PROPERTY PROJECT PROCEDURES
FEASIBILITY
REV 8: 5th July 2007
PM 05 Project
Feasibility Plan
Gateway # 1 - financial approval
INCEPTION
QM 10 Agree PM
Procedures
HS 10 CDM
Determination
QM 15 Roles &
Responsibilities
CM 10 Budget
Authorisation
PM 10 Project
Milestones
QM 20 Project Filing
Structure
Gateway # 2 – project set up
DEFINITION
QM 45 Project
Definition
PM 20 Master
Programme
HS 20 SHE Review
QM 60 Designer
Quality Regime
PM 50 Contract
Programme
IMPLEMENTATION
HS 70 H & S File
QM 120 Completion
Handover
CM 50 Contract
Financial Report
PM 60 Construction
Progress Reporting
Gateway #5 – completion, handover
HS 80 Post
Contract Works Safety
QM 130 Defects
Resolution
POST-COMPLETION
QM 140 Post Project
Evaluation
Gateway # 6 – Project closeout
Bold = published and in force
City University Property Department Project Procedures – Confidential
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CM 40 VE and VM
QM 115 Construction
Quality Audits
CM 30 Consultant Fee Management
HS 30 Contractor
Safety System
CM 20 Standards Cost Report
Gateway # 4 – proceed with the works
QM 70 Risk Management
QM 105 Construction
Execution Planning
HS 25 Construction
Pre-start Meeting
QM 50 Change Control
PROCUREMENT
QM 30 Project Reporting
QM 100 Contractor
Selection
QM 80 Design Management
Gateway # 3 – proceed to tender
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
City University Property Department Project Procedures – Confidential
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5th July 07
rev 8:
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.
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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 – Confidential
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