Corporate Project Management Framework CPMF Update Prepared for

Corporate Project Management Framework (CPMF) Update Prepared for General Manager (Department Name) (Date) 1

Objectives 1. Provide an update on Wave 1 implementation 2. Provide an overview of Wave 2 scope and timelines 3. Understand what you need from the Program 2

Congratulations ____! Since Go-live on February 1 st, we have completed Wave 1 and are moving to sustainment ü Implemented six (6) Wave 1 solutions: 1. 2. 3. 4. 5. 6. Business case Estimation & contingency Project charter Project plan Progress reporting Project Management Records and Information Management (PM RIM) ü Renewed commitment from the Priorities and Finance Committee (PFC) for the Program ü Issued a signed certificate of completion 3

The Reporting Dashboard Pilot • A controlled test of the CPMF’s Reporting Dashboard tool and processes • Contributions from thirty-two (32) capital projects from across the City Elements for success ü Ensure the internal review and approval process is sound within your department ü Reinforce your expectations of compliance with submission requirements ü Criteria from the Pilot will be reviewed and used to inform the implementation approach and schedule 4

Implementation of PM QA is coming this fall • The standard was endorsed in Wave 1. • The tools and processes for implementation are in development • Corporate-wide implementation for ‘in-scope’ projects is targeted for Q 4 • The PM QA Program will measure capital projects’ adherence to CPMF standards Elements for success ü Your leadership team’s support ü Monitor and control your Department’s strategy for implementation and sustainment ü Establish and reinforce your performance expectations 5

Target timelines and key milestones Implementation Plan / Rollout Wave 1 Projects Wave 2 Projects April May June July August Contracting Strategies (Solution design) September August – October Milestone dates to be determined with consideration of team schedules, construction season, vacation, election, and availability of BU resources Project Governance (Solution design) Project Risk Management (Solution design) Stage Gating (Research) October Implementation Rollout Window Oct – Dec (Proposed) Project Change Control Procurement Guidance and RACI (Supply) PM QA solution design and implementation planning (Design, Develop, Pilot, Implement) Reporting Dashboard (Design, Develop, Pilot, Implement) CPMF Sustainment (Ongoing) People. Soft Project Costing Module (not part of CPMF Program – being monitored by CPMF Steering Committee) 6 November

What we ask of you 1. Continued advocacy and support of the Program 2. What is your preferred means of communicating the Program update to your Directors? 3. Is there anything you need from the Program or direction you would like to provide to the Program? 7

Appendix 8

Appendix 1: CPMF focus and four areas of anticipated benefits Cost – The Program is focused on helping Capital Construction Projects deliver infrastructure at the lowest possible cost by adopting consistent practices Cost Transparency Risk Support PM and their teams Risk – The Program aims to reduce the delivery, financial, reputational and people risk exposure of infrastructure projects Transparency – The Program will propose changes that will increase transparency and contribute to aligning stakeholder expectations across a capital project’s lifecycle Support to PM and teams – The Program aims to deliver tools and design new ways of working that will better support capital project managers and teams deliver infrastructure The Program vision is “proudly building a great City through excellence in Project Management” 9

Appendix 2: Wave 2 Project Descriptions Wave 2 projects Project Description Contracting Strategies • Guidance (and possibly a standard) for Project Managers • Assist project teams in developing a contracting strategy plan Project Governance, Team Roles and Responsibilities • Provide clarity on governance, roles and responsibilities for capital projects • Defining standard structures and project team members’ roles and responsibilities Risk Management • Clarity on classification, reporting and treatment of risks • Mandatory standard and guidance Stage Gating • Research/investigation and recommendations • Recommendation regarding the applicability of standardized, common and consistent Stage Gating Methodology across the City 10

Appendix 2: Wave 2 Project Descriptions (continued) Other Projects Project Description PM Quality Assurance Implementation • Develop processes and tools for the implementation of PM QA • Provide visibility into compliance with CPMF standards • Enable continuous improvement of project management practices Reporting Dashboard Pilot • Controlled test of the CPMF’s dashboard reporting template and process • Takes into consideration the information requirements for Council • Visual summary of key capital projects’ current status, risks, and issues Project Change Control Standard Implementation • A standardized process for addressing project change • This standard was released to the business in late November 2012, but was not implemented as part of the February 1 st 2013 go-live 11

Appendix 2: Wave 2 Project Descriptions (continued) Other Projects (continued) Project Description Implementation of Supply RACI and Procurement Guidance • A guidance document to improve project managers’ understanding of Supply’s role in capital construction projects • Clarify the interfaces with the role of the project manager • Provide a foundation-level appreciation of public sector procurement considerations Other Projects (continued) Project Description People. Soft Project Costing • Functionality that will allow Project Managers to track and report on project costs over the life of projects • The CPMF Steering Committee will form a sub-committee to support development of an implementation plan 12