Behind the Fence (BTF) Plan
[Insert Market Participant Name]
[Insert Project Name]
AESO Project Number: [000]
Company Name
[Insert Market Participant
Name]
[Insert Studies Consultant
(if applicable)]
Name
Date
[Insert AESO Project
Coordinator]
Document Release R1
[Insert Date]
AESO Behind the Fence Plan
Signature
Behind the Fence Plan
Table of Contents
1.
Purpose ............................................................................................................... 2
2.
Project Description............................................................................................. 3
3.
Study Area Description ...................................................................................... 4
4.
Roles and Responsibilities RACI ...................................................................... 5
5.
Project Considerations ...................................................................................... 9
6.
Project Risks ..................................................................................................... 10
7.
Project Milestones ............................................................................................ 12
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Behind the Fence Plan
1.
Purpose
The BTF Plan is a high-level document, similar to a Project Charter, that provides a
quick overview of the Project identified in Section 2 (the “Project”). This includes a
description of the Project and study area, definition of roles and responsibilities if
needed, Project considerations, general Project risks and high-level Project milestones
and dates. The BTF Plan is a static document that summarizes the Project at a high
level at the onset. Once executed by all parties, the BTF Plan must not be modified. Any
changes to the Project that occur subsequent to execution of the BTF Plan will be
tracked through change management procedures.
[No changes should be made to this section. All notes and italicized fonts provided
throughout this template in [square brackets] must be removed from all drafts of this
document. This document should not include discussion of the proposed alternatives for
the Project as these will be identified in the BTF Study Scope. The Project Coordinator
should draft as much of the BTF Plan as possible in advance of the External Kick-off
meeting. The intent of the External Kick-off meeting is to complete the BTF Plan and
obtain sign-off if possible. Once the BTF Plan is executed modifications must not be
made throughout the life of the Project.]
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2.
Project Description
[This section should be completed by the AESO Project Coordinator. The
description must align with the Project Information provided in the System Access
Service Request and the Project Description in the BTF Study Scope and include a brief
description of the Project, requested in-service date, Market Participant name, AESO
Project name and physical land location where the Project will be located.]
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3.
Study Area Description
[This section should be completed by the AESO Project Studies Engineer. A brief
description of the system in the area the Project is located in and any known system
reinforcement dependencies. If possible, a single line diagram should be provided.]
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4.
Roles and Responsibilities RACI
[This section should be completed by the AESO Project Coordinator with input
from Market Participant and Studies Consultant The RACI provided below
represents the most common arrangement (shown in italicized text). Changes are
permitted depending on the roles and responsibilities established by the Project team
for the Project. Remove italics for final draft once roles and responsibilities have been
agreed upon.]
The RACI chart below outlines the roles and responsibilities established for the Project.
Deliverable
AESO
[Insert Name
of Studies
Consultant]
[Insert
Market
Participant
Name]
BTF Plan
A, R
C
C
BTF Study Scope
A, R
R
R
C
R
A, R
BTF ESR1
Market Participant
Contribution Decision, as
required
PDUP – Stage 1, 2, & 5 2 as
required
A, R
I
I
R
[Insert TFO
Name]*
I
I
A
* TFOs need to be engaged early in the project to confirm the Project has no reliability impacts or System upgrade requirements
1. Accountability determined in kickoff meeting
2. For data submissions, refer to the Project Data Update Package – Instruction Manual (PDUP-IM) for roles and responsibilities
outlined for each stage of the Process: http://www.aeso.ca/22277.html
RACI – Responsible, Accountable, Consulted, Informed
Responsible = “the doer”. Those who do work to achieve the task. There can be multiple resources
responsible.
Accountable = “the buck stops here”. The resource ultimately answerable for the correct and thorough
completion of the task (also approver). There can only be one “A” specified for each task.
Consulted = “in the loop”. Those whose opinions are sought. Those who have special knowledge or
expertise needed to make decisions or solve problem. Two-way communication.
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Informed = “in the picture”. Those who are kept up-to-date on progress and decisions (once made). May
be impacted by decision but are not active in final decision. One-way communication.
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[The following paragraphs must be included if the AESO is not completing the
BTF ESR, otherwise delete:]
Where the Engineering Study Report is prepared by the Market Participant or Studies
Consultant as outlined in the RACI:
(a)
Base Cases must be downloaded from the AESO’s website and converted into
study cases as outlined in the BTF Study Scope;
(b)
The BTF ESR must be authenticated (signed, stamped and dated) by a
professional engineer registered in the Province of Alberta;
(c)
The BTF ESR must be submitted to the AESO for acceptance. Upon review, the
AESO may:
(d)
(i)
accept the BTF ESR;
(ii)
require revisions to the BTF ESR; or
(iii)
reject the BTF ESR;
following acceptance of the BTF ESR, the AESO will require any revisions of
information contained in an updated BTF ESR or in the Functional Specification
as it is developed.
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The table below defines the contacts for each entity with respect to the Project. The
identified Project representative for each organization should be included in all
communications with respect to the Project unless otherwise indicated.
Role
AESO
[Insert Name of
Studies
Consultant]
[Insert Name of
Market
Paricipant]
[Insert
TFOs]*
Project Manager/
Coordinator
Project Studies
Engineer
*
As required, TFOs will be engaged through the Project if certain reliability requirements or System upgrades are identified
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5.
Project Considerations
[This section should be completed by the AESO – Project Coordinator with input
from Market Participant and Studies Consultant. The intent of this section is to
document any early known Project considerations regarding Project assumptions, key
objectives or delivery approach that have been agreed upon by the Project team.
Please refer to the Project Considerations and Risks List for some common examples;
you may edit Project considerations and/or include additional Project considerations as
required.]
Project considerations outlined in this section include early known considerations
regarding Project assumptions, key objectives or delivery approach as agreed upon by
the Project team. Considerations have been divided into 2 areas: Filing Strategy and
Other Considerations, if applicable.
5.2
Other Considerations
[If applicable, document any other Project considerations regarding Project
assumptions, key objectives or delivery approach. For instance, Interdependencies, In
Service Dates.
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6.
Project Risks
[This section should be completed by the AESO Project Coordinator with input
from Market Participant, Studies Consultant. The intent of this section is to identify
any known risks to the delivery of the Project that have been agreed upon by the Project
team, including study risks or risks against some of the Project considerations noted in
Section 5. For example, list any known interdependencies on system work or if there is
a requirement for winter construction. Please refer to the Project Considerations and
Risks List for some common examples; you may edit Project risks and/or include
additional Project risks as required. Please note that as the Project progresses the risks
identified in this document must be managed by the AESO Project Coordinator and
tracked through change management procedures.]
Project risks identified in this section include any known risks to the delivery of the
Project as agreed upon by the Project team, including study risks or risks against some
of the Project Considerations noted in Section 5. The Project risks identified will likely
have some impact on the cost, schedule, or scope for the Project should they occur
therefore they are being identified for consideration. For identified risks it is necessary to
also document the potential mitigation strategy that is being proposed. As the Project
progresses the risks identified in this section will be managed by the AESO Project
Coordinator and tracked through change management procedures.
See Table 6.1 – Project Risks
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Table 6.1 – PROJECT RISKS
Identified Risk
Identified By1
Mitigation Strategy
Assigned To1
Project Schedule &
Scope
Project Resourcing
Operational
Project Complexity
Market and/or
Vendors??
Indicate entity rather than individual responsible (i.e. AESO, Market Participant or Studies Consultant)
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7.
Project Milestones
[This section should be completed by the AESO Project Coordinator with input
from the Market Participant and Studies Consultant. The AESO Project Coordinator
must first undertake the scheduling exercise in @task before filling in the milestone
dates in the table below. The milestones in the template must be provided as a
minimum, additional milestones may be added depending on the complexity of the
Project. Project Coordinators should consult with their Program Manager before making
any changes/additions to the template. As the Project progresses, updates to the
Project schedule will be maintained by the Project Coordinator outside of this document
and tracked through change management procedures.]
The Project milestones outlined in this section provide a high-level summary for the
Project schedule and establish a base line schedule for the Project. As the Project
progresses, updates to the Project schedule will be maintained separately by the AESO
Project Coordinator, communicated to the Project team and managed through change
management procedures.
Milestone
Owner
Target Date
Finalize BTF Plan
Finalize BTF Study Scope
BTF ESR
Functional Specification
Stage 5 PDUP & Energization Data
Gate 5 Complete (In-Service Date)
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