ESTABLSIHMENT OF THE MANAGEMENT SYSTEMS AND PROCESSES FOR THE

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					Terms of Reference –Infrastructure Project Management insert Project Name version X



4T17
Project Management Terms of Reference
Guidance Note: Highlighted areas should be inserted/modified. These TOR
(sections 1 to 4) should either form part of the performance agreement in the
case of an official mandated with this function or should form part of the
contract of a service provider (all sections).

ANNEXURE 1
ASSIGNMENT: PROJECT MANAGER: INFRASTRUCTURE PROGRAMME
FOR: insert organisation name & name of infrastructure programme to be
managed

TERMS OF REFERENCE

1.      ASSIGNMENT OBJECTIVE
The assignment objective is to insert assignment objective e.g ensure the
effective delivery of the infrastructure project set down within the infrastructure
plan within the specified timeframe, project scope and budget specified for the
project.

2.      BACKGROUND
Insert relevant background briefly refer to the process leading up to the
formulation of the infrastructure programme. Indicate the approvals and
mandates given with regard to the infrastructure programme and this project.
Add any project specific details.

3.    SCOPE OF WORK
The scope of work to be undertaken is to:
    Provide a summary of the Key Project objectives in terms of time,
      scope and cost. E.g.
      The project objectives is to design and construct a new 50 bed
      Regional hospital or 15 classroom school or XXX in accordance with
      prescribed requirements in XXX community / town. The project budget
      is R YYY which includes XXX but excludes XXX.

        The new facility shall be fully operational and handed over to the ZZZ
        Department by no later than dd/mmm/yyyy.

      Mobilize a project team to execute the project
      Formulate a project execution plan (PEP)
      Approve the plan (PEP)
      Implement the plan to effectively and efficiently deliver the project in
       terms of the PEP. Expand if appropriate
The major work components to be undertaken, associated steps and the
resultant deliverables to be achieved are set down below:

    1. Review project scope, budget and preconditions– comprising
       receipt and review of the approved Infrastructure Plan. It is essential
       that the Project Manager understands the nature and extent of the



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        projects to be implemented including the project scope outline, norms
        & standards, budgets and target dates for delivery.

        This work component will include the following main activities:
        a. Review of project scope, timetable and budgets
        b. Undertake detailed feasibility study
        c. Formulate project execution plan
        d. Register project with CIDB

        Deliverables to be achieved as a result of this activity comprise:
        1.1 Detailed feasibility study and project execution plan
        1.2 Register project with CIDB.

    2. Project Design – comprising formulation of the tender documents and
       project design workplan (specify who will approve the workplan).
       This work component will include the following main activities:
       a. Project is planned, designed and tender document produced;
       b. A workplan is developed;
       c. Preliminary plan approved by client and relevant authorities
       Deliverables to be achieved as a result of this activity comprise:
       2.1 Approved plan.

    3. Establishment and mobilization of project construction and
       commission – comprising establishing and mobilizing project
       construction.
       This work component will include the following main activities:
       a. Site establishment;
       b. Contractor’s work programme;
       c. Recruitment/mandating of programme management team;
       d. Operation & Maintenance guidelines prepared
       Deliverables to be achieved as a result of this activity comprise:
       3.1 Work programme
       3.2 Operation & Maintenance guidelines

    4. Manage Delivery of Project – comprising ongoing management of the
       project to achieve the project delivery on time to specification and
       within budget, including budget control, contract administration,
       monthly coordination, quality control, risk management, monitoring and
       reporting etc.
       This work component will include the following main monthly activities:
       a. Scope management of contracts;
       b. Administration of contracts, payment certification and confirmation;
       c. Cost control and forecasting of cash flows;
       d. Quality control;
       e. Time scheduling of the overall programme based on progress
           reporting from the project managers;
       f. Risk management;
       Deliverables to be achieved as a result of this activity comprise:
       4.1 Monthly composite progress report on time covering all PMBOK
       components;


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        4.2 Monthly certification of payments within specified time and
        confirmation of payments.

    5. Manage Handover of Projects – comprising managing the delivery of
       the projects to the client including scheduling quality audits, hand over
       process and timing, commissioning etc.
       This work component will include the following main monthly activities:
       a. Scheduling of hand over of projects and handover process;
       b. Coordinating the handover of projects including quality audits prior
          to handover,
       c. Managing the commissioning of the projects to ensure that they are
          handed over effectively to the operation & maintenance unit.

        Deliverables to be achieved as a result of this activity comprise:
        5.1 Projects completed and handed over to the client;
        5.2 Projects commissioned and responsibility handed over to the
        Operation & Maintenance units.

    6. Annual Work Plans – comprising formulation of the annual work plan
       for the projects to be implemented within the framework of the MTEF
       and annual budget cycle, Infrastructure Plan, Infrastructure Programme
       Implementation Plan and annual performance review of the
       programme.
       This work component will include the following main monthly activities:
       a. Annual performance review, identification of lessons learnt and
           recommendations for improvements;
       b. Formulation of the annual work plan for the programme within the
           framework of the IPIP;
       c. Consultations with stakeholders (insert who) regarding the annual
           work plan;
       d. Submission of the AWP for approval;
       e. Finalisation of the AWP if further inputs are required as instructed
           by the approving authority;
       f. Confirmation in writing of approval of the AWP by the approving
           authority.

        Deliverables to be achieved as a result of this activity comprise:
        6.1 Approved annual work plan.


4.      ACCOUNTABILITY
The service provider will be accountable to and under the direction of the
insert the assignment manager in the performance of the programme
management duties.

Note: if the programme management is to be performed by a service provider
then section 5 onwards should also be included. If the programme is
managed by internal resources then section 5 onwards are not required and
should be deleted.



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5.     ASSIGNMENT COST
Payment will be made on a time charge plus disbursements basis / fixed
price basis per deliverable (delete/expand as applicable). The price per
deliverable is set down in Table 2. A detail detailed budget per deliverable
inclusive of professional fees, disbursements and VAT is to be provided by
the service provider as an attachment Schedule 1. (note obtaining a detailed
cost break down budget may not be appropriate in all circumstances
particularly if the contract is fixed price per deliverable.

6.     TIMEFRAME
The timeframe for the issue of each deliverable is set down in Table 2
attached.

7.    ASSIGNMENT TEAM
The team who will work on the assignment and their charge out rates are set
down in table 1 below.

Table 1 Assignment Team
Name                    Function                                   Charge out Rate
                                                                   inclusive of VAT




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        Terms of Reference –Infrastructure Project Management insert Project Name version X



        8.         MILESTONE COST SCHEDULE

Table 2 Major Activities/Deliverables/Completion and Cost

Assignment : XXXinsert project name
                                                                                              Total Cost                        R 0.00


                                                                     Completion             Cost inclusive
                                                                                                           Sub Total per
             Activity                Deliverables                     Date per               of VAT per
                                                                                                             Activity
                                                                     Deliverable             Deliverable
insert major activities      insert deliverables related to each   insert completion date insert fixed price per   Insert the sub total of
                             major activity                            per deliverable    deliverable              cost per activity for all
                                                                                                                   the deliverables within
                                                                                                                   the activity




              Attachments
              Schedule 1 Detailed Budget (if applicable)




        4T17 Programme Manager Terms of Reference v4-0                                                      Page 5 of 5

				
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Description: ESTABLSIHMENT OF THE MANAGEMENT SYSTEMS AND PROCESSES FOR THE