Stage

EDR Allocation

Brief & Project Development Plan

Task or Process

EDR confirmation email received by PM

PM accepts job on Micad Resource Portal
PM gathers internal project team in consultation with local line
managers (resources including PM, QS, PO, Principal Designer,
HSS Rep etc.
PM makes initial contact with client
Client meeting to produce stage 1 Project Definition Document
(PDD)
PM to identify SHU stakeholders and consult with them to
produce Consultant Briefing Documents where applicable.***

Internal Technical/Stakeholder
Consultation

Design Consultant Appointment

PM and Cost and Contracts team to identify bidding consultants

PM undertakes tender process and appoints consultants
(Architects, Structural Engs, M&E Design etc.). This process may
include interviews***
PM to raise F1 for consultant fees***
PM to appoint consultants and place orders***
PM to commission asbestos surveys where required. This includes
on-site meeting(s), review of current info on Micad, orders,
control of contractors management, review of report and
inclusion of findings into project brief***.
PM to identify fire remediation works to be incorporated into
project***.

Identification of Legal Approvals and

Notifications

PM to check if input is required from Fire Officer

PM to identify if Planning Permission or Building Regulations
Application(s) are required. Other considerations should include
listed building consent, notifications to local authority for removal
of trees etc.
PM to identify if Principal Designer is required to comply with
CDM
PM to identify if any notifications to HSE are required e.g. ASB5
notification for asbestos removal
Stakeholder design meetings to identify requirements of project
(ongoing process over a period of time)
PM to develop stage 2 PDD with consultants
(to include client brief, SoW, programme, budget, contacts)

Develop Brief (RIBA stage 2)

PM to issue stage 2 PDD document to technical/stakeholder

contacts for comment
PM to identify recipients
FM (Operational & Customer liaison), Security, H&S, Surveyors,
Sustainability, AV, Network, IT, Logistics, M&E and Energy,
Timetabling, Events, Creative Marketing

Outline Design (RIBA stage 3)

Technical Approval comments to be fed back to design team to

develop final PDD & feed back to Technical Approval contacts
Review procurement route
Produce stage 3 PDD

Technical Consultation & Approvals

Detailed Design (RIBA stage 4)

Procurement

Client & stakeholder approval / sign-off

Design development
DESIGN FREEZE
Client sign off
Submit Planning and/or Building Regulations application where
appropriate
Production of tender specifications & drawings (including room
data sheets)
Production of tender documentation (refer to tender check-list)
and identify tender list (PQQ process)
Sign off tender docs (Estates)
Out to tender
PM and Cost and Contracts team carry out tender review &
approval process
Value Engineering? Also sign-off by Estates and Stakeholders
Contractor appointment
(purchase order process)
Formal comms to be delivered

Construction (RIBA stage 5)

Handover (RIBA stage 6)

Pre-Construction phase(including Construction phase plan

approval, risk assessments, method statements, contract
document execution, F10) and control of contractors
Pre-contract meeting
Review/approval of contractor RAMS
H&S Induction
On-site
H&S inspections (with and without HSS).
manage instructions, change controls, chair progress meetings,
chair technical meetings, liaise with all stakeholders, reports,
monitoring adherance to spec and standards, familiarisation
visits, quality control
Snagging

Occupancy (RIBA stage 7)

Handover process
(contractor handover to Estates)
SHU fit-out
Relocations
Defects period
Post Occupancy Review process

On-going Tasks or Processes

Comments

Should include brief, procurement route,

programme details and team, PEP, early
identification/acknowledgement of legal
approvals notices (as below).

Consider Principal Designer

Documents based on PDD format. Includes

formal comms plan.

Estimate request to CCT

NEW - Currently no documentation or

prompt - needs a formal
check/acknowledgement by PM - MOVE
UPWARDS

Record all financial Client and Stakeholder

information in project Liason (design team

Record all financial Client and Stakeholder

information in project Liason (design team
workbook (F1 figures,
meetings, email,
orders, invoices,
telephone, EDR
financial forecasts)
reporting)

NEW - Currently no documentation or

formal sign off. Should be RIBA stage 2.

To include SHU project risk assessment

Start of formal handover process (tbc)

Separate process currently being reviewed.

Key
Mandatory Task/Process - Applies to ALL Projects

Mandatory Task/Process where applicable

Existing Documentation/System

NEW Task/Process/Documentation Required

***