Handbook of Project Management Procedures

Contents

Preface ix

Part 1: Introduction and general information 1-1

The Handbook and how to use it 1-1

Registration of holders 1-1

Handbook format 1-2

The Handbook as a set of guidelines 1-2

Glossary of terms 1-3

List of acronyms 1-8

References 1-9

Part 2: Projects – three integrated structures 2-11

Recognising projects as organised undertakings 2-11

Why project management? 2-11

Distinguishing characteristics of projects 2-13

Projects and their management 2-14

Project organisation structures 2-14

People roles within project teams 2-15

Project procedures and techniques 2-16

The three structures 2-16

The corporate organisation structure 2-16

Alternative forms of organisation 2-16

Functional organisation 2-17

Project organisation 2-18

Matrix organisation 2-19

Project support office 2-20

Policy guidelines 2-22

Working processes and procedures 2-22

In-house support 2-23

Auditing projects 2-23

Training 2-23

The project team and its structure 2-23

Organisational concepts 2-23

Functional project structure 2-24

Project task force structure 2-24

Matrix project structure 2-25

People and team skills 2-25

Work breakdown structure of a project 2-28

Part 3: Project management procedures 3-31

General comments 3-32

Procedure coding system 3-32

Procedure format 3-33

Headers and footers 3-33

Policy statement 3-33

Outcome 3-33

Process 3-33

Stakeholders 3-34

Standard forms 3-34

Exhibits 3-34

Referencing against the APM PMBOK 3-34

Handbook philosophy 3-34

Corporate policies 3-38

The role of corporate management 3-38

Delegated authority and responsibility 3-39

External support 3-39

Advisory panels 3-40

Using a project life cycle as the basis for understanding 3-40

Phases and stages 3-41

Other life cycles 3-42

Gateways and deliverables 3-42

Procedures during a stage 3-43

Project management skills transfer 3-46

Procedure register 3-47

Communications procedures (CN) 3-49

CN-001: Communications management plan 3-52

CN-002: Project registration 3-55

CN-003: Initiate a workshop 3-60

CN-004: Project manual 3-66

CN-005: Project coding and filing system 3-71

CN-006: Performance reviews (services) 3-75

CN-007: Performance reviews (works) 3-80

CN-008: Earned value management system (EVMS) 3-85

CN-009: Change report and change order 3-91

CN-010: Project auditing 3-96

CN-011: Serve a way-leave notice 3-102

CN-012: Vary a development plan 3-107

Cost procedures (CS) 3-112

CS-021: Cost management plan 3-113

CS-022: Budget type versus project stage 3-116

CS-023: Cost breakdown structure (CBS) 3-122

CS-024: Planned value (PV) 3-126

Human resources procedures (HR) 3-129

HR-041: Staff management plan 3-131

HR-042: Project organisation and team roles 3-136

HR-043: Role assignments and appointments 3-142

HR-044: Staff training programme 3-149

HR-045: Selection, appraisal and reward 3-155

Health and safety procedures (HS) 3-159

HS-051: Health and safety management plan 3-160

Procurement procedures (PT) 3-164

PT-061: Procurement management plan (services) 3-168

PT-062: Advertise to procure a service 3-174

PT-063: ‘Request for proposal’ document 3-181

PT-064: Prequalify potential service provider candidates 3-186

PT-065: Holding a bidders’ conference 3-191

PT-066: Evaluate external service proposals 3-195

PT-067: Specifying time and price requirements (services) 3-201

PT-071: Procurement management plan (works) 3-205

PT-072: Request to participate (works) 3-209

PT-073: Request for tender (works) 3-217

PT-074: Appointing a contractor 3-222

PT-075: Recording the works 3-229

PT-076: Communications during the works 3-234

PT-077: Reporting on the works 3-239

PT-078: Works measurement and payment certification 3-243

Quality procedures (QY) 3-251

QY-081: Quality management plan 3-252

QY-082: Product quality assurance 3-256

QY-083: Quality improvement response 3-261

Risk procedures (RK) 3-270

RK-101: Risk management plan 3-272

RK-102: Identify and qualify risk sources 3-276

RK-103: Quantitative risk assessment 3-282

RK-104: Risk response plan 3-288

Scope procedures (SE) 3-294

SE-121: Study and project charter 3-296

SE-122: Conceptualising alternative options 3-302

SE-123: Evaluating and ranking options 3-307

SE-124: Project requirements and information document (PRID) 3-312

SE-125: Work breakdown structure (WBS) 3-315

SE-131: Delivering the operations manual 3-318

Time procedures (TE) 3-320

TE-141: Time schedule management plan 3-322

TE-142: Project planning 3-325

TE-143: Estimating activity duration 3-328

TE-144: Scheduling the plan 3-332

Value procedures (VA) 3-337

VA-161: Value management plan 3-339

VA-162: Value planning exercise 3-343

VA-163: Value engineering exercise 3-348

VA-164: Value review 3-361

Part 4: Route maps – from coneption to completion 4-365

A Project life cycle: capital works project

B Procedures sequence: concept stage

C Procedures sequence: feasibility stage

D Procedures sequence: outline design stage

E Procedures sequence: statutory and legal stage

F Procedures sequence: detail design stage

G Procedures sequence: procurement stage

H Procedures sequence: construction stage

J Procedures sequence: commissioning stage