Job No.

260652-00
University of Leicester PMO Author SY
Date 15-Oct-2018
Prepared by Arup Process Map Revision 01

College Head/Sponsor Projects Prioritised N N

GATE 0
Initial Cost Estimate +40% <£250k £250k-£500k >£500k Refusal from any committee within Gate 0 will
Identifies Project by College Heads
result in stopping the project, or specific
instruction by the respective committee (e.g.
Y Y Y scope revision).

Head pf College/Sponsor Head pf College/Sponsor

Prepare Prepare “Estates and Campus Services
Head pf College Review
• P-P Form • P-P Form Project and Programme
PM003 - Gated
Project Charter & P-P Forum
• Project Charter • Project Charter Governance” paper (23 May 2018)
Process
• Strategic Business Case • Strategic Business Case
RIBA 0

PEB approve strategic business PEB Consolidate & Approve Project

case & project charter (+40% cost
estimate)

Corporate Portfolio
Board Approval

UTL approval of Strategic Business

Case (+40% cost estimate)

Overall UoL Capital Plan Updated

Start PMO Reporting
PM006 - PMO User
Guide
Finance Tracker
Cycle (monthly) Process completed within the first
PMO REPORTING, PARALLEL PROCESS week of every month for the
lifetime of the project

Finance open project code

(from P-P Form) PM004 - Finance
PM Project Dashboard Updated for Tracker Process
Project Board (monthly)

Project Team & Resources

Allocated

Finance add new projects and

project codes to the Finance
Tracker (from P-P Form)
Project Team Appointed

Finance Update Total Authorised

RIBA 1, (2)

Project Board & Design Team Budget & SAP Costs to date in the
Meetings Established Financial Tracker

“Estates and Campus Services

Project and Programme Develop Outline Business Case
Governance” paper (23 May 2018) (Head of College/Sponsor, > £250k) Project Manager Updates financial
& milestone information within the
Financial Tracker

PM007 - Risk and

PM002 - Risk
Contingency User
Management Report Risk Workshops Develop Initial Risk Register
Guide

Project Manager update forecast

invoice schedule witihin Financial
Tracker
PM007 - Risk and “Not to Exceed” budget
PM001 - Contingency
Contingency User calculated from best estimate &
Management
Guide Gate 1 contingency

PM 1:1 update with PMO

Manager providing latest Project
Fix Programme, Budget & Scope Dashboard

GATE 1 & 2 Project Board Approval (budget

change P-P Form if required)
GATE 1
Refusal from any committee within Gate 0 will Refusal from any committee within Gate 0 will PMO Manager validates Y Project Manager Updates financial
result in stopping the project, or specific instruction result in stopping the project, or specific instruction Finance Tracker updates. & milestone information within the
by the respective committee (e.g. scope revision). by the respective committee (e.g. scope revision). PM update required? Financial Tracker
PMO Dashboard
Process completed within the
N second week of every month for
the lifetime of the project
N N N N
<£250k £250k-£500k £500k- £1m £1m £5m >£5m

PMO Manager to extract key PM006 - PMO User

Y Y Y Y Y information from PMs Guide
• Programme summary
• Key decisions
Head of College propose “Not to
Head of College propose “Not to Head of College propose “Not to
PM003 - Gated Process
Head of College propose “Not to Head of College propose “Not to • Issues
Exceed” budget
Exceed” budget & Outline Business Exceed” budget & Outline Business Exceed” budget & Outline Business Exceed” budget & Outline Business • Risks
Case Case Case Case • Financials
• Milestone
• H&S
“Estates and Campus
PEB approve “Not to Exceed” PEB approve “Not to Exceed” PEB approve “Not to Exceed” Services Project and PEB approve “Not to Exceed” PEB approve “Not to Exceed”
budget budget & Outline Business Case budget & Outline Business Case Programme Governance” budget & Outline Business Case budget & Outline Business Case
paper (23 May 2018)
PMO Manager populates PMO
Dashboard with information from
PMO Manager Update
the Finance Tracker, Project
ULT approve ‘Not to exceed’ budget ULT approve ‘Not to exceed’ budget Dashboards and PM 1:1 updates
& Outline Business Case & Outline Business Case

Y, PMO
Finance Committee approve ‘Not to Finance Committee approve ‘Not to
exceed’ budget & Outline Business exceed’ budget & Outline Business
Case. Permission to start design Case. PMO Manager & PM Review of Y, Project
N N Finance Tracker / PMO Dashboard Escalation Required? Project Board Review
<£10k £10k-£150k £150k-£1m

Council approve ‘Not to exceed’ N

Y Y Y budget & Outline Business Case.
RIBA (2), 3, (4)

Permission to start design

Project Team/Contractor mini

Assigned to in house technicians/ Project Team/Contractor appointed Estates & Finance Review of
tender
contractors (UoL Framework) Finance Tracker / PMO Dashboard
(UoL Framework)

Project Team
Appointed

Y Final Comments from

Design Team Meetings
Estates & Finance?

PM007 - Risk and N

PM002 - Risk
Contingency User Risk Workshops Develop Risk Register
Management Report
Guide

PMO Manager monthly issue to

PM007 - Risk and Finance / University Committees
PM001 - Contingency Calculate Expected Monetary Value
Contingency User Finance Tracker and PMO
Management for contingency allocation
Guide Dashboard

“Estates and Campus Services

Project and Programme Head of College/Sponsor develop
Governance” paper (23 May 2018) Full Business Case

“Estates and Campus

Change Process & budget change Services Project and
Tender Project
P-P Form Programme Governance”
paper (23 May 2018)

Project Changes? Y
(scope/”not to exceed”
budget)

GATE 2 PEB approve Full Business Case

Relevant Committee Approval
Required if over “Not to Exceed” PM003 - Gated Process
Refusal from any committee within Gate 0 will
budget / scope change from Gate 1
result in stopping the project, or specific instruction
by the respective committee (e.g. scope revision).
“Estates and Campus
PM007 - Risk and Services Project and
Y Gate 2 budget less than Programme Governance”
Contingency User Contingency Release
Guide “Not to Exceed” budget? paper (23 May 2018)

Gate 2 budget more Y

than “Not to Exceed” budget/
scope change?
RIBA (4), 5, 6, 7

Appoint Contractors

Construction Start
Key
Key Reference
PM007 - Risk and 60% Construction Complete
Contingency User Expected Monetary Value re-
Process Requirement Document Decision
Guide baselined within Risk Register

Gateway Approvals
Contingency Release
Y Required contingency
Process RIBA Stages Undertaken within Gate
is less than allocated?

Contingency Release leaving

Practical Completion
enough to cover outstanding items