Stream 11: Real Property Project Management Services
11.1 Project Administrator for Real Property
The required services may include, but are not limited to the following
Assisting project team in management activities including financial, planning and contracting aspects
Providing financial administrative support to suit requirements
Assisting with security clearance process
Establishing project administration procedures
Providing administrative and technical support of a clerical nature as required to a project team; Developing document and records management system and control process for project teams; Receiving incoming mail (both hard copy and e-mail), prioritizes and assesses urgency of mail and sets deadlines
Acting as the first point of contact in a "hot-line" situation by accepting incoming calls, logging calls, attempting to resolve simple problems and following established procedures for more difficult problems
Participating at project meetings, preparing/distributing minutes and records of decision
Providing comprehensive project planning and monitoring, reporting using project plan format
Maintaining and updating relevant project information in manual and/or electronic files; project information might include such things as project activity schedule, status reports, correspondence
Communicating with project management on administrative matters related to the project
Assisting with the review of project requirements with specialists, other jurisdictional authorities and stakeholders
Assisting in the preparation and coordination of documentation in response to scheduled and unscheduled reports to update management of project progress; Providing technical writing support for written reports and presentation decks
Assisting in managing request for information (RFI) procedures
Providing support to tendering and contracting processes as requested; Supporting start-up construction process (preparation & meeting) by assisting in managing construction logistics: forecast, coordinate work, avoid disruptions to occupants
Providing support in the preparation of timely and accurate Contemplated Change Notices (CCN's) and Change Orders (CO's) for approval, tracking and communications
Supporting post-construction services and post-construction evaluations
11.2 Project Manager for Real Property
The required services may include, but are not limited to the following
Part A
Developing project scope, requirement documents, statement of work, participating in client discussions, analysis of functional and operational requirements of the client
Preparation of project approval documents (for example business cases, feasibility studies, Treasury Board submissions) required for funding or project approval
Planning and coordinating the activities of project personnel, contractors or other support providers, including the preparation of preliminary time schedules for project design and implementation
Managing architectural/engineering and associated specialists teams, reviewing project costs and resolving variances with predetermined budgets by recommending action and resolving conflicts
Part B
Planning, directing and coordinating a project management office and its activities within time and cost parameters
Preparing formal work breakdown structure and compliance charts
Producing draft plans and sections for incorporation into Project Plans
Contributing to the organization's strategic and business planning initiatives (for example, identifying strategic goals and implementing initiatives to achieve them (such as through policy development, standards development and program review)
Recognizing and taking action on opportunities to combine professional resources through partnering arrangements (for example, multi-disciplinary practices)
Planning facilitation workshops that address strategic planning, teambuilding, positive-centred learning or conflict management, conducting stakeholder interviews. Preparing workshop material, facilitating the workshop, and on-going partnering process management
Preparing or managing of project documents, such as project charter or plan, client statement of work, investment analysis report, feasibility study, terms of reference, value engineering, lifecycle analysis, commissioning plan or lessons learned
Establishing and reviewing project and construction implementation strategies including, lump sum, phased, construction management, design-build and public-private partnerships
Coordinating consultants retained separately to ensure an integrated design (for example, geotechnical, seismic and environmental designs, functional program and fit-up/office planning)
Briefing consultants and contractors on roles, responsibilities and guidelines for contract administration and on-site behavior
Developing an updated Project Plan, noting constraints, assumptions, inclusions and exclusions after review with stakeholders
Coordinating Value Engineering exercises or other strategies aimed at integrated design solutions and cost management; ensuring the review and implementation of outcomes from these processes
Maintaining the design change management process that records changes to the scope of work
Monitoring the design, implementation and operations of the project against established goals
Reporting progress of the project on an ongoing basis
Assisting in the preparation of recommendations to engage or commission consultants, preparing consultant Request for Proposal (RFP) documents and reviewing and evaluating consultant proposals
Reviewing monthly progress claims from consultants for compliance with consultant agreements and recommending payments
Analyzing project schedules including contractor or consultant deliverables and determining whether corrective action is required to meet deadlines
Attending construction site meetings, providing input on interpretation of contract plans and specifications while ensuring that consultants or contractors fulfill their responsibilities under their respective agreements
Preparing plans, charts, tables and diagrams to assist in analyzing or displaying problems
Managing and planning moves, including furniture coordination, cabling and signage procurement and verification
Coordinating and preparing documentation in response to scheduled and unscheduled reports, returns and observations to update management on project progress
At substantial completion, participating in inspections or acceptance boards: inspecting the work, evaluating amounts withheld due to deficiencies, accepting the work on behalf of client, recommending issuance of the interim certificate and payment to the contractor
Incorporating final reports into the Project Plan, including details of outstanding issues, warranties and obligations of consultants or contractors, posting project reviews and lessons learned
Ensuring that deficiencies and incomplete work are identified, managed, corrected and accepted as complete promptly; recommending issuance of final completion certificate
Developing and maintaining various systems for the management and control of the project in a manner compatible with client standards and guidelines. This includes financial, approval tracking, change management, communications, security protocol for project staff and records management system.
11.3 Project Leader for Real Property
The required services may include, but are not limited to the following
Assessing the organization's capability to undertake and successfully deliver a project in the context of the overall program or portfolio priorities through strategic planning
Specifying the general requirements of the project: developing, verifying and gaining acceptance of the project scope, budget, schedule and scope change control
Assisting in the prioritization and assignment of projects within a larger program or portfolio of projects
Managing several Senior Project Managers, each responsible for an element of the project or program or portfolio and its associated team (for example project and financial management)
Identifying and assigning project roles, responsibilities and reporting relationships, developing work plans, ensuring adequate human resources, and developing a productive team environment
Providing advice and leadership in the development and assessment of potential options on project development, recommending a preferred option and developing an implementation strategy through the preparation of a business case or feasibility study
Meeting, negotiating and gaining support from internal and external organizational stakeholders (for example senior government executives, private-sector interests, municipal interests, community groups, etc.)
Developing project alternatives and identifying their administrative, organizational, economic, or technical feasibility
Assisting in obtaining required project approvals from relevant stakeholders (internal approval, zoning, heritage, etc.) including the review and interpretation of municipal by-laws
Undertaking due diligence activities for the acquisition or disposal of property (for example highest & best use studies, site selection studies)
Developing real property master plans, detailed site development plans or land use plans analysing development initiatives (for example transportation or servicing studies, analysis of traffic, parking, pedestrian activity, transportation demand management or other urban planning issues)
Preparing offer call documents to be used in property acquisition or disposal
Examining and making recommendations concerning land title issues
Identifying, obtaining and managing environmental approvals, permits or licenses
Managing the implementation of a project or program to identify, analyze, plan, track and control progress on a continuous basis
Reviewing and accepting (or requesting changes to) the overall planning, design development and implementation process, including feasibility, environmental, infrastructure, conceptual designs, the associated class of cost estimate, project scheduling project changes, issues management and approval documents
Preparing life-cycle cost estimates using the discounted cash-flow method and sensitivity analysis
Managing program changes in accordance with the change management process
Developing risk management plans
Managing safety as an integrated part of the construction project following accountability frameworks and documentation to ensure consistency of practice and due diligence
Developing a Communications Plan that outlines the claims resolution process
Developing a Communications Plan, press releases and questions and answers to media lines of inquiry
Assisting in organizing media events or building tours for the public or senior management
Producing camera-ready graphics of communication material or information panels for on-site exposition.
11.4 Project Planner for Real Property
The required services may include, but are not limited to the following
Part A
Identifying project activities and creating and maintaining the project schedule, establishing a time control system, monitoring progress (including cost and schedule controls) and responding to variances
Formulating and maintaining master schedule of all activities and resources by defining deliverables, identifying key milestones and deadlines, reviewing project progress, and engaging in ongoing risk management. Identify (seasonal, site or client) specific impacts on timelines, timelines for work processes and approval periods to master schedule
Developing detailed cash flows as the project progresses to illustrate the sequencing of work and the inter-related activities
Communicating verbally and in writing with the Project Manager and with stakeholders to input modifications to the project schedule or the project Work Breakdown Structure
Part B
Visiting the site and providing timely input to update the Master Schedule Plan
Preparing an optimized project schedule, using Critical Path Methodology, to identify measures to shorten total project duration
Reviewing and monitoring overall project schedule on a regular basis using information provided from the project team; mitigate schedule delays as required
Maintaining schedule tracking and change management records
Documenting issues and resolutions related to the project schedule
Communicating with the Project Manager, management team or stakeholders regarding project status and deliverables using logic diagrams, bar charts and narrative reports
Contributing to the development and management of process and procedures used in operations.
11.5 Financial/Cost Specialist for Real Property
The required services may include, but are not limited to the following
Part A
Preparing a cost and cash flow estimate (for example, identifying the resources, levels of effort and related costs) required for the project
Forecasting costs for specific activities such as: direct project costs, project support overhead, corporate or administrative overhead, costs of products and services, leasing costs
Assisting with cost control using problem solving techniques such as life-cycle analysis, value engineering, risk analysis or early estimation (elemental cost analysis)
Analyzing trends in the real estate or construction markets and forecasting the impact of such trends on project costs
Monitoring actual or expected costs against previously budgeted costs and preparing variance analysis (for example analyzing and reporting on costs to complete projects and actions to be taken to stay on budget including the state of risk allowances, reserves or contingencies)
Preparing discounted cash-flow analysis including sensitivity analysis
Preparing value-for-money calculations using Monte Carlo Simulation
Preparing historic or pro forma financial statement or ratio analysis (based on financial, employment, spatial or other data)
Providing a review of a financial analysis prepared by a different party
Part B
Evaluating financial management procedures
Reviewing submissions prepared by consultants or contractors relevant to financial activities
Developing business plans or financial plans
Providing input to update the Master (baseline) Cost Plan through:
Site inspections
Assessing the project design and budgets
Ensuring a common understanding of all contingencies or allowances
Comparing and reconciling previous project budgets with the current budget
Participating in cost planning of project options and "what if" scenarios
Providing advice on cost planning in order to coordinate ongoing project procurement activities with information within the organization's financial system
Identifying and quantifying potential risks and making contingency recommendations in order to minimize negative cost impacts
Identifying, forecasting and analyzing project related risks focusing on the presentation, documentation and use of risk allowances or risk reserves or general contingencies
Developing a detailed worksheet of sub-project annual funding, forecasts, value of work done over the life of the project
Reviewing and monitoring overall project budget on a regular basis using information provided from the project team
Highlighting variances and possible mitigation strategies to bring project costs back into budget
Providing regular reports of project cash flow, including forecasted requirements on an as-required basis
Evaluating or applying governmental or industry (that is Generally Accepted Accounting Principles) methods in financial decision making as they relate to real property
11.6 Portfolio Planner for Real Property
The required services may include, but are not limited to the following
Analysis of external economic, land use and real estate market trends (environmental trends)
Examine and interpret the local and community policies, plans and by-laws
Identifying the impact of anticipated environmental trends on an organization's real estate portfolio
Developing building or space accommodation standards for an organization
Developing organizational policies concerning the use of real property
Identifying future space requirements of an organization and analyzing alternative solutions to meet such requirements
Preparing profiles of existing building or portfolio condition, performance and utilization
Identifying any potential problems a real estate portfolio presents in meeting organizational goals (for example strengths/ weaknesses/ opportunities / threats analysis)
Comparing the performance of a portfolio or real property organization with its past performance, private-sector industry or government comparables
Developing real property strategies to meet the organization's goals, accommodation requirements or real property "custodial" responsibilities
Developing strategies to rationalize or dispose of a group of real property
Prioritizing numerous real property projects (for example, maintenance, renovation/retrofit, tenant improvement, disposal, acquisition) in keeping with an organization's strategic goals and abilities
Preparing real estate development strategies and real property master plans
Preparing land use studies analyzing development initiatives or opportunities (for example examining transportation and servicing issues)
Developing a Communications Plan to public and media lines of inquiry.
11.7 Claims Analyst
The required services may include, but are not limited to the following
Reviewing and analysing project background data and reports with respect to contract issues, that is claims, change orders, schedule reports, delays analysis, disputed issues, etc.
Providing a complete detailed analysis of the monthly project schedule submissions commencing at the beginning of the project construction
Reviewing contractors As Built Critical Path Schedule and compare to the original Baseline Plan/schedule
Analyzing where schedule delays occurred and define critical/prime issues and causes (delay events) affecting the end date; impact of extension of time; identify concurrent delays
Providing a detailed project Delay Analysis
Identifying causes, circumstances and responsibilities (that is Contractor, consultant, Public Services and Procurement Canada (PSPC)) leading to delays and potential claims
Completing a change order analysis, including a review of Contemplated Change Notices (CCN) & Change Orders (CO). Include a history of each CO and identify if delays were caused, the extent and impacts on the end date
Establishing costs incurred by the Crown as a result of contractor-caused delays
Analyzing delay impact and associated costs resulting from the cumulative effect of numerous change orders
Assisting the Project Manager in determining why a contractor is claiming for additional costs that have not been covered by change orders
Providing support in preparation for potential mediation
