onq project template - the department of state · web viewrisks include major factors which...
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[Insert Applicant Name]
[Insert Council Logo]
BUILDING OUR REGIONS
[Insert Project Title]
PROJECT PLAN
[INSERT DATE]
The purpose of this project plan
The purpose of the detailed project plan template is to help councils present a strong case for a project that is being submitted for funding under the Building our Regions program.
The detailed project plan provided with the application must address the project scope, project delivery, specialist expertise, project constraints, and project risks. A detailed project plan is required for all applications for Building our Regions funding, and will form part of the sub-agreement if the application is successful.
All sections of the template must be completed. If a section is considered not relevant to the project, type ‘not applicable’ and provide the reason why.
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Tips for completing this templateEach section of the template contains a guidance box which provides instructions on how to complete a particular section of the template.
Whilst the guidance boxes should be deleted for the final version of the project plan document, it may be useful to save a working draft with all guidance intact. This allows you to review the guidance again if any changes are required.
Information should be provided in the fields or tables provided in the document and/or in the Appendices where it is more efficient and effective to do so.
Applicants are also encouraged to provide additional relevant information that supports or expands on information included in the Project Plan as appendices or separate attachments. Any appendices or attachments should be clearly referred to in the body of the project plan.
Additional information for applicants is also available as part of the Application Package on the Building our Regions website.
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Table of contents
1. Executive summary........................................................1
2. Technical terms and acronyms.....................................1
3. Project scope..................................................................13.1. Site preparations...........................................................................................13.2. Land ownership.............................................................................................23.3. Scope of works.............................................................................................33.3.1. In scope.........................................................................................................33.3.2. Out of scope..................................................................................................3
4. Project management......................................................34.1. Project delivery.............................................................................................34.2. Key personnel...............................................................................................44.3. Specialist expertise.......................................................................................44.4. Project constraints........................................................................................44.5. Regulatory requirements...............................................................................5
5. Project budget.................................................................55.1. Project costs..................................................................................................55.2. Cashflow.......................................................................................................65.3. Cost management.........................................................................................65.4. Asset management.......................................................................................65.5. Project deliverables and milestones.............................................................7
6. Project risk management...............................................7
Appendix A: Cost Breakdown.................................................9
1. Executive summaryType here
2. Technical terms and acronymsPlease provide a definitive list of technical terms and acronyms mentioned in this project plan.
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Type here
3. Project scope3.1. Site preparations
Please advise if the project site is ready for construction and describe the current state of the project site. If the project site is not ready for construction, please outline what site preparation works are required before construction can commence and how long council expects this work to take place. Supporting documentation, such as photos, plans and maps and other evidence should be referenced and included as appendices.
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Type here
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3.2. Land ownership Councils are responsible for advising the department of any land issues pertaining to the project. If Council does not own the land, council must advise the department of the land owner and have approval to use the land.
If the project is on Queensland Government owned land and/or facilities, the project must be supported by the relevant Queensland Government agency and evidence of this provided. Supporting documents should be referenced and included as appendices.
Please note that works constructed on land that is not owned or controlled by the local government are not eligible, except where local governments have permission to construct on Queensland Government land. Other exceptions may apply and local governments should contact the Department to discuss. Note: Local government must have permission / approval to build on and use the land for a period of at least 10 years
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Type here
3.3. Scope of worksPlease provide a detailed description of all works associated with this project, including works that are in scope and out of scope. This information will define the deliverables of the project and help facilitate effective management of the project should funding be approved.
All project works that are in scope and form part of the project for which Building our Regions funding is being sought should be listed and described in section 3.3.1.
It is important to specify work and items that are out of project scope. Out of scope works may include those that are associated with the project but not part of the works for which Building our Regions funding is sought. Such work may pose significant risks to the project if they are not carried out or completed and these risks need to be recognised and managed. This also assists in managing and avoiding scope creep.
All project works that are out of scope and not funded under Building our Regions should be listed and described in section 3.3.2.
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3.3.1. In scope
Type here
3.3.2. Out of scope
Type here
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4. Project management4.1. Project delivery
Please describe how the project will be delivered, including details about the delivery of individual stages of the project. Expand on the roles and responsibilities of the key personnel identified in the Application.
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Type here
4.2. Key personnel Please provide relevant details on key personnel below and attach copies of CVs.
The project key personnel must have the capabilities, skills and expertise to successfully deliver the project. Please note date of birth is required for due diligence purposes.
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Full Name Role Key skills
4.3. Specialist expertise
Please provide details of any specialist organisations or agencies that have been contracted or engaged to deliver this project. If specific organisations have not yet been engaged, please describe the particular skills or expertise that will be required for the project and how they will be sourced.
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Type here
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4.4. Project constraintsPlease detail anything that may impact or restrict the delivery of the project. This may include restrictions on budget or funding, political or community issues, limited resources to work on the project, personnel, contractors, timing or any other constraints that may impact or affect the project.
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Type here
4.5. Regulatory requirements Local governments are responsible for complying with relevant legislative requirements, and securing the necessary approvals with the appropriate regulatory agencies.
Please list all the licences, permits and/or development approvals required to deliver this project and indicate current status. Include additional information if required after the table.
The Queensland Government may assist where its powers under existing legislation such as the State Development Public Works Organisation Act 1971 or the Queensland Reconstruction Authority Amendment Bill 2013 are relevant.
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Licence/development approval
Regulatory agency Approval status Details
Licence Required / Development Approval Required
Name of Regulatory Agency Approved / Not Approved Please provide detail on likely timeframe of approval.
5. Project budget 5.1. Project costs
Please provide a breakdown of the project costs.
Provide a breakdown of all project costs, including a contingency of up to 15%, and
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indicate how these costs will be distributed between the financial contributors
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Refer to Appendix A.
5.2. Cash Flow Please provide a Project Cash Flow. The cash flow must identify total revenue and list all expenditure items to show net cash flow related to the project. All project costs listed should be exclusive of GST.
A Project Cash Flow template was part of the application package and should be updated and attached to this project plan.
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A project cash flow forecast is attached.
5.3. Cost managementPlease outline how the costs will be managed and reported on within council.
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Type here
5.4. Asset management
Councils are required to provide evidence that the ongoing operation, maintenance and replacement costs of the project can be funded. Please outline how council plans to manage and fund the ongoing operation, maintenance and replacement costs associated with this project.
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Type here
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5.5. Project deliverables and milestonesPlease identify and outline the key project deliverables and milestones. Please refer back to the project scope and detailed project works, and the construction plan or project time-line provided as part of section 4.1, and identify key dates and milestones for the project.
Please note that this should only include work that is in scope of the project.
A Gantt Chart or Detailed Project Delivery Schedule was part of the application package and should be updated and attached to this project plan.
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A Gantt Chart [OR] Project delivery/works schedule is attached. [Delete whichever does not apply]
6. Project risk managementRisks include major factors which could significantly influence the timing, cost or scope of the project and associated work. At a minimum, risks must be rated as high, medium or low. Councils must specify the likelihood of those risks occurring and ensure that adequate and suitable risk mitigation strategies are in place.
Councils must complete the Risk Identification and Mitigation table below addressing all risks linked to this project. Additional detail about any of the identified risks can also be provided in the field below.
Examples of risks include:
planning assumptions resumption of land cultural heritage native title environmental management public consultation geotechnical pavement flooding quality standards political design risks constructability traffic management project funding utility services workforce considerations safety. costs
Examples of risks, ratings and mitigation strategies
Risk Risk level Likelihood Mitigation strategy
Costs exceed Council's funding capacity
H U Contract will include clauses regarding cost escalation and associated penaltiesContingency included in the budget to accommodate minor deviations in construction costs
Capability to deliver within project timeframes / construction delays
M P Contract will include project timeframesPenalty rates will apply if the contractor fails to meet obligated timeframes
Approval timeframes for works within a restricted area (airport)
H L Ensure liaison with relevant regulatory authority early and throughout the project
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Type here
Risk Identification and Mitigation
Risk Identification - Major factors which could significantly influence the timing, cost or scope of the work.
Risk Level: High (H) Medium (M) Low (L)
Likelihood: Likely (L) Possible (P) Unlikely (U)
Risk Risk level Likelihood Mitigation strategy
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Appendix A: Cost Breakdown Project items Program funds
soughtCouncil funds Other funds Total item
costConstruction costs $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ Building escalation (if not included in quote) $ $ $ $ $ $ $ $ $ $ $ $ Professional fees $ $ $ $ $ $ $ $ $ $ $ $ Statutory fees and charges $ $ $ $ $ $ $ $ $ $ $ $ Other (please specify) $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ Contingency (allow maximum 15%) $ $ $ $
Total project cost $ $ $ $
Appendix A: Cost Breakdown