Plymouth City Council Project Management System
Project Execution Plan
<Project Title>
Project Execution Plan (PEP)
Purpose of this document
The PEP is the core document for the management of a project. It is a statement of policies and procedures
defined by the project director, although usually developed by the project manager for the project
sponsor/project director's approval. It sets out in a structured format the project scope, objectives and
relative priorities.
Fitness for purpose:
Does the PEP:
include plans, procedures and control processes for project implementation and for monitoring and
reporting progress?
define the role and responsibilities of all project participants, and is a means of ensuring that everyone
understands, accepts and carries out their responsibilities?
set out the mechanisms for audit, review and feedback, by defining the reporting and meeting
requirements, and, where appropriate, the criteria for independent external review?
Notes:
The PEP will change as a project progresses through its design and construction stages. It should be a
dynamic document regularly updated and referred to as a communication tool, as well as a control reference.
Document History
Revision History
Revision date
Author
Summary of Changes
New Version Ref:
08/09/09
John London
Locked Form
V1.1
Distribution History
Name
Project Services team
Filename: 106754413
Comments:
Title
Date of Issue
Status: Final
Author: John London
Version
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Plymouth City Council Project Management System
Project Execution Plan
Contents
Typically, the Project Execution Plan (PEP) will include the following elements:
1. Project Objectives and Priorities ...................................................................................... 3
2. Critical Analysis ............................................................................................................... 3
3. Organisation, Roles and Responsibilities......................................................................... 3
4. Project Strategy ............................................................................................................... 3
4.1 Design............................................................................................................................ 3
4.2 Procurement .................................................................................................................. 3
4.3 Construction ................................................................................................................... 4
5. Project Controls ............................................................................................................... 4
5.1 Change Management .................................................................................................... 4
5.2 Programme Management .............................................................................................. 4
5.3 Cost Management.......................................................................................................... 4
5.4 Quality Control ............................................................................................................... 4
5.5 Administrative Systems and Procedures ....................................................................... 5
6. Commissioning, Operation and Maintenance .................................................................. 5
7. Project Categorisation...................................................................................................... 5
8. Roles and Responsibilities Matrix .................................................................................... 5
Project Services team
Filename: 106754413
Comments:
Status: Final
Author: John London
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1. Project Objectives and Priorities
The PEP should cover the:
Project particulars, including the sponsor’s name, the project name and reference and details of the business case approvals.
Approvals and consents.
Funding source.
Approved budget and programme.
Location, general arrangements, physical environment and design constraints.
2. Critical Analysis
With any project there will be critical issues, risk and uncertainties which could threaten achievement of the project objectives. The PEP
should highlight these issues.
Refer Risk Management Procedure
3. Organisation, Roles and Responsibilities
The PEP should describe the project organisation including:
The names, addresses, telephone, fax, etc details of all organisations involved in the project, including stakeholders.
Their roles and relationships with each other.
Their responsibilities and the authority delegated to them.
Names and responsibilities of other key personnel within each organisation. In particular, the roles, responsibilities,
accountabilities, delegated financial authority for design, procurement, construction, commissioning and handover should be
defined for the:
Key Stakeholders.
PM.
Designers and Consultants.
4. Project Strategy
The PEP should set out how the project will be managed and controlled in terms of design, procurement and construction.
4.1 Design
Design deliverables and milestones.
Safety checks.
Control of changes to designs and priority requirements.
Arrangements for design reviews.
Co-ordination responsibilities.
Planning permission.
Evaluations and approvals.
4.2 Procurement
Application of framework agreements.
Allocation of scope, risk and control between contracts.
Procurement of works.
Milestones and reconciliation with design programme.
Tendering procedures and procurement programme.
Project Services team
Filename: 106754413
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Status: Final
Author: John London
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4.3 Construction
Implementation of project strategy and objectives, programme, procedures and control systems established at the pre-construction
stages.
Site logistics, constraints and implementation phasing, including safety.
Milestones and co-ordination of contract programmes.
Contract administration.
Permits, site security and safety.
Interfaces with utilities.
Insurances.
Bonds, guarantees and warranties.
5. Project Controls
The PEP must also address how the PM will exercise control over:
Changes / Variations
Programme.
Cost and Value.
Quality.
Organisation and Administration.
Risk.
Safety and Environment.
Progress Reporting
Refer Project Reporting Procedure
5.1 Change Management
Initiation of change requests.
Preparation of change proposals.
Approval of changes.
Registering of project changes.
5.2 Programme Management
Key milestones, activities, descriptions and constraints.
Work element breakdown to define scope and resources, programming analysis, integration of programmed elements and task
responsibilities.
Identify areas of potential slippage, risk items, key decision dates and overall progress to achieve project delivery.
5.3 Cost Management
Cost planning.
Change control.
Cost reporting.
Management of allowances including design development allowance and construction efficiency allowance.
Financial and cost & expenditure control.
PM and Cost Manager responsibilities.
5.4 Quality Control
Definition of standards.
Quality Management.
Site Controls and Inspections.
Defects Rectification.
Project Services team
Filename: 106754413
Comments:
Status: Final
Author: John London
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Plymouth City Council Project Management System
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5.5 Administrative Systems and Procedures
The PEP will establish the various administrative procedures necessary for controlled and effective implementation of the project. These
may include:
Standardised document numbering and filing systems including project registration.
Meetings, including objectives, frequency and attendance.
Project progress reporting.
Archiving systems.
Refer Project Reporting Procedure
6. Commissioning, Operation and Maintenance
There may be some specific technical standards not covered in the brief, but which should be included in the PEP, for example:
User commissioning and acceptance testing.
Handover meeting/procedures.
Format of as built or other permanent record drawings.
Plant and equipment numbering system compatible with the asset register.
Requirements relating to the operating and maintenance instructions for plant and equipment.
Full details regarding Design, Procurement, Cost Management, Evaluation and Approvals and Commissioning and Handover are
included in separate project procedures.
7. Project Categorisation
This section should include a copy of the project definition study to define the status of the project.
8. Roles and Responsibilities Matrix
Project Services team
Filename: 106754413
Comments:
Status: Final
Author: John London
Page
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Date of Issue: 08/03/2016
Plymouth City Council Project Management System
Project Execution Plan
Project Services team
Filename: 106754413
Comments:
Status: Final
Author: John London
Page
Page
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Date of Issue: 08/03/2016
Plymouth City Council Project Management System
Project Execution Plan
Project Services team
Filename: 106754413
Comments:
Status: Final
Author: John London
Page
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Date of Issue: 08/03/2016