Budget Year (Year Zero) – Project Administration

Infrastructure Management (IM)

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Budget Year (Year Zero) – Project Administration

The CMS Project Manager is responsible for the proper management and administration of the works and to administer all contracts to ensure the project is undertaken to the quality standards required and in a safe and timely manner. The works must also be completed to meet the requirements approved in the Project Scope and all related designs, specifications and other relevant requirements. Outcome: Take site possession of the site (if needed). Complete Project Start up procedures prior to commencement of the works. Proper administration of the Contracts to ensure compliance and no disputes. Conduct the Project Control Group for proper Governance of the works. Supervision and management of the contract/works to ensure safe work, statutory compliance, quality of workmanship and timely completion.
Activity	Considerations
1) Site Possession In accord with the approved Project Plan CMS Project Manager is to arrange with DSG Program Manager and Base Services Manager for Possession of the site prior to commencement of works.	Alternate Accommodation Partial possession due to ongoing operations or the works can be undertaken around existing staff Erect signage as needed
2) CMS Contractor conducts site Start –up briefings and ensures that Security clearances/passes are obtained - as required; Security corridor for access to the site (Traffic access plan); Base Induction for Sub Contractors staff (base hazards/OHS) (where appropriate); Develop appropriate management plans coordinating with Base Services.(traffic, environment); Preparation of method of works plan with base operations\sponsor (where appropriate); Sub Contractor is aware of the process for payment of invoices rendered and the need for invoices to be tendered in a timely manner; How variations will be managed; and How disputes will be managed.	CMS is to develop an appropriate Contract Start-up checklist/procedure and to record in project file on DEMS. The Project Administration Start up Template is a guide for CMS form which they can develop their own. Base Services advise all personnel normally working on the base that a construction activity is about to commence and define the area of work as a no go area for unauthorised personnel.
3) Environmental Clearance Certificate CMS Project Manager checks that the Environmental Clearance Certificate has been issued (where deemed necessary).	CMS passes a copy along with any site guidance to the Sub-Contractor. The performance of environmental assessments is the subject of CMS Performance Indicator 3260.
4) Project Control Group CMS Project Manager Convenes Project Control Group (DSG rep as Chair or CMS if absent) Project Review Meetings to consider: Minutes from previous project review meeting Consider most recent project progress report Review Risk Matrix Progress Reporting Schedule Management Other relevant issues Next Mtg	DSG should direct CMS to conduct one PCG for the whole base where a number of works are underway. This reduces lost time in multiple meetings and allows each project stakeholder to attend for their session only. Combined PCG requires CMS to develop detailed agenda 1 week prior to each meeting. Frequency of PCG Meetings are by agreement with DSG or monthly.
5) Regular site inspections CMS Project Manager to conduct regular site inspections and record findings.	CMS is to ensure safe work and compliance. Project inspection reports are to be available to DSG Program Manager for audit if needed.
6) Regular Project Reporting The CMS Project Manager is to implement a regular monthly report on all projects under its control.	Record project milestones in DEMS Project Milestone Management Format is in accord with the Program Tracking report provided by the DSG Program Manager in Excel format.
7) DEMS Reporting The CMS is responsible for the update of DEMS Value of Work estimates for each Project by 21st of each month.	CMS Project Managers to be given access to complete DEMS updates. Upkeep of project Status data on DEMS is the subject of CMS Performance Indicator 3253.
8) Financial Management The CMS is responsible for the timely and prompt management of sub-contractor invoices and payments via the existing Contract procedures.	CMS Contract procedures for processing of payments to be followed.