Physical Plant Planning Group (3PG):  Statement of Purpose

The Physical Plant Planning Group (3PG) has two primary responsibilities, both of which are intended to foster collaboration, communication and efficiencies among stakeholders within the university:

1. During a regularized, annual process, meet with the academic and administrative unit leadership to understand capital needs and unit planning to meet these needs through capital activity, including the potential scope of projects, fund sources, and timing.
2. On an ad hoc basis, lead conversations very early in project identification and development that bring together unit leadership with key relevant stakeholders in central administration to position the planned project for success.

3PG informs the development of the capital budget and individual projects and some of the members are also responsible for project approvals, but the group itself does not have decision authority.

The annual meetings are scheduled by the Division of Budget and Planning (DBP).  DBP shares expectations and materials, including a report of capital activity already identified in the system of record (currently Longview) and the unit updates this report with timing, cost, fund source and other adjustments to known activity and forecasts new activity.   The unit is encouraged to provide supplemental material (e.g., a presentation) to bring context and structure to the project list.  The capital activity report and the unit materials serve as the basis of discussion for the meeting, which is led by the unit with 3PG members asking questions.  The meeting informs the development of the annual capital budget and the capital plan.

The subject of an ad hoc meeting may be a desired study, a significant emergent issue that involves multiple units, or capital activities with funding issues, timing/coordination concerns, or other perceived or real barriers to project success.  The need for a meeting may be identified through the annual capital budget meetings or as the unit identifies an emergent, out-of-cycle capital need.   All meetings are typically organized by the DBP in partnership with Facilities and Campus Services (FCS) and the unit to identify the subject matter experts in attendance.  The objective is for all present to participate in a comfortable conversation that establishes clarity to advance the project efficiently.

Note:  It is the unit’s responsibility to identify emergent needs that might qualify for an ad hoc meeting; failure to do so may delay project approvals until such a meeting can occur because alignment in early-stage project development is critical to project success.

3PG membership is determined in partnership between the Vice Presidents of Budget and Planning and Facilities and Campus Services.   Attendees at the ad hoc meetings may be adjusted based on the topic.  Ad hoc invitees have included members of asset management & real estate, the Vice Provost for Land Grant Affairs, Weill Cornell Medicine and CIT.

3PG Members by Role