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					                             TOOLKIT 2006
               For Infrastrucutre Delivery Management

              DELIVERY MANAGEMENT SYSTEM
                        Assisting to improve infrastructure delivery

Contents
Navigation
Schedule 1 Work Flow
Schedule 2 Delivery Management Work Processes
Schedule 3 Programme Set Up
Version 4.0




Developed by :
Construction Industry Development Board and National Treasury.

Component of the Public Sector Infrastructure Delivery Improvement Programme (IDIP)
                                 TOOLKIT 2006
            for Infrastructure Delivery Management
Navigating within the Delievery Management System
    hyperlinks to sections - click on the section you wish to go to
    Schedule 1 Work Flow
    Schedule 1.1 Summary of Work Flow within Delivery Management
    Schedule 1.2 Overview of Work Flow within Infrastructure Planning
    Schedule 1.3 Summary of Work Flow within Infrastructure Programme Management
    Schedule 1.4 Summary of Work Flow - Project Delivery - New Build Projects
    Schedule 1.5 Summary of Work Flow – Project Delivery – Refurbishment Projects
    Schedule 1.6 Summary of Work Flow – Project Delivery – Maintenance Projects
    Schedule 1.7 Summary of Work Flow – Project Delivery – Disposal Projects
    Schedule 1.8 Summary of Work Flow – Procurement


    Schedule 2 Delivery Management Work Processes
    1. Infrastructure Planning
    2. Infrastucture Programme Management
    3. Programme Implementation
    4. Project Delivery
    5. Procurement


    Schedule 3 Programme Set Up
    A. Programme Details
    B. Responsibilities
    C. Programme Stages




                                       Navigation                                   2
Return to Navigation


Schedule 1 Work Flow within Delivery Management
   3.A.5.23.A.3.3 Defects Design Infrastructure
           3.A.2 of 1.2
 3.A.1.4 ApproveProjectApproveActivities
 3.A.5.1 ProjectOperationalisation and Hand-over Plan report
 3.A.3 Project Construction the Design Completion Approval
 3.A.4.3 Project Project Liability 3.A.6.2 Contract
  3.A.4.2 ApprovalDesign for implementation
   3.A.4.1Project Construction
   3.A.2.2 Project Project Liability Period Completion
    3.A.2.3 Approve /Annual Programme
           Project Defects
                       Agree                                        2.8
 3.A.1.3to 1.1 Infrastructure Programme the CIDB
 3.A.4.4 UndertakePracticalContractProgrammeProgramme Delivery Management
     Project Overview Procedure Award with CIDB
     Go Register Project Team Flow(as appropriate)
     2.3.1 Procurement of Feasibility the (as completion
      4.2 Procure detailed Work (and within appropriate)
            ProjectDesign Programme Infrastructure
ScheduleProcure anul EvaluationServices feasibility)
 3.A.1.1Infrastructure -Completion forPlanning and
 3.A.3.2 Procure Professional New Inrstructure the Project Report
  3.A.3.2 Register Project Award of Build improvements
  3.A.3.1 Compile Construction withStudy for Completion
            4. Annual Infrastructure
            4.1 Delivery Services
                    1. Infrastructure CIDB
                      recommendations
 3.3.A.2.1ImplementInitiation (includingwithManagement
                                                                                                                                       Return to Navigation

                                                    Departmental
                                                    Mandate and




                                                                                                                                                    Management Demand
                                                      Policies
               Client Department Management




                                                    Departmental
                                                                           1. Infrastructure




                                                                                                                                                                            Supply Chain Management Functions
                                                      Strategic    Align
                                                      Planning                 Planning




                                                                                                                                5.
                                                                                      2. Programme
                                                                                         Client Programme                  Procurement
                                                                                      Management




                                                                                                                                                   Acquisition Management
                Implementing Department




                                                                                      3. Programme
                                                                                     Implementation


                                                                                                         4. Project
                                                                                                          Delivery



              Purpose
              The purpose of these charts is to represent the high level workflow processes necessary to plan, budget,
              prioritise, programme manage, project manage, procure and deliver infrastructure necessary to support the
              operational objectives of a Department.

              Perspective or view
              The processes are presented from the perspective of a provincial official mandated to perform infrastructure
              planning and delivery.

Schedule 1.2 Summary of Work Flow within Infrastructure Planning
                                                                                                                                   Note 1: The infrastructure planning process results in a schedule of
                                                                                                                                   priced and prioritised projects that are to be executed over the medium
                                                                                                                                   to long term, and will result in the provision of the infrastructure
                                                                                                                                   necessary to support the operational objectives of the Department’s
                                                                                                                                   Strategic Plan.
                                               Departmental Policies                                                               Much of the data necessary for the compilation of the Infrastructure
                                               and Mandates                                                                        Plan, should be recorded in the Department’s Infrastructure Asset
                                                                                                                                   Management System maintained in accordance with the Asset
                                                                                                                                   Management Guidelines of the National Treasury.
                                                                                                                                   The projects will include new-build, rehabilitation, maintenance and
                                                                                                                                   disposal projects.
                                                                                                                                   Project budgets should reflect the life-cycle costs of the infrastructure.
                                                                                                              1. Infrastructure    (Typically major rehabilitation will take place every five years and
                                                                                                                                   should be budgeted accordingly.)
                                                                                                                      Planning     The infrastructure Plan will include a supporting Organisation and
                                              Formulate Departmental                   1.1 Formulate                               Support plan detailing Departmental arrangements for the management
                                                                           Align                                                   of the delivery of Infrastructure
                                              Strategic Plan                           Infrastructure Plan
                                                                                                                                   Note 2: In accordance with National Treasury guidelines the Strategic
                                                                                                                                   and associated Performance Plans must cover the five year period of
                                                                                                                                   office of the newly elected government. The Five year Strategic (and
                Departmental                                                                                                       Performance) Plans are prepared in the planning cycle immediately
                                                                                                                                   following an election, and are reviewed and updated annually.
                Strategic                                                              1.2 Approve                                 The Plans are developed in the context of national, provincial and local
                                                                                       Infrastructure Plan                         development frameworks, in a process of top-down and bottom-up
                Planning                                                                                                           planning. Thus careful consideration and integration is required with
                                                                                                                                   the development planning processes of the other spheres of
                                                                                                                                   government, which is inherent in the principles of co-operative
                                                                                                                                   government set-out in Chapter 3 of the Constitution.
                                                                                                                         MTEF
                                                                                     1.3 Review adjust and                         Note 3: The infrastructure component of the MTEF budgeting process
                                                                                     confirm Infrastructure           Budgeting    commences with a review of the infrastructure plan, to confirm
                                                                                                                                   continued relevance and to make adjustments in accordance with new
                                                                                     Plan                              Process     policy direction.
                                                                                                                                   The infrastructure plan will also be adjusted to incorporate changes in
                                                                                                                                   costs and project durations based upon the previous year’s programme
                                                                                                                                   performance.

                                                                                      1.4 Formulate                                The projects to be executed in the next MTEF three year cycle – next
                                              Formulate Departmental                                                               fiscal year plus two outer years – will then be extracted from the
                                                                           Align      Infrastructure MTEF                          infrastructure plan and presented for the MTEC / MTEF approval
                                              MTEF Budget                                                                          process.
                                                                                      Budget
                                                                                                                                   The MTEF budget submission will include priced details of the in-house
                                                                                                                                   organisation and outsourcing that the department will use for the
                                                                                                                                   delivery of the programme – extracted from the Organisation and
                                                                                                                                   Support Plan of the infrastructure planning process.
                                                                                      1.5 Approve                                  Direction with respect to specific policy – such as BEE, labour intensive
                                                                                      Infrastructure MTEF                          construction and socio-economic development – will be included with
                                                                                                                                   the MTEF budget submission as specific pre-conditions. Where a
                                                                                      Budget                                       project is proposed to be procured through a PPP process, this fact will
                                                                                                                                   be noted as a pre-condition.
                                                                                                                                   The MTEF Budget will specifically detail new-build, rehabilitation,
                                                                                                                                   maintenance and disposal projects to be executed in the next MTEF
                                                                                                                                   cycle, and supporting organisation arrangements.

                                                                                                 Toolkit Work Flow                                                                                              3
                  The purpose of these charts is to represent the high level workflow processes necessary to plan, budget,
                  prioritise, programme manage, project manage, procure and deliver infrastructure necessary to support the
                  operational objectives of a Department.


                       Flow from the perspective of a provincial official mandated to perform infrastructure
Schedule 1 Work are view within Delivery Management
         Perspective or
         The processes   presented
                  planning and delivery.
   3.A.5.23.A.3.3 Defects Design Infrastructure
           3.A.2 of 1.2 Work Flow within
 3.A.1.4 ApproveProjectApproveActivities
 3.A.5.1 ProjectOperationalisation and Hand-over Plan report
 3.A.4.3 Project Project Liability 3.A.6.2 Contract
 3.A.3 Project Construction the Design Completion Approval
  3.A.4.2 ApprovalDesign for implementation
   3.A.4.1Project Construction
   3.A.2.2 Project Project Liability Period Completion
    3.A.2.3 Approve /Annual Programme
           Project Defects
                       Agree                                            2.8
 3.A.1.1Infrastructure -Workof InrstructureInfrastructure Delivery Management
 3.A.1.3to 1.1 Infrastructure Programme the CIDB
  3.A.3.2 Register Projectof Team withStudy improvements Planning
  3.A.3.1 Compile Construction Flow(as appropriate)
     Project Overview Procedure Award forInfrastructure
     2.3.11.2 Summary of Feasibility within appropriate)
ScheduleProcure anul EvaluationServices feasibility)
 3.A.3.2 Procure Professional New BuildPlanning and
 3.A.4.4 UndertakePracticalContractProgrammethe Project Report
     Go Register Project Award (and the (as completion
      4.2 Procurement
           Procure detailed Programme with CIDB
            4. Annual Infrastructure
            4.1 Delivery Services
                    1. Infrastructure CIDBProgramme
                      recommendations
            ProjectDesign Completion for        Completion
 3.3.A.2.1ImplementInitiation (includingwithManagement                                                                                                 Return to Navigation
                                                                                                                                                   Note 1: The infrastructure planning process results in a schedule of
                                                                                                                                                   priced and prioritised projects that are to be executed over the medium
                                                                                                                                                   to long term, and will result in the provision of the infrastructure
                                                                                                                                                   necessary to support the operational objectives of the Department’s
                                                                                                                                                   Strategic Plan.
                                                  Departmental Policies
                                                       Departmental                                                                                Much of the data necessary for the compilation of the Infrastructure
                                                  and Mandatesand
                                                       Mandate                                                                                     Plan, should be recorded in the Department’s Infrastructure Asset




                                                                                                                                                                    Management Demand
                                                         Policies                                                                                  Management System maintained in accordance with the Asset
                                                                                                                                                   Management Guidelines of the National Treasury.
                  Client Department Management



                                                                                                                                                   The projects will include new-build, rehabilitation, maintenance and
                                                                                                                                                   disposal projects.
                                                                                                                                                   Project budgets should reflect the life-cycle costs of the infrastructure.
                                                       Departmental                                                      1. Infrastructure         (Typically major rehabilitation will take place every five years and
                                                                                                                                                   should be budgeted accordingly.)
                                                                              1. Infrastructure




                                                                                                                                                                                            Supply Chain Management Functions
                                                         Strategic
                                                         Planning
                                                                      Align
                                                                                  Planning Formulate                             Planning          The infrastructure Plan will include a supporting Organisation and
                                                 Formulate Departmental                   1.1                                                      Support plan detailing Departmental arrangements for the management
                                                                              Align                                                                of the delivery of Infrastructure
                                                 Strategic Plan                            Infrastructure Plan
                                                                                                                                                   Note 2: In accordance with National Treasury guidelines the Strategic
                                                                                                                                                   and associated Performance Plans must cover the five year period of
                                                                                                                                                   office of the newly elected government. The Five year Strategic (and
                   Departmental                                                                                                                    Performance) Plans are prepared in the planning cycle immediately
                                                                                                                                                   following an election, and are reviewed and updated annually.
                                                                                                                                           5.
                   Strategic                                                               1.2 Approve
                                                                                          2. Programme
                                                                                              Client Programme                                The Plans   developed      context of national,
                                                                                                                                      Procurement areframeworks,in theprocess of top-down provincial and local
                                                                                           Infrastructure Plan                                development           in a                      and bottom-up
                   Planning                                                               Management                                               planning. Thus careful consideration and integration is required with
                                                                                                                                                   the development planning processes of the other spheres of
                                                                                                                                                   government, which is inherent in the principles of co-operative




                                                                                                                                                                   Acquisition Management
                                                                                                                                                   government set-out in Chapter 3 of the Constitution.
                                                                                                                                    MTEF
                                                                                         1.3 Review adjust and                                     Note 3: The infrastructure component of the MTEF budgeting process
                                                                                         confirm Infrastructure                  Budgeting         commences with a review of the infrastructure plan, to confirm
                                                                                                                                                   continued relevance and to make adjustments in accordance with new
                                                                                         Plan                                     Process          policy direction.
                                                                                                                                                   The infrastructure plan will also be adjusted to incorporate changes in
                                                                                                                                                   costs and project durations based upon the previous year’s programme
                   Implementing Department




                                                                                                                                                   performance.

                                                                                          3. Programme
                                                                                          1.4 Formulate                                            The projects to be executed in the next MTEF three year cycle – next
                                                 Formulate Departmental                                                                            fiscal year plus two outer years – will then be extracted from the
                                                                              Align       Infrastructure MTEF
                                                                                         Implementation                                            infrastructure plan and presented for the MTEC / MTEF approval
                                                 MTEF Budget                                                                                       process.
                                                                                          Budget
                                                                                                                                                   The MTEF budget submission will include priced details of the in-house
                                                                                                                                                   organisation and outsourcing that the department will use for the
                                                                                                                                                   delivery of the programme – extracted from the Organisation and
                                                                                                                    4. Project                     Support Plan of the infrastructure planning process.
                                                                                          1.5 Approve                Delivery                      Direction with respect to specific policy – such as BEE, labour intensive
                                                                                          Infrastructure MTEF                                      construction and socio-economic development – will be included with
                                                                                                                                                   the MTEF budget submission as specific pre-conditions. Where a
                                                                                          Budget                                                   project is proposed to be procured through a PPP process, this fact will
                                                                                                                                                   be noted as a pre-condition.
                                                                                                                                                   The MTEF Budget will specifically detail new-build, rehabilitation,
                  Purpose                                                                                                                          maintenance and disposal projects to be executed in the next MTEF
                  The purpose of these charts is to represent the high level workflow processes necessary to plan,cycle, and supporting organisation arrangements.
                                                                                                                    budget,
                  prioritise, programme manage, project manage, procure and deliver infrastructure necessary to support the
                  operational objectives of a Department.
Schedule 1.3 Summary of Work Flow within Infrastructure Programme Management
                  Perspective or view
                  The processes are presented from the perspective of a provincial official mandated to perform infrastructure
                  planning and delivery.

                 Note 4: The Programme Management function is
                 normally performed internally, in accordance with                                                       2. Programme              Note 1: The infrastructure planning process results in a schedule of                   3. Programme
                 the approved Organisation and Support Plan                                                                                        priced and prioritised projects that are to be executed over the medium
                 included in the Infrastructure Plan.                                    2.1 Establish Programme          Management                   3.1 term, and will result in
                                                                                                                                                   to longEstablish Programme the provision of the infrastructure                        Implementation
                                                                                         Management Function                                       necessary to support the operational objectives of the Department’s
                                                                                                                                                       Management
                                                                                                                                                   Strategic Plan. Function                                                                Management
                                                  Departmental Policies                                                                            Much of the data necessary for the compilation of the Infrastructure
                                                  and Mandates                                                                                     Plan, should be recorded in the Department’s Infrastructure Asset
                 Note 5: The plan for the management of the                                                                                        Management System maintained in accordance with the Asset
                                                                                                                                                   Management Guidelines of the National Treasury.
                 Infrastructure programme is documented in the
                                                                                       2.2 Review, understand and
                 Infrastructure Programme Implementation Plan                                                                                      The projects will include new-build, rehabilitation, maintenance and
                                                                                                                                                     3.2 Negotiate and agree
                                                                                       accept MTEF scope and                                       disposal projects. Agreement
                 (IPIP). This plan takes its direction from the                                                                                      Service Delivery
                                                                                       budget
                 principles laid out in the Infrastructure Plan.
                                                                                                                                                   Project budgets should reflect the life-cycle costs of the infrastructure.
                 This plan sets out the principles for the                                                               1. Infrastructure         (Typically major rehabilitation will take place every five years and
                                                                                                                                                   should be budgeted accordingly.)
                 management of the programme, including
                 programme organisation, project clustering,
                                                                                                                                 Planning          The infrastructure Plan will include a supporting Organisation and
                            Formulate Departmental                                      2.3 Procure Programme
                                                                                            1.1 Formulate                                          Support plan detailing Departmental arrangements for the management
                 procurement, financial management, schedule                  Align     Implementation Agent and                                      3.3 Review, understand,
                                                                                                                                                   of the delivery of Infrastructure
                            Strategic Plan
                 management, risk management, communication                                 Infrastructure Plan
                                                                                        prepare Service Delivery                                      accept scope and budget
                 and performance reporting.                                             Agreement                                                     from IPMP
                                                                                                                                                   Note 2: In accordance with National Treasury guidelines the Strategic
                 Note 6: The programme management function                                                                                         and associated Performance Plans must cover the five year period of
                                                                                                                                                   office of the newly elected government. The Five year Strategic (and
                 manages the effective delivery of the new -build,
                   Departmental
                 rehabilitation, maintenance and disposal projects
                                                                                                                                                   Performance) Plans are prepared in the planning cycle immediately
                                                                                                                                                   following an election, and are reviewed and updated annually.
                 identified in the MTEF Budget.                                        2.4 Formulate Infrastructure
                   Strategic                                                                1.2 Approve
                                                                                       Programme Management
                                                                                                                                                     3.4 Formulate the
                                                                                                                                                   The Plans are developed in the context of national, provincial and local
                                                                                                                                                     Infrastructure Programme
                                                                                            Infrastructure Plan                                    development frameworks, in a process of top-down and bottom-up
                   Planning
                 Programme management ensures that projects
                 are initiated, monitors delivery – initiating
                                                                                       Plan (IPMP)                                                   Implementation Plan
                                                                                                                                                   planning. Thus careful consideration and integration is required with
                                                                                                                                                   the development planning processes of the other spheres of
                 corrective action as necessary – and on
                                                                                                                                                                                                          4. Project
                                                                                                                                                   government, which is inherent in the principles of co-operative
                                                                                                                                                   government set-out in Chapter 3 of the Constitution.
                 completion, ensures that the projects are                                                                                                                                                  Delivery
                                                                                                                                                                                                             4. Project
                 effectively taken over by the procuring department.
                                                                                                                                    MTEF
                 Note 7: Project performance is monitored and
                                                                                         1.3 Review adjust
                                                                                       2.5 Review and approve and
                                                                                                                                 Budgeting                                                                      Delivery
                                                                                                                                                   Note 3: The infrastructure component of the MTEF budgeting process
                                                                                                                                                   commences with a review of the infrastructure plan, to confirm
                                                                                                                                                     3.5 Mandate the Project
                                                                                         confirm Infrastructure
                                                                                       Infrastructure Programme
                                                                                                                                                   continued relevance and to make adjustments in accordance with new
                 evaluated to provide information – in an agreed                       Implementation Plan                                            Managers
                 and prescribed format – to the enable the
                                                                                         Plan                                     Process          policy direction.
                 Department to fully understand progress and co -                                                                                  The infrastructure plan will also be adjusted to incorporate changes in
                 ordinate interfaces with Department operations.                                                                                   costs and project durations based upon the previous year’s programme
                                                                                                                                                   performance.
                 KPIs – including those related to jobs created,
                                                                                          1.4 Formulate                                            The projects to be executed in theManage three Projects– next
                                                                                                                                                                                       next MTEF          year cycle
                            Formulate – are collected and
                 people served and the likeDepartmental
                                                                                      2.6 Manage Interface Issues                                  fiscal year plus two outer years – will then be extractedProjects
                                                                                                                                                    3.6 Manage Project Delivery         Manage               from the
                 consolidated for the Department by the                       Align       Infrastructure MTEF                                      infrastructure plan and presented for the MTEC / MTEF approval
                            MTEF Budget                                                                                                            process.
                 programme management function.                                           Budget
                                                                                                                                                   The MTEF budget submission will include priced details of the in-house
                 Annually in advance of the MTEF budgeting cycle,                                                                                  organisation and outsourcing that the department will use for the
                 programme performance is reviewed and                                                                                             delivery of the programme – extracted from the Organisation and
                 recommendations for adjustment of the future                                                                                      Support Plan of the infrastructure planning process.
                 years’ programme management are agreed for                                                                                                                                                                     Projects are categorised:
                                                                                           1.5 Approve
                                                                                       2.7 Accept and Transfer to                                                                            – such as BEE, projects
                                                                                                                                                   Direction with respect to specific policy 4A New-buildlabour intensive
                                                                                                                                                    3.7 Accept and Transfer to
                 inclusion in the following year ’s programme                          Operations                                                                                               Projects are categorised:
                                                                                                                                                   construction and socio-economic development – will be included with
                 management plan.
                                                                                           Infrastructure MTEF                                      Client Department                        4B4A New-build projects
                                                                                                                                                                                                 Rehabilitation projects
                                                                                                                                                   the MTEF budget submission as specific pre-conditions. Where a
                                                                                          Budget                                                                                             4C a PPP process, this projects
                                                                                                                                                                                                 Maintenance
                                                                                                                                                   project is proposed to be procured through4B Rehabilitationfact will
                 Note 8: The Infrastructure Programme                                                                                              be noted as a pre-condition.              4D4C Maintenance
                                                                                                                                                                                                 Disposal projects.
                 Implementation Plan (IPIP) will set out the extent                                                                                                                                                               4D Disposal projects.
                                                                                                                                                   The MTEF Budget will specifically detail new-build, rehabilitation,
                 to which a group of projects (or all, or none) will be                                                                            maintenance and disposal projects to be executed in the next MTEF
                 implemented through a Programme Implementing                                               2.9                                    cycle, and supporting organisation arrangements.
                                                                                      2.8 Report on                                                                                          3.9
                 Agent (PIA). In accordance with the approved                                               Programme                              3.8 Report on
                                                                                      Programme                                                                                              Programme
                 IPIP, the PIAs will be procured, if required. The
                                                                                                            Performance                            Programme
                 Programme Management function retains the                            Performance                                                                                            Performance
                                                                                                            Review                                 Performance
                 responsibility for management of the delivery of                                       Toolkit Work Flow                                                                    Review                                                         4
                 projects through a PIA.
                                                                                           1.5 Approve                                              Direction with respect to specific policy – such as BEE, labour intensive
                                                                                           Infrastructure MTEF                                      construction and socio-economic development – will be included with
                                                                                                                                                    the MTEF budget submission as specific pre-conditions. Where a
                                                                                           Budget                                                   project is proposed to be procured through a PPP process, this fact will
                                                                                                                                                    be noted as a pre-condition.

Schedule 1 Work Flow within Delivery Management                                                                                                     The MTEF Budget will specifically detail new-build, rehabilitation,
                                                                                                                                                    maintenance and disposal projects to be executed in the next MTEF
                                                                                                                                                    cycle, and supporting organisation arrangements.


   3.A.5.23.A.3.3 Defects Design Infrastructure
           3.A.2 of 1.2 Work Flow within
 3.A.1.4 ApproveProjectApproveActivities
 3.A.5.1 ProjectOperationalisation and Hand-over Plan report
 3.A.3 Project Construction the Design Completion Approval
 3.A.4.3 Project Project Liability 3.A.6.2 Contract
  3.A.4.2 ApprovalDesign for implementation
   3.A.4.1Project Construction
   3.A.2.2 Project Project Liability Period Completion
    3.A.2.3 Approve /Annual Programme
           Project Defects
                       Agree                                            2.8
  3.A.3.2 Register Projectof Team withStudy improvements Programme Management
     2.3.11.3 Summary of Feasibility within appropriate)
 3.A.1.1Infrastructure -Workof InrstructureInfrastructure Delivery Management
 3.A.1.3to 1.1 Infrastructure Programme the CIDB
  3.A.3.1 Compile Construction Flow(as appropriate)
     Project Overview Procedure Award forInfrastructure
ScheduleProcure anul EvaluationServices feasibility)
 3.A.3.2 Procure Professional New BuildPlanning and
 3.A.4.4 UndertakePracticalContractProgrammethe Project Report
     Go Register Project Award (and the (as completion
      4.2 Procurement
           Procure detailed Programme with CIDB
            4. Annual Infrastructure
            4.1 Delivery Services
                    1. Infrastructure CIDBProgramme
                      recommendations
            ProjectDesign Completion for        Completion
 3.3.A.2.1ImplementInitiation (includingwithManagement                                                                                                    Return to Navigation


                                                     Departmental
              Note 4: The Programme Management function is
                                     Mandate and




                                                                                                                                                                           Management Demand
              normally performed internally, in accordance with
                                        Policies                                                                           2. Programme                                                                                                              3. Programme
              the approved Organisation and Support Plan
                                                                                                                            Management                                                                                                              Implementation
               Client Department Management



              included in the Infrastructure Plan.                                       2.1 Establish Programme                                         3.1 Establish Programme
                                                                                         Management Function                                             Management Function
                                                                                                                                                                                                                                                      Management
                                                     Departmental
                                                                          1. Infrastructure




                                                                                                                                                                                                    Supply Chain Management Functions
              Note 5: The plan for the management ofAlign
                                        Strategic          the
              Infrastructure programme is documented in the
                                        Planning                              Planning
                                                                                    2.2 Review, understand and
              Infrastructure Programme Implementation Plan                                                                                           3.2 Negotiate and agree
                                                                                        accept MTEF scope and
              (IPIP). This plan takes its direction from the                                                                                         Service Delivery Agreement
                                                                                        budget
              principles laid out in the Infrastructure Plan.

              This plan sets out the principles for the
              management of the programme, including
              programme organisation, project clustering,
              procurement, financial management, schedule
                                                                                        2.3 Procure Programme                                5.  3.3 Review, understand,
                                                                                        Implementation Agent and
              management, risk management, communication                                   2. Programme
                                                                                              Client Programme
                                                                                        prepare Service Delivery                        Procurement scope and budget
                                                                                                                                                 accept
              and performance reporting.                                                Agreement                                                        from IPMP
                                                                                           Management
              Note 6: The programme management function




                                                                                                                                                                           Acquisition Management
              manages the effective delivery of the new -build,
              rehabilitation, maintenance and disposal projects
              identified in the MTEF Budget.                                           2.4 Formulate Infrastructure                                      3.4 Formulate the
                                                                                       Programme Management                                              Infrastructure Programme
              Programme management ensures that projects                               Plan (IPMP)                                                       Implementation Plan
              are initiated, monitors delivery – initiating
              corrective action as necessary – and on
                                                                                                                                                                                                                                                       4. Project
              completion, ensures that the projects are                                                                                                                                                                                                 Delivery
                                                                                                                                                                                                                                                         4. Project
                Implementing Department




              effectively taken over by the procuring department.

              Note 7: Project performance is monitored and
                                                                                        2.5 Review and approve
                                                                                           3. Programme                                                  3.5 Mandate the Project
                                                                                                                                                                                                                                                          Delivery
                                                                                        Infrastructure Programme
              evaluated to provide information – in an agreed                             Implementation
                                                                                        Implementation Plan                                              Managers
              and prescribed format – to the enable the
              Department to fully understand progress and co -
              ordinate interfaces with Department operations.

              KPIs – including those related to jobs created,                                                         4. Project                                                                                                        Manage      Projects
              people served and the like – are collected and
                                                                                       2.6 Manage Interface Issues     Delivery                     3.6 Manage Project Delivery                                                          Manage       Projects
              consolidated for the Department by the
              programme management function.

              Annually in advance of the MTEF budgeting cycle,
              programme performance is reviewed and
              Purpose
              recommendations for adjustment of the future
                                                                                                                                                                                                                                           Projects are categorised:
              years’ programme management are agreed for
               The purpose of these charts is to represent 2.7 Accept and Transfer to                                budget,
                                                               the high level workflow processes necessary to plan, 3.7 Accept and Transfer to                                                                                             4AProjects are categorised:
                                                                                                                                                                                                                                              New-build projects
              inclusion in the following year ’s programme     Operations                                           Client the
               prioritise, programme manage, project manage, procure and deliver infrastructure necessary to support Department
              management plan.                                                                                                                                                                                                             4B4A New-build projects
                                                                                                                                                                                                                                              Rehabilitation projects
              operational objectives of a Department.                                                                                                                                                                                      4C4B Rehabilitation projects
                                                                                                                                                                                                                                              Maintenance
              Note 8: The Infrastructure Programme
                                                                                                                                                                                                                                           4D4C Maintenance
                                                                                                                                                                                                                                              Disposal projects.
              Implementation Plan (IPIP) will set out the extent                                                                                                                                                                             4D Disposal projects.
              Perspective or view
              to which a group of projects (or all, or none) will be
               The processes Programme Implementing
              implemented through a are presented from                    the perspective of a provincial official mandated to perform infrastructure
                                                                                                     2.9
                                                                                   2.8 Report on                                                                                                     3.9
              Agent (PIA). In accordance with the approved
               planning and delivery.                                                                Programme                             3.8 Report on
                                                                                   Programme                                                                                                         Programme
              IPIP, the PIAs will be procured, if required. The
                                                                                                     Performance                           Programme
              Programme Management function retains the                            Performance                                                                                                       Performance
                                                                                                     Review                                Performance
              responsibility for management of the delivery of                                                                                                                                       Review
              projects through a PIA.
                                                                                                                                                    Note 1: The infrastructure planning process results in a schedule of
                                                                                                                                                    priced and prioritised projects that are to be executed over the medium
                                                                                                                                                    to long term, and will result in the provision of the infrastructure
                                                                                                                                                    necessary to support the operational objectives of the Department’s
                                                                                                                                                    Strategic Plan.
                                                Departmental Policies                                                                               Much of the data necessary for the compilation of the Infrastructure
Schedule 1.4 Summary Mandates Flow – Project Delivery – New Build Projects
                  and of Work                                                                                                                       Plan, should be recorded in the Department’s Infrastructure Asset
                                                                                                                                                    Management System maintained in accordance with the Asset
                                                                                                                                                    Management Guidelines of the National Treasury.
                                                                                                                                                    The projects will include new-build, rehabilitation, maintenance and
                                                                                                                                                    disposal projects.
                                                                        Activity 3.5                                                                                                                                                                    New-build
                                                                                                                                                    Project budgets should reflect the life-cycle costs of the infrastructure.
                                                                                                                           1. Infrastructure        (Typically major rehabilitation will take place every five years and
                                                                                                                                                    should be budgeted accordingly.)
                                              4.A.1 Project               4.A.1.1 Procure Professional
                                                                                                                                   Planning         The infrastructure Plan will include a supporting Organisation and
                                               Formulate Departmental                    1.1 Formulate                                              Support plan detailing Departmental arrangements for the management
                                                         (including
                                              InitiationPlan
                                               Strategic
                                                                           Align
                                                                          Services (as appropriate)
                                                                                         Infrastructure Plan                                        of the delivery of Infrastructure                     Projects

                                              Feasibility)                                                                                          Note 2: In accordance with National Treasury guidelines the Strategic
                                                                                                                                                    and associated Performance Plans must cover the five year period of

                Departmental
                                                                         4.A.1.2 Review, understand and
                                                                         accept the Project Scope,
                                                                                                                                                    office of the newly elected government. The Five year Strategic (and
                                                                                                                                                    Performance) Plans are prepared in the planning cycle immediately                                        4A
                                                                                                                                                    following an election, and are reviewed and updated annually.
                                                                                     Pre- 1.2 Approve
                                                                         Budget and Pre-conditions
                Strategic                                                                                                                           The Plans are developed in the context of national, provincial and local
                                                                                          Infrastructure Plan                                       development frameworks, in a process of top-down and bottom-up
                Planning                                                                                                                            planning. Thus careful consideration and integration is required with
                                                                                                                                                    the development planning processes of the other spheres of
                                                                         4.A.1.3 Undertake detailed                                                                             Note 1: New-build comprises all new
                                                                                                                                                    government, which is inherent in the principles of co-operative work
                                                                                                                                                                                including upgrading work that is required to
                                                                                                                                                    government set-out in Chapter 3 of the Constitution.
                                                                         Feasibility Study for the Project                                                                      create a new asset, or improve or increase the
                                                                                                                                      MTEF                                      capacity of an existing infrastructure asset.
                                                                                       1.3 Review adjust and                                        Note 3: The infrastructure component of the MTEF budgeting process
                                                                                       confirm Infrastructure                      Budgeting        commences with a review Note 2: The project commences with the
                                                                                                                                                                                 of the infrastructure plan, to confirm
                                                                                                                                                                                issue of a project initiation file to the project
                                                                                                                                                    continued relevance and to make adjustments in accordance with new
                                                                                       Plan
                                                                           4.A.1.4 Approve Project for                              Process         policy direction.           manager who has been designated
                                                                                                                                                                                responsibility for the project. The file contains
                                                                           implementation                                                           The infrastructure plan willthe project purpose, outline scope, budget,in
                                                                                                                                                                                 also be adjusted to incorporate changes
                                                                                                                                                                                principle milestones and pre-conditions related
                                                                                                                                                    costs and project durations based upon the previous year’s programme
                                                                                                                                                    performance.                to implementation – such as BEE, labour
                                                                                                                                                                                intensive construction, socio-economic
                                                                                        1.4 Formulate
                                                                                                                                                                                development MTEF three year cycle – next
                                                                                                                                                    The projects to be executed in the next objectives and PPP procurement
                                                                                                                                                                                or otherwise.
                                                                                                                                                    fiscal year plus two outer years – will then be extracted from the
                                               Formulate Departmental
                                                                        4.A.1.5 RegisterInfrastructure MTEF
                                                                          Align          the Project with                                           infrastructure plan and presented for the MTEC / MTEF approval
                                               MTEF Budget                                                                                          process.                    Note 3: This process is generic for all
                                                                        the Asset Owner and CIDB
                                                                                        Budget                                                                                  methods of procurement – including employer
                                                                                                                                                                                design, include priced details of the
                                                                                                                                                    The MTEF budget submission willdesign and build and PPP in-house
                                                                                                                                                                                procurement.
                                                                                                                                                    organisation and outsourcing that the department will use for the
                                                                                                                                                                                 – extracted feasibility study
                                                                                                                                                    delivery of the programmeNote 4: The from the Organisation and    be
                                                                                                                                                    Support Plan of the infrastructure planning process. will enable the
                                              4.A.2 Project               4.A.2.1 Procure Design Team                                                                           undertaken in sufficient detail to
                                                                                                                                                                                project scope, budget, schedule, viability and
                                                                                        1.5 Team as
                                                                          (and ConstructionApprove                                                                              sustainability – be agreed.
                                                                                                                                                    Direction with respect to specific policy tosuch as BEE, labour intensive
                                              Design                      appropriate) Infrastructure MTEF                                          construction and socio-economic development – will be included with
                                                                                                                                                    the MTEF budget submission as specificstudy will address all activities
                                                                                        Budget                                                                                  The feasibility pre-conditions. Where a
                                                                                                                                                                                that will through a project to be implemented
                                                                                                                                                    project is proposed to be procuredenable the PPP process, this fact will
                                                                                                                                                    be noted as a pre-condition. transferred to the procuring Department –
                                                                                                                                                                                and
                                                                                                                                                                                including the procurement strategy, site
                                                                                                                                                    The MTEF Budget will specifically detail new-build, rehabilitation,
                                                                                                                                                                                procurement and availability, and the like.
                                                                              4.A.2.2 Project Design                                                maintenance and disposal projects to be executed in the next MTEF
                                                                                                                                                    cycle, and supporting organisation arrangements.




                                                                                                    Toolkit
                                                                           4.A.2.3 Approve / Agree the                 Work Flow                                                                                                                                     5
                                                                           Design
                                                                                                                                                                     3.6
                                                                                                                            ss




                                                                                                                                         on




                                                                                                                                                   ty,
             implemented through a Programme Implementing                                                    2.9
                                                                                          2.8 Report on                                                                                                                                                                  3.9
             Agent (PIA). In accordance with the approved                                                    Programme                                                                      3.8 Report on
                                                                                          Programme                                                                                                                                                                      Programme
             IPIP, the PIAs will be procured, if required. The
                                                                                                             Performance                                                                    Programme
             Programme Management function retains the                                    Performance                                                                                                                                                                    Performance
                                                                                                             Review                                                                         Performance
             responsibility for management of the delivery of                                                                                                                                                                                                            Review
             projects through a PIA.
Schedule 1 Work Flow within Delivery Management
   3.A.5.23.A.3.3 Defects Design Infrastructure
           3.A.2 of 1.2 Work
 3.A.1.4 ApproveProjectApproveActivities
 3.A.5.1 ProjectOperationalisation and Hand-over Plan report
 3.A.3 Project Construction the Design Completion Approval
 3.A.4.3 Project Project Liability 3.A.6.2 Contract
  3.A.4.2 ApprovalDesign for implementation
   3.A.4.1Project Construction
   3.A.2.2 Project Project Liability Period Completion
    3.A.2.3 Approve /Annual Programme
           Project Defects
                       Agree                                        2.8
            ProjectDesign Services – (as Infrastructure
 3.A.1.1Infrastructure -Completion forPlanning – Report
ScheduleCompile anul EvaluationServicesProject CIDB
 3.A.1.3to 1.4 Infrastructure Programme the Delivery and Build Projects
 3.A.3.2 Procure Professional New Inrstructure the Project New
 3.A.4.4 UndertakePracticalContractProgrammeProgramme Delivery Management
     Project Summary Procedure Award with CIDB
     Go Procure Project Team Flow(as feasibility)
     2.3.11.1 Overview of Feasibility the appropriate)
            4. Annual Infrastructure within appropriate)
  3.A.3.2 Register Project Award of Build improvements
  3.A.3.1 Register Construction withStudy for Completion
      4.2 Procurement
           Procure detailed Programme completion
            4.1 Delivery
                    1. Infrastructure CIDB
                      recommendations
                                   (and
 3.3.A.2.1ImplementInitiation (includingwithManagement                                                                                                                                                              Return to Navigation


                                                                           Activity 3.5                                                                                                                                                                                                                                        New-build
                                                    Departmental
                                                    Mandate and




                                                                                                                                                                                                                                               Management Demand
                                             4.A.1 Project
                                                      Policies
                                                                             4.A.1.1 Procure Professional
              Client Department Management



                                             Initiation (including           Services (as appropriate)                                                                                                                                                                                                                     Projects

                                             Feasibility)
                                                    Departmental            4.A.1.2 Review, understand and
                                                                             1. Infrastructure                                                                                                                                                                                                                                       4A




                                                                                                                                                                                                                                                                        Supply Chain Management Functions
                                                      Strategic    Align    accept the Project Scope,
                                                      Planning                    Planning
                                                                                        Pre-
                                                                            Budget and Pre-conditions



                                                                            4.A.1.3 Undertake detailed                                                                                                                                                                                        Note 1: New-build comprises all new work
                                                                                                                                                                                                                                                                                              including upgrading work that is required to
                                                                            Feasibility Study for the Project                                                                                                                                                                                 create a new asset, or improve or increase the
                                                                                                                                                                                                                                                                                              capacity of an existing infrastructure asset.
                                                                                                                                                               5.
                                                                                                                                                                                                                                                                                              Note 2: The project commences with the
                                                                                           2. Programme
                                                                                              Client Programme                                            Procurement                                                                                                                         issue of a project initiation file to the project
                                                                                                                                                                                                                                                                                              manager who has been designated
                                                                                           Management
                                                                              4.A.1.4 Approve Project for                                                                                                                                                                                     responsibility for the project. The file contains
                                                                              implementation                                                                                                                                                                                                  the project purpose, outline scope, budget,




                                                                                                                                                                                                                                               Acquisition Management
                                                                                                                                                                                                                                                                                              principle milestones and pre-conditions related
                                                                                                                                                                                                                                                                                              to implementation – such as BEE, labour
                                                                                                                                                                                                                                                                                              intensive construction, socio-economic
                                                                                                                                                                                                                                                                                              development objectives and PPP procurement
                                                                                                                                                                                                                                                                                              or otherwise.
                                                                           4.A.1.5 Register the Project with
                                                                                                                                                                                                                                                                                              Note 3: This process is generic for all
                                                                           the Asset Owner and CIDB                                                                                                                                                                                           methods of procurement – including employer
                                                                                                                                                                                                                                                                                              design, design and build and PPP
                                                                                                                                                                                                                                                                                              procurement.
               Implementing Department




                                                                                                                                                                                                                                                                                              Note 4: The feasibility study will be
                                             4.A.2 Project                   4.A.2.1 Procure Design Team
                                                                                           3. Programme
                                                                                                                                                                                                                                                                                              undertaken in sufficient detail to enable the
                                                                                                                                                                                                                                                                                              project scope, budget, schedule, viability and
                                                                             (and Construction Team as                                                                                                                                                                                        sustainability to be agreed.
                                             Design                          appropriate) Implementation
                                                                                                                                                                                                                                                                                              The feasibility study will address all activities
                                                                                                                                                                                                                                                                                              that will enable the project to be implemented
                                                                                                                                                                                                                                                                                              and transferred to the procuring Department –
                                                                                                                                                                                                                                                                                              including the procurement strategy, site
                                                                                 4.A.2.2 Project Design          4. Project                                                                                                                                                                   procurement and availability, and the like.

                                                                                                                  Delivery

                                                                              4.A.2.3 Approve / Agree the
                                                                              Design
             Purpose




                                                                                                                                                                                                                                Activity 3.6
                                                                                                                        4.A.6.1 Monitoring and progress




                                                                                                                                                          4.A.6.2 Contract Administration




                                                                                                                                                                                            4.A.6.3 Project Control (quality,
             The purpose of these charts is to represent the high level workflow processes necessary to plan, budget,
                                                                                                                        reporting during all stages of




                                                                                                                                                                                            performance, cost and time)
             prioritise, programme manage, project manage, procure and deliver infrastructure necessary to support the
                     4.A.3 Project
             operational objectives of a Department.
                                                 4.A.3.1 Procure Construction
                                             Construction                    Services (as appropriate)
             Perspective or view
             The processes are presented from the perspective of a provincial official mandated to perform infrastructure
             planning and delivery.
                                             4.A.3.2 Register Project Award
                                             with the Asset Owner and CIDB
                                                                                                                        delivery




                                                                                                                                                                                              Note 1: The infrastructure planning process results in a schedule of
                                                                                                                                                                                              priced and prioritised projects that are to be executed over the medium
                                                                                                                                                                                              to long term, and will result in the provision of the infrastructure
                                                                              4.A.3.3 Project Construction                                                                                    necessary to support the operational objectives of the Department’s
                                                                                                                                                                                              Strategic Plan.
                                                                              Activities
                                               Departmental Policies                                                                                                                          Much of the data necessary for the compilation of the Infrastructure
                                               and Mandates                                                                                                                                   Plan, should be recorded in the Department’s Infrastructure Asset
                                                                                                                                                                                              Management System maintained in accordance with the Asset
                                                                                                                                                                                              Management Guidelines of the National Treasury.
                                             4.A.4 Project                  4.A.4.1 Project Commissioning                                                                                     The projects will include new-build, rehabilitation, maintenance and
                                                                            Activities                                                                                                        disposal projects.
                                             Commissioning
                                                                                                                                                                                              Project budgets should reflect the life-cycle costs of the infrastructure.
                                                                                                                       1. Infrastructure                                                      (Typically major rehabilitation will take place every five years and
                                                                                                                                                                                              should be budgeted accordingly.)
                                                                              4.A.4.2 Project Construction                     Planning                                                       The infrastructure Plan will include a supporting Organisation and
                                              Formulate Departmental                         1.1 Formulate
                                                                              Completion Approval                                                                                             Support plan detailing Departmental arrangements for the management
                                                                              Align                                                                                                           of the delivery of Infrastructure
                                              Strategic Plan                                 Infrastructure Plan
                                                                                                                                                                                              Note 2: In accordance with National Treasury guidelines the Strategic
                                                                                                                                                                                              and associated Performance Plans must cover the five year period of
                                                                             4.A.4.3 Project                                                                                                  office of the newly elected government. The Five year Strategic (and
               Departmental                                                                           Hand-
                                                                             Operationalisation and Hand-           Activity 3.7                                                              Performance) Plans are prepared in the planning cycle immediately
                                                                             over                                                                                                             following an election, and are reviewed and updated annually.
               Strategic                                                                     1.2 Approve                                                                                      The Plans are developed in the context of national, provincial and local
                                                                                             Infrastructure Plan                                                                              development frameworks, in a process of top-down and bottom-up
               Planning                                                        4.A.4.4 Register Practical
                                                                                                                                                                                              planning. Thus careful consideration and integration is required with
                                                                                                                                                                                              the development planning processes of the other spheres of
                                                                               Completion with the Asset                                                                                      government, which is inherent in the principles of co-operative
                                                                                                                                                                                              government set-out in Chapter 3 of the Constitution.
                                                                               Owner and CIDB
                                                                                                                                                      MTEF
                                                                                           1.3 Review adjust and                                                                              Note 3: The infrastructure component of the MTEF budgeting process
                                                                                           confirm Infrastructure                                  Budgeting                                  commences with a review of the infrastructure plan, to confirm
                                                                                                                                                                                              continued relevance and to make adjustments in accordance with new
                                             4.A.5 Project                  4.A.5.1 ProjectPlan
                                                                                            Defects Liability                                       Process                                   policy direction.
                                             Defects                        period                                                                                                            The infrastructure plan will also be adjusted to incorporate changes in
                                                                                                                                                                                              costs and project durations based upon the previous year’s programme
                                             Liability                                                                                                                                        performance.

                                                                                            1.4 Formulate                                                                                     The projects to be executed in the next MTEF three year cycle – next
                                              Formulate Departmental        4.A.5.2 Project Defects Liability                                                                                 fiscal year plus two outer years – will then be extracted from the
                                                                              Align         Infrastructure MTEF                                                                               infrastructure plan and presented for the MTEC / MTEF approval
                                              MTEF Budget                   Period Completion Approval                                                                                        process.
                                                                                            Budget
                                                                                                                                                                                              The MTEF budget submission will include priced details of the in-house
                                                                                                                                                                                              organisation and outsourcing that the department will use for the
                                                                                                                                                                                              delivery of the programme – extracted from the Organisation and
                                                                             4.A.5.3 Register Project                                                                                         Support Plan of the infrastructure planning process.
                                                                             Contract Completion with the
                                                                                            1.5 Approve                                                                                       Direction with respect to specific policy – such as BEE, labour intensive
                                                                             Asset Owner and CIDB
                                                                                            Infrastructure MTEF                                                                               construction and socio-economic development – will be included with
                                                                                                                                                                                              the MTEF budget submission as specific pre-conditions. Where a
                                                                                            Budget                                                                                            project is proposed to be procured through a PPP process, this fact will
                                                                                                                                                                                              be noted as a pre-condition.
                                                                                                                                                                                              The MTEF Budget will specifically detail new-build, rehabilitation,
                                                                                                                                                                                              maintenance and disposal projects to be executed in the next MTEF
                                                                                                                                                                                              cycle, and supporting organisation arrangements.




                                                                                                          Toolkit Work Flow                                                                                                                                                                                                                       6
                                                                            4.A.5.3 Register Project
                                                                            Contract Completion with the
                                                                            Asset Owner and CIDB


Schedule 1 Work Flow within Delivery Management
   3.A.5.23.A.3.3 Defects Design Infrastructure
           3.A.2 of 1.2
 3.A.1.4 ApproveProjectApproveActivities
 3.A.5.1 ProjectOperationalisation and Hand-over Plan report
 3.A.4.3 Project Project Liability 3.A.6.2 Contract
 3.A.3 Project Construction the Design Completion Approval
  3.A.4.2 ApprovalDesign for implementation
   3.A.4.1Project Construction
   3.A.2.2 Project Project Liability Period Completion
    3.A.2.3 Approve /Annual Programme
           Project Defects
                       Agree                                        2.8
 3.A.1.3to 1.1 Infrastructure Programme the CIDB
 3.A.4.4 UndertakePracticalContractProgrammeProgramme Delivery Management
     Project Overview Procedure Award with CIDB
     Go Register Project Team Flow(as appropriate)
     2.3.1 Procurement of Feasibility the (as completion
      4.2 Procure detailed Work (and within appropriate)
            ProjectDesign Programme Infrastructure
ScheduleProcure anul EvaluationServices feasibility)
 3.A.1.1Infrastructure -Completion forPlanning and
 3.A.3.2 Procure Professional New Inrstructure the Project Report
  3.A.3.2 Register Project Award of Build improvements
  3.A.3.1 Compile Construction withStudy for Completion
            4. Annual Infrastructure
            4.1 Delivery Services
                    1. Infrastructure CIDB
                      recommendations
 3.3.A.2.1ImplementInitiation (includingwithManagement

                                                    Departmental       Activity 3.5                                                                                                                                                                                                                              Rehabilitation
                                                    Mandate and




                                                                                                                                                                                                                                                    Management Demand
                                                      Policies
                                             4.B.1 Project
              Client Department Management



                                                                         4.B.1.1 Procure Professional
                                             Initiation (including       Services (as appropriate)                                                                                                                                                                                                                Projects

                                             Feasibility)
                                                    Departmental
                                                                            1. Infrastructure
                                                                   Align 4.B.1.2 Review, understand and                                                                                                                                                                                                                  4B




                                                                                                                                                                                                                                                                             Supply Chain Management Functions
                                                      Strategic
                                                      Planning                  Planning
                                                                        accept the Project Scope,
                                                                                    Pre-
                                                                        Budget and Pre-conditions



                                                                        4.B.1.3 Undertake detailed                                                                                                                                                  Note 1: Rehabilitation comprises all work of a
                                                                                                                                                                                                                                                    major nature required periodically to refurbish,
                                                                        Feasibility Study for the Project                                                                                                                                           refresh or revitalise the infrastructure, to bring
                                                                                                                                                                                                                                                    it back to its original condition – typically every
                                                                                                                                                                                               5.                                                   after every five years. It does not include
                                                                                                                                                                                                                                                    upgrading work that is required to improve the
                                                                                          2. Programme
                                                                                             Client Programme                                                                             Procurement                                               infrastructure asset, or increase its capacity
                                                                                                                                                                                                                                                    beyond that for which it was originally
                                                                                           Management
                                                                          4.B.1.4 Approve Project for                                                                                                                                               intended. Such work would be included in the
                                                                          implementation                                                                                                                                                            New-build category.




                                                                                                                                                                                                                                                    Acquisition Management
                                                                                                                                                                                                                                                    Note 2: The project commences with the
                                                                                                                                                                                                                                                    issue of a project initiation file to the project
                                                                                                                                                                                                                                                    manager who has been designated
                                                                                                                                                                                                                                                    responsibility for the project. The file contains
                                                                       4.B.1.5 Register the Project with                                                                                                                                            the project purpose, outline scope, budget,
                                                                                                                                                                                                                                                    principle milestones and pre-conditions related
                                                                       the Asset Owner and CIDB                                                                                                                                                     to implementation – such as BEE, labour
                                                                                                                                                                                                                                                    intensive construction, socio-economic
                                                                                                                                                                                                                                                    development objectives and PPP procurement
                                                                                                                                                                                                                                                    or otherwise.
               Implementing Department




                                             4.B.2 Project               4.B.2.1 Procure Design Team                                                                                                                                                Note 3: This process is generic for all
                                                                                                                                                                                                                                                    methods of procurement – including employer
                                                                         (and Construction Team as
                                             Design                      appropriate)
                                                                                          3. Programme                                                                                                                                              design, design and build and PPP
                                                                                                                                                                                                                                                    procurement.
                                                                                           Implementation                                                                                                                                           Note 4: The feasibility study will be
                                                                                                                                                                                                                                                    undertaken in sufficient detail to enable the
                                                                                                                                                                                                                                                    project scope, budget, schedule, viability and
                                                                                                                                                                                                                                                    sustainability to be agreed.
                                                                             4.B.2.2 Project Design
                                                                                                                4. Project                                                                                                                          The feasibility study will address all activities
                                                                                                                                                                                                                                                    that will enable the project to be implemented
                                                                                                                 Delivery                                                                                                                           and transferred to the procuring Department –
                                                                                                                                                                                                                                                    including the procurement strategy, site
                                                                                                                                                                                                                                                    procurement and availability, and the like.
                                                                          4.B.2.3 Approve / Agree the                                                                                                                                               Note 5: Detailed consideration must be given
                                                                          Design                                                                                                                                                                    to processes of handover from ongoing




                                                                                                                                                                                                                                     Activity 3.6
                                                                                                                                                                                                                                                    operations, de-commissioning to enable the
                                                                                                                    4.B.6.1 Monitoring and progress




                                                                                                                                                        4.B.6.2 Contract Administration




                                                                                                                                                                                             4.B.6.3 Project Control (quality,
                                                                                                                                                                                                                                                    works to be executed, and subsequent re-
             Purpose                                                                                                                                                                                                                                commissioning – with the minimum of
                                                                                                                    reporting during all stages of




                                                                                                                                                                                             performance, cost and time)
                                                                                                                                                                                                                                                    disruption to the ongoing operations.
             The purpose of these charts is to represent the high level workflow processes necessary to plan, budget,
                    4.B.3 Project               4.B.3.1 Procure Construction
             prioritise, programme manage, project manage, procure and deliver infrastructure necessary to support the
                    Construction                Services (as appropriate)
             operational objectives of a Department.

             Perspective or view
                                           4.B.3.2 perspective of a provincial official mandated to perform infrastructure
             The processes are presented from theRegister Project Award
             planning and delivery.        with the Asset Owner and CIDB
                                                                                                                    delivery




                                                                          4.B.3.3 Project Construction                                                                                                                           Note 1: The infrastructure planning process results in a schedule of
                                                                          Activities                                                                                                                                             priced and prioritised projects that are to be executed over the medium
                                                                                                                                                                                                                                 to long term, and will result in the provision of the infrastructure
                                                                                                                                                                                                                                 necessary to support the operational objectives of the Department’s
                                                                                                                                                                                                                                 Strategic Plan.
                                               Departmental Policies                                                                                                                                                             Much of the data necessary for the compilation of the Infrastructure
                                               and Project
                                             4.B.4 Mandates             4.B.4.1 Project Commissioning                                                                                                                            Plan, should be recorded in the Department’s Infrastructure Asset
                                                                        Activities                                                                                                                                               Management System maintained in accordance with the Asset
                                             Commissioning                                                                                                                                                                       Management Guidelines of the National Treasury.
                                                                                                                                                                                                                                 The projects will include new-build, rehabilitation, maintenance and
                                                                                                                                                                                                                                 disposal projects.
                                                                          4.B.4.2 Project Construction                                                                                                                           Project budgets should reflect the life-cycle costs of the infrastructure.
                                                                          Completion Approval                                             1. Infrastructure                                                                      (Typically major rehabilitation will take place every five years and
                                                                                                                                                                                                                                 should be budgeted accordingly.)
                                                                                                                                                  Planning                                                                       The infrastructure Plan will include a supporting Organisation and
                                              Formulate Departmental                        1.1 Formulate                                                                                                                        Support plan detailing Departmental arrangements for the management
                                                                             Align
                                                                         4.B.4.3 Project                                                                                                                                         of the delivery of Infrastructure
                                              Strategic Plan                                Infrastructure Plan
                                                                                                 Hand-
                                                                         Operationalisation and Hand-         Activity 3.7
                                                                         over                                                                                                                                                    Note 2: In accordance with National Treasury guidelines the Strategic
                                                                                                                                                                                                                                 and associated Performance Plans must cover the five year period of
                                                                                                                                                                                                                                 office of the newly elected government. The Five year Strategic (and
               Departmental                                                4.B.4.4 Register Practical
                                                                                                                                                                                                                                 Performance) Plans are prepared in the planning cycle immediately
                                                                                                                                                                                                                                 following an election, and are reviewed and updated annually.
                                                                           Completion with the Asset
               Strategic                                                                     1.2 Approve
                                                                           Owner and CIDB Infrastructure Plan                                                                                                                    The Plans are developed in the context of national, provincial and local
                                                                                                                                                                                                                                 development frameworks, in a process of top-down and bottom-up
               Planning                                                                                                                                                                                                          planning. Thus careful consideration and integration is required with
                                                                                                                                                                                                                                 the development planning processes of the other spheres of
                                                                                                                                                                                                                                 government, which is inherent in the principles of co-operative
                                             4.B.5 Project              4.B.5.1 Project Defects Liability                                                                                                                        government set-out in Chapter 3 of the Constitution.

                                             Defects                    period                                                                           MTEF
                                                                                           1.3 Review adjust and                                                                                                                 Note 3: The infrastructure component of the MTEF budgeting process
                                             Liability                                     confirm Infrastructure                                     Budgeting                                                                  commences with a review of the infrastructure plan, to confirm
                                                                                                                                                                                                                                 continued relevance and to make adjustments in accordance with new
                                                                                           Plan                                                        Process                                                                   policy direction.
                                                                        4.B.5.2 Project Defects Liability
                                                                                                                                                                                                                                 The infrastructure plan will also be adjusted to incorporate changes in
                                                                        Period Completion Approval                                                                                                                               costs and project durations based upon the previous year’s programme
                                                                                                                                                                                                                                 performance.

                                                                                            1.4 Formulate                                                                                                                        The projects to be executed in the next MTEF three year cycle – next
                                              Formulate Departmental     4.B.5.3 Register Project                                                                                                                                fiscal year plus two outer years – will then be extracted from the
                                                                             Align         Infrastructure MTEF                                                                                                                   infrastructure plan and presented for the MTEC / MTEF approval
                                              MTEF Budget                Contract Completion with the                                                                                                                            process.
                                                                                           Budget
                                                                         Asset Owner and CIDB
                                                                                                                                                                                                                                 The MTEF budget submission will include priced details of the in-house
                                                                                                                                                                                                                                 organisation and outsourcing that the department will use for the
                                                                                                                                                                                                                                 delivery of the programme – extracted from the Organisation and
                                                                                                                                                                                                                                 Support Plan of the infrastructure planning process.
                                                                                            1.5 Approve                                                                                                                          Direction with respect to specific policy – such as BEE, labour intensive
                                                                                            Infrastructure MTEF                                                                                                                  construction and socio-economic development – will be included with
                                                                                                                                                                                                                                 the MTEF budget submission as specific pre-conditions. Where a
                                                                                            Budget                                                                                                                               project is proposed to be procured through a PPP process, this fact will
                                                                                                                                                                                                                                 be noted as a pre-condition.
                                                                                                                                                                                                                                 The MTEF Budget will specifically detail new-build, rehabilitation,
                                                                                                                                                                                                                                 maintenance and disposal projects to be executed in the next MTEF
                                                                       Activity 3.5                                                                                                                                                                                         Maintenance
                                                                                                                                                                                                                                 cycle, and supporting organisation arrangements.


                                             4.C.1 Maintenance
                                             Project Initiation
                                                                          4.C.1.1 Procure Professional   Toolkit Work Flow                                                                                                                                                                                          Projects      7
                                                                          Services (as appropriate)
                                             (including
                                                                              Asset Owner and CIDB




Schedule 1 Work Flow within Delivery Management
   3.A.5.23.A.3.3 Defects Design Infrastructure
           3.A.2 of 1.2 Work
 3.A.1.4 ApproveProjectApproveActivities
 3.A.5.1 ProjectOperationalisation and Hand-over Plan report
 3.A.3 Project Construction the Design Completion Approval
 3.A.4.3 Project Project Liability 3.A.6.2 Contract
  3.A.4.2 ApprovalDesign for implementation
   3.A.4.1Project Construction
   3.A.2.2 Project Project Liability Period Completion
    3.A.2.3 Approve /Annual Programme
           Project Defects
                       Agree                                              2.8
ScheduleProcure anul EvaluationServicesProject Delivery – Report
 3.A.1.3to 1.5 Infrastructure Programme the CIDB
 3.A.3.2 Procure Professional New Inrstructure the Project Refurbishment Projects
     Project Summary Procedure Award with CIDB
            ProjectDesign Services – (as Infrastructure
     Go Register Project Team Flow(as feasibility)
     2.3.11.1 Overview of Feasibility the appropriate)
            4. Annual Infrastructure within appropriate)
 3.A.4.4 UndertakePracticalContractProgrammeProgramme Delivery Management
 3.A.1.1Infrastructure -Completion forPlanning and
  3.A.3.2 Register Project Award of Build improvements
  3.A.3.1 Compile Construction withStudy for Completion
      4.2 Procurement
           Procure detailed Programme completion
            4.1 Delivery
                    1. Infrastructure CIDB
                      recommendations
                                   (and
 3.3.A.2.1ImplementInitiation (includingwithManagement                                                                                                                                                                                Return to Navigation

                                                                         Activity 3.5                                                                                                                                                                                                                             Rehabilitation

                                                     Departmental
                                              4.B.1 Project and
                                                     Mandate




                                                                                                                                                                                                                                                     Management Demand
                                                       Policies            4.B.1.1 Procure Professional
                                              Initiation (including        Services (as appropriate)                                                                                                                                                                                                               Projects
               Client Department Management



                                              Feasibility)
                                                                           4.B.1.2 Review, understand and
                                                                           accept the Project Scope,
                                                                                                                                                                                                                                                                                                                          4B
                                                      Departmental
                                                                              1. Infrastructure




                                                                                                                                                                                                                                                                              Supply Chain Management Functions
                                                        Strategic                      Pre-
                                                                     Align Budget and Pre-conditions
                                                        Planning                    Planning
                                                                          4.B.1.3 Undertake detailed                                                                                                                                                 Note 1: Rehabilitation comprises all work of a
                                                                                                                                                                                                                                                     major nature required periodically to refurbish,
                                                                          Feasibility Study for the Project                                                                                                                                          refresh or revitalise the infrastructure, to bring
                                                                                                                                                                                                                                                     it back to its original condition – typically every
                                                                                                                                                                                                                                                     after every five years. It does not include
                                                                                                                                                                                                                                                     upgrading work that is required to improve the
                                                                                                                                                                                                5.                                                   infrastructure asset, or increase its capacity
                                                                                                                                                                                                                                                     beyond that for which it was originally
                                                                            4.B.1.4 Approve Project for
                                                                            implementation
                                                                                            2. Programme
                                                                                               Client Programme                                                                            Procurement                                               intended. Such work would be included in the
                                                                                                                                                                                                                                                     New-build category.
                                                                                              Management                                                                                                                                             Note 2: The project commences with the
                                                                                                                                                                                                                                                     issue of a project initiation file to the project




                                                                                                                                                                                                                                                     Acquisition Management
                                                                                                                                                                                                                                                     manager who has been designated
                                                                                                                                                                                                                                                     responsibility for the project. The file contains
                                                                         4.B.1.5 Register the Project with                                                                                                                                           the project purpose, outline scope, budget,
                                                                                                                                                                                                                                                     principle milestones and pre-conditions related
                                                                         the Asset Owner and CIDB                                                                                                                                                    to implementation – such as BEE, labour
                                                                                                                                                                                                                                                     intensive construction, socio-economic
                                                                                                                                                                                                                                                     development objectives and PPP procurement
                                                                                                                                                                                                                                                     or otherwise.

                                              4.B.2 Project                4.B.2.1 Procure Design Team                                                                                                                                               Note 3: This process is generic for all
                                                                                                                                                                                                                                                     methods of procurement – including employer
                                                                           (and Construction Team as
                Implementing Department




                                                                                                                                                                                                                                                     design, design and build and PPP
                                              Design                       appropriate)                                                                                                                                                              procurement.
                                                                                             3. Programme                                                                                                                                            Note 4: The feasibility study will be
                                                                                                                                                                                                                                                     undertaken in sufficient detail to enable the
                                                                                            Implementation                                                                                                                                           project scope, budget, schedule, viability and
                                                                                                                                                                                                                                                     sustainability to be agreed.
                                                                               4.B.2.2 Project Design
                                                                                                                                                                                                                                                     The feasibility study will address all activities
                                                                                                                                                                                                                                                     that will enable the project to be implemented
                                                                                                                                                                                                                                                     and transferred to the procuring Department –
                                                                                                                  4. Project                                                                                                                         including the procurement strategy, site
                                                                                                                                                                                                                                                     procurement and availability, and the like.
                                                                            4.B.2.3 Approve / Agree the
                                                                                                                   Delivery
                                                                                                                                                                                                                                                     Note 5: Detailed consideration must be given
                                                                            Design                                                                                                                                                                   to processes of handover from ongoing




                                                                                                                                                                                                                                      Activity 3.6
                                                                                                                                                                                                                                                     operations, de-commissioning to enable the
                                                                                                                     4.B.6.1 Monitoring and progress




                                                                                                                                                         4.B.6.2 Contract Administration




                                                                                                                                                                                              4.B.6.3 Project Control (quality,
                                                                                                                                                                                                                                                     works to be executed, and subsequent re-
                                                                                                                                                                                                                                                     commissioning – with the minimum of
                                                                                                                     reporting during all stages of




                                                                                                                                                                                              performance, cost and time)
                                                                                                                                                                                                                                                     disruption to the ongoing operations.
                   4.B.3
               Purpose Project                                             4.B.3.1 Procure Construction
               The purpose of these charts is to represent the high level workflow processes necessary to plan, budget,
                      Construction                Services (as appropriate)
               prioritise, programme manage, project manage, procure and deliver infrastructure necessary to support the
               operational objectives of a Department.
                                                                          4.B.3.2 Register Project Award
               Perspective or view                                        with the Asset Owner and CIDB
                                                                                                                     delivery




               The processes are presented from the perspective of a provincial official mandated to perform infrastructure
               planning and delivery.

                                                                            4.B.3.3 Project Construction
                                                                            Activities
                                                                                                                                                                                                                                  Note 1: The infrastructure planning process results in a schedule of
                                                                                                                                                                                                                                  priced and prioritised projects that are to be executed over the medium
                                                                                                                                                                                                                                  to long term, and will result in the provision of the infrastructure
                                                                                                                                                                                                                                  necessary to support the operational objectives of the Department’s
                                              4.B.4 Project               4.B.4.1 Project Commissioning                                                                                                                           Strategic Plan.
                                                Departmental Policies     Activities                                                                                                                                              Much of the data necessary for the compilation of the Infrastructure
                                              Commissioning
                                                and Mandates                                                                                                                                                                      Plan, should be recorded in the Department’s Infrastructure Asset
                                                                                                                                                                                                                                  Management System maintained in accordance with the Asset
                                                                                                                                                                                                                                  Management Guidelines of the National Treasury.

                                                                            4.B.4.2 Project Construction                                                                                                                          The projects will include new-build, rehabilitation, maintenance and
                                                                                                                                                                                                                                  disposal projects.
                                                                            Completion Approval
                                                                                                                                                                                                                                  Project budgets should reflect the life-cycle costs of the infrastructure.
                                                                                                                                           1. Infrastructure                                                                      (Typically major rehabilitation will take place every five years and
                                                                                                                                                                                                                                  should be budgeted accordingly.)
                                                                           4.B.4.3 Project                                                         Planning                                                                       The infrastructure Plan will include a supporting Organisation and
                                               Formulate Departmental                              Hand-
                                                                                              and Hand-
                                                                           Operationalisation 1.1 Formulate     Activity 3.7                                                                                                      Support plan detailing Departmental arrangements for the management
                                                                           overAlign                                                                                                                                              of the delivery of Infrastructure
                                               Strategic Plan                                 Infrastructure Plan
                                                                                                                                                                                                                                  Note 2: In accordance with National Treasury guidelines the Strategic
                                                                             4.B.4.4 Register Practical                                                                                                                           and associated Performance Plans must cover the five year period of
                                                                                                                                                                                                                                  office of the newly elected government. The Five year Strategic (and
                                                                             Completion with the Asset
                Departmental                                                 Owner and CIDB
                                                                                                                                                                                                                                  Performance) Plans are prepared in the planning cycle immediately
                                                                                                                                                                                                                                  following an election, and are reviewed and updated annually.
                Strategic                                                                     1.2 Approve                                                                                                                         The Plans are developed in the context of national, provincial and local
                                                                                              Infrastructure Plan                                                                                                                 development frameworks, in a process of top-down and bottom-up
                PlanningProject
                   4.B.5                                                  4.B.5.1 Project Defects Liability
                                                                                                                                                                                                                                  planning. Thus careful consideration and integration is required with
                                                                                                                                                                                                                                  the development planning processes of the other spheres of
                                                                          period                                                                                                                                                  government, which is inherent in the principles of co-operative
                                              Defects                                                                                                                                                                             government set-out in Chapter 3 of the Constitution.
                                              Liability                                                                                                   MTEF
                                                                                            1.3 Review adjust and                                                                                                                 Note 3: The infrastructure component of the MTEF budgeting process
                                                                                            confirm Infrastructure
                                                                          4.B.5.2 Project Defects Liability                                            Budgeting                                                                  commences with a review of the infrastructure plan, to confirm
                                                                                                                                                                                                                                  continued relevance and to make adjustments in accordance with new
                                                                                            Plan
                                                                          Period Completion Approval                                                    Process                                                                   policy direction.
                                                                                                                                                                                                                                  The infrastructure plan will also be adjusted to incorporate changes in
                                                                                                                                                                                                                                  costs and project durations based upon the previous year’s programme
                                                                                                                                                                                                                                  performance.
                                                                           4.B.5.3 Register Project
                                                                           Contract Completion with the
                                                                                             1.4 Formulate                                                                                                                        The projects to be executed in the next MTEF three year cycle – next
                                               Formulate Departmental                                                                                                                                                             fiscal year plus two outer years – will then be extracted from the
                                                                           Asset Owner and CIDB
                                                                               Align         Infrastructure MTEF                                                                                                                  infrastructure plan and presented for the MTEC / MTEF approval
                                               MTEF Budget                                                                                                                                                                        process.
                                                                                              Budget
                                                                                                                                                                                                                                  The MTEF budget submission will include priced details of the in-house
                                                                                                                                                                                                                                  organisation and outsourcing that the department will use for the
                                                                                                                                                                                                                                  delivery of the programme – extracted from the Organisation and
                                                                                                                                                                                                                                  Support Plan of the infrastructure planning process.
                                                                                              1.5 Approve                                                                                                                         Direction with respect to specific policy – such as BEE, labour intensive
                                                                                              Infrastructure MTEF                                                                                                                 construction and socio-economic development – will be included with
                                                                                                                                                                                                                                  the MTEF budget submission as specific pre-conditions. Where a
                                                                                              Budget                                                                                                                              project is proposed to be procured through a PPP process, this fact will
                                                                                                                                                                                                                                  be noted as a pre-condition.
                                                                         Activity 3.5                                                                                                                                             The MTEF Budget will specifically detail new-build, rehabilitation,
                                                                                                                                                                                                                                                                                                                     Maintenance
                                                                                                                                                                                                                                  maintenance and disposal projects to be executed in the next MTEF
                                                                                                                                                                                                                                  cycle, and supporting organisation arrangements.
                                              4.C.1 Maintenance             4.C.1.1 Procure Professional
                                              Project Initiation            Services (as appropriate)                                                                                                                                                                                                                Projects

                                              (including                                                   Toolkit Work Flow                                                                                                                                                                                                       8
                                              Maintenance                  4.C.1.2 Review, understand and                                                                                                                                                                                                                     4C
                                                                             4.B.5.3 Register Project
                                                                             Contract Completion with the
                                                                             Asset Owner and CIDB


Schedule 1 Work Flow within Delivery Management
   3.A.5.23.A.3.3 Defects Design Infrastructure
           3.A.2 of 1.2 Work
 3.A.1.4 ApproveProjectApproveActivities
 3.A.5.1 ProjectOperationalisation and Hand-over Plan report
 3.A.3 Project Construction the Design Completion Approval
 3.A.4.3 Project Project Liability 3.A.6.2 Contract
  3.A.4.2 ApprovalDesign for implementation
   3.A.4.1Project Construction
   3.A.2.2 Project Project Liability Period Completion
    3.A.2.3 Approve /Annual Programme
           Project Defects
                       Agree                                              2.8
ScheduleProcure anul EvaluationServicesProject Delivery – Report
 3.A.1.3to 1.6 Infrastructure Programme the CIDB
 3.A.3.2 Procure Professional New Inrstructure the Project Maintenance Projects
     Project Summary Procedure Award with CIDB
            ProjectDesign Services – (as Infrastructure
     Go Register Project Team Flow(as feasibility)
     2.3.11.1 Overview of Feasibility the appropriate)
            4. Annual Infrastructure within appropriate)
 3.A.4.4 UndertakePracticalContractProgrammeProgramme Delivery Management
 3.A.1.1Infrastructure -Completion forPlanning and
  3.A.3.2 Register Project Award of Build improvements
  3.A.3.1 Compile Construction withStudy for Completion
      4.2 Procurement
           Procure detailed Programme completion
            4.1 Delivery
                    1. Infrastructure CIDB
                      recommendations
                                   (and
 3.3.A.2.1ImplementInitiation (includingwithManagement                                                                                                                                                                                        Return to Navigation

                                                                            Activity 3.5                                                                                                                                                                                                                                          Maintenance

                                                     Departmental
                                              4.C.1 Maintenance
                                                      Mandate and             4.C.1.1 Procure Professional




                                                                                                                                                                                                                                                                Management Demand
                                              Project Initiation
                                                        Policies              Services (as appropriate)                                                                                                                                                                                                                           Projects

                                              (including
               Client Department Management




                                              Maintenance
                                              Study)
                                                                             4.C.1.2 Review, understand and
                                                                             accept the Maintenance Scope,
                                                                                                                                                                                                                                                                                                                                         4C
                                                     Departmental
                                                                                1. Infrastructure
                                                                                         Pre-
                                                                             Budget and Pre-conditions




                                                                                                                                                                                                                                                                                              Supply Chain Management Functions
                                                       Strategic    Align
                                                       Planning                       Planning
                                                                                4.C.1.3 Undertake detailed                                                                                                                                                                               Note 1: Maintenance covers all the ongoing
                                                                                Maintenance Study for the                                                                                                                                                                                and routine activities necessary to keep the
                                                                                                                                                                                                                                                                                         infrastructure in the condition necessary for it
                                                                                Project                                                                                                                                                                                                  to perform its intended function. Maintenance
                                                                                                                                                                                                                                                                                         will include routine repair and those activities
                                                                                                                                                                                                                                                                                         necessary to ensure that all health and safety
                                                                                                                                                                                                                                                                                         obligations are maintained, and supplier
                                                                              4.C.1.4 Approve Maintenance
                                                                                                                                                                                                      5.                                                                                 warranty obligations are maintained.
                                                                                                                                                                                                                                                                                         Specifications for routine maintenance will
                                                                                               2. Programme
                                                                              Project for implementation Programme
                                                                                                  Client                                                                                         Procurement                                                                             generally be included with as-built
                                                                                                                                                                                                                                                                                         documentation issued on completion of the
                                                                                               Management                                                                                                                                                                                original construction of the infrastructure.




                                                                                                                                                                                                                                                                Acquisition Management
                                                                                                                                                                                                                                                                                         Major rehabilitation and re-vitalisation of the
                                                                                                                                                                                                                                                                                         infrastructure will generally be excluded from
                                                                              4.C.1.5 Register the                                                                                                                                                                                       maintenance works – such works will be
                                                                              Maintenance Project with the                                                                                                                                                                               executed as specifically identified
                                                                              Asset Owner and CIDB                                                                                                                                                                                       rehabilitation projects.
                                                                                                                                                                                                                                                                                         Note 2: Maintenance is managed as a
                                                                                                                                                                                                                                                                                         project. Within this project environment,
                                                                                                                                                                                                                                                                                         contracts will be awarded for various
                                              4.C.2 Design                    4.C.2.1 Procure Design Team                                                                                                                                                                                maintenance activities. (All maintenance
                                                                                                                                                                                                                                                                                         activities could be grouped within a single
                                                                              (and Maintenance Team as                                                                                                                                                                                   maintenance contract.)
                Implementing Department




                                              Maintenance                     appropriate)
                                                                                                                                                                                                                                                                                         Continuity of maintenance activities must be
                                              Specifications                                   3. Programme                                                                                                                                                                              ensured. Maintenance contracts will typically
                                                                                                                                                                                                                                                                                         be of a fixed duration. On completion of a




                                                                                                                                                                                                                                                 Activity 3.6
                                                                                              Implementation                                                                                                                                                                             maintenance contract, a follow-on contract –

                                                                                                                          4.C.5.1 Monitoring and progress




                                                                                                                                                               4.C.5.2 Contract Administration




                                                                                                                                                                                                      4.C.5.3 Project Control (quality,
                                                                              4.C.2.2 Compile Maintenance                                                                                                                                                                                appropriately procured – must be in place to

                                                                                                                          reporting during all stages of
                                                                                                                                                                                                                                                                                         ensure that ongoing maintenance of the




                                                                                                                                                                                                      performance, cost and time)
                                                                              Specifications                                                                                                                                                                                             infrastructure is achieved.
                                                                                                                                                                                                                                                                                         Note 3: The maintenance project commences
                                                                                                                  4. Project                                                                                                                                                             with the issue of a project initiation file to the
                                                                                                                                                                                                                                                                                         project manager who has been designated
                                                                               4.C.2.3 Approve / Agree
                                                                                                                   Delivery                                                                                                                                                              responsibility for the project. The file contains
                                                                                                                                                                                                                                                                                         the project purpose, outline scope of
                                                                               Maintenance Specifications                                                                                                                                                                                maintenance services required, budget,
                                                                                                                                                                                                                                                                                         principle milestones and pre-conditions related
                                                                                                                                                                                                                                                                                         to implementation – such as BEE, labour
                                                                                                                                                                                                                                                                                         intensive construction and socio-economic
                                                                                                                                                                                                                                                                                         development objectives.
                                                                                                                          delivery




                   4.C.3
               Purpose Maintenance                                            4.C.3.1 Procure Maintenance                                                                                                                                                                                Note 4: This process is generic for all
               The purpose of these charts is to represent appropriate)
                                                  Services (as the high level workflow processes necessary to plan, budget,                                                                                                                                                              methods of procurement of maintenance
                                                                                                                                                                                                                                                                                         services.
               prioritise, programme manage, project manage, procure and deliver infrastructure necessary to support the
                                                                                                                                                                                                                                                                                         Note 5: The maintenance study – equivalent
               operational objectives of a Department.                                                                                                                                                                                                                                   to the feasibility study of a new-build project –
                                                                                                                                                                                                                                                                                         will be undertaken in sufficient detail to enable
                                                                             4.C.3.2 Register Project Award                                                                                                                                                                              the maintenance scope, budget, schedule,
               Perspective or view                                           with the Asset Owner and CIDB
                                                                                                                                                                                                                                                                                         viability and sustainability to be agreed.
               The processes are presented from the perspective of a provincial official mandated to perform infrastructure                                                                                                                                                              The maintenance study will address all
               planning and delivery.                                                                                                                                                                                                                                                    activities that will enable the maintenance to
                                                                                                                                                                                                                                                                                         be carried out – including site access, non-
                                                                                                                                                                                                                                                                                         disruption to the ongoing use of the
                                                                                                                                                                                                                                                                                         infrastructure, and the like.
                                                                              4.C.3.3 Maintenance Activities
                                                                                                                                                                                                                                          Note 1: The infrastructure planning process results in a schedule of
                                                                                                                                                                                                                                          priced and prioritised projects that are to be executed over the medium
                                                                                                                                                                                                                                          to long term, and will result in the provision of the infrastructure
                                                                                                                                                                                                                                          necessary to support the operational objectives of the Department’s
                                                                                                                                                                                                                                          Strategic Plan.
                                                                                4.C.3.4 Annual review of
                                                Departmental Policies           Maintenance Performance                                                                                                                                   Much of the data necessary for the compilation of the Infrastructure
                                                and Mandates                                                                                                                                                                              Plan, should be recorded in the Department’s Infrastructure Asset
                                                                                                                                                                                                                                          Management System maintained in accordance with the Asset
                                                                                                                                                                                                                                          Management Guidelines of the National Treasury.

                                                                               4.C.4.1 Hand-over of
                                                                                       Hand-                                                                                                                                              The projects will include new-build, rehabilitation, maintenance and
                                              4.C.4 Maintenance                Maintenance Duties to new              Activity 3.7
                                                                                                                                                                                                                                          disposal projects.
                                              Contract Close-out               contractor (as appropriate)                                                                                                                                Project budgets should reflect the life-cycle costs of the infrastructure.
                                                                                                                                         1. Infrastructure                                                                                (Typically major rehabilitation will take place every five years and
                                                                                                                                                                                                                                          should be budgeted accordingly.)
                                                                                                                                                 Planning                                                                                 The infrastructure Plan will include a supporting Organisation and
                                               Formulate Departmental         4.C.4.2 Maintenance Contract
                                                                                               1.1 Formulate                                                                                                                              Support plan detailing Departmental arrangements for the management
                                                                                 Align
                                                                              Completion Approval                                                                                                                                         of the delivery of Infrastructure
                                               Strategic Plan                                  Infrastructure Plan
                                                                                                                                                                                                                                          Note 2: In accordance with National Treasury guidelines the Strategic
                                                                                                                                                                                                                                          and associated Performance Plans must cover the five year period of
                                                                                                                                                                                                                                          office of the newly elected government. The Five year Strategic (and
                                                                             4.C.4.3 Register Completion
                Departmental                                                 with the Asset Owner and CIDB
                                                                                                                                                                                                                                          Performance) Plans are prepared in the planning cycle immediately
                                                                                                                                                                                                                                          following an election, and are reviewed and updated annually.
                Strategic                                                                       1.2 Approve                                                                                                                               The Plans are developed in the context of national, provincial and local
                                                                                                Infrastructure Plan                                                                                                                       development frameworks, in a process of top-down and bottom-up
                Planning                                                                                                                                                                                                                  planning. Thus careful consideration and integration is required with
                                                                                                                                                                                                                                          the development planning processes of the other spheres of
                                                                                                                                                                                                                                          government, which is inherent in the principles of co-operative
                                                                                                                                                                                                                                          government set-out in Chapter 3 of the Constitution.
                                                                                                                                                               MTEF
                                                                                              1.3 Review adjust and                                                                                                                       Note 3: The infrastructure component of the MTEF budgeting process
                                                                                              confirm Infrastructure                                        Budgeting                                                                     commences with a review of the infrastructure plan, to confirm
                                                                                                                                                                                                                                          continued relevance and to make adjustments in accordance with new
                                                                                              Plan                                                           Process                                                                      policy direction.
                                                                                                                                                                                                                                          The infrastructure plan will also be adjusted to incorporate changes in
                                                                                                                                                                                                                                          costs and project durations based upon the previous year’s programme
                                                                                                                                                                                                                                          performance.

                                                                                               1.4 Formulate                                                                                                                              The projects to be executed in the next MTEF three year cycle – next
                                               Formulate Departmental                                                                                                                                                                     fiscal year plus two outer years – will then be extracted from the
                                                                                 Align         Infrastructure MTEF                                                                                                                        infrastructure plan and presented for the MTEC / MTEF approval
                                               MTEF Budget                                                                                                                                                                                process.
                                                                                               Budget
                                                                                                                                                                                                                                          The MTEF budget submission will include priced details of the in-house
                                                                                                                                                                                                                                          organisation and outsourcing that the department will use for the
                                                                                                                                                                                                                                          delivery of the programme – extracted from the Organisation and
                                                                                                                                                                                                                                          Support Plan of the infrastructure planning process.
                                                                                               1.5 Approve                                                                                                                                Direction with respect to specific policy – such as BEE, labour intensive
                                                                                               Infrastructure MTEF                                                                                                                        construction and socio-economic development – will be included with
                                                                                                                                                                                                                                          the MTEF budget submission as specific pre-conditions. Where a
                                                                                               Budget                                                                                                                                     project is proposed to be procured through a PPP process, this fact will
                                                                                                                                                                                                                                          be noted as a pre-condition.
                                                                                                                                                                                                                                          The MTEF Budget will specifically detail new-build, rehabilitation,
                                                                                                                                                                                                                                          maintenance and disposal projects to be executed in the next MTEF
                                                                                                                                                                                                                                          cycle, and supporting organisation arrangements.
                                                                             Activity 3.5                                                                                                                                                                                                                                                    Disposal


                                              4.D.1 Disposal                                                 Toolkit Work Flow                                                                                                                                                                                                                          9
                                                                                4.D.1.1 Procure Professional
                                              Project Initiation                Services (as appropriate)                                                                                                                                                                                                                             Projects
Schedule 1 Work Flow within Delivery Management
   3.A.5.23.A.3.3 Defects Design Infrastructure
           3.A.2 of 1.2 Work
 3.A.1.4 ApproveProjectApproveActivities
 3.A.5.1 ProjectOperationalisation and Hand-over Plan report
 3.A.4.3 Project Project Liability 3.A.6.2 Contract
 3.A.3 Project Construction the Design Completion Approval
  3.A.4.2 ApprovalDesign for implementation
   3.A.4.1Project Construction
   3.A.2.2 Project Project Liability Period Completion
    3.A.2.3 Approve /Annual Programme
           Project Defects
                       Agree                                          2.8
 3.A.1.3to 1.7 Infrastructure Programme theDelivery – Report
     ProjectSummary of ContractProgramme Completion
      4.2 Procurement of Feasibility – Project CIDB
 3.A.1.1Infrastructure Work FlowStudy improvements Disposal Projects
ScheduleProcure anul EvaluationServices feasibility)
  3.A.3.2 Register Project Award of Build for Programme Delivery Management
     Go Register Project Team Flowthe (as completion
     2.3.11.1 Overview Procedure Award with CIDB
            4. Annual Infrastructure within Infrastructure
 3.A.3.2 Procure Professional New Inrstructure the Project and
 3.A.4.4 UndertakePractical-Completion forPlanning
  3.A.3.1 Compile Construction with (as appropriate)
           Procure detailed Programme appropriate)
            ProjectDesign Services
            4.1 Delivery
                    1. Infrastructure CIDB
                      recommendations
                                   (and
 3.3.A.2.1ImplementInitiation (includingwithManagement                                                                                                                                                                               Return to Navigation

                                                                           Activity 3.5                                                                                                                                                                                                                                 Disposal
                                                    Departmental
                                                    Mandate and
                                             4.D.1 Disposal




                                                                                                                                                                                                                                                       Management Demand
                                                      Policies
                                                                             4.D.1.1 Procure Professional
                                             Project Initiation                                                                                                                                                                                                                                                     Projects
              Client Department Management


                                                                             Services (as appropriate)
                                             (including
                                             Feasibility)
                                                    Departmental            4.D.1.2 Review, understand and
                                                                              1. Infrastructure
                                                                            accept the Project Scope,
                                                                                                                                                                                                                                                                                                                           4D




                                                                                                                                                                                                                                                                                Supply Chain Management Functions
                                                      Strategic    Align
                                                      Planning                    Planning
                                                                                        Pre-
                                                                            Budget and Pre-conditions


                                                                               4.D.1.3 Undertake detailed                                                                                                                                                                       Note 1: Disposal will occur when an
                                                                               Feasibility Study for the                                                                                                                                                                        infrastructure asset is no longer required by
                                                                                                                                                                                                                                                                                the by the Department for its operations.
                                                                               Disposal Project                                                                                                                                                                                 Disposal will be identified and approved in the
                                                                                                                                                                                                                                                                                MTEF budgeting process.
                                                                                                                                                                    5.
                                                                                                                                                                                                                                                                                Note 2: The project commences with the
                                                                                            2. Programme
                                                                                               Client Programme                                                Procurement                                                                                                      issue of a project initiation file to the project
                                                                             4.D.1.4 Approve the Disposal                                                                                                                                                                       manager who has been designated
                                                                                             Management
                                                                             Project for implementation                                                                                                                                                                         responsibility for the disposal project. The file
                                                                                                                                                                                                                                                                                contains the project purpose, outline scope,




                                                                                                                                                                                                                                                       Acquisition Management
                                                                                                                                                                                                                                                                                budget, principle milestones and pre-
                                                                                                                                                                                                                                                                                conditions related to disposal – such as BEE
                                                                                                                                                                                                                                                                                and socio-economic development objectives.




                                                                                                                                                                                                                                        Activity 3.6
                                                                                                                        4.D.4.1 Monitoring and progress




                                                                                                                                                               4.D.4.2 Contract Administration




                                                                                                                                                                                                 4.D.4.3 Project Control (quality,
                                                                           4.D.1.5 Register the Project with                                                                                                                                                                    Note 3: This process is generic for all
                                                                                                                                                                                                                                                                                methods of disposal. The objective of the




                                                                                                                        reporting during all stages of




                                                                                                                                                                                                 performance, cost and time)
                                                                           the Asset Owner                                                                                                                                                                                      disposal process is to transfer all obligations
                                                                                                                                                                                                                                                                                of the Department to another entity – including
                                                                                                                                                                                                                                                                                any costs related to rental, utility services,
                                                                                                                                                                                                                                                                                rates and taxes.
               Implementing Department




                                             4.D.2 Design                   4.D.2.1 Procure Disposal Team
                                                                                                                                                                                                                                                                                Note 4: The disposal feasibility study will be
                                                                                                                                                                                                                                                                                undertaken in sufficient detail to enable the
                                             Disposal Process               (as appropriate)3. Programme                                                                                                                                                                        disposal scope, budget, schedule, viability and
                                                                                                                                                                                                                                                                                sustainability to be agreed. The options for
                                                                                           Implementation                                                                                                                                                                       disposal – which will be appraised within the
                                                                                                                                                                                                                                                                                feasibility study – will include transfer of the
                                                                                                                                                                                                                                                                                asset to another government department at



                                                                                                                        delivery
                                                                              4.D.2.2 Design Disposal                                                                                                                                                                           national provincial or local level.
                                                                              Process, Specifications and
                                                                              Conditions
                                                                                                               4. Project
                                                                                                                Delivery
                                                                              4.D.2.3 Approve Disposal
                                                                              Process, Specifications and
                                                                              Conditions
              Purpose
              The purpose of these charts is to represent the high level workflow processes necessary to plan, budget,
                      4.D.3 Execute
              prioritise, programme manage, project manage, procure and deliver infrastructure necessary to support the
                                                   4.D.3.1 Execute Disposal
                                                   including transfer of asset
              operational objectives of a Department.
                      Disposal                     ownership and liabilities
              Perspective or view
              The processes are presented from the perspective of a provincial official mandated to perform infrastructure
              planning and delivery.          4.D.3.2 Confirm Disposal with
                                              Asset Owner


                                                                                                                                                                                                              Note 1: The infrastructure planning process results in a schedule of
                                                                              4.D.3.3 Ensure that ongoing                                                                                                     priced and prioritised projects that are to be executed over the medium
                                                                                                                                                                                                              to long term, and will result in the provision of the infrastructure
                                                                              service contracts and                 Activity 3.7                                                                              necessary to support the operational objectives of the Department’s
                                                                              obligations are terminated                                                                                                      Strategic Plan.
                                               Departmental Policies                                                                                                                                          Much of the data necessary for the compilation of the Infrastructure
                                               and Mandates                                                                                                                                                   Plan, should be recorded in the Department’s Infrastructure Asset
                                                                                                                                                                                                              Management System maintained in accordance with the Asset
                                                                                                                                                                                                              Management Guidelines of the National Treasury.
                                                                                                                                                                                                              The projects will include new-build, rehabilitation, maintenance and
                                                                                                                                                                                                              disposal projects.
                                                                                                                                                                                                              Project budgets should reflect the life-cycle costs of the infrastructure.
                                                                                                                           1. Infrastructure                                                                  (Typically major rehabilitation will take place every five years and
                                                                                                                                                                                                              should be budgeted accordingly.)
                                                                                                                                   Planning                                                                   The infrastructure Plan will include a supporting Organisation and
                                              Formulate Departmental                         1.1 Formulate                                                                                                    Support plan detailing Departmental arrangements for the management
                                                                               Align                                                                                                                          of the delivery of Infrastructure
                                              Strategic Plan                                 Infrastructure Plan
                                                                                                                                                                                                              Note 2: In accordance with National Treasury guidelines the Strategic
                                                                                                                                                                                                              and associated Performance Plans must cover the five year period of
                                                                                                                                                                                                              office of the newly elected government. The Five year Strategic (and
               Departmental                                                                                                                                                                                   Performance) Plans are prepared in the planning cycle immediately
                                                                                                                                                                                                              following an election, and are reviewed and updated annually.
               Strategic                                                                     1.2 Approve                                                                                                      The Plans are developed in the context of national, provincial and local
                                                                                             Infrastructure Plan                                                                                              development frameworks, in a process of top-down and bottom-up
               Planning                                                                                                                                                                                       planning. Thus careful consideration and integration is required with
                                                                                                                                                                                                              the development planning processes of the other spheres of
                                                                                                                                                                                                              government, which is inherent in the principles of co-operative
                                                                                                                                                                                                              government set-out in Chapter 3 of the Constitution.
                                                                                                                                                             MTEF
                                                                                           1.3 Review adjust and                                                                                              Note 3: The infrastructure component of the MTEF budgeting process
                                                                                           confirm Infrastructure                                         Budgeting                                           commences with a review of the infrastructure plan, to confirm
                                                                                                                                                                                                              continued relevance and to make adjustments in accordance with new
                                                                                           Plan                                                            Process                                            policy direction.
                                                                                                                                                                                                              The infrastructure plan will also be adjusted to incorporate changes in
                                                                                                                                                                                                              costs and project durations based upon the previous year’s programme
                                                                                                                                                                                                              performance.

                                                                                            1.4 Formulate                                                                                                     The projects to be executed in the next MTEF three year cycle – next
                                              Formulate Departmental                                                                                                                                          fiscal year plus two outer years – will then be extracted from the
                                                                               Align        Infrastructure MTEF                                                                                               infrastructure plan and presented for the MTEC / MTEF approval
                                              MTEF Budget                                                                                                                                                     process.
                                                                                            Budget
                                                                                                                                                                                                              The MTEF budget submission will include priced details of the in-house
                                                                                                                                                                                                              organisation and outsourcing that the department will use for the
                                                                                                                                                                                                              delivery of the programme – extracted from the Organisation and
                                                                                                                                                                                                              Support Plan of the infrastructure planning process.
                                                                                            1.5 Approve                                                                                                       Direction with respect to specific policy – such as BEE, labour intensive
                                                                                            Infrastructure MTEF                                                                                               construction and socio-economic development – will be included with
                                                                                                                                                                                                              the MTEF budget submission as specific pre-conditions. Where a
                                                                                            Budget                                                                                                            project is proposed to be procured through a PPP process, this fact will
                                                                                                                                                                                                              be noted as a pre-condition.
                                                                                                                                                                                                              The MTEF Budget will specifically detail new-build, rehabilitation,
                                                                                                                                                                                                              maintenance and disposal projects to be executed in the next MTEF
                                                                                                                                                                                                              cycle, and supporting organisation arrangements.




                                                                                                       Toolkit Work Flow                                                                                                                                                                                                            10
                                                                                                                                                                                                                                                                                                                    Procurement
Schedule 1 Work Flow within Delivery Management
   3.A.5.23.A.3.3 Defects Design Infrastructure
           3.A.2 of 1.2 Work
 3.A.1.4 ApproveProjectApproveActivities
 3.A.5.1 ProjectOperationalisation and Hand-over Plan report
 3.A.4.3 Project Project Liability 3.A.6.2 Contract
 3.A.3 Project Construction the Design Completion Approval
  3.A.4.2 ApprovalDesign for implementation
   3.A.4.1Project Construction
   3.A.2.2 Project Project Liability Period Completion
    3.A.2.3 Approve /Annual Programme
           Project Defects
                       Agree                                        2.8
 3.A.1.3to 1.8 Infrastructure Programme the CIDB
     Project Summary Procedure Award with CIDB
            ProjectDesign Services – (as Infrastructure
ScheduleProcure anul EvaluationServicesProcurement
     Go Register Project Team Flow(as feasibility)
     2.3.11.1 Overview of Feasibility the appropriate)
            4. Annual Infrastructure within appropriate)
 3.A.4.4 UndertakePracticalContractProgrammeProgramme Delivery Management
 3.A.1.1Infrastructure -Completion forPlanning and
 3.A.3.2 Procure Professional New Inrstructure the Project Report
  3.A.3.2 Register Project Award of Build improvements
  3.A.3.1 Compile Construction withStudy for Completion
      4.2 Procurement
           Procure detailed Programme completion
            4.1 Delivery
                    1. Infrastructure CIDB
                      recommendations
                                   (and
 3.3.A.2.1ImplementInitiation (includingwithManagement                                                                                                     Return to Navigation


                                                                                                                                                                                                                                       Procurement
                                                   Departmental
                                                   Mandate and




                                                                                                                                                                        Management Demand
                                                     Policies
                                              5.1 Prepare bid
              Client Department Management


                                                                                                                                                                                                                                     Procurement
                                                                                                                          Contractors register with
                                                                                   5.1.1 Formulate Scope of
                                              Enquiry                              Work
                                                                                                                          the CIDB and are graded in
                                                                                                                          terms of their capability

                                                   Departmental
                                                                          1. Infrastructure




                                                                                                                                                                                                 Supply Chain Management Functions
                                                     Strategic    Align
                                                     Planning                 Planning Procurement
                                                                                 5.1.2 Confirm
                                                                                  Strategy


                                                                                                                                                                                                Note 1: This process is generic for all
                                                                                                                                                                                                procurement related to infrastructure. Specific
                                                                                  5.1.3 Prepare Bid Evaluation                                                                                  care is required to correctly formulate scope of
                                                                                                                                                                                                services or work being procured.
                                                                                  Criteria
                                                                                                                                          5.                                                    Note 2: Procurement is to be carried out in a
                                                                                          2. Programme
                                                                                             Client Programme                        Procurement                                                transparent and auditable manner.

                                                                                          Management




                                                                                                                                                                       Acquisition Management
                                                                                  5.1.4 Prepare Bid Document




                                                                                       5.1.5 Approve Bid
                                                                                       Document
               Implementing Department




                                              5.2 Call for Bids                           3. Programme
                                                                                         Implementation
                                                                                       5.2.1 Call for Bids




                                                                                                                 4. Project
                                                                                        5.2.2 Bid Return
                                                                                        Management                Delivery


                                              5.3 Bid Evaluation                   5.3.1 Confirm Contractor
             Purpose                                                               Grading with CIDB
             The purpose of these charts is to represent the high level workflow processes necessary to plan, budget,
             prioritise, programme manage, project manage, procure and deliver infrastructure necessary to support the
             operational objectives of a Department.
                                                                                   5.3.2 Evaluate Bid Offers
             Perspective or view
             The processes are presented from the perspective of a provincial official mandated to perform infrastructure
             planning and delivery.
                                              5.4 Appointment                       5.4.1 Approve Contract
                                                                                    Award
                                                                                                                                                       Note 1: The infrastructure planning process results in a schedule of
                                                                                                                                                       priced and prioritised projects that are to be executed over the medium
                                                                                                                                                       to long term, and will result in the provision of the infrastructure
                                                                                                                                                       necessary to support the operational objectives of the Department’s
                                                                                    5.4.2 Prepare and Sign                                             Strategic Plan.
                                                                                    Contract
                                              Departmental Policies                                                                                    Much of the data necessary for the compilation of the Infrastructure
                                              and Mandates                                                                                             Plan, should be recorded in the Department’s Infrastructure Asset
                                                                                                                                                       Management System maintained in accordance with the Asset
                                                                                                                                                       Management Guidelines of the National Treasury.
                                                                                                                                                       The projects will include new-build, rehabilitation, maintenance and
                                                                                                                                                       disposal projects.
                                                                                                                                                       Project budgets should reflect the life-cycle costs of the infrastructure.
                                                                                                                      1. Infrastructure                (Typically major rehabilitation will take place every five years and
                                                                                                                                                       should be budgeted accordingly.)
                                                                                                                              Planning                 The infrastructure Plan will include a supporting Organisation and
                                             Formulate Departmental                          1.1 Formulate                                             Support plan detailing Departmental arrangements for the management
                                                                          Align                                                                        of the delivery of Infrastructure
                                             Strategic Plan                                  Infrastructure Plan
                                                                                                                                                       Note 2: In accordance with National Treasury guidelines the Strategic
                                                                                                                                                       and associated Performance Plans must cover the five year period of
                                                                                                                                                       office of the newly elected government. The Five year Strategic (and
               Departmental                                                                                                                            Performance) Plans are prepared in the planning cycle immediately
                                                                                                                                                       following an election, and are reviewed and updated annually.
               Strategic                                                                     1.2 Approve                                               The Plans are developed in the context of national, provincial and local
                                                                                             Infrastructure Plan                                       development frameworks, in a process of top-down and bottom-up
               Planning                                                                                                                                planning. Thus careful consideration and integration is required with
                                                                                                                                                       the development planning processes of the other spheres of
                                                                                                                                                       government, which is inherent in the principles of co-operative
                                                                                                                                                       government set-out in Chapter 3 of the Constitution.
                                                                                                                                 MTEF
                                                                                         1.3 Review adjust and                                         Note 3: The infrastructure component of the MTEF budgeting process
                                                                                         confirm Infrastructure               Budgeting                commences with a review of the infrastructure plan, to confirm
                                                                                                                                                       continued relevance and to make adjustments in accordance with new
                                                                                         Plan                                  Process                 policy direction.
                                                                                                                                                       The infrastructure plan will also be adjusted to incorporate changes in
                                                                                                                                                       costs and project durations based upon the previous year’s programme
                                                                                                                                                       performance.

                                                                                          1.4 Formulate                                                The projects to be executed in the next MTEF three year cycle – next
                                             Formulate Departmental                                                                                    fiscal year plus two outer years – will then be extracted from the
                                                                          Align           Infrastructure MTEF                                          infrastructure plan and presented for the MTEC / MTEF approval
                                             MTEF Budget                                                                                               process.
                                                                                          Budget
                                                                                                                                                       The MTEF budget submission will include priced details of the in-house
                                                                                                                                                       organisation and outsourcing that the department will use for the
                                                                                                                                                       delivery of the programme – extracted from the Organisation and
                                                                                                                                                       Support Plan of the infrastructure planning process.
                                                                                          1.5 Approve                                                  Direction with respect to specific policy – such as BEE, labour intensive
                                                                                          Infrastructure MTEF                                          construction and socio-economic development – will be included with
                                                                                                                                                       the MTEF budget submission as specific pre-conditions. Where a
                                                                                          Budget                                                       project is proposed to be procured through a PPP process, this fact will
                                                                                                                                                       be noted as a pre-condition.
                                                                                                                                                       The MTEF Budget will specifically detail new-build, rehabilitation,
                                                                                                                                                       maintenance and disposal projects to be executed in the next MTEF
                                                                                                                                                       cycle, and supporting organisation arrangements.




                                                                                                           Toolkit Work Flow                                                                                                                         11
     CIDB TOOLKIT - Delivery Managemetn System Work Process


Schedule 2 Delivery Management Work Process                                                                                                      Return to Navigation
Department Short Name: Dept
Department Name: insert name of Dept which is to be inserted in reports
Programme Short Name: Insert Programme short name                           Key
Programme Name: insert Programme full name           Processes which may not be required
Year : 2003/04                                       Approvals required
Programme Manager: insert name of programme manager Registers of Contractors and Projects
                                                     CIDB




                                                                                                                                                    Responsibility
                                                                                                                                    Dependency
                                                                                                                       Guideline
                                Procedure/
                                Activity/                                                                                                                               Input to the             Output from             Document/
    Process               No.                       Description & Action Required                                                                                                                                                        Example
                                Step/                                                                                                                                      Action                 the Action              Template
                                Action

                                                    The department’s overall strategic planning process must
1. Infrastructure Planning                          address the overall strategic direction of a department –
                                                    addressing all operational issues related to service delivery,
                                                    of which infrastructure is only one component. This                                                              Strategic direction from
                                                                                                                                                                     Executive Authority
                                                    module focuses upon the infrastructure plan, which is a                                                                                     Infrastructure Plan
                                                                                                                                                                     obtained from the
                                                    major component of a department’s strategic plan. The                                                                                       and budget
                                                                                                                                                   Infr.             Departmental Strategic
                                                    infrastructure planning process results in a schedule of                                                                                                               2T01
                                                                                                                                                  Planner            Plan
                                                    priced and prioritised projects that are to be executed over                                                                                Organisational and
                                                    the medium to long term, and will result in the provision of                                                                                Support plan
                                                                                                                                                                     The Infrastructure
                                                    the infrastructure necessary to support the operational
                                                                                                                                                                     Planning process
                                                    objectives of the Department’s Strategic Plan. 



                                                    Note: The formulation and annual review of the
1. Infrastructure Planning                          Infrastructure plan and its companion plans and budgets
                                                    forms an integral part of government's planning and
                                                    budgetary cycle. Typically Infrastructure planning should
                                                    commence at least 14 months (or more) before the start of
                                                    a new Financial Year-which is 5 months before the start of
                                                    the budgeting cycle - to allow adequate time for subsequent
                                                    MTEF budgeting.
                                                    Note: Mega Projects which have a substantive impact on
                                                    the economy of a region are likely to generate their own
                                                    needs or modify existing needs. They are also likely to
                                                    impact across all spheres of government. as such they
                                                    should be separately developed and evaluated in a more
                                                    holistic regional context, outside the narrow confines of
                                                    departmental infrastructure planning

                                                    Undertake a medium to long term planning process to
1. Infrastructure Planning                          determine the infrastructure requirements of the
                                                    department in order to meet the departmetns service
                                                    delivery mandates. For each of the strategic goals as                                                            Strategic direction from                                        See Section 4 of
                                                    defined in the departments strategci plan: a detailed,                                                           Executive Authority                                             Module 2, for a
                                                    integrated, planning process needs to be followed. The                                                           obtained from the                                               worked planning
                                                                                                                                                                                                 Infrastructure Plan
                                                    Infrastructure component cannot be isolated from other                                                           Departmental Strategic                                          example.
                                                                                                                                                                                                (with Budget),
                                                    planning components. Much of the data necessary for the                                                          Plan
                                                                                                                                                                                                Organisational and
                                                    compilation of the Infrastructure Plan, should be recorded in                                                                               Support Plan (with         2T01
                                                                                                                                                                     Input from the                                                  See Section 5 of
                                                    the Department’s Infrastructure Asset Management System.                                                                                    Budget)                    2T02
                                                                                                                                                   Infr.             Department's                                                    Module 2, for a
                                                    The projects will include new-build, refurbishment,                                                                                         Pool of potential          2T03
                                                                                                                                                  Planner            Operational Plans                                               worked budgeting
                                                    maintenance and disposal projects.                                                                                                          projects to be             2T04      example clearly
                                                    Project budgets should reflect the life-cycle costs of the                                                                                  implemented over the       2T05
                                                                                                                                                                     The Infrastructure                                              indicating the linkage
                                                    infrastructure. (Typically major refurbishment will take                                                                                    5-10 year planning
                                                                                                                                                                     Planning process Inputs:                                        between the budget
                                                    place every five years and should be budgeted accordingly.)                                                                                 period (Included in
                                                                                                                                                                     Needs Information;                                              component of the
                                                    The infrastructure Plan will include a supporting                                                                                           Infrastructure Plan)
                                                                                                                                                                     Supply Information;                                             Infrastructure Plan
                                                    Organisation and Support plan detailing Departmental                                                             Norms and Standards;                                            and the MTEF
                                                    arrangements for the management of the delivery of                                                               Unit Costs                                                      Budget detail.
                                                    Infrastructure.



1. Infrastructure 1.1.1         Determine Needs     What infrastructure is needed to comply with policy                                                                                                                              See Section 4 of
                                                    direction and departmental strategic plan? The needs                                                             Strategic Goals,                                                Module 2, for a
Planning                                            are determined by determining the total current population                                                       (required outputs)                                              worked planning
                                                                                                                                                                                                Needs forecasting
                                                    to be provided with that specific service , and estimates of                                                     Norms and Standards                                             example.
                                                                                                                                                                                                Model;
                                                    the population in 5 and 10 years (adjusted for growth,                                                           (how many children per
                                                                                                                                                   Infr.                                        Needs forecasting
                                                    migration, aids etc.)                                                                                            class etc) & census and                               2T01
                                                                                                                                                  Planner                                       Risk Model;
                                                    The applicable service Norms and Standards (and trend                                                            other data that enables                                         See Section 5 of
                                                                                                                                                                                                Infrastructure Needs
                                                    analysis) are then applied to the population to determine                                                        demographics to be                                              Module 2, for a
                                                                                                                                                                                                Lists
                                                    the scope of the service infrastructure (both physical as                                                        determined                                                      worked budgeting
                                                    well as non-physical infrastructure)                                                                                                                                             example.

1. Infrastructure 1.1.2         Determine Supply    What infrastructure does the department have, where is                                                                                                                           See Section 4 of
                                                    it located and what is required to maintain it in an                                                                                                                             Module 2, for a
Planning                                            operable condition? All of the existing infrastructure                                                                                                                           worked planning
                                                    components available in that area is determined as                                                                                                                               example.
                                                    maintained within the Asset Management Plan. A clear
                                                    understanding & assessment of:
                                                    a. infrastructure available from or required by other spheres                                                                                                                    See Section 5 of
                                                    of government in relation to the department’s infrastructure                                                                                                                     Module 2, for a
                                                                                                                                                                                                                          Module 2
                                                    provision;                                                                                                       Asset Management                                                worked budgeting
                                                                                                                                                   Infr.                                        Infrastructure Supply                example.
                                                    b. what infrastructure is and will be available;                                                                 System including asset
                                                                                                                                                  Planner                                       Assessment
                                                    c. the infrastructure’s current level of service;                                                                registers
                                                    d. the physical condition & performance of the
                                                                                                                                                                                                                           2T01
                                                    infrastructure;
                                                    e. the department’s maintenance backlog in terms of
                                                    existing infrastructure;
                                                    f. Current utilisation of its infrastructure;
                                                    g. Location of its infrastructure


1. Infrastructure 1.1.3         Establish the Gap   What infrastructure is required? Each needs analysis                                                                                                                             See Section 4 of
                                                    result is compared with available supply and the difference                                                                                                                      Module 2, for a
Planning                                            then establishes the Gap, or the shortfall (or surplus) that                                                                                                                     worked planning
                                                    needs to be addressed. Detail related to existing                                                                                                                                example.
                                                    infrastructure that is required and is a. presently capable of
                                                    servicing service delivery; b. below the necessary standard
                                                    and needs refurbishment to meet service delivery needs; c.                                                                                                                       See Section 5 of
                                                                                                                                   1.1.2                                                        Assessment of Gap
                                                    surplus to service delivery needs and can be disposed of;                                      Infr.                                                                             Module 2, for a
                                                    d. must be acquired to meet service delivery needs;
                                                                                                                                     &                                                          between infrastructure     2T01      worked budgeting
                                                                                                                                                  Planner                                       need & supply
                                                                                                                                   1.1.2                                                                                             example.




                                                                                                                     Module
                                                                                                                       2A                                                                                                                        12
     CIDB TOOLKIT - Delivery Managemetn System Work Process




                                                                                                                                                                 Responsibility
                                                                                                                                                 Dependency
                                                                                                                                    Guideline
                                Procedure/
                                Activity/                                                                                                                                             Input to the              Output from             Document/
    Process               No.                             Description & Action Required                                                                                                                                                                          Example
                                Step/                                                                                                                                                    Action                  the Action              Template
                                Action

                                                          What alternatives to infrastructure can the department                                                                                                                                             See Section 4 of
1. Infrastructure
1. Infrastructure 1.1.4   Planning Alternative
                               Develop
                                                          use? Using any of several techniques, alternatives are                                                                                                                                             Module 2, for a
Planning                        Solutions
                                                          found and assessed. Ability to: analyse alternative options;                                                                                                                                       worked planning
                                                          rank infrastructure based on economic and social analysis;                                                                                                                                         example.
                                                          rationale infrastructure to suit available budget; develop and
                                                                                                                                                                                  Ideas and innovation is
                                                          revise strategic objectives for each piece of infrastructure;                                        Infr.                                           An analysis of
                                                                                                                                                                                  used to arrive at viable                                   2T01            See Section 5 of
                                                          optimise operations and maintenance activities. An updated                                          Planner                                          alternative solutions
                                                                                                                                  Module                                          alternatives                                                               Module 2, for a
                                                          Gap analysis (if alternative solutions are found). Plan to
                                                          implement alternative solutions – this will be implemented                2A                                                                                                                       worked budgeting
                                                          through the programme-                                                                                                                                                                             example.



1. Infrastructure 1.1.5         Determine the Options Which option should the department use? Using any of                                                                                                                                                   See Section 4 of
                                                          several techniques, alternatives are compared to arrive at                                                                                                                                         Module 2, for a
Planning                                                  the most suitable option in terms of value, suitability,                                                                                                                                           worked planning
                                                          fitness for purpose, sustainability, constructability and a                                                                                                                                        example.
                                                          whole host of properties. Options analysis; Assessment of
                                                          suitability, feasibility, acceptability, equitability, efficiency and
                                                                                                                                                                                                               Recommended Option                            See Section 5 of
                                                          effectiveness; An appraisal of the options                                                           Infr.
                                                          Recommendation; Risk management process; Long-term                                    1.1.4                             Alternative solutions        for infrastructure                            Module 2, for a
                                                                                                                                                              Planner                                          delivery
                                                          financial forecast ; Revised long-term financial forecast;                                                                                                                                         worked budgeting
                                                          Analysis of alternative sources of funds                                                                                                                                                           example.




1. Infrastructure 1.1.6         Produce                   How will the department deliver the infrastructure?                                                                                                                                                See Section 4 of
                                Infrastructure plan       Synthesise the various elements and items of the above                                                                                                                                             Module 2, for a
Planning                                                  processes and summarise in the prescribed format to                                                                                                                                                worked planning
                                                                                                                                                                                                                                             2T01
                                                          produce an infrastructure plan as part of the strategic plan.                                                                                        Infrastructure Plan                           example.
                                                                                                                                                                                                                                             2T02
                                                          This plan is integrated with processes internally within the                                         Infr.              Options and costs             ( with corresponding
                                                          department and infrastructure delivery by other
                                                                                                                                                1.1.5                             determined in 1.1.5          budgets spanning a
                                                                                                                                                                                                                                             2T03
                                                                                                                                                              Planner                                                                        2T06
                                                          departments. It addresses both capital operation and                                                                                                 10 year horizon)                              See Section 5 of
                                                          maintenance life cycle costs of all the infrastructure required                                                                                                                                    Module 2, for a
                                                                                                                                                                                                                                                             worked budgeting
                                                                                                                                                                                                                                                             example.
1. Infrastructure 1.1.7         Produce an                What will the department's organization and support                                                                                                                                                See Section 4 of
                                infrastructure            structure to deliver the infrastructure plan be? This plan                                                                                                                                         Module 2, for a
Planning                                                  will identify the organisation and support required to                                                                                                                                             worked planning
                                organization and          manage the infrastructure plan, including the reporting and                                                                                                                                        example.
                                support plan                                                                                                                                                                   Organisational &
                                                          control functions from the department’s perspective. It
                                                                                                                                                                                                               Support plan
                                                          might determine that the project and programme                                                       Infr.              Options and costs                                          2T04
                                                                                                                                                1.1.6                             determined in 1.1.5
                                                                                                                                                                                                               (with corresponding
                                                                                                                                                                                                                                                             See Section 5 of
                                                          management functions will be outsourced. But in this case                                           Planner                                          budgets spanning a
                                                                                                                                                                                                                                             2T05
                                                          it must make allowance for the information flow (reporting)                                                                                                                                        Module 2, for a
                                                                                                                                                                                                               10 year horizon)
                                                          functions to enable the department to remain in control of                                                                                                                                         worked budgeting
                                                          the infrastructure delivery.                                                                                                                                                                       example.



1. Infrastructure 1.2           Level 1 - Approval of Formal approval in writing of the IP & O & SP by the                                                                                                                                                   See Section 4 of
                                                      Approving Authority delegated to provide the approval.                                                                                                                                                 Module 2, for a
Planning                        Infrastructure Plan
                                                                                                                                                                                                                                                             worked planning
                                and Organisation &                                                                                                                                                             Approved                                      example.
                                Support Plan                                                                                                                  Approve Infrastructure Plan &      Infrastructure Plan &
                                                                                                                                                                        Organisational & Support
                                                                                                                                                              Authority Plan                     Organisational &
                                                                                                                                                                                                               Support Plan                                  See Section 5 of
                                                                                                                                                                                                                                                             Module 2, for a
                                                                                                                                                                                                                                                             worked budgeting
                                                                                                                                                                                                                                                             example.
1. Infrastructure 1.3           Review, adjust and        Is the previous versions of the Plan still relevant and                                                                                                                                            See Section 4 of
                                confirm the               valid? Review the infrastructure plan and confirm its                                                                                                                                              Module 2, for a
Planning                                                  continued validity taking into consideration both policy                                                                                                                                           worked planning
                                Infrastructure Plan                                                                                                                                                                                          2T01
                                                          changes and past performance of infrastructure and adjust                                                                                            Confirmed                                     example.
                                (outputs)                                                                                                                                                                                                    2T02
                                                          as necessary. This confirmatory process must include                                                                    previous Infrastructure      Infrastructure Plan
                                                                                                                                                                                                                                             2T03
                                                          consultation with other departments, entities as well as                                             Infr.              and Operational &            and Organisational &
                                                          other spheres of government to ensure continued                                       1.2                               Support Plans with their     Support Plan for
                                                                                                                                                                                                                                             2T04            See Section 5 of
                                                                                                                                                              Planner                                                                        2T05
                                                          relevance of the plan. The infrastructure plan will also be                                                             budgets                      execution over 3 year                         Module 2, for a
                                                          adjusted to incorporate changes in costs and project                                                                                                 MTEF period                   2T06            worked budgeting
                                                          durations based upon the previous year’s programme                                                                                                                                                 example.
                                                          performance.


1. Infrastructure 1.3.1         Determine Projects        What are our infrastructure priorities for the new MTEF                                                                                                                                            See Section 4 of
                                and facility              cycle? Prioritised projects are selected and asset                                                                                                                                                 Module 2, for a
Planning                                                  maintenance requirements are determined from the                                                                                                                                                   worked planning
                                maintenance and           infrastructure plan, for implementation in the current three                                                                                                                                       example.
                                                                                                                                                                                                               Prioritised
                                operational               year MTEF cycle.                                                                                     Infr.                                           Infrastructure &
                                requirements for the                                                                                                                              MTEF budget forecast                                       2T01
                                                                                                                                                              Planner                                          Maintenance projects
                                MTEF period                                                                                                                                                                    for MTEF period                               See Section 5 of
                                                                                                                                                                                                                                                             Module 2, for a
                                                                                                                                                                                                                                                             worked budgeting
                                                                                                                                                                                                                                                             example.
1. Infrastructure 1.4           Formulate                 'What are our infrastructure budget requirements for
                                Infrastructure MTEF       the new MTEF cycle? In line with the MTEF formulate the
Planning                                                  proposed multi year budgets for the prioritised projects and
                                Budget                    maintenance requirements. Inputs to the budget statement                                                                                                                                           See Section 5 of
                                                          The projects to be executed in the next MTEF three year                                                                                                                                            Module 2, for a
                                                          cycle – next fiscal year plus two outer years – will then be                                                                                                                                       worked budgeting
                                                          extracted from the infrastructure plan and presented for the                                                                                                                                       example.
                                                          MTEC / MTEF appro
                                                          The MTEF budget submission will include priced details of
                                                          the in-house organisation and outsourcing that the
                                                          department will use for the delivery of the programme –                                                                 Prioritised Infrastructure   Infrastructure
                                                                                                                                                               Infr.                                                                   2T01 Infrastructure
                                                          extracted from the Organisation and Support Plan of the                               1.3                               & Maintenance projects       priorities for the MTEF
                                                          infrastructure planning process.                                                                    Planner             for MTEF period              Budget statement
                                                                                                                                                                                                                                              Plan
                                                          Direction with respect to specific policy – such as BEE,
                                                          labour intensive construction and socio-economic
                                                          development – will be included with the MTEF budget
                                                          submission as specific pre-conditions. Where a project is
                                                          proposed to be procured through a PPP process, this fact
                                                          will be noted as a pre-condition.
                                                          The MTEF Budget will specifically detail new-build,
                                                          refurbishment, maintenance and disposal projects to be
                                                          executed in the next MTEF cycle, and supporting
                                                          organisation arrangements.
                                                                                                                                  Module
                                                          Formal approval in writing by the Approving Authority                     2A
1. Infrastructure 1.5           Level 1 - Approved
Planning                        budgets for
                                Infrastructure                                                                                                                Approve Infrastructure MTEF                      Approved MTEF
                                                                                                                                                1.4
                                priorities over the                                                                                                           Authority Budget                                 Infrastructure Budget
                                forthcoming MTEF
                                cycle.


                                                                                                                                                                                                                                                                        13
    CIDB TOOLKIT - Delivery Managemetn System Work Process




                                                                                                                                                          Responsibility
                                                                                                                                         Dependency
                                                                                                                             Guideline
                             Procedure/
                             Activity/                                                                                                                                        Input to the           Output from           Document/
  Process              No.                                Description & Action Required                                                                                                                                                        Example
                             Step/                                                                                                                                               Action               the Action            Template
                             Action

                                                          What are the rules according to which the
1. Infrastructure Planning
2.                Programme                               infrastructure programme will be managed and what is
Management                                                the work to be performed under the programme
                                                          management?
                                                          The work to be performed flows from the acceptance of
                                                          projects contained in the approved MTEF budget .                                                                 Approved Infrastructure
                                                          Programme management ensures that projects are                                                                                                                 2T06 Client
                                                                                                                                                                           Plan & Approved projects Approved
                                                          initiated, monitors delivery – initiating corrective action as                                                                                                 Infrastructure
                                                                                                                           Module                      Client  (with any pre-conditions Infrastructure
                                                          necessary – and on completion, ensures that the projects                       1.5                                                                             Programme
                                                                                                                             2B                       Prog Man as applicable) contained Programme                        Management Plan
                                                          are effectively taken over by the procuring department.                                                          in the Approved MTEF    Implementation Plan
                                                          The rules (procedures) are contained in the Infrastructure                                                       Budget                                        IPMP
                                                          Programme Implementation Plan (IPIP) which is drawn up
                                                          at the beginning of the programme and reviewed annually
                                                          and is based on the Infrastructure Plan.



2. Client      2.1           Establish                    Who will manage the Infrastructure Programme? The
                             Infrastructure               Programme Management function is either performed
Programme                                                 internally or outsourced, in accordance with the approved
Management                   Programme                    Organisation and Support Plan included in the
                             Management                                                                                                                                    Approved Organisation   Mandated Programme 2T04 Organisation
                                                          Infrastructure Plan. The Programme Scope Statement will                        1.5          Prog Dir and Support Plan                    Management Team
                                                          form part of the mandate of the Programme Management
                                                                                                                                                                                                                      & Support Plan
                                                          team.



2. Client      2.1.1         Define Infrastructure Roles and responsibilities of the PMT members as well as
                             Programme             support services are to be defined in terms of the                                                                                              Programme Team
Programme                    Management Team roles Infrastructure Programme plan                                                                       Client  Approved Organisation               Roles and             2T04 Organisation
Management                   and responsibilities                                                                                                     Prog Man and Support Plan                    Responsibilities      & Support Plan
                                                                                                                                                                                                   establish

2. Client      2.1.2         Establish Core               Obtain commitment from the members assigned to the
                             Programme                    team as well as from the support services                                                    Client  Approved Organisation               Core Programme        2T04 Organisation
Programme                    Management Team                                                                                                          Prog Man and Support Plan                    Team Established      & Support Plan
Management
2. Client      2.1.3         Establish Infrastructure     The PMT office is to be established and the members
                             Programme                    provided with the required resources (e.g. computers,
Programme                    Management Office and        communications, office furniture, office equipment etc).                                                                                                       2T04 Organisation
                                                                                                                                                       Client  Approved Organisation               Programme Office
Management                   resourcing of PMT
                                                                                                                                                      Prog Man and Support Plan                    Established
                                                                                                                                                                                                                         & Support Plan &
                             members                                                                                                                                                                                     2T06 IPMP


2. Client      2.2           Review, understand           Which projects have been approved for implementation,
                             and accept the               at what budgets, and over what timeframes - are there
Programme                                                 any pre-conditions? The MTEF budget will include priced
Management                   projects contained           details of the in-house organisation and outsourcing that
                             in the approved                                                                                                           Client  MTEF Budget and                     Accepted Budget and   2T01
                                                          the department will use for the delivery of the programme –
                             MTEF Infrastructure          extracted from the Organisation and Support Plan of the
                                                                                                                                                      Prog Man Infrastructure Plan                 Project list          Infrastructure Plan

                             Budget                       infrastructure planning process.


2. Client      2.2.1         Understand Project Scopes What are the scopes of the projects? The MTEF Budget
                                                       will specifically detail new-build, refurbishment, maintenance
Programme                                              and disposal projects to be executed in the next MTEF
Management                                             cycle, and supporting organisation arrangements.
                                                       'The typical Scope of Work as well as performance criteria
                                                       for the projects to be undertaken within the programme are                                      Client  MTEF Budget and                     Accepted Budget and   2T01
                                                       defined from the MTEF budget as guideline for design of                                        Prog Man Infrastructure Plan                 Project list          Infrastructure Plan
                                                       projects e.g. rural sports facilities will comprise a multi
                                                       purpose sports field for r soccer, rugby, and cricket
                                                       orientated north/south with a 100m2 multi-purpose
                                                       clubhouse comprising....etc.

2. Client      2.2.2         Understand 'Infrastructure   How much is the Infrastructure Programme budgets?
                             Programme and Project        How much are the project budgets ? Project budgets are                                                                                   Approved              2T01
Programme                    Budgets
                                                                                                                                                       Client  MTEF Budget and
                                                          defined in the MTEF budgets for the year in question.                                                                                    Infrastructure        Infrastructure Plan
Management                                                                                                                                            Prog Man Infrastructure Plan                 Programme Budget      & MTEF Budget

2. Client      2.2.2.1       Understand                   Understand from the Organisation and Support Plan                                                                MTEF Budget and
                                                          component of the MTEF Budget how much funds have                                                                                         Infrastructure        2T01
Programme                    Infrastructure                                                                                                            Client  Infrastructure Plan
                                                          been approved at programme level. Also understand                                                                                        Programme Budget      Infrastructure Plan
                             Programme Budgets                                                                                                        Prog Man Approved Organisation
Management                                                funding trends within the MTEF.                                                                                  and Support Plan
                                                                                                                                                                                                   Component             & MTEF Budget

2. Client      2.2.2.2       Understand                   Understand from the Infrastructure plan component of the
                             Infrastructure Project       MTEF budget the allocations for current year projects. Also
Programme                                                 understand funding trends within the MTEF. Capital Funds
                             budgets
Management                                                for new build, refurbishment and even disposal type
                                                                                                                                                       Client  MTEF Budget and
                                                                                                                                                                                                   Infrastructure        2T01
                                                          projects would be specifically earmarked for the various                                                                                 Programme Budget      Infrastructure Plan
                                                          project lifecycle phases, namely:                                                           Prog Man Infrastructure Plan                 Component             & MTEF Budget
                                                          Feasibility; design; construction, commissioning.
                                                          Current Expenditure funds would in general be earmarked
                                                          for maintenance type projects
2. Client      2.2.2.3       Understand                   Understand any Donor funding available on the programme
                             Infrastructure related       and understand any pre-conditions and requirements
Programme                                                                                                                                                                                          Infrastructure
                             funding that may be                                                                                                       Client  Donor Funding
Management                                                                                                                                            Prog Man Agreements
                                                                                                                                                                                                   Programme Budget
                             available in addition                                                                                                                                                 Component
                             to the MTEF budget.

2. Client      2.2.3         Understand Project           What are the prescribed timeframes? Direction with
                             Timeframes and               respect to delivery timeframes will be included in the MTEF                                                                                                    2T01
Programme                    resultant cash flows         budget and approved infrastructure plan.
                                                                                                                                                       Client  MTEF Budget and                     Accepted Budget and   Infrastructure Plan
Management                                                 Budgets contains yearly figures, which needs to be broken
                                                          down per month to align with project timeframes to arrive at                                Prog Man Infrastructure Plan                 Project list          & MTEF Budget &
                                                          the project cash flow – refer to activity 2.3.7 for further                                                                                                    2T06 IPMP
                                                          detail.
2. Client      2.2.4         Understand Project Pre-      Are there any pre-conditions set? Direction with respect
                             Conditions                   to specific policy – such as BEE, labour intensive                                                                                                             2T01
Programme                                                 construction and the like – will be included with the MTEF                                   Client  MTEF Budget and                     Accepted Budget and   Infrastructure Plan
                                                                                                                                         1.3
Management                                                budget submission as specific pre-conditions. Where a                                       Prog Man Infrastructure Plan                 Project list          & MTEF Budget &
                                                          project is proposed to be procured through a PPP process,                                                                                                      2T06 IPMP
                                                          this fact will be noted as a pre-condition.
                                                                                                                           Module
                                                                                                                             2A




                                                                                                                                                                                                                                                   14
    CIDB TOOLKIT - Delivery Managemetn System Work Process




                                                                                                                                                              Responsibility
                                                                                                                                             Dependency
                                                                                                                                 Guideline
                                Procedure/
                                Activity/                                                                                                                                         Input to the          Output from               Document/
  Process               No.                                  Description & Action Required                                                                                                                                                              Example
                                Step/                                                                                                                                                Action              the Action                Template
                                Action

1. Infrastructure
2. Client     2.3        Planning Programme
                              Procure                                                                                                                                                                                           2T06 IPMP &
                              Implementation Agent                                                                                                                                                                              2T09
Programme                       and Prepare Service
                                                             Contracts to be established with Implementing Agents.
                                                                                                                                                                                                                                Interdepartmental
                                                             Note this procedure is only relevant for programmes which
Management                      Delivery Agreement           make use of other departments or external Implementing                                                                                                             Service Delivery
                                                                                                                                                                               2T01 & 2T06 -
                                                             Agents. The Infrastructure Programme Management Plan                                          Client  Programme Plan, Budget Implementing Agents                   Agreement with
                                                             (IPMP) will set out the extent to which a group of projects                                                                                                        Public Works
                                                                                                                                                          Prog Man Allocation and approved contracted
                                                             (or all, or none) will be implemented through a Programme                                                         Projects                                         and/or 2T10 SDA
                                                             Implementing Agent (PIA). In accordance with the                                                                                                                   with External IA
                                                             approved IPIP, the PIAs will be procured, if required. The
                                                             Programme Management function retains the responsibility
                                                             for management of the delivery of projects through a PIA
2. Client      2.3.1            Preparation of Service       IA contract prepared in terms of the approved budget                                                                                                               2T09 &/or 2T10
                                Delivery Agreement           allocation                                                                                    Client  2T06 Approved Project
Programme                                                                                                                                                                                              SDA prepared
                                                                                                                                                          Prog Man Schedule and SDA
Management
2. Client      2.3.2            Level 3 Review and           Authorisation of Service Delivery Agreement prior to issue
                                approval of Service          out to IA for review and agreement
Programme                       Delivery Agreement
                                                                                                                                                           Acc Off             SDA                     SDA approved
Management
2. Client      2.3.3            Issue Service Delivery       Instructions on signing requirements to be issued with the
                                Agreement to                 Service Delivery Agreement to the IA, and status tracking                                     Client
Programme                       Implementing Agents for      reporting and troubleshooting to be performed as per 2.3.8 -
                                                                                                                                                                   Approved SDA                        SDA issued to IA
                                                                                                                                                          Prog Man
Management                      agreement and signing         2.3.10
2. Client      2.3.4            Return of signed Service     Review by Service Delivery Agreement , signing by IA and
                                Delivery Agreement by        return to the Programme Sponsor                                                               Client                                      SDA signed by IA and
Programme                       Implementing Agent
                                                                                                                                                                   SDA
                                                                                                                                                                                                       returned
                                                                                                                                                          Prog Man
Management
2. Client      2.3.5            Conclusion of Service        Review, checking, agreement and signing of Service
                                Delivery Agreement by        Delivery Agreement by Programme Sponsor                                                       Client                                      SDA signed by IA and
Programme                       Programme Sponsor
                                                                                                                                                                   SDA signed by IA
                                                                                                                                                                                                       Sponsor
                                                                                                                                                          Prog Man
Management
2. Client      2.3.6            Distribution of signed       Service Delivery Agreement issued to the parties
                                Service Delivery
Programme                                                                                                                                                  Client  SDA signed by IA and
                                Agreement to                                                                                                                                                           Signed SDA issued
Management                      Implementing Agent and
                                                                                                                                                          Prog Man Sponsor
                                Programme Sponsor
2. Client      2.3.7            Filing of signed original    Service Delivery Agreement secured within the Programme                                                           Signed SDA
                                of Service Delivery          Sponsors filing system                                                                        Client
Programme                       Agreement in the
                                                                                                                                                                                                       Signed SDA filed
                                                                                                                                                          Prog Man
Management                      contracts filing system
2. Client      2.3.8            Tracking status of           Status of all Service Delivery Agreement to be tracked in a
                                Service Delivery             tracking schedule in order to monitor progress and identify                                   Client                                      Updated SDA
Programme                       Agreement                    problems and bottlenecks                                                                              SDA Schedule
                                                                                                                                                                                                       Schedule
                                                                                                                                                          Prog Man
Management
2. Client      2.3.9            Reporting and                Progress to be reported and monitored in order to identify
                                                                                                                                                                                                       Implementing Agent
                                Monitoring progress of       any blockages for actioning                                                                   Client
Programme                       finalisation of Service
                                                                                                                                                                                                       Contract Tracking
                                                                                                                                                          Prog Man                                     Schedule
Management                      Delivery Agreement
2. Client      2.3.10           Trouble shooting to          Implementation of appropriate actions to resolve blockages                                                        SDA Tracking Schedule
                                resolve problems and                                                                                                       Client
Programme                       blockages
                                                                                                                                                                                                       All SDA completed
                                                                                                                                                          Prog Man
Management
2. Client      2.4              Formulate the                How will the programme be managed and what rules                                                                                                                   2T06 IPMP           Module 2 B
                                Infrastructure Programme     will apply to the programme and its projects? Design
Programme                       Management Plan (IPMP)       and approve an IPMP for the management of infrastructure
Management                                                   projects, taking into consideration how the department will
                                                             organize projects, procure construction, control quality,
                                                             schedule and costs) communicate, report and mitigate
                                                             against risk. (Note: Projects include Infrastructure                                                                                      Infrastructure
                                                                                                                                                           Client  MTEF Budget and
                                                             acquisition, refurbishment, maintenance and disposal. )                                                                                   Programme
                                                                                                                                                          Prog Man Infrastructure Plan                 Management Plan
                                                             The programme management function manages the
                                                             effective delivery of the new-build, refurbishment,
                                                             maintenance and disposal projects identified in the MTEF
                                                             Budget.




2. Client      2.4.1            Organise the Infrastructure Which projects will be clustered together and how will
                                Programme (including        groups be managed? Projects will be grouped into sub-
Programme                       clustering of Projects)     programmes for efficient management. Such grouping or
Management                                                  clustering can be done on geographical grounds or can be
                                                            based on similarity of project scope, depending on local                                                                                   Defined sub-
                                                                                                                                                           Client
                                                            preference. The institutional arrangements I.e. who does                                               2T01 Project list                   programmes, project
                                                            what within the programme are defined including roles and                                     Prog Man                                     groupings
                                                            responsibilities, organisational structure, relationships with
                                                            other organisations and key functions within the
                                                            programme e.g. Programme Manager, Implementing agent,
                                                            financial controller etc.
2. Client                       Formulate Infrastructure    The objectives for the programme are to be formulated in                                                                                                            2T06 IPMP
                                Programme Objectives        order to achieve the strategic objectives                                                                                                  Programme
Programme                                                                                                                                                  Client                                      Objectives in terms of
                                                                                                                                                                   Infrastructure Plan
Management                                                                                                                                                Prog Man                                     the Strategic
                                                                                                                                                                                                       Objectives
               2.4.1.1
2. Client                       Formulate Infrastructure     Targets to be achieved by the programme are formulated                                                                                                             2T06 IPMP
                                Programme Targets            e.g. 30% of project budget to be spent on community
Programme                                                    labour etc. These targets will often be set in the project pre-
Management                                                   conditions. What "special" Performance Indictors are                                          Client  Infrastructure Plan                 Approved Programme
                                                             required? KPIs – including those related to jobs created,                                    Prog Man Programme Objectives                Targets
                                                             people served and the like – are collected and consolidated
                                                             for Department by the programme management function.
               2.4.1.2
2. Client                       Formulate Funding,           Define what the funding, procurement and contracting                                                                                                               2T06 IPMP
                                Procurement and              arrangements will be between the various stakeholders as                                              Institutional
Programme                       Contracting Arrangements     well as the nature of the contracts/agreements, whether                                       Client                                      Approved Contracting
                                                                                                                                                                   Arrangements and
Management                                                   implementing agents will be used, Public Private                                             Prog Man Procurement Strategy                Arrangements
                                                             Partnerships etc.
               2.4.1.3
2. Client                       Define the Project Life      Define the project cycle which all projects will follow within                                                                                                     2T06 IPMP
                                Span                         the programme including the required outcomes from each
Programme                                                    stage within the project cycle (e.g. Stage 1 Feasibility          Module                      Client                                      Approved Project
Management                                                   Assessment, Stage 2 Preliminary Design & Planning
                                                                                                                                 2A
                                                                                                                                                                   Programme Objectives
                                                                                                                                                                                                       Cycle
                                                             Report, Stage 3 Detailed Design, Stage 4 Tender                                              Prog Man
                                                             Documentation, Stage 5 Tendering & Award, Stage 6
               2.4.1.4                                       Construction, Stage 7 Maintenance)
2. Client                       Alignment with Budget        The Programme Timeframe is aligned with the annual                                                                                        Programme                2T06 IPMP
                                Cycle                        budget cycle of government to ensure that the programme                                       Client                                      Timeframe and
Programme                                                    outputs and reporting fit within the annual budget cycle                                              Treasury Budget Cycle               Reporting a with
                                                                                                                                                          Prog Man
Management     2.4.1.5                                                                                                                                                                                 Annual Budget Cycle
                                                                                                                                                                                                       aligned


                                                                                                                                                                                                                                                                 15
    CIDB TOOLKIT - Delivery Managemetn System Work Process




                                                                                                                                                             Responsibility
                                                                                                                                             Dependency
                                                                                                                                 Guideline
                                 Procedure/
                                 Activity/                                                                                                                                       Input to the           Output from               Document/
  Process               No.                                   Description & Action Required                                                                                                                                                             Example
                                 Step/                                                                                                                                              Action               the Action                Template
                                 Action

                              Determine Multi Year            The forward planning activities are defined in order to                                                                                                           2T06 IPMP
1. Infrastructure
2. Client                Planning Planning
                              Forward                         ensure that implementation within future years will be
Programme                                                     effective and efficient i.e. what planning activities must be                                Client  Programme Activity                  Multi year planning
Management                                                    carried out in proceeding years for effective delivery to                                   Prog Man Timeframe                           schedule
                                                              occur in future years
               2.4.1.6
2. Client      2.4.2             Formulate Infrastructure     What procurement rules are applicable? The                                                                                                                        2T06 IPMP
                                 Construction Procurement     Procurement plan will address procurement strategies for
Programme                                                     projects in general, where no procurement pre-conditions
Management                                                    exists. 'Define what the funding, procurement and
                                                                                                                                                           Client  Procurement strategies              Approved
                                                              contracting arrangements will be between the various
                                                              stakeholders as well as the nature of the                                                   Prog Man Relevant Law                        Procurement Plan
                                                              contracts/agreements, whether implementing agents will be
                                                              used, Public Private Partnerships etc.

2. Client      2.4.2.1           Determine what is to be      What is to be procured – (PSP’s, Material Suppliers,
                                 procured                     Contractors, etc)                                                                            Client  Procurement strategies              Procurement plan
Programme
                                                                                                                                                          Prog Man Relevant Law                        component
Management
2. Client      2.4.2.2           Determine procurement        What is the procurement method                                                                                                                                    See Module 5 for
                                 method                                                                                                                    Client  Procurement strategies              Procurement plan         detail on
Programme                                                                                                                                                                                                                       Construction
                                                                                                                                                          Prog Man Relevant Law                        component
Management                                                                                                                                                                                                                      Procurement
2. Client      2.4.2.3           Determine procurement        Which standard conditions of contract will be used –
                                 strategies                   (NEC, FIDIC, GCC etc)                                                                        Client  Procurement strategies              Procurement plan
Programme
                                                                                                                                                          Prog Man Relevant Law                        component
Management
2. Client      2.4.2.4           Determine Tender process     Which Tender process and Evaluation Requirements will be
                                 and Evaluation               used.                                                                                        Client
Programme                        Requirements                                                                                                             Prog Man
Management
2. Client      2.4.3             Formulate the Human          What are the Programme HR rules? The programme                                                                                                                    2T06 IPMP
                                                                                                                                                                   Programme Objectives,
                                 Resource plan for            management and support staff structure and                                                   Client                                      Approved Human
Programme                        management of the            requirements are defined as well as other resources
                                                                                                                                                                   Targets, Project Scope
                                                                                                                                                          Prog Man and timeframe                       Resource Plan
Management                       infrastructure programme     necessary (e.g. offices, equipment, computers, vehicles,
2. Client      2.4.4             Infrastructure Programme     How will training and capacity building needs be                                                                2T06 IPMP                                         2T07 Capacitaiton
                                                                                                                                                                                                       Infrastructure
                                 Training and Capacitaiton    addressed at a programme level?                                                              Client                                                            Plan linked to
Programme                        Plan                                                                                                                                                                  Programme Training
                                                                                                                                                          Prog Man                                     and Capacitaiton Plan IPMP
Management
2. Client      2.4.4.1           Capacity and skills          Assess the capacity of the PMT members and support                                                                                                                2T07 Capacitaiton
                                 gap assessment of            services to determine gaps in skills and any training and                                    Client  Programme Plan and                                           Plan
Programme                                                     Capacitaiton required.                                                                                                        Skills Assessment
                                 PMT and support                                                                                                          Prog Man staff competency reports
Management
                                 services
2. Client      2.4.4.2           Formulation of PMT           Capacitaiton Plan to determine training requirements of
                                                              PMT including type of training required, when to carry out                                   Client  Programme Plan and                  2T07 Capacitaiton
Programme                        Capacitaiton Plan
                                                              the training and the cost.                                                                  Prog Man Skills Assessment                   Plan for PMT
Management     2.4.5             Formulate the Quality        How will Quality Issues be managed across the                                                                                                                     2T06 IPMP           See also Annex H of
2. Client
                                 Management Plan              programme? ' The way in which quality of the projects will                                                                                                        quality plan        3T01 IPIP for
Programme                                                     be managed is defined within a Quality Management Plan.                                                                                                                               example of quality
Management                                                    The QMP defines the what quality control is required, when                                   Client
                                                                                                                                                                   Project Scope
                                                                                                                                                                                                       Approved Quality                             plan relating to an
                                                              and by whom, and the cost of quality control e.g. all building                              Prog Man                                     Control Plan                                 infrastructure
                                                              foundation excavations of a structural nature are to be                                                                                                                               programme
                                                              inspected by the structural engineer prior to casting
                                                              foundations etc
2. Client      2.4.6             Define the Infrastructure    How will multiple Project Schedules be managed and                                                                                                                2T06 IPMP
                                 Programme Time               rolled up into a programme schedule? The activity
Programme                        Management Plan              timeframes within the programme are defined, including the                                   Client                                      Approved Programme
                                                                                                                                                                   Project Cycle
Management                                                    planned timeframes for each activities and the                                              Prog Man                                     Activity Timeframe
                                                              interrelationships between the activities I.e. what must be
                                                              done before another activity can start
2. Client      2.4.7             Formulate the                How will multiple Project Budgets and Expenditure                                                                                                                 2T06 IPMP
                                 Infrastructure Programme     control be managed and rolled up to a programme
Programme                        Cost Control Plan            level?
Management                                                    This plan will detail the processes, structures and systems
                                                                                                                                                                                                       Formulate the
                                                              that will be used to manage programme expenditure. The                                               PFMA and relevant
                                                                                                                                                           Client                                      Infrastructure
                                                              plan will define what type of expenditures will be reported                                          financial management
                                                                                                                                                          Prog Man regulations                         Programme Cost
                                                              on (certified, paid etc) and it will define who will be
                                                                                                                                                                                                       Control Plan
                                                              responsible for obtaining, maintaining and reporting on this
                                                              data. The plan may also for instance reinforce the use of
                                                              existing departmental systems, or it may prescribe the use
                                                              of a new system.
2. Client      2.4.8             Formulate the                How will communications take place between projects                                                                                                                                   See also Annex I of
                                 Communication Plan for       and programme and between the programme and                                                                                                                                           3T01 IPIP for
Programme                        the Infrastructure           external stakeholders? ' The communication plan for the                                                                                                                               example of
                                                                                                                                                                                                       Formulate the
Management                       Programme                    infrastructure programme is formulated including
                                                                                                                                                           Client                                      Communication Plan
                                                                                                                                                                                                                                                    communication plan
                                                              determining lines of communication, major events within the                                                                                                                           relating to an
                                                                                                                                                          Prog Man                                     for the Infrastructure                       infrastructure
                                                              programme (e.g. launches and handover ceremonies,
                                                                                                                                                                                                       Programme                                    programme
                                                              target market, message, medium, frequency, responsibility,
                                                              risks, activities and cost (Note: To inform Planning Process
                                                              and asset management plan)
2. Client      2.4.9             Formulate the                How will reporting take place between projects and                                                                                                                3S01 Reporting      See also Reporting
                                 Infrastructure Programme     programme and between the programme and external                                                                                                              Guidelines              templates 3T03 to
Programme                        Monitoring and Reporting     stakeholders? ((Note: To inform Planning Process and                                                            Programme Objectives,
                                                                                                                                                                                                       Approved Monitoring
                                                                                                                                                                                                                                                    3T06
                                                                                                                                                                                                       and Reporting System
Management                       System                       asset management plan)' The monitoring and reporting                                        Prog Man            Targets, Project Scope
                                                                                                                                                                                                       within 2T06 based on
                                                              system is formulated which will be used throughout the                                                          and timeframe
                                                                                                                                                                                                       3S01
                                                              programme/project life cycle to monitor the programme and
                                                              report progress
2. Client      2.4.10            Formulate Infrastructure     How will Risk Management be addressed across                                                                                                                                          See also Annex G of
                                 Programme Risk               multiple projects and how will it be rolled up to a                                                                                                                                   3T01 IPIP for
Programme                        Management Plan              programme view? A risk assessment and management
                                                                                                                                                                                                       Formulate
                                                                                                                                                                                                                                                    example of risk
                                                                                                                                                           Client                                      Infrastructure
Management                                                    plan is formulated for the infrastructure programme,
                                                                                                                                                                                                       Programme Risk
                                                                                                                                                                                                                                                    management plan
                                                              including determining the major risks which could occur,                                    Prog Man                                                                                  relating to an
                                                                                                                                                                                                       Management Plan
                                                              measures to mitigate the risks, and how the risks will be                                                                                                                             infrastructure
                                                              managed                                                                                                                                                                               programme
2. Client      2.4.11            Formulate Infrastructure     On the basis of the various sub plans described above,                                                                                   Approved
                                 Programme Management         programme management procedures are formulated to                                                                                        Programme
Programme                        Procedures                   inform Implementing Agents how the projects are to be                          2.4          Proj Man draft IPMP                          Management
Management                                                    implemented, monitored and progress reported                                                                                             Procedures
2. Client      2.4.11.1          Infrastructure programme     Programme Management Procedures are formulated
                                                                                                                                                                                                       draft Programme
                                 Management Procedures        (outlining the institutional arrangements, targets, project
                                                                                                                               Module                      Client  draft components of
Programme                        (PMP) formulated             cycle, payment procedures, contracting arrangements,
                                                                                                                                                                                                       Management
                                                                                                                                 2A                       Prog Man IPMP                                Procedures
Management                                                    reporting requirements etc.) and submitted for approval
2. Client      2.4.11.2          Level 2 Review and           The Programme Management Procedures are reviewed                                                                                      Approved
                                 Approval of Infrastructure   and approved                                                                                 Approv             draft Programme       Programme
Programme                        programme Management                                                                                                                         Management Procedures Management
                                                                                                                                                            Auth
Management                       Procedures                                                                                                                                                         Procedures




                                                                                                                                                                                                                                                               16
     CIDB TOOLKIT - Delivery Managemetn System Work Process




                                                                                                                                                             Responsibility
                                                                                                                                             Dependency
                                                                                                                                 Guideline
                               Procedure/
                               Activity/                                                                                                                                         Input to the            Output from            Document/
   Process               No.                                Description & Action Required                                                                                                                                                           Example
                               Step/                                                                                                                                                Action                the Action             Template
                               Action

                       PMP distributed to                   The PMP is formerly issued to the Implementing Agents
1. Infrastructure Planning
2. Client     2.4.11.3
                       Implementing Agents                  either in hard or electronic format.                                                                                         Management
                                                                                                                                                                                                        Programme

Programme                                                                                                                                                  Client  Approved Programme
                                                                                                                                                                                         Procedures distributed
Management                                                                                                                                                Prog Man Management Procedures to Implementing
                                                                                                                                                                                                        Agents
2. Client       2.4.12         Review Infrastructure        Is last year's plan still valid? Which elements of the plan
                               Programme                    requires updating? On an annual basis, review the
Programme                      Implementation Plan          existing Programme plan and check each sub-plan for                                            Client                                       Reviewed Programme
Management                                                  continued relevance and validity. Update items such as                                        Prog Man                                      Management Plan
                                                            budgets, mandates, scope statements, timeframes and
                                                            project groupings.
2. Client       2.4.12.1       Workshop Infrastructure      Obtain inputs, buy in and commitment from the programme                                                                                                           2T06 IPMP
                               Programme design with        team                                                                                                                 Draft Infrastructure
Programme                      programme team                                                                                                              Client
                                                                                                                                                                                     Programme          Endorsement of IPIP
Management                                                                                                                                                Prog Man               Infrastructure Plan


2. Client       2.4.12.2       Workshop Infrastructure      Obtain strategic direction, buy in and commitment from                                                                                                            2T06 IPMP
                               programme design with        senior management
Programme                      senior management                                                                                                           Client                Draft Infrastructure
                                                                                                                                                                                     Programme          Endorsement of IPIP
Management                                                                                                                                                Prog Man               Infrastructure Plan


2. Client       2.4.12.3       Finalise Infrastructure      Include all relevant inputs from stakeholders                                                                                                                     2T06 IPMP
                               Programme design and
Programme                      programme plan format                                                                                                       Client               Draft Monitoring and
                                                                                                                                                                                                        Finalised IPIP
Management                                                                                                                                                Prog Man               Reporting System



2. Client                      Review and Approve the       Review of the IPIP submitted by the Implementing Agent
                               Infrastructure               against stated requirements in IPMP. Finalisation and
Programme                                                                                                                                                  Client
                               Programme                    approval of the IPIP by the Client Department                                                                                               Approved IPIP
Management                     Implementation Plan
                                                                                                                                                          Prog Man
                2.5            (IPIP)
2. Client       2.6            Manage the Interface         Joint meeting structures (technical, integration, progress                                                                               Approved structure,  2T06 IPMP
                               between Client and           and decision making meetings) and interface mechanisms                                                            Departmental policies; protocols, and
Programme                      Implementing Agent           are used to manage the interface between the Client                                            Acc Off            completed SDA and IPMP procedures to manage
Management                                                  Department and Implementing Agent organisations                                                                                          the interface
2. Client       2.7            Accept and Transfer          A formal process is followed to ensure that completed                                                  Completion Report
                                                                                                                                                           Client
                               Projects to Operations       projects are formally handed over to the procuring                                                     Project Mandate
Programme                                                   department                                                                                    Prog Man Signed Project Transfer
Management
2. Client       2.7.1          Accept completion report     The acceptance of the completion report by the
                                                            Programme Management Team signifies the formal end of                                          Client  Completion Report
Programme                                                   the project.                                                                                  Prog Man
Management
2. Client       2.7.2          Transfer project to          Once completed, the project gets handed over to the
                               department                   procuring department and the normal Operation and                                              Client  Completion Report
Programme                                                   maintenance plans commences.                                                                  Prog Man
Management
2. Client       2.7.3          Close project                Project closure from a programme view only occurs once
                                                                                                                                                                   Completion Report
                                                            the project has been formally accepted by the procuring                                        Client
Programme                                                   department or unit.
                                                                                                                                                                   Project Mandate
                                                                                                                                                          Prog Man Signed Project Transfer
Management
2. Client       2.8            Report on programme          Project performance is monitored and evaluated to provide                                                         Approved Programme
                               performance                  information – in an agreed and prescribed format – to the                                      Client  Implementation Plan                  Programme
Programme                                                   enable the Department to fully understand progress and co-                       2.7
                                                                                                                                                          Prog Man Programme Reports                    Performance Report
Management                                                  ordinate interfaces with Department operations.                                                                   Project Reports
2. Client       2.8.1          Establish project tracking   A project tracking schedule is developed in order to track                                                                                                        3T03 Project
                               schedule                     the progress of all projects within the programme against                                      Client  Approved projects                    Project Tracking      Tracking Schedule
Programme                                                   milestones and key performance milestones                                                     Prog Man schedule                             Schedule
Management
2. Client       2.8.2          Establish programme          The Programme Timeframe is formulated to form the                                                                                                                 3T06 Project
                               timeframe                    baseline for tracking progress of projects                                                     Client                                       Programme             Milestone
Programme                                                                                                                                                          Programme Plan
                                                                                                                                                          Prog Man                                      Timeframe Schedule    Summary schedule
Management
2. Client       2.8.3          Monthly progress reporting Progress is reported monthly for the entire programme                                                                                                               3T04 Monthly
                                                          against key milestones                                                                           Client                                       Implementing Agent    Progress Report
Programme                                                                                                                                                          Milestone data
                                                                                                                                                                                                        reports
                                                                                                                                                          Prog Man
Management
2. Client       2.9            Annual Infrastructure        How did the Programme perform against set                                                                                                                         2T06 IPMP &
                               Programme                    Programme objectives? Annually in advance of the MTEF                                                             Approved Programme                              2T01 Infrastructure
Programme                      Performance Review           budgeting cycle, programme performance is reviewed and                                         Client  Implementation Plan                  Formal Programme      Plan
Management                                                  recommendations for adjustment of the future years’                                           Prog Man Programme Reports                    Review Document
                                                            programme management are agreed for inclusion in the                                                              Project Reports
                                                            following year’s programme management plan.
2. Client       2.9.1          Evaluate Programme           How did the Programme perform against set                                                                         IPIP
                               Performance against          Programme objectives? Each target and objective is                                                     Monthly and Quarterly
Programme                                                                                                                                                  Client
                               objectives and targets       assessed (preferably objectively via independent                                                       Reports
Management                                                  assessors) and performance evaluated                                                          Prog Man Results of Audits
                                                                                                                                                                              Monitoring System
2. Client       2.9.2          Identify Lessons Learnt      What was Best Practice? What was bad practice? From                                                               IPIP
                                                            the evaluation process, critical reflection identifies practices                                                  Monthly and Quarterly
Programme                                                                                                                                                  Client
                                                            that should be continued, improved or re-designed.                                                                Reports
Management                                                                                                                                                Prog Man            Results of Audits
                                                                                                                                                                              Monitoring System
2. Client       2.9.3          Review Norms and             The Infrastructure Planning Process is based on                                                                   IPIP
                               standards                    determining needs through applying service delivery Norms                                                         Monthly and Quarterly
Programme                                                                                                                                                  Client
                                                            and standards to population data. This review component                                                           Reports
Management                                                  provides an opportunity to feed back into the planning                                        Prog Man            Results of Audits
                                                            process to adjust norms and standards where necessary                                                             Monitoring System
2. Client       2.9.4          Review Specifications        The design process depends heavily on the use of                                                                  IPIP
                                                            standard specifications. This review component provides                                                           Monthly and Quarterly
Programme                                                                                                                                                  Client
                                                            an opportunity to feed back into the Design process to                                                            Reports
Management                                                  adjust Specifications where necessary                                                         Prog Man            Results of Audits
                                                                                                                                                                              Monitoring System
2. Client       2.9.5          Review unit costs            The budgets developed in the Infrastructure Planning                                                              IPIP
                                                            Process is based on determining unit costs to norms and                                                           Financial reports
Programme                                                   standards and population data. This review component                                                              Cash Flows
                                                                                                                                                           Client
Management                                                  provides an opportunity to feed back into the planning                                                            Monthly and Quarterly
                                                            process to adjust unit costs where necessary                                                  Prog Man            Reports
                                                                                                                                                                              Results of Audits
                                                                                                                               Module                                         Monitoring System
                2.9.6          Recommend actions            Concrete recommendations are formulated which will                   2A
2. Client
                               based on review              improve the efficiency and effectiveness of the                                                Client
Programme                                                   infrastructure programme in future years for formal                                                    Review Components
                                                                                                                                                          Prog Man
Management                                                  adoption and implementation




                                                                                                                                                                                                                                                        17
    CIDB TOOLKIT - Delivery Managemetn System Work Process




                                                                                                                                                             Responsibility
                                                                                                                                             Dependency
                                                                                                                                 Guideline
                                 Procedure/
                                 Activity/                                                                                                                                       Input to the             Output from           Document/
   Process               No.                                  Description & Action Required                                                                                                                                                         Example
                                 Step/                                                                                                                                              Action                 the Action            Template
                                 Action

1. Infrastructure
2. Client     2.9.7           Level
                         Planning1 Approval of Annual
                              Performance Review
                                                              The recommendations are reviewed and formally adopted
                                                              for implementation within the infrastructure programme in
Programme                        Recommendations              the following years                                                                         Acc Auth
Management
2. Client     2.9.8              Implement                    The approved recommendations are implemented within                                                                                                             Revised 2T01 &
                                 recommendations              the infrastructure programme and the implementation plan,                                    Client                                                             2T06
Programme                                                     organisational structure and procedures amended as                                          Prog Man
Management                                                    appropriate
                                                              What are the rules according to which the
3. Programme Implementation                                   infrastructure programme will be managed and what is
                                                              the work to be performed under the programme
                                                              management?
                                                              The work to be performed flows from the acceptance of                                                           Approved Infrastructure
                                                              projects contained in the approved MTEF budget .                                                                Plan & Approved projects
                                                              Programme management ensures that projects are                                                                                             Approved             3T01 Infrastructure
                                                              initiated, monitors delivery – initiating corrective action as   Module                     Imp Prog (with any pre-conditions Infrastructure                    Programme
                                                                                                                                             1.5                   as applicable) contained
                                                                                                                                                                                            Programme
                                                              necessary – and on completion, ensures that the projects           3                          Mgr    in the Approved MTEF
                                                                                                                                                                                                                              Implementation
                                                              are effectively taken over by the procuring department.                                                                       Implementation Plan               Plan
                                                                                                                                                                              Budget & 2T06
                                                              The rules (procedures) are contained in the Infrastructure                                                      components
                                                              Programme Implementation Plan (IPIP) which is drawn up
                                                              at the beginning of the programme and reviewed annually
                                                              and is based on the Infrastructure Plan.


3. Programme 3.1                 Establish                    Who will manage the Infrastructure Programme? The
                                 Infrastructure               Programme Management function is either performed
Implementation                                                internally or outsourced, in accordance with the approved
Management                       Programme                    Organisation and Support Plan included in the                                               Imp Prog Approved Organisation                 Mandated Programme 2T04 Organisation
                                 Management                                                                                                  1.5                   and Support Plan                      Management Team
                                                              Infrastructure Plan. The Programme Scope Statement will                                       Mgr                                                             & Support Plan
                                                              form part of the mandate of the Programme Management
                                                              team.

3. Programme 3.1.1               Define Infrastructure Roles and responsibilities of the PMT members as well as
                                 Programme             support services are to be defined in terms of the                                                                                                Programme Team
Implementation                   Management Team roles Infrastructure Programme plan                                                                                          Approved Organisation      Roles and            2T04 Organisation
                                                                                                                                                          Prog Man and Support Plan
Management                       and responsibilities                                                                                                                                                    Responsibilities     & Support Plan
                                                                                                                                                                                                         establish

3. Programme 3.1.2               Establish Core               Obtain commitment from the members assigned to the
                                 Programme                    team as well as from the support services                                                                       Approved Organisation      Core Programme       2T04 Organisation
Implementation                   Management Team
                                                                                                                                                          Prog Man and Support Plan                      Team Established     & Support Plan
Management
3. Programme 3.1.3               Establish Infrastructure     The PMT office is to be established and the members
                                 Programme                    provided with the required resources (e.g. computers,
Implementation                   Management Office and        communications, office furniture, office equipment etc).                                                        Approved Organisation      Programme Office     2T04 Organisation
Management                       resourcing of PMT                                                                                                        Prog Man and Support Plan                      Established          & Support Plan
                                 members


3. Programme     3.2             Negotiate and agree          Contracts to be established with implementing agents. The                                                                                                       2T06 IPMP &
                                 service delivery agreement   Infrastructure Programme Management Plan (IPMP) will                                                            Approved Organisation                           2T09
Implementation                   (contracting of              set out the extent to which a group of projects will be                                                         and Support Plan;
                                                                                                                                             2.3                                                                              Interdepartmental
Management                       Implementation Agents)       implemented through a Programme Implementing Agent
                                                                                                                                             and           Acc Off
                                                                                                                                                                              Statutory requirements    Approved Service      Service Delivery
                                                              (PIA). The PIAs will be procured In accordance with the                                                         and obligations assigned Delivery Agreement
                                                                                                                                             2.4                                                                              Agreement with
                                                              approved IPMP. The Programme Management function                                                                by the Client Department
                                                                                                                                                                                                                              Public Works
                                                              retains the responsibility for management of the delivery of                                                    to its Implementing Agent
                                                              projects through a PIA
                                                                                                                                                                                                                              and/or 2T10 SDA
                                 Preparation of service       Agreement Service Delivery Agreement prepared in terms                                                                                                          with External IA
3. Programme     3.2.1                                                                                                                                                        2T06 IPMP & 2T09
                                 delivery                     of the approved budget allocation                                                             Client            Interdepartmental
Implementation
                                                                                                                                                          Prog Man            Service Delivery
Management                                                                                                                                                & IA Prog           Agreement with Public
                                                                                                                                                           Manager            Works and/or 2T10
                                                                                                                                                                              SDA with External IA
3. Programme     3.2.2           Level 3 Review and           Authorisation of Service Delivery Agreement prior to issue
                                 approval of Service          out to IA for review and agreement
Implementation                   Delivery Agreement                                                                                                       Imp Prog                                       Approved Service
Management                                                                                                                                                  Mgr                                          Delivery Agreement



3. Programme     3.2.3           Issue service delivery       Agreement to Implementing Agents for agreement and
                                                              signing. Instructions on signing requirements to be issued
Implementation                                                with the Service Delivery Agreement to the IA                                               Imp Prog
Management                                                                                                                                                  Mgr


3. Programme     3.2.4           Return of signed Service     Review by the IA, agreement, signing by IA and return to
                                 Delivery Agreement by        the Programme Sponsor
Implementation                   Implementing Agent                                                                                                       Imp Prog
Management                                                                                                                                                  Mgr


3. Programme     3.2.5           Conclusion of Service        Review, checking, agreement and signing of Service
                                 Delivery Agreement by        Delivery Agreement by Programme Sponsor
Implementation                   Programme Sponsor
                                                                                                                                                          Imp Prog
Management                                                                                                                                                  Mgr


3. Programme     3.2.6           Distribution of signed       Service Delivery Agreement issued to the parties
                                 Service Delivery
Implementation                   Agreement to                                                                                                             Imp Prog
Management                       Implementing Agent and
                                                                                                                                                            Mgr
                                 Programme Sponsor



3. Programme     3.2.7           Filing of signed original of Service Delivery Agreement secured within the Programme
                                 Service Delivery             Sponsors filing system
Implementation                   Agreement in the contracts                                                                                               Imp Prog                                       Approved Service
Management                       filing system
                                                                                                                                                            Mgr                                          Delivery Agreement
                                                                                                                               Module
                                                                                                                                 2A
3. Programme     3.2.8           Tracking status of Service   Status of all Service Delivery Agreements to be tracked in a
                                 Delivery Agreements          tracking schedule in order to monitor progress and identify
Implementation                                                problems and bottlenecks                                                                    Imp Prog
Management                                                                                                                                                  Mgr




                                                                                                                                                                                                                                                        18
    CIDB TOOLKIT - Delivery Managemetn System Work Process




                                                                                                                                                                Responsibility
                                                                                                                                               Dependency
                                                                                                                                   Guideline
                                  Procedure/
                                  Activity/                                                                                                                                      Input to the    Output from               Document/
   Process                No.                                  Description & Action Required                                                                                                                                                   Example
                                  Step/                                                                                                                                             Action        the Action                Template
                                  Action

                               Reporting and Monitoring        Progress to be reported and monitored in order to identify
1. Infrastructure
3. Programme 3.2.9        Planning of finalisation of
                               progress                        any blockages for actioning
Implementation                    Service Delivery                                                                                                          Imp Prog
Management                        Agreements
                                                                                                                                                              Mgr


3. Programme     3.2.10           Trouble shooting to          Implementation of appropriate actions to resolve blockages
                                  resolve problems and
Implementation                    blockages                                                                                                                 Imp Prog
Management                                                                                                                                                    Mgr


3. Programme     3.3              Review, understand           Which projects have been approved for implementation,
                                  and accept the               at what budgets, and over what timeframes - are there
Implementation                                                 any pre-conditions? The MTEF budget will include priced
Management                        projects contained           details of the in-house organisation and outsourcing that                                                                                                 2T01
                                  in the approved                                                                                                           Imp Prog MTEF Budget and            Accepted Budget and
                                                               the department will use for the delivery of the programme –                                                                                               Infrastructure Plan
                                                                                                                                                              Mgr    Infrastructure Plan        Project list
                                  MTEF Infrastructure          extracted from the Organisation and Support Plan of the                                                                                                   & 2T06 IPMP
                                  Budget                       infrastructure planning process.


3. Programme     3.3.1            Understand Project Scopes What are the scopes of the projects? The MTEF Budget
                                                            will specifically detail new-build, refurbishment, maintenance
Implementation                                              and disposal projects to be executed in the next MTEF
Management                                                  cycle, and supporting organisation arrangements.
                                                            'The typical Scope of Work as well as performance criteria
                                                                                                                                                                                                                         2T01
                                                            for the projects to be undertaken within the programme are                                      Imp Prog MTEF Budget and            Accepted Budget and
                                                                                                                                                                                                                         Infrastructure Plan
                                                            defined from the MTEF budget as guideline for design of                                           Mgr    Infrastructure Plan        Project list
                                                            projects e.g. rural sports facilities will comprise a multi                                                                                                  &2T06 IPMP
                                                            purpose sports field for r soccer, rugby, and cricket
                                                            orientated north/south with a 100m2 multi-purpose
                                                            clubhouse comprising....etc.

3. Programme 3.3.2                Understand 'Infrastructure   How much is the Infrastructure Programme budgets?                                                                                                         3T01 Infrastructure
                                  Programme and Project        How much are the project budgets ? Project budgets are                                                                           Approved                 Programme
Implementation                                                                                                                                              Imp Prog MTEF Budget and
                                  Budgets                      defined in the MTEF budgets for the year in question.                                                                            Infrastructure           Implementation
                                                                                                                                                              Mgr    Infrastructure Plan
Management                                                                                                                                                                                      Programme Budget         Plan

3. Programme 3.3.2.1              Understand                   Understand from the Organisation and Support Plan
                                                               component of the MTEF Budget how much funds have                                                                                 Infrastructure
Implementation                    Infrastructure                                                                                                            Imp Prog
                                                               been approved at programme level. Also understand                                                                                Programme Budget
                                  Programme Budgets                                                                                                           Mgr
Management                                                     funding trends within the MTEF.                                                                                                  Component

3. Programme 3.3.2.2              Understand                   Understand from the Infrastructure plan component of the
                                  Infrastructure Project       MTEF budget the allocations for current year projects. Also
Implementation                                                 understand funding trends within the MTEF. Capital Funds
                                  budgets
Management                                                     for new build, refurbishment and even disposal type
                                                                                                                                                            Imp Prog                            Infrastructure
                                                               projects would be specifically earmarked for the various                                                                         Programme Budget
                                                               project lifecycle phases, namely:                                                              Mgr                               Component
                                                               Feasibility; design; construction, commissioning.
                                                               Current Expenditure funds would in general be earmarked
                                                               for maintenance type projects
3. Programme 3.3.2.3              Understand                   Understand any Donor funding available on the programme
                                  Infrastructure related       and understand any pre-conditions and requirements
Implementation                                                                                                                                                                                  Infrastructure
                                  funding that may be                                                                                                       Imp Prog Donor Funding
Management                                                                                                                                                    Mgr    Agreements
                                                                                                                                                                                                Programme Budget
                                  available in addition                                                                                                                                         Component
                                  to the MTEF budget.

3. Programme 3.3.3                Understand Project           What are the prescribed timeframes? Direction with                                                                                                        3T01 Infrastructure
                                  Timeframes and               respect to delivery timeframes will be included in the MTEF                                                                                               Programme
Implementation                    resultant cash flows         budget and approved infrastructure plan.                                                                                                                  Implementation
                                                                                                                                                            Imp Prog 2T01 Infrastructure        Accepted Budget and
Management                                                      Budgets contains yearly figures, which needs to be broken
                                                                                                                                                                     Plan & 2T06 IPMP           Project list             Plan
                                                               down per month to align with project timeframes to arrive at                                   Mgr
                                                               the project cash flow – refer to activity 2.3.7 for further
                                                               detail.
3. Programme 3.3.4                Understand Project Pre-      Are there any pre-conditions set? Direction with respect
                                  Conditions                   to specific policy – such as BEE, labour intensive
Implementation                                                 construction and the like – will be included with the MTEF                                   Imp Prog 2T01 Infrastructure        Accepted Budget and
                                                                                                                                               1.3
Management                                                     budget submission as specific pre-conditions. Where a                                          Mgr    Plan & 2T06 IPMP           Project list
                                                               project is proposed to be procured through a PPP process,
                                                               this fact will be noted as a pre-condition.
3. Programme 3.4                  Formulate the                How will the programme be managed and what rules                                                                                                          3T01 Infrastructure
                                  Infrastructure               will apply to the programme and its projects? Design                                                                                                      Programme
Implementation                                                 and approve a Infrastructure Programme Implementation
                                  Programme                                                                                                                                                                              Implementation
Management                                                     Plan (IPIP) for the management of infrastructure projects,                                                                                                Plan
                                  Implementation Plan          taking into consideration how the department will organize
                                                                                                                                                                                                Infrastructure
                                  (IPIP)                       projects, procure construction, control quality, schedule and                                Imp Prog 2T01 Infrastructure
                                                                                                                                                                                                Programme
                                                               costs) communicate, report and mitigate against risk.                                          Mgr    Plan & 2T06 IPMP           Implementation Plan
                                                               (Note: Projects include Infrastructure acquisition,
                                                               refurbishment, maintenance and disposal. ) The
                                                               programme management function manages the effective
                                                               delivery of the new-build, refurbishment, maintenance and
                                                               disposal projects identified in the MTEF Budget.
3. Programme 3.4.1                Organise the                 Which projects will be clustered together and how will
                                  Infrastructure               groups be managed? Projects will be grouped into sub-
Implementation                    Programme (including         programmes for efficient management. Such grouping or
Management                        clustering of Projects)      clustering can be done on geographical grounds or can be
                                                               based on similarity of project scope, depending on local                                                                         Defined sub-
                                                                                                                                                            Imp Prog
                                                               preference. The institutional arrangements I.e. who does                                              Project list               programmes, project
                                                               what within the programme are defined including roles and                                      Mgr                               groupings
                                                               responsibilities, organisational structure, relationships with
                                                               other organisations and key functions within the
                                                               programme e.g. Programme Manager, Implementing agent,
                                                               financial controller etc.
3. Programme 3.4.1.1              Formulate Infrastructure     The objectives for the programme are to be formulated in                                                                                                  3T01 Infrastructure
                                  Programme Objectives         order to achieve the strategic objectives                                                                                        Programme                Programme
Implementation                                                                                                                                              Imp Prog                            Objectives in terms of
                                                                                                                                                                     Strategic Objectives                                Implementation
Management                                                                                                                                                    Mgr                               the Strategic
                                                                                                                                                                                                                         Plan
                                                                                                                                                                                                Objectives

3. Programme 3.4.1.2              Formulate Programme          Targets to be achieved by the programme are formulated            Module                                                                                  3T01 Infrastructure
                                  Targets (including           e.g. 30% of project budget to be spent on community                                                                                                       Programme
Implementation                    Programme Socio-
                                                                                                                                   2A
                                                               labour etc. These targets will often be set in the project pre-
                                                                                                                                                            Imp Prog                            Approved Programme Implementation
Management                        Economic, Gender and         conditions. What "special" Performance Indictors are                                                  Programme Objectives
                                                                                                                                                                                                Targets            Plan
                                  Environmental targets)       required? KPIs – including those related to jobs created,                                      Mgr
                                                               people served and the like – are collected and consolidated
                                                               for Department by the programme management function.




                                                                                                                                                                                                                                                   19
    CIDB TOOLKIT - Delivery Managemetn System Work Process




                                                                                                                                                       Responsibility
                                                                                                                                       Dependency
                                                                                                                           Guideline
                            Procedure/
                            Activity/                                                                                                                                   Input to the    Output from               Document/
   Process           No.                                Description & Action Required                                                                                                                                                     Example
                            Step/                                                                                                                                          Action        the Action                Template
                            Action

                                                        The institutional arrangements I.e. who does what within                                                                                                3T01 Infrastructure
1. Infrastructure Planning Institutional
3. Programme 3.4.1.3   Define
                                                        the programme are defined including roles and                                                                                                           Programme
Implementation         Arrangements for the
                                                        responsibilities, organisational structure, relationships with                              Imp Prog                           Approved Institutional   Implementation
                       programme                                                                                                                             Programme Objectives
Management                                              other organisations and key functions within the                                              Mgr                              Arrangements             Plan
                                                        programme e.g. Programme Manager, Implementing agent,
                                                        financial controller etc.
3. Programme 3.4.1.4        Formulate Funding,          Define what the funding, procurement and contracting                                                                                                    3T01 Infrastructure
                            Procurement and             arrangements will be between the various stakeholders as                                                                                                Programme
Implementation                                          well as the nature of the contracts/agreements, whether                                     Imp Prog Institutional             Approved Contracting
                            Contracting                                                                                                                      Arrangements and                                   Implementation
Management                                              implementing agents will be used, Public Private                                              Mgr    Procurement Strategy
                                                                                                                                                                                       Arrangements
                                                                                                                                                                                                                Plan
                            Arrangements                Partnerships etc.

3. Programme 3.4.1.5        Define the Project          Define the project cycle which all projects will follow within                                                                                          3T01 Infrastructure
                            Cycle                       the programme including the required outcomes from each                                                                                                 Programme
Implementation                                          stage within the project cycle (e.g. Stage 1 Feasibility                                                                                                Implementation
                                                                                                                                                    Imp Prog                           Approved Project
Management                                              Assessment, Stage 2 Preliminary Design & Planning                                                    Programme Objectives
                                                                                                                                                                                       Cycle                    Plan
                                                        Report, Stage 3 Detailed Design, Stage 4 Tender                                               Mgr
                                                        Documentation, Stage 5 Tendering & Award, Stage 6
                                                        Construction, Stage 7 Maintenance)
3. Programme 3.4.1.6        Alignment with              The Programme Timeframe is aligned with the annual                                                                             Programme
                            Budget Cycle                budget cycle of government to ensure that the programme                                     Imp Prog                           Timeframe and
Implementation                                          outputs and reporting fit within the annual budget cycle                                             Treasury Budget Cycle     Reporting a with
                                                                                                                                                      Mgr
Management                                                                                                                                                                             Annual Budget Cycle
                                                        The forward planning activities are defined in order to                                                                        aligned                  3T01 Infrastructure
3. Programme 3.4.1.7        Determine Multi Year
                            Forward Planning            ensure that implementation within future years will be                                                                                                  Programme
Implementation                                          effective and efficient i.e. what planning activities must be                               Imp Prog Programme Activity        Multi year planning
                                                                                                                                                                                                                Implementation
Management                                              carried out in proceeding years for effective delivery to                                     Mgr    Timeframe                 schedule
                                                                                                                                                                                                                Plan
                                                        occur in future years

3. Programme 3.4.2          Formulate Infrastructure    What procurement rules are applicable? The                                                                                                                                    See also Module 5
                            Procurement Plan            Procurement plan will address procurement strategies for
Implementation                                          projects in general, where no procurement pre-conditions
Management                                              exists. 'Define what the funding, procurement and                                           Imp Prog Procurement strategies    Approved
                                                        contracting arrangements will be between the various                                          Mgr    Relevant Law              Procurement Plan
                                                        stakeholders as well as the nature of the
                                                        contracts/agreements, whether implementing agents will be
                                                        used, Public Private Partnerships etc.
3. Programme 3.4.2.1        Determine what is to be     What is to be procured – (PSP’s, Material Suppliers,
                            procured                    Contractors, etc)                                                                           Imp Prog Procurement strategies    Procurement plan
Implementation                                                                                                                                               Relevant Law              component
                                                                                                                                                      Mgr
Management
3. Programme 3.4.2.2        Determine procurement       What is the procurement method                                                                                                                          See Module 5 for
                            method                                                                                                                  Imp Prog Procurement strategies    Procurement plan         detail on
Implementation                                                                                                                                               Relevant Law              component                Construction
                                                                                                                                                      Mgr
Management                                                                                                                                                                                                      Procurement
3. Programme 3.4.2.3        Determine procurement       Which standard conditions of contract will be used –
                            strategies                  (NEC, FIDIC, GCC etc)                                                                       Imp Prog Procurement strategies    Procurement plan
Implementation                                                                                                                                               Relevant Law              component
                                                                                                                                                      Mgr
Management
3. Programme 3.4.2.4        Determine Tender process    Which Tender process and Evaluation Requirements will be
                            and Evaluation              used.                                                                                       Imp Prog
Implementation              Requirements                                                                                                              Mgr
Management
3. Programme 3.4.3          Formulate the Human         What are the Programme HR rules? The programme                                                                                                          3T01 Human
                                                        management and support staff structure and
Implementation
                            Resource Plan for
                                                                                                                                                    Imp Prog Programme Objectives,     Approved Human           Resource Plan
                            management of the           requirements are defined as well as other resources                                                  Targets, Project Scope
                                                                                                                                                      Mgr                              Resource Plan
Management                  programme                   necessary (e.g. offices, equipment, computers, vehicles,                                             and timeframe
                                                        transport, accommodation in the field, cell phones etc.)
3. Programme 3.4.4          Formulate Training and      How will training and capacity building needs be                                                                                                        2T07 Capacitation     See Module 2 for
                            Capacitation Plan           addressed at a programme level?                                                             Imp Prog                           Formulate Training    Plan                     details on
Implementation                                                                                                                                                                         and Capacitation Plan                          Capacitaiton planning
                                                                                                                                                      Mgr
Management
3. Programme 3.4.4.1        Capacity and skills         Assess the capacity of the PMT members and support
                            gap assessment of           services to determine gaps in skills and any training and                                   Imp Prog Programme Plan and
Implementation                                          Capacitaiton required.                                                                                                        Skills Assessment
                            PMT and support                                                                                                           Mgr    staff competency reports
Management
                            services
3. Programme 3.4.4.2        Formulation of PMT          Capacitation Plan to determine training requirements of
                            Capacitation Plan           PMT including type of training required, when to carry out                                  Imp Prog Programme Plan and        Capacitation Plan for
Implementation                                          the training and the cost.                                                                           Skills Assessment         PMT
                                                                                                                                                      Mgr
Management
3. Programme 3.4.5          Formulate the Quality    How will Quality Issues be managed across the                                                                                                              3T01 Quality
                            Management Plan          programme? ' The way in which quality of the projects will                                                                                                 Management Plan
Implementation                                       be managed is defined within a Quality Management Plan.
Management                                           The QMP defines the what quality control is required, when                                     Imp Prog
                                                                                                                                                             Project Scope
                                                                                                                                                                                       Approved Quality
                                                     and by whom, and the cost of quality control e.g. all building                                   Mgr                              Control Plan
                                                     foundation excavations of a structural nature are to be
                                                     inspected by the structural engineer prior to casting
                                                     foundations etc
3. Programme 3.4.6          Define the Programme     How will multiple Project Schedules be managed and                                                                                                         3T01 Infrastructure
                            Time Management Plan     rolled up into a programme schedule? The activity                                                                                                          Programme
Implementation                                       timeframes within the programme are defined, including the                                     Imp Prog                           Approved Programme Implementation
                                                                                                                                                             Project Cycle
Management                                           planned timeframes for each activities and the                                                   Mgr                              Activity Timeframe Plan
                                                     interrelationships between the activities I.e. what must be
                                                     done before another activity can start
3. Programme 3.4.7          Formulate Infrastructure How will multiple Project Budgets and Expenditure
                            Programme Cost Control control be managed and rolled up to a programme
Implementation              Plan                     level?
Management                                           This plan will detail the processes, structures and systems
                                                                                                                                                                                       Formulate
                                                     that will be used to manage programme expenditure. The
                                                                                                                                                    Imp Prog PFMA and relevant         Infrastructure
                                                     plan will define what type of expenditures will be reported                                             financial management
                                                                                                                                                      Mgr                              Programme Cost
                                                     on (certified, paid etc) and it will define who will be                                                 regulations
                                                                                                                                                                                       Control Plan
                                                     responsible for obtaining, maintaining and reporting on this
                                                     data. The plan may also for instance reinforce the use of
                                                     existing departmental systems, or it may prescribe the use
                                                     of a new system.
3. Programme 3.4.8          Formulate Infrastructure How will communications take place between projects                                                                                                        3T01 Infrastructure See 3T01 Appendix I
                            Programme                and programme and between the programme and                                                                                                                Programme
Implementation              Communication plan       external stakeholders? ' The communication plan for the
                                                                                                                                                                                       Formulate                Implementation
Management                                           infrastructure programme is formulated including
                                                                                                                                                                                       Infrastructure           Plan
                                                     determining lines of communication, major events within the                                    Prog Man                           Programme
                                                     programme (e.g. launches and handover ceremonies,                   Module                                                        Communication plan
                                                     target market, message, medium, frequency, responsibility,            2A
                                                     risks, activities and cost (Note: To inform Planning Process
                                                     and asset management plan)




                                                                                                                                                                                                                                                 20
    CIDB TOOLKIT - Delivery Managemetn System Work Process




                                                                                                                                                               Responsibility
                                                                                                                                              Dependency
                                                                                                                                  Guideline
                                   Procedure/
                                   Activity/                                                                                                                                        Input to the              Output from                Document/
   Process               No.                                   Description & Action Required                                                                                                                                                                     Example
                                   Step/                                                                                                                                               Action                  the Action                 Template
                                   Action

                                                               How will reporting take place between projects and                                                                                                                S3S01 Reporting
1. Infrastructure
3. Programme 3.4.9         Planning the
                                Formulate
                                Infrastructure                 programme and between the programme and external                                                                                                                  Guidelines & 3T03
Implementation                     Programme Monitoring        stakeholders? ((Note: To inform Planning Process and                                                             Programme Objectives,                            to 3T06 reporting
                                                                                                                                                           Imp Prog                                         Approved Monitoring
Management                         and Evaluation System       asset management plan)' The monitoring and reporting                                                             Targets, Project Scope
                                                                                                                                                                                                            and Reporting System templates
                                                               system is formulated which will be used throughout the                                        Mgr                and timeframe
                                                               programme/project life cycle to monitor the programme and
                                                               report progress
3. Programme 3.4.10                Formulate Risk              How will Risk Management be addressed across                                                                                                                            3T01 Infrastructure See 3T01 Appendix G
                                   Management Plan             multiple projects and how will it be rolled up to a                                                                                                                     Programme
Implementation                                                 programme view? A risk assessment and management
                                                                                                                                                           Imp Prog                                         Formulate Risk             Implementation
Management                                                     plan is formulated for the infrastructure programme,
                                                                                                                                                                                                            Management Plan            Plan
                                                               including determining the major risks which could occur,                                      Mgr
                                                               measures to mitigate the risks, and how the risks will be
                                                               managed
3. Programme 3.4.11                Formulate                   On the basis of the various sub plans described above,
                                                                                                                                                                                                            Approved
                                   Programme                   programme management procedures are formulated to
Implementation                                                                                                                                             Imp Prog Approved Programme                      Programme
                                                               inform Implementing Agents how the projects are to be                          2.4                   Implementation Plan                     Management
Management                         Management                  implemented, monitored and progress reported                                                  Mgr
                                   Procedures                                                                                                                                                               Procedures

3. Programme 3.4.11.1              Programme                   Programme Management Procedures are formulated
                                                               (outlining the institutional arrangements, targets, project                                                                                  draft Programme
Implementation                     Management                                                                                                                                   Approved Programme
                                                               cycle, payment procedures, contracting arrangements,                                        Prog Man Implementation Plan                     Management
                                   Procedures (PMP)
Management                                                     reporting requirements etc.) and submitted for approval                                                                                      Procedures
                                   formulated
3. Programme 3.4.11.2              Level 2 Review and          The Programme Management Procedures are reviewed
                                   Approval of                 and approved                                                                                                                           Approved
Implementation                                                                                                                                              Approv              draft Programme       Programme
Management                         Programme                                                                                                                                    Management Procedures Management
                                                                                                                                                             Auth
                                   Management                                                                                                                                                         Procedures
                                   Procedures
3. Programme 3.4.11.3              PMP distributed to          The PMP is formerly issued to the Implementing Agents                                                                                        Programme
                                   Implementing Agents         either in hard or electronic format.                                                                                       Management
Implementation                                                                                                                                             Imp Prog Approved Programme
                                                                                                                                                                                          Procedures distributed
                                                                                                                                                             Mgr    Management Procedures
Management                                                                                                                                                                                to Implementing
                                                                                                                                                                                                            Agents
3. Programme 3.4.12                Review Infrastructure       Is last year's plan still valid? Which elements of the plan
                                   Programme                   requires updating? On an annual basis, review the
Implementation                     Implementation Plan         existing Programme plan and check each sub-plan for                                         Imp Prog                                         Reviewed Programme
Management                                                     continued relevance and validity. Update items such as                                        Mgr                                            Management Plan
                                                               budgets, mandates, scope statements, timeframes and
                                                               project groupings.
3. Programme 3.4.12.1              Workshop                    Obtain inputs, buy in and commitment from the programme                                                                                                                 3T01 Infrastructure
                                   Infrastructure              team                                                                                                                Draft Infrastructure                                Programme
Implementation                                                                                                                                             Imp Prog
                                   Programme design                                                                                                                                    Programme            Endorsement of IPIP        Implementation
Management                                                                                                                                                   Mgr                   Infrastructure Plan                                 Plan
                                   with programme team

3. Programme 3.4.12.2              Workshop                    Obtain strategic direction, buy in and commitment from                                                                                                                  3T01 Infrastructure
                                   programme design            senior management                                                                                                   Draft Infrastructure                                Programme
Implementation                                                                                                                                             Imp Prog
                                   with senior                                                                                                                                         Programme            Endorsement of IPIP        Implementation
Management                                                                                                                                                   Mgr                   Infrastructure Plan                                 Plan
                                   management

3. Programme 3.4.12.3              Finalise Infrastructure Include all relevant inputs from stakeholders                                                                                                                               3T01 Infrastructure
                                   Programme design                                                                                                                                                                                    Programme
Implementation                                                                                                                                             Imp Prog               Draft Monitoring and                                 Implementation
                                   and programme plan                                                                                                                                                       Finalised IPIP
Management                                                                                                                                                   Mgr                   Reporting System
                                                                                                                                                                                                                                       Plan
                                   format

3. Programme     3.5               Mandate Infrastructure     Who will manage the Project? What will the project                                                                                                                       4S01 Project          See Module 4 Project
                                                                                                                                                                                Approved Programme
                                   Project Managers           entail? The Project Management function is either                                                                                             Project Mandate or         Management            Delivery
Implementation                                                performed internally or outsourced, in accordance with the                                   Imp Prog Implementation Plan                     Project Charter
                                                                                                                                                                    Project parameters                                                 Terms of
Management                                                    approved Organisation and Support Plan included in the                                         Mgr    defined in Infrastructure
                                                                                                                                                                                                            contained in Project       Reference
                                                              Infrastructure Plan. The Project Scope Statement will form                                                                                    Initiation File
                                                                                                                                                                                plan and MTEF budget.
                                                              part of the mandate.
3. Programme     3.5.1             Identify / Procure Project Who will manage the project ?                                                                                     Approved Programme                                     4S01 Project          See also Module 5

Implementation
                                   Managers
                                                                                                                                                           Imp Prog Implementation Plan                     Appointed, mandated        Management
                                                                                                                                                                    Project parameters                                                 Terms of
                                                                                                                                                             Mgr                                            Project Manager
Management                                                                                                                                                          defined in Infrastructure                                          Reference
                                                                                                                                                                                plan and MTEF budget.
3. Programme     3.5.2             Draft Project initiation    What is the initial mandate of the Project?                                                                      Approved Programme
                                   file                                                                                                                                         Implementation Plan
Implementation                                                                                                                                             Imp Prog
                                                                                                                                                                                Project parameters          Project Initiation File
Management                                                                                                                                                   Mgr                defined in Infrastructure
                                                                                                                                                                                plan and MTEF budget.
3. Programme     3.5.3             Notification of             What is the Project budget 'Ensure that the implementing                                                                                     Notification letters to
                                   Programme Budget            agent or project managers responsible for implementing                                      Imp Prog Approved Budget Sub-                    Implementing
Implementation                     Allocation                  projects are notified of the budget allocation and conditions                                        Allocations                             Agents/Programme
                                                                                                                                                             Mgr
Management                                                     attached to the funding                                                                                                                      Managers
3. Programme     3.5.4             Notification of approved    When will the Project commence? Relevant                                                                         Finalised Project
                                                                                                                                                                                                            Notification letters to
                                   project commencement        stakeholders to be notified of project approvals given. In the                                                   Schedule
Implementation                                                                                                                                             Imp Prog                                         Implementing
                                                               case where implementing agents are used then the IA's are
                                                                                                                                                             Mgr                                            Agents/Project
Management                                                     to be notified of the approvals and any conditions of
                                                                                                                                                                                                            Managers
                                                               approval given
3. Programme     3.6               Manage Delivery of          Programme management ensures that projects are                                                                   Approved Programme
                                                               initiated, monitors delivery – initiating corrective action as
Implementation
                                   Infrastructure Projects
                                                                                                                                                           Imp Prog Implementation Plan
                                                               necessary – and on completion, ensures that the projects                                             Project parameters
Management                                                     are effectively taken over by the procuring department.                                       Mgr    defined in Infrastructure
                                                                                                                                                                                plan and MTEF budget.
3. Programme     3.6.1             Programme                   Establish, capacitate, resource and mobilise the                                                                 Approved Programme
                                                               Programme Management Team in terms of the Programme                                                              Implementation Plan
Implementation                     Management Team                                                                                                         Imp Prog                                         Programme Team
                                                               plan                                                                           2.4                                                           mobilised
Management                         Establishment and                                                                                                         Mgr
                                   Mobilisation
3. Programme     3.6.1.1           Obtain commitment           Obtain commitment and mandate from senior management                                                             Approved Programme
                                   and resource                to allocate staff and resources to the programme                                            Imp Prog Implementation Plan
Implementation                                                                                                                                                                                              Resources allocated
                                   allocation                                                                                                                Mgr
Management
3. Programme     3.6.1.2           Define Programme            Roles and responsibilities of the PMT members as well as                                                         Approved Programme

Implementation                     Management Team             support services are to be defined in terms of the                                          Imp Prog Implementation Plan                     PMT roles and
                                                               Infrastructure Programme plan                                                                                                                responsibilities defined
                                   roles and                                                                                                                 Mgr
Management
                                   responsibilities
3. Programme     3.6.1.3           Establish Programme         Obtain commitment from the members assigned to the               Module
                                   Management Team             team as well as from the support services                                                   Imp Prog PMT roles and
Implementation                                                                                                                    2A
                                                                                                                                                                    responsibilities
                                                                                                                                                                                                            PMT in place
                                                                                                                                                             Mgr
Management
3. Programme     3.6.1.4           Establish Programme The PMT office is to be established and the members                                                                      Approved Programme
                                   Management Office   provided with the required resources (e.g. computers,                                               Imp Prog Implementation Plan
Implementation                                         communications, office furniture, office equipment etc).                                              Mgr
                                                                                                                                                                                                            PMT office established
                                   and resourcing of
Management
                                   PMT members


                                                                                                                                                                                                                                                                        21
     CIDB TOOLKIT - Delivery Managemetn System Work Process




                                                                                                                                                            Responsibility
                                                                                                                                           Dependency
                                                                                                                               Guideline
                               Procedure/
                               Activity/                                                                                                                                        Input to the          Output from                Document/
   Process               No.                              Description & Action Required                                                                                                                                                              Example
                               Step/                                                                                                                                               Action              the Action                 Template
                               Action

3. Programme 3.6.1.5 Planning Programme                   Confirm with senior management that the programme team
1. Infrastructure         Confirm
                                                          has been adequately established and resourced                                                 Imp Prog                                     Confirmation that the
Implementation            Management Team                                                                                                                        PMT Resource schedule               PMT office is
                          established                                                                                                                     Mgr                                        adequately established
Management
3. Programme 3.6.1.6      Capacitation of                 The programme management team is capacitated with
                          Programme                       respect to the programme policies, procedures, outputs                                        Imp Prog Programme Plan and       PMT adequately
Implementation                                            monitoring and reporting etc.                                                                          staff competency reports capacitated
                          Management Team                                                                                                                 Mgr
Management
3. Programme 3.6.1.7      Training and                    Carry out training and skills enhancement in terms of the
                          Capacitaiton                    Capacitaiton plan                                                                             Imp Prog
Implementation                                                                                                                                                   PMT Capacitation Plan               Training complete
                                                                                                                                                          Mgr
Management
3. Programme 3.6.2        Monitor and Evaluate            Project performance is monitored and evaluated against                                                             Approved Programme
                                                          baseline targets and deviations from baseline is identified.
Implementation                                                                                                                                          Imp Prog Implementation Plan
                                                                                                                                                                 Project parameters
Management                                                                                                                                                Mgr    defined in Infrastructure
                                                                                                                                                                             plan and MTEF budget.
3. Programme     3.6.3         Implement Corrective       Where deviations from baseline targets exceeds
                               Action                     acceptable limits, corrective actions are implemented.                                        Imp Prog
Implementation                                            These could vary from notification to actual intervention.                                             Deviation report
                                                                                                                                                          Mgr
Management
3. Programme     3.6.4         Mobilize Forward          Forward planning to put in place elements necessary for
                               Planning for Future Years effective delivery in future years                                                             Imp Prog Programme Plan and                  Forward planning
Implementation                                                                                                                             2.4                   MTEF Budget                         implemented
                                                                                                                                                          Mgr
Management
3. Programme     3.6.4.1       Understand Budget          Proposed budget allocation for future years in terms of the
                               Allocation for             Medium Term Expenditure Framework                                                             Imp Prog                                     Budget Allocation for
Implementation                                                                                                                                                   MTEF budget
                                                                                                                                                                                                     future years
                               following year/s                                                                                                           Mgr
Management
3. Programme     3.6.4.2       Understand 'Project        Mobilisation of project selection for the following year/s                                                                                                           3T02 Project
                                                                                                                                                                                                     Projects selected for
                               Selection for                                                                                                            Imp Prog                                                               Tracking Schedule
Implementation                                                                                                                                                   MTEF budget                         implementation in
                               following year/s                                                                                                           Mgr                                        future year
Management
3. Programme     3.6.4.3       Prepare / Plan for         Professional services to be procured in order to plan and
                               Procurement of             design the following year/s projects within the current year                                                                               Professional services
Implementation                                                                                                                                          Imp Prog                                     procured for
                               Professional Services                                                                                                             Future year projects
Management                                                                                                                                                Mgr                                        planning/design of
                               for following year/s                                                                                                                                                  future year projects
                               projects
3. Programme     3.6.4.4       Planning of following      Planning and design of following year/s projects in
                                                                                                                                                                                                     Planning/Design of
                               year/s projects            preparation for implementation early in the following year                                    Imp Prog Professional services
Implementation                                                                                                                                                                                       projects in preparation
                               (Where budgets                                                                                                             Mgr    contracted and briefed              for implementation in
Management                                                                                                                                                                                           future year/s
                               approved)
3. Programme                   Accept Completion of       A formal process is followed to ensure that completed

Implementation
                               Projects                   projects are formally handed over to the procuring                                            Imp Prog Completion Report
                                                          department                                                                                             Project Mandate
Management                                                                                                                                                Mgr    Signed Project Transfer
                 3.7
3. Programme     3.7.1         Accept Completion          The acceptance of the completion report by the
                               Report                     Programme Management Team signifies the formal end of                                         Imp Prog Completion Report
Implementation                                            the project.
Management                                                                                                                                                Mgr

3. Programme     3.7.2         Transfer Project to        Once completed, the project gets handed over to the
                               department                 procuring department and the normal Operation and                                             Imp Prog Completion Report
Implementation                                            maintenance plans commences.
Management                                                                                                                                                Mgr

3. Programme     3.7.3         Close Project              Project closure from a programme view only occurs once

Implementation
                                                          the project has been formally accepted by the procuring                                       Imp Prog Completion Report
                                                          department or unit.                                                                                    Project Mandate
Management                                                                                                                                                Mgr    Signed Project Transfer

3. Programme 3.8               Report on programme        Project performance is monitored and evaluated to provide                                                          Approved Programme
                               performance                information – in an agreed and prescribed format – to the                                     Imp Prog Implementation Plan                 Programme
Implementation                                            enable the Department to fully understand progress and co-                       2.7                   Programme Reports                   Performance Report
                                                                                                                                                          Mgr
Management                                                ordinate interfaces with Department operations.                                                                    Project Reports
3. Programme 3.8.1             Establish Project          A project tracking schedule is developed in order to track                                                                                                           3T03 Project
                               Tracking Schedule          the progress of all projects within the programme against                                     Imp Prog Approved projects                   Project Tracking          Tracking Schedule
Implementation                                            milestones and key performance milestones                                                              schedule                            Schedule
                                                                                                                                                          Mgr
Management
3. Programme 3.8.2             Establish Programme The Programme Timeframe is formulated to form the                                                                                                                           3T06 Project
                               Timeframe           baseline for tracking progress of projects                                                           Imp Prog                                     Programme                 Milestone
Implementation                                                                                                                                                   Programme Plan
                                                                                                                                                          Mgr                                        Timeframe Schedule        Summary schedule
Management
3. Programme 3.8.3             Monthly Progress           Progress is reported monthly for the entire programme                                                                                                                3T04 Monthly
                               Reporting                  against key milestones                                                                        Imp Prog                                     Implementing Agent        Progress Report
Implementation                                                                                                                                                   Milestone data
                                                                                                                                                                                                     reports
                                                                                                                                                          Mgr
Management
3. Programme 3.8.4             Quarterly                  Performance is reported quarterly for the entire programme                                                                                                           3S03: NT
                               Performance                against key performance indicators                                                            Imp Prog                                                               Quarterly Report
Implementation                                                                                                                                                   Monthly Plans                       Quarterly Report
                               Reporting to National                                                                                                      Mgr                                                                  Template and
Management                                                                                                                                                                                                                     guideline
                               treasury
3. Programme     3.9           Annual Programme           How did the Programme perform against set                                                                                                                            3T01 Infrastructure
                               Performance Review         Programme objectives? Annually in advance of the MTEF                                                              Approved Programme                                Programme
Implementation                                            budgeting cycle, programme performance is reviewed and                                        Imp Prog Implementation Plan                 Formal Programme          Implementation
Management                                                recommendations for adjustment of the future years’                                             Mgr    Programme Reports                   Review Document           Plan
                                                          programme management are agreed for inclusion in the                                                               Project Reports
                                                          following year’s programme management plan.
3. Programme     3.9.1         Evaluate Programme         How did the Programme perform against set                                                                          IPIP
                               Performance against        Programme objectives? Each target and objective is
Implementation                 objectives and targets     assessed (preferably objectively via independent                                              Imp Prog Monthly and Quarterly
                                                                                                                                                                 Reports
Management                                                assessors) and performance evaluated                                                            Mgr    Results of Audits
                                                                                                                                                                             Monitoring System

3. Programme     3.9.2         Identify Lessons Learnt    What was Best Practice? What was bad practice? From                                                                IPIP
                                                          the evaluation process, critical reflection identifies practices
Implementation                                                                                                                                          Imp Prog Monthly and Quarterly
                                                          that should be continued, improved or re-designed.                                                     Reports
Management                                                                                                                                                Mgr    Results of Audits
                                                                                                                             Module                                          Monitoring System
3. Programme     3.9.3         Review Norms and           The Infrastructure Planning Process is based on                      2A                                            IPIP
                               standards                  determining needs through applying service delivery Norms
Implementation                                            and standards to population data. This review component
                                                                                                                                                        Imp Prog Monthly and Quarterly
                                                                                                                                                                 Reports
Management                                                provides an opportunity to feed back into the planning                                          Mgr    Results of Audits
                                                          process to adjust norms and standards where necessary                                                              Monitoring System




                                                                                                                                                                                                                                                         22
     CIDB TOOLKIT - Delivery Managemetn System Work Process




                                                                                                                                                         Responsibility
                                                                                                                                        Dependency
                                                                                                                           Guideline
                                Procedure/
                                Activity/                                                                                                                                    Input to the            Output from               Document/
   Process               No.                             Description & Action Required                                                                                                                                                                Example
                                Step/                                                                                                                                           Action                the Action                Template
                                Action

                                                         The design process depends heavily on the use of
1. Infrastructure
3. Programme 3.9.4       Planning Specifications
                              Review
                                                         standard specifications. This review component provides
                                                                                                                                                                          IPIP
Implementation                                           an opportunity to feed back into the Design process to
                                                                                                                                                     Imp Prog Monthly and Quarterly
                                                                                                                                                              Reports
Management                                               adjust Specifications where necessary                                                         Mgr    Results of Audits
                                                                                                                                                                          Monitoring System
3. Programme     3.9.5          Review unit costs        The budgets developed in the Infrastructure Planning                                                             IPIP
                                                         Process is based on determining unit costs to norms and                                                          Financial reports
Implementation                                           standards and population data. This review component
                                                                                                                                                     Imp Prog Cash Flows
Management                                               provides an opportunity to feed back into the planning                                               Monthly and Quarterly
                                                         process to adjust unit costs where necessary                                                  Mgr    Reports
                                                                                                                                                                          Results of Audits
                                                                                                                                                                          Monitoring System
3. Programme     3.9.6          Recommend actions        Concrete recommendations are formulated which will
                                based on review          improve the efficiency and effectiveness of the
Implementation                                                                                                                                       Imp Prog
                                                         infrastructure programme in future years for formal                                                  Review Components
Management                                               adoption and implementation                                                                   Mgr

3. Programme     3.9.7          Level 1 Approval of The recommendations are reviewed and formally adopted
Implementation                  Annual Performance for implementation within the infrastructure programme in
                                                    the following years
Management                      Review                                                                                                               Acc Auth
                                Recommendations

3. Programme     3.9.8          Implement                The approved recommendations are implemented within
                                Recommendations          the infrastructure programme and the implementation plan,
Implementation                                           organisational structure and procedures amended as                                          Imp Prog
                                                                                                                                                                                                    Revised IPIP
Management                                               appropriate                                                                                   Mgr


                                Project Delivery is the process of intitiating, planning, designing,              Module                             Proj Man             IPIP                      Projects implemented
4. Project Delivery             constructing, commissioning and handing over projects.                            4                                                                                 to approved scope,
                                                                                                                                                                                                    budget and timeframe
                                Distinction is made between the following project types as the work
                                process varies slighlty between these types of project:
                                A - New Build projects (see schedule 3.4 for work flow summary)
                                B - Refurbishment projects (see schedule 3.5 for work flow summary)
                                C - Maitenance projects and (see schedule 3.6 for work flow summary)
                                D - Disposal projects (see schedule 3.7 for work flow summary)
                                Distinction also needs to be made between the different contracting
                                strategies which can be adopted, common strategies include:
                                1. Design by Employer - in which the client appoints a design team to
                                design and specify the project which is then tendered to contractors to
                                build;
                                2. Design and Construct - in which a contract is let for both the desing
                                and the construction all in one package;
                                3. Construction Management - in which a construction manager is
                                appointed to manage the construction process in which the client pays
                                all the direct contruction costs;
                                4. Public Private Partnerships - in various forms including Build
                                Operate Transfer, etc
                                which should be implemented in terms of Regulation 16 of the PFMA.
                                Another permutation to be considered is whether the client department
                                will be making use
                                of a programme implementating agent such as another department (e.g.
4. Project       4.1                 Project Initiation The project is initiated by the assignment/procurement of                                             Infrastructure Plan &                                          3T08 Project         See Module 4 Project
                                                         professional services to define the project scope and                                                                                      Project Feasibility                           Delivery
                                                                                                                                                              Infrastructure                                                 Feasibility & 4T13
Delivery                                                 confirm feasibility of the project.                                                         Prog Man Programme
                                                                                                                                                                                                    confirmed & Project
                                                                                                                                                                                                    Execution Plan
                                                                                                                                                                                                                             Site Suitability
                                                                                                                                                              Implementation Plan                   approved

4. Project       4.A1.1         Procure Professional     Professional services are assigned to departmental officials
                                                         or procured from the private sector (e.g. project manager,                                                       Project Scope & Project   Project Management
Delivery                        Services as                                                                                                          Prog Man Manager Terms of                      function
                                                         architect, quantity surveyor, engineer etc.)
                                appropriate                                                                                                                               Reference                 assigned/appointed

4. Project       4.A1.2         Review, understand       Project Scope to be formulated in terms of the approval
                                                         given including: project budget and timeframe, conditions of                                                                               Project Scope
Delivery                        Project Scope,                                                                                                       Proj Man Project Scope                         confirmed
                                                         approval, type and extent of project, performance
                                Budget and Pre-          specifications, design and contracting arrangements, scope
4. Project       4.A1.3         Undertake detailed       A detailed feasibility assessment is carried out in order to                                                                                                        3T06 Project
                                                         confirm the need, assess the technical feasibility and
Delivery                        Feasibility Study for                                                                                                Proj Man Project Scope                         Feasibility Assessment Feasibility & for
                                                         confirm the project scope in terms of content, time and                                                                                                           major projects
                                the project and
                                                         budget                                                                                                                                                            4T12
                                confirm project scope    On the basis of the detailed feasibility assessment a Project                                                                                                     4T16 Project
4. Project       4.A1.4         Formulate Project
                                Execution Plan           Execution Plan is formulated in the format prescribed for                                   Proj Man Project Scope                         Project Execution Plan Execution Plan
Delivery                                                 the project within the programme plan.                                                                                                                            Checklist
4. Project       4.A1.5         Approve Project for      Project Scope reviewed and approved for implementation                                                                                                            3T06 Project
                                                         by the relevant authority provided that the scope complies                    4.A.1                                                        Approved Project       Feasibility & 4T16
Delivery                        implementation
                                                         with the project scope guidelines set for the programme                       .3 &                                                         Scope, Feasibility     Project Execution
                                                         and is within the approved budget
                                                                                                                                             Prog Man Draft project scope                           Assessment and
                                                                                                                                       4.A.1                                                                               Plan Checklist
                                                                                                                                         .4                                                         Project Execution Plan

4. Project       4.A1.6             Register             The proposed project is registered with the CIDB and 1st                                                                                   Project registered as a CIDB Form
                                                         stage of project information is captured into the CIDB                        4.A.1
Delivery                            proposed project                                                                                         Proj Man Approved project scope                        proposed project with
                                                         Register of Projects                                                            .5                                                         the CIDB
                                    with CIDB
4. Project       4.A2               Project Design       The project is planned ,designed and specifications and                                                                                    Approved Project                              See Module 5 for
                                                         tender documents produced                                                     4.A.1                                                                                                      5E04 tender doc
Delivery                            Phase - New                                                                                              Proj Man Project Execution Plan                        Design and Tender
                                                                                                                                         .5                                                         documents
                                    Build & Design
4. Project       4.A2.1             Procure Design       Dependant on the procurement model either the services                                                                                                              4S01 to 4S05
                                    Team services        of a design team is procured in the case of "design by                                                                                                              Terms of
Delivery                                                 employer" procedure or a design/construction team is
                                    and                                                                                                                                                                                      Reference for
                                                         procured in the case of a "design and construct " process.                                                                                                          professional
                                    construction         The scope of work/terms of reference is formulated and the                    4.A.1          Project Scope & design  Design Team
                                                                                                                                             Proj Man team Terms of Reference appointed and briefed                          services
                                    services (as         organisations procurement procedures then used based on                         .5
                                    appropriate          the procurement strategy for the project. Once appointed
                                                         the design team is thoroughly briefed.



4. Project       4.A2.2             Project Design       The project is planned ,designed and specifications and
                                                         tender documents produced                                       Module                                                                     Approved Project
Delivery                                                                                                                   2A                        Prof Team Project Execution Plan               Design and Tender
                                                                                                                                                                                                    documents

4. Project       4.A2.2.1       Confirmation of          PT to review the Project Scope and confirm any proposed                                                                                    Project Scope
                                                                                                                                                                          Scope of Work and
                                Project Scope            amendments to the Project Scope                                                             Proj Man Project Scope                         confirmed and any
Delivery                                                                                                                                                                                            amendments
4. Project       4.A2.2.1.1     Review of project        PT to review the Project Scope in terms of the budget &                                                                                    motivated
                                scope                    timetable set for the project and confirm any proposed                                      Prof Team
Delivery                                                 amendments to the Project Scope


                                                                                                                                                                                                                                                             23
     CIDB TOOLKIT - Delivery Managemetn System Work Process




                                                                                                                                                        Responsibility
                                                                                                                                       Dependency
                                                                                                                          Guideline
                             Procedure/
                             Activity/                                                                                                                                      Input to the              Output from                Document/
   Process             No.                             Description & Action Required                                                                                                                                                             Example
                             Step/                                                                                                                                             Action                  the Action                 Template
                             Action

                                                       If the Project Scope is amended as a result of the inputs
1. Infrastructure Planning 3 Approval of
4. Project    4.A2.2.1.2 Level
                                                       from the PT then the Project Scope is to be amended and
                         Revised Project                                                                                                                                 Proposed revised Project
Delivery                                               the revised Project Scope to be approved by the relevant                                      Prog Dir Scope                                 Revised Project Scope
                             Scope                     authority prior to proceeding with planning

4. Project      4.A2.2.2     Establishment of          Project Steering Committees are to be established for all                                                                                    Project Steering
                             Project Steering          community projects in order that the local community can                                                                                     Committee
Delivery                                               provide input within the planning and implementation phases
                                                                                                                                                                         Project Scope and Terms
                                                                                                                                                                                                    established and
                             Committee (as                                                                                             4.1          Proj Man of Reference for Project               capacitated with
                             appropriate)                                                                                                                                Steering Committee
                                                                                                                                                                                                    respect to their role
                                                                                                                                                                                                    and responsibilities
4. Project      4.A2.2.2.1   Formulation of            Terms of Reference for the Project Steering Committee are                                                                                                               4T01 & 4T02
                                                       to be formulated if not adequately specified within either the                                                    Project Scope and          Draft Project Steering
Delivery                     Project Steering                                                                                                       Proj Man Programme Objectives                   Committee Mandate
                                                       Programme Business Plan or the Project Scope
                             Committee Mandate
4. Project      4.A2.2.2.2   Approval of Projects PSC TOR to be approved by the relevant authority                                                                                                  PSC Mandate
                                                                                                                                                                         Draft Project Steering
Delivery                     Steering Committee                                                                                                     Proj Man Committee Mandate                      approved and
                             Mandate                                                                                                                                                                committed to

4. Project      4.A2.2.2.3   Project Steering      Composition of the PSC determined in terms of the TOR.
                                                                                                                                                                         PSC Mandate and list of    PSC constituted and
                             Committee constituted PSC established from the relevant stakeholders                                                   Proj Man stakeholders                           mandate adopted
Delivery
4. Project      4.A2.2.2.4   PSC capacitation          PSC capacitated to ensure that all members understand                                                                                        PSC capacitated,
                                                       their role and responsibility in terms of the PSC TOR                                                             PSC Mandate, Project       understand the project
Delivery                                                                                                                                            Proj Man Scope and                              scope, roles and
                                                                                                                                                                         empowerment checklist      responsibilities and
                                                                                                                                                                                                    their mandate
4. Project      4.A2.2.2.5   Confirmation of PSC       PSC establishment confirmed and Project Tracking                                                                                             Confirmation that
                             establishment             Schedule updated with the status of the PSC establishment                                                                                    PSC has been
Delivery                                                                                                                                                                                            adequately
                                                                                                                                                                         Minutes of first PSC
                                                                                                                                                    Proj Man meeting                                established and
                                                                                                                                                                                                    updating of the
                                                                                                                                                                                                    Project Tracking
                                                                                                                                                                                                    Schedule to reflect this
4. Project      4.A2.2.3     Project Design Work Work plan for the design phase to be prepared (including                                                                Approved Project Scope,
                                                                                                                                                                                                    Project Planning Work
                             plan                major activities, costs per deliverable and timetable) and                                         Prof Team Feasibility and
Delivery                                               approved                                                                                                          Procurement Strategy
                                                                                                                                                                                                    plan approved

4. Project      4.A2.2.3.1   Preparation of Work       The PT is to prepare a work plan of the design phase
                                                       including what will be done by whom, when, milestones to                                                                                     draft Project Planning
Delivery                     plan for the design                                                                                                    Prof Team Project Scope
                                                       be achieved and payment against the milestones                                                                                               Work plan
                             phase
4. Project      4.A2.2.3.2   Level 3 Approval of       Design Work plan to be reviewed and approved by the                                                                                          Project Planning Work
                             Design Work plan          relevant authority                                                                                                draft Project Planning     plan approved and
Delivery                                                                                                                                            Prog Man Work plan                              Project Tracking
                                                                                                                                                                                                    Schedule updated
4. Project      4.A2.2.4     Preliminary               Project concepts are confirmed by preliminary planning &                       4.A.2            Project Scope & Project                      Preliminary design
Delivery                     Planning & Design         design                                                                         .2.3.2 Prof Team Planning Work plan                           approved

4. Project      4.A2.2.4.1   Preparation of            PT to carry out preliminary planning and design in terms of                                                                                  draft Preliminary
                                                       the Work plan                                                                                                     Project Scope & Project
Delivery                     preliminary planning                                                                                                   Prof Team Planning Work plan                    Planning/Design
                             reports and designs                                                                                                                                                    Report

4. Project      4.A2.2.4.2   Review an approval        Project Steering Committee is to review and approve the                                        Proj                                          Endorsed Prelim
                                                       preliminary planning reports/designs prior to approval by                                                         draft Preliminary
Delivery                     by Project Steering                                                                                                      Steer              Planning/Design Report
                                                                                                                                                                                                    Planning/Design
                                                       the client                                                                                                                                   Report
                             Committee                                                                                                                Com
4. Project      4.A2.2.4.3   Level 3 Approval of       Prior to proceeding to detailed design the preliminary
                             preliminary planning      design is to be approved by the client.                                                                                                      Approved Prelim
Delivery                                                                                                                                                                 Endorsed Prelim
                                                                                                                                                    Prog Man Planning/Design Report                 Planning/Design
                             reports and designs                                                                                                                                                    Report

4. Project      4.A2.2.4.4   Project scope, budget On the basis of the preliminary design the project                                                                                               Project scope, budget
                             and timeframe         scope/budget and timeframe is confirmed and/or amended                                                                                           and timeframe
Delivery                                           on the Project Tracking Schedule
                                                                                                                                                                         Approved Prelim
                                                                                                                                                    Proj Man Planning/Design Report                 confirmed and
                             confirmed/updated                                                                                                                                                      updated on Project
                                                                                                                                                                                                    Tracking Schedule
4. Project      4.A2.2.5     Detailed Design           Detailed project design and specification which is approved                    4.A.2            Approved Prelim                              Detailed design
Delivery
                                                       by the client and the relevant authorities                                     .2.4.3 Prof Team Planning/Design Report                       approved

4. Project      4.A2.2.5.1   Preparation of            PT to carry out detailed design in terms of the Work plan
                             detailed designs          and approved planning/design reports from the preliminary
Delivery                                               phase and to produce detailed planning reports required as
                                                                                                                                                                         Approved Prelim
                                                                                                                                                    Prof Team Planning/Design Report
                                                                                                                                                                                                    detailed design
                                                                                                                                                                                                    documents/plans
                                                       well as the detailed designs, specifications and tender
                                                       documentation (as appropriate)
4. Project      4.A2.3.1     Review an approval        Project Steering Committees is to review and approve the                                       Proj                                          endorsed detailed
                                                       detailed designs prior to approval by the client                                                                  detailed design
Delivery                     by Project Steering                                                                                                      Steer              documents/plans
                                                                                                                                                                                                    design
                             Committee                                                                                                                Com                                           documents/plans

4. Project      4.A2.3.2     Level 3 Review and        Prior to proceeding to tender the detailed design (including
                             approval of detailed      specifications and tender documentation) is to be approved
Delivery                                               by the client.                                                                                                                             Approved Detailed
                             planning reports,                                                                                                                           endorsed detailed design Design
                                                                                                                                                    Prog Man documents/plans
                             designs,                                                                                                                                                             Documents/Plans by
                             specifications and                                                                                                                                                   client
                             tender documents
4. Project      4.A2.3.3     Level 2 Review and        Prior to proceeding to tender documentation the detailed
                             approval of detailed      design is to be approved by the relevant authorities                                                                                         Approved Detailed
Delivery                                                                                                                                            Des App detailed design                         Design
                             planning reports                                                                                                               documents/plans                         Documents/Plans by
                                                                                                                                                      Auth
                             and designs by the                                                                                                                                                     relevant authorities
                             relevant authorities
4. Project      4.A2.3.4     Project scope, budget     On the basis of the detailed design the project                                                                                          Project scope, budget, 3T03 Project
                             and timeframe             scope/budget and timeframe is confirmed and/or amended                                                                                    timeframe and         Tracking Schedule
Delivery                                               on the Project Tracking Schedule                                                                                  Approved Detailed      approvals confirmed
                             confirmed/updated                                                                                                      Proj Man             Design Documents/Plans and updated on
                                                                                                                                                                                                Project Tracking
                                                                                                                                                                                                Schedule
4. Project      4.A3         Project Construction The project is constructed by the contractor in accordance                                                                                    Project completed to
                                                       with the project specification, budget and timetable, handed                                 Contractor           Project Specifications specification, on time
Delivery                                               over by due date and commissioned                                                                                                        & within budget
4. Project      4.A3.1           Procure               In the case of "design by employer" procedure, the                      4.A.2                                                                                           5E03 & 04     See Module 5
                                 Construction          services of a Contractor is procured utilizing the                      .3.2
Delivery                                               organisations procurement procedures.
                                                                                                                                                                         Project Specifications,
                                                                                                                                                                                                    Construction contract
                                 Services (as                                                                                  &                    Proj Man             plans and tender
                                                                                                                                                                                                    awarded
                                 appropriate)                                                                                  4.A.2                                     document
                                                                                                                        Module .3.3
                             Register Project          Register the project contract award information with the           2A
4. Project      4.A3.2
                                                                                                                                                                         Project Tracking
                                                                                                                                                                                                    Contract award details
                             Contract Award with       CIDB Register of Projects                                                                    Proj Man Schedule                               registered with the
Delivery
                             CIDB                                                                                                                                                                   CIDB

4. Project      4.A3.3       Project                   The contractor commences construction and carries out all
                                                                                                                                                                                                    Project completed to
                             Construction              the construction activities                                                                             Project specifications,
Delivery                                                                                                                                            Contractor plans, contract document specification, on time
                             Activities                                                                                                                                                 & within budget



                                                                                                                                                                                                                                                       24
     CIDB TOOLKIT - Delivery Managemetn System Work Process




                                                                                                                                                          Responsibility
                                                                                                                                         Dependency
                                                                                                                             Guideline
                             Procedure/
                             Activity/                                                                                                                                         Input to the            Output from               Document/
   Process           No.                                Description & Action Required                                                                                                                                                                Example
                             Step/                                                                                                                                                Action                the Action                Template
                             Action

                                                        Establishment of the contractor on site, including the                                                                                                                 4T03 Site
1. Infrastructure PlanningEstablishment
4. Project    4.A3.3.1 Site
                                                        contractors site office and yard and essential services.
                                                                                                                                                                                                     Site offices and
                                                                                                                                                                                                     services adequately       Handover Meeting
Delivery                                                                                                                                              Contractor Contract Document                   established by the        Minutes & checklist
                                                                                                                                                                                                     Contractor in terms of
                                                                                                                                                                                                     the contract
4. Project      4.A3.3.2        Contractor's            Contractor to formulate proposed programme of works and                                                                                      Contractor's work plan
                                                        obtain approval from the Clients Representative                                               Contractor Contract Document
Delivery                        Work Programme                                                                                                                                                       approved

4. Project      4.A3.3.2.1      Contractor              contractor prepares work programme and submits it to the                                                                                     Construction Work
                                                        Clients Representative                                                                        Contractor Contract Document                   plan prepared
Delivery                        prepares work
4. Project      4.A3.3.2.2   Level 4 Approval of        Clients representative reviews contractors work programme
                                                        and approves it. Programme referred back if not suitable                                                                                     Construction work
Delivery                     Contractors Work                                                                                                         Proj Man Construction work plan                plan approved
                             programme
4. Project      4.A3.3.3     Community                  As appropriate, selection and employment of community
                             Employment                 labour in terms of the community resource plan. Meeting                                                                                      Community workers
Delivery                                                between the contractor and Project Steering Committee to                                                                                     selected and
                                                        formulate a recruitment plan in terms of the community                                        Contractor Community labour list               employed by the
                                                        resourcing plan. Contractor interviews and selects workers                                                                                   contractor from the
                                                        from the community resource plan and enters into                                                                                             labour list
                                                        employment contracts with the selected workers
4. Project      4.A3.3.4     Construction Activities    The contractor carries out all of the required construction
                                                        activities including materials management, labour
Delivery                                                employment, appointment of sub-contractors, internal                                                               Project specifications,   Project constructed to
                                                        quality control, safety management, financial control etc. as                                 Contractor contract & contractors              approved specification
                                                        required to construct the project according to the                                                                 work programme            budget and timeframe
                                                        specifications.

4. Project      4.A4.4       Project                    Project is efficiently & effectively commissioned in terms of
                                                                                                                                                                           Project commissioning     Project effectively
                             Commissioning              a plan of commissioning approved by the project manager                                       Contractor plan
Delivery                                                and receiving organisation
                                                                                                                                                                                                     commissioned

4. Project      4.A4.1       Project                    Project commissioning activities planned including
                             Commissioning              production of O & M guidelines, their approval and training                                                                                  Project effectively
Delivery                                                of the personnel who will be responsible for the ongoing O
                                                                                                                                                      Contractor                                     commissioned
                             Activities                 &M
4. Project      4.A4.1.1     Operation &                The O & M guidelines and manuals are prepared, approved
                                                        and the O & M staff capacitated.                                                                                                             O & M Guidelines
Delivery                     Maintenance                                                                                                                 Con                                         produced
                             Guidelines
4. Project      4.A4.1.1.1   O & M Guidelines           The O & M guidelines and manuals are prepared which tell
                             prepared                   the O & M staff what O & M is required, particularly for                                                                                     O & M Guidelines
Delivery                                                specialist equipment provided (e.g. air conditioning, lifts,
                                                                                                                                                         Con                                         produced
                                                        security & safety systems, etc.)
4. Project      4.A4.1.1.2   Level 3 O & M              O & M Guidelines are reviewed by the relevant authority
                             Guidelines reviewed        and are approved
Delivery                                                                                                                                                                   O & M Guidelines          O & M Guidelines
                             and approved                                                                                                             Prog Man prepared                              approved


4. Project      4.A4.1.1.3   O & M organisation         Responsible authority carries out O & M in accordance with                                                                                   O & M Organisation
                                                        the guidelines                                                                                   Proj
Delivery                     capacitated and O &                                                                                                                           O & M Guidelines          capacitated and O &
                                                                                                                                                        Owner                                        M commissioned
                             M commissioned
4. Project      4.A4.1.2     Archive                    As built details showing any amendments from the original                                                                                    Approved as built
                                                        designs and operational procedures are prepared,                                                                   Original designs and as
Delivery                     Documentation "As                                                                                                        Proj Team built measurements                   details lodged with the
                                                        submitted, approved and filed for future information                                                                                         Client
                             Built Drawings"
4. Project      4.A4.1.2.1   As Built Details           The as built details are prepared by the relevant service                                                                                    As Built Details
                             prepared                   provider/contractor and are submitted to the client and the                                                                                  prepared and
Delivery                                                relevant authorities
                                                                                                                                                                           Original designs and as
                                                                                                                                                      Prof Team built measurements                   submitted for approval
                                                                                                                                                                                                     to the responsible
                                                                                                                                                                                                     authority
4. Project      4.A4.1.2.2   Level 2 As Built        If necessary, the as built details are reviewed by the
                                                     relevant authorities and are approved                                                            Des App                                        Approval of As Built
Delivery                     Details reviewed                                                                                                                 As Build Details
                                                                                                                                                                                                     Details
                                                                                                                                                        Auth
                             and approved
4. Project      4.A4.1.2.3   As Built Details lodged The Approved As Built details are lodged with the Client                                                                            As Built Details filed
                                                        and the relevant authorities                                                                  Proj Man Approved As Built Details for future reference
Delivery
4. Project      4.A4.1.3     Project Completion         The project is closed off with the issue of a completion                                                                                                               4T09 Project
                             Report                     report in the prescribed format documenting the project                                                                                                                Completion Report
Delivery                                                details
                                                                                                                                                                           Project Progress Report   Project completion
                                                                                                                                                                                                                               & & 4T15 Project
                                                                                                                                                      Proj Man             and Project Tracking      report issued and
                                                                                                                                                                           Schedule                  approved                  Employment
                                                                                                                                                                                                                               Report

4. Project      4.A4.1.3.2   Level 3 Approval of        The project completion report is reviewed and approved
                                                        culminating in the final sign off of the project and final                                                         Project completion        Project completion
Delivery                     Project Completion                                                                                                                            report, Project           report approved and
                                                        payment to the project manager                                                                 Imp Ag
                             Report                                                                                                                                        Employment Report and     final payment to
                                                                                                                                                                           draft final account       project manager

4. Project      4.A4.2       Project                    The certificate of practical completion is issued by the
                             Construction               Client's Representative to the contractor once the Client's                                                                                  Completion Report
Delivery                                                representative has accepted the works as complete except                                      Proj Man report
                                                                                                                                                                           Contractors completion
                                                                                                                                                                                                     prepared and
                             Completion                 for defects still to be attended to during the defects liability                                                                             approved
                             Approval                   period.
4. Project      4.A4.2.1     Project Practical          The Clients Representative or relevant service
                                                        provider/contractor prepares the completion report and                                                             Contractors completion    Project Completion
Delivery                     Completion Report                                                                                                        Proj Man report and final account              Report prepared
                                                        submits it to the Client
                             prepared
4. Project      4.A4.2.2     Project Tracking           The Project Tracking Schedule is updated with the final                                                                                                                3T03 Project
                                                                                                                                                                           Project completion
                             Schedule updated           project data                                                                                                                                                           Tracking Schedule
Delivery                                                                                                                                                                   report, Project
                                                                                                                                                      Proj Man Employment Report &
                                                                                                                                                                                                     Project Tracking
                                                                                                                                                                                                     Schedule updated
                                                                                                                                                                           final account

4. Project      4.A4.2.3     Level 3 Approval of        The Client reviews and approves the Project Completion                                                             Project Completion                                  Project
                                                        Report                                                                                                                                       Project Completion
Delivery                     Project Practical                                                                                                         Imp Ag              Report & Project
                                                                                                                                                                                                     Report
                                                                                                                                                                                                                               Completion Report
                             Completion Report                                                                                                                             Employment Report                                   approved
4. Project      4.A4.3       Project                    The project is officially handed over to the client and                                                                                      Project formally
                                                        commissioned                                                                                                                                 handed over by the
Delivery                     Operationalization                                                                                                       Contractor O & M Guidelines
                                                                                                                                                                                                     Contractor to the
                             and Hand-over                                                                                                                                                           Client
4. Project      4.A4.4       Register Project           The Clients Representative registers practical completion of                                                                                 Project Practical         4T07 Practical
                                                        the project and the completed project's data on the CIDB                                                                                     Completion data           Completion
Delivery                     Practical
                                                        Register of Projects                                                                                                                         submitted to the CIDB     Certificate
                             Completion with                                                                                                                                                         Register of Projects
                                                                                                                           Module                                          Project Practical                                   proformas for
                             CIDB                                                                                                                     Proj Man Completion Report                                               NEC, FIDIC,
                                                                                                                             2A
                                                                                                                                                                                                                               JBCC & GCC




                                                                                                                                                                                                                                                         25
     CIDB TOOLKIT - Delivery Managemetn System Work Process




                                                                                                                                                       Responsibility
                                                                                                                                      Dependency
                                                                                                                          Guideline
                             Procedure/
                             Activity/                                                                                                                                      Input to the             Output from                Document/
   Process           No.                              Description & Action Required                                                                                                                                                               Example
                             Step/                                                                                                                                             Action                 the Action                 Template
                             Action

                                                      Project defects liability activities comprise closing out the
1. Infrastructure
4. Project    4.A5    Planning Defects
                           Project
                                                      project by the contractor making good any defects during
Delivery                     Liability Activities                                                                                                                       Maintenance completion, Project retention
                                                      the defects liability period.                                                                                     as built designs and    released and project
                                                                                                                                                   Proj Man operational                         documentation issued
                                                                                                                                                                        documentation           and archived


4. Project      4.A5.1       Project Defects          Once the practical completion certificate has been issued,
                             Liability Period         the defects liability period commences (usually 3 months for
Delivery                                              building projects and 12 months for civilis projects). Defects                                                                                Defects effectively
                                                      during this period are to be made good by the contractor                                                          Contract & defects
                                                                                                                                                   Contractor schedule                              made good and
                                                      and provided there is compliance, the retention money is                                                                                      retention released
                                                      released and paid to the contractor at the end of the
                                                      defects liability period.

4. Project      4.A5.1.1         Pre- Retention       Prior to the end of the Defects Liability Period, the Client's
                                                                                                                                                                        Defects List from the       Defects List prepared
                                 Release              Representative inspects the project and prepares a defects
Delivery                                              list itemising all items requiring making good by the
                                                                                                                                                   Proj Man client and O & M                        and issued to the
                                 Inspection                                                                                                                             organisation                Contractor
                                                      contractor
4. Project      4.A5.1.2         Make good            The Contractor carries out the work required to make good                                                                                     Defects made good by
                                 defects              the defects listed in the Defects List.                                                                                                       the Contractor and
Delivery                                                                                                                                           Contractor Defects List                          Client's
                                                                                                                                                                                                    Representative
                                                                                                                                                                                                    informed that the
                                 Post Defects         After the contractor has completed the work to make good                                                                                      process is complete
4. Project      4.A5.1.3                                                                                                                                                                            Confirmation that all
                                 Work Inspection      the defects as per the Defects List, the Client's
Delivery                                              Representative inspects the works to ensure that the
                                                                                                                                                                                                    items on the Defects
                                                      defects have been made good in terms of the contract.
                                                                                                                                                   Proj Man Defects List                            List have been
                                                                                                                                                                                                    adequately attended
                                                      Outstanding items are referred back to the contractor for
                                                                                                                                                                                                    to by the Contractor
                                                      completion.
4. Project      4.A5.1.4     Project Maintenance      Once the Client's Representative is satisfied that the
                             Sign off                 defects have been made good in terms of the Defects List,
Delivery                                              the defects liability period is signed off as complete and that
                                                                                                                                                                                                    Sign off of completed
                                                      the contractor has fulfilled all the contractual obligations                                 Proj Man Completed Defects List                  defects list
                                                      with respect to defects in terms of the contract and that
                                                      retention moneys should now be paid by the Client to the
                                                      contractor.
4. Project      4.A5.1.5     Level 4 Approval of      The Client's Representative certifies that retention moneys                                                                                                             4T08 Completion
                             Retention Release        may now be released and paid to the contractor once the                                                                                       Completion Certificate    Certificate
Delivery                                              defects on the Defects List have been made good.                                                                                              & Retention Release       proformas for
                                                                                                                                                   Proj Man Completed Defects List                  Certificate issued by     NEC, FIDIC,
                                                                                                                                                                                                    the Client's              JBCC & GCC
                                                                                                                                                                                                    Representative


4. Project      4.A5.2       Level 3 Project          On receipt of the defects liability completion and request for
                                                      release of retention the Client reviews and approves the                                                                                      Retention Release
Delivery                     Defects Liability                                                                                                                          Retention Release
                                                      completion of the defects liability period and the retention                                 Prog Man Certificate                             Certificate authorised
                             Period Completion        claim and authorises payment of retention.                                                                                                    by the Client
                             Approval
4. Project      4.A5.3       Register Project         The project manager submits the project completion report                                                                                                               4T09 Project
                                                      in the prescribed format to the CIDB reporting the final                                                                                      Project contract          Completion Report
Delivery                     Contract completion                                                                                                                                                    completion captured
                                                      completion of the works contract and including the                                           Proj Man             Project completion report                             & & 4T15 Project
                             with CIDB                complete project data                                                                                                                         in the CIDB Register
                                                                                                                                                                                                    of Projects
                                                                                                                                                                                                                              Employment
                                                                                                                                                                                                                              Report
4. Project      4.A6.1       Monitoring &             Progress to be reported and monitored for compliance and                                                          Progress data from the                                3T04 Monthly
                             Progress Reporting       in order to review progress and identify any blockages for                                                        design team progress                                  Progress Report &
Delivery                                              actioning. Payment linked to adequate progress and                                                                                            Project Manager's
                             during all stages of                                                                                                  Proj Man reports & contractor's                                            3T03 Project
                                                      reporting                                                                                                                                     Progress Report
                                                                                                                                                                        progress and                                          Tracking Schedule
                             delivery                                                                                                                                   employment reports

4. Project      4.A6.1.1     Design Phase             Progress during the design phase to be reported and                                                                                                                     3T04 Monthly
                                                                                                                                                                        Progress data from the
                             Progress Reports         monitored for compliance and in order to review progress                                                                                      Design progress       Progress Report
Delivery                                              and identify any blockages for actioning. Payment linked to                                  Prof Team design team progress                   reported and approved
                                                                                                                                                                        reports
                                                      adequate progress and reporting
4. Project      4.A6.1.1.1   Monthly Design           Monthly progress reports produced against predefined                                                              Progress data from the      Monthly Design            3T04 Monthly
                             Progress Reports         milestones                                                                                   Prog Man design team progress                    progress report           Progress Report
Delivery                                                                                                                                                                reports                     produced
                             prepared
4. Project      4.A6.1.1.2   Level 4 Design           Monthly progress reports reviewed against predefined
                             Progress Reports         milestones and performance assessed linked to processing                                                                                      Progress monitored,
Delivery                                              of payment claims                                                                            Proj Man report
                                                                                                                                                                        Monthly design progress
                                                                                                                                                                                                    report and progress
                             reviewed & approved                                                                                                                                                    payment approved

4. Project      4.A6.1.2     Construction       Contractor prepares monthly progress and employment
                             Progress &         reports and submits these to the Clients Representative                                                                                             Contractors progress
Delivery                                                                                                                                                                Construction progress
                                                                                                                                                   Contractor and employment data                   & employment
                             Employment Reports                                                                                                                                                     reported

4. Project      4.A6.1.2.1   Contractor's monthly     Contractor prepares a monthly progress & employment
                                                                                                                                                                                                    Contractors progress
                             report prepared          report in the prescribed format in terms of the Contract and                                                      Construction progress
Delivery                                              submits the report to the Client's representative for
                                                                                                                                                   Contractor and employment data                   & employment report
                                                                                                                                                                                                    produced
                                                      acceptance together with the monthly payment claim
4. Project      4.A6.1.2.2   Level 4 Approval of      The Client's Representative reviews the Contractor's
                                                                                                                                                                                                    Contractor's reports
                                                      progress and employment reports and accepts these or                                                              Contractor's Progress
Delivery                     Contractors Reports                                                                                                   Proj Man and Employment Reports accepted by the
                                                      refers them back for further detail
                                                                                                                                                                                                    Client's representative

4. Project      4.A6.1.3     Review and               reviews the progress report and monitors compliance with                                                                                 Endorsement of
                                                      respect to scope, time and budget                                                                                 Contractor's Progress
Delivery                     monitoring                                                                                                            Proj Man             and Employment Reports
                                                                                                                                                                                               progress, quality and
                             compliance                                                                                                                                                        value

4. Project      4.A6.1.4     Corrective action        Corrective action is implemented in terms of                                                                                                  Confirmation that
                                                                                                                                                                        Contractor's Progress
                                                      blockages/problems highlighted in the progress reports                                                                                        corrective action has
Delivery                                                                                                                                                                and Employment
                                                                                                                                                   Contractor Reports and site                      been taken and has
                                                                                                                                                                                                    been successfully
                                                                                                                                                                        instructions
                                                                                                                                                                                                    implemented
4. Project      4.A6.1.5     Confirmation of          Progress is tracked in order to ensure that corrective action                                                     Contractor's Progress                                 3T03 Project
                                                                                                                                                                                                    Updating of progress
                             corrective action        is adequately completed                                                                                           and Employment                                        Tracking Schedule
Delivery                                                                                                                                           Proj Man Reports and site                        on the Project
                                                                                                                                                                                                    Tracking Schedule
                                                                                                                                                                        instructions
4. Project      4.A6.1.6     Project Manager's        Progress to be reported and monitored for compliance and                                                                                                                3T04 Monthly
                             Progress Reporting       in order to review progress and identify any blockages for                                                                                                              Progress Report &
Delivery                                              actioning. Payment linked to adequate progress and                                                                Progress data from the      Project Progress
                             during Design and                                                                                                     Proj Man             design and contract         Report and Project        3T03 Project
                                                      reporting                                                                                                                                                               Tracking Schedule
                             Construction Phases                                                                                                                        administration teams        Tracking Schedule
                                                                                                                        Module
                                                                                                                          2A
4. Project      4.A6.1.7     Project progress         Progress to be reported and monitored for compliance and                                                          Progress data from the                                3T04 Monthly
                                                      in order to review progress and identify any blockages for                                                                                    Project Progress          Progress Report &
Delivery                     report prepared                                                                                                                            design and contract
                                                                                                                                                   Proj Man administration teams &                  Report and Project
                                                      actioning. Payment linked to adequate progress and                                                                                                                      3T03 Project
                                                      reporting                                                                                                                                     Tracking Schedule
                                                                                                                                                                        contractor                                            Tracking Schedule




                                                                                                                                                                                                                                                      26
     CIDB TOOLKIT - Delivery Managemetn System Work Process




                                                                                                                                                          Responsibility
                                                                                                                                         Dependency
                                                                                                                             Guideline
                             Procedure/
                             Activity/                                                                                                                                        Input to the             Output from               Document/
   Process           No.                                 Description & Action Required                                                                                                                                                              Example
                             Step/                                                                                                                                               Action                 the Action                Template
                             Action

                                                        Implementing Agent reviews the project progress and
1. Infrastructure Planning 3 Project
4. Project    4.A6.1.8 Level
                                                        employment reports and accepts these or refers them back                                                           Project Progress Report
                                                                                                                                                                                                     Project Progress
Delivery               Progress Report                                                                                                                                                               Report and Project
                                                        for further detail                                                                            Proj Man and Project Tracking                  Tracking Schedule
                             reviewed &                                                                                                                                    Schedule
                             Approved                                                                                                                                                                approved

4. Project      4.A6.2       Contract                   Effective and efficient administration of the contracts                                                                                                                4S06 To 4S10
                             Administration             including meeting coordination, payment certification, quality                                                                               Contracts efficiently     contract
Delivery                                                , cost, time control                                                                          Proj Man                                       managed                   administration
                                                                                                                                                                                                                               guidelines
4. Project      4.A6.2.1     Contract Initiation        Contractor to comply with the requirements of the contract                                                                                                             4S10 Insurances &
                                                        award e.g. provision of surety, proof of insurance etc.                                                            Contractors sureties,     Contractor
                             Requirements                                                                                                             Proj Man insurances, guarantees                                          Bonds Procedure
Delivery                                                                                                                                                                                             compliance confirmed

4. Project      4.A6.2.1.1   Request contract           Request the information/documentation from the contractor
                                                        as required to initiate the contract in terms of the contract                                                                                Contract requirements
Delivery                     initiation                                                                                                               Proj Man Contract                              specified
                                                        specifications e.g. surety, proof of insurances,
                             requirements from
4. Project      4.A6.2.1.2   Provision of               Contractor to comply with the requirements of the contract
                                                        award e.g. provision of surety, proof of insurance etc.                                                                                      Contractors sureties,
Delivery                     requirements in                                                                                                                               Contract requirements
                                                                                                                                                      Proj Man specified                             insurances,
                             compliance with the                                                                                                                                                     guarantees
                             contract award
4. Project      4.A6.2.1.3   Level 4 Confirm            Review information provided by the contractor and confirm
                             compliance with            compliance with contract
Delivery                                                                                                                                                                   Contractors sureties,
                                                                                                                                                      Proj Man insurances, guarantees
                                                                                                                                                                                                     Contractor
                             Contract Initiation                                                                                                                                                     compliance confirmed
                             requirements
4. Project      4.A6.2.2     Site Handover to           Official hand over of the site to the contractor. Once                                                                                                                 4T03 Site
                                                        handed over the site then falls legally under the jurisdiction                                                                               Site handed formally      Handover Meeting
Delivery                     Contractor                                                                                                               Proj Man Site hand over checklist              over to contractor
                                                        and responsibility of the contractor                                                                                                                                   Minutes &
                                                        Formal site meetings held (normally monthly) throughout                                                                                      Monthly meetings          Checklist
4. Project      4.A6.2.3     Site Meetings &                                                                                                                                                                                   4T04 Meeting
                             minutes                    the construction period, with adoption of formal minutes of                                   Proj Man Site meeting template                 minuted and minutes       Minutes Proforma
Delivery                                                the meetings                                                                                                                                 adopted
4. Project      4.A6.2.4     Site Instructions          All site instructions are to be written in a suitable format and                                                                             Site instructions         4T10 Site
                                                        issued by the Client's Agent and received by the Contractor                                   Proj Man Site inspection                       issued and carried out    Instruction
Delivery                                                                                                                                                                                             by the contractor
4. Project      4.A6.2.4.1   Site Instruction Issued Site instructions from the Client's Representative to the                                                                                       Site instruction issued   4T10 Site
                                                        Contractor are issued, signed by both parties and copied                                                                                     in writing and            Instruction
Delivery                                                to both parties
                                                                                                                                                      Proj Man Site inspection                       accepted by the
                                                                                                                                                                                                     contractor
4. Project      4.A6.2.4.2   Site Instructions          The contractor carries out the site instructions issued by                                                                                   Site instructions
                             carried out                the Client's Representative                                                                   Contractor Site Instruction                    carried out by the
Delivery                                                                                                                                                                                             contractor
4. Project      4.A6.2.4.3   Level 4 Monitoring         The Client's Representative (and/or subordinates) monitors
                                                        that the Contractor carries out the site instructions                                                                                        Site instruction
Delivery                     Compliance with                                                                                                          Proj Man Site Instruction                      completion approved
                                                        adequately and signs off completion of site instructions
                             Site Instructions
4. Project      4.A6.2.5     Compensation               Variations to the contract (I.e. compensation events) which                                                                                                            4T11 Variation
                             Events/Variation           have a monetary value are to be agreed in writing prior to                                    Proj Man                                                                 Order
Delivery                                                undertaking the work
                             Orders
4. Project      4.A6.2.5.1   Scope Change               A requirement for a change in the construction Scope of
                                                                                                                                                                           Contract specification    Scope change
                             identified                 Work is identified and initiates a compensation event                                         Proj Man and Bill of Quantities                requirements identified
Delivery
4. Project      4.A6.2.5.2   Scope Change               Client's Representative issues instruction in writing for
                             Instruction issued         scope change to the Contractor requesting a claim of
Delivery                                                variation (either for increased and decreased cost
                                                                                                                                                      Proj Man Variation Order                       Variation Order issued
                                                        dependant on the scope)
4. Project      4.A6.2.5.3   Value of Scope             The contractor responds to the scope change instruction by
                                                                                                                                                                                                     Variation Order value
                             Change agreed              determining in consultation with the Client's representative                                  Proj Man Variation Order
Delivery                                                the value of the compensation event/variation
                                                                                                                                                                                                     agreed

4. Project      4.A6.2.5.4   Level 3 Review and         Contractor's variation claim is reviewed by the Client's
                             approval of                Representative. If agreed to then the Clients Agent submits
Delivery                                                the variation to the Client for formal approval and an                                                                                       Variation Order
                             Compensation               approved variation order is issued, if not agreed, the claim
                                                                                                                                                      Prog Man Variation Order                       approved
                             events                     is referred back to the Contractor for further negotiation

4. Project      4.A6.2.5.5   Implementation of          The contractor implements the approved variation and                                                                                         Variation Order
                             approved variation         makes claim for the variation during the normal course of                                     Proj Man Variation Order                       carried out by the
Delivery                                                claims                                                                                                                                       contractor
4. Project      4.A6.2.5.6   Level 4 Monitoring         The Client's Representative (and/or subordinates) monitors                                                                                   Variation
                             Compliance with            that the Contractor carries out the variation orders
Delivery                                                                                                                                              Proj Man Variation Order                       implementation
                                                        adequately and signs off completion of VO's                                                                                                  approved
                             Variation Order
4. Project      4.A6.2.6     Payment                    Contractor submits payment claims at the agreed                                                                                                                        4T06 Payment
                             Certification              frequency. The payment claims are reviewed and certified                                                                                                               Certificate & 4S06
Delivery                                                by the Client's Representative and paid by the Client                                         Proj Man Payment certificate                                             Payment
                                                                                                                                                                                                                               Procedure
4. Project      4.A6.2.6.1   Measurement of work The Contractor and Client's Representative measure the
                             done                work done since the last payment claim (normally done                                                                     Bill of Quantities and site Quantities
Delivery                                                monthly), including approved compensation events/variation
                                                                                                                                                      Proj Man measure                                 measurement
                                                        orders.
4. Project      4.A6.2.6.2   Contractors Payment        The Contractor prepares a payment claim for the measured                                                                                     Payment certificate
                             Claim prepared             work done since the last payment claim and submits                                            Proj Man Payment certificate                   issued by contractor
Delivery                                                                                                                                                                                             on time
4. Project      4.A6.2.6.3   Level 4 Review and         Contractor's payment claim is reviewed by the Client's
                             Certification of           Representative for correctness and completeness. If                                                                                          Payment certificate
Delivery                                                approved it is certified and issued to the Client for payment,                                Proj Man Payment certificate                   reviewed and certified
                             Payment Claim              if not the claim is referred back to the Contractor for further                                                                              within specified time
                                                        negotiation
4. Project      4.A6.2.6.4   Level 3 Payment            On receipt of the certified payment claim the Client reviews                                                                                 Payment certificate
                             Authorisation              the claim for correctness and authorises payment                                                                                             reviewed and
Delivery                                                                                                                                              Prog Man Payment certificate                   authorized with
                                                                                                                                                                                                     specified time
4. Project      4.A6.2.6.5   Payment Processing         On the basis of the authorised payment claim, payment to
                                                                                                                                                                                                     Payment to contractor
                                                        the contractor is processed                                                                   Proj Man Payment certificate                   within specified time
Delivery
4. Project      4.A6.2.7     Final Account              The final account is determined and agreed and payment                                                                                       Final account agreed
                                                                                                                                                                           Final measure and
                                                        made to the contractor less retention which is only paid out                                  Proj Man Payment certificate                   and paid within the
Delivery                                                at the end of the defects liability period.                                                                                                  specified time
4. Project      4.A6.2.7.1   Final Measurement of       The Contractor and Client's Representative measure the
                                                                                                                                                                           Final measure and         Final measure
                             work done                  final work done since the last payment claim                                                  Proj Man Payment certificate                   completed
Delivery
4. Project      4.A6.2.7.2   Contractors Final          The Contractor prepares the final payment claim for the            Module
                             Payment Claim              total measured work done since the last payment claim on                                                                                     Final account
Delivery                                                                                                                     2A                                            Final measure and
                             prepared
                                                        the basis of the final measurement of the work done                                           Proj Man Payment certificate                   submitted within
                                                        including all "adds and omits" variations and submits the                                                                                    specified time
                                                        claim to the Client's Representative for certification.




                                                                                                                                                                                                                                                        27
     CIDB TOOLKIT - Delivery Managemetn System Work Process




                                                                                                                                                          Responsibility
                                                                                                                                          Dependency
                                                                                                                             Guideline
                               Procedure/
                               Activity/                                                                                                                                      Input to the              Output from               Document/
   Process             No.                               Description & Action Required                                                                                                                                                                   Example
                               Step/                                                                                                                                             Action                  the Action                Template
                               Action

                                                         Contractor's final claim is reviewed by the Client's
1. Infrastructure Planning 4 Review and
4. Project    4.A6.2.7.3 Level
                                                         Representative for correctness and completeness. If                                                                                          Final Account
Delivery                 Certification of Final                                                                                                                            Final measure and
                                                         approved it is certified and issued to the Client for payment,                                Proj Man Payment certificate                   reviewed and certified
                               Account                   if not the claim is referred back to the Contractor for further                                                                              within specified time
                                                         negotiation
4. Project      4.A6.2.7.4     Level 3 Payment           On receipt of the certified final payment claim the Client                                                                                   Final Account
                               Authorisation             reviews the claim for correctness and authorises payment                                                                                     reviewed, authorized
Delivery                                                                                                                                               Prog Man                                       & paid within specified
                                                                                                                                                                                                      time
4. Project      4.A6.3             Project Control       Control of the project including control of quality,                                                                                                                   4T16 Project
                                                         performance, cost & time. Site inspections and/or tests                                                                                      Sign off of completed     Execution Plan
Delivery                                                 carried out in accordance with the quality control and cost                                   Proj Man Quality Control Plan                  work in terms of the
                                                                                                                                                                                                                                Checklist & 4S08
                                                         control plans                                                                                                                                Quality Control Plan
                                                                                                                                                                                                                                Project Controls
4. Project      4.A6.3.1       Quality Control           Quality control of work carried out in terms of a quality                                                                                    Construction work         4T16 Project
                                                         control plan                                                                                                                                 approved as               Execution Plan
Delivery                                                                                                                                               Proj Man Contract Document                     acceptable quality by     Checklist & 4S07
                                                                                                                                                                                                      the Client's              Quality Control
                                                                                                                                                                                                      Representative
4. Project      4.A6.3.1.1         Prepare Quality       Client's Representative prepares a quality control plan                                                                                      Quality Control Plan                           See Module 3 3T01
                                   Control Plan          which stipulates what quality control checks are to be                                        Proj Man Contract Document                     prepared and                                   Appendix H for
Delivery                                                 carried out by whom, when during the construction process                                                                                    submitted for approval                         quality plan example
4. Project      4.A6.3.1.2     Level 3 Approval of       The QC Plan is approved by the Client                                           4.2.2.                                                       Quality Control Plan
                               Quality Control Plan                                                                                             Prog Man Quality Control Plan                         approved by the Client
Delivery                                                                                                                                 3.1.3
4. Project      4.A6.3.1.3          Site inspections     Site inspections and/or tests are carried out in accordance                                                                                  Sign off of completed
                                    and Testing in       with the quality control plan                                                                 Proj Man Quality Control Plan                  work in terms of the
Delivery
                                    terms of Quality                                                                                                                                                  Quality Control Plan

4. Project      4.A6.3.1.4     Monitoring                Monitoring is carried out to ensure that the contractor is                                                                                   Site inspections and
                               compliance in terms       complying with the requirements of the quality control plan                                   Proj Man Quality Control Plan                  testing carried out in
Delivery
                               of the QC plan                                                                                                                                                         terms of the QC plan

4. Project      4.A6.3.1.5     Sign off completion in    Each functionary responsible for each aspect of the QC                                                                                       Sign off of completed
                                                                                                                                                                           Test results and
                               terms of the QC plan      plan is to sign off completion of the particular QC item in                                   Proj Man inspections                           work in terms of the
Delivery                                                 accordance with the QC plan                                                                                                                  Quality Control Plan
4. Project      4.A6.3.2           Cost Control          All costs are monitored against the allocated budgets and                                                                                    Project costs             4T19 Monthly Cost
                                                                                                                                                                           Project budget and cash
                                                         cash flows to ensure that the project remains within budget,                                  Proj Man flow schedule                         managed within the        Report
Delivery                                                 including management of the contingency fund                                                                                                 approved budgets
4. Project      4.A6.3.2.1         Cost Control          A cost control model is established in order to track all cost
                                                                                                                                                                           Project budget and cash    Cost Control Model
                                   model established     centres (i.e. cost items) against the budgets and cash flows.                                 Proj Man flow schedule
Delivery                                                                                                                                                                                              formulated

4. Project      4.A6.3.2.2         Approval of Cost The cost items                                                                                                                                    Cost Control Model
                                   Control Model                                                                                                       Prog Man Cost Control Model                    approved
Delivery
4. Project      4.A6.3.2.2     Monthly cost control      Monthly reporting of all cost items against budget and cash                                                                                                            3T04 Monthly
                                                         flow                                                                                                                                         Monthly report with
                               reporting                                                                                                                                                                                        Report & 4T19
Delivery                                                                                                                                               Proj Man Monthly progress report               accurate figures
                                                                                                                                                                                                                                Monthly Cost
                                                                                                                                                                                                      produced on time
                                                                                                                                                                                                                                Report
4. Project      4.A6.3.2.3     Monthly monitoring of Costs against budget and cash flow are monitored in order
                               costs                 to take corrective action if required.                                                            Proj Man Monthly progress report               Costs monitored
Delivery
4. Project      4.A6.3.2.4     Contingency budget The contingency amounts built into the budget need to be                                                                                            Contingency               4S08 Project
                               management         managed specifically with appropriate approvals to expend                                            Proj Man Cost Control Model                    effectively managed       Control Procedures
Delivery                                                 the contingency                                                                                                                              and costs contained
4. Project      4.A6.3.2.4.1   Confirm the               Confirmation is obtained as to how the contingency budget
                               contingency               is to be administered and the delegations to approve the                                                                                     Contingency
Delivery                                                 contingency - usually assigned to the project manager to                                                          Contingency                management policy
                               procedure and                                                                                                           Proj Man management policy                     and delegations
                                                         approve and report on to the programme manager the use
                               approval policy for       of the contingency.                                                                                                                          confirmed
                               the project
4. Project      4.A6.3.2.4.2   Identify contingency      Items are identified during the design and construction
                               cost item                 phase which will require additional funding from the                                                                                         Contingency items
Delivery                                                 contingency budget. These will generally constitute
                                                                                                                                                       Proj Man Project budget                        identified and costed
                                                         variations to contracts.
4. Project      4.A6.3.2.4.3   Approval of               The item requiring use of the contingency fund is approved
                                                         and the relevant budget assigned to the item from the                                                             Project budget including   Contingency items
Delivery                       Contingency Item                                                                                                        Prog Man contingencies
                                                         contingency normally in the form of a variation order.                                                                                       approved

4. Project      4.A6.3.2.4.4   Updating of               The contingency budget is updated to reflect the approved
                                                                                                                                                                                                      Approved contingency
                               contingency budget        budget allocation to contingency items.
Delivery                                                                                                                                               Proj Man Project budget                        items included within
                               allocation schedule                                                                                                                                                    the project budget

4. Project      4.A6.3.2.4.5   Monthly reporting on      The contingency budget items are incorporated within the                                                                                                               4S08 Project
                                                         monthly cost control reporting                                                                                                               Monthly reporting         Control
Delivery                       Contingency budget
                                                                                                                                                       Proj Man Monthly progress report               including contingency
                                                                                                                                                                                                                                Procedures &
                                                                                                                                                                                                      usage
                                                                                                                                                                                                                                4T19 Monthly Cost
                               Corrective cost           Corrective action is taken to ensure that the project                                                                                        Corrective action         Report
4. Project      4.A6.3.2.5
                               control action            remains within budget                                                                         Proj Man Monthly progress report               formulated and
Delivery                                                                                                                                                                                              effectively carried out
4. Project      4.A6.3.2.6     Time management           The progress of the project is managed against the                                                                                                                     4S08 Project
                                                         timetable set for the project and comprises reporting                                                                                        Project timetable         Control
Delivery                                                 progress, monitoring and taking corrective action as                                                                                         effectively managed
                                                                                                                                                       Proj Man Project timetable                                               Procedures, 3T04
                                                         needed.                                                                                                                                      so that the project is    Monthly Report &
                                                                                                                                                                                                      completed on time         3T05 AMS

4. Project      4.A6.3.2.6.1   Monthly reporting of      Progress is reported monthly in the specified format against
                               progress against the      the base timetable for the project agreed at the start of the                                                                                Monthly reporting
Delivery                                                 project.
                               project timetable                                                                                                       Proj Man Monthly progress report               including progress
                                                                                                                                                                                                      against base timetable


4. Project      4.A6.3.2.6.2   Monitoring of progress On the basis of the monthly progress reporting, the
                                                         progress on the project is monitored in order to identify                                                                                    Progress monitored,
Delivery                                                 problematic activities which are on the critical path and will                                Proj Man Monthly progress report               report and progress
                                                         result in delays                                                                                                                             payment approved


4. Project      4.A6.3.2.6.3   Corrective action         Corrective action is identified and implemented to ensure
                                                                                                                                                                                                      Corrective action
                                                         that the project remains on programme
Delivery                                                                                                                                               Proj Man Monthly progress report               formulated and
                                                                                                                                                                                                      effectively carried out

                               Procure services          Procurement is the process that creates, manages and              Module                                                                     Procurement
5. Procurement                                           fulfils contracts. The associated processes are generic to           5                                            Scope of Work and          efficiently carried out
                               and construction                                                                            Module                      Proj Man Terms of Reference
                                                         the provision of services, supplies and engineering and                                                                                      within the specified
                               works                     construction works.                                                 2A                                                                       timeframe
5. Procurement 5.1             Establish what is to      Clarify what is to be procured
                                                                                                                                                                                                      Confirmation of what
                               be procured                                                                                                             Proj Man Approved project scope                is to be procured

5. Procurement 5.1.1           Prepare broad scope       Develop a title for procurement for the purposes of project
                                                         identification and a broad scope of work                                                                                                     Broad scope of work
                               of work for                                                                                                             Proj Man Approved project scope                for procurement
                               procurement


                                                                                                                                                                                                                                                                28
     CIDB TOOLKIT - Delivery Managemetn System Work Process




                                                                                                                                                        Responsibility
                                                                                                                                        Dependency
                                                                                                                            Guideline
                               Procedure/
                               Activity/                                                                                                                                     Input to the              Output from                Document/
   Process               No.                             Description & Action Required                                                                                                                                                              Example
                               Step/                                                                                                                                            Action                  the Action                 Template
                               Action

                                                         Estimate the financial value of the proposed contract for
1. Infrastructure
5. Procurement 5.1.2     Planning financial
                              Estimate
                                                         budgetary purposes, based on the broad scope of work.                                                           Broad scope of work for      Estimated value of
                               value of proposed                                                                                                     Proj Man procurement                             procurement
                               procurement
5. Procurement 5.1.3           Level 2 Obtain            Nominated official(s) makes a decision to proceed / not to
                               permission to start       proceed with the procurement based on the broad scope of                                                        Document containing
                                                         work and the financial estimates.                                                                               title, broad scope of work Approval to proceed
                               with the                                                                                                              Acc Off             and approximate value      with the procurement
                               procurement                                                                                                                               of procurement
                               process
5. Procurement 5.2             Decide on                 Determine how the procurement is to take place
                                                                                                                                                                                                      Approved
                               procurement                                                                                                            Imp Ag             Approved scope of work
                                                                                                                                                                                                      procurement strategy
                               strategies
5. Procurement 5.2.1           Establish applicable      Identify the specific goals which are to be pursued and                                                                                  Preferential
                                                                                                                                                                         Preferential Procurement
                               preferential              establish quantitative targets and implementation                                                                                        procurement policy of
                                                         procedures which are consistent with the framework
                                                                                                                                                     Acc Off             Policy Framework Act
                                                                                                                                                                                                  organ of state /
                               procurement policy                                                                                                                        and regulations
                                                                                                                                                                                                  programme
                                                         provided in the Act.
5. Procurement 5.2.2           Establish contract        Decide on an appropriate allocation of responsibilities and
                                                                                                                                                                         Procurement policy and       Proposed contract
                               and pricing strategy      risks and the methodology by which contractors are to be                                     Imp Ag             institutional capacity       and pricing strategy
                                                         paid.
5. Procurement 5.2.3           Establish targeting       Decide on the methodology that is to be used to implement                                                       Preferential procurement
                                                                                                                                                                                                      Proposed targeting
                               strategy                  preferencing.                                                                                Imp Ag             policy of organ of state /
                                                                                                                                                                                                      strategy
                                                                                                                                                                         programme
5. Procurement   5.2.4         Establish                 Identify the process that will be followed to solicit tender                                                                                 Proposed
                               procurement               offers and conclude a contract.                                                              Imp Ag             Procurement policy           procurement
                               procedure                                                                                                                                                              procedure

5. Procurement 5.2.5           Level 2 Obtain            Nominated official(s) confirm selection of strategies so that
                               approval for              tender offers can be solicited.
                                                                                                                                                                         Document establishing
                                                                                                                                                                                                      Approved
                               procurement                                                                                                           Acc Off             preferred procurement
                                                                                                                                                                                                      procurement strategies
                               strategies that are                                                                                                                       strategies
                               to be adopted
5. Procurement 5.3             Solicit tender offers     Solicit tender offers in terms of a set of procedures.                                                          Approved scope of work
                                                                                                                                        5.2           Imp Ag             and procurement strategy
                                                                                                                                                                                                  Tender offers

5. Procurement 5.3.1           Prepare procurement Prepare pre-qualification and / or tender documents, as                                                               Approved scope of work       Procurement
                               documents           appropriate, that are compatible with the approved                                                Proj Man and procurement strategy documents
                                                         procurement strategies.
5. Procurement 5.3.2           Level 3 Obtain            Nominated official(s) review the procurement document,                                                                                                                 5S10, 5E03
                               approval of               identify sections, if any, that require amendments or                                                                                        Approved             Document
                                                         improvements and grant the necessary approval.                                               Imp Ag             Procurement document
                                                                                                                                                                                                      procurement document preparation
                               procurement
                                                                                                                                                                                                                                Guidelines & 5E04
                               documents
                               Invite contractors to     Advertise for tenders / identify contractor's) that are to be                                                                                                          Proforma Tender
                                                                                                                                                                                                                                5T01 Tender Site
5. Procurement 5.3.3
                               submit tender offers      invited to submit tender offers in accordance with the                                                                                                                 Inspection &
                                                         approved procurement procedure, issue procurement                                                                                                                      Clarification
                               or expressions of         documents, respond to requests for clarification, conduct
                                                                                                                                                                                                      Procurement
                               interest                                                                                                              Proj Man Procurement document                    documents issued for      Meeting
                                                         clarification / site meetings, issue attendees with minutes of
                                                                                                                                                                                                      solicitation purposes
                                                         such meetings, and issue addenda, as relevant.



5. Procurement 5.3.4           Receive tender offers Ensure that arrangements are in place to receive tender
                               or expressions of     offers / expressions of interest and return unopened those
                                                     that are received late, are delivered not in accordance with                                                        Procurement document
                               interest                                                                                                               Imp Ag             issued for solicitation      Tender submissions
                                                         instructions given to tenderers or where only one tender is
                                                         received and it is decided to call for fresh tenders.                                                           purposes



5. Procurement 5.3.5           Confirm contractor        The Project Manager obtains information on the grading of                                                                                                              CIDB Report
                                                         contractors from the CIDB Register of Contractors in order                                                                                   Contractor's grading
                               grading on CIDB                                                                                                                           Contractors details and      obtained from the
                                                         to determine which contractors qualify to be considered for                                 Proj Man registration number
                               Register of               the project in terms of their gradings and who do not qualify                                                                                CIDB Register of
                               Contractors                                                                                                                                                            Contractors

5. Procurement 5.3.6           Evaluate expressions Open expressions of interest, record data relating to the                                                                                         Evaluated expression
                               of interests         submission and evaluate in accordance with undertakings                                          Proj Man Tender submissions                      of interests
                                                         made to tenderers.
5. Procurement 5.3.7           Prepare evaluation        Prepare evaluation report and make recommendations in
                                                         respect of actions to be taken, depending upon the                                                              Evaluated expressions of
                               report on shorltlisting                                                                                                Imp Ag             interest
                                                                                                                                                                                                  Evaluation Report
                                                         procurement procedure that is adopted.
                               process
5. Procurement 5.3.8           Level 3 Confirm           Nominated official(D314s) review evaluation report and                                                                                       Approved shortlist of
                                                         ratify recommendations.                                                                      Imp Ag             Evaluation report
                                                                                                                                                                                                      tenderers
                               shortlist
5. Procurement   5.3.9         Invite tender offers      Invite tender offers from short list, respond to requests for
                               from shortlist            clarifications by tenderers, conduct clarification / site                                                                                    Procurement
                                                                                                                                                                         Approved short list of
                                                         meetings, issue all attendees with the minutes of such                                      Proj Man tenderers                               documents issued to
                                                         meetings, and D170issue addenda to amend or amplify the                                                                                      shortlisted tenderers
                                                         procurement documents, as relevant.
5. Procurement 5.4             Evaluate tender           Evaluate tender offers in terms of undertakings and
                                                         parameters established in procurement documents.                               5.3          Acc Off             Tender submissions           Evaluated tender offers
                               offers
5. Procurement 5.4.1               Open and record       Open tender offers, either in public or in the presence of
                                   tender offers         not less than two officials, and record pertinent details,                                                      Sealed tender                Opened tender
                                                         authenticate all pages of returnable documents, and notify
                                                                                                                                                      Imp Ag             submissions                  submissions
                                   received              interested parties of pertinent details if requested to do so.
5. Procurement 5.4.2               Determine             Examine tenders and determine whether or not they are
                                   whether or not        complete, request tenderers to complete items that are                                                          Opened tender                Complete tender
                                                         required only for tender evaluation purposes and record
                                                                                                                                                     Proj Man submissions                             submissions
                                   tenders offers are    what is incomplete in each tender submission.
                                   complete
                                   Determine             Confirm compliance with all the requirements of the
5. Procurement 5.4.3
                                   whether or not        procurement documents, including eligibility criteria. If not,
                                                                                                                                                                         Complete tender              Responsive tender
                                   tender offers are
                                                         declare tender offers non-responsive and record reasons                                     Proj Man submission                              submissions
                                                         for declaring a tender to be non-responsive and disregard
                                   responsive            such tender offers from further consideration.
5. Procurement 5.4.4               Reduce tenders        Review financial offer and correct discrepancies between
                                   to comparative        totals and calculations / summations, identify parameters
                                                                                                                                                                         Responsive tender            Comparative tender
                                   offers
                                                         included in the tender submission that have a bearing on                                    Proj Man submissions                             offers
                                                         the financial offer and reduce all tender offers to a common
                                                         base.
5. Procurement 5.4.5               Determine the         Judge the reasonableness of financial offers and reject all
                                                         tender offers with unrealistic financial offers.                                                                Responsive tender            Reasonable tender
                                   reasonableness                                                                                                    Proj Man submissions                             offers
                                   of tender offers
5. Procurement 5.4.6               Review claims for Confirm that tenderers are eligible for the preferences                                                                                          Confirmation of
                                   preferences       claimed and D185the reasonableness of any tendered                   Module                     Proj Man Responsive tender offers eligibility for
                                                         contract participation goal.                                       2A                                                                        preferences
5. Procurement 5.4.7               Award points for      Score the financial offer of all responsive tender offers
                                                                                                                                                                                       Evaluation points for
                                   financial offer       received in accordance with the provisions of the                                           Proj Man Reasonable tender offers price
                                                         procurement document.
5. Procurement 5.4.8               Award points for      Score quality for each of the categories stated in the
                                   quality               procurement document and calculate total score for quality                                                      Responsive tender            Evaluation points for
                                                         and eliminate tender offers that do not score the minimum
                                                                                                                                                     Proj Man submissions                             quality
                                                         number of points for quality.



                                                                                                                                                                                                                                                        29
     CIDB TOOLKIT - Delivery Managemetn System Work Process




                                                                                                                                                      Responsibility
                                                                                                                                      Dependency
                                                                                                                          Guideline
                               Procedure/
                               Activity/                                                                                                                                   Input to the               Output from               Document/
   Process             No.                              Description & Action Required                                                                                                                                                             Example
                               Step/                                                                                                                                          Action                   the Action                Template
                               Action

                                                        Award tender evaluation points for the category of
1. Infrastructure
5. Procurement 5.4.9    PlanningAward points for
                                                        preference / in proportion to the tendered contract                                                            Confirmation of eligibility   Evaluation points for
                                   preferences                                                                                                     Proj Man for preferences
                                                        participation goal to each eligible tenderer, in the manner                                                                                  preferences
                                                        described in the procurement documents.
5. Procurement 5.4.10              Total points and     Total tender evaluation points and rank tenderers                                                                                            Tender offers ranked
                                   rank tenders                                                                                                                        Tender evaluation             in terms of the total
                                                                                                                                                   Proj Man schedule                                 evaluation points
                                                                                                                                                                                                     scored
5. Procurement 5.4.11              Perform a risk       Perform a risk analysis on the tenderer having the highest
                                   analysis             ranking / number of points and, if found to be
                                                                                                                                                                       Responsive tender
                                                        unsatisfactory, undertake an analysis on the next highest                                                                                    Commercial risk
                                                        ranked tenderer and so on until such time as a tenderer
                                                                                                                                                   Proj Man submissions of highest                   exposure
                                                                                                                                                                       ranked tenderers
                                                        satisfies the risk assessment, and recommend this tenderer
                                                        for the award of the contract.
5. Procurement 5.4.12              Prepare a tender     Prepare a tender evaluation report which as a minimum
                                                                                                                                                                       Tender evaluation
                                   evaluation report    contains the tender evaluation points awarded to each                                                                                        Tender Evaluation
                                                        tenderer, the reasons for eliminating a tender offer and a
                                                                                                                                                   Proj Man schedule and                             Report
                                                                                                                                                                       commercial risk exposure
                                                        recommendation for the award of the contract.
5. Procurement 5.4.13          Level 2 Confirm          Nominated official(s) to review report and ratify
                               recommendation in        recommendations.
                                                                                                                                                                                                     Approved tender
                                                                                                                                                   Imp Ag              Tender evaluation report
                                                                                                                                                                                                     evaluation report
                               tender evaluation
                               report
5. Procurement 5.5             Award contract           Enter into contract with the successful tenderer.                                                              Approved tender
                                                                                                                                      5.4          Imp Ag              evaluation report
                                                                                                                                                                                                     Signed contract

5. Procurement 5.5.1           Notify successful        Notify in writing the successful tenderer and unsuccessful
                                                        tenderers                                                                                                                                    Communication to
                               tenderer and                                                                                                                            Approved tender
                                                                                                                                                   Proj Man evaluation report                        successful and
                               unsuccessful                                                                                                                                                          unsuccessful tenderers
                               tenderers of outcome
5. Procurement 5.5.2           Compile contract         Assemble contract document from the relevant tender
                               document                 returnables and draft contract issued to tenderers,                                                            Procurement document
                                                        capturing all the changes that were agreed to between the
                                                                                                                                                   Proj Man and tender submission                    Contract Document
                                                        offer and acceptance.
5. Procurement 5.5.3           Formally accept          Confirm that the tenderer has provided a valid, original tax
                               tender offer             clearance certificate issued by the South African Revenue
                                                        Services, formally accept the tender offer in writing and
                                                                                                                                                   Imp Ag              Contract document             Signed contract
                                                        issue contractor with a signed copy of the contract.
5. Procurement 5.5.5           Capture contract         Capture, in a data base, essential contract data for record                                                                                  Recoded contract         3T03 Project
                                                        purposes.                                                                                  Proj Man Contract document                        data                     Tracking Schedule
                               award data
5. Procurement 5.6             Administer               Act in terms of the contract and confirm that procurement is
                               contracts and            in accordance with all requirements.                                                                                                         Contract completed in
                                                                                                                                      5.5          Proj Man Contract document                        accordance with
                               confirm compliance                                                                                                                                                    requirements
                               with requirements
5. Procurement 5.6.1           Administer contract in   Administer the contract in accordance with its terms and                                                                                     Compliance with
                               accordance with the      conditions and pay contractors within the time periods                                                                                       administrative
                                                        provided for in the contract so as to avoid interest on late                               Proj Man Contract document                        provisions of the
                               terms and provisions
                                                        payments.                                                                                                                                    contract
                               of the contract
5. Procurement 5.6.2           Ensure compliance        Monitor the contractor’s performance to ensure that the
                                                                                                                                                                                                     Certified compliance
                               with requirements        requisite quality standards are attained and all requirements
                                                        are satisfied and certify compliance upon completion.
                                                                                                                                                   Proj Man Contract document                        with contract
                                                                                                                                                                                                     requirements

5. Procurement 5.6.3           Capture contract         Record, in a data base, key performance indicators relating                                                                                                           3T03 Project
                               completion /             to time, cost and the attainment of specific goals associated                                                  Termination / completion                               Tracking Schedule
                                                        with a preferential procurement policy, or if the contract is
                                                                                                                                                   Proj Man report                                   Recorded data
                               termination data         terminated or cancelled, the reasons therefore.




                                                                                                                        Module
                                                                                                                          2A




                                                                                                                                                                                                                                                      30
ValidationTables                          Year
TOOLKIT - Infrastructure Delivery Management
Schedule 3 Programme
Set Up

Essential information regarding the programme which is input at the commencement of each new funding cyc


A. Programme Details                                                 Return to Navigation
Department Short Name:                    Dept
Department Name:                          insert name of Dept which is to be inserted in reports
Programme Short Name:                     Insert Programme short name
Programme Name:                           insert Programme full name
Year :                                    2003/04
Programme Manager:                        insert name of programme manager
B. Responsibilities
Programme Function                        Short Name
Accounting Authority                      Acc Auth
Accounting Officer                        Acc Off
Budget Allocation Approving Authority     Bud Alloc App Auth
Budget Sub-Allocation Approving Authority Sub Alloc App Auth
Client's Representative                   Client Rep
Contractor                                Con
Financial Controller                      Fin Con
Implemementing Agent                      Imp Ag
Programme Manager                         Client Prog Man
Project Manager                           Proj Man
Project Desing Team                       Proj Team
Project Steering Committee                Proj Steer Com
Design Approval Authority                 Des App Auth
Project Owner                             Proj Owner
Infrastructure Planner                    Infr. Planner
                                          Imp. Prog Man

				
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