Terms of Reference –Infrastructure Programme Management (Client side) insert Programme Name version X

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

ANNEXURE 1

ASSIGNMENT: INFRASTRUCTURE PROGRAMME MANAGEMENT

FOR: insert organisation name & name of infrastructure programme to be managed

TERMS OF REFERENCE

1.  ASSIGNMENT OBJECTIVE

The assignment objective is to insert assignment objective e.g. ensure the effective delivery of the infrastructure projects set down within the infrastructure plan within the specified timeframe, project scope and budget specified for each project through assignment to appropriate Programme Implementing Agent and the proper management of the processes.

2.  BACKGROUND

Insert relevant background especially the process leading up to the formulation of the infrastructure plan and proposed infrastructure programme to be managed. Indicate the approvals and mandates given within regard to the infrastructure plan and infrastructure programme

3.  SCOPE OF WORK

The scope of work to be undertaken is to:

·  Establish the XXX infrastructure programme

·  Mobilize a programme management unit to manage the programme

·  Formulate an infrastructure programme management plan (IPMP)

·  Approve the plan

·  Implement the plan to effectively and efficiently deliver the infrastructure in terms of the infrastructure plan. Expand if appropriate

The major work components to be undertaken, associated steps and the resultant deliverables to be achieved are set down below:

1.  Receive Infrastructure Plan & MTEF Budget– comprising receipt and review of the approved Infrastructure Plan and associated MTEF budget for the implementation of the plan. It is essential that the Programme Manager understands the nature and extent of the projects to be implemented including the project scope outline, norms & standards, budgets and target dates for delivery.

This work component will include the following main activities:

a.  Receive Infrastructure Plan, norms & standards, MTEF budget;

b.  Review of project scope, timetable and budgets;

c.  Accept Infrastructure Plan and mandate to delivery the projects.

Deliverables to be achieved as a result of this activity comprise:

1.1 Infrastructure Plan and budget reviewed and accepted.

2.  Formulate Infrastructure Programme Management Plan – comprising formulation of the infrastructure programme, objectives and targets (specify who will approve the IPMP).

This work component will include the following main activities:

a.  Preparation of a draft IPMP based on the approved Infrastructure Plan;

b.  Work shopping of the IPMP with the relevant stakeholders (specify who should be consulted)

c.  Enhancement of the IPMP taking into account the stakeholder inputs;

d.  Submission of the IPMP for approval;

e.  Finalisation of the IPMP if further inputs are required as instructed by the approving authority;

f.  Confirmation in writing of approval of the IPMP by the approving authority.

Deliverables to be achieved as a result of this activity comprise:

2.1 Approved IPMP.

3.  Procure Programme Implementation Agent– comprising formulation of the SDA, and contracting the Implementation Agent with approval by the relevant authority (specify who will approve the SDA and contract).

This work component will include the following main activities:

a.  Preparation of a draft SDA based on the approved Infrastructure Plan;

b.  Work shopping of the SDA with the relevant stakeholders (specify who should be consulted)

c.  Enhancement of the SDA taking into account the stakeholder inputs;

d.  Submission of the approved IPMP;

Deliverables to be achieved as a result of this activity comprise:

3.1 Approved SDA / contract.

4.  Reviewing and Mobilization of Programme Management Team (PMT) – comprising establishing and mobilizing the programme management team required to manage the programme as defined within the IPIP.

This work component will include the following main activities:

  1. Review and approval of the IPIP;
  2. Joint meeting structures and interface mechanism

Deliverables to be achieved as a result of this activity comprise:

4.1 Programme Management Team established as specified in the IPIP.

4.2 Meeting structures and interface mechanisms established.

5.  Mandating of Project Managers – (Note: project managers will only be directly mandated if PIAs are not used as specified in the IPIP. If PIAs are used then they will be directly responsible for contracting/mandating the project managers. – delete this activity if not applicable) comprising procuring the services of and mandating the project managers required to manage the delivery of the projects as defined within the IPMP.

This work component will include the following main activities:

  1. Procuring the services of project managers (note if internal project managers are used then procurement will not be necessary) and establishment of the project management contracts as specified within the IPMP;
  2. Mandating of project managers and hand over of project scope;
  3. Ensuring that the project managers are capacitated with the requisite skills in order to manage the projects;

Deliverables to be achieved as a result of this activity comprise:

5.1 Project manager contracts established as specified in the IPIP.

5.2 Projects handed over to project managers for delivery.

5.3 Project managers capacitated to manage the delivery process.

6.  Manage Delivery of Programme – comprising ongoing management of the programme to achieve the project delivery on time to specification and within budget, including budget control, contract administration, monthly coordination, quality control, risk management, monitoring and reporting etc.

This work component will include the following main monthly activities:

  1. Scope management of contracts;
  2. Administration of contracts, payment certification and confirmation;
  3. Cost control and forecasting of cash flows;
  4. Quality control;
  5. Time scheduling of the overall programme based on progress reporting from the PIAs/project managers (specify which);
  6. Coordination with stakeholders as specified in the IPIP;
  7. Monitoring and reporting as defined in the IPIP;
  8. Risk management;

Deliverables to be achieved as a result of this activity comprise:

6.1 Monthly composite progress report on time covering all PMBOK components;

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

7.  Manage Handover of Projects – comprising managing the delivery of the projects to the client including scheduling quality audits, hand over process and timing, commissioning etc.

This work component will include the following main monthly activities:

  1. Scheduling of hand over of projects and handover process;
  2. Coordinating the handover of projects including quality audits prior to handover,
  3. Managing the commissioning of the projects to ensure that they are handed over effectively to the operation & maintenance unit.

Deliverables to be achieved as a result of this activity comprise:

7.1 Projects completed and handed over to the client;

7.2 Projects commissioned and responsibility handed over to the Operation & Maintenance units.

8.  Annual Work Plans – comprising formulation of the annual work plan for the projects to be implemented within the framework of the MTEF and annual budget cycle, Infrastructure Plan, Infrastructure Programme Implementation Plan and annual performance review of the programme.

This work component will include the following main monthly activities:

  1. Annual performance review, identification of lessons learnt and recommendations for improvemements;
  2. Formulation of the annual work plan for the programme within the framework of the IPIP;
  3. Consultations with stakeholders (insert who) regarding the annual work plan;
  4. Submission of the AWP for approval;
  5. Finalisation of the AWP if further inputs are required as instructed by the approving authority;
  6. Confirmation in writing of approval of the AWP by the approving authority.

Deliverables to be achieved as a result of this activity comprise:

8.1 Approved annual work plan.

4.  ACCOUNTABILITY

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

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

5.  ASSIGNMENT COST

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

6.  TIMEFRAME

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

7.  ASSIGNMENT TEAM

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

Table 1 Assignment Team

Name / Function / Charge out Rate inclusive of VAT

8.  MILESTONE COST SCHEDULE

Table 2 Major Activities/Deliverables/Completion and Cost
Assignment : XXXinsert programme name
Total Cost / R 0.00
Activity / Deliverables / Completion Date per Deliverable / Cost inclusive of VAT per Deliverable / Sub Total per Activity
insert major activities / insert deliverables related to each major activity / insert completion date per deliverable / insert fixed price per deliverable / Insert the sub total of cost per activity for all the deliverables within the activity

Attachments

Schedule 1 Detailed Budget (if applicable)

2T08 Programme Manager (Client) Terms of Reference v.4.0 Page 1 of 6