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Coordinate Wsh Management System Assignment Of Rents

Coordinate WSH Management System with Legal Compliance

Coordinate WSH Management System with Legal Conformity

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Subjects

Page Number

Describe the work background of your organisation.

3

1

Explain the WSH functions, duties and governments for any four ( 4 ) of employees that should be defined in the WSH Management System.

5

2

Identify at least three ( 3 ) stakeholders relevant to the chosen work and explicate how the WSH functions, duty and governments would be communicated to the stakeholders.

8

3

Describe three WSH direction system in used in workplace and explicate any five ( 5 ) elemaents of theWSHdirection system in item and how your organisation implement it.

8

4

Identify resources required for the execution of WSH direction.

9

5

By agencies of a flow confab, explicate howYou coordinate and document a direction reappraisal on WSH Management System and lllustrate types of record to be documented for Management reappraisal

10

6

Prepare all legal registry for your workplace

13

7

Explain how your workplace process for look intoing organisational conformity with applicable WSH legal and other demand.

14

8

List of Communication channels at your workplace to make out to Stakeholders,

15

9

Explain how youCoordinateconformity audit for yourworkplace

15

Background of My organisation

GREATLAND ( S ) ENGINEERING PTE, LTD.

Company PROFILE

_______________________________________________________________________________________

GREATLAND ( S ) ENGINEERING PTE, LTD work with main-con SK Engineering & A ; building In the Company was prequalified by the Land Transport Authority ( LTA ) of Singapore to set about all major mass theodolite rail ( MRT ) system developments with unrevealed contract value. Within half a twelvemonth, the Company has been awarded MRT contracts with entire value transcending 350Million Singapore Dollars by LTA. The company is besides presently in the phase of take parting in new and approaching stamps for MRT undertakingsEast-West overseas telegram tunnel by LTA in Singapore.

We boast a tradition of incorporate undertaking Company and proficient expertness in the railroad building industry. Our alone blend of corporate civilization, sound concern schemes, experience, strong fiscal position and progress engineering contributes to first-class consequences and the dynamism of the Company. confidently offers the most cost-efficient and efficient built-in design and building solutions to all our clients.

Undertaking name: East-West overseas telegram tunnel

Undertaking name: East-West overseas telegram tunnel and undertaking value 350 million dollars. Get downing on December 2012 and complition on December 2016.

1 ) Explain the WSH functions, duties and governments for any four ( 4 ) of employees that should be defined in the WSH Management System.

( I ) Undertaking Manager / Senior Deputy Project Manager

  • To Chair the Project Safety, Health and Environment ( SHE ) commission
  • To take, execute and implement the SHEMS ( SHE Management System )
  • To implement Company’s corporate safety plans and processs
  • To guarantee the proviso of safe and healthy working environment for all staff
  • To guarantee that all statutory demand, codifications of pattern and company’s safety regulations and ordinances are complied with
  • To supervise public presentation of sub-contractors and guarantee that they comply with legal demands and safety criterions
  • To reexamine safety issues and recommendations for betterment on safety
  • To develop and keep close affair and regular communicating with relevant statutory governments
  • To carry on regular review and audit on the safety commissariats on site
  • To set up and keep a positive safety clime on the undertaking site
  • To guarantee the WSH Committee carries out probes & A ; recommendations for any incident, accident, near girl or unsafe happening & A ; that such actions are recorded

( two ) WSHMilitary officer

i‚· Assist in the execution of the site’s workplace safety and wellness & A ; environmental programmes
i‚· Assist in placing and measuring any foreseeable hazard originating from the workplace or work procedures therein
  • To urge moderately operable steps to extinguish, minimise or command any foreseeable hazard to any individual who is at work in the workplace or may be affected by other work procedures in the workplace
  • Aid to implement the sanctioned Safe Work Method Statement and Risk Assessment
  • Exercise general supervising and review of the observation of the commissariats of the WSH Act and any ordinances made thenceforth
  • Advise site direction on legal environment, wellness and safety demand and company safety processs
i‚· To supervise public presentation of sub-contractors & A ; guarantee their conformity with legal demands & A ; safety criterions
i‚· To update direction on new & A ; alterations in legal demands associating to workplace safety and wellness
i‚· Organise safety programme and activities to advance safe behavior of workers
i‚· To look into all incidents/accidents or unsafe happenings & A ; urge means to forestall returns
i‚· Report and liaise with the direction, relevant governments on review, audit and other safety, wellness and environment issues
i‚· Serve as the secretary in the site WSH commission

( three ) WSH Coordinator / WSH supervisors

i‚·Conduct day-to-day review and act on insecure Acts of the Apostless and conditions
i‚·Train and proctor workers safe work patterns
i‚·Maintain and proctor safety records and checklist
i‚·To help in the probe of accidents/incident/dangerous happenings & A ; urge remedial actions, if necessary
  • To intercede with governments & A ; subcontractors on WSH affairs
  • Aid in placing any insecure status / unsafe act & A ; urge / implement sensible operable steps to rectify the state of affairs
i‚·Monitor the behavior of day-to-day toolbox meetings and Job Safety Analysis briefings
i‚·Act as adjunct secretary of the site WSH commission

( four ) Engineers

  • To be in-charge of overall structural work and review
  • To follow with all legal safety demands and company safe work processs
  • To carry on regular review and audits on the safety commissariats on site
  • Supervise and guarantee subcontractors comply with legal safety demands and safety criterions
  • Ensure that the sanctioned Safe Work Method Statement and Risk Assessment are implemented by subcontractors and all employees.
  • To take part in safety negotiations, toolbox meetings and briefings
  • To describe any incidents, aid in probe.
  • Rectify insecure conditions and correct insecure act quickly on site.
  • Attend safety meetings to lend to a safe working environment

2 ) Identify at least three ( 3 ) stakeholders relevant to the chosen work and explicate how the WSH functions, duty and governments would be communicated to the stakeholders.

Signal-to-noise ratio

Stakeholders

Wayss of Communication

01

Undertaking Manager

  • Electronic mail
  • SHE Committee Meeting
  • Notice Board
  • Mass Tool Box Meeting
  • Appointment letters

02

WSH Officer

03

Engineers

3 ) Describe three WSH direction system in used in workplace and explicate any five ( 5 ) elemaents of theWSH direction system in item and how your organisation implement it.

.

  • Safety preparation– it is necessary to fit workers at all degree with cognition, accomplishments and attitude so that they can execute their occupation in a safely mode. Its is besides necessary to set up processs to place traning demands and supply equal safety preparation to all degrees. Records of preparation should besides be documented and maintained at all times.
  • In- house safety regulations and ordinances– it needs to be established and enforced to guarantee all on the job forces know their functions and duties in safety that they need to follow e.g. proper usage of PPE, operation and care of machinery and equipment, proper managing and storage of risky stuffs and coverage of jeopardies and incident.
  • Incident probe and analysis– it is to set up the cause of incidents and to forestall return of the incidents. Procedures to place, record, investigate and analyse incidents should be established and maintained so that disciplinary actions can be implemented to forestall return of incidents.

Five ( 5 ) Elementss of theWSH direction system

  • Risk Assessment /Hazards analysis
  • Safe work patterns
  • Safety publicity
  • Safety inspctions
  • Emergency readiness

4 ) Identify resources required for the execution of WSH direction.

Resources required for execution of WSH direction may include ;

  • Human resources ( work force )
  • Fiscal resources
  • Equipment and tools allotment
  • Space allotment
  • Specialised accomplishments
  • Scheduling of execution

5 ) By agencies of a flow confab, explicate how You coordinate and document a direction reappraisal on WSH Management System and exemplify types of record to be documented for Management reappraisal

  • Management meeting– during the meeting, all the relevant stakeholders will be issued a transcript of the WSH direction system for reappraisal.
  • Pre start meeting– during the pre start meeting, the WSH personnal would show the slides on the several elements of the WSH Management System to all the stakeholders involved.
  • Safety initiation class– during the SIC, all stakeholders would be briefed on the execution of the WSH Management System on site.

Toolbox Meeting Record:

6 ) Prepare all legal registry for your workplace

S/No

Title of Act /Regulation

Application ( Location )

Application ( Process/ Activity )

01

WSH act

Entire mill

Entire mill

Operationss

02

WSH ( noise ) ordinance

Production floor and workshop

Use of stamping, Grinding and cutting procedures

03

WSH ( confined infinite ) ordinance

AHU room, workshop

Spray painting within workshop

04

Radiation protection act

workshop

NDT in workshop

05

Code of pattern for working at tallness

Production floor, AHU room, workshop

Assorted processes/ activities

06

Code of pattern for scaffolds 1996

Production floor, AHU room, work store

Assorted processes/ activities

07

WSH ( General proviso ) Regulation

Entire mill

Entire mill

Operationss

S/No

Title of Act /Regulation

Application ( Location )

Application ( Process/ Activity )

08

WSH ( Risk direction ) Regulation

Entire mill

Entire mill

Operationss

09

WSH ( First Aid ) Regulation

Entire mill

Entire mill

Operationss

10

Fire safety act and its subordinate statute law

Entire mill

Entire mill

Operationss

11

The environmental pollution control ordinances

Work store

Use of methylbenzene spray picture

12

WSH ( operation of Crane ) Regulation

Production floor and burden bay

Use of overhead Crane

13

Code of pattern for hazard direction

Entire mill

Entire mill

Operationss

14

SS548 codification of pattern for choice, usage, and care of respiratory protective devices

Work store

Use of methylbenzene spray picture

15

SS510 codification of pattern for safety in welding and film editing ( and other operations affecting the usage of heat )

Work store

Minor fiction work

7 ) Explain how your workplace process for look intoing organisational conformity with applicable WSH legal and other demand.

Organization should document and keep records of safety preparation provided for all on the job forces in the administration.

Training records may include ;

  • Forces who are provided with preparation. These include employees every bit good as bomber – contractor’s employees.
  • Duration of preparation
  • Agenda of developing including day of the month and clip of preparation, subjects, trainers and inside informations of appraisals.
  • Sequence of developing includes the order in which preparation content, activities and how appraisal is conducted.
  • Type of developing include accomplishments based, knowledge based and mark of developing whether for workers, supervisor or directors.
  • Trainer’s specifics including their competence and experience in the preparation subjects

8 ) List of Communication channels at your workplace to make out to Stakeholders

Communication channels

  • Toolbox meeting
  • WSH commission meeting
  • Work advancement meeting
  • Management meeting
  • Technical meeting
  • WSH preparation
  • WSH Inspection
  • Repots
  • Feedback
  • Electronic mail
  • Safety posting
  • Newsletters
  • Telephone calls.

9 ) Explain how you Coordinate conformity audit for your workplace

• Arranging the agenda

e.g. day of the month of audit, continuance of audit, start clip of the audit, works to carry on the audit and range of the audit.

• Prosecuting a competent hearer

e.g adviser or Auditing Agencies.

• Conducting the meeting

e.g. opening the meeting, discourse the audit programme with the debut of hearer and auditees, familiarization circuit at the site procedure and site use program, confirmation of effectual execution SHMS affecting reviewing of paperss, processs and records, interviewing of forces and phyisical review, rating of audits findings and go out the meeting.

Roles and responsibilities for project teams

Guidelines for space/asset projects

Project teams—General information

Project Teams are an internal vehicle for the communication of pertinent and essential information relative to the development, implementation and ongoing activities of a project.

The purpose of these guidelines is to provide clarity to the concept of project teams and the roles and responsibilities of various project team members.

The size and make-up of project teams is determined by the Project Leader (or Project Manager in the case of Other Government Departments (OGD) projects) based on the size, complexity and type of real property project. Project team position titles may also vary; however, the following descriptions represent typical position titles and primary roles and responsibilities.

Public Services and Procurement Canada team members

Project Leader

The Project Leader represents the interests of the Real Property Branch or the key sponsor on the project team. For space projects, the Project Leader is typically the Accommodation Manager/Client Accommodation Service Advisor (CASA). For asset projects in a crown owned building where Public Services and Procurement Canada (PSPC) is the custodian, the Project Leader is typically the Property Manager. For Major Crown Projects, Project Directors represent the Project Leader. Finally, for OGD asset projects, the client department representative acts as the project leader.

They are accountable for all aspects of the project and are responsible to lead the project through the entire National Project Management System (NPMS) lifecycle from the Inception Stage to the Delivery Stage close out, seek approval and funding to implement the project and overall leadership of the project team. This includes on-going monitoring to ensure the project is within funding approval levels with support of financial analyst. Responsibilities may include:

  • being the prime overall PSPC contact during the life of the project;
  • managing Inception and Identification Stages activities of the project in accordance with the NPMS, ensuring completion and approval of the Statement of Requirements (SoR), Preliminary Project Plan (PPP), Feasibility Report (FR), Investment Analysis Report (IAR), Project Complexity and Risk Assessment (PCRA), Project Charter and Identification Close Out Document (ICOD);
  • identification, planning and development of the project in terms of client requirements, scope, in-service date and budget (including all relevant project costs i.e. communications, stakeholder activities, environmental, real estate, etc.) and the preparation and submission of progress reports to the appropriate authority;
  • making requests to each business line to have team members assigned and initiating the first project team meeting following the SoR;
  • calling, chairing and recording minutes from team meetings at the project inception and identification stages;
  • researching and gathering information/expertise from all units in order to prepare the Identification Stage deliverables. This involves consulting with the project team on their respective areas of expertise, and through their assistance, establishing the project schedule and cost;
  • ensuring client approvals and funding are acquired within the project timeframes;
  • reviewing the requests for non-compliance with the Government of Canada Workplace 2.0 Fit-up Standards and obtaining approval as required;
  • vetting proposals to amend project objectives due to changed external or internal factors and acting as the authority for the submission of any such changes, as well as for progress reporting to project approval authorities;
  • engaging a Leasing Officer in order to identify space available for a lease;
  • liaising with Property Management during the term of the lease on issues that could impact lease administration;
  • ensuring project funds are available and that accurate forecasts are maintained throughout the various phases of the project;
  • interpreting client operational needs and wider government objectives, and validating the planned project end-product in that context;
  • overseeing all internal aspects of the project, including general supervision of the project management framework to ensure that all approved project objectives are met;
  • ensuring that Project Managers perform adequate project planning to address the size, scope, complexity, risk, visibility and administrative needs of specific projects;
  • notifying other federal government departments or agencies, if required, that may be affected by a specific project and inviting them to participate in an active or coordinating role as appropriate;
  • in the case of multi-client projects, liaising with the senior management of the sponsoring department and participating departments, and serving as the spokesperson for the project;
  • participating in the Project Review Advisory Committee (PRAC) meetings, as per the National Project Management System Real Property Procedure on Project Reviews;
  • ensuring a formal Lessons Learned process is undertaken and completed, as per the National Project Management System Real Property Procedure on Lessons Learned.

Accommodation Manager/Client Accommodation Service Advisor

The Accommodation Manager/Client Accommodation Service Advisor (CASA) serves as a liaison between the client department and PSPC, and should be intimately familiar with the operations, culture and needs of the occupant department. The Accommodation Manager/CASA is instrumental in assisting, and articulating client operational/space requirements to the Project Team. Often the Accommodation Manager/CASA plays the role of Project Leader. Responsibilities as a project team member may include:

  • obtaining client requirements, providing historical information and participating in the development of scope of work, schedule, cost estimates and IAR;
  • researching and gathering information in order to support the preparation of the IAR;
  • when necessary, the Accommodation Manager is responsible for acquiring revised approvals and funding from both the client and PSPC authorities;
  • ensuring client approvals and funding are acquired within the project timeframes;
  • reviewing the requests for non-compliance with the Government of Canada Workplace 2.0 Fit-up Standards and obtaining approval as required;
  • liaising with the project team and client, throughout the life cycle of the project;
  • obtaining approval signatures from the client department;
  • interpreting client operational needs and wider government objectives, and validating the planned project end-product in that context;
  • feeding into the Lessons Learned process.

Project Manager

The Project Manager is responsible for carrying out the more detailed day-to-day management of project activities. These responsibilities include:

  • acting as the single point of contact during project delivery;
  • managing Delivery Stage activities of the project in accordance with the NPMS. This includes:
    • providing support to the Project Leader during the development of all Identification Stage deliverables;
    • preparing the Project Management Plan;
    • initiating the request for a PRAC meeting and providing the related documents as per the National Project Management System Real Property Procedure on Project Reviews;
    • organizing the project using planning and analytical tools for work breakdown, responsibility assignments, and schedule preparation;
    • estimating the benefits and costs for project options;
    • assessing risk and planning for risk mitigation;
    • planning to phase the project where necessary or appropriate;
    • entering project costs and maintaining accurate forecasts in the current PSPC corporate business management systems (i.e. SIGMA, etc.);
    • monitoring the project progress to ensure conformance to the Project Management Plan and updating the Plan as necessary;
    • monthly reporting of progress to internal management (Project Leader, Team and to Treasury Board (TB) if required); and providing input to briefing notes, TB submissions and other documentation as required to support the Project Leader; and
    • identifying specific performance milestones in the Project Management Plan where withdrawal from, or termination of the project would be practical, should the project cease to be viable during execution.
  • ensuring the technical team within PSPC is established and in place;
  • obtaining from Architecture and Engineering (A&E), Acquisitions and Environmental Services, the technical expertise/advice and guidance on architecture, engineering, spatial information, sustainable development, furniture specifications and procurement;
  • obtaining construction cost estimates and construction schedules (including fit-up, move, swing space) for accommodation projects, in leases, crown occupancies and sale leaseback. Project costs include client funded furniture, fixtures and furnishings (FFE) costs. Project schedule and costs are provided to the Accommodation Manager in support of writing the investment analysis and are updated as the project unfolds;
  • ensuring that required technical inspections, studies, assessments, reviews, etc. are conducted;
  • obtaining base building/as-built plans and working with clients (and the A&E team as required) in the design of space (in consultation with Accommodation Manager) and obtaining services of consultants for preparation of tenant improvement plans and specifications;
  • managing the project and assigning and detailing roles and responsibilities identified in pertinent internal and interdepartmental agreements;
  • developing a procurement plan for services and products not provided through the lease (including screens/furniture and moves), and identifying the procurement method through consultation with the Design Manager and the Acquisitions Supply Officer at project delivery stage;
  • developing a cost plan of project, including obtaining estimates during the various phases of the project, i.e. the consultant provides class A, B, C or D estimate of fit-up cost, based on completed drawings;
  • negotiating and obtaining written agreements with participating departments when project-specific resource commitments or activities need to be documented in the interest of effective project management;
  • determining if the project requires an environmental assessment under the Canadian Environmental Assessment Act (CEAA), and if required, ensuring it is completed prior to tendering the construction contract;
  • liaising with RPB - Fire Protection Engineers and providing drawings for their review;
  • arranging for the tendering of tenant improvements with landlords, including reviewing bids, obtaining breakdown of pricing as required, negotiating pricing, confirming the construction schedule, advising the Accommodation Manager/Project Leader of any budgetary issues and providing recommendations for preparation of Sub-Agreement(s) to the Accommodation Manager/Leasing Officer;
  • calling/attending and recording minutes of construction related meetings as necessary during the tenant fit-up phase;
  • ensuring the furniture inventory in the client department's existing space is included in the consultant's scope of work;
  • determining with A&E if furniture specifications are to be written, and if so, by whom (either in-house, or through a consultant);
  • coordinating furniture acquisition activities with Headquarters (HQ), A&E and the consultant, and ensuring the specifications are finalized and ready for solicitation;
  • managing the procurement process, including the development of the terms of reference, and the bid evaluation criteria, with assistance and expertise from Acquisitions and A&E, if needed;
  • acting as the one point of contact with HQ for technical queries on furniture procurement. When sending furniture specifications for review to HQ, or to invite offers when the furniture procurement method is from an NMSA, Acquisitions is cc'd on email;
  • engaging A&E/Design Manager for assistance of technical reviews of furniture proposals, comments from HQ, and evaluating and recommending award of contracts. (See roles and responsibilities of Acquisitions);
  • ensuring code compliance, construction and furniture inspections are conducted by the appropriate parties during the fit-up as may be required under the contract and by the various authorities having jurisdiction;
  • documenting deficiencies and ensuring they are corrected;
  • reviewing proposed changes with the Project Leader and team, ensuring funds are available, issuing change orders as required and authorizing payments for tenant improvements;
  • coordinating the move, and liaising with the client, the property manager and the accommodation manager;
  • arranging for commissioning of space after the client move-in;
  • making a request to Spatial Information Management (SIM) to confirm the space measurements and create the Tech II drawings for the creation of the Occupancy Instrument;
  • obtaining as-built drawings from the Landlord in accordance with the Statement of Work and providing them to SIM;
  • arranging for signage for the new premises (e.g. the directory board and elevator lobby signage) provided by the landlord), and for flag installation, etc.
  • reviewing and co-coordinating the application and installation of the accessibility standards related to base building installations with the accessibility coordinator if necessary;
  • contributing into the Lessons Learned process, as per the NPMS Real Property Procedure on Lessons Learned.

Architecture and Engineering Design Manager

The Design Manager is primarily responsible for providing strategic and technical design advice in the development and delivery of projects, ensuring the design service requirements of the project are of a level and quality that meet stakeholder expectations. Responsibilities include, without being limited to:

  • consulting with the Client and the Project Manager to establish the scope of design management services and the composition of the design management team;
  • providing input or preparing terms of reference (scope of work) for consultants contracts;
  • conducting accessibility assessments, design reviews, technical reviews as well as quality assurance reviews of design document submissions, and conducting reviews and analysis of potential leased premises relative to Schedule C requirements of the Lease Documentation Package;
  • coordinating the technical team and their activities within A&E;
  • providing assistance and advice in the preparation of design service procurement and/or furniture procurement processes.

Architecture and Engineering Subject Matter Technical Expert

The subject matter experts ensure that the technical and conceptual design aspects of projects are well defined and correctly expressed and communicated. They protect the best interests of the Crown and ensure that requirements are compliant with Client and departmental standards, with technical regulatory requirements, and with codes and standards. They ensure, through quality assurance and quality control processes that service providers and consultants understand and apply these requirements at all stages of the project.

Leasing Officer

The Leasing Officer is responsible for the space acquisition process for leased accommodation. These responsibilities may include:

  • providing real estate expertise/advice to the client and the Accommodation Manager during the requirement definition phase;
  • participating on project teams responsible for the planning, implementation and delivery of leased accommodation projects and services;
  • conducting preliminary financial analysis for lease projects as part of the project development process, as required;
  • preparing the Terms of Reference for Valuation to contract for a Market Survey Report (MSR) and/or Market Analysis Report (MAR), or preparing the Lease attestation;
  • providing transactional leasing and letting services in an open, fair and transparent manner;
  • conducting the direct negotiations of lease space acquisitions, lease surrenders and lettings consistent with the project approval, or the direction of the project team in the case of lease surrenders, with respect to cost, time and quality restraints;
  • maintaining the integrity of the lease and tender process;
  • proceed with Expression of Interest (EOI) in order to gather market information/availability;
  • preparing and implementing the Two-Stage Tender process comprising of Invitation to Offer (ITO) and Irrevocable Offer to lease or build-to-lease for space acquisition;
  • obtaining Translation Services for the EOI and/or ITO advertisement and coordinating the process with Corporate Communications and Acquisitions for input into Buyandsell and newspapers;
  • reviewing EOI responses against the Buyandsell posting/public notices to ensure compliance and to potentially screen out non-compliant sites;
  • arranging for and conducting site tours, reviewing sites with the project team, and confirming the eligibility list with the Project Leader and Project Manager;
  • finalizing the list of acceptable sites, producing ITO, inviting Offers from landlords of pre-qualified sites, and, along with other specialists, rejecting non-compliant bids, reviewing, analyzing and evaluating Offers received;
  • preparing lease contract documents for approval and execution, and arranging for registration of the lease in the appropriate Land Registry Offices;
  • tracking, assessing and mitigating risk factors during the acquisition stage, and conducting negotiations with the landlord, when necessary, on construction delays or landlord non-performance;
  • representing the Department and/or the client at meetings with building owners, contractors, agents to discuss/resolve any issues/actions resulting from or related to lease projects;
  • completing the Sub-Agreements during the design and fit-up phase of the project in conjunction with the project officer/manager and project leader and arranging for execution of Sub-Agreements and related Change Orders. Applicable in certain regions only.

Acquisitions—Supply Officer/Specialist

The Acquisitions Supply Officer/Specialist provides advice/guidance on the procurement tools available (e.g. Standing Offers and Supply Arrangements, Buyandsell) for the various categories of services and office furniture and furnishings. These responsibilities may include:

  • providing expertise/advice to the project team during the requirement definition phase on furniture procurement tools and processes available;
  • providing estimated timelines for the entire furniture procurement process during the requirement definition stage;
  • acting as the conduit to HQ Furniture Division for questions and guidance on tools and contractual issues;
  • assisting the Project Manager in developing a procurement plan for furniture and installation services not provided through the lease (including screens/furniture and moves);
  • providing advice to the Project Manager and the Design Manager with the development of the Statement of Work for the required furniture;
  • purchasing furniture, within their authority, and liaising with the Project Manager when sending out tender documents. Until the Project Manager receives Schedule 1 delegated authority to use Supply Arrangements, Acquisitions should review the solicitation package (quality assurance) and the Project Manager's recommendation for award. If all is in order, Acquisitions should award using their contracting authorities. Once Project Management has received authority, Acquisitions should take on an ad hoc quality assurance role.
  • providing guidance in the creation of Bid Evaluation criteria, contractor selection method, and furniture specifications;
  • conducting the solicitation, reviewing bids, obtaining a breakdown of pricing as required, issuing contracts/call-ups, and managing contracts for requirements above the call-up limitation of the standing offer or supply arrangement, above the Project Manager's authority or outside the authority of the existing procurement tools.

Key accountabilities of the Acquisitions Real Property Contracting Officer can be found in the Procurement Management Manual – Accountability Framework for the Management of Real Property ContractingFootnote 1.

Asset/Property and Facilities Manager

Asset/Property and Facility Managers are responsible for the management of property and facility operations and maintenance in Crown-owned, leased or custodial assets/facilities. Their responsibilities may include:

  • accountability for delivery of Tenant Service and Asset Based Projects;
  • all aspects related to execution of Lease sub-agreements including Schedule C of the Lease Documentation Package;
  • participating as a full and integral team member at project team meetings to ensure asset integrity and provide advice concerning operational functionality in relation to the project;
  • decommissioning vacated premises (i.e. notifying landlord of moving dates, reserving elevators, conducting walkthrough with Lessor and client department after move-out);
  • administering the new lease, including ensuring Lessor is meeting the terms and conditions of the lease contract during the term of the lease;
  • authorizing lease rent payments and reviewing/authorizing the lease escalation claims;
  • providing lease contact information to the National Service Call Centre and assisting in resolving any day-to-day problems that may arise;
  • providing advice to the Project Manager(s) concerning proposed scopes of work;
  • participating as a key member of the commissioning inspection team, and ensuring that each building as refitted is ready for occupancy. In the case of a lease project, ensuring full lease compliance, and engaging other specialist resources as required;
  • participating in project evaluations of proposed new acquisitions;
  • providing "base building" information and advice when required and assisting in the coordination of base building upgrades and client security requirements in crown buildings;
  • assisting in the coordination of fit-up work (in crown building), to ensure minimal impact to building occupants;
  • ensuring continuity in the day-to-day building operations, support services for additional cleaning, after-hours Heating, Ventilation, and Air Conditioning (HVAC), etc.
  • ensuring that all required funding for the yearly operation, maintenance, project and capital is secured;
  • assisting the Project Manager and Commissioning Manager in identifying building deficiencies as work is performed, and monitoring all corrective work to complete satisfaction of the PSPC Asset Manager, the Alternative Forms of Delivery (AFD) Service Provider and the PSPC project team;
  • advising the tenant of their responsibility to establish an Emergency Evacuation and Response Plan with the local Municipal Fire Department;
  • reviewing the contractors' Health and Safety Plans, in order to ensure that they integrate with the Base Building Emergency Evacuation Plan;
  • providing a point of contact between the Project Manager and the AFD Provider;
  • providing local condition knowledge and information on existing space during the project definition phase. i.e. building performance review;
  • attending site visitations and inspections as required.

Appraiser

Appraisers provide valuation and appraisal expertise to PSPC and OGDs when completing Real Property transactions such as buying and selling property, leasing space, and evaluating whether it is the crown's best interest to build, buy, or lease. The unit also provides internal stakeholders valuable appraisal and valuation services that are required when preparing reports such as Asset Management Plans and IARs. Responsibilities include:

  • evaluating information received from the Market Analysis Reports and providing it to Leasing and the Accommodation Manager in support of the development of the IAR;
  • advising the Accommodation Manager and Leasing of delays in obtaining the MAR and is aware of impact of such delays on schedule;
  • providing funding forecasts for obtaining market analysis reports to the Accommodation Manager and maintaining accurate forecasts in SIGMA.

Owner Investor/Financial Analyst

Owner Investor is the internal Real Property Branch (RPB) "banker" which interfaces and arranges for funding transfers from HQ to the region, and then works with internal regional stakeholders to transfer the required funding allotments required for RPS program delivery. Responsibilities include:

  • assisting with the approval process of IARs;
  • ensuring there is an audit trail to validate the figures used in the Investment AnalysisFootnote *;
  • reviewing and validating the Real Estate Financial Investment Toolkit (REFIT)Footnote *;
  • ensuring that all appropriate options have been analyzedFootnote *;
  • providing financial analyses;
  • ensuring appropriate governance structure is implemented for regional approvals;
  • providing information on how projects fit into the strategic context for documents such as Community-Based Investment Strategy (CBIS), Asset Management Plan (AMP) or a Regional Investment Strategy;
  • liaising with HQ on the approval of projects requiring Investment Management Board (IMB), Real Property Investment Board (RPIB), Assistant Deputy Minister/Deputy Minister (ADM/DM) approval, ministerial or TB submissions;
  • requesting funding through the Annual Reference Level Update (ARLU) process, expansion control framework or banking day for leases, Capital Project Briefing Note (CPBN) system for minor or major capital.

Move Officer (if used)

The PSPC move officer provides specific technical assistance to the project team and stakeholders in preparing and implementing all personnel, furniture and equipment moves.

Client

The PSPC Accommodation Manager normally represents the client in the Inception and Identification stage. Client should be engaged for preliminary space plan sign-off and to provide detailed requirements for cabling, security, and furniture throughout design review and project delivery stage.

Commissioning Manager

The roles and responsibilities for PSPC Commissioning Manager may include:

  • providing planning and technical advice on operational and maintenance (O&M) matters;
  • coordinating commissioning activities during all project stages;
  • ensuring O&M concerns are addressed;
  • providing quality assurance;
  • reviewing commissioning documentation at all stages of project delivery;
  • verifying accuracy of Product Information and Performance Verification forms;
  • obtaining input from the Property Manager as well as the Operations and Maintenance staff.

Appendix A—Project team meetings

Note

Scalability statement: The guidelines presented in this section are "ideal" and are not intended to be applied verbatim for every project. The level of detail and effort used is directly proportionate to the size and complexity of the individual project and/or the project team.

Meeting defined: Similar to the above statement, the term "meeting" can mean many project team members sitting around a boardroom table, or it can mean an electronic dialogue recorded between two members of the project team – It all depends on the scalability required.

The project team start-up meeting (see Appendix B—Project Team Start-up Meeting Agenda) should be held at the Inception Stage, or as soon as possible after the receipt of the client requirements or the identification of a potential project. Project team members' participation should be determined based on the size, scope, cost and complexity of the project.

Subsequent project team progress meetings and project delivery meetings (see Appendix C—Project Team Progress Meeting Agenda) should be held during other stages/phases of project delivery. Care should be taken to ensure that project team member participation at these meetings is appropriate to the purpose of the meeting at the relevant stage/phase of the project.

Project teams should endeavor to meet at the following stages/phases of the project:

Project inception – Project Leader: Typical chair

  1. After finalization and sign off of the Statement of Requirements (SoR).

Project identification – Project Leader: Typical chair

  1. Prior to finalization and sign off of the Preliminary Project Plan
  2. Prior to finalization and sign off of the Preliminary Project Complexity and Risk Assessment for projects over $1M
  3. Prior to finalization and sign off of the Feasibility Report and/or Investment Analysis Report (IAR).

Project delivery – Project Manager: Typical chair

  1. After Lease award (if applicable); or prior to finalization and sign off of the Project Management Plan
  2. Monthly to review scope, schedule and budget during fit-up
  3. Regularly throughout project implementation
  4. At project completion

Appendix B—Project team start-up meeting agenda

The following is a sample template for the first internal PSPC project team start-up meeting. This meeting is intended to review information on the project Planned Lease Activity Report (PLAR), Building Management Plan (BMP), Asset Management Plan (AMP) and Client Requirements Checklist, clarify/identify team members' roles and responsibilities, and discuss project requirements, schedule, service delivery options, and anticipated risks.

Depending on the complexity of the project, the suggested agenda items may be deleted and/or added to, and may need to be covered in two or more meetings.

Agenda

  1. Introductions
  2. Project Background Information (Review of PLAR, BMP and AMP)
  3. Client Accommodation Requirements Questionnaire Review (If questionnaire is not available, schedule another meeting to review it) if space based.
    1. Project Start Date and Term
    2. Amount of space requested
    3. General Purpose
    4. Special Purpose Space
    5. Full-time Employees (FTE)
    6. Non-Compliant Request
    7. Geographic Boundaries
    8. Technical Requirements (Floor loading, generator, other)
    9. Workstations, Screens/Furniture (Requirements and procurement strategy)
    10. Accessibility – Issues
    11. Security
    12. Cleaning
    13. Additional Items?
  4. Roles and Responsibilities
  5. Anticipated Project Issues
  6. Any Anticipated Project Risks
  7. Space Acquisition Process (if space based)
  8. Project Budget, Funding and Project Approvals (levels, process, etc.) – Estimate/range only
  9. Project Schedule (and contingencies)
  10. Next Steps
  11. Project Team Meetings/Teleconferences Schedule (time, location, etc.)
  12. Additional Items

Appendix C—Project team progress meeting agenda

The following is a sample template for subsequent internal PSPC project team progress meetings. These meetings are intended to review project matters and progress relative to scope, schedule and budget.

Depending on the complexity of the project, the suggested agenda items may be deleted and/or added to.

Project team meeting sample template

  1. Review Records of Decision (ROD)/Action Items from Previous Meetings
  2. Project Approval Status and Amount
  3. Project Funding vs Project Expenditures
    • Year To Date (YTD)/Commitments/Forecast
    • Total Project (Multi Year Expenditures/Forecast)
  4. Project Schedule
  5. Project Scope
  6. Resource Requirements/Capacity
  7. Project Documents (Depending on Phase and complexity, may include documents such as: SoR, Feasibility Report, Project Plan, IAR, Design, Drawings, Change Orders, etc.)
  8. Project Issues/Roadblocks

Footnotes

Footnote *

Financial Analyst role only.

Return to footnote * referrer

Footnote 1

Refer to the Project Manager’s Guide for Procurement and Contracts (document available on the Real Property National Project Management System related documents page, available on Government of Canada network only).

Return to footnote 1 referrer

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