Project Management Procedures and Forms

Procedures for Estates Works Projects - ordered by RIBA Stage

These pages contain the latest approved versions of all ECS property documents - please use these copies.  For additional information on any documents under review please email Karen Bignold.  All approved documents created or reviewed since July 2018 should follow the SUP-01 Document Control Procedure.

  1. Health, Safety and Compliance for Estates & Campus Services Staff
  2. Design Guides
  3. Social Impact Team Strategy and Policies - Sustainability, Biodiversity, Carbon Management, Travel, Waste Management
  4. Procurement (University of Leicester Only)
Policy/ProcedureVersion DateActions & FormsVersion DatePurposeOther Support
PP-16-Project Board Terms of Reference

1.0
Oct 2018

PP-01-Project Implementation

v 1.2

December 2018

Project Implementation Form. Outline of Project, Initial Brief, and detailed costing for set up on SAP. Standard agenda
Standard minutes
Standard PM report
PP-14-Meeting and Report Schedule v 1.0 October 2018 PP-23-Project Risk Register v.1.1 January 2019


Asbestos Management (UoL Staff only login required)
PP-05-Project Charter v 1.0 Jul 2018

PP-06-Project Progress Monthly Dashboard v.1.1 October 2018 Summary of progress, budget summary, issues raised and resolved
PP-15-PM Master Checklist v 1.0 October 2018 Task check list for project managers with RAG status pass fail.

    Stage 2: Concept Design

Policy/ProcedureVersion DateActions & FormsVersion DatePurposeOther Support
PP-21-Procedure to Update Building Condition Survey v 2.0 January 2019 How to update ECS Asset Condition Record - to enable accurate reporting on ECS KPIs and to HESA



Procurement Web Area (University of Leicester Only)

Smarter Purchasing Guides (ITS)

    Stage 3: Developed Design

Policy/ProcedureActions & FormsVersion DatePurposeOther Support

PP-11-RIBA 3 Checklist 1.0 Oct 2018 PMs guide to develop the design of a project through RIBA pre-construction phase 3
Design Guides

    Stage 4: Technical Design

Policy/ProcedureVersion DateActions & FormsVersion DatePurposeOther Support
PP-12-RIBA 4 Checklist v 1.0 Oct 2018 PMs guide to develop the design of a project through RIBA pre-construction phase 4

University of Leicester Attestation Page For insertion in contracts in lieu of page for company seals

Memo to Registrar & Chief Operating Officer

v 2.0 Jun 2018

Covering letter for signature of contracts


EF2052 Feb 2018 Request to change approved budget on SAP
Supplier Indemnity and Insurance Cover

 



PP-08-Snag Inspection Sheet v 1.0 July 2018

PP-50-Contractor Pre Start Meeting Agenda v1.0 Jul 2018
PP-21-Procedure to Update Building Condition Survey v 2.0 January 2019

    Stage 5: Construction

Policy/ProcedureVersion DateActions & FormsVersion DatePurposeOther Support
Health and Safety File Procedure V.4 May 2016

PP-50-Contractor Pre Start Meeting Agenda v1.0 Jul 2018

SUP-04 Communication of Works

v 1.1

December 2018

Template for Notification of Works
Permits to Work and Fire Impairment


Raise Interim Payment Notice

v3
Nov 2016

To support contractor request for payment
Pay Less Notice v1
Nov 2016
Certificate of Payment v2
Nov 2016
Certificate of Extension Time v2.1
Jun 2018
Certificate of PC v2
Nov 2016
Certificate of Non-Completion v2.1
Jun 2018
Certificate of Making Good Defects v2.1
Jun 2018
PP-08-Snag Inspection Sheet v 1.0 July 2018

    Stage 6: Handover/Closeout

Policy/ProcedureVersion DateActions & FormsVersion DatePurposeOther Support
PP-13-Soft Landings

v 1.0

Oct 2018


Notification of Space Moves Informing Space Team of staff relocations


EF4515 Handover checklist v 1.0 January 2016


PP-22-Consultant Evaluation v 1.0 January 2019

Manual Handover sign off
PP-21-Procedure to Update Building Condition Survey v 2.0 January 2019 Ensure Building Condition Survey Database is updated
PP-08-Snag Inspection Sheet v 1.0 July 2018
Practical Completion Inspection Checklist Temporary Revision 00

v 0.0

Apr 2018

    Stage 7: In Use

Policy/ProcedureVersion DateActions & FormsVersion DatePurposeOther Support
EP4600 Post Occupancy Evaluation Procedure
v 3
April 2017
Post Occupancy Evaluation

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