PROPERTY PROJECT PROCEDURES REV 8: 5th July2007

FEASIBILITY

INCEPTION

DEFINITION

PROCUREMENT

IMPLEMENTATION

POST-COMPLETION

Bold = published and in force

PROPERTY PROJECTS PROCEDURES SYSTEM

OVERVIEW

This document provides an outline of:

  • What the system consists of
  • How to navigate and use the system
  • Procedures currently in force and status of those in development
  • Which procedures apply at which stages of a project

rev 8:5th July 07

Overview of the Property Project Procedures system

Introduction

The system philosophy is that all projects will be managed properly and consistently regardless of size.

  • Procedures are set out across 4 areas of management (H&S, Programme, Quality and Cost)
  • These apply to the 5 generic stages of a project (inception, definition, procurement, implementation and post-completion).
  • There are 6 gateways through which projects must pass before continuing to the next stage.

The procedures

Are intended to provide a structured approach to all projects, and are essentially divided into “Full” or “Light” depending on project circumstances. Further customisation of the procedures to ensure a good ‘fit’ with the particular project is possible at an early stage; thereafter all changes are controlled.

How the system works

Having established the procedures that apply for a particular project, the PAF Responsible manager is required to follow them, submitting information as determined at each stage.

For the most part the procedures described are not prescriptive – they seek to convey the minimum requirement to meet good project management practice and acknowledge that there may be more than one way to achieve this. We will however seek to promote best practice where possible and cross references will be provided to documents/guidance or templates where appropriate.

It is intended that every project will pass through a series of Gateways, each requiring certain conditions to be met before proceeding to the next. The responsibility for achieving this will lie with the PAF Responsible manager but gateways will also require external parties to provide authorisation.

Procedures currently in force – which apply and when?

The diagram below shows which Procedures and Gateways are CURRENTLY IN FORCE. All published procedures can be found by following the relevant links. The diagram indicates which procedures apply at the various stages of a project – there will however be instances where individual project circumstances will dictate a slightly different model.

Who is the point of contact?

The Property Technical Records Manager will also be responsible for management of the Property Projects Procedure system, by acting as the primary Gatekeeper and compliance officer, in association with the Deputy Director (Property).

No part of these procedures may be copied, used or distributed for any purpose other than as strictly required to discharge a service or works contract with City University, without first obtaining express, written consent.

City University Property Department Project Procedures – Confidential Page 24 of 43

PROJECT FEASIBILITY PLAN

PROCESS PM 05

rev 0: 10TH JAN 07

Establishing feasibility and framing up a project back to Index

Introduction

There is often a need to explore viability and value of implementing a scheme or initiative. For major

projects this will require a full Business Case justification. Decisions to take other projects forward still

require certain project fundamentals to be understood including scope, delivery mechanism, budget costs

and risks. This procedure outlines how a Project Feasibility Plan should be established where applicable.

Steps in the Process

1. If the work to achieve a Project Feasibility Plan requires expenditure of money then a Project

Authorisation Form will be required to set up a new Project Finance Code.

2. Required contents for a Project Feasibility Plan are set out in the relevant guidance note (see below).

3. The completed Project Feasibility Plan will be considered and used to inform a decision to proceed

with the project or not.

4. If the project is taken forward then the remaining Property Project Procedures must be complied with.

Note that this is likely to require a further Project Authorisation.

Commentary

The intent of the City University Project Feasibility Plan is to fully understand (at a suitable level) the

implications of carrying out a project, in terms of cost, programme, quality and safety, including risks. The

quality of work carried out at this stage will be fundamental to the successful decision both to proceed

with the project and the outcome finally achieved. The work will NOT replace detailed consideration of

project issues which are governed by main procedures.

Further Guidance

Refer to the Project Feasibility Plan guidance note.

City University Property Department Project Procedures – ConfidentialPage 1 of 4