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