PURPOSE
The purpose of this procedure is to provide a guideline for defining project scope.
REFERENCES
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RESPONSIBILITIES
Project Manager (PM): The PM is responsible for seeing that the project scope is developed and approved by the proper stakeholders.
Program Review Committee (PRC): PRC is the scope approving authority in the Stormwater and Wastewater Programs.
Bond Oversight Committee: A Bond Oversight Committee is responsible for scope approvals in each Bond Program.
PROCEDURE
A project scope is the written summation of the purpose of a project, the intended result of a project, a description of the physical items to be constructed, and the expected deliverables from and responsibilities of the project participants. The project scope addresses the method and approach to be utilized to satisfy the project requirements within a specified time period for a given budget.
The PM, on receipt of the project assignment, will function as the Bureau of Engineering’s (BOE) representative. The PM will work with the Owner/Client Department and the project Technical Team to develop the project scope with all known limitations being addressed. The PM must assure that timely and complete communication is maintained between the project stakeholders. In the creation of the scoping document, it is critical that a differentiation be made between the Scope of Work to be constructed and the Scope of Services to be provided by the BOE. After the scope has been developed, the PM will, with technical support, present the project scope to the Client for approval and permission to proceed with the project.
The form of this approval varies from Program to Program. For the Wastewater and Stormwater Programs, the approval requires presenting the project, problem statement, and proposed solution to the PRC. At its monthly meetings, the PRC reviews the project, its justification, and funding and issues their approval and a work order number. After the Client’s formal approval of the project and scope, the project scope is set and cannot be changed without the prior written approval of the Client and BOE Program Manager. The PM is involved with the Technical Team to assist with the final scoping of a project and coordinate the project with the Client.
The following steps are utilized in the scoping of a project:
Initiation - The scoping process occurs in the pre-design phase of a project.
Scope Planning – The PM may also use the attached scope template and/or Client team meetings to develop a written scope statement as the basis for future project decisions.
Scope Definition – Major projects can be subdivided into different components of smaller deliverable units (work breakdown structure).
Budget and Schedule – The PM must also develop the total budget of a project that includes the construction cost and all other project delivery costs (e.g. BOE staff charges, real estate costs, permit fees, charges by other Bureaus and/or agencies, etc.). The schedule must be acceptable to the BOE Program Manager and the Client.
Scope Approval - Formalize acceptance of the project scope with the Owner/Client Department and BOE management.
Scope Change Control - Scope changes must be approved by the BOE Program Manager and the Oversight Committee.
Uniform Project Reporting System (UPRS) – Scope, Budget, and Schedule are then entered into UPRS.
Project scoping documents will include such items as:
Work Order
Project Title
Project Address
City Council District
Neighborhood Service Area
Thomas Guide Reference Building Number, as necessary
Owner/Client Department (including contact person, telephone number, e-mail address)
End User, if different from Client (including contact person, telephone number, e-mail address)
Project site description
Description of proposed project (library, fire station, sewer reconstruction, street widening, DOT site enhancement, seismic retrofit, etc.)
Project justification statement
Type of project (new construction, reconstruction, remodel, retrofit, design study, etc.)
Project details (sewer or storm drain pipe size, street width and number of lanes, number of floors, square footage, number of catch basins, special electrical or data requirements, landscaping, etc.)
Services to be provided by the Bureau of Engineering
Services to be provided by others
Time allowed for completion of services (i.e., Start and completion dates for design and construction)
Agreed cost for completion of services
Authorized budget and funding source(s)
Project priority ranking
RELATED PROCEDURES
LINKS / ATTACHMENTS
Links
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