The process of preparing a master plan is the first step in the implementation of any long-range building program. The master plan becomes the foundation for coordinating and managing design and construction activities in the program.
The goals and objectives of the master planning process are to:

• Define a realistically achievable work scope that is in line with the client's desired functional needs and meets all applicable regulations and environmental priorities.
• Develop a master program schedule that will indicate the sequence of work on a site-by site basis. Issues such as construction logistics, transitional housing, funding limitations and contracting strategies for each project will be addressed. A cash flow analysis will also be incorporated into the master program schedule to forecast timing and amount of funds required to support the program.
• Provide program and project budgets which will include all construction costs as well as "soft" costs, such as design fees, staffing, permits contingencies and escalation for each project within the program.
• Develop a management plan outline, which will provide the structure for the ongoing management structure and control of the project.

In order to achieve these results and deliver a master plan that is comprehensive, realistic and implementable, TBG (The Butler Group) will complete the following steps:

• Review the present condition and adequacy of facilities. Careful, exhaustive analysis of the existing sites is the cornerstone of an accurate buildable master plan. TBG condition assessment teams will walk each site, investigate mechanical and electrical systems and utility infrastructure, review requirements for Americans with Disabilities Act compliance, if necessary, asses all deferred maintenance needs and determine the scope of work necessary to renovate instructional and support spaces to the level specified in the building standards. As each visit is completed, the teams will estimate the cost of each of the items noted.
• Translate the product of the condition assessment investigations into a database of facilities information organized into individual projects identified as to cost, type of work, priority of work, timeline and source of funds. The database will be provided to the client for use in its deferred maintenance program and for future planning. A report compiled from the database will be included as part of the final master planning report.
• Understand the client's occupational goals as they relate to facilities.
• Establish priorities for categories of facilities improvements (e.g., safety-related, access, building envelope integrity, program support).
• Develop a list of projects at each site with preliminary budgets and cost estimates for each project. Sites are not all in the same state of repair or have the same deferred maintenance needs. Since equity among sites is an important issue, a master plan will establish budgets for the various sites, which reflect the differences in basic repair, needs and also consider that the completed project should demonstrate a consistent level of quality across the district.

Establishing a preliminary budget will help keep the planning efforts at each site within reason. That is, not to create false expectations at the sites about how much work can be accomplished within the program. These budgets will be adjusted as more detailed planning is done and as schedules are developed. Other key steps include:

• Prioritizing individual projects within the program and develop required schedules and sequences.
• Prepare a master program schedule and cash flow analysis.
• Develop an implementation plan, which details the steps necessary to move on to the next phase.

An integrated part of the master plan is the identification of the management structure necessary to successfully implement the plan. This is a critical component to allow the client to move quickly and efficiently into the subsequent design and construction phases of the program. The program manager will work with the client to establish and define the roles and responsibilities of the team members to clearly identify how the master plan work will be carried out.