Construction Project Brief Template4

7/30/2019 Construction Project Brief Template4

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Plymouth City Council Project Management System

Project Brief

Project Brief

Purpose of this document

To provide a firm foundation for the initiation of the project. If approval is given to proceed to production of a

Capital Programme Business Case (CPBC), the Project Brief is extended and refined into the Project

Execution Plan.

For construction projects, the Project Brief is a formal statement of the objectives and functional and

operational requirements of the finished project. It should be in sufficient detail to enable the construction

team to execute the design and specification of the work and is therefore an essential reference for the

construction team.

The Project Brief is a key document in its own right. It is the basis of the Project Initiation Document, which

gives the direction and scope of the project and forms the 'contract' between the project team and corporate

or programme management. Any significant change to the material contained in the Project Brief will thus

need to be referred to corporate or programme management.

For construction projects the Project Brief is a key component of the Project Execution Plan.

Fitness for purpose content:

Does the Project Brief accurately reflect the mandate for the project?

Does it form a firm basis on which to initiate a project?

Does it indicate how the customer will assess the acceptability of the finished product(s)?

The Project Brief is to be developed between the Client SRO and the Portfolio Manager and should be

approved by the Project Board as the basis for the scheme.

Document HistoryRevision History

Revision date Author Summary of Changes New Version Ref:

08/09/09 John London Locked form & inc develop and update sections V1.1

Distribution HistoryName Title Date of Issue Version

Project Services team

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Status: Final Page 1 of 14

Filename: 144267160.doc Author: John London Date of Issue: 09/05/2013Comments:
http://www.plymouth.gov.uk/homepage.htm


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Project Brief

1. Project Appraisal Stage.....................................................................................................22. Project Proposal Stage......................................................................................................33. Project Design Stage.........................................................................................................44. Project Particulars..............................................................................................................6

Introduction.........................................................................................................................6Aim/Vision...........................................................................................................................6Outcomes...........................................................................................................................6Scope:.................................................................................................................................6Objectives, Outputs & Targets: .........................................................................................6Project Success Criteria.....................................................................................................7Key Assumptions ...............................................................................................................7Constraints.........................................................................................................................7External Factors.................................................................................................................7Project Brief Deliverable Items...........................................................................................7(Inter)dependencies............................................................................................................7

Key Milestone Dates: .......................................................................................................7Key Risks: ..........................................................................................................................7Stakeholders.......................................................................................................................8Communications.................................................................................................................8Quality.................................................................................................................................8Other Comments:...............................................................................................................9

5. Finance...............................................................................................................................96. Proposed Project Team...................................................................................................107. Approval...........................................................................................................................10Appendix A Project Brief Deliverables..............................................................................13

1. Project Appraisal Stage

The Project Manager will prepare the Project Brief following ongoing consultation with the Client Lead, which

will typically include information on budgets/costs, timing, technical, contractual, legal, safety, fire, disability

requirements, planning/building consents, energy management and servicing/maintenance issues.

Refer to Project Brief Template for Project Brief Standard Format & Contents.

Responsibility: Project Manager

Output: Project Brief

The Project Manager shall produce a briefing report on the requirements of a feasibility study and complete

an Initial Project Proposal to allocate funds for a feasibility study to be completed. The report should include

the following sections:

Description of facility

Roles and responsibilities

Communication


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Project Brief

Extent and deliverables of the study

Reporting requirements

Procurement strategy

Programme


Output: Business Case

Prior to proceeding to Gateway Review No.1 the Project Manager shall ensure that the project has been

categorised as a major or minor works project.


Output: Project Category

The Project Manager will undertake an initial risk assessment and develop the Risk Register.


Output: Risk Register

For each viable proposal/option a financial appraisal is to be completed in order to clearly identify the

optimum business solution. This should include cost estimates for each construction solution and allowances

against some of the risk identified. This information will be fed into an updated business case for approval by

the Project Client.


Output: Updated Business Case

2. Project Proposal Stage

The Project Manager will update the Project Brief following the outcome of the previous stage. At this stage

the following items should have been considered and finalised:

Operational requirements and any functional relationships

Size of the facility, i.e. physical area

Specific technical requirements, e.g. design life, performance standards, procurement strategy and

alignment with framework agreements

Formal communication structure

The brief will be submitted to the Project Client for approval.


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Project Brief


Output: Updated Project Brief

The Project Manager shall also establish/update the Risk Register and review the status of the risk items as

part of the monthly/stage reporting.


Output: Updated Risk Register

The business case will be revised to match the updated elemental cost plan. This is a progressive task as

various elements of the design are developed and their specification finalised. Progressive approval for the

Project Client should be obtained.

Responsibility: Project ManagerOutput: Updated Business Case

3. Project Design Stage

The project manager will update the Project Brief following the outcome of the previous stage. At this stage

the following items should have been considered and finalised:

Functional layouts

Circulation/operational strategy

Phasing/Demolition/Decanting Strategies

Design Concept and Proposed Services Strategy

Procurement Strategy

The brief will be submitted to the Project Client for approval.


Output: Updated Project Brief

The Project Manager shall also establish/update the Risk Register and review the status of the risk items as

part of the monthly/stage reporting.


Output: Updated Risk Register

The business case will be revised to match the updated elemental cost plan. This is a progressive task as

various elements of the design are developed and their specification finalised. Progressive approval for the

Project Client should be obtained.


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Project Brief


Output: Updated Business Case


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Project Brief

4. Project Particulars

Project title:

References1:

Directorate:

Ward:

Service:

IntroductionBrief outline of any background to Project / (business / political) context.Include brief outline of rationale, who commissioned by, drivers etc.Where does it fit within wider Council Priorities):

Aim/VisionBrief description of the Aim or Vision of the Project (where appropriate link to Programme strategic vision):

OutcomesBrief description of all key Project- level outcomes which will be / are required to achieve the aim / vision.Statement of key benefits expected):

Scope:What is in the scope of the Project?

What is not in the scope of the Project?

Objectives, Outputs & Targets:What Objectives, Outputs and Targets will this Project deliver include list key Deliverables and products (with date/s)?

1Reference Number(s) applied by Department for Project Tracking


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Project Brief

Project Success CriteriaBy what / what criteria will allow us to confirm that the Project has delivered all of its Objectives, Outputs etc, etc i .e. link tomeasures of achievement of objectives, outputs & targets?

Key AssumptionsInclude details of any key Project-level assumptions made during planning / on which plans etc are basedState level of confidence

ConstraintsInclude any know difficulties / constraints (e.g. legislative compliance issues etc) that Project may well be liable to.

External FactorsBrief descriptions as to what external factors (e.g. Government reform, No.10 scrutiny, Spending Reviews, Efficiency Review, etc)that may impact on Project scope etc

Also assess how and what you are doing may impact on externals?

Project Brief Deliverable ItemsProvide deliverables as outlined inAppendix A.

(Inter)dependenciesAre there potential overlaps with other Delivery Programmes (or constituent Sub-Programmes or Projects) where ownership orissues etc needs to be clear?

Are there any interdependencies with i.e. what do we need from others / what do they want from this Project again need toidentify who owns etc:

Other organisation Projects and/or Programmes etc

Other Departments / external Programmes or Projects?

Key Milestone Dates:What are the key Milestone Dates that need to be tracked? (detailed Project milestone (and task) plan should be attached as

Annex as an MS Project GANTT chart)

Key Risks:

What are the key risks to the Project? - these should be attached (as an Annex) as a register and should include details ofidentified /developed countermeasure/s and any developed contingency plans (latter may well be developed as separate detailedcontingency plan)Include short description of how risks to be managed and any escalation ( to sub Programme/Programme -level etc) routes / linesInclude review of assumptions i.e. what happens if assumptions proved wrong?


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Project Brief

Key Issues:What are the live Project issues? These are problems which are an issue now and need fixing. (Detailed issues register should be

attached as an Annex)Again include short description of how to be managed / escalation lines etc.

Structure (i.e. Governance & Accountabilities):Detail how Project to be structured / governed i.e. by Project Board (include details (as Annexes) of constitution /membership;Structure; Terms of Reference; reporting formats and cycle/s; include details of meetings on Project plan as managementmilestones)

Attach Project organisation /structure diagram as Annex (include contact details of key roles i.e. SRO, Project (and appropriate)Support) Manager and key Project / partner leads). If Project fits within larger Programme then outline fit into wider ProgrammestructureDetail / name:

Project SRO (if appropriate) Project Director

Portfolio Manager

StakeholdersWho are the Projects key stakeholders / delivery partnersIndicate / assess level of interest? Identify key stakeholders. (Suggest construct stakeholder map - including key named contacts -and attach as Annex.)How will they be managed / kept in the loop / consulted (links to Communications see below)

CommunicationsBrief details of how Project-level communications are to be run / operate etc i.e. who, what, who? (may be complimented as moredetailed/separate Project Communications Plan / Strategy document (if required/not covered by strategic Programme-level planetc).

Quality

Brief description as to quality management / assuranceEvaluation plan

Current Status of Project and Plans:How far have you got with setting up your Project arrangements and creating plans?


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Project Brief

Other Comments:

5. Finance

Cash flow projection:Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar

FY08/09 Total: 0 0 0 0 0 0 0 0 0 0 0 0

FY09/10 Total: 0 0 0 0 0 0 0 0 0 0 0 0

FY10/11 Total: 0 0 0 0 0 0 0 0 0 0 0 0

FY11/12 Total: 0 0 0 0 0 0 0 0 0 0 0 0

FY12/13 Total: 0 0 0 0 0 0 0 0 0 0 0 0

OverallTotal:

Note: Retention will be accrued in the last month of the financial year in which the scheme completes

Revenue Costs: (Provide details of any ongoing revenue commitment attributable to the scheme)

Comments:

Funding Sources: (give details below and confirm status of funding e.g. secured and approved,conditional, etc)


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Project Brief

Comments:

6. Proposed Project Team

Corporate Director

Head of Service

Senior Responsible Officer

Accountable Project Officer

Finance Officer

Comments:

7. Approval

Departmental

Project meets the detailed requirements of the Department and the strategic requirements of the Council,financial implications are understood and supportable:


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Financial Year

Funding Source 08/09 09/10 10/11 11/12 12/13 FutureYears

Total

Capital Receipt Grants1, Contributions &

S.106/Development Tariff

2

Unsupported borrowing Supported borrowing Revenue3 Other* Other* Total 1 Provide details below of any time barring on grant funding3 Confirm status of revenue funding below, provide details of any increase required to the revenue budget.


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Project Brief

Signed: Head of Service on behalf of DMT

Date:

Comments:Stakeholder Name, Title and Role in Project:


Signed:

Date:

Comments:

Stakeholder Name, Title and Role in Project:


Signed:

Date:

Comments:



Signed:

Date:

Comments:



Signed:


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Project Brief

Date:

Comments:

A manually signed electronic copy of this form is to be retained by the Project Manager to be kept in theelectronic project file.


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Project Brief

Appendix A Project Brief Deliverables

Project Brief - Deliverable Items A1(Prelim Brief), C1(Stage C Brief), D1(Stage D Brief)

The following table summarises information which, if applicable, should be included within theProject Brief Document.

Deliverable

A1 C1 D1 Project Brief - Typical

1 - Required Space and Function

x x x a thorough description of the function or use, including quality standards

x x x the number of rooms and/or open areas required

x x x additional access, area for maintenance of equipment

x x x the numbers of people involved

x x x the space required for each activity

x x x the required minimum floor to ceiling height of each space

x x x frequency of use - continuous, permanent, or intermittent in hours or days

x x x special equipment, function, type, size, weightx x x any requirement for future flexibility or expansion

x x x statutory and corporate safety requirements

2 - Services required by each function

x x telecommunications - BT, Mercury and satellite communications

x x air conditioning

x x ventilation, extract

x x lighting

x x power - low voltage, high voltage, vacuum

x x piped gases

x x effluent treatment

x x wastes

x x water - potable, treated, H&C

x x heating/steam

x x IT

x x public access

x x fibre optic links

3 - Environmental control

x xtemperature, air changes, pressure zones, dust and particle control, fume

extraction, bacteria control

4 - Cleanliness standards

x x desired / required standards of cleanliness throughout area

5 - Environmental conditions

x x desired / required environmental standards throughout area

6 - Security

x x privacy

x x soundproofing

x x safety - theft, access, egress, fire, CCTV

7 - Hazardous activities

x x x radiation

x x x pollution

x x x chemicals

x x x bacteria

x x x vibrations

8 - Wall, floor, ceiling finishes

x x specify standards and specific type of finishes required


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Project Brief

9 - Relationships

x x relationships with which room/activity/function

x x define if room/activity/function is associated

10 - Interrelationship between function and local environment

x xInterrelationships between function and local environment

11 - Facilities provided by others

x x x services - type, quantity, volume

x x x waste treatment

x x x storage

x x x component/material supplies

x x x computing, data

x x x people movement

x x x access, egress, size, shape, flow rates

12 - Environmental factors

x x x impact on landscape

x x x security

x x x visual appearancex x x access

x x x delivery vehicles - size, shape, frequency, time

x x x parking - permanent, visitors

x x x protection against pollution of the environment

x x xplanning restrictions - constraints, public enquiry, conservation areas, listed

buildings, preservation orders, rights of light

x x x requirements of statutory authorities and services companies

x x site surveys of available sites


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Construction Project Brief Template4

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