Building and infrastructure projects are managed in-house by UTAS project managers.
A project manager (PM) is appointed when funding has been approved for a project. The funding source is usually the Capital Management Plan (CMP) but in some instances funding might be provided from another source. At this stage the level of funding is usually based on an indicative cost (accuracy of ±30%).
The project budget/cost will comprise all costs likely to be included within any contract and other project-related costs that will be external to the contract. These later costs will include all fees, any decanting or relocation costs (including storage or leasing costs) and fit-outs provided by University sections, usually ITR or Commercial Services and Development. Where a major refurbishment of existing space is proposed, it might be necessary to include an allowance to redress existing statutory problems or to meet current statutory requirements. In some instances this could include the provision of infrastructure such as disability access or additional car parking space.
The following project team members will also be identified in addition to the project manager:
- A project sponsor (PS) - has an oversight role and should be available to help resolve any problems that might arise
- A cost consultant - will provide cost estimates at appropriate stages of the project. If the cost rises above the approved budget, a hold point is triggered. The project manager will be expected to reduce the cost or advise the project sponsor and agree on the next course of action. A project cannot progress beyond a hold point if it does not conform to budget expectations.
- A project user group (PUG) - should include staff from the intended users of the space and other relevant University staff.
- A project working group (PWG) – will include user representatives with a detailed knowledge of the project requirements. Members may be part of the PUG but need not be.
- A TWP (technical working party) will include representatives from relevant technical areas within Property Services, representatives from other University sections such as ITR and WHS and could include technical staff from a faculty or school if appropriate; for example if a laboratory was included in the project.
Building works project management process
The project management system divides a project into three phases which are further split into a number of stages.
Feasibility phase (3 stages):
Procurement phase (4 stages)
Post construction phase
Project user groups and technical working parties
Project handover
