Built Infrastructure Planning and Approvals
The Project Review Board (PRB) is tasked with the endorsement and oversight of the annual program of capital investment across the University for delivery by Property and Facilities (P&F). The capital program includes major (>$10 million), routine ($300K to $10 million) and minor* (up to $300K) projects (see project categorisation matrix below), as well as other investments linked to the overall University and Investment Strategy.
The primary objective of the PRB is to assist the Chief Property Officer (CPO) (Chair), Deputy Vice-Chancellor (Academic) (DVCA), Deputy Vice-Chancellor (Research and Innovation) (DVCRI), Chief Financial Officer (CFO), Chief Information Officer (CIO), and Executive Director, Strategic Partnerships to:
- Govern the management, development and delivery of capital projects in accordance with the approved budget, scope and schedule set out by the University.
- Manage risks and issues and escalate to the Infrastructure Funding Group (IFG) / Senate as appropriate.
- Endorse/approve project Gate Approval Requests and allocation of capital expenditure (CapEx) for projects moving through the gated process to the next stage of delivery to IFG (as required).
- Endorse/approve procurement and contracting strategies, and transactional recommendations for projects moving through the gated process to the next stage of delivery to IFG (as required).
- Provide direction to the project team and the subsequent projects in terms of strategy, stakeholder engagement, budget and variations.
*The PRB has delegated review of all Minor projects to the PRB Sub-Committee. All Minor Project Requests are to be submitted to the P&F PMO (via the PRB email address). From there the P&F PMO will include the request within the next PRB Sub-Committee report for review (not the PRB). Please see link below to PRB Sub-Committee details.
Project Categorisation Matrix
| MINOR | ROUTINE | MAJOR | |
|---|---|---|---|
| Capital Spend Threshold (Indicative, subject to risk profile) | Under $300,000 | $300,000 - $10m | Greater than $10m |
| Environment / Heritage | Potential for minor impacts, Management plan needed | Potential major impacts requiring environmental/ heritage impact assessment | Environmental/heritage assessment requirement identified, potential for major impacts |
| Strategic Importance | Important to specific client/school | Critical to Faculty | Critical to UQ Senior Leadership Group |
| Architectural and/or Technical Complexity | Within UQ standards | Very technically complex | Very technically complex with multiple dependencies |
| Infrastructure Complexity | Services available with some augmentation | Services required | Services significantly lacking, in remote location |
| Business Continuity / Timeliness | Routine - Time sensitive | Critical to business continuity, timeline is critical | Critical impacts to business continuity and non-negotiable deadline |
| Political / Reputation | Potential for isolated UQ stakeholders / public concern | Inquiry from stakeholders, adverse local media attention, some public concern | Widespread concern from key stakeholders, sustained negative media attention, public outrage |
| Supply Chain | Utilise existing supply chain | Presence of suitable supply chain | Unknown / New supply chain Multiple main contracts and/or non UQ preferred |
| Scope / Complexity | Previously undertaken scope Replace existing systems / finishes Low risk work | Lower risk – previously attempted works | New Scope – High Complexity – High Risk |
| Teaching / Student Impact | Minimal public facing work | Business disruption | Critical go-live date to align with teaching and student dates |
Project Sponsorship Guidelines
During the preparation of a Gate 0 submission, Faculties, Institutes and UQ Divisions are required to nominate a Project Sponsor and obtain their approval of the proposed Gate 0 application prior to submission to the P&F PMO. The level of project sponsorship for UQ Capital Works Projects is defined by the projects category, which is summarised below.
Projects >$300,000 (Routine & Major Categories) - Project Sponsor must be a:
- UQ Senior Executive Team (USET) member
Projects <$300,000 (Minor Category) - Project Sponsor must be a:
- UQ Senior Executive Team (USET) member; or
- A Director of a Major Research Institute (ie. IMB, QBI, SMI, AIBN, SSR or QAAFI); or
- A COO direct report (ie. CPO, CIO, CFO, etc)
For Asset Replacement Program (ARP) projects/programs, Project Owner (i.e. the relevant P&F Infrastructure and Sustainability (I&S) Associate Director) endorsement is sufficient (not Project Sponsor) given that all ARP projects are sponsored by the COO and IFG approval of the total 2025 ARP capital budget is confirmed.
If you require any assistance in identifying the appropriate Project Sponsor for your initiative, please contact the P&F PMO for advice.
PRB & PRB Sub-Committee Submission Process
All project submissions, irrespective of the gateway, must be submitted via the PRB email address, prior to the submission due date and using the appropriate Microsoft Word Template (see side menu for links).
Confirmation of Project Sponsor and Project Owner approval must be obtained by the applicant prior to the documents being issued to the PRB for review. Submissions which do not have Project Sponsor and Project Owner approval will not be included within the PRB report.
Please Note: For Gate 0 submissions, the Project Sponsor (or Project Owner) as well as the P&F Business Interface Lead or P&F Project Manager (as appropriate) are required to present their submission to the PRB during the meeting. A 10-minute timeslot will be allocated for each submission. The PMO will inform the Project Sponsor and Project Owner of the time and date they are to attend the PRB meeting to present and a meeting invite will be issued.
The Project Review Board is responsible for:
- Strategically aligning capital projects with the Senate-approved Business Plan and Capital Strategy;
- Monitoring project performance of capital projects to ensure they are executing to plan, and making decisions to ensure successful project outcomes (in accordance with their project category and the Gated CapEx process).
- Making recommendations to IFG for capital expenditure (CapEx) with specific reference to whether the project has been considered within the IFG approved Capital Works forecast or not. If a project is not within the IFG Capital Works forecast, PRB is to provide a recommendation to IFG as to why the project should proceed and any modifications to the existing capital expenditure forecast for that given year.
- Ensuring decisions affecting scope and quality are approved in line with the agreed delegated authority supported by the Gated CapEx approval process.
Project Review Board Members
| Photo | Name | Committee role | Substantive position |
|---|---|---|---|
 | Andrew Brodie | Chair | Chief Property Officer |
 | Gail Jukes | Member | Chief Financial Officer |
 | Rowan Salt | Member | Chief Information Officer |
 | Kris Ryan | Member | Deputy Vice-Chancellor (Academic) |
 | Paul Bonnington | Member | Interim Deputy Vice-Chancellor (Research and Innovation) |
 | Shannon Willoughby | Member | Executive Director, Strategic Partnerships (Government and Industry) |
 | Jane Carr | Secretary | Senior Manager, Project Governance |
 | Chris Mattes | Attendee | Director, Development and Project Delivery |
PRB Key Dates
| Submission Due Date | PRB Meeting Date | IFG Meeting Date |
|---|---|---|
21 January 2025 | 29 January 2025 | 18 February 2025 |
21 February 2025 | 24 March 2025 | 9 April 2025 |
21 April 2025 | 20 May 2025 | 4 June 2025 |
9 June 2025 | 8 July 2025 | 30 July 2025 |
21 July 2025 | 19 August 2025 | 10 September 2025 |
6 October 2025 | 4 November 2025* | 26 November 2025 |
* 4 November 2025: Last PRB meeting for 2025. PRB meetings will recommence in January 2026.
If you do not submit the project request prior to close of business on the cut-off date, your request will be reviewed in the following meeting.
The Project Review Board Sub-committee is delegated by the Project Review Board (PRB) with:
- The review and endorsement of all Minor Category projects (<$300,000) that do not require Infrastructure Funding Group (IFG) funding;
- The review and endorsement of all Minor Category projects (<$300,000) that require IFG funding and are listed within the approved IFG project forecast for the current year;
- The requirement to provide recommendations to the PRB and IFG regarding all Minor Category projects (<$300,000) that require IFG funding which are not listed within the approved IFG project forecast;
- The development, oversight and change control approval of the 2025 Asset Replacement Program (ARP) project list as conducted within the pre-approved funding envelope; and
- The requirement to provide direction to the Campus Operations team regarding any Archibus workorders which are possibly outside their typical facilities management and maintenance scope and require determination.
PRB Sub-Committee Members
| Photo | Name | Committee role | Substantive position |
|---|---|---|---|
| Chris Mattes | Chair | Director, Development and Project Delivery |
 | Brooke Veliscek | Member | Director, Infrastructure and Sustainability |
 | Fred Tilden | Member | Director, Campus Operations |
 | Mitch Walsh | Attendee | Associate Director, Program Management Office |
| Chris Cappellone | Attendee | Associate Director, Program Operations | |
| Jessie Slack | Secretary | Principal Project Officer, Project Governance |
PRB Sub-Committee Key Dates
| Submission Due Date | PRB Sub-Committee Meeting Date |
|---|---|
26 February 2025 | 12 March 2025 |
17 March 2025 | 31March 2025 |
16 April 2025 | 30 April 2025 |
13 May 2025 | 28 May 2025 |
5 June 2025 | 20 June 2025 |
8 July 2025 | 23 July 2025 |
5 August 2025 | 20 August 2025 |
4 September 2025 | 19 September 2025 |
2 October 2025 | 17 October 2025 |
30 October 2025 | 14 November 2025 |
26 November 2025 | 11 December 2025* |
* 11 December 2025: Last PRB Sub-Committee meeting for 2025. PRB Sub-Committee meetings will recommence in early 2026.
If you do not submit the project request prior to close of business on the cut-off date, your request will be reviewed in the following meeting.
Submissions & Questions
All project submissions and any PRB questions are to be submitted via the below email address:
Note: Any project requests submitted after the cut-off dates identified in the below sections will be reviewed at the following meeting.
Staff login is required to download the following templates.
Routine and Major Project Templates (For PRB Review)
Gate 0 Project Initiation Request (DOTX, 145.5 KB)Gate 1 Seed Funding Request (DOTX, 146.2 KB)Gate 3 Project Funding Request (DOTX, 153.8 KB)Gate 4 Tender Recommendation Report (DOTX, 103.4 KB)
Minor Project Templates (For PRB Sub-Committee Review)
Gate 0 Project Initiation Request (DOTX, 136.1 KB)Gate 1 Seed Funding Request (DOTX, 140.9 KB)Gate 3 Project Funding Request (DOTX, 154.6 KB)Gate 4 Tender Recommendation Report (DOTX, 95.2 KB)