Template for Project Proposal

1. INTRODUCTION

1.1 Background Information

Provide high level background information to the project.

1.2 Purpose of the Project Plan

The project plan provides planning and control tools to ensure that the project is successfully completed and implemented.

2. PROJECT PLAN 2.1 Project Charter

2.1.1 Contract / Appointment Details

Date of appointment, contract type, level of approval, etc.

2.1.2 Client Details

Name, contact details as per contract, address, etc.

2.1.3 The Company Responsible Person

Who in the Company is responsible and accountable for the successful delivery of the project.

2.2 Project Scope

2.2.1 Project Product

Brief description of the project product.

2.2.2 Project Deliverables

A list of the sub-products whose full and satisfactory delivery marks completion of the project.

2.2.3 Project Objectives

Quantifiable criteria (critical success factors) that must be met in order for project to be considered a success.

Criteria must include, at least, cost, schedule and quality measures. Objectives should have an attribute (e.g. Cost), a measurable value (e.g. Rands) and an absolute or relative target (less than X amount).

2.2.4 Terms of Reference

The Client’s Terms of Reference for the project.

2.3 Work Breakdown Structure

 Provide a detail Work Breakdown Structure

 Project Deliverables and Milestones

 High Level job allocation to be included

Page 2 of 6

Figure 1: The following is an example and by no means complete

2.4 Organisation Breakdown Structure

2.4.1 The Company’s Resources

Provide and OBS for the Company’s involved resources depicting lines of reporting.

Project E.g. Office Responsible Person

E.g. Person 1

Sub Project A E.g. Prelim Design Responsible Person

E.g. Person 2

Sub Project B E.g. Detail Design Responsible Person

E.g. Person 3

Sub Project C E.g. Documentation Responsible Person

E.g. Person 4

Sub Project D E.g. Implementation Responsible Person

E.g. Person 5

Task 1 E.g. Roads Design Responsible Person

E.g. Person 7

Task 2 E.g. Structural Design

Responsible Person E.g. Person 8

Task 3 E.g. Water and

Sanitation Responsible Person

E.g. Person 9

Activity 1 E.g. Geometric Design

Responsible Person E.g. Person 10

Activity 2 E.g. Pavement Design

Responsible Person E.g. Person 11

Activity 3 E.g. Drainage Design

Responsible Person E.g. Person 12

Figure 2: E.g.

Provide a detailed list of all the Company’s involved resources and their responsibilities

2.4.2 Sub Contractors

List the details of all Sub-Contractors that will be used on this project and their responsibilities.

Managing Director Person 1

Project Manager Person 2

Design Person 6

Planning Person 7

Construction Management Person 8

Prelim Design Person 9

Detail Design Person 10

Documentation Person 11

Page 4 of 6 2.4.3 Responsibility Matrix

Provide a detail task assignment and responsibility matrix. See following example template.

Table 1: Responsibility Matrix

PROJECT X

CONTRACT NO.

PROJECT RESPONSIBILITIES MATIX

Legend:

P = Primary Function I = Information A = Approve / Arrange S = Secondary Function D = Distribute

Technical Specifications Contractual Issues Design Drawings - Roads Drawings - Structures Drawings - Water Drawings - Sanitation Manuals Documentation Control Meetings Technical Meetings - Progress QA/QC Safety, Health and Risk Test Commissioning Close Out

Name Designation Company

2.5 Time Plan

Provide a time schedule linking WBS, deliverables and responsibilities. The time schedule must also provide interdependencies, milestones, critical paths, resources and progress.

2.6 The Project Budget

The project cost plan, budget and fees.

Also provide the internal distribution between Offices.

3. PROJECT EXECUTION AND CONTROL 3.1 Scope

Definition of scope change control systems which:

 Define circumstances under which scope changes can arise

 Control the process when changes do arise

 Provide for integrated management of the consequences of the changes – e.g. time and cost implications

3.2 Quality

Definition of project specific quality policies and standards, together with processes for ensuring the required quality standards will be achieved. [Typically best achieved by reference to the application and responsibilities for Inspection and Test Plans]. This also includes the Client’s project review and approval process.

3.3 Cost

Budget and commitment approvals for design, procurement and construction functions.

 Variation control for changes arising during project implementation

 Value engineering

 Cost monitoring (time sheets, disbursements, etc.), reporting and control systems and procedures

 Invoice schedule and milestone to achieve prior to invoice

3.4 Time

Programming methods and strategy for master and detail programmes, i.e.:

 Definition of programming techniques

 Review and updating frequency

 Progress monitoring and reporting systems and procedures

3.5 Risk

Definition of objectives and procedures for putting in place effective risk management.

Internal (e.g. Client may not have enough money and may cancel the project) and External risk analysis.

Describe how:

 Project risk will be managed

 Also list here all the assumptions made and risks identified in the project

 Early warning procedures

3.6 Communication

Specify all requirements for communications within the project and to the client / sponsor, likely to include:

 Official communication

 Meetings – schedule and processes

 Reporting requirements

 Documents distribution

 Document

 Handover

 Close out

3.7 Procurement

Strategies and procedures for tendering, selection and management of consultants, suppliers and

contractors should be defined.

Page 6 of 6 Additional Information

“Product Breakdown Structure” (PBS) is identified and the dependencies between the various products and sub-products are mapped in a product flow diagram. From this the Work Breakdown Structure (WBS) is identified and an assessment of the effort required to undertake the activities and tasks is made.

 Allocate resources required to undertake each activity of the Project Plan. A detailed resource assessment is required to identify the:

- Types of resources (labor, equipment and materials) - Total quantities of each resource type

- Roles, responsibilities and skill-sets of all human resources - Items, purposes and specifications of all equipment resource - Items and quantities of material resource.

1. The Project Plan is also to address the quality expectations, which must be clearly defined and achievable. This includes:

 Defines what quality means in terms of this project

 Lists clear and unambiguous quality targets for each deliverable.

 Outlines a plan of activities which will assure quality targets will be met.

 Identifies the techniques used to control the actual level of quality of each deliverable.

 Financial Plan - Identify funds required for each stage in the project, as well as the intended invoicing schedule. The total cost of labour, equipment and materials is quantified and an expense schedule is defined. This Plan also includes details of the invoice delivery, approval and payment strategy.

 Risk Plan – Project risk areas are identified and detailed by physical task related risks, degree of risk, mitigation arrangements and risk monitoring requirements.

 (Also mention OHS site issue)

 Communications Plan – This Plan identifies the types of information to be distributed, the method and frequency of distribution to stakeholders and the responsibilities of each person in the project team.

 Procurement Plan - The last planning activity within the Planning phase is to identify the elements of the Project which will be acquired from external suppliers to the project. The Procurement Plan provides a detailed description of the Products (i.e. goods and services) to be procured from suppliers, the justification for procuring each product externally, as opposed to from within the Company, and the schedule for procurement. It also references the Procedure for Procurement.

 Contract Suppliers - Although external suppliers may be appointed at any stage of the project, it

is usual to appoint suppliers after the Project Plans have been documented but prior to the

Execution phase of the project. Only at this point will the Project Manager have a clear idea of

the role of the supplier and the expectations for his/her delivery. The formal Procedure for

Procurement is invoked to identify a short-list of interested suppliers and select a preferred

supplier to meet the procurement needs of the project. This activity involves creating a

Statement of Work, a Request for Information and Request for Proposal to obtain sufficient

information from each potential supplier to select a preferred supplier. Once a preferred

supplier has been chosen, a Supplier Contract is agreed for the delivery of the requisite

product.