Annual Budget & Planning Process

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• Charge: An advisory body to the Executive Vice President for Administration (EVPA) and the Provost and Executive Vice President for Academic Affairs that reviews campus-wide and project-specific planning, design, and construction efforts to ensure compliance with the Facilities and Land Use Plan, including planning principles, recommendations, and the University Zoning Ordinance by:
  • Reviewing and advising on major projects (projects exceeding $5 million) prior to Board of Trustee (BOT) action for Authorization to Plan (Step 1) and Authorization to Proceed (Step 2);
  • Reviewing and advising for compliance of new construction and renovation projects that do not exceed $5 million that may have a footprint change, material change to landscape, or that require a zoning variance;
  • Reviewing, for informational purposes only, all other projects that do not have a Facilities and Land Use Plan impact;
  • Providing advice on coordination and communication guided by the expertise of its membership;
  • Serving as the steering committee for future Facilities and Land Use Plan updates and the development of district-level land use plans; and
  • Conducting periodic post-completion project reviews to improve committee effectiveness.
• Work Product: Project impact assessments, advisory reports, design review feedback, and coordination documents.
• Membership:
  • Associate Provost for University Outreach & Engagement
  • Campus Planner (Administrator)
  • Campus Sustainability Director
  • Environmental Health & Safety Director
  • Executive Vice President for Academic Affairs
  • Executive Vice President for Administration
  • Executive Vice President for Health Sciences
  • Facilities Planning & Space Management Director
  • Director of Real Estate Operations
  • MSU Police Chief
  • Planning, Design & Construction Director
  • Resource Center for Persons with Disabilities Director
  • School of Planning, Design & Constructions Director
  • Senior Vice President for Auxiliary Enterprises
  • Senior Vice President for IT Services and Chief Information Officer
  • University Physician
  • Vice President for Intercollegiate Athletics
  • Vice President for Research & Innovation
  • Vice President for Strategic Infrastructure Planning & Facilities
  • Vice President for Student Affairs & Services
  • Vice President for University Advancement
  • Water Research Institute Outreach Specialist

• Charge: An advisory committee that recommends policies for construction of new buildings and facilities and for assignment and reassignment of all University space and land, including off-campus, to the President. The Committee also has oversight responsibility for the design and construction of buildings and facilities and for assignment and reassignment of all MSU space regardless of source of funds or location. The committee is responsible for:
  • Reviewing proposals related to the use of university buildings, facilities, and space for recommendation to the President or approval;
  • Development of policies and guidelines for space management and utilization;
  • Engaging in strategic planning to ensure efficient and effective use of campus resources;
  • Coordinating with various University departments to align space management with institutional goals and priorities; and
  • Receives recommendations from Campus Infrastructure Planning Work Group (CIPWG).
• Work Product: Memorandum to President (recommendation for Board of Trustee (BOT) action), Space Actions (regarding assignment or reassignment of space), review and approval of any revision to building construction standards, and space utilization reports.
• Membership:
  • Provost and Executive Vice President for Academic Affairs (Chair)
  • Assistant Provost, Institutional Space Planning & Management
  • Assistant Vice President for Real Estate & Capital Planning
  • Executive Vice President for Administration
  • Senior Vice President for Health Sciences
  • Office of the President, Chief of Staff
  • Secretary and Chief of Staff to the Board of Trustees
  • Senior Vice President and Chief Financial Officer
  • Vice President for Government Relations
  • Special Advisor to the Provost and Director of FRIB
  • Vice President and Director of Intercollegiate Athletics
  • Vice President for University Advancement
  • Vice President Office of Research & Innovation
  • Vice President Strategic Infrastructure Planning & Facilities 

The Capital Planning Framework informs the Facilities and Land Use Plan – both are utilized in guiding capital planning at MSU.

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• Academic:
  • Research (extramural research expenditure growth, cross-cutting themes, and areas of investment)
  • Teaching and Learning (enrollment, modality, pedagogy)
  • Outreach and Engagement (impact on community health and wellness, economic and social development, disparities)
  • Health Education
• Auxiliary:
  • Residential and Hospitality Services
  • Intercollegiate Athletics
  • Parking
• Health Sciences:
  • Clinical Services
  • Research
• Infrastructure:
  • Building Systems
  • Utilities
  • Roads
  • Bridges
• Student Activities:
  • Health and Wellness
  • Student Services 

Capital projects require the following steps to formally submit requests for the Principal for Capital Planning Development’s consideration and prioritization via the annual Capital Project Planning Process.

Prior to the capital project process, there is a pre-planning programming work that needs to occur. ISPM should be engaged to determine the necessary pre-planning pathway. If your unit has not already engaged with ISPM on pre-planning through the annual planning process or any other means, please email ISPM@msu.edu for assistance with your capital project request.

• Idea Generated: The department/unit generates an idea for a capital project and prepares a proposal.
• Initial Discussion: The department/unit discusses the proposal and funding plan internally with the appropriate College/Major Administrative Unit (MAU).
• Programmatic Support: If the proposal has gained internal support from the appropriate College/Major Administrative Unit (MAU), then:
• Capital Project Planning Update: Proposals are provided to Institutional Space Planning & Management (ISPM) to be included in the capital project planning process via (1) the Planning and Budget meetings held annually, November through June between units and executive leadership or (2) the Capital Projects Administrative Planning Work Group (CPAPWG) annually, in June, will work with the principal units to gather priorities for consideration.
   

• Principals for Capital Planning Development:
  • Executive Vice President for Administration
  • Executive Vice President for Health Sciences
  • Provost and Executive Vice President for Academic Affairs
  • Vice President and Director of Intercollegiate Athletics
  • Senior Vice President for Student Life & Engagement
     
• Broad Participation:
  • Barrier-free Planning
  • Capital Renewal Review Group
  • Cross-college/unit space committee
  • Executive Committee for Buildings, Facilities, & Space (ECBFS)
  • Instructional Planning Group
  • Research Space Planning

IT Services partners closely with academic units, the Office of the Provost, Institutional Space Planning and Management, and Infrastructure Planning and Facilities to plan, design, coordinate and execute the IT elements of strategic projects and infrastructure maintenance.

As academic units begin to identify and prioritize technology projects that are large-scale or high impact, they should contact IT Services for technical support and guidance in adhering to university standards. In the long-term, collaboration between academic units and the technology experts in IT Services will ensure that we provide quality, effective and efficient technology across campus, achieve optimal performance of our systems and maximize utilization of scarce university resources.

Construction Projects

For projects involving construction or alteration of existing space, coordination between IT Services, Institutional Space Planning and Management (ISPM), and IPF is particularly important for timely and effective project completion. Since most TLE projects should be focused on enhancing academic spaces, TLE projects that require a construction or renovation component should be discussed with ISPM to determine the scope of the project and ultimately receive ISPM approval. Throughout the duration of the project, units are expected to continue to work with ISPM and IT Services to ensure appropriate and effective completion of projects. In the rare circumstance that a network/infrastructure project unrelated to classroom/lab space is funded with TLE resources, units are requested to route their IPF service requests through IT Services prior to submission to IPF. Once reviewed for alignment with the TLE project plan, IT Services will forward the request to IPF and continue to work with the academic unit and IPF to complete the project.

Wireless Networks & University Classrooms

Standardization of the wireless network and classroom infrastructure is critical to maintaining a stable, high-functioning technological environment that provides a contemporary, delightful customer experience to our students, faculty, staff, and visitors. With this goal in mind, all upgrades of the wireless network must be restricted to deployment of the MSUnet Wireless system and coordinated through IT Services Infrastructure.

Similarly, enhancements to TLE funded classrooms and all centrally scheduled classrooms (regardless of source of funding) must be coordinated through ISPM and IT Services Educational Technology.

Accounting Processes & Policies

A separate account is created for each new SIP project in July of each year. Spending may begin as soon as the new accounts are issued, but funding may not be available until late July or early August.

Accounts for each sub-category of MTE funding are created as needed at the beginning of each fiscal year. Once created, an MTE account may be reused in subsequent years. Sub-accounting according to college standards for each funded MTE activity is strongly encouraged on MTE accounts.

For both SIP and MTE accounts, only budgeted expenses submitted in an MAU’s TLE proposal and approved in the TLE allocation are allowable. Ancillary items that enhance the functionality of a TLE-funded resource or contribute to the project but were not included in the budget should be charged to a college or department account. If unbudgeted expenses are discovered during an IT Services account review, the fiscal officer will be required to process a distribution of expense to clear the unallowable items.

TLE accounts may not be overdrawn. Any remaining funds at the end of a project or fiscal year will be swept into a clearing account and made available for use in important technology upgrades or additional innovative projects. This practice of limiting the expense items allowed on TLE accounts simplifies account review and allows us to aggregate small remaining balances into a larger funding pool that can support worthwhile projects that would not otherwise have received funding. Additionally, to aid in tracking of expenses, the transfer of TLE funds to another account is not permitted. Rare exceptions are made for transferring TLE funds to plant accounts established for classroom renovation projects with joint funding. Permission for this is required from IT Services accounting and ISPM.

All eDocs submitted on TLE accounts must include complete documentation of the items charged and follow university guidelines as defined in the Manual of Business Procedures.