1. Project office – How do we establish teams – relevant documents
INDUCTION PROGRAMME ON NRF GRANT SYSTEMS AND PROCESSES
27 January 2015

2. Areas to be covered
Project Teams
Project Documents

3. RISA Project Phases Phase 1 Pre-Project Phase Phase 2
Project Start-Up and Planning
Phase 3
Project Execution, Monitoring and Control
Phase 4
Project Close-Out & Handover
Phase 5
Post Project Implementation
Page 22
of the RISA PM Guide

4. This phase will be LED BY the RISA Executive Committee (REC).
Phase 1: Pre- Project Phase
Conceptualization, clustering of instruments and the identification of projects
Outcome is a list of all RISA projects:
Core funded projects
Contracts
International projects
Project mandates / objectives and funds committed for each project are approved
EDs are assigned projects to champion
EDs in turn, in consultation with Domain Directors, identify Project Leaders and Project Team Members (*ENGAGEMENT LETTERS)
DEP CEO, Chairs the REC
This phase will be LED BY the RISA Executive Committee (REC).

5. Project Teams GMSA: R. Jimmy Rev & Eval: L. Monyooe RCCE: F. Mazibuko
KM:
D. Selematsela
Finance:
H. Deist
Science Com: L. Raynard
Project Sponsor
R. Maharaj
Project Leader
N. Taole
I.T : Elinor Heathfield

6. Phase 2: Documents
Project Mandate Document (Contract/MoU/MoA/ToR/MTEF Allocation/ etc.) available
Signed Engagement Letter: Project Sponsor
Signed Engagement Letter: Project Leader
Signed Engagement Letter(s): Project Team Member

7. Phase 2: Start-Up and Planning
A single document that bring together key information about the project
It communicates key project information to all stakeholders
As a project baseline the PID is used to record, control and monitor project activities i.e. monitoring ACTUAL project work vs. PLANNED work
Key Outcome of PHASE 2 is an APPROVED PID
(PID - Project Initiation Document)

8. Phase 2: Start-Up and Planning
A RISA PID is made-up of 2 parts
PART 1
Funding Instruments Documents
(Domain Director)
PART 2
Project Plan & Project Schedule/Gantt Chart
(Project Leader)
NB: “PID” is a standard term used in PRINCE2 PM Methodology

9. Project Registered form Approved PID by Project Sponsor
Phase 2: Documents
Project Registered form
Approved PID by Project Sponsor
PID Part 1:
Framework Document/ Funding Guide/SOP/APP/ any other
PID Part 2:
Project Plan AND Project Schedule/Gantt Chart
Evidence of Project Kick Off meeting(s) – agenda, minutes, attendance register

10. RISA PROJECT REPORTING & ESCALATION
Phase 3: Execution, Monitoring & Control
RISA PROJECT REPORTING & ESCALATION
REC
Project Sponsors
Project Leaders
Team
Members
Domain Directors
Sponsor / EPM Reports
Project Status Report
Delivery Team
Workpackage Progress Reports
Delivery Team

11. Phase 3: Documents
Evidence of Project Execution Kick-off meeting - agenda, minutes, attendance register
Evidence of Project Reporting, Monitoring and Control
(risks & issues management; quality assurance)
Project Sponsor meetings held - agenda, minutes, attendance register
Project Team meetings held - agenda, minutes, attendance register
Updated Work Package on EPM (by Project Team Members)
Updated Project Status Reports on EPM (by Project Leader)
Evidence of Project Phase Review Meeting held - agenda, minutes, attendance register
Approved Project Change Request (PCR) Forms (where applicable)
Relevant phase documents e.g. screening spreadsheet, funding decision spreadsheet

12. Phase 4: Closure Project Close-Out Workshop
Project Close-Out Report (incl. Lessons Learnt)
Project Handover Report (to):
Domain Director
New Project Leader (where applicable for new project cycle)
EPM Close Out
Handover to Domain/New Project Leader
Project Closure Assessment (by Project Office)
PROJECT CLOSURE BY REC

13. Phase 4: Documents
Evidence of Project Close-out Workshop - Meeting - agenda, minutes, attendance register
Lessons Learned captured
Approved Project Close-out Report by Project Sponsor
Approved Project Handover Report by Project Sponsor
Evidence of Project Handover meeting - agenda, minutes, attendance register
Project Assessment Report – Project Office

14. Phase 5: Post-Project Implementation
In the RISA context this phase may for example be reached when one or more of the following apply:
The instrument has reached the end of its life cycle as per the contractual commitments.
The instrument is up for review.
The instrument is to undergo radical transformation post the last project cycle.
The instrument is to be terminated.
The instrument is to be relocated
Details of what happens in this phase will differ from project to project and Project Sponsors, Domain Directors and/or the REC will provide guidance in this regard

15. Phase 5: Documents
Evidence of Post- Project Implementation Review (PIR) process (where applicable)
Evidence that the management of the project was alignment to the approved RISA Project Management Guide

16. Conclusion
All documents must be saved on EPM at the end of each phase.
All records must be saved on ERDMS at the end of each phase.