3 DP2-P01 IDMS Toolkit Presentation Project Management

January 5, 2018 | Author: Anonymous | Category: Business, Management, Project Management
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Infrastructure Delivery Management Toolkit: 2010 Edition

Delivery Process 2: Project Management

1 cidb

development through partnership

Contents of this presentation • • • • •

Introduction to Project Management Context within the Toolkit Process map Project Stages Contracting Strategies: influence on project stages

2 cidb

development through partnership

Introduction to Project Management (1)

Traditional Project Management Approach: Based on: Sequential Logic & Single point of Responsibility

Phases: – Initiate – Plan – Design (if required) – Execute the Works – Close Out

Introduction to Project Management (2)

Projects Initiated during the Portfolio Planning Process: aimed at effectiveness, i.e. “doing the right things” Goal: Approval of Budget: Authorisation to spend

Project Implementation: – Plan “doing the – Design (if required) things right” – Execute the Works – Close Out

Purpose of Project Planning (1): Project Objectives

Scope/Quality

Cost

Time

Purpose of Project Planning (2): Project Objectives

• Scope • Quality

What the Client Dept wants!

• Time • Cost

Determined based on Resource Requirements

= the product/facility

(given Assumptions and Constraints)

The Importance of Project Objectives Conceptual Planning happens here in Portfolio Planning Process!

Start

Finish Timeline Project Success measured here! (in terms of the achievement of the stated Objectives!)

The Importance of Project Objectives Planning happens throughout!

Start

Progressive Elaboration

Finish

Timeline Project Success measured in terms of Updated Objectives!

Project Planning Deliverables Scope/Quality Strategic Brief; Concept Report; Design Dev Report; Tender Documentation

Cost Estimates

Cost

Specifications; Standards

Time Estimates: Schedule

Time

Process map

Project Stages

Project Stages with Sub Stages: 1. Planning 1. Package Preparation 2. Package Definition 3. Works Planning

2. Design 1. Concept Design 2. Detail design & Specification 3. Manufacturing, Fabrication, Construction Information

3. Works 1. Construct/Deliver the Works 2. Handover of the Works

4. Close Out 1. Project Close Out 2. Post Project Evaluation

Project phases Project Phasing/Goals/Deliverables: Phase 1: Planning • Phase 1.1: Package Preparation (Defining the package objectives, business need, acceptance criteria and client priorities and aspirations; Confirming the scope of the package; Establishing the control budget; Developing a Strategic Brief ) Gate 3: Accepted PEPv1 & Strategic Brief

Phase 1.2: Package Definition (Establishing the feasibility of satisfying the strategic brief; Investigating alternative solutions; Selecting the preferred design option; Determining the initial design criteria, design options and cost plan; Developing a Concept Report) Gate 4: Accepted PEP v2 & Concept Report

Phase 1.3: Works Planning (Preparing Project Execution Plan (PEP) for each project; Summarising of PEPs at programme level for each User Department (IPIP))

Project phases Project Phasing/Goals/Deliverables: Phase 2: Design • Phase 2.1: Concept Design (Develop in detail the accepted concept to finalise the design and definition criteria) Gate 5: Accepted PEP v3 & Design Development Report

Phase 2.2: Detail Design and Specification (Produce the final detailing, performance definition, specification, sizing and positioning of all systems and components enabling either construction (where the contractor is able to build directly from the information prepared) or the production of manufacturing and installation information for construction.) Gate 6a: Accepted PEP v 4 & Production Information)

Phase 2.3: Manufacture, fabrication and construction information (Client’s agents: Review the manufacture, fabrication and construction information prepared by others, based on the production information for design intent and conformance with scope of work. Contractor: Produce the manufacture, fabrication and construction information based on the production information) Gate 6b: Accepted Manufacture, Fabrication & Construction information

Project phases Project Phasing/Goals/Deliverables: Phase 3: Works • Phase 3.1: Construct/Deliver the Works (Provide temporary works Provide permanent works in accordance with the contract Manage risks associated with health and safety on the site Corrected notified defects which prevented the client or end user from using the works and others from doing their work) Gate 7: Accepted PEP 5 - works in accordance with requirements

Phase 3.2: Handover the Works (Correct all notified defects; Commission works and, if necessary, train end user staff in the operation of the works) Gate 8: Works taken over by User, complete with record information

Project phases Project Phasing/Goals/Deliverables: Phase 4: Close Out • Phase 4.1: Project Close Out (Finalise and assemble record information and obtain outstanding statutory certificates Project Audit)

• Phase 4.2: Post Project Evaluation (Conduct post-project review and capture data Post Project Evaluation)

Project phases

Project Implementation Phases: – – – –

Planning Design Works Close Out

Procurement Phases?

Contracting strategies

Summary of Contracting Strategies: – Design by Employer – Management Contract – Design and Construct – Develop and Construct

The preferred Contracting Strategy will result in the Insertion of the Procurement Phase(s) at different points in project life span

Contractor Involvement

PUBLIC SECTOR PROJECT MANAGEMENT METHODOLOGY FOR PACKAGES WITH NO DESIGN INPUTS Initiation of projects by User Departments based on Portfolio Planning Processes: (1) identification of needs in terms of ‘Condition Gaps’ (2) listing of Potential Refurbishment/Renovation Projects on MTEF Project List (3) approval of Infrastructure MTEF Budget

Milestones 1

2

3

4

5

Planning Gate

Contractor Procurement Gate

Practical Completion Gate

Handover Gate

Closing Gate

Approval of Concept Report & PEPv1

Approval of Contractor Tender Award & PEPv2

Approval of Practical Completion & PEPv3

Approval of Works Completion & PEPv4

Approval of Closing Report & PEPv5

Stage 1: Planning

Stage 2: Contractor Procurement

Stage 3: Works

Stage 4: Handover

Handover to O&M

Control Gates

Tasks and Activities

Package Preparation  Prepare Strategic Brief

Deliverabl es

Stage 5: Close-out

Package Definition  Investigate alternatives  Analyse options  Prepare Concept Report Works Planning  Prepare implementation plans

 Strategic Brief  Concept Report  PEPv1

 Prepare Procurement Documents  Invite Tenders / Quotations  Conduct Site Inspection & Tender Clarification Meeting (optional)  Close and evaluate tender submissions  Formally accept tender offer  Compile Contract Document

Administer contract in accordance with the terms and provisions and ensure compliance with requirements:  Site Meetings  Quality assurance  Site Instructions  Progress monitoring  Scope control  Payment certification

 Finalise and assemble record information  handover the works and record information to the user

 Correct all

 Tender Documentation  Evaluation Reports  Construction Contract  PEPv2

 Documentation and certificates required in terms of the contract  PEPv3

 Works Completion Certificate  PEPv4

 Final Completion Certificate  Final payment certificate  Closing Report  PEPv5

defects detected during the defects correction period  Finalise all outstanding contractual obligations , including finalisation and payment of amounts due

20

Public Sector Project Management Methodology for Design by Employer Packages

Mil Initiation of projects by User Departments based on Portfolio Planning Processes: (1) identification of Needs in term of ‘Space Gaps’, ‘Functional Gaps’, ‘Standards Gaps’, etc (2) listing of Potential New Build or Conversion Projects on MTEF Project List (3) approval of Infrastructure MTEF Budget

1

2

3

4

5

6

Planning Gate

PSP Procurement Gate

Design Gate

Approval of PSP Tender Award & PEPv2

Approval of Production Information & PEPv3

Practical Completion Gate Approval of Practical Completion & PEPv5

Handover Gate

Approval of Concept Report & PEPv1

Contractor Procurement Gate Approval of Contractor Tender Award & PEPv4

Stage 1: Planning

Stage 2: PSP Procurement

Stage 3: Design

Stage 4: Contractor Procurement

Stage 5: Works

Approval of Works Completion & PEPv6

Stage 6: Handover

Ha

Tasks and Activities

Control Gates

Deliverabl es

Stage 7: Close-out

Package Preparation  Prepare Strategic Brief Package Definition  Investigate alternatives  Analyse options  Prepare Concept Report Works Planning  Prepare implementation plans  Strategic Brief  Concept Report  PEPv1

 Preparation of Procurement Documentation  Request for Tenders / Quotations  Tender Clarification Meeting  Closing, evaluation and award of tenders  Conclusion of PSP Contract

 Design work

 Tender Documentation  Evaluation Reports  PSP Contract  PEPv2

 Design Development Report  Specifications  Drawings  PEPv3

schedule  Design development  Production information

 Preparation of Procurement Documentation  Request for Tenders / Quotations  Tender Clarification Meeting  Closing, evaluation and award of tenders  Conclusion of PSP Contract

Administer contract in accordance with the terms and provisions and ensure compliance with requirements:  Site Meetings  Quality assurance  Site Instructions  Progress monitoring  Scope control  Payment certification

 Finalise and assemble record information  handover the works and record information to the user

 Correct al

 Tender Documentation  Evaluation Reports  Construction Contract  PEPv4

 Documentation and certificates required in terms of the contract  PEPv5

 Works Completion Certificate  PEPv6

 Final Completio Certificate  Final paym certificate  Closing R  PEPv7

defects detected the defec correction period  Finalise a outstandin contractu obligation including finalisatio payment amounts

Public Sector Project Management Methodology for Develop and Construct (Dev&C) Packages Initiation of projects by User Departments based on Portfolio Planning Processes: (1) identification of Needs in term of ‘Space Gaps’, ‘Functional Gaps’, ‘Standards Gaps’, etc (2) listing of Potential New Build or Conversion Projects on MTEF Project List (3) approval of Infrastructure MTEF Budget

1

Approval of Concept Report & PEPv1

Stage 1: Planning

3

4

Dev&C Contractor Procurement Gate Approval of Contractor Tender Award & PEPv3

Design Gate

Practical Completion Gate

Handover Gate

Approval of Production and MFC Information & PEP v4

Approval of Practical Completion & PEPv5

Approval of Works Completion & PEPv6

2

Planning Gate

Design Development Gate Approval of Concept Design & PEP v2

Stage 2 Design Development

Stage 3: Dev&C Contractor Procurement

Stage 4: Detail Design

6

5

Stage 4: Works

Stage 6: Handover

Tasks and Activities

Stage 7: Close-out

H

Control Gates

Deliverables

Mil

Package Preparation  Prepare Strategic Brief Package Definition  Investigate alternatives  Analyse options  Prepare Concept Report

 Concept Design work schedule  Investigation and analysis  Develop Design concepts  Prepare Concept Design Report

Works Planning  Prepare implementation plans  Strategic Brief  Concept Report  PEPv1

 Concept Design Report  PEPv2

 Prepare Procurement Documents  Invite Tenders / Quotations  Conduct Site Inspection & Tender Clarification Meeting (optional)  Close and evaluate tender submissions  Formally accept tender offer  Compile Contract Document

 Design work

 Tender Documentation  Evaluation Reports  Dev&C Contract  PEPv3

 Detail Design and Specifications  PEPv4

schedule  Detail Design and Specification  Production information  Manufacture, Fabrication and Construction information

Administer contract in accordance with the terms and provisions and ensure compliance with requirements:  Site Meetings  Quality assurance  Site Instructions  Progress monitoring  Scope control  Payment certification

 Finalise and assemble record information  handover the works and record information to the user

 Correct a

 Documentation and certificates required in terms of the contract  PEPv5

 Works Completion Certificate  PEPv6

 Final Complet Certificat  Final pay certificat  Closing R  PEPv7

defects detected the defe correctio period  Finalise outstand contract obligatio including finalisati paymen amounts

Public Sector Project Management Methodology for Design and Construct (D&C) Packages Initiation of projects by User Departments based on Portfolio Planning Processes: (1) identification of Needs in term of ‘Space Gaps’, ‘Functional Gaps’, ‘Standards Gaps’, etc (2) listing of Potential New Build or Conversion Projects on MTEF Project List (3) approval of Infrastructure MTEF Budget

1

2

3

Planning Gate

D&C Contractor Procurement Gate Approval of Contractor Tender Award & PEPv2

Design Gate Approval of Production & MFC Information & PEP v3

Approval of Concept Report & PEPv1

Stage 1: Planning

Stage 2: D&C Contractor Procurement

Stage 3: Design

5

6

Practical Completion Gate

Handover Gate

Closing Gate

Approval of Practical Completion & PEPv4

Approval of Works Completion & PEPv5

Approval of Closing Report & PEPv6

4

Stage 4: Works

Stage 5: Handover

Tasks and Activities

Stage 6: Close-out

Handover to O&M

Control Gates

Deliverables

Mil

Package Preparation  Prepare Strategic Brief Package Definition  Investigate alternatives  Analyse options  Prepare Concept Report Works Planning  Prepare implementation plans  Strategic Brief  Concept Report  PEPv1

 Prepare Procurement Documents  Invite Tenders / Quotations  Conduct Site Inspection & Tender Clarification Meeting (optional)  Close and evaluate tender submissions  Formally accept tender offer  Compile Contract Document

 Design work

 Tender Documentation  Evaluation Reports  D & C Contract  PEPv2

 Design Development Report  Specifications  Drawings  PEPv3

schedule  Design development  Production information  Manufacture, Fabrication and Construction information

Administer contract in accordance with the terms and provisions and ensure compliance with requirements:  Site Meetings  Quality assurance  Site Instructions  Progress monitoring  Scope control  Payment certification

 Finalise and assemble record information  handover the works and record information to the user

 Correct all

 Documentation and certificates required in terms of the contract  PEPv4

 Works Completion Certificate  PEPv5

 Final Completion Certificate  Final payment certificate  Closing Report  PEPv6

defects detected during the defects correction period  Finalise all outstanding contractual obligations , including finalisation and payment of amounts due

Public Sector Project Management Methodology for Management Contract Strategy

Mil Initiation of projects by User Departments based on Portfolio Planning Processes: (1) identification of Needs in term of ‘Space Gaps’, ‘Functional Gaps’, ‘Standards Gaps’, etc (2) listing of Potential New Build or Conversion Projects on MTEF Project List (3) approval of Infrastructure MTEF Budget

1 MngmtContractor Procurement Gate Approval of Contractor Tender Award & PEPv1

Stage 1: Management Contractor Procurement

3

2

4

Tasks and Activities

6

Planning Gate

Design Gate

Practical Completion Gate

Handover Gate

Closing Gate

Approval of Concept Report & PEPv2

Approval of Production and MFC Information & PEP v3

Approval of Practical Completion & PEPv4

Approval of Works Completion & PEPv5

Approval of Closing Report & PEPv6

Stage 2: Planning

Stage 3: Design

Stage 4: Works

Stage 5: Handover

Stage 6: Close-out

Handover to O&M

Control Gates

Deliverables

5

 Prepare Procurement Documents  Invite Tenders / Quotations  Conduct Site Inspection & Tender Clarification Meeting (optional)  Close and evaluate tender submissions  Formally accept tender offer  Compile Contract Document  Tender Documentation  Evaluation Reports  D & C Contract  PEPv1

Package Preparation  Prepare Strategic Brief Package Definition  Investigate alternatives  Analyse options  Prepare Concept Report

 Design work schedule  Design development  Production information  Manufacture, Fabrication and Construction information

Works Planning  Prepare implementation plans

 Strategic Brief  Concept Report  PEPv2

 Design Development Report  Specifications  Drawings  PEPv3

Administer contract in accordance with the terms and provisions and ensure compliance with requirements:  Site Meetings  Quality assurance  Site Instructions  Progress monitoring  Scope control  Payment certification

 Finalise and assemble record information  handover the works and record information to the user

 Correct all

 Documentation and certificates required in terms of the contract  PEPv4

 Works Completion Certificate  PEPv5

 Final Completion Certificate  Final payment certificate  Closing Report  PEPv6

defects detected during the defects correction period  Finalise all outstanding contractual obligations , including finalisation and payment of amounts due

The Project Execution Plan ( “PEP”) Short summary of the Project: •Project Detail •Team Detail (Roles and Roleplayers) •Client Department •Implementing Department/Agent •PSPs •Contractors(s) Summary of Project ‘Status’ at each “Gate”: •Scope/Quality (changes from previous Gate) •(Revised) Milestone Schedule (NB: Procurement schedule) •(Revised) Cost Estimates and Expenditure Projections (show separate for each Service Provider) Summary of Variation Orders Project Issue Log 25

The Infrastructure Programme Implementation Plan (“IPIP”) •A Portfolio Level summary of all Programmes •A Programme Level summary of all Projects in a specific Programme Based on the PEPs, with focus on Time and Cost, i.e.

•Project Schedule •Expenditure Projections

•Budget Analysis •Programme Budget •Project Budgets •FY Budget 26

Conclusion and questions

Thank you

cidb 27

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