Project Sizing Guide
Purpose
This document is intended to assist in deciding what sort of management overheads would be justified for a proposed project.
Instructions for Use
1. Evaluate the proposed work against each of the criteria in the Project Sizing Template section. Put a tick in the column that best describes the work for each of the criteria.
2. Discuss your evaluation of the project with the Project Executive. This may change the placement of some of the ticks.
3. Add up the ticks in each column. The column with the greatest number of ticks determines the project category. If two columns have the same number of ticks, then regard the project as belonging in the more complex project category.
a. If the project is evaluated as a Task or Minor Works, the work may be managed using normal business processes. Each tick in the other Project columns for such work represents an explicit risk to the work. Create an entry in the Risk Log for each such tick, and work out how you will manage these risks. If there are many such ticks, the work should perhaps be managed as a Simple Project.
b. If the project is evaluated as a Simple Project, then each tick in the Standard and Complex Project columns represents an explicit risk to the project. Create an entry in the Risk Log for each such tick, and work out how you will manage these risks.
c. If the project is evaluated as a Standard Project, then each tick in the Complex Project columns represents an explicit risk to the project. Create an entry in the Risk Log for each such tick, and work out how you will manage these risks.
4. For projects, use the Project Framework applicable to the agreed project size (simple, standard or complex). The Process Framework is intended to indicate the level of project management that is implied by project size.
The Control Implications section provides guidance on how the sizing of the project should be reflected in project governance and management arrangements. The Information Implications section provides guidance on the information and documents that should be gathered for the project, depending on the project sizing.
Project Type
Criteria Task or Minor Works
Simple Project
Standard Project
Complex Project
Strategic importance The outcomes of the work
will not directly impact achievement of objectives for a single Functional Area
The outcomes of the project may directly impact achievement of objectives for a single Functional Area
The outcomes of the project will directly impact achievement of objectives for a single Functional Area
The outcomes of the project will directly impact
achievement of objectives for one or more Functional Areas or one or more organisations
Visibility The work will only be visible
to a Line Manager
The project will only be visible to a General Manager
The project will be visible to a Vice Principal
The project will be visible to the University as a whole
Client impact Work outcomes have little or
no operational impact
Project outcomes have minimal operational impact
Project outcomes have moderate operational impact
Project outcomes have major impact on operations
Sizing Indicators Budget < $60k Budget < $200K Budget < $1M Budget > $1M
Project Approach Will only use internal staff
and existing panel members
There is a requirement to engage one consultant as well as internal staff
The project engages multiple consultants as well as internal staff
The project is technically complex, with multiple consultants engaged
Stakeholders Only a single faculty or
departmental group stakeholder
There are more than one stakeholders, in a single Faculty/ departmental group only
There are several stakeholders in one or two Faculties/
departmental groups
There are many stakeholders in every Faculty or departmental group and/or from external organisations
Funding Funding < $60k is from a
single source
Funding <$500k is from a single source
Funding <$1M is from multiple sources
Funding is from multiple sources >$1M
Dependencies / Integration
No dependencies or inter-related work exist
No minor dependencies or inter-related projects exist
Some major
dependencies or inter-related projects exist
Significant dependencies or inter-related projects exist
Expected number of major review points
Project Type
Criteria Task or Minor Works
Simple Project
Standard Project
Complex Project
Risks associated with achieving objectives
There are minimal risks associated with the work
There are low level risks associated with the project
There are medium level risks associated with the project
There are high level risks associated with the project
Complexity of Construction Work
Standard construction techniques required
Some techniques may be beyond standard but all work completed within the one stage
Project requires demolition, propping barricading, dust protection or similar
Project requires decanting, multiple stages,
modifications to existing structures or extensive changes to services
Control Implications
of Work Sizing
Work Type
Implications Task or Minor Works Simple Project Standard Project Complex Project
Program Governance Manager level General Manager Building and Estates Committee Building and Estates Committee
Project Governance Line Manager Executive only Project Board Project Board
Assurance Carried out by Line Manager Carried out by Executive Carried out by assigned Project Board members Carried out by assigned Project Board members, or delegated to third parties with subject matter expertise
Stakeholder engagement
Directly by Line Manager Directly by Executive Directly by Executive and other Project Board members
Stakeholders organised into User Groups and Reference Groups. Each Project Board member assigned specific responsibilities
Project Management Line Manager manages the work Project Manager is at least 20%
available to the project
Project Manager is at least 60% available to the project
Project Manager is 100% available to the project
Organisational structure
No formal structure required Informal project team structure Formal structure, formal role descriptions Formal structure, formal role descriptions, separate teams
Planning and control This work is a task – Normal Business Process to be followed
Use the process model for a Simple Project and adjust as necessary
Use the process model for a Standard Project and adjust as necessary
Use the process model for a complex project and adjust as necessary
Staging No staging required Merged Project Definition and Project Initiation stages, one Delivery stage only
Separate Project Definition and Project Initiation stages, and several Delivery stages, with informal Project Board reviews between each stage
Separate Project Definition and Project Initiation stages, and several Delivery stages, with formal Project Board reviews between each stage
Document Implications
of Project Sizing
Project Type
Product Task or Minor Works Simple Project Standard Project Complex Project
[0] Pre-Project
Project Mandate Optional Recommended Mandatory Mandatory
[1] PD - Project Definition
BR File components BR File Including: - EH&S Checklist - Tender Summary Sheet - Project Commencement Checklist
-Project Completion Checklist
Not required Mandatory Mandatory Mandatory
Project Brief components Project Brief Including: Project Definition
Not required Recommended Mandatory Mandatory
Project Approach Not required Recommended Mandatory Mandatory
Outline Business Case
Including:
- Feasibility Study Checklist - Project Budget
Not required Recommended Mandatory Mandatory
Project Quality- Client Interview Sheet - Room Data Sheet - Stakeholder Checklist - Sketch drawings
Not required Recommended Mandatory Mandatory
Key Project Risks Recommended Mandatory Mandatory Mandatory
Operational Impacts and Stakeholder Analysis
Recommended Mandatory Mandatory Mandatory
Project Type
Product Task or Minor Works Simple Project Standard Project Complex Project
Risk Log Optional Mandatory Mandatory Mandatory
Approvals Log Not required Not required Mandatory Mandatory
Initiation Stage Plan
(for the ‘Initiate Project’ stage)
Not required Not required Mandatory Mandatory
Approval to Commence Project Initiation
Not required Not required Mandatory Mandatory
Request for Quotation / Proposal
Mandatory Mandatory Mandatory Mandatory
Project Start Notification Not required Mandatory Mandatory Mandatory
[2] IP - Initiate Project
Project Plan Components
Project Plan Not required Not required - attach a Task list or Schedule to Project Brief
Mandatory Mandatory
Project Organisation Structure Including: - Role Descriptions
Not required Not required Mandatory Mandatory
Project Schedule Not required Not required Mandatory Mandatory
Communication Plan Not required Not required Mandatory Mandatory
Project Quality Plan Not required Not required Mandatory Mandatory (as separate document)
Acceptance Criteria Not required Not required Mandatory Mandatory
Configuration Management Plan
Not required Not required Recommended Mandatory
Project Controls Not required Not required Recommended Mandatory
Schematic Design Not required Recommended Mandatory Mandatory
Business Case Components Business Case Including: - Project Description
Optional – Outline Business Case Recommended – Outline Business Case
Project Type
Product Task or Minor Works Simple Project Standard Project Complex Project
Dependencies and Constraints
Recommended Mandatory Mandatory Mandatory
Options Recommended Mandatory Mandatory Mandatory
Other Key Documents – Initiate a Project
Issue Log Not required Recommended Mandatory Mandatory
Quality Log Recommended Recommended Mandatory Mandatory
Project Issue (Project Variation, Off-Spec, Request for Change)
Not required Recommended Mandatory Mandatory
Request for Quotation / Proposal
Not required Mandatory Mandatory Mandatory
Contract Documentation
(Work Order / Contract)
Mandatory Mandatory Mandatory Mandatory
Project Resourcing Agreements (Charge Code)
Mandatory Mandatory Mandatory Mandatory
Stage Plan
(for Next Stage)
Not required As required Mandatory Mandatory
Project Approval Not required Mandatory Mandatory Mandatory
[3] CS – Control a Stage
Contract / S.O.W Mandatory -(= service agreement + work order)
Mandatory Mandatory Mandatory
Minutes from Site Meetings
Not required Mandatory Mandatory Mandatory
Project Monthly Report
(PM to Project Board)
Not required As required (by duration of project) Mandatory Mandatory
Project Type
Product Task or Minor Works Simple Project Standard Project Complex Project
Defect / Non Compliance Notification
As required (mandatory for EHS) As required (mandatory for EHS) As required (mandatory for EHS) As required (mandatory for EHS)
Project Variation As required As required As required As required
[4] SB – Stage Boundary
Lessons Learned Log N/A Mandatory Mandatory Mandatory
End Stage Report N/A As required (if multiple stages) Mandatory Mandatory
Stage Plan
(for Next Stage)
Project Type
Product Task or Minor Works Simple Project Standard Project Complex Project
[5] TR – Transition
Project Post Occupancy Survey
Not required Mandatory Mandatory Mandatory
As Built plans and drawings received
Not required Mandatory Mandatory Mandatory
Warranties and Manuals received
Not required Mandatory Mandatory Mandatory
Certificate of Practical Completion
Not required Mandatory Mandatory Mandatory
Certificate of Occupancy Not required Mandatory Mandatory Mandatory
[6] CP – Close Project
Project Closure Document Components Project Closure
Document, including
Not required Recommended Mandatory Mandatory
End Project Report Not required Recommended Mandatory Mandatory
Post-Project Review Plan Not required Recommended Mandatory Mandatory
Follow-on Actions –Including Defect List
Not required Recommended Mandatory Mandatory
Lessons Learned Report Not required Recommended Mandatory Mandatory
Other Key Documents – Project Closure Acceptance of Completed
Work
Mandatory Mandatory Mandatory Mandatory
Final Completion Certificate
Not required Mandatory Mandatory Mandatory
Project Completion Checklist
Document control
Approvals
Version No. Approval Date Name Title Signature/Email ref
Review history
Version No. Review Date Name Title
Version history
Version No. Version Date Summary of Changes Prepared by:
Template control
Delete the template control page prior to using/publishing your document.
Template Name Location
Project Sizing Guide \\is-fs1b\propbuild\Procedures\ProjectManagement\Templates
Template approvals
Version No. Approval Date Name Title Signature/Email ref
002 26/06/2012 Leo Fincher-Johnson Construction Manager, Major Projects
26 Jun 2012 L. Fincher-Johnson
Template review history
Version No. Review Date Name Title
002 06/06/2012 Brendan Jordan Project Manager
Template version history
Version No. Version Date Summary of Changes Prepared by
001 19/10/2009 Original document. Jeremy Smith
002 06/06/2012 Fields added to increase usability and to enable forms so that a global search and replace can be used to auto-populate project specific name, number, project manager name, and building number. Format amended to align with ITS and standard document controls added.
