T1-7 PROJECT MONITORING TEMPLATE by lanyuehua

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									MENU   PROJECT APPLICATION AND MONITORING


       Project Application


       Project Monitoring
                                                             Project Application for Pipeline Status
Complete only the
shaded areas
                                                     Municipality:                                                                           BACK TO MENU


                           Name of Contact Person:                   Tel No of Contact Person:          Email of Contact Person:




Project Identifying Details
Name of Project             Project Location: (Distance from         Type of existing development       No. of Existing Units                Type of CRU development
                           development to key socio economic node    (e.g. Hostel, flats, greenfield)                                        proposed
                           measured in minutes taken using public
                           transport on well established route)



                                                                     Ownership of existing land


                                                                                  National



EXISTING SITE AND UNITS                                                                                 MANAGEMENT OF EXISTING STOCK (WHERE APPLICABLE)
Size of erf in ha                                                                     5                 Who manages?
Condition of Units -External                                                                            Range of rentals
Condition of Units -Internal                                                                            No of Times Formally Billed per Annum
Zoning Status                                                                                           Total Rental charges previous financial year
No. Households presently in Occupation                                                                  Rentals collected during previous financial year
Status of existing occupants                                                                            Amount of increase(+)/decrease (-) in arrears over previous
                                                                                                        financial year

                                                                                                        No. repairs carried out in previous financial year.
                                                                                                        Total cost of repairs carried out in previous financial year.


PLANNED DEVELOPMENT                                                                                                                   COMMENTS AND ELABORATION
No. of Units from Conversion of Existing                                             50
No. of Infill Units Planned                                                         18
Proof of Demand for completed units                                        Existing Waiting List        Please elaborate here:

Monthly rental affordability level of demand group                                 R 900
Likely rentals for developed stock                                                R 1,200               Please explain how calculated:

Agreement from Council to use for CRU development                              Don't Know               Please give resolution no. or other relevant detail:
What organisation will manage completed units                                 Municipal Entity
                        No of Units Proposed




ING STOCK (WHERE APPLICABLE)




MENTS AND ELABORATION




levant detail:
                                                     Project Monitoring Report
Complete
only the
shaded                                    Municipality:


                Name of Contact Person:                    Tel No. of Contact Person:      Email of Contact Person




                Project Location:                          Type of housing project (i.e.   Type of CRU development      Number of Units
                                                           Social Housing, CRU, Job
                                                           Summit, etc)

                                                           CRU




    1           PROJECT VALIDATION                         ESTIMATED DURATION              DELIVERABLES                 STATUS
   1.1          Agreement to include in Project Pipeline                                   Details about the Land

   1.2          Appoint Project Manager                                                    Provincial
                                                                                           Municipal
                                                                                           Letter of appointment of
                                                                                           Project Manager by
                                                                                           Developer
   1.3      Town Planning
      1.3.1 Appoint Town Planner                                                           Letter of appointment of
                                                                                           Town Planner by Developer

                                                                                           Letter of acceptance of
                                                                                           appointment by Town
                                                                                           Planner
                                                                                           Town Planner's Preliminary
                                                                                           Report
      1.3.2     Change of zoning                           9 - 18 Months                   Zoning Application
      1.3.3     Consolidation of stands                    9 - 18 Months                   Zoning Certificate
      1.3.4     Urban design framework                     2 Months
   1.4          Submit Environment Assessment and          3-18 Months
                Township Establishment applications                                                                           0%

        1.4.1                                                                              Environmental Assessment
                                                                                           application
        1.4.2                                                                              Township Establishment
                                                                                           Application
      1.4.3 Proposal study
      1.4.4 Biological studies
   1.5      Preliminary Community Information                                              Preliminary Community
            Session                                                                        Information Session Report

   1.6          Social and Affordability Studies                                           Social & Demographic
                                                                                           Report
   1.7          Conduct Market Studies                                                     Market study report
   1.8          Decanting Where neccessary                                                 Peparation and decanting
   1.9          Secure Council Agreement to Develop                                        Council Resolution
                land for CRU
2         FEASIBILITY STUDY                         ESTIMATED DURATION   DELIVERABLES                    STATUS
2.1       Confirm Subsidy Funding of Feasibility                         Letter to Municipality
          Study                                                          granting allocation of
                                                                         fianancing for Feasibility
                                                                         under managment of
                                                                         Province
2.2       Feasibility Study Professional Team                            Letters of Appointment of
          appointment                                                    Professionals for Feasibility
                                                                         study
                                                                         Letters of Acceptance of
                                                                         appointment from
                                                                         Professionals
2.3       Completion of Scoping Feasibility                              Completed Scoping with all
                                                                         deatils submitted.
2.4       Assessment of Scoping Feasibility                              Assessment with decisions
                                                                         and any required variations.

2.5       Proceedd with Stage 2 of Feasibility                           Letter to Professional Team
                                                                         to proceed
2.6       Detailed feasibility prepared                                  Completed Detailed
                                                                         Feasibility
2.7       Feasibility assessed                                           Written result of
                                                                         assessment with any
                                                                         required variations.
2.8       Agreement to proceed to Detailed                               Letter from municipality +
          Design to Municipality                                         allocationfor Detailed
                                                                         Design in Prov. Budget

3         DETAILED DESIGN                           ESTIMATED DURATION   DELIVERABLES                    STATUS
3.1       Full Professional Team appointment                             Letters of appointment of
                                                                         Professional for post-
                                                                         feasibility study work
                                                                         Letters of Acceptance of
                                                                         appointment for post-
                                                                         feasibility study work by
                                                                         Professionals
          Site Development Plan application to                           Site Development Plan
          Council/Municipality                                           application approval
3.2       Architect's Design development            4 Weeks              Architectural Design
                                                                         Development Drawings
3.3       Engineering Design input                  2 Weeks              Engineering Design
                                                                         Development Drawings
3.4       Multi-disciplinary Service coordination   2 Weeks
3.5       Preliminary Cost Estimate by Quantity     2 Weeks              Quantity Surveyor's
          Surveyor                                                       Preliminary Cost Estimate

3.6       Application for Planning Approval to      2 Days               Building Plan application
                                                                                                             0%
          Municipality
    3.6.1 Site Development Plan approval            6 Weeks              Site Development Plan
                                                                         application approval
    3.6.2 Municipality Planning Approval            4 Weeks              Drawings bearing the
                                                                         Municipality 'APPPROVAL'
                                                                         stamp
3.7       Environmental Impact Assessment and                            Approval of Environmental
          Township Establishment Planning                                Impact Assessment (EIA)
          Approval                                                       Application

                                                                         Approval of Township
                                                                         Establishment Application
3.8       Client Approval                           1 week               Client letter of Design
                                                                         approval
3.9       Provincial allocation of financing and    1 Week               Letter an Contract Siugned
          agreement for Municipality to move to                          Province - Municipality
          implementation

4         IMPLEMENTATION                            ESTIMATED DURATION   DELIVERABLES                    STATUS
4.1       Start of Tender period                    6 weeks              Tender Notice
4.2       Close of Tender period                    1 Day                Tender Notice
4.3       Adjudication of received Tenders          3 Weeks
    4.4     Preparation & submission of Tender              1 Week                              Tender Adjudication Report
            Report
    4.5     Award of Tender by Client (Municipality)        3 Weeks                             Contractor appointment
                                                                                                letter
    4.6     Sign Contract with Contractor                   3 Weeks                             Client - Contractor Form of
                                                                                                Building Agreement
    4.7     Hand Site over to Contractor                    1 Week                              Site Handover Certificate
    4.8     Construction Contract Administration            Variable                            Construction Progress
                                                                                                Reports
   4.9      Practical Completion                                                                Compliance certificate
   4.10     Hand over completed facility to Client          4 Weeks                             First Delivery / Practical
                                                                                                Completion Certificate
   4.11     Train the Users, submit Maintenance             3 - 12 Months                       Final Completion Certificate
            Manuals & As-built documents
   4.12                                                                                         Final Account
   4.13                                                                                         Submission of User
                                                                                                Manual(s) by contractor to
                                                                                                client
   4.14                                                                                         Acknowledgement of
                                                                                                completed training in
                                                                                                premises use
   4.15                                                                                         Submission of As-built
                                                                                                drawings
   4.16     Final Completion                                                                    Certificate of Final
                                                                                                Completion
   4.17     Project Closure                                 4 weeks                             Signed Final Account



    A.        TECHNICAL DOCUMENTATION                            ESTIMATED DURATION                  DELIVERABLES                   STATUS
    A.1     Architect's Working Drawings                    6 Weeks                             Architectural drawings and
                                                                                                specifications
    A.2     Engineering Technical documentation             3 Weeks                             Engineering drawings and
                                                                                                specifications
    A.3     Multi-disciplinary Services coordination        3 Weeks

    A.4     Preparation of Tender documents                 4 Weeks                             Bills of Quantities
    A.5     Final Estimate by Quantity Surveyor             1 Week                              QS Priced Bills of
                                                                                                Quantities Estimate
    A.6     Client approval of Final Estimate               1 Week                              Client letter of approval of
                                                                                                Final Estimate
    A.7     Approval of subsidies                           1 Week                              Council/municipality letter of
                                                                                                approval and confirmation
                                                                                                of subsidies
    A.8     Final Funding Approval by Financiers                                                Funder’s letter of approval
            (Subsidies & Funders)                                                               and Confirmation of
                                                                                                Funding

Status
            Description of Outputs/ Deliverables
(%
            Required
Complete)
     N/A    The specific action is not applicable to the task.
    0%      Work has not begun on this task. The requisite inputs (information, data and authorisations) required to complete the work are being gathered.
   25%      Work has begun on the task. All requisite inputs (information, data and authorisations) are in place.
   50%      A first draft of the finaloutputs has been prepared and discussed at the appropriate levels, with the appropriate persons.

   75%      All field and desk work required for the completion of the task has been completed. Preliminary presentations, where necessary, have been delivered. Final discussions, formatting
            and approvals outstanding.
            The task has been completed successfully. The outputs have been discussed with all relevant stakeholders, and approvals/signoff have been obtained at all relevant points. All
   100%
            relevant documentation is in place and available.
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Project Pipeline Year- Feasibility




COMMENTS
COMMENTS




COMMENTS




COMMENTS
                                                  COMMENTS




o complete the work are being gathered.




ntations, where necessary, have been delivered. Final discussions, formatting

olders, and approvals/signoff have been obtained at all relevant points. All
0%


25%
Complete only the                                  Project Status Assessment Report
shaded areas
                                             Local Authority:
Name of SHI:            Name of Project and Location:           Type of housing programme (i.e.
                                                                Social Housing, CRU, Job
                                                                Summit, etc)

                        4
Name of Contact         Email of Contact Person:
Person:




                     1 PROJECT VALIDATION                       ESTIMATED DURATION
                    1.1 Identification of land

                    1.2 Appoint Project Manager




                    1.3 Town Planning
1.3.1                   Appoint Town Planner




1.3.2                   Change of zoning                        9 - 18 Months
1.3.3                   Consolidation of stands                 9 - 18 Months
1.3.4                   Urban design framework                  2 Months
                    1.4 Submit Environment Impact               3-18 Months
                        Assessment (EIA) and Township
                        Establishment applications
1.4.1


1.4.2


1.4.3                   Proposal study
1.4.4                   Biological studies
        1.5 Preliminary Community Information
            Session


        1.6 Social and Affordability Studies

        1.7 Conduct Market Studies
        1.8 Secure land with owner via agreement




         2 DEVELOPMENT APPRAISAL                        ESTIMATED DURATION
        2.1 Confirm Subsidy Allocation in the area




        2.2 Feasibility Study Professional Team
            appointment




        2.3 Preparation of Brief
2.3.1       Professional team receives client's         1 Day
            preliminary brief
2.3.2       Professional team consolidates the          7 Days
            client's brief
2.3.3       Architect appraises and interprets the      4 Days
            client's requirements
2.3.4       Professional team analyses information      7 Days
            related to available land
2.3.5       Architect and engineers marry the brief     2 Weeks
            with available land with regard to
            planning and statutory regulations
2.3.6       Quantity Surveyor advises on                2 Weeks
            preliminary project budget outlook
2.3.7       Architect coordinates a report detailing:

            Procedures to meet the client’s
            requirements
            The need (if other necessary
            Professions have not been appointed)
            for the appointment of consultants
             Methods of contracting
             Submission of report to client             1 Week

         2.4 Client approves Final Brief

         2.5 Preliminary consultation with Financiers

         2.6 Prepare Design Alternatives
2.6.1        Based on the technical and functional      1 week
             characteristics, the Architect prepares
             design concepts
2.6.2        Input on concepts from Engineers           1 week
2.6.3        Quantity Surveyor prepares preliminary     1 week
             cost estimates based on order of
             magnitude
2.6.4        Professional team develops an              1 week
             anticipated project programme
2.6.5        Preliminary design report is presented     2 Weeks
             to client
         2.7 Client input in Preliminary Design
2.7.1        Architect revises preferred concept        2 Weeks
             based on client’s input
2.7.2        In-put on concept from Engineers           1 Week
         2.8 Final Sketch design Scheme
2.8.1        Quantity Surveyor revises cost             2 Weeks
             estimates accordingly
2.8.2        All documents are compiled to form a       2 Weeks
             report – The Feasibility Study
2.8.3        Feasibility Study is submitted to the      1 Day
             client




         2.9 Approval of Feasibility Study              2 Weeks


         2.1 Client application for Subsidies




        2.11 Client application for Funding
         2.12 Second Community Information session




         2.13 Conditional Funding approval


2.13.1         Subsidy application lodged




2.13.2         Document verification
2.13.3         Data capturing
2.13.4         Preparation of internal motivation
2.13.5         Approval of subsidies




           3         DESIGN DEVELOPMENT                  ESTIMATED DURATION
          3.1 Full Professional Team appointment




               Site Development Plan application to
               Council/Municipality

          3.2 Architect's Design development            4 Weeks


          3.3 Engineering Design input                  2 Weeks


          3.4 Multi-disciplinary Service coordination   2 Weeks
          3.5 Preliminary Cost Estimate by Quantity     2 Weeks
              Surveyor

          3.6 Application for Planning Approval to      2 Days
              Municipality
3.6.1            Site Development Plan approval            6 Weeks


3.6.2            Municipality Planning Approval            4 Weeks




            3.7 Environmental Impact Assessment and
                Township Establishment Planning
                Approval




            3.8 Client Approval                            1 week




        4          TECHNICAL DOCUMENTATION                  ESTIMATED DURATION
            4.1 Architect's Working Drawings               6 Weeks


            4.2 Engineering Technical documentation        3 Weeks


            4.3 Multi-disciplinary Services coordination   3 Weeks

            4.4 Preparation of Tender documents            4 Weeks
            4.5 Final Estimate by Quantity Surveyor        1 Week

            4.6 Client approval of Final Estimate          1 Week


            4.7 Approval of subsidies                      1 Week




            4.8 Final Funding Approval by Financiers
                (Subsidies & Funders)




             5                    TENDER                    ESTIMATED DURATION
            5.1 Start of Tender period                     6 weeks
              5.2 Close of Tender period                   1 Day
              5.3 Adjudication of received Tenders         3 Weeks
              5.4 Preparation & submission of Tender       1 Week
                  Report
              5.5 Award of Tender by Client                3 Weeks




               6           IMPLEMENTATION                   ESTIMATED DURATION
              6.1 Sign Contract with Contractor            3 Weeks


              6.2 Hand Site over to Contractor             1 Week

              6.3 Construction Contract Administration     Variable

              6.4 Practical Completion




               7     DEFECTS LIABILITY PERIOD               ESTIMATED DURATION
              7.1 Hand over completed facility to Client   4 Weeks


              7.2 Train the Users, submit Maintenance      3 - 12 Months
                  Manuals & As-built documents




              7.3 Final Completion




               8          PROJECT CLOSURE                   ESTIMATED DURATION
              8.1 Project Closure                          4 weeks


Status         ( Description of Outputs/ Deliverables
% Complete)      Required
N/A    The specific action is not applicable to the task.
0%     Work has not begun on this task. The requisite inputs (information, data and authorisations) required
25%    Work has begun on the task. All requisite inputs (information, data and authorisations) are in place.
50%    A first draft of the finaloutputs has been prepared and discussed at the appropriate levels, with the ap
75%    All field and desk work required for the completion of the task has been completed. Preliminary prese
100%   The task has been completed successfully. The outputs have been discussed with all relevant stakeh
ssment Report

      Type of development      Number of Units Project
      (i.e. Greenfield,                        Submission
      Upgrading)                               Year




      DELIVERABLES             STATUS         COMMENTS
      Details about the Land

                                     0%
      Letter of appointment
      of Project Manager by
      Developer
      Letter of acceptance
      of appointment by
      Project Manager
                                     0%
      Letter of appointment
      of Town Planner by
      Developer
      Letter of acceptance
      of appointment by
      Town Planner
      Town Planner's
      Preliminary Report
      Zoning Application
      Zoning Certificate


                                     0%

      Environmental Impact
      Assessment (EIA)
      application
      Township
      Establishment
      Application
Preliminary
Community
Information Session
Report
Social & Demographic
Report
Market study report
Land Availability
Agreement (LAA)



DELIVERABLES              STATUS   COMMENTS
Letter to Client
granting In -Principle
Allocation of Subsidies
for the project

Letters of
Appointment of
Professionals for
Feasibility study
Letters of Acceptance
of appointment from
Professionals

                              0%




                              0%
Preliminary Brief
Report
Endorsement of Final
Project Brief


                          0%




                          0%




                          0%




Feasibility Study

Approved sketch
design
Approved preliminary
project budget
Approved sales
proposal
Client letter of
approval of Feasibility
Study
Acknowledgement
from
Council/Municipality of
lodged subsidy
application
Acknowledgement
from Funders of
lodged funding
application
Letters of
acknowledgement
from community
representatives of
consultation/
information sessions
Final Community
Demographic Report
Letter of pre-approval
of funding from           0%
Funders
 Acknowledgment
letter from Provincial
Housing of lodged
subsidy application




Client letter of
approval of subsidies



  DELIVERABLES           STATUS   COMMENTS
Letters of appointment
of Professional for
post-feasibility study
work
Letters of Acceptance
of appointment for
post-feasibility study
work by Professionals

Site Development
Plan application
approval
Architectural Design
Development
Drawings
Engineering Design
Development
Drawings

Quantity Surveyor's
Preliminary Cost
Estimate
Building Plan
                          0%
application
Site Development
Plan application
approval
Drawings bearing the
Municipality
'APPPROVAL' stamp

Approval of
Environmental Impact
Assessment (EIA)
Application
Approval of Township
Establishment
Application

Client letter of Design
approval



  DELIVERABLES            STATUS   COMMENTS
Architectural drawings
and specifications

Engineering drawings
and specifications




Bills of Quantities
QS Priced Bills of
Quantities Estimate
Client letter of
approval of Final
Estimate
Council/municipality
letter of approval and
confirmation of
subsidies
Funder’s letter of
approval and
Confirmation of
Funding



  DELIVERABLES            STATUS   COMMENTS
Tender Notice
Tender Notice

Tender Adjudication
Report
Contractor
appointment letter



 DELIVERABLES            STATUS   COMMENTS
Client - Contractor
Form of Building
Agreement
Site Handover
Certificate
Construction Progress
Reports
Compliance certificate




 DELIVERABLES            STATUS   COMMENTS
First Delivery /
Practical Completion
Certificate
Final Completion
Certificate
Final Account
Submission of User
Manual(s) by
contractor to client
Acknowledgement of
completed training in
premises use
Submission of As-built
drawings
Certificate of Final
Completion



 DELIVERABLES            STATUS   COMMENTS
Signed Final Account
ta and authorisations) required to complete the work are being gathered.
d authorisations) are in place.
e appropriate levels, with the appropriate persons.
n completed. Preliminary presentations, where necessary, have been delivered. Final discussions, formatting and approvals outstanding.
scussed with all relevant stakeholders, and approvals/signoff have been obtained at all relevant points. All relevant documentation is in place
ons, formatting and approvals outstanding.
 points. All relevant documentation is in place and available.
TYPE

Stabilisation
Demolition & site Rehabilitation
Refurbishment
Conversion
New Build Infill - Existing Site
New Build - Greenfield Site
Complete Re-development
Long Term Capital Maintenance


EXISTDEV

Hostel
Flats
Row Houses
Other Houses
Greenfield
Abandoned Buildings
Other




OWNERSHIPLAND

Municipality
Province
National
Other



LOCATIONA

In Town Centre
 5 mins journey
 15 mins journey
 30 mins journey
 More than 30 mins




OCCUPANTS

Signed tenancy agreement
Informal occupants
Unlawful Occupants
YES

Yes
No
Don't Know




Demand

Guess
Existing Waiting List
Demand Research/Survey


MANAGEMENT

Municipality
Province
Municipal Entity
Social Housing Institution
Other Agency



CONDITIONEXT

Derelict
Poor but Habitable
Medium
Good

								
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