Capital Projects Training: Project Initiation Rick Larson 06/11/2010

2 CPPM, Chapter A1: Project Initiation A.Project Initiation Form (PIF) B.Project Initiation Folder C.Team Assignments D.Project Files E.Work Breakdown Structure (WBS) F.Client Communication Plan Project Initiation Checklist

3 A. Project Initiation Form (PIF) Highlights  Projects initiated from different directions  Required for all projects  Used to assess/assign project  Workflow on bottom of form Project Mgr PM Supervisor Resource Analyst Department Head Resource Analyst Distribution/File  Provide support documents Comments (How is it working?)

4 PIF – Budget Estimate Cover Sheet Highlights  Supports PIF Budget  Provides summary breakdown  Calculates costs ratios  Provide supporting documents  Use burden calculation worksheet Comments (How is it working?)

5 PIF – Burden Calculation Worksheet Highlights  Assists with burden calculation  Need to know fund source  Not currently in forms directory Update Estimate Cover Sheet file Coordinate with Mary Linton Comments (How is it working?)

6 B. Project Initiation (Orange) Folder Highlights  Used to initiate project through groups that provide support  Route to: LBNL Design Support EH&S Facilities Environmental Planner  Project Administrator responsible for: Preparing Circulating Expediting Comments (How is it working?) Project Routing Form EH&S Team Assignments Signed PIF Funding Approvals Scope Statement

7 B/C. Team Assignments Highlights  Assignment Form Project Mgr EH&S Design Support Fac. Environmental Planner Comments (How is it working?)

8 C. Project Team Directory Highlights  Generated after routing of assignment sheet  Project Administrator responsible for: Developing Maintaining Distributing Comments (How is it working?)

9 D. Project Files Highlights  Required for all projects  Official project record  Setup & maintained by Project Administrator  Forward all relevant project documents to Project Administrator  Use standard file directory  Directory can be tailored  Hard Copy file located in or “project office”  Reminder to use place- holder/sign-out sheet Comments (How is it working?)

10 E. Work Breakdown Structure (WBS) Highlights  Small Projects WBS = IRIS Project Tree Use template  Large Projects PED ~ IRIS Project Tree  A/E  Other Project Support  Project Mgmt Construction ~ IRIS Proj. Tree  Construction Contractor  Other Project Support  Project Mgmt  PM distributes to Project Team  Project Team verifies they are using correct Project ID  PM verifies PO costs are correct Comments (How is it working?)

11 F. Client Communications Plan Highlights  Required for all projects  Starts when PM is assigned  Completes at end of project  Plan should be tailored to project  Focus – Client/User/Sponsor, Project Team and support staff  Plan/schedule meetings with key project personnel to discuss: Scope, schedule, budget Critical decisions Risks Changes Review project progress (weekly/monthly?) Other project information  No standardized format Comments (How is it working?)

12 Project Initiation Checklist Highlights  Provided to assist PM and PA with process Comments (How is it working?)