3 DP2-P01 IDMS Toolkit Presentation 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
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