Space Projects Roadmap

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Inception and Identification Stages

Introduction

This process is based on main activities and tasks required to manage the front-end of all space-based projects up to the end of the Identification Stage (including leased or crown-owned buildings). It is not intended to cover in detail activities related to any particular solution but rather provides a high level overview from the time a space requirement is identified to the completion of an Investment Analysis Report (IAR) that provides the recommended solution. The process is intended to be used as a guide for those having the role of Accommodation Manager, Project Leader or Project Manager. Relevant links are indicated for specific business line information, processes and templates to be used.

National Project Management System (NPMS) procedures apply to all space-based projects over 3,000 m2 rentable (regions) or 5,000 m2 rentable (National Capital Area / Parliamentary Precinct). For space-based projects under these limits, the NPMS principles remain applicable, however the level of effort and extent of documentation will vary depending upon a number of factors including the project size and complexity as well as the sensitivity of the project. For these smaller projects, see the principles of the NPMS methodology.

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Project Inception stage

Definition Phase

Objective

The purpose of the Definition Phase is to provide a forum for vetting real property proposals to ensure that proposed projects are in keeping with Public Services and Procurement Canada (PSPC) portfolio strategies and respond in the most effective manner possible.

Description of the Work

This phase consists of a formal assessment of proposed projects to ensure that proposals (including opportunities) are assessed against an established set of criteria, that results in a go/no-go decision being made.

Inputs

  • Problem statement. The issue or opportunity can be client-specific, portfolio-based, or asset-based
  • Current/existing program strategies (e.g. Client plans, National Investment Strategy, Regional Investment Strategy, Community Based Investment Strategy, Asset Management Plans, Building Condition Report, Client Accommodation Demand Strategy)
  • Workplace 2.0 Accreditation Reference Guide

Activities / Tasks

  1. Define Assessment
    1. Review and identify stakeholders
    2. Consult with stakeholders and document request and/or issue or opportunity
    3. Review client / asset requirement and determine as to whether a project should be initiated and whether it is consistent with existing program strategies, client accommodation strategy and overall government priorities (Client Accommodation Requirements Questionnaire (CARQ))
    4. Review Workplace 2.0 Accreditation Reference Guide
    5. Review and determine designation of project as Capital (to be capitalized) or Repair (to be expensed)
    6. Consider potential for impacts / benefits and identify risks
    7. Carry out or update Project Complexity and Risk Assessment (PCRA)
  2. Summarize Decision
    1. Identify funding source to provide seed money for project pre-planning to develop to PPA/LPA
    2. Obtain approval for initial assessment of risk and potential triggers
    3. Complete Definition Phase Checklist

Outputs

  • Signed Client Accommodation Requirements Questionnaire (CARQ)
  • Broad description of the nature of the request/issue/ opportunity.
  • Assessment of the proposal's consistency with related existing program strategies.

Deliverables

Control point

Control point Statement of Requirements Approval (SoRA)

Project Identification Stage

Initiation Phase

Objective

The purpose of the Initiation Phase is to analyze the Statement of Requirements to provide an initial description of the project objectives, and related issues sufficient to allow for a preliminary assessment on approach of the project within PSPC objectives (i.e. its necessity, its priority and the appropriate level of resources to commit to the next phase).

Description of the Work

The Initiation Phase includes two major activities: 1. Initiate Project (the activity of initial project administration) and 2. Assess Viability (the activity of assessing the potential for the project).

Inputs

  • Signed Client Accommodation Requirements Questionnaire (CARQ)
  • Approved Statement of Requirements
  • Tenant requirement package
  • Other currently known project parameters (client requirements)

Activities / Tasks

  1. Initiate Project
    1. Identify human resources to set up Project Team
    2. Create Project File Structure
    3. Create SIGMA Work Breakdown Structure Element (WBSE)
    4. Verify availability of drawings and specifications with regional/national geomatics office
    5. Assess and document the duty to consult with Aboriginal groups. If required, contact Legal Services for advice and establish an action plan.
    6. Create Preliminary Project Plan (PPP)
  2. Assess Viability
    1. Develop client requirements package
    2. Determine the need to develop Functional Program
    3. Initiate Fit-up Compliance Monitoring Form
    4. Assess impact on client space envelope, identify any special requirements and confirm client funding commitment as required
    5. Define Geographic Boundaries for new space requirement
    6. Define Project Parameters
    7. Review of existing Building Evaluation Report for compliance (level 1)
    8. Initiate Project Charter
    9. Update Preliminary Project Plan
    10. Complete Initiation Phase Checklist

Outputs

  • Drafted project charter
  • Existing Building Evaluation Report for compliance (level 1)

Deliverable

Control point

Control point Preliminary Project Plan Approval (PPPA)

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Feasibility Phase

Objective

The purpose of the Feasibility Phase is to develop the project requirements and identify a range of solutions that meet those requirements. The Feasibility Report provides the information base that will then be used, in the Analysis phase to evaluate solutions and determine the optimum project solution. Its level of detail will depend on the nature, complexity and sensitivities of the project.

Description of the Work

The function of this phase is to evaluate the project's potential for success, as well as to analyze the proposed project elements to ensure that they perform together as an operationally feasible concept. The Feasibility Phase includes two major activities: 1. Finalize Project Requirements (the activity to finalize the problem by verification of previous information and collection of more detailed requirements) 2. Identify Viable Solutions.

Inputs

  • Approved Preliminary Project Plan
  • Drafted project charter
  • Existing Building Evaluation Report for compliance (level 1)

Activities / Tasks

  1. Finalize Project Requirements
    1. Evaluate existing building performance if applicable (Crown or lease)
    2. Complete building conditions assessment for compliance to latest lease standards (lease evaluation and crown-owned)
    3. Validate and Complete Project Parameters
    4. Assess consistency with ARLU (Annual Reference Level Update)
    5. Review Workplace 2.0 Accreditation Evaluation Grid
    6. Prepare Functional Program
    7. Finalize Space Requirement
  2. Identify Viable Solutions
    1. Verify availability of space within PSPC's space inventory
    2. Identify Lease Acquisition Options as per the Framework and Processes for Leasing of Real Property in PSPCThis link is available only to clients with access to The Source, the PWGSC/PSPC intranet.
    3. Identify options and establish timeline and risks for each option
    4. Produce Feasibility Report (FR)
    5. Update key parameters of the Preliminary Project Plan (PPP)
    6. Complete Feasibility Phase Checklist

Outputs

  • Building conditions assessment
  • Functional Program (if required)
  • Finalized Space Requirement (Crown/space for lease acquisition as required)
  • PPP with updated parameters

Deliverable

Control point

Control point Feasibility Report Approval (FRA)

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Analysis Phase

Objective

The purpose of the Analysis Phase is to thoroughly examine and evaluate the viable options identified in the Feasibility Phase to arrive at the optimum solution that will satisfy the client's requirements and the project's constraints. The recommended solution together with other viable options and their respective cost estimates, timelines, risks, controls and evaluation criteria, will be put forward in the Investment Analysis Report (IAR) to obtain management authorization and funding commitment by means of Preliminary Project Approval (PPA) for projects in existing leased premises or Lease Project Approval (LPA) when lease acquisition or renewal is required. The level of effort required for this phase is dependent on the nature, complexity and sensitivities of the project.

Description of the Work

The Analysis Phase includes two major activities: 1. Analyze Information (the activity of validating all relative documentation), 2. Produce Approval Documents as per type of project (the activity of preparing an Investment Analysis Report and Submission Documents for Preliminary Project Approval or Lease Project Approval ).

Inputs

  • Building conditions assessment
  • Functional Program (if required)
  • Finalized Space Requirement
  • Approved Feasibility Report
  • PPP with updated parameters

Activities / Tasks

  1. Analyze Information
    1. Validate data in Feasibility Report
    2. Gather and Review all available Project Documentation
    3. Conduct Market Survey to establish market supply of space (if required)
    4. Establish cost estimate based on the identified possible procurement options
    5. Conduct Market Analysis to establish rental rate
    6. Review and confirm timeline and risks for each option
    7. Analyze Options
    8. Recommend Optimum Solution
    9. Establish target level for Workplace 2.0 Accreditation and incorporate into the Investment Analysis Report (IAR)
    10. Identify any non-compliance with The Government of Canada Workplace 2.0 Fit-up Standards and obtain approval as required.
      Note - Non-compliances are to be identified throughout the duration of the project and may commence in the Initiation Phase.
  2. Produce Approval Documents as per type of project
    1. Prepare IAR
    2. Complete a Risk Management Plan for the preferred option
    3. Obtain client's funding confirmation for client's accommodation costs (if needed)
    4. Finalize Project Charter (not required if no fit-up)
    5. Reconfirm or update Project Complexity and Risk Assessment (PCRA)
    6. If value of project over departmental delegation, prepare TB Submission Documents for PPA/LPA.
      Note - In the case of a lease option recommendation, consideration could be given to also prepare a request for LCA authority.
    7. If recommended option from the IAR is to enter sole source negotiation, prepare briefing note.
    8. Complete Analysis Phase Checklist.

Outputs

  • ADM decision on request for non compliance with Fit-up Standards as required
  • Market Survey Result
  • Market Analysis Report
  • Preliminary Workplace 2.0 Accreditation Evaluation Grid
  • Signed Project Charter
  • Risk Management Plan
  • Completed approval Documents for PPA or LPA
  • Completed TB Submission Documents if required
  • Completed Briefing Note for sole source negotiation if required

Deliverables

Control Point

Control point Preliminary Project Approval (PPA) or Lease Project Approval - LPA

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Identification Stage Close Out Phase

Objective

The purpose of the Identification Close Out Phase is to ensure an appropriate level of assessment, reporting, evaluation, handover exchange, and administrative closure has taken place that will provide enough directional detail to seamlessly proceed to the Delivery Stage.

Description of the Work

This final phase of the Identification Stage provides an executive summary of all significant developments, identifies any quality-related issues, and concludes with final stage closure.

Inputs

  • Approved Investment Analysis Report (IAR)
  • Risk Management Plan
  • Signed Project Charter
  • ADM decision on non compliance request with Fit-up Standards as required
  • PPA/ LPA/LCA (TB submission, if required) and Briefing Note (if Sole Source lease)

Activities / Tasks

  1. Close-Out Stage activities
    1. Gather team and client feedback and document lessons learned
    2. Review project files for completeness
    3. Complete Identification Close Out Document (ICOD)

Outputs

  • Completed feedback
  • Completed project files
  • Lessons Learned

Deliverable

Project Delivery Stage

Proceed to appropriate Delivery Stage Roadmaps: