depreciation schedules and were purchased with '40' budget monies.

Capital Expenditure

Money used for a project that results in an asset for the University. Generally larger projects or purchases.

Capital Projects Office, UW

The Capital Projects Office manages design and construction of new and remodeled University facilities. Our programming, predesign, cost estimating, design and construction services for building alterations, additional construction and grounds improvements for the Seattle and Tacoma campuses and remote field research projects range in size from a few thousand dollars to over $100 million and have numbered over 250 projects in each of the last five years. Phone: 206-543-5200, Website: (www.cpo.washington.edu)


See 'Capital And Space Planning Office, UW'

Close-Out Stage

The Close-Out Stage begins at Substantial Completion and ends when the project is designated as Completed. During this stage, major construction is finished, and the primary activities are Punch Lists and Legal/Accounting documentation. During this period the customer may or may not be occupying the space. The stage is an “Active” status stage.

Completed Stage

The project is done. A project only enters this stage once ALL construction has finished and ALL paperwork has been approved. At this point the customer should be in complete control of the project area.

Completed Status

The project is done. In general, once a project has been designated as Completed the status should not change.

Conceptual Estimate

Also referred to as a 'rough order of magnitude estimate' A conceptual estimate is based on limited design and existing condition information, and therefore may be less accurate than a detailed estimate based on complete design documents. Conceptual Estimates are used to assist in determining budgeting requirements.

Construction Documents

A set of plans and specifications produced during the Design Stage that are detailed enough to be used as a reference for companies to bid the job or perform the work.

Construction Stage

See 'Work In Progress Stage'.

Contract Documents

All documentation necessary to bid and award the construction contract. These include Construction Documents and the Terms and Conditions for the contract.

Cost Estimate (CPO)

A calculated cost for each feature of the project. The Cost Estimate is refined as the project progresses. Different levels of Cost Estimates include: Conceptual Estimate, Schematic Design Estimate and Detailed Estimate.

Cost Estimating (CASPO)

Three levels of cost estimating may be used for purposes of capital funding requests (Program Renewal): 1) unit cost estimating 2) rough order of magnitude estimating (ROME) and 3) feasibility study/predesign estimating. Dollar amounts listed for Biennium 2009-11 Only 1. Unit Cost Estimating : The following unit cost estimating formulas may be used for small, less complex projects. These square foot costs should be considered as initial estimates only, and if funded, will be verified through more detailed cost estimating. Offices, other low systems-intensive spaces, ie conference rooms, libraries Remodels <250 sq ft accomplished by FS Alterations: $140/gsf Remodels >250 sq ft accomplished by FS Alterations: $300/gsf 2. Rough Order of Magniture Estimate (ROME) : Request services from CPO Estimating for projects larger than #1 above 3. Long Lead Projects: Wet labs and high systems-intensive projects may be initially estimated for planning purposes by using a unit cost of $560/gsf, although in virtually all instance these more complex projects will first be funded for feasibility assessment and predesign prior to the final funding decision. This feasibility assessment step will help ensure cost estimates adequately address building systems needs and other factors that historically drive up costs.Pre-funding for long lead projects will be considered so that design and construction can proceed in the biennium.


See 'Capital Projects Office, UW'

Customer Contact

May be the Customer/Client and/or additional individuals closely affiliated with the project.


The College or Department and affiliated Administrators; the Project’s Owner(s).


University of Washington subdivision of the Organizational Code College unit.

Design Stage

The design stage typically involves professional assistance in defining the project. This often includes detailed estimates, schematic design, and advanced programming. This period begins with the approved Project Work Plan and ends with the completed Bid Documents. In general the Design Stage does not begin until the customer provides at least some initial funding.


See 'Environmental Health and Safety, UW'.

Environmental Health and Safety, UW

To support the University of Washington's teaching, researching, and service missions, the Environmental Health and Safety (EH&S) Department assists organizational units in meeting their responsibility to protect the environment and to provide a safe and healthful place of employment and learning. EH&S provides support to the Capital Projects office through plan review and consultation to help assure that new and renovated buildings are safe and that they conform to regulatory requirements. EH&S also assesses facilities and manages a number of minor capital safety projects to improve the health and safety in existing facilities. Phone: 206-543-7262 Website: (www.ehs.washington.edu) Safety Funding Guidelines: (www.ehs.washington.edu/fsocapproj/fundguide.shtm)


See "Cost Estimate" or "Project Estimate"

Facilities Services, UW

See 'Campus Maintenance or Campus Alterations' (www.washington.edu/admin/facserv/index.php)


FacNum stands for a UW Facility Number, a (4) digit code used to identify all facilities on campus. A facility not only includes buildings, but also the stadiums, work sheds, parking lots, grounds, fountains, tunnels and other campus features. Numbering is controlled by the UW’s Capital and Space and Planning Office (CASPO). Their website is at (www.washington.edu/admin/facserv/buildingsalpha.html)

Final Acceptance

All work is complete and ALL paperwork has been approved. At this point the Customer is in complete control of the project area. (Stage not utilized in Tracker)

Forecast Schedule

The current best estimate on what the schedule is likely to be. These dates may change as new information is obtained by the project manager.


UW Facilities Services - See 'Campus Maintenance' or 'Campus Alterations' (www.washington.edu/admin/facserv/index.php)


Facilities Services Work Order Routing and Control System. Requests for Facilities Services (FS) Maintenance Operations, Alterations, or Construction Phone: 206-543-7262 Website: (fs-works.washington.edu)

Homeland Security & Emergency Preparedness Grants

UW Emergency Management (UWEM) provides a limited number of short-term, one-time emergency management and homeland security grants. Open to UW departments and operating units, these annual UW funds support internal programs that improve the overall emergency preparedness efforts for the campus community. These operational funds support units adressing key vulnerabilities in their respective operations, facilities and plans/procedures. Completed applications must be received by the UWEM by September 1st of each year to be considered for the remainder of the fiscal year. Approved projects will be posted on the UWEM website. Work must be completed by June 30th of the following year. For more information on the grant program principles, process, budget administration contact UW Emergency Management at (206) 897-8000 (www.washington.edu/emergency/resources/)

Initial Project Budget Number

Budget number provided at time of project request.


See 'Project Justification'. A required entry for funding requests.

Last Updated

This date is the last time the project information was updated.


The Leadership in Energy and Environmental Design (LEED) Green Building Rating System™ encourages and accelerates global adoption of sustainable green building and development practices through the creation and implementation of universally understood and accepted tools and performance criteria. LEED is a self-assessing system established through the US Green Building Council designed for rating new and existing commercial, institutional and high-rise residential buildings. It evaluates environmental performance from a "whole building" perspective over a building's life cycle, providing a definitive standard for what constitutes a green building. (www.usgbc.org/DisplayPage.aspx?CMSPageID=222)

LEED UW Projects


Mitigation Grant Program, Fema Pre-Disaster

UW Emergency Management coordinates the application process for Federal Emergency Management Agency (FEMA) Pre-Disaster Mitigation (PDM) Grant, which is available on a nationally-competitive basis for seismic or storm-related improvement projects. There is a 25% non-Federal cost share requirement with a current $3 million project cap on the Federal share of the project. The project must not exceed three years for full implementation and completion. UW criteria for selecting Nonstructural Mitigation Projects: • Must be a minimum of $500,000 solution due to up-front costs and time commitment of application • Must address one or more of the following evaluation criteria: life-safety, address protecting high-value items or have a major impact to the continuity of operations of the unit/university. • Must be separate from the State Budget Requests process or Capital Budget request. • UW UWEM selects annually will select 1-2 projects to submit to the State/FEMA for further consideration If selected: • Individual from unit assigned to work with UWEM and Capital Projects on data gathering for the technical Benefit Cost Analysis (BCA) • Unit or department accepts the 25% local match for the PDM For more information, please contact UW Emergency Management at (206) 897-8000.

Organization Code

The unique 10 digit code the UW assigns to each college unit and department associated with the University of Washington. The list is maintained by CASPO. Tracker relationships are based on this "Org Code."

Pending Status

Work temporarily stopped awaiting further decisions on the part of the Owner or futher developments on the part of the Service Provider. This status is no longer recognized by UW Project Tracker.

Planned Schedule

Initial schedule dates during the early stage of a project.

Planning Stage

The Planning Stage begins with an idea submitted to UW Project Tracker and ends with a completed Project Work Plan. Some tasks associated with this stage are: Conceptual Estimate, Initial Programming and Funding Requests.

Primary Service Provider

See 'Responsible Service Provider'

Project Assignment Completed

Signifies the primary Service Provider has assigned a Project Manager to oversee the project work.

Project Budget Estimate Report

A report of the estimated costs for a project. The format is similar to a Washington State Legislature report (C100) required for projects over 5 million dollars.

Project Cost

Tracker follows two sets of costs: Approximate Total Project Cost and Approximate Current Stage Cost. Approximate Total Project Cost equals the amount of money to build a project idea to completion. Approximate Current Stage Cost equals expected monies to be spent for a portion of the project. Often this reflects the costs for a study re the feasibility of building the project.

Project Estimate

The calculated total cost of a project prior to construction.

Project Justification

A summary of why the project is needed. Includes the reasons for the project, as opposed to actions, such as current conditions and programming goals.

Project Manager

The person-in-charge for the Service Provider.

Project Phase

A period of time. UW Project Tracker uses the word 'Stage' in place of 'Phase'. See 'Project Stage'.

Project Stage

Describes the project’s phase along the road to completion. UWPT recognizes six general stages (or time periods) for all projects. Each stage has a number of detailed tasks that are completed during that period. In general, a project moves from one Stage to the next. Possible Stages are: Planning, Design, Bidding, Work in Progress (Construction), Closeout, Completion.

Project Title

A short project description including building, floor and room.

Public Works

All construction work that will equal or exceed $35,000 if the work involves one trade or craft, or $55,000 if the work involves more than one trade or craft, must follow Washington Public Works laws, which provides for award of a contract to the responsible bidder submitting the low responsive bid, and requires payment of prevailing wages. For projects estimated to cost under $200,000, bids may be solicited from a list of contractors on the University's Small Works Roster. If the project is estimated to cost more than $200,000, it must be publicly advertised.

Punch List

The list of items remaining for a contractor to complete during the closeout stage of the project.


The person who initiates a project in UW Project Tracker; not necessarily the same person as the project contact.


Rough Order of Magnitude Estimate. A "ball park" estimate which includes a preliminary scope of work and requirements for the proposed project. It reflects only what is seen or known without invasive investigation at the site.


A list of project stages with corresponding start and end dates.

Schematic Design

Drawings and other documents illustrating the scale and relationship of project components (prior to Construction Documents).

Scope Of Work

A detailed description of the work to be performed.

Service Provider

The organization(s) ( CASPO, CPO, EH&S EOO, FS, UWEM & UWTECH) responsible for performing or managing the project work. Service Providers update information in UW Project Tracker.

Service Provider Number

The project number assigned by a Service Provider to identify a project. UWPT’s long term goal is ”One Project: One Number” regardless of Service Provider.

Small Works Roster

List of general, mechanical, electrical and abatement contractors to do work on projects estimated to cost less than $200,000.


See 'Project Status'

Substantial Completion

A project stage. The project is essentially complete and ready for occupancy. Remaining items are usually the punch list, and Legal and Accounting documentation. This stage is not noted in UW Project Tracker.


Practices to ensure the continued viability of a product or practice well into the future. "Recognizing that leadership is fundamental to ensure a legacy for the future and to protect the healthy and safe learning and working environments valued by the UW, we look forward to working to promote the community-wide goal of reducing greenhouse gas emissions.” Mark A. Emmert, PhD, President, University of Washington (www.cpo.washington.edu/html/Sustain.htm) Additional resources for sustainability: (www.cpo.washington.edu/html/Sustain_Add_Resources.htm)

Urban Area Security Initiative (UASI)

DHS provides annual financial assistance on a nationally-competitive basis to address the unique planning, equipment, training, and exercise needs of the nation’s largest urban areas at the highest risk-based threats. UASI funding assists these jurisdictions in building an enhanced and sustainable capacity to prevent, respond to, and recover from threats or acts of terrorism. UASI-funded projects must meet at least one of the State of Washington’s Homeland Security goals, objectives or strategies in order to be considered (emd.wa.gov) UW Emergency Management coordinates UASI project proposals on behalf of the University. The level and availability of UASI funding varies greatly from year to year. There is no current matching requirement for this grant. The standard period of performance after award is typically 12-18 months. Contact UW Emergency Management at (206) 897-8000.

UW Emergency Management

UW Emergency Management (UWEM), a department of Facilities Services, develops and implements programs and projects in emergency/disaster planning, training, response, and recovery. Our mission is to promote campus disaster planning, mitigation, response amd recovery. (www.washington.edu/emergency)

UW Policy Alterations to Campus Buildings & Ground

Defines individual and departmental responsibilities relating to facility alterations. Find this policy at: (www.washington.edu/admin/facserv/fsorgrel/uw-altspolicy.html) To ensure adherence to regulatory requirements for maintenance and renovation of University buildings, facilities staff must have some project involvement. Matrix at end of policy statement provides guide to appropriate resources.

UW Project Tracker Number

Authorized Users "grab" a unique six digit Tracker number the first time the "SAVE" button is utilized during project creation. Most Tracker service providers use the Tracker Number to reference the project.

UW Technology

UW Technology (UWTECH) is responsible for designing, managing, and operating the UW's voice technology infrastructure including acquisition and delivery of services on a cost recovery basis. UW Tech is the single point of contact for arranging communications services for the UW's three campuses and numerous remote sites throughout the country. Services include 30,000 local telephone lines, regional calling service, long distance calling, single line and multi-line telephones, cable television, cellular telephones, ethernet, two-way radio, paging, public phones, voice mail and wireless voice and data solutions. Email: help@u.washington.edu Phone:(206) 221-5000, Website: (www.washington.edu/uwtech/services.html)


A unique 8 digit code provided by the University of Washington for each member of the UW community. UW TECH validates the UW NetID with a single password scheme. Also, email can be sent to a user's UW NetID by adding '@u.washington.edu' to the end of the UW NetID. Authorized Tracker Users are enabled by means of the UW NetID.


UW Project Tracker.

Work In Progress

Construction stage. Also WIP. This period may refer to additional steps beginning with Bid Award or Notice to Proceed (NTP); progressing to Substantial Completion.. Construction stage includes all tasks associated with completing the entire scope of work.