Project Management Guidelines - National Transport Authority

1. Introduction1.1 PurposeThese Guidelines provide a framework for,and a phased approach to, the development,management and delivery of transport projectsof all types funded by the National TransportAuthority (NTA) up to a capital value of €20million (separate guidelines apply to projectsabove this threshold).The Guidelines are structured to achieve anappropriate consistency of approach acrossprojects undertaken by agencies in receipt ofgrants, and to provide the NTA with the degreeof transparency and certainty that is appropriatefor a Sanctioning Authority accountable fordecisions involving agencies’ use of public funds.The Guidelines set out arrangements for projectdevelopment, reporting and monitoring, anddivide project progress into seven phases(including a pre-project Phase 0). These phasesare shown in Figure 1.1. For smaller projectscertain phases can be combined, as set out inSection B later in these Guidelines, to provide asimplified process commensurate with projectsize. A sample project of less than €0.5 million isdemonstrated in Appendix 5 of this document.Figure 1.1 – Phases of an NTA-FundedProject Life CyclePHASE 0 – Scope and ApplicationPHASE 1 – Scheme Concept & Option SelectionPHASE 2 – Preliminary DesignPHASE 3 – Statutory ProcessesPHASE 4 – Detailed Design & Tender ProcessPHASE 5 – Construction & ImplementationPHASE 6 – Closeout & Review1.2 ApplicabilityApplication of the procedures set out in theseGuidelines is structured according to the level offunding sought, as follows:> > For smaller projects, where NTA funding orpart-funding of a project is less than €0.5million, a simplified approach is adopted,focusing formal approvals on the initialfunding application stage of the projectand at the construction commencementstage (if applicable). Regular reporting ofexpenditure and progress is also required;> > For projects where NTA funding or partfundingis between €0.5 million and €5million, an additional Approval Point isincluded during the design stage of a project.Similar regular reporting of expenditure andprogress is also required; and> > For projects where NTA funding orpart-funding is between €5 million and€20 million, the full application of theprocedures set out in these Guidelines isrequired.The applicability of these Guidelines totechnology-based or otherwise innovative,ground-breaking or complex projects will bedetermined on a case-by-case basis at Phase 0.For the purposes of these Guidelines, smallerprojects that individually contribute to theachievement of an overall strategic objectivemay be grouped together in a Programme.Particularly in cases where synergies (of cost,minimising disruption, etc.) can be achievedby undertaking them in a programmed way,the overall Programme can be treated as therelevant project for the application of theseGuidelines, subject to the agreement of the NTA.1.3 Definitions/terminologyA list of abbreviations, definitions andterminology is provided in Appendix 1 to ensurethat the wording of these Guidelines is clear andunambiguous.1.4 Interaction with other guidanceThese Guidelines are to be read in conjunctionwith existing departmental and NTA guidance.45