Statement of Requirements
(for Space Projects)
<Project Name>
<Location (if applicable)>
<Client>
National Project Management System
Definition Phase
Prepared by:
Date:
File name/EDRM#: SoR Space Projects 10-07-27.doc
Statement of Requirements Guidelines
Last revised: July 27, 2010
Table of Contents
SECTION I
1.0
PURPOSE – Problem Statement ..................................................................... 3
2.0
BACKGROUND ................................................................................................ 3
3.0
PROBLEM/OPPORTUNITY DEFINITION .......................................................... 3
4.0
RISK CONSIDERATIONS ................................................................................. 4
SECTION II
1.0
CLIENT APPROVALS SOUGHT ......................................................................... 5
2.0
PWGSC APPROVALS SOUGHT ......................................................................... 5
3.0
RISK(S) of NOT PROCEEDING ........................................................................ 6
4.0
APPROVAL AUTHORITY .................................................................................. 6
5.0
SOURCE OF SEED FUNDING and Next Steps ................................................... 7
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Statement of Requirements Guidelines
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SECTION I
Statement of Requirements
1.0
PURPOSE – Problem Statement
The purpose of Section 1 is to define the “problem or opportunity” in order to seek approval to
develop a project up to the Analysis Phase, as per the National Project Management System. Note
– If only partial development of project – specify to what phase project is to be developed.
Writer's Note – In a brief statement, define the “problem or opportunity” (not the solution or
solution requirements) to be presented in this document.
E.g. Project to be initiated to address space requirements for X department housed in xxx Street
that is a leased facility, with an end of lease date scheduled to occur in XXX.
2.0
BACKGROUND
Writer's Notes – Identify whether project is space (accommodation related) or asset (base
building) related.
Writer is to provide in this section, most up-to-date information available to provide background
relevant to the problem statement. Relevant information could include:
 References to previous related decisions, including related TB minutes (i.e. TB minute
regarding approval to expand a client program and accommodations)
 *Drivers (what is causing problem or opportunity – Strategic considerations, policy
requirements, emergency situation);
 Stakeholders (relevant groups who maybe implicated in the problem/opportunity).
 If location is known: civic address (town, province), the building name, the tower, the
floor(s), the group or tenant occupying the space or adjacent space.
Identify:
 Consistency with Accommodation Plan
 Potential for non-compliance with space fit-up standards
 *Sample for drivers: new client program; client space modifications (expansion,
reduction, changed use of space, consolidation), temporary storage or office space
(swing space), etc. …
* Note – Drivers – Refer here only to type of driver, and then define more specifically section 3.
3.0
PROBLEM/OPPORTUNITY DEFINITION
Provide a broad description of the following:
 Nature of the opportunity or problem – Nature of opportunity/what is not working/what is
missing? (E.g. current inefficient use of space affording an opportunity for optimization
to accommodate growth requirements)
 Overall timing considerations
 Highlights of any special issues, which could include the following:






Geographic Location
Access to public transit, parking
Suitability of space
Source of funds
Timing – duration of occupancy
Security
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Statement of Requirements Guidelines
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4.0
Last revised: July 27, 2010
Emergency power
Special purpose space
Procurement
New client program with additional FTEs requiring space
Swing Space
Strategies-Policies-Regulations-Standards violations
Potential for non-compliance with space standards
Etc.
RISK CONSIDERATIONS
Identify key risk issues and potential mitigation strategies associated with the problem.
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Statement of Requirements Guidelines
Last revised: July 27, 2010
SECTION II
Approvals
1.0
CLIENT APPROVALS SOUGHT
i.
Approval of Statement of Requirements
ii. Assignment of client representative(s) to the project team:
Client Representative(s)?
iii. Client funding (where applicable)
All fit-up components that exceed the standards must be funded by the client department. In
addition, the department is responsible for any client costs associated with this project such as,
but not limited to the following: horizontal voice and data, approved non-compliant requests,
additional security related to the move and fit-up and all associated consultant fees and PWGSC
fees related to the client funded portion fit-up, as well as furniture, fixtures and equipment (FFE).
Lastly, client departments are financially responsible for both the rent and fit-up of any additional
space that is deemed to be reimbursing.
List the items and costs (if known) to be funded by the client in chart below to get to project
approval (PPA/LPA). In some cases this could be a percentage or portion of works to be paid by
the client. Full client cost will be established when the feasibility assessment has been carried out.
FY1
(actual F/Y)
Item
FY2
TOTAL
Client funding total
CLIENT SIGNATURE(S)
Approved by:
(Authorized Client Representative(s) – with Financial Signing
Authority)
Signature
Please print:
Name
Title
Date
Comments
2.0
PWGSC APPROVALS SOUGHT
i.
Approval of Statement of Requirements
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Statement of Requirements Guidelines
Last revised: July 27, 2010
ii. Approval to initiate the documentation related to the development of this project to – specify
(normally to PPA)
iii. Assignment of a PWGSC project team to consist of:
Project Director
Leasing Officer
Senior Project Leader
Client Accommodation Services Advisor
(CASA)/Accommodation Manager
Senior Project Manager
Project Manager
Professional and Technical Resources
Senior Financial Advisor
Property Manager
Project OI Analyst
Other (specify)
?
?
?
?
?
?
?
?
?
?
?
iv. Spending Authority in the amount of $??? (GST included) to gather the client requirements,
to prepare the Functional Program (if required), to develop a “Preliminary Project Plan”, to
undertake feasibility studies, to assess risks and to finalize the Investment Analysis Report
until approval. See section 5.
3.0
RISK(S) of NOT PROCEEDING
Briefly identify the impact and associated mitigation strategies of not proceeding with the project.
4.0
APPROVAL AUTHORITY
Refer to NPMS Procedure to identify position and obtain the appropriate approval(s) in
signature block below.
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Statement of Requirements Guidelines
5.0
Last revised: July 27, 2010
SOURCE OF SEED FUNDING and Next Steps
Identify source of funding (seed money to develop project to PPA) in chart below. E.g. Special
Initiatives Building Budget; Capital Vote 12 (Capital Project Briefing Note to be entered into
system); Preplanning Leasing Budget; Client; Other, and your Next Steps.
#
FY1
(actual F/Y)
Item
1
Preliminary Plan
2
Functional Program (if required)
3
Consultant Feasibilities Studies
4
PWGSC Feasibility Report
5
Investment Analysis Report
6
Miscellaneous
FY2
TOTAL
Total Client Funded (as per 1 iii)
Total PWGSC Funded
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Statement of Requirements Guidelines
Last revised: July 27, 2010
PWGSC SIGNATURE(S)
Prepared by:
Prepared by:
(PWGSC)
Signature
(PWGSC)
Please print:
Signature
Please print:
Name
Position
Date
Name
Project Analyst
Date
Recommended by:
Signature
(PWGSC)
Please print:
Name
Title
Date
Conditions/Comments
Approved by:
Signature
(PWGSC)
Please print:
Name
Title
Date
Conditions/Comments
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