Budget Year Minus 2 - Prepare Work Packages

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Budget Year Minus 2 - Prepare Work Packages

The maintenance component of FACOPS Risk Managed Works is programmed over a 3 year period, according to forward funding guidance provided from Estate Operations.

Work packages are prepared over the 3 year period, based on the IA data and grouped according to consistency of risk, trade type and the potential for delivery efficiencies.

Given the process associated with preparing maintenance type work packages, the requirement for a CSIR document has been removed. Work Packages are to be documented on the IA Maintenance Plan for each base (that could include multiple properties).

This activity should be done at the regional level to ensure all works are included for compliance with the regional total forward funding guidance.

Regional guidance on priorities should be provided by DS Estate Development staff, but the preparation of work packages and scheduling them in accordance with available funding guidance should be done by the CMS contractor or those who have the lead in conducting the IA process.

Outcome:
A 3 year program of maintenance type work packages is determined and documented on the 3 Year Programming Tool.

Property level extracts from the 3 Year Programming Tool are provided on the IA Maintenance Plan.

Activity

3 Year Programming Tool

1) All work packages being bid for the 3 year maintenance program are to be documented on the 3 Year Programming Tool spreadsheet. Key information about each project is used to assist the programming and scheduling of the works. This information includes:

Project Id
Status (Program, Bid or Future Bid)
Contribution Factor *
IA Priority *
Risk Band
Risk Priority
Year By Year Expenditure Forecast (allowing for multiple year projects).
* may be multiple entries as required

2) The Project List report in DEMS Regional Projects module, can be used to provide the raw data for initial population of the 3 Year Programming Tool. Data can be exported from MS Access to Excel for this purpose.

3 Year Funding Guidance

3) Property level funding guidance provided by Directorate of Estate Operations is to be pasted directly into the “Bid Summary” tab on the 3 Year Programming spreadsheet.

4) The Regional total funding guidance is to be copied to the bottom of the 3 Year Programming tab of the 3 Year Programming spreadsheet and is used to compare the running bid total with the total funding guidance.

5 )The data relationships and processes used in the 3 Year Programming tool are shown in the following diagram.

3 Year Programming Tool Spreadsheet

Approved Work Packages

6) All approved maintenance type risk managed works projects in the region are to be entered onto the 3 Year Programming tab of the 3 Year Programming spreadsheet. Works scheduled to be delivered during the 3 year window are to be included. Consideration is to be given to the continued requirement and timing of these works.

7) On the 3 Year Programming Tool, annotate Approved Work Packages with Status = “Program” to indicate they are already included in the approved FACOPS program.

8) The volume of over-programming in the region (size of the “bow-wave”) may result in a significant proportion of the year 1 funding guidance being already taken up by these approved projects.

Existing Unapproved Work Packages

9) Any existing bids in the region that were previously unsuccessful, but that are still required are to be shown on the 3 Year Programming tool spreadsheet.

10) On the 3 Year Programming Tool, use Status = “Bid”, for those existing work packages to be included in the bid for the forward program. Use Status = “Future Bid”, for those existing work packages to be included in a future bid, but not the current bid.

New IA Work Packages

11) Analysis of the IA data on a property by property basis is to identify new IA work packages over the period of the 3 year forward program.

12) Factors that could influence the grouping of works are:

National funding priorities by CF and IA Priority (the ticks & crosses diagram on the IA Maintenance Plan)
Consistency in the risk assessment
Common location
Common trade
Opportunity for financial efficiency in delivery (including across multiple years)

13) The requirement for industry expertise in this area suggests this activity should be led by CMS Contractor.

14) The Risk Assessment is to be done for these work packages and recorded on the project record in DEMS. All risk assessments are to be reviewed at the regional level (CMS or DS officer as appropriate) to ensure consistent application of the risk assessment process.

15) On the 3 Year Programming Tool, use Status = “Bid”, for those new IA work packages to be included in the bid for the forward program. Use Status = “Future Bid”, for those new IA work packages to be included in a future bid, but not the current bid.

16) All work packages to be included in the regional bid are to be recorded as projects in DEMS.

Programming and Scheduling

17) As a general rule, higher risk projects should be programmed sooner and delivered earlier. Accordingly, the programming and scheduling of works should reflect the risk based priorities.

Sort the list of work packages by Risk Band and Risk Score, such that the Very High projects are listed above the High projects and so on.
Changes to the scheduling of projects is recorded on the 3 Year Programming Tool by changing the Year By Year Expenditure Forecast, so that compliance with the forward funding guidance is achieved. Projects may need to be re-scheduled by moving the forecast expenditure across the 3 years of the program or into “Future Bid”.
Each work package is to be considered in light of the available forward funding guidance. Whilst the funding guidance is provided at the property level, compliance with the funding guidance is to be achieved at the regional level. Accordingly, regional totals shown and highlighted at the end of the list are to be used to determine the overall schedule.

Property Totals

18) Once the scheduling and programming of all work packages is complete and the bid totals match the regional funding guidance, bid totals for each property are to be determined.

Sort the list of work packages by Property, Status and Risk Band;
Insert Property Total rows for each Property, use Status = “Property Total” and sum year by year expenditure for those work packages where the status is “Program” or “Bid” (ie exclude the “Future Bid” work packages). A sample Property Total row is provided below the regional totals section for copying and inserting for each property.
Copy these totals to the relevant row on the Bid Summary tab.

19) Sample Property Total rows are also provided on the “Sample – With Property Totals” tab for information.

20) The property level information is to be copied into the relevant IA Maintenance Plan for inclusion in the bid, including bid totals and property level funding guidance.

Regional Summary of IA Maintenance Plans

21) A Bid Summary is to be prepared that shows the total maintenance bids for each property by year and compares them to the 3 year forward funding guidance provided by Estate Operations. It is to be summarised on the Bid Summary tab on the 3 Year Programming Tool.

22) Property Totals should be copied to the Bid Summary tab, where the DEO provided 3 year funding guidance should already have been included.

23) The totals for the region cannot exceed the total 3 year forward funding guidance for the region. The regional variance calculation at the end of the Bid Summary table should be $0 or close to it.

24) A description of Property level variance from the provided funding guidance is to be provided reflecting the regional priorities given in the IA maintenance plan.

25) The Bid Summary is to be submitted with the regional bid.

Update DEMS

26) Any changes to project scope, cost estimates or schedules made during the programming and scheduling activity are to be reflected in the project record in DEMS and associated Work Requests in the IA module.

27) The data relationships and processes used in the 3 Year Programming tool are shown in the following diagram.

Data Relationships and Processes Used

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