scoping report format

Project Scoping Report

[Insert name of the project][Insert location]

[Insert LLG Name]

[Insert District Name]

West New Britain Province

[Insert date]


PROJECT IDENTIFICATION

Title of the project

Location

Person preparing Scoping Report

Contact Phone Number:

DEFINE THE NEED FOR THE PROJECT

Describe the need for the project in brief:

List stakeholder contacted and their responses:

List other options considered and reasons for selection of proposed option:

LAND ISSUES

Describe any land issues identified or expected in the future:

Propose actions to resolve land issues:

AVAILABILITY OF STANDARD DRAWINGS


Are there any technical drawings (standard drawings or others) available for all or part of the project? Attach copies of drawings to this report if available.

If standard documents are not available, outline the proposed action plan to develop design documentation.

DEFINE THE EXTENT OF WORK – for building projects

No. of buildings to be constructed/refurbished under this project

Building No. New or existing

Functionality Floor area Description of type of building

Are the plans available?

Describe the extent of work and the type of following items for each building

Site clearing and grubbing:

Foundation requirements:


Walls:

Roofing:

Openings:

Electricals:

Plumbing:

Communication:

Painting:

Special needs:

Landscaping:

Any other requirements:

DEFINE THE EXTENT OF WORK – for road projects


Briefly describe the work to be done:

Length of the road (define the start and finish points)

Sections of the road: (start and finish points of each section,

Describe the road alignment:

Width of the road by sections:

Cut and fill:

Identified disposal areas for dumping unsuitable material:

Identified borrow areas:

Roadside drainage requirements by sections:

Drainage crossings (type, location and description of work to be done):

Bridges:


Subgrade formation:

Base course:

Pavement:

Gradings:

Access roads:

Utility adjustments:

Any other work:

FURTHER WORK REQURIED TO COMPLET IDENTIFICATION OF EXTENT OF WORK

Please list further work required to complete the extent of work, if any:


PROJECT DURATION AND TIMELINE – SHOW TIMELINE IN BAR CHART FORM

Item Duration

Month

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16

Project development

Design and documentation

Tender and award

Construction

Defects liability

Final completion

Important milestones:Commencement of design and documentation:

Commencement of tender process:

Contract award:

Practical completion:

End of defects liability and handover:

PROJECT COST ESTIMATE

Item Quantity Unit Rate Amount

Project development

Design and documentation

Project management


Tender process and award

Construction (provide support work sheets)

Project completion and handover

Contingencies

Total estimated cost

Budget availability:

Proposed actions to address budget shortfalls if any:

PROJECT QULALITY REQUIREMENTS

List all components that require technical specifications and mark the availability of standard specifications for each of the item:

Component Is standard technical specification available?

Name of the specification

Propose an action plan to prepare/secure specifications for items where standard specifications are not available:

PROJECT RESOURCE REQUIREMENTS

List human resource requirements and their availability:

Resource Requirement Availability Comments (include plan of action to acquire the resource if required)


Project Manager

Contract Manager

Project Officer

Site Supervisor

Admin Officer

List office space, office equipment, stationary, maintenance of office and other arrangements

Resource Requirement Availability Comments (include plan of action to acquire the resource if required)

Office space

Photo copy machine

Telephone

Fax machine

Internet access

Stationary

Office maintenance

Computers

Special software

Others

List vehicle and other transport requirements, availability and plan of action to procure them:

PROJECT COMMUNICATION REQUIREMENTS

Identify stakeholders from the following groups and specify communication mode and frequency:

Stakeholder group Stakeholders Communication mode Communication frequency

Client or customer organizations


Funding agencies

End-users

Consultants/contractors

Regulatory/approval bodies

Community groups

Politicians

Line managers

Project team members

Others

PROJECT PROCUREMENT STRATEGY

Provide project procurement requirements in the following table: (*Method of procurement may be in-house, using standard drawings, minor consultancy, major consultancy, minor works, major works, goods or non-professional services)

Activity Method of procurement* Date procurement process to start

Date procurement process to complete

Survey

Site investigation

Design

Tender documentation

Construction

Project Manager

Vehicle purchase

RISK IDENTIFICATION AND MANAGEMENT

Risk category Risk factor Mitigation measures proposed

Political risks


Risks associated with time

Risks associated with scope

Communication risks

Commercial risks

Contractual risks

Environmental risks

Financial risks

Industrial relations risks

Risks associated with suppliers

Organisational risks

Cultural risks

Safety risks

Quality related risks

Other risks

ENVIRONMENTAL MANAGEMENT

Category Adverse impacts possible due to project work

Propose measures to mitigate adverse impacts

Flora and fauna

Air quality

Noise pollution

Soil degradation

Heritage items

Others


PREVENTION OF HIV/AIDS

Methods of prevention of HIV/AIDS

Actions to be taken to implement Time frame

HEALTH AND SAFETY

Health and safety hazards Mitigation measures

GENDER EQUALITY AND PARTICIPATION OF WOMEN

Identify ways women’s participation in project activities can be maximized

What actions would you propose to see it happen?

REVIEW AND APPROVAL


Scoping report prepared by:

------------------------------------------- …………………………………….. …………………………………………….Name of the officer Signature Date:

Officer recommending


Officer approving


scoping report format

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