The department is responsible for planning and developing the University sites and utilities. It is also responsible for the follow-up of the final stages of current projects in order to achieve the University related objectives. These objectives aim at completing and developing the University utilities and enhancing the back-up facilities required for the educational, research, cultural, recreational and athletic activities.
The department which is supervised by the Assistant Vice-President for Planning the University sites, operates through the following five main units:

1. Master Plans and Studies Unit:

The unit is responsible for studying and interpreting the guidelines of the University plans into components, which are consequently allocated into a master plan.
The operational nature, which characterizes these components, contributes in the implementation of the programs within the approved plans, schedules and budgets. Moreover, the Unit is responsible for creating the measures and criteria required for the master plan and for implementing the introduction of any new guidelines. These are undertaken through the following assignments:

1. Study the measures and components of the master plan to determine its relationship and to prepare the requirements.

2. Document the contents of the master plan and the philosophy behind it.

3. Co-ordinate with the academic planning office the needs for academic programs and then interpret these requirements into a construction plan.

4. Co-ordinate with the projects planning and programming Unit in order to study the allocation of new components within the fixed available capacity and related measurements.

5. Improve and develop the sites to be in agreement with the plan and its future requirements.

6. Prepare the plans for transportation between the sites and related work centers according to the construction plan based upon the co-ordination between all the Units of the department.

7. Prepare a timely plan for the construction program to increase its efficiency to be compatible with the plan of academic programs.

8. Follow-up the requirements for planning and coordinating the University open areas and fences as well as the entries to the University sites.

9. Coordinate with projects programs and planning Unit in respect of the construction requirements for the master plan and the reverse.

10. Implement the preliminary studies of the projects space requirements, requests for additions and their implications on the plan (sites, services, links).

11. Coordinate with the Information Center and the implementation sides to obtain information about the site, plans and related improvements.

12. Prepare colored models and detailed studies of the master plan and stages of developing the sites.

2. Projects’ Planning and Programming Unit:

This unit is responsible for determining the needs required for the approved projects. The work is carried out through coordinating between the academic criteria and specification to be geared towards achieving the objectives of the University plans. Also, the unit ensures the means towards achieving these requirements for consultancy activities within the limitations of the budget and time constraints. These activities are recognized through the following functions:

1. Co-ordinate with the Ministry of Planning and Finance to undertake special studies in order to prepare the references concerning the different University utilities. The Unit, moreover, coordinates with the Master Planning and Studies Unit concerning any adjustments or restraints.

2. Co-ordinate with the Master Planning and Studies Unit about the allocation of the academic requirements in the construction program and then prepare a discretionary budget.

3. Determine the range of links between the various components of the University sites in co-ordination with the Master Planning and Studies Unit in order to draw a scale of priorities.

4. Prepare a report about the priorities of the approved projects and consequently include them in the annual budget project.

5. Co-ordinate with all the Units, work centers, implementation sides, Ministry of Planning and Ministry of Finance in order to implement academic studies to set up a reference guide about the current projects.

6. Coordinate with the Unit of Consultancy and Administration of the Construction Program regarding a proper classification of the Consultancy offices for re-qualifying procedures.

7. Coordinate with the Ministry of Planning to offer projects and receive tenders about the designs of consultancy services.

8. Study and propose the criteria required to qualify the consultancy offices for the designing activities to suite the University plan and the nature of the proposed projects.

9. Follow-up the procedures for the selection of qualified consultancy offices. This is done in coordination with the Ministry of Planning.

10. Coordinate with the Ministry of Planning regarding the procedures related to offers and the preference criteria for selecting tenders and ensure that final referal documents be presented.

11. Coordinate with the Consultancy Unit in order to collect the required information, analyze and update it.

12. Prepare the approximate cost expected for the approved projects within the program of the construction plan.

3.Consultancy Works Unit :

The unit ensures that all consultancy designs for the currents program are in accordance with the measurements and approved requirements set forward by the master plan and according to the referal documents, time and assigned budget. The unit coordinates with work centers and users through the follow up and operation Unit to ensure the proper use of its requirements during the designing stages and in accordance with the required amendments. The units’ activities are carried out through the following functions:

1. Coordinate with the Projects Planning and Programming Unit about the proper classification of the consultancy offices to achieve the qualifying procedures.

2. Coordinate with both the Projects Planning and Programming Unit and the Master Plans and Studies Unit in order to study and assess the tenders,

3. Prepare a report about the tenders and ideas offered and classify them in an order of priority according to the approved system. This will be followed by approving the best tender or idea.

4. Coordinate with the Follow-up and Operation Unit, the implementation sides, Ministry of Planning and related bodies in respect of the contracting documents and any related issues especially the cost and time factor.

5. Prepare the contracting documents and follow-up the related procedures (office of Secretary-General). A copy of the above will be sent to be kept in the project file at the Information Center.

6. Follow-up and analyze all information in coordination with the Projects Planning and Programming Unit and the implementation sides. This will include working with the entire department concerned to update its requirements.

7. Follow-up the introduction of new ideas along with the established philosophy of designs, with both the Consulting Office and the Departments concerned.

8. Prepare and coordinate with all related bodies about the engineering workshops (stages of evaluating the ideas); then prepare a report about the proposals to be approved.

9. Coordinate with the Consultancy office about the approved proposals to include them into the designs. The workshop report will then be kept in the project file at the Information Center.

10. Follow-up any developments of the current designs. This is done in co-ordination with both the Consultancy Office and the Department concerned.

11. Prepare and coordinate with all concerned bodies about the workshop (initial designs). Afterwards, prepare the relevant report about the proposals in order to be approved.

12. Coordinate with the Consultancy Office about the approved proposals to be included into the set designs and then add the workshop report to the project file at the Information Center.

13. Follow-up any developments to the initial designs both with the Consultancy Office and the Department concerned.

14. Co-ordinate with the side responsible for implementation in order to decide upon the final designs to be adopted.

15. Follow-up with the implementation side, the approval of the final designs and the preparation of the documents of the contract.

16. Follow-up the qualifying procedures, the selection and the approval of the supervisory consultant in coordination with the implementation side.

4. Follow-up and Operation Unit:

The unit is fully responsible for all the procedures required to follow-up the projects implementation at both the design and execution stages. Then, the unit will follow up the flow of work in a manner that contributes towards achieving the plan of the construction program from the contractual point of view. The Unit is also responsible for the preparation of the annual budget and the follow-up of users during the stages of implementation. In order to carry out the above, the Unit is assigned the following functions:

1. Coordinate with the Consultancy Unit about the documents of the contract and the procedures required for payment, guarantees, advance payments, the guarantee allocation and any other related issues.

2. Follow-up the approved procedures undertaken by the supervisory consultant both with the Consultancy Unit and the bodies responsible for implementation.

3. Coordinate with the implementation body about the obligations of contractors (designing, supervising, implementation,) and their commitment to the terms of the agreements, as well as to the implementation stages, percentage and components of achievements within the required stages.

4. Coordinate with the Units of Master Planning and Studies. Project Planning and Programming about the entire consultancy activities in order to prepare a report either to approve or otherwise the requests for any amendments and any ensuing effect upon achieving the project targets.

5. Review the payment certificates which are issued by the contractors and approved by the Secretary General for any work achieved. This helps to avoid any discrepancies affecting future payment certificates.

6. Coordinate with the implementation body to prepare periodical reports about the progress of work in the project, and actual expenses of the construction program. Afterwards, the Unit will brief the Master Studies, Follow-up and Operation Units about the progress already achieved.

7. Participate in different follow-up committees and prepare reports about the expenditure of the program and any other related matters.

8. Represent the Planning Sector at any related establishments responsible for operating utilities such as (security, services, maintenance...etc).

9. Coordinate with Master and Studies Unit about the plans of transportation between the work centers.

10. Coordinate with the implementation bodies about the procedures for initial handing over (implemented plans, booklets and operation indicators, check up steps, spare parts and comments).

11. Follow-up all closing accounts including amendments orders, time extensions and issuance of initial handing over certificates.

12. Follow-up the coordination with work centers and implementation bodies in respect of the operation comments until the final handing over of the project.

13. Follow-up the completion of work and deciding upon the incomplete ones in order to deduct from the contractors dues.

14. Follow-up the maintenance activities during the contractual period.

15. Follow-up the final handing over of the project and the original certificates of guarantee.

16. Prepare chapter four of the proposed projects’ budget.

5. Information and Projects’ Archive Unit:

The unit is responsible for keeping the records of all activities in an information center, which classify, update and retrieve it for decision-making purposes. Also, the Unit acts as a liaison between the office, work centers and users in order to facilitate communication and ensure the delivery of valid data. Moreover, the Unit ensures the proper automation of all its activities to achieve proper follow-up, proficiency and speed as well as to provide the technical back-up required for the programs, information systems and equipments. These activities are achieved through the following functions:

1. Classification of all the information about the office, namely, charts and different documents.

2. Prepare database about the sites and charts. This is accomplished in coordination with the implementation and other concerned bodies.

3. Automate and program all activities of the office to increase proficiency and follow-up.

4. Prepare a manual of procedures and create related required forms.

5. Coordinate with all the Units to prepare files for every project, including the different stages of its development.

6. Follow-up the work of the coordinators' committee along with all concerned and work centers in respect of continuous communication with the users in order to determine the achievements and to up-date their requirements according to the academic plans.

7. Prepare details about the University sites and utilities to be used for all purposes.

8. Arrange social gatherings for employees and work centers.

9. Prepare circulars about the projects to be given to the media (Afaq, University radio, seminars and the press).

10. Prepare periodical questionnaires through the co-ordinators committee to determine any new development and to co-ordinate with the Master Planning and Studies Unit about it.

11. Study the office needs of computer equipment and soft-ware including programs and information systems.

12. Provide technical back-up which is required for the office in respect of the programs, information system and equipments.