SCHOOLS' PPP : PROJECT MANAGEMENT

Rport Schools' PPP Sub Committ 22 April 2004 2 SCHOOLS' PPP : PROJECT MANAGEMENT 1 Rason for Rport To provid Mmbrs with information on th structur of th Schools' PPP Projct Tam 2 Background 21 Dumfris and Galloway Council is committd to managing all of its major projcts using th PRINCE 2 (Projcts in Controlld Environmnts) mthod of projct managmnt 22 PRINCE 2 is a structurd mthod of ffctiv projct managmnt and is basd on th xprtis of a larg numbr of projcts, projct managrs, and projct tams It is a d facto standard usd xclusivly by th UK govrnmnt and is widly rcognisd and usd in th privat sctor both in th UK and intrnationally 23 Princ 2 provids an organisation with - a controlld managmnt of chang in trms of invstmnt and rturn on invstmnt activ involvmnt of usrs and stakholdrs throughout th projct to nsur th product will mt th businss, functionality, nvironmntal, srvic and managmnt rquirmnts distinguishs th managmnt of th projct from th dvlopmnt of th product 24 PRINCE 2 covrs th managmnt of th projct and th managmnt of rsourcs involvd in carrying out th activitis of th projct 25 In ordr to facilitat th us and introduction of PRINCE 2 to th Council, a numbr of officrs involvd in major projcts across th Council attndd an intnsiv PRINCE 2 cours in Mid-Fbruary 2004 In addition, th Corporat Managmnt Tam and all mmbrs of projct boards rcivd a brifing from an xprt advisr on thir rols within th projct tams 26 For th Schools' PPP, a Projct Board has bn formd (shown ovrlaf) and it is this Board which will b rsponsibl for taking th projct to financial clos Corporat Managmnt is th highst lvl of oprational managmnt and whilst not part of th projct managmnt will tak an activ intrst in its progrss and control through activitis such as tolranc stting and rporting framwork for th Projct Board and th Projct Excutiv Following financial clos, a nw projct plan will b drawn up and th Board formd using appropriat suitably traind prsonnl and rprsntation from th Snior Supplir

2 Rport Schools PPP Sub Committ 22 April 2004 I P PP S U B-COM M ITTE E CORPORATE MANAGEMENT TEAM (Oprational Managmnt) PROJECT BOARD Excutiv and Snior Usr,Dirctor of E&CS ------ 1 PROJECT ASSURANCE I PROJECT MANAGER 27 Th dtaild rols of th Projct Board and ach mmbr of th Board is givn at Appndix 1 28 In addition, as this projct is th first to b fully managd using PRINCE 2, a consultant has bn askd to provid xprt indpndnt Projct Assuranc advic to nsur that th Council controls all risks Assuranc covrs all intrsts of a projct, including businss, usr, and supplir Projct Assuranc has to b indpndnt of th Projct Managr and, thrfor, th Projct Board cannot dlgat any of its assuranc rsponsibilitis to th Projct Managr Spcific rsponsibilitis for Projct Assuranc ar: maintnanc of thorough liaison throughout th projct btwn th supplir of Projct Assuranc and th customr usr nds and xpctations ar bing mt or managd risks ar bing controlld adhrnc to th Businss Cas constant rassssmnt of th valu for mony solution fit with th ovrall programm or stratgy th right popl ar involvd an accptabl solution is bing dvlopd th projct rmains viabl th scop of th projct is not crping upwards unnoticd focus on th businss nd is maintaind intrnal and xtrnal communications ar working applicabl standards ar bing usd any lgislativ constraints ar bing obsrvd th nds of spcialist intrsts (for xampl, scurity) ar bing obsrvd adhrnc to quality assuranc standards

Rport Schools PPP Sub Committ 22 April 2004 2 3 Consultation Th Corporat Managmnt Tam and th Council s xtrnal advisrs hav bn consultd on th contnts of this rport and thir commnts incorporatd hrin 4 Rcommndation Mmbrs ar askd to AGREE th Schools PPP Projct Managmnt structur basd on Princ 2 (Projcts in Controlld Environmnts) principls to covr th managmnt of th projct and th managmnt of rsourcs involvd in carrying out th activitis of th PPP projct Rhona J Wlls Projct Managr - PPP Smartr Schools Tl: (01 387) 240202 Frasr Sandrson Schools PPP Projct Board Excutiv Dumfris & Galloway Council Dat of Rport: 14 April 2004 Fil Rf: RJW/projman Background Paprs: APPENDIX 1

2 AP P E N D 1x2 PROJECT MANAGEMENT TEAM ROLES Projct Board Th Projct Board is rsponsibl to Corporat Managmnt for th ovrall dirction and managmnt of th projct and has rsponsibility and authority for th projct within th rmit (th Projct Mandat) st by corporat managmnt Th Projct Board is th projct s voic to th outsid world and is rsponsibl for any publicity or othr dissmination of information about th projct Spcific rsponsibilitis Th Projct Board approvs all major plans and authoriss any major dviation from agrd Stag Plans It is th authority that signs off th compltion of ach stag as wll as authoriss th start of th nxt stag It nsurs that rquird rsourcs ar committd and arbitrats on any conflicts within th projct or ngotiats a solution to any problms btwn th projct and xtrnal bodis In addition, it approvs th appointmnt and rsponsibilitis of th Projct Managr and any dlgation of its Projct Assuranc rsponsibilitis Th Projct Board has th following rsponsibilitis which is a gnral list and will nd tailoring for a spcific projct: At th bginning of th projct: approving th start of th projct via accptanc of th Projct Brif agrmnt with th Projct Managr on that prson s rsponsibilitis and objctivs confirmation with corporat or programm managmnt of projct tolrancs spcification of xtrnal constraints on th projct, such as quality assuranc approval of an accurat and satisfactory Projct Initiation Documnt, including that it complis with rlvant customr standards and policis, plus any associatd contract with th supplir dlgation of any Projct Assuranc rols commitmnt of projct rsourcs rquird by th nxt Stag Plan As th projct progrsss: provision of ovrall guidanc and dirction to th projct, nsuring it rmains within any spcifid constraints rviw of ach compltd stag and approval of progrss to th nxt rviw and approval of Stag Plans and any Excption Plans ownrship of on or mor of th idntifid risks, as allocatd at plan approval tim i, th rsponsibility to monitor th risk and advis th Projct Managr of any chang in its status and to tak action, if appropriat, to amliorat th risk approval of changs complianc with corporat or programm managmnt dirctivs At th nd of th projct: 9 assuranc that all products hav bn dlivrd satisfactorily assuranc that all Accptanc Critria hav bn mt approval of th End Projct Rport

2 AP P E N D IC2 rn rn rn rn approval of th Lssons Larnd Rport and th passag of this to th appropriat standards group to nsur action dcisions on th rcommndations for follow-on actions and th passag of ths to th appropriat authoritis approval, whr appropriat, of a Post-Projct Rviw Plan projct closur notification to corporat or programm managmnt Th Projct Board owns th procss Th Projct Board is ultimatly rsponsibl for assuranc that th projct rmains on cours to dlivr th dsird outcom of th rquird quality to mt th Businss Cas dfind in th Projct Initiation Documnt According to th siz, complxity and risk of th projct, th Projct Board may dcid to dlgat som of this Projct Assuranc rsponsibility Th Projct Board should approv and funding changs Rsponsibilitis of spcific mmbrs of th Projct Board ar dscribd in th rspctiv sctions that follow Excutiv Th Excutiv is ultimatly rsponsibl for th projct, supportd by th Snior Usr and Snior Supplir Th Excutiv s rol is to nsur that th projct is focusd throughout its lif cycl on achiving its objctivs and dlivring a product that will achiv th projctd bnfits Th Excutiv has to nsur that th projct givs valu for mony, nsuring a cost-conscious approach to th projct, balancing th dmands of businss, usr and supplir Throughout th projct, th Excutiv owns th Businss Cas Spcific rsponsibilitis rn Ovrs th dvlopmnt of th Projct Brif and Businss Cas Ensur that thr is a cohrnt projct organisation structur and logical st of plans rn Prpar and rport to th Corporat Managmnt through Excutiv Rports on a wkly basis Authoris customr xpnditur and st stag tolrancs rn Monitor and control th progrss of th projct at a stratgic lvl, in particular rviwing th Businss Cas continually (9 at ach nd stag assssmnt) rn Ensur that any proposd changs of scop, cost or timscal ar chckd against thir possibl ffcts on th Businss Cas rn Ensur that risks ar bing trackd and mitigatd as ffctivly as possibl rn Brif corporat managmnt about projct progrss rn Organis and chair Projct Board mtings rn Rcommnd futur action on th projct to corporat managmnt if th projct tolranc is xcdd

AP P E N D 1x2 - rn H Approv th End Projct Rport and Lssons Larnd Rport and nsur that any outstanding issus ar documntd and passd on to th appropriat body Approv th snding of th projct closur notification to corporat managmnt Ensur that th bnfits hav bn ralisd by holding a post-projct rviw and forward th rsults of th rviw to th appropriat stakholdrs Th Excutiv is rsponsibl for ovrall businss assuranc of th projct, i, it rmains on targt to dlivr products that will achiv th xpctd businss bnfits, and that th projct will b compltd within its agrd tolrancs for budgt and schdul Businss assuranc covrs: Validation and monitoring of th Businss Cas against xtrnal vnts and against projct progrss Kping th projct in lin with customr stratgis Monitoring projct financ on bhalf of th customr Monitoring th businss risks to nsur that ths ar kpt undr control Monitoring any supplir and contractor paymnts Monitoring changs to th Projct Plan to s whthr thr is any impact on th nds of th businss or th projct Businss Cas Assssing th impact of potntial changs on th Businss Cas and Projct Plan Constraining usr and supplir xcsss Informing th projct of any changs causd by a programm of which th projct is part (this rsponsibility may b transfrrd if thr is othr programm rprsntation on th projct managmnt tam) Monitoring stag and projct progrss against th agrd tolrancs If th projct warrants it, th Excutiv may dlgat som rsponsibility for th businss assuranc functions Th Projct Board is not a dmocracy controlld by vots Th Excutiv is th ky dcision makr with advic and commitmnts from othrs Snior Usr Th Snior Usr is rsponsibl for th spcification of th nds of all thos who will us th final product(s), for usr liaison with th projct tam and for monitoring that th solution will mt thos nds within th constraints of th Businss Cas in trms of quality, functionality and as of us Th rol rprsnts th intrsts of all thos who will us th final product(s) of th projct, thos for whom th product will achiv an objctiv or thos who will us th product to dlivr bnfits Th Snior Usr rol commits usr rsourcs and monitors products against rquirmnts This rol may rquir mor than on prson

APPENDIU to covr all th usr intrsts For th sak of ffctivnss th rol should not b split btwn too many popl Spcific rs pons i bi I it is Ensur th dsird outcom of th projct is spcifid Mak sur that progrss towards th outcom rquird by th usrs rmains consistnt from th usr prspctiv Promot and maintain focus on th dsird projct outcom Ensur that any usr rsourcs rquird for th projct ar mad availabl Approv Product Dscriptions for thos products that act as inputs or outputs (intrim or final) from th supplir function or will affct thm dirctly Ensur that th products ar signd off onc compltd Prioritis and contribut usr opinions on Projct Board dcisions on whthr to implmnt rcommndations on proposd changs Rsolv usr rquirmnts and priority conflicts Provid th usr viw on Follow-on Action Rcommndations Brif and advis usr managmnt on all mattrs concrning th projct Th assuranc rsponsibilitis of th Snior Usr ar that: 9 Spcification of th usr s nds is accurat, complt and unambiguous Dvlopmnt of th solution at all stags is monitord to nsur that it will mt th usr s nds and is progrssing towards that targt Impact of potntial changs is valuatd from th usr point of viw Risks to th usrs ar constantly monitord Quality chcking of th product at all stags has th appropriat usr rprsntation Quality control procdurs ar usd corrctly to nsur products mt usr rquirmnts Usr liaison is functioning ffctivly Whr th projct s siz, complxity or importanc warrants it, th Snior Usr may dlgat th rsponsibility and authority for som of th assuranc rsponsibilitis Snior Supplir Rprsnts th intrsts of thos dsigning, dvloping, facilitating, procuring, implmnting and possibly oprating and maintaining th projct products Th Snior Supplir is accountabl for th quality of products dlivrd by th supplir(s) Th Snior Supplir rol must hav th authority to commit or acquir supplir rsourcs rquird It should b notd that in som nvironmnts th customr might shar dsign authority or hav a major say in it If ncssary, mor than on prson may b rquird to rprsnt th supplirs

AP P E N D I-Xj i Spcific rsponsibilitis Agr objctivs for supplir activitis Mak sur that progrss towards th outcom rmains consistnt from th supplir prspctiv Promot and maintain focus on th dsird projct outcom from th point of viw of supplir managmnt Ensur that th supplir rsourcs rquird for th projct ar mad availabl Approv Product Dscriptions for supplir products Contribut supplir opinions on Projct Board dcisions on whthr to implmnt rcommndations on proposd changs Rsolv supplir rquirmnts and priority conflicts Arbitrat on, and nsur rsolution of, any supplir priority or rsourc conflicts Brif non-tchnical managmnt on supplir aspcts of th projct Th Snior Supplir is rsponsibl for th spcialist intgrity of th projct Th supplir assuranc rol rsponsibilitis ar to: ' Advis on th slction of dvlopmnt stratgy, dsign and mthods Ensur that any supplir and oprating standards dfind for th projct ar mt and usd to good ffct Monitor potntial changs and thir impact on th corrctnss, compltnss and intgrity of products against thir Product Dscription from a supplir prspctiv Monitor any risks in th production aspcts of th projct Ensur quality control procdurs ar usd corrctly, so that products adhr to rquirmnts If warrantd, som of this assuranc rsponsibility may b dlgatd to sparat supplir assuranc prsonnl Dpnding on th particular customr/supplir nvironmnt of a projct, th customr may also wish to appoint popl to carry out assuranc on supplir products Projct Managr Th Projct Managr has th authority to run th projct on a day-to-day basis on bhalf of th Projct Board within th constraints laid down by th board Th Projct Managr's prim rsponsibility is to nsur that th projct producs th rquird products, to th rquird standard of quality and within th spcifid constraints of tim and cost Th Projct Managr is also rsponsibl for th projct producing a rsult that is capabl of achiving th bnfits dfind in th Businss Cas Spcific rsponsibilitis Manag th production of th rquird products Dirct and motivat th projct tam Plan and monitor th projct Agr any dlgation and us of Projct Assuranc rols rquird by th Projct Board

m Produc th Projct Initiation Documnt Prpar Projct, Stag and, if ncssary, Excption Plans in conjunction with Tam Managrs and appointd Projct Assuranc rols and agr thm with th Projct Board Manag th risks, including th dvlopmnt of contingncy plans Liais with programm managmnt if th projct is part of a programm Liais with programm managmnt or rlatd projcts to nsur that work is nithr ovrlookd nor duplicatd Tak rsponsibility for ovrall progrss and us of rsourcs and initiat corrctiv action whr ncssary B rsponsibl for chang control and any rquird configuration managmnt Prpar and rport to th Projct Board through Highlight Rports and End Stag Rports Liais with th Projct Board or its appointd Projct Assuranc rols to assur th ovrall dirction and intgrity of th projct Agr tchnical and quality stratgy with appropriat mmbrs of th Projct Board Prpar th Lssons Larnd Rport Prpar any Follow-on Action Rcommndations rquird Prpar th End Projct Rport Idntify and obtain any support and advic rquird for th managmnt, planning and control of th projct B rsponsibl for projct administration Liais with any supplirs or account managrs May also prform Tam Managr and Projct Support rols Tam Managr Th Tam Managr s prim rsponsibility is to nsur production of thos products dfind by th Projct Managr to an appropriat quality, in a timscal and at a cost accptabl to th Projct Board Th Tam Managr rports to and taks dirction from th Projct Managr Spcific rsponsibilitis Prpar plans for th tam s work and agr ths with th Projct Managr Rciv authorisation from th Projct Managr to crat products (via a Work Packag) Manag th tam Dirct, motivat, plan and monitor th tam s work Tak rsponsibility for th progrss of th tam s work and us of tam rsourcs and initiat corrctiv action whr ncssary within th constraints laid down by th Projct Managr Advis th Projct Managr of any dviations from plan, rcommnd corrctiv action and hlp prpar any appropriat Excption Plans Pass back to th Projct Managr products that hav bn compltd and approvd in lin with th agrd Work Packag rquirmnts Ensur all Projct Issus ar proprly rportd to th prson maintaining th Issu Log

AP P E N D CX=2 I I Ensur th valuation of Projct Issus that aris within th tam s work and rcommnd action to th Projct Managr Liais with any Projct Assuranc rols Attnd any stag assssmnts as dirctd by th Projct Managr Arrang and lad tam chckpoint mtings and produc Chckpoint Rports as agrd with th Projct Managr Ensur that quality controls of th tam s work ar plannd and prformd corrctly Ensur that th appropriat ntris ar mad in th Quality Log Maintain, or nsur th maintnanc of, tam fils Idntify and advis th Projct Managr of any risks associatd with a Work Packag Ensur that all idntifid risks ar ntrd on th Risk Log Manag spcific risks as dirctd by th Projct Managr