Plymouth City Council Project Management System
Project Deliverables and Design Approvals
<Project Title>
Project Deliverables and Design Approval
Purpose of this document
Project Board and DMT approvals are required for the following documents and are to be secured using this
form. Once signed by all parties this form is to be scanned as a .pdf file and kept in the Project Approvals
folder in the project filing system.
Document History
Revision History
Revision date
Author
Summary of Changes
New Version Ref:
11/09/09
John London
Locked form
V1.1
Distribution History
Name
Title
Date of Issue
Version
Contents
Contents .............................................................................................................................. 1
Background.......................................................................................................................... 2
Appendix A – Sign-off pro-forma .......................................................................................... 4
Appendix B – Typical Stage C Report Contents .................................................................. 6
Appendix C – Typical Stage D Report Contents .................................................................. 7
Appendix D – Typical Stage E Report Contents .................................................................. 8
Project Services team
Filename: 1.12.4 Project Deliverables & Design
Approval.doc
Comments:
Status: Final
Author: John London
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Plymouth City Council Project Management System
Project Deliverables and Design Approvals
Background
At the commencement of the project, in conjunction with the development of the Project Brief and Project
Execution Plan, the design approvals must be reviewed. The documents that will be produced throughout
the life of the project must be scheduled out and this schedule approved by the Project Board.
Comments should be returned in an electronically recorded format (eg e-mail) to the Project Manager by the
advised date. Any individual or department that does not submit comments by this date will be deemed to
have 'no comment'. Following receipt of comments the Project Manager, together with the design team, or
other relevant parties will:
Adjust/amend the review information to reflect the comments received;
Agree a strategy with the individual/ department to ensure implementation of the comments within the
next stage;
Agree with the individual/department that their comments will/will not be implemented and record the
reasons for the decision.
Responsibility: Project Manager supported by Design Team
Output: Sign-off (Design Stage & Brief)
Following the design stage review the Project Manager will facilitate the production of stage end review
information comprising:
The original stage review information amended where appropriate;
A separate report enclosing all comments and 'close out' of the issues raised, including any
dissents/dissatisfaction raised where comments have not been implemented;
The final documentation will be made available for viewing to all participants of the review and one copy
will receive formal sign-off by the Project Client, User Co-ordinator, Project Manager and Estates
authorities confirming that the project can progress to the next stage.
Responsibility: Project Manager
Output: Design Stage (End) Review Report
Design briefings generated for all projects anticipated to cost over £500,000 must be approved and signed
off by the Project Board before they are sent to professional advisers. Verbal briefings must be followed up
by a written note within two working days of the initial briefing and the note must be approved and signed off
by the SRO.
Project Services team
Filename: 1.12.4 Project Deliverables & Design
Approval.doc
Comments:
Status: Final
Author: John London
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Plymouth City Council Project Management System
Project Deliverables and Design Approvals
Responsibility: Project Manager, SRO
Output: Design Brief Approvals
Documents requiring this sign-off include, but are not limited to, the following:
Statement of Need – DMT signature only
Project Mandate – DMT signature only
Initial Project Proposal (IPP) – DMT signature only
Project Brief
Business Case
Communications Plan
CPBC
Feasibility reports
Stage reports
Cost Plans
CPB/Cabinet Papers
Post Project Review
Etc.............
Project Services team
Filename: 1.12.4 Project Deliverables & Design
Approval.doc
Comments:
Status: Final
Author: John London
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Plymouth City Council Project Management System
Project Deliverables and Design Approvals
Appendix A – Sign-off pro-forma
SIGN-OFF BRIEF & DESIGN
Project Number:
Project Title:
Project Manager:
Location:
Design Brief
Please tick
relevant
Design stage:
Feasibility Report
:/
:/
Concept Design
/:/
/:/
Detail Design
Production Information
w
w
/:/
/
:/
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w
An Initial Brief sign off is mandatory for all projects
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/w the Project Brief and Design at the Project Design
/w
Also, the Project Client and Project Manager must sign-off
Stage for
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all projects.
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Approval to proceed to Detail Design is required for all projects.
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The Project Client shall be deemed to be the Head of Service.
PM action on comments
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.
Project Manager:
Date:
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Comments
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.
Asst. Director of P&ED:
Date:
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(Projects)
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./
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/k
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Comments
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/k
/
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q
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HoS:
Date:
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/h
(above £500K)
//q
/q
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/
Comments
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e
/e
User Co-ordinator:
Date:
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a
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Comments
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ta
Project Client:
Date:
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Comments
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Project Design Review:
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/s
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/
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SRO
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PM
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Etc. etc.
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e the project
This form is intended to assist Project Managers in their consultation
exercises with all interested parties at each stage of
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brief and design.
Use the following key to indicate the action taken with regard toethe above Council Duty Holders during this Design Stage
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Review:
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/s
/
A
Comments invited, received and attached
t(available on request)
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B
Comments invited, received and filede
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/
C
Comments invited and not received /s
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D
Comments received
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/
/e
X
Comments not required
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e
/p
/p
p
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s
Project Services team
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Final
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/p
/ Page
p
Filename: 1.12.4 Project Deliverables & Design
Author:p
John London
Date of Issue: 07/03/2016
p
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Approval.doc
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Comments:
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Design Proposals
Plymouth City Council Project Management System
Project Deliverables and Design Approvals
SIGN-OFF BRIEF & DESIGN
Project Number:
Project Title:
Project Manager:
Location:
Project Services team
Filename: 1.12.4 Project Deliverables & Design
Approval.doc
Comments:
Status: Final
Author: John London
Page
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Date of Issue: 07/03/2016
Plymouth City Council Project Management System
Project Deliverables and Design Approvals
Appendix B – Typical Stage C
Report Contents
Stage C Report – Typical Table of Contents
Section 9: Health and Safety
Summary
Integration of H&S Issues and Risk into Design
Priority H&S Issues
Section 1: Introduction
General Project Information
Project Team
Section 10: Key Performance Indicators
Recommend KPI targets to be set for project
Section 2: Architectural
Introduction
History and Conservation
Design Brief
Functional Layouts
Outline Design Information
Circulation / Operational Strategy
Access
Phasing / Demolition / Decanting Strategies
Planning / Building Authorities
Health and Safety
Risk Register (Architectural, Health & Safety)
Section 11: Way Forward
Way Forward
Section 3: Structural Engineering
Introduction
Desk Study / Site Analysis
Design Criteria / Aims and Objectives
Outline Design Information
Drainage
Sustainability
Cleaning / Maintenance
Environmental
Demolition
Risk Register (Structural, Geotechnical, Health &
Safety)
Section 4: Environmental / Mechanical & Electrical
Engineering
Introduction
Desk Study / Site Analysis (existing gas, water,
electrical, mechanical, etc. services)
Design Criteria / Aims and Objectives
Design Concept / Proposed Services Strategy /
Basis of Design
Outline Design Information
Risk Register (Mechanical, Electrical, Health &
Safety
Section 5: Cost
Stage C Cost Plan
Section 6: Programme and Planning
Phasing
Overall Project Programme
Programme Improvement Proposals
Section 7: Procurement
Proposed Procurement Strategy
OJEU Notices (If applicable)
Section 8: Risk
Summary
Risk Register (including preliminary Architectural,
Structural, M&E and Cost Risks)
Project Services team
Filename: 1.12.4 Project Deliverables & Design
Approval.doc
Comments:
Status: Final
Author: John London
Page
Page
6 of
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Date of Issue: 07/03/2016
Plymouth City Council Project Management System
Project Deliverables and Design Approvals
Appendix C – Typical Stage D
Report Contents
Stage D Report – Typical Table of Contents
Section 1: Introduction
General Project Information
Project Team
Section 9: Health and Safety
Summary
Integration of H&S Issues and Risk into Design
Priority H&S Issues
Section 10: Key Performance Indicators
Assessment of current ability to meet KPI targets
Action required to meet targets
Section 2: Architectural
Introduction
History and Conservation
Design Brief
Functional Layouts
Outline Design Information
Circulation / Operational Strategy
Access
Phasing / Demolition / Decanting Strategies
Planning / Building Authorities
Health and Safety
Risk Register (Architectural, Health & Safety)
Section 11: Way Forward
Way Forward
Section 3: Structural Engineering
Introduction
Desk Study / Site Analysis
Design Criteria / Aims and Objectives
Outline Design Information
Drainage
Sustainability
Cleaning / Maintenance
Environmental
Demolition
Risk Register (Structural, Geotechnical, Health &
Safety)
Section 4: Environmental / Mechanical & Electrical
Engineering
Introduction
Desk Study / Site Analysis (existing gas, water,
electrical, mechanical, etc. services)
Design Criteria / Aims and Objectives
Design Concept / Proposed Services Strategy /
Basis of Design
Outline Design Information
Risk Register (Mechanical, Electrical, Health &
Safety)
Section 5: Cost
Stage C Cost Plan
Section 6: Programme and Planning
Phasing
Overall Project Programme
Programme Improvement Proposals
Section 7: Procurement
Proposed Procurement Strategy
OJEU Notices (If applicable)
Section 8: Risk
Summary
Risk Register (including preliminary Architectural,
Structural, M&E and Cost Risks)
Project Services team
Filename: 1.12.4 Project Deliverables & Design
Approval.doc
Comments:
Status: Final
Author: John London
Page
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Date of Issue: 07/03/2016
Plymouth City Council Project Management System
Project Deliverables and Design Approvals
Appendix D – Typical Stage E
Report Contents
Stage E: Detailed Design Information Deliverables
Section 1: Architectural
Final and complete information from Stage D
Specifications / Schedules
Detailed specifications and schedules for all
architectural elements
Drawings to include:
Ceiling layouts
Major builder's work for service
installation
Final positions for services terminals
Section 2: Structural
Final and complete information from Stage D
Specifications / Schedules
Detailed specifications and schedules for all
structural elements
Drawings to include:
Major builder's work for service
installation
Final positions for services terminals
Complete sizing of all Structural
Elements
Section 3: Mechanical
Final and complete information from Stage D
Specifications / Schedules
Detailed specifications and schedules for all
mechanical elements
Drawings to include:
Ceiling layouts
Major builder's work for service
installation
Final positions for services terminals
Complete sizing of all Mechanical
Elements
Section 4: Electrical
Final and complete information from Stage D
Specifications / Schedules
Detailed specifications and schedules for all
electrical elements
Drawings to include:
Ceiling layouts
Major builder's work for service
installation
Final positions for services terminals
Complete sizing of all electrical
Elements
Section 5: Key Performance Indicators
Assessment of current ability to meet KPI targets
Action required to meet targets
Project Services team
Filename: 1.12.4 Project Deliverables & Design
Approval.doc
Comments:
Status: Final
Author: John London
Page
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Date of Issue: 07/03/2016