The Project Control Framework Quick reference guide

1 The Project Control Framework Quick reference guide Version 1 February 2017. The Project Control Framework Quick reference guide Content Executive Summary 3. 'The Project Control Framework (PCF) provides a robust and clearly Why is the Project Control Framework important? 3. structured process for the management and delivery of schemes. Our Products 4. review concluded that the application of the PCF should not delay the The PCF lifecycle 5. progress of well managed schemes, but brings the necessary rigour to The PCF phases 5. ensure the schemes achieve their goals and are delivered on time''. Single Option projects 6. There is a clear process for moving between stages 6. Highways England Corporate Assurance Report - March 2016 Figure 1 - Key decision points in the Major Projects lifecycle 7. Figure 2 Major Projects lifecycle 7.

2 Contact the PCF Team at Figure 3 The revised lifecycle for single option projects assuming 8. no land take or need for an environmental statement Figure 4 Summary of stage gate assessment reviews, 8. independent assurance reviews and the Operations TLG. Summary of the stages for Traditional' projects 9. Summary of the stages for Single Option' projects 13. 16 2. Executive summary Why is the Project Control Products I t is mandatory to consider the need for every product, although some may not be applicable Framework important? The Framework focuses on what needs to be depending on the specific requirements The PCF provides a defined lifecycle with a clear of individual projects. Where a product is delivered by a Project within each stage of start and end point, broken into phases and I t is a mandatory condition of Highways genuinely not applicable, it is important to the lifecycle and its deliverables are called stages structured around key milestones.

3 Approval England's financial delegation from the record why it is not required (for example products, for example a business case, an to proceed from one stage into the next must be Department for Transport that we adhere a Statutory Instrument and Explanatory economic assessment report and a Project given by the Senior Responsible Owner (SRO) to the PCF. Memorandum' is not needed on this Project as management plan are all products. and this is assessed at a stage gate assessment it does not involve variable speed limits) and review (SGAR) which is typically a two hour I t draws together assorted legal requirements, that this has been agreed with the SRO and Each product has a standard product definition meeting. Progress is measured by the successful standards and good practice into one easy to PCF Manager. describing its purpose (why we need it and completion of products (which are all based on follow Framework .))

4 What is it trying to achieve), the content (what legal requirements, standards or recognised best What are the products based on? should be included within it) and quality criteria practice) with the focus being on the quality of I t ensures consistency of message and A frequently repeated criticism of the PCF is that (what legislation or guidance it should comply these documents and the outcomes that they are continuity and consistency between divisions, there are too many products but when challenged, with / what it should look like). intended to deliver. offices, projects and teams. users are usually unable to identify any that There are clearly defined roles and are genuinely superfluous because they are a Delivery of the Roads Investment Strategy needs I t provides reassurance to the SRO that responsibilities for product production (who requirement of either: to be appropriately planned and streamlined a Project has met the stage requirements to meet the basic principles of the governance ensures that the document exists), consultation and evidence of quality prior to L.

5 Egislation - for example the CDM Regulations requirements in the most efficient manner. (the key stakeholders that need to be included seeking investment authorisation. 2015, the Equality Act 2010, the New Roads in its development) and sign off (the person ultimately accountable for the quality of the and Street Works Act 1991 and Planning The Highways England PCF is specifically Act 2008. product and whether it is fit for purpose). identified as an example of best practice in the UK government's Management of S. tandards - for example the Design Manual for Product matrices define which products Portfolios training. Roads and Bridges (DMRB), Interim Advice are needed and at what stage(s) of the lifecycle they need to be produced. There Notes (IANs), and WebTAG. are two matrices, one for traditional projects following the full lifecycle and another for B.

6 Est practice and / or standard single option projects. Project management techniques - for example Lessons Learnt, Risk Management or Project Scheduling. 3 4. The PCF lifecycle The PCF phases Single Option projects There is a clear process for Some projects can fast track their way through the moving between stages All major projects follow a standard lifecycle Options phase identifies the preferred road divided into phases and stages. PCF lifecycle, assuming they meet specific criteria. solution to the transport problem. By the end of At the end of every stage, approval to proceed into the phase there is certainty that, for example, Most projects work their way chronologically Single option projects are defined as: the next stage must be given by the SRO. This is the Project will involve widening along a through the stages but in some cases (such done by the award of a green or amber outcome specific route.)

7 As with Single Option Projects) it may be a) Within the highway boundary and therefore at a stage gate assessment review (SGAR). appropriate to miss some out depending on with no requirement for land take or Project specific circumstances. Development phase focuses on the design associated statutory processes. The focus of an SGAR is on the quality of the of the preferred solution taking it through the products produced during the stage and whether A Project can only be in one stage of the necessary statutory processes up to the point b) No requirement for an environmental statement. they have achieved their desired outcomes. lifecycle at any point in time but the where a decision to commit to invest in building Framework is designed to be flexible and the road solution can be made. c) The route is already fixed an where justifiable, activities can be brought See figure 4 on page 8.

8 Existing road is being modified. forward or moved back. Construction phase is where the road solution is built, handed over for operation and NB Single option projects must meet the The stages align with key decision points in the Project is closed down. three criteria and should not be confused the Project 's development and delivery the stage start and end points are all based around with projects that require land take or an key milestones. See figure 1 on page 7. See figure 2 on page 7 environmental statement but only have one viable option. The projects that are therefore Users sometimes claim to be overlapping most likely to fall within this category are as stages but as they are aligned to specific follows but each Project must be assesed on events it is not physically possible to do this, its individual requirements as (for example).

9 This would be like saying that a letter has been some smart motorways will require land take: received before it has even been posted on the basis that a reply has already been Online widening drafted. It would be more accurate to say that work has been started early and at risk on some products or activities more commonly Controlled or smart motorways (including all associated with later stages in the process - but lane running). this does not constitute commencement of the next stage. See figure 3 on page 8. 5 6. Figure 1: Key decision points in the Major Projects lifecycle Figure 3: The revised lifecycle for single option projects (assuming no land take or need for an environmental statement). Figure 4: Summary of stage gate assessment reviews, independent assurance reviews and the Operations TLG. * Nationally significant infrastructure projects only.

10 For projects under the threshold, Highways Act 1980. and Public Inquiry processes will apply. Figure 2: Major Projects lifecycle 7 8. Summary of the stages for Traditional' projects Stage number and name When should the SGAR take place? High level overview of the stage 0 - Strategy, shaping and prioritisation Prior to entry into the RIS and / or Project Control Framework . Potential transport issues are identified and prioritised. Feasibility studies, initial analysis and appraisal are conducted to assess the viability of transport scheme solutions to the problem, including road network solutions. 1 - Option identification Prior to non statutory Public Consultation. Traffic modelling and economic assessment is undertaken on a number of options ( potential road solutions to the transport problem). A robust traffic assessment is needed to tell whether a scheme will work now and in the future, to assess whether the proposed solution will mitigate an identified problem and whether there are any consequential impacts, for example on the environment.