National Project Management System Directive for Real Property projects

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1. Effective date

June 2, 2016 (updated February, 2017)

2. Authority

This directive is issued under the authority of the Director General, Professional and Technical Service Management, Real Property Branch (RPB), Public Services and Procurement Canada (PSPC), with updates approved by the Director General, Service Lead, Project Management, RPB, PSPC.

3. Context

In June 2007, the Treasury Board (TB) approved the Policy on the Management of Projects. The requirements for meeting this policy are reflected in the departmental Policy on the National Project Management System (106) (page available on Government of Canada network only). In order to meet these requirements as they apply specifically to real property projects, the Real Property Branch has established this directive. This directive is to be implemented in conjunction with the Policy on the National Project Management System (106) (page available on Government of Canada network only).

This directive ensures that the National Project Management System (NPMS) methodology is applied to real property projects in order to establish and maintain the efficient, effective, and standardized management of projects. The directive provides clear direction on the use of project management principles and methodologies in order to manage risk to the department. It ensures a common understanding amongst stakeholders of their roles, responsibilities, and obligations with respect to project management. This directive complies with related departmental and TB policies and other applicable laws and regulations.

4. Scope

This directive applies to all PSPC employees involved in the management of real property projects. For all projects, the principles of the National Project Management System (page available on Government of Canada network only) methodology remain applicable.

5. Directive statement

The purpose of this directive is to ensure that the NPMS methodology is applied to all real property projects (PSPC and/or other government department projects), thereby ensuring that they:

6. Directive details

PSPC employees involved in the management of real property projects are required to follow the guidance and use the deliverables templates defined and referred to within the NPMS website in addition to the NPMS real property project thresholds matrix for direction on which deliverables are required. The level of detail of project documentation and specific requirements for the various project types are described in the NPMS roadmaps.

The NPMS Model consists of three stages and nine phases, with defined deliverables and control points. The three stages are as follows:

  1. The Project Inception Stage provides a "go" or a "no-go" decision to proceed with the project and moves forward with an Approved Statement of Requirements
  2. The Project Identification Stage provides a Project Approval and an Expenditure Authority for planning and design and a decision on the delivery mechanism for the project. The Expenditure Authority for planning, design and implementation may be granted at this stage when substantive estimates are provided
  3. The Project Delivery Stage is a transfer of the approved project objectives and requirements into full implementation of a final product. This is the stage where the Expenditure Authority for implementation is granted

The tables in Annex A, Section 1, presents the delegated Approval Bodies for the NPMS Full Control Points defined for asset projects greater than $1 million in total value, and space projects greater than 3,000 m2 rentable space in regions or 5,000 m2 rentable in the National Capital Area (NCA) and for Parliamentary Precinct Branch (PPB). The Project Plan shall be updated before each Control Point approval.

As defined within this directive certain projects shall undergo a Project Complexity and Risk Assessment (PCRA). Details for the application of this assessment can be found in the PSPC PCRA Manual referenced at the end of this document. Note that some projects will have undergone a PCRA upon identification in the Integrated Investment Plan, however the PCRA must be reconfirmed or updated as per the direction provided below.

6.1 Inception stage

The Inception Stage of a project provides a forum of vetting real property proposals through the Statement of Requirements Approval to ensure that they are in keeping with PSPC real property portfolio management strategies and respond in the most effective manner possible. The Inception Stage is also intended to review proposed projects that represent an opportunity and have not been previously identified on any existing plan and/or could be characterized as high profile due to potential risk.

6.1.1 Definition phase

During this phase, assess the proposed project to ensure that the proposal (including opportunity) responds to established set of criteria that result in a go/no-go decision.

Key requirements during this phase:

6.2 Identification stage

This stage ensures projects submitted for Project Approval have been adequately assessed and analyzed within the context of the PSPC Accommodation and Real Property Services Program and represent the best investment solution.

This stage also involves assisting our custodian clients in identifying and developing the most appropriate projects in support of their departmental objectives and the government agenda for real property.

6.2.1 Initation phase

During this phase, analyze the Statement of Requirements and use this to provide an initial description of the goals, objectives, requirements (key parameters) and related issues in sufficient detail to allow for a preliminary assessment on the merit and suitability of the project.

Key requirements during this phase:

6.2.2 Feasibility phase

During this phase, develop the project requirements and identify a range of solutions that meet those requirements.

Key requirements during this phase:

6.2.3 Analysis phase

During this phase:

Key requirements during this phase:

Note

In the case of a lease project that will result in the addition of a new building (example: build to lease and lease purchase), a PA and an EA are required to run the procurement process, followed by another EA once the procurement/solicitation of offers process is complete.

6.2.4 Identification close out phase

During this phase, ensure an appropriate level of assessment, reporting, evaluation, handover exchange, and administrative closure has taken place to provide enough detail to proceed to the Delivery Stage.

Key requirement for this phase:

6.3 Delivery stage

This stage translates the approved project objectives and requirements into technical criteria, allowing for detailed design and full implementation of the product.

6.3.1 Planning phase

During this phase:

Key requirements for this phase:

Note
  • Confirmation that PA is still correct and doesn’t need to be amended is required
  • For lease projects, the planning phase includes recommending the Lease Contract award
  • Space projects where the output of the Identification Stage is a lease/contract with no fit-up will have no NPMS control points in the Delivery Stage

6.3.2 Planning phase

During this phase:

Key requirements for this phase:

Note for lease projects
  • The design phase includes obtaining Lease Contract Approval (LCA)
  • For an existing facility, the Project Approval control point includes a full Expenditure Authority to implement, therefore a second EA is not required. The PA is to be reaffirmed in light of the fit-up estimates developed in this phase. Should project parameters have changed (i.e. project cost), an amended PA will be sought during this phase
  • In the case of a lease project that will result in the addition of a new building (example: build to lease and lease purchase), a PA and an EA are required to run the procurement process, followed by another EA once the procurement/solicitation of offers process is complete
  • In the event where the PA is amended, the PCRA must be reconfirmed or updated

6.3.3 Implementation phase

During this phase, translate the approved design solution into procurement documentation to acquire and deliver the product that meets the project objectives and requirements.

Key requirements for this phase:

6.3.4 Close out phase

During this phase:

Key requirements for this phase:

7. Responsibilities and accountabilities

The Assistant Deputy Minister, Real Property Branch, is responsible for developing and maintaining directives and procedures relating to the management of Real Property Projects.

The Director General, Service Lead, Project Management, is responsible for developing training on the NPMS processes as they relate to this directive.

Sector Heads and Regional Directors General are responsible for ensuring their employees are made aware of this directive, monitoring conformance within his or her region and/or sector, and addressing issues of non-conformance; and ensuring application of the Integrated Investment Plan governance structure for carrying out project complexity and risk assessments, as per the NPMS process.

Note

The roles and responsibilities outlined below describe a function/role and not a job title.

PSPC Project Leader (chef de projet SPAC): The project leader represents the interests of the Real Property Branch or the key sponsor on the project team. The project leader is accountable for all aspects of the project and is responsible for leading the project through the entire NPMS lifecycle, from the Inception Stage to the Delivery Stage close-out, seeking approval and funding to implement the project, and overall leadership of the project team. This role includes on-going monitoring of the project to ensure it is within funding approval levels.

PSPC Project Manager (gestionnaire de projet SPAC): The project manager is responsible for carrying out the detailed day-to-day management of project activities. The project manager acts as the single point of contact to all stakeholders during project delivery and manages Delivery Stage activities of the project in accordance with the NPMS.

PSPC employees involved in the management of real property projects are responsible for ensuring that projects are managed in a manner that is consistent with the assessed level of complexity and risk, as outlined within this directive, its annexes, and the associated NPMS Policy.

8. Definitions

Asset Project (projet relatif aux biens):
A project where the primary driver is the need to build, upgrade or replace an existing real property asset and/or its components. An asset project is not an ongoing and repetitive activity such as yearly maintenance work required to keep the asset operational. Examples of possible solutions for an asset project are:
  • renovation
  • major repair (such as a chiller replacement for example)
  • demolition
  • remediation installation of new building systems
  • bringing the asset into regulatory or policy conformance
Continual Improvement Framework (Cadre d'amélioration continue):
This provides the governance structure and the process for approval and promulgation of new or amended documents related to the NPMS.
National Project Management System (NPMS) (Système national de gestion de projet, SNGP):
The NPMS prescribes the minimum PSPC requirements that must be met during a project life cycle and is comprised of the following elements:
  • NPMS Model: the NPMS Model defines distinct control points that are linked to PSPC's project approval processes, and identifies critical deliverables required at each phase
  • NPMS Roadmaps: the roadmaps are guidance documents that identify the generic activities and tasks required in each stage and phase of the NPMS. Roadmaps are intended to define more detailed requirements for various types of projects
  • NPMS website: the website provides on-line access to the requirements of the NPMS including the NPMS Model, roadmaps, deliverable templates, and technical guidance
NPMS Conformance (respect du SNGP):
The demonstration of the completion and approval of NPMS control points and other required documents as defined in the NPMS conformance process. For investment board submissions, the Identification Close Out Document addresses the requirements for NPMS conformance.
NPMS Control Point (point de vérification du SNGP):
An approval point of a specific NPMS deliverable within a project phase.
NPMS Deliverable (produit livrable du SNGP):
A specific document to be completed as a requirement within a project phase.
NPMS Full (SNGP « complet »):
A process for real property projects that must follow a nine-phased, three-stage NPMS methodology with mandatory completion of certain prescribed templates. For Asset, Other Government Department (OGD) and tenant service projects, the threshold is for projects over $1 million (GST/HST included, client costs excluded). For space projects, the threshold is for projects over 3000 m2 rentable space in the regions, or over 5000 m2 rentable space in the National Capital Area (NCA) and for the Parliamentary Precinct Branch.
NPMS Lite (SNGP « allégé »):
A process for real property projects that are required to follow the NPMS methodology with certain simplified templates and a reduced number of control points. For Asset, OGD and tenant service projects, the threshold is for projects over $250K and under $1 million (GST/HST included, client costs excluded). For space projects, the threshold is for projects under 3000 m2 rentable space in the regions, under 5000 m2 rentable space in the NCA and for the Parliamentary Precinct Branch, and over $250K (GST/HST included, client costs excluded).
NPMS Ultra Lite (SNGP « ultra léger »):
A process for low-risk, low complexity real property projects under the threshold of $250K but over $25K (GST/HST included, client costs excluded), representing a further-streamlined process than the NPMS Lite. There are no NPMS process requirements for projects less than $25K.
Other Government Department (OGD) Project (projet financé par d'autres ministères):
A project to meet an OGD need with an asset for which an OGD is the custodian. The OGD is responsible for funding and project approvals.
Organizational Project Management Capacity Assessment (OPMCA) (Évaluation de la capacité organisationelle de gestion de projet):
An evidence-based demonstration of the capacity that a department or agency has to manage its planned portfolio of projects
Project (projet):
A defined undertaking with a beginning and an end to be executed to create a unique product or result.
Project Charter:
In the context of NPMS, a Project Charter is a high-level agreement between the client department and PSPC that is intended to establish a framework for the implementation of a project. The intent of the charter is to document all of the key parameters of the project (scope, time, and cost) and to confirm client commitment to expend client funds and PSPC resources in developing and/or delivering the defined project. For OGD-funded projects, it is to be used in conjunction with the Specific Service Agreement (SSA).
Project Complexity and Risk Assessment (PCRA) (Évaluation de la complexité et des risques des projets, ECRP):
A TB assessment tool that rates the level of risk and complexity of individual projects across four levels by evaluating criteria in each of the following project knowledge areas:
  • project characteristics
  • strategic management
  • contract or procurement characteristics
  • human resources
  • business
  • project management integration
  • engineering
  • technical components
Projects rated equal to, or lower than, our departmental delegation as established by the OPMCA are within PSPC's mandate to approve. However, TB ministers have the right to require any project even if its PCRA shows that it is within PSPC's assessed departmental capacity to be submitted to TB for project approval.
Project Management Plan:
The Project Management Plan (used in conjunction with a Project Charter) is the principal mechanism used by the PSPC Project Manager to formally define the goals and objectives of the project and to document its key functional, technical, and administrative parameters throughout all stages of the NPMS.
Real Property Projects (projets immobiliers):
These include all real property asset acquisitions or improvements, including entering into a lease, fit-up of accommodation space, construction, renovation and remediation of a built-work (building, bridge, dam, road, etc.) or Crown-owned land.
Space Project (projet relatif aux locaux):
A project where the primary driver is the need for accommodation space provided through the provision (acquisition or construction) and/or modification of interior/exterior space. Examples of possible solutions for a space project are:
  • lease
  • lease-purchase, purchase or construction of new space
  • space within or additions to an existing PSPC Crown-owned building
  • space optimization
  • fit-up or refit
Specific Service Agreement (SSA):
An SSA is a written agreement between PSPC and a client organization that defines the scope of work to be undertaken, terms and conditions for providing the services, and the basis for invoicing/payment. The SSA is negotiated between the OGD representative having authority and the RPB service provider authority.
Tenant Service Project (projet de services aux locataires):
A project where services are requested by a tenant in PSPC-administered space. The OGD is responsible for funding and project approvals.

9. References

Treasury Board publications

Public Services and Procurement Canada publications

Other

10. Attachments

11. Enquiries

Please direct enquiries about this directive to SNGP.NPMS@tpsgc-pwgsc.gc.ca.

Annex A—Project approval bodies for National Project Management System full, lite, and ultra lite control points (asset and space projects)

1. Project approval bodies for National Project Management System full control points

The tables below delineates approval bodies for the National Project Management System (NPMS) Full Control Points. For financial project approvals at Project Approval or Expenditure Authority control points, refer to Schedule 2 of the Real Property authorities (page available on Government of Canada network only) and most recent administrative restrictions.

Note

That while authorities for each deliverable may, in some cases, be delegated to other organizational levels, it is the responsibility of the given approval authority to provide in writing a notification of this sub-delegation, and the person responsible for that NPMS deliverable to keep this documented in the project files. In addition, any revised/amended deliverable needs to be approved at the same level of authority as is required by the original document.

Project approval bodies for asset projects greater than $1 million (GST/HST included, client costs excluded) and space projects greater than 3,000 m2 rentable (regions)/greater than 5,000 m2 rentable (National Capital Area/Parliamentary Precinct Branch).

Project inception stage

NPMS phase NPMS control points PSPC approval body
Definition phase Statement of Requirements Approval (SoRA) and, for space projects, approved Tenant Requirements Package (TRP) and Client Accommodation Requirements Questionnaire (CARQ)
  • Regions
    • Space and Asset projects: regional Directors Accommodation and Portfolio Management (APM)
    • Engineering Asset projects: portfolio Director, Engineering Assets Strategy Sector (EASS)
  • National Capital Area (NCA)
    • Space accommodation projects: director General, NCA Portfolio Management, delegated to NCA Director Accommodation Management
    • Portfolio driven projects: director General, NCA Portfolio Management, delegated to NCA Director Owner/Investor.
    • Asset projects: director General, NCA Operations
    • Engineering Asset projects: portfolio Director, EASS
  • Parliamentary Precinct Branch
    • Director General, Program Portfolio & Client Relationship Management
  • Note
    • Client Sign-off of Statement of Requirements (SoR) required (for Space projects)
    • Asset projects that have not had seed funding approved through the BMP require recommendation by Owner Investor.
    • Approved SoRs to initiate projects $20 million are also to be copied to DG Major Crown Projects and Director National Portfolio Management
    • TRP is referred to as the Lease-Out Contract Offer in SIGMAFootnote 6

Project identification stage - #6

NPMS phase NPMS control points PSPC approval body
Initiation
phase
Preliminary Project Plan Approval (PPPA)
  • Regions
    • Space projects: regional Manager, Accommodation Management
    • Asset projects: regional Manager, Asset and Facility Management
    • Engineering Asset projects: portfolio Director
  • NCA
    • Space projects: director of the person leading the project
    • Asset projects: asset Manager
    • Engineering Asset projects: portfolio Director
  • PPB
    • Director of the person leading the project
  • Note
    • For space renewal projects/exercise of options (no fit-up) where there is an existing lease in place, a Planned Lease Action Report can be used as a substitute for a Preliminary Project Plan.
Feasibility phase Feasibility Report Approval (FRA)
  • Regions
    • Space and Asset projects: regional Manager, Owner Investor
    • Engineering Asset projects: portfolio Director, EASS
  • NCA
    • Space and Asset projects: NCA Director, Owner Investor
    • Engineering Asset projects: portfolio Director, EASS
  • PPB
    • Director, Owner Investor
  • Note
    • All projects $20 million and/or a preliminary PCRA level 3 are also to be copied to Director National Portfolio Management
    • For space renewal projects/exercise of options (no fit-up) where there is an existing lease in place, the Feasibility Report is not required
Analysis
phase

Project Approval (PA) and Expenditure Authority (EA) Footnote 1

Project Complexity and Risk Assessment (PCRA)

For space projects where fit-up is required,

Project Charter

  • Refer to Schedule 2, Real Property authoritiesFootnote 3 and most recent administrative restrictions
  • Recommended by respective Investment Boards, or EASS Investment Board chaired by DG EASS
  • Demonstration of NPMS Conformance mandatoryFootnote 2
  • Note
    • A long form Investment Analysis Report (IAR) is required to obtain PA/ EA for planning and design
    • Client sign-off on Project Charter and documented means of confirmed Client funding are required for space projects where fit-up is required
    • For Asset or Space - Crown projects, an Environmental Compliance Management Program (ECMP) Checklist must be completed and sent to Environmental Services during this phase, if required as per the instructions in Electronic Form (ELF) 183Footnote 5
    • PA/ EA will be granted by the positions holding delegated authorities for PA and EA according to the project value and the Project Complexity and Risk Assessment (PCRA)

Project delivery stage

NPMS phase NPMS control points PSPC approval body
Planning
phase

Project Management Plan Approval (PMPA)/Confirmed Project Approval (PA)

For space projects where fit-up is required, Specific Service Agreement (SSA)

  • Regions
    • Space, Asset and Engineering Asset projects: regional Manager, Project Management
  • NCA
    • Space, Asset and Engineering Asset projects: project Director, Project Management
  • PPB
    • Project Director
  • Note
    • Confirmation that PA is still correct and doesn’t need to be amended is required
    • Client sign-off on a revised Project Charter may be required should project scope definition dictate
    • Space projects where the output of the Identification Stage is a lease/contract with no fit up, will have no NPMS control points in the Delivery stage
    • For Space - lease projects, an ECMP Checklist must be completed and sent to Environmental Services during this phase, if required as per the instructions in ELF 183.
Design
phase

Expenditure Authority (EA)/Amended Project Approval if required

PCRA if required.

  • Refer to Schedule 2, Real Property authoritiesFootnote 3 and most recent administrative restrictions
  • Recommended by respective Investment Boards, or EASS Investment Board chaired by DG EASS
  • Demonstration of NPMS Conformance mandatory Footnote 2
  • Note
    • A long form IAR is required to obtain EA for project implementation
  • Note for lease projects
    • The design phase includes obtaining Lease Contract Approval (LCA). Refer to Schedule 2, Real Property authoritiesFootnote 3
    • For existing facilities, the Project Approval control point includes a full Expenditure Authority (EA) to implement, therefore a second EA is not required. The PA is to be reaffirmed in light of the rent and fit-up estimated in this phase. Should project parameters have changed (i.e. project cost) an amended PA would be sought at this time
    • When a leased asset to be constructed is acquired (e.g. build to lease and lease purchase) an EA is required for project delivery
Implementation
phase
Turn Over Approval (TOA): interim Certificate of Completion of Lessee's Improvements OR Certificate of Substantial Performance
  • Project Manager (the role of the person who delivers the project)
Delivery
close out
phase
Close Out Document Approval (CODA)
  • Regions
    • Space, Asset and Engineering Asset projects: regional Manager, Project Management
  • NCA and PPB
    • Space, Asset and Engineering Asset projects: project Director

2. Project approval bodies for National Project Management System lite control points

For all real property projects, principles of the National Project Management System methodology (page available on Government of Canada network only) remain applicable; however the extent of documentation will vary depending upon a number of factors, including the project type, size and complexity, and sensitivity of the project. This NPMS Lite process defines simplifications to the NPMS process and deliverables, while still respecting NPMS principles as it applies to asset and space projects falling under the thresholds, as defined in the National Project Management System (NPMS) Policy and this directive.

If the project manager is engaged to complete activities to clarify delivery project scope, this must be communicated by the project leader in writing. In all cases, the project manager must validate that the information required to undertake the project is documented, before starting the delivery of the project.

The tables below delineate approval bodies for the NPMS Lite control points. For financial project approvals at Project Approval or Expenditure Authority control points, refer to Schedule 2 of the Real Property authorities (page available on Government of Canada network only) and most recent administrative restrictions.

Note - #2

That while authorities for each deliverable may, in some cases, be delegated to other organizational levels, it is the responsibility of the given approval authority to provide in writing a notification of this sub-delegation and the person responsible for that NPMS deliverable to keep this documented in the project files. In addition, any revised/amended deliverable needs to be approved at the same level of authority as is required by the original document.

Project approval bodies for National Project Management System Lite space projects less than 3,000 m2 rentable (regions), less than 5,000 m2 rentable (National Capital Area/Parliamentary Precinct Branch), and greater than $250K (GST/HST included, client costs excluded).

Project inception stage - #2

NPMS phase NPMS control points PSPC approval body
Definition phase
  • Regions
    Approved Tenant Requirements Package (TRP) and Client Accommodation Requirements Questionnaire (CARQ)
  • National Capital Area (NCA)
    Statement of Requirements Approval (SoRA) also required if PA > $1M
  • Regions
    • Accommodation Manager, Accommodation Management
  • National Capital Area (NCA)
    • Director, NCA Accommodation Management
  • Parliamentary Precinct Branch
    • Director, Owner Investor
  • Note
    • Client sign-off of TRP required
    • TRP is referred to as the Lease-Out Contract Offer in SIGMAFootnote 6

Project identification stage - #2

NPMS phase NPMS control points PSPC approval body
Initiation phase A Simplified Preliminary Project Plan Approval (SPPPA) is required.
  • Regions
    • Regional Manager, Accommodation Management
  • NCA
    • Director of the person leading the project
  • PPB
    • Director of the person leading the project
  • Note
    • For space renewal projects/exercise of options (no fit-up) where there is an existing lease in place, a Planned Lease Action Report (PLAR) can be used as a substitute for a Simplified Preliminary Project Plan
Feasibility phase and analysis phase

Project Approval (PA) and Expenditure Authority (EA)

PCRA if required

Where fit-up is required,Project Charter

Refer to Schedule 2, Real Property authoritiesFootnote 3 and most recent administrative restrictions.
  • Note
    • A separate feasibility report is not required for NPMS Lite projects
    • The use of short form IARs is accepted for NPMS Lite projects less than $1M
    • A long form IAR is required for projects over $1M
    • Client sign-off on Project Charter and documented means of confirmed Client funding are required where there is a fit up
    • For Space - Crown projects, an ECMP Checklist must be completed and sent to Environmental Services during this phase, if required as per the instructions in ELF 183Footnote 5
    • A PCRA is required for projects >$1M total value, including lease projects > $1M total value, including GST or HST, and excluding client costs, if applicable For real property lease-projects, the $1M threshold is based upon Project Approval values

Project delivery stage - #2

NPMS phase NPMS control points PSPC approval body
Planning phase

Simplified Project Management Plan Approval (SPMPA)

Where fit-up is required, Specific Service Agreement (SSA)

  • Regions
    • Regional Manager of Project Management
  • NCA and PPB
    • Project Director
  • Note
    • Confirmation that PA is still correct and doesn’t need to be amended is required
    • Client sign-off on a revised Project Charter may be required should project scope definition dictate
    • Space projects where the output of the Identification Stage is a lease/contract with no fit up, will have no NPMS control points in the Delivery stage
    • For Space - lease projects, an ECMP Checklist must be completed and sent to Environmental Services during this phase, if required as per the instructions in ELF 183.
Design
phase

Expenditure Authority (EA) / Amended Project Approval if required

PCRA if required

  • Refer to Schedule 2, Real Property authoritiesFootnote 3 and most recent administrative restrictions
  • Recommended by respective Investment Boards, if required
  • Demonstration to Investment Boards of NPMS ConformanceFootnote 2 is mandatory
  • Note for lease projects
    • The design phase includes obtaining Lease Contract Approval (LCA). Refer to Schedule 2, Real Property authoritiesFootnote 3
    • For existing facilities, the Project Approval control point includes a full Expenditure Authority (EA) to implement, therefore a second EA is not required. The Project Approval is to be reaffirmed in light of the rent and fit-up estimated in this phase. Should project parameters have changed (i.e. project cost) an amended Project Approval would be sought at this time
    • When a leased asset to be constructed is acquired (e.g. build to lease and lease purchase) an EA is required for project delivery
Implementation
phase
Turn Over Approval (TOA): Interim Certificate of Completion of Lessee's Improvements OR
Certificate of Substantial Performance
  • Project Manager (the role of the person who delivers the project)
Delivery close out
phase
Close Out Document Approval (CODA)
  • Regions
    • Senior Project Manager, Project Management
  • NCA and PPB
    • Senior Project Manager

Project approval bodies for National Project Management System Lite asset projects greater than $250K and less than $1M (GST/HST included, client costs excluded).

Project inception stage - #3

NPMS phase NPMS control point PSPC approval body
Definition phase Statement of Requirements Approval is replaced by the Recommended Building Management Plan (BMP) project listing.
If no BMP project listing exists, a simplified format of the Statement of Requirements (project justification) shall be used.
  • Projects > $250 K
    • Regional Manager, Owner Investor
    • Engineering Asset projects: asset Manager or Property Manager (if no Asset Manager is assigned)

Project identification stage - #3

NPMS phase NPMS control point PSPC approval body
Initiation phase A Simplified Preliminary Project Plan Approval (SPPPA) is required.
  • Asset Manager
  • Engineering Asset projects: asset Manager or Property Manager (if no Asset Manager is assigned)
Feasibility phase / Analysis phase Project Approval (PA) and Expenditure Authority (EA)
  • Refer to Schedule 2, Real Property authoritiesFootnote 3 and most recent administrative restrictions
  • Note
    • A separate feasibility report is not required for NPMS Lite projects
    • The use of short form IARs is accepted for NPMS Lite projects which include a feasibility analysis
    • An ECMP Checklist must be completed and sent to Environmental Services if required as per the instructions in ELF 183Footnote 5

Project delivery stage - #3

When deemed appropriate by the funding authority, Expenditure Authority may also be provided concurrently with Project Approval as per Schedule 2, Real Property authoritiesFootnote 3.

NPMS phase NPMS control point PSPC approval body
Planning phase Simplified Project Management Plan Approval (SPMPA)
  • Regions
    • Regional Managers, Project Management
  • NCA and PPB
    • Project Director
Design
phase
Expenditure Authority (EA)
  • Refer to Schedule 2, Real Property authoritiesFootnote 3 and most recent administrative restrictions
  • Demonstration of NPMS Compliance mandatory
  • Note
    • A short form IAR is required to obtain EA for project implementation
Implementation
phase
Turn Over Approval (TOA): Certificate of Substantial Performance Project Manager (the person who delivers the project)
Delivery close out
phase
Close Out Document Approval (CODA)
  • Regions
    • Senior Project Manager, Project Management
  • NCA and PPB
    •  Senior Project Manager

3. Project approval bodies for National Project Management System ultra lite control points

For all real property projects, principles of the National Project Management System methodology (page available on Government of Canada network only) remain applicable, however the extent and nature of documentation required will vary depending upon a number of factors including the project type, size and complexity, and sensitivity of the project. This NPMS Ultra Lite process is for projects greater than $25K and less than $250K that are low risk and low complexity, and is streamlined for projects by requiring fewer deliverables and with simplified requirements. It also allows the use of existing deliverables from outside of NPMS and defines when additional requirements exist.

A low risk and low complexity project that follows the NPMS Ultra Lite process must be anticipated to have the following characteristics:

Once approved by an authority higher than the PM/PL, the Specific Service Agreement and/or short form Investment Analysis Report will constitute the endorsement that the project meets the NPMS Ultra Lite project requirements.

The Specific Service Agreement and/or short form Investment Analysis Report required for NPMS Ultra Lite projects replaces the requirement for a separate Project Management Plan. For this reason, information on project scope, budget, timelines and potential risks shall be included in the Specific Service Agreement and/or in the Investment Analysis Report deliverable for the recommended solution.

If the project manager is to be engaged to prepare deliverables and provide details regarding project scope, budget, timelines and potential risks, this must be communicated by the Project Leader in writing.

The tables below delineate approval bodies for the NPMS Ultra Lite Control Points. For financial project approvals at Project Approval or Expenditure Authority control points, refer to Schedule 2 of the Real Property authorities (page available on Government of Canada network only) and most recent administrative restrictions.

Note - #3

That while authorities for each deliverable may, in some cases, be delegated to other organizational levels, it is the responsibility of the given approval authority to provide in writing a notification of this sub-delegation and the person responsible for that NPMS deliverable to keep this documented in the project files. In addition, any revised/amended deliverable needs to be approved at the same level of authority as is required by the original document.

Project approval bodies for National Project Management System ultra lite space projects less than $250K (GST/HST included, client costs excluded).

Project inception stage - #4

NPMS phase NPMS control point PSPC approval body
Definition phase Approved Tenant Requirements Package (TRP) and signed Client Accommodation Requirements Questionnaire (CARQ)
  • Regions
    • Accommodation Manager, Accommodation Management
  • National Capital Area (NCA)
    • Director, NCA Accommodation Management
  • Parliamentary Precinct Branch
    • Director, Owner Investor
  • Note
    • Client sign-off of Tenant Requirements Package (TRP) required
    • TRP is referred to as the Lease-Out Contract Offer in SIGMAFootnote 6

Project identification stage - #4

NPMS phase NPMS control point PSPC approval body
Initiation phase A Simplified Preliminary Project Plan Approval (SPPPA) is not required.
  • Not Applicable
Feasibility phase / Analysis phase Project Approval (PA) and Expenditure Authority (EA)
  • Refer to Schedule 2, Real Property authoritiesFootnote 3 and most recent administrative restrictions
  • Note
    • The short form IARs are required for Project Approval in NPMS Ultra Lite projects
    • Documented means of confirmed Client funding are required where there is fit-up
    • For Space – Crown projects, an ECMP Checklist must be completed and sent to Environmental Services during this phase, if required as per the instructions in ELF 183Footnote 5

Project delivery stage - #4

NPMS phase NPMS control point PSPC approval body
Planning phase

A Simplified Project Management Plan Approval (SPMPA) is not required

Specific Service Agreement (SSA) where fit-up is required

  • Not applicable
  • Note
    • Details of the scope, timeline, risks and budget must be included in the short form IAR development
    • Space projects where the output of the Identification Stage is a lease/contract with no fit up, will have no NPMS control points in the Delivery stage
    • For Space - lease projects, an ECMP Checklist must be completed and sent to Environmental Services during this phase, if required as per the instructions in ELF 183.
Implementation
phase
Turn Over Approval (TOA): interim Certificate of Completion of Lessee's Improvements OR Certificate of Substantial Performance
  • Project Manager (the role of the person who delivers the project)

Project approval bodies for National Project Management System ultra lite asset projects less than $250K (GST/HST included, client costs excluded).

Project inception stage - #5

NPMS phase NPMS control point PSPC approval body
Definition phase Building Management Plan (BMP) project listing, or Simplified Statement of Requirements (SSOR) Approval
  •  Projects < $250 K
    • Asset Manager
    • Engineering Asset projects: asset Manager or Property Manager (if no Asset Manager is assigned)

Project identification stage - #5

NPMS phase NPMS control point PSPC approval body
Initiation phase A Simplified Preliminary Project Plan Approval (PPPA) is not required. Not applicable
Feasibility phase / Analysis phase Project Approval (PA) and Expenditure Authority (EA)
  • Refer to Schedule 2, Real Property authoritiesFootnote 3 and most recent administrative restrictions
  • Note
    • The short form Investment Analysis Reports are required for Project Approval in NPMS Ultra Lite projects
    • An ECMP Checklist must be completed and sent to Environmental Services if required as per the instructions in ELF 183Footnote 5

Project delivery stage - #5

NPMS phase NPMS control point PSPC approval body
Planning phase A Simplified Project Management Plan Approval (SPMPA) is not required Not Applicable
  • Note
    • Details of the scope, timeline, risks and budget must be included in the short form IAR development
Implementation
phase
Turn Over Approval (TOA): Certificate of Substantial Performance
  • Project Manager (the role of the person who delivers the project)

Annex B—Process for tenant service projects and projects funded by other government departments

1. Scope

This process applies to all PSPC employees involved in the management of tenant service projects and other real property projects carried out for and funded by other government departments (OGDs). These projects may be delivered in PSPC-administered or OGD-administered facilities.

Note - #4

Real Property Branch, PSPC, provides services to other government departments (OGDs) under agreements as a Common Service Organization (CSO), and as such does not fund claims and liabilities, as per the TB Policy on Decision Making in Limiting Contractor Liability in Crown Procurement Contracts (September 2003). The presence of PSPC in such a process does not remove the financial responsibilities of the client department; i.e. the Client, not PSPC, is responsible for the funding of any costs associated with the project. Treasury Board policy states that liabilities arising from contracting activities are the responsibility of the originating department.

Tenant Service projects must comply with Government of Canada Workplace 2.0 Standards and are subject to the PSPC non-compliance approval process.

2. Purpose

This annex describes the components and requirements of the National Project Management System when managing OGD and tenant service projects.

3. Details of the process

For tenant service projects and projects carried out for and funded by OGDs, the NPMS practices shall be applied in keeping with respective client approvals and governance. OGDs are responsible for project and funding approvals. The National Project Management System Directive for real property projects, the NPMS website, and the NPMS Real Property Project Thresholds Matrix which provides deliverable templates, deliverable requirements and knowledge area technical guidance, should be referenced in developing and delivering projects under this process.

3.1. National Project Management System “full” process for tenant service and other government department projects greater than $1 million (GST/HST included, client costs excluded)

For tenant service and OGD projects that fall under the NPMS Full category (that is, projects with a threshold greater than $1M), NPMS Full documentation must be used, with further details on the specific deliverables required outlined in sections 3.1.1 to 3.1.5 below.

3.1.1 Preparation of a simplified statement of requirements

Before commencing work on a Tenant Service Project, a simplified statement of requirements must be completed.

3.1.2 Preparation of a specific service agreement and project charter

Before commencing work, a specific service agreement (SSA) and Project Charter shall be established between the Client and the PSPC Project Manager to document Client identified key parameters of the project (scope, timing, and funding), as well as establish guiding principles, respective roles and responsibilities, and an issue resolution process for the delivery of the project. Note that the SSA and Project Charter agreements shall be reviewed with the accountable Senior Project Manager / PSPC Project Leader.

The OGD approval authority and the RPB service provider authority must sign the SSA and Project Charter, confirming client commitment to funding. (See: Department-Wide authorities [page available on Government of Canada network only]). The Project Charter must be annexed to the SSA in order to confirm client commitment to expend client funds and PSPC resources in developing and/or delivering the defined project.

Before entering into the SSA and finalizing the Project Charter, the Project Manager shall review the project scope, funding and schedule objectives for the project. See the Annex 1—Specific service agreement / Project charter checklist.

3.1.3 Preparation of a project management plan

Before creating the Project Management Plan, the PSPC Project Manager must review previous decisions and plans made by the Client that have been shared. This is done in consultation with the Client in order to understand the project requirements and confirm that the project, as requested by the OGD for PSPC to deliver, can be undertaken in accordance with project goals and objectives, with the provided funding (based on project approvals obtained by the client).

The PSPC Project Manager shall then prepare the Project Management Plan for work to be undertaken by PSPC, including all internal and external goods and services providers for which PSPC will be responsible. The PSPC Project Manager shall update Project Management Plan as the project develops and decisions are made.

3.1.4 Delivery of project

To deliver the project, the Project Manager shall follow the NPMS Knowledge Areas and Methodology to deliver the project. The project scope shall be delivered as outlined in the SSA and Project Management Plan and all relevant contracting procedures (see NPMS Knowledge Areas Procurement and Claims Management). The Project Manager must also ensure that the project is reviewed for quality and accuracy (see NPMS Knowledge Area—Quality Management).

3.1.5 Project close out

During the Project Close Out Phase, the Project Manager must document lessons learned as per the NPMS Close Out Phase, and forward results to the appropriate regional NPMS Continual Improvement Team representative.

The Project Manager shall update the Project Management Plan in order to document an overall assessment of the completed project, including information such as evaluation reports, lessons learned. He or she must ensure that the project is administratively closed out and includes completion of all contract administration activities, and must gather and obtain client feedback.

The table below delineates approval bodies for the NPMS Full Control Points. Financial project approvals at Project Approval or Expenditure Authority control points are the responsibility of the tenant/OGD client.

Note - #5

That while authorities for each deliverable may, in some cases, be delegated to other organizational levels, it is the responsibility of the given approval authority to provide in writing a notification of this sub-delegation and the person responsible for that NPMS deliverable to keep this documented in the project files. In addition, any revised/amended deliverable needs to be approved at the same level of authority as is required by the original document.

Approval bodies for National Project Management System full tenant service and other government department projects greater than $1M (GST/HST included, client costs excluded).

Project inception stage - #6

NPMS phase NPMS control point PSPC approval body
Definition phase Simplified Statement of Requirements Approval
  • OGD Projects > $1M
    • Not applicable
  • Tenant Service Projects > $1M
    • PSPC Asset Manager
  • Note
    • The simplified statement of requirements must at a minimum include a clear definition of the requirement and of the scope of work to be undertaken

Project delivery stage - #6

NPMS phase NPMS control point PSPC approval body
Planning
phase
Project Charter Approval PSPC person accountable for delivering the project and Authorized Client Representative(s) with Financial Signing Authority.
  • Note
    • Client sign-off on Project Charter required
    • An ECMP Checklist must be completed and sent to Environmental Services if required as per the instructions in ELF 183Footnote 5.
Signed Specific Service Agreement
  • Authorized Client Representative(s) with Financial Signing Authority and PSPC Representative Sign off (Refer to Schedule 1, Department-Wide authoritiesFootnote 4 and most recent administrative restrictions.)
Project Management Plan Approval (PMPA)
  • Regions
    • PSPC Regional Manager, Project Management
  • NCA
    • PSPC Project Director, Project Management
  • PPB
    • PSPC Project Director
Design
phase
Expenditure Authority (EA) is the responsibility of the tenant/ OGD.
  • Not Applicable
  • Note
    • The Design Phase shall conclude with an Approval Document (AD) consisting of a documented evidence of Project Leader acceptance of Design Development drawings and substantive construction cost estimate
Implementation
phase
Turn Over Approval (TOA): Certificate of Substantial Performance
  • PSPC Project Manager (the role of the person who delivers the project)
Delivery close out
phase
Close Out Document Approval (CODA)
  • Regions
    • PSPC Regional Manager, Project Management
  • NCA
    • PSPC Project Director
  • PPB
    • PSPC Project Director

3.2 National Project Management System "lite" process for tenant service and other government department projects greater than $250 thousand but less than $1 million (GST/HST included, client costs excluded) and low risk/complexity

For projects greater than $250K but less than $1M, simplified templates (consistent with NPMS principles) of the Project Charter, Statement of Requirements, and Project Plan (as defined within this process) shall be used and can be found under the deliverables section of the NPMS website.

If the project manager is engaged to complete activities to clarify delivery project scope, this must be communicated by the Client in writing. In all cases the project manager must validate that the information required to undertake the project is documented before starting the delivery of the project.

The table below delineates approval bodies for the NPMS Lite Control Points. Financial project approvals at Project Approval or Expenditure Authority control points are the responsibility of the tenant/OGD client.

Note - #6

That while authorities for each deliverable may, in some cases, be delegated to other organizational levels, it is the responsibility of the given approval authority to provide in writing a notification of this sub-delegation and the person responsible for that NPMS deliverable to keep this documented in the project files. In addition, any revised/amended deliverable needs to be approved at the same level of authority as is required by the original document.

Approval bodies for National Project Management System lite tenant service and other government department Projects less than $1M and greater than $250K (GST/HST included, client costs excluded).

Project inception stage - #7

NPMS phase NPMS control point PSPC approval body
Definition phase Simplified Statement of Requirements Approval
  • OGD Projects < $1M
    • Not applicable
  • Tenant Service Projects < $1M
    • PSPC Asset Manager

Project delivery stage - #7

NPMS phase NPMS control point PSPC approval body
Planning
phase
Project Charter Approval PSPC person accountable for delivering the project) and Authorized Client Representative(s) with Financial Signing Authority.
  • Note
    • Client sign-off on Project Charter required
    • An ECMP Checklist must be completed and sent to Environmental Services if required as per the instructions in ELF 183Footnote 5
Signed Specific Service Agreement
  • Authorized Client Representative(s) with Financial Signing Authority and PSPC Representative Sign off (Refer to Schedule 1, Department-Wide authoritiesFootnote 4 and most recent administrative restrictions.)
Simplified Project Management Plan Approval (SPMPA)
  • Regions
    • PSPC Regional Manager, Project Management
  • NCA
    • PSPC Project Director, Project Management
  • PPB
    • PSPC Project Director
Design
phase
Expenditure Authority (EA) is the responsibility of the tenant/ OGD.
  • Not applicable
  • Note
    • The Design Phase shall conclude with an Approval Document (AD) consisting of a documented evidence of Project Leader acceptance of Design Development drawings and substantive construction cost estimate
Implementation
phase
Turn Over Approval (TOA): Certificate of Substantial Performance
  • PSPC Project Manager (the role of the person who delivers the project)
Delivery close out phase Close Out Document Approval (CODA)
  • Regions
    • PSPC Senior Project Manager, Project Management
  • NCA and PPB
    • PSPC Senior Project Manager

3.3 National Project Management System "ultra lite" process for tenant service and other government department projects less than $250 thousand

This NPMS Ultra Lite process is for tenant service and OGD projects under $250K that are low risk and low complexity, and is streamlined for projects with fewer deliverables and simplified requirements. It also allows the use of existing deliverables from outside of NPMS and defines when additional requirements exist.

A low risk and low complexity project that follows the NPMS Ultra Lite process must have the following characteristics:

If the project does not have the characteristics mentioned above, it must follow the NPMS Lite process.

In the NPMS Ultra Lite process, a Specific Service Agreement (SSA) includes the requirements that are typically outlined in a Project Management Plan. Therefore, at a minimum, the SSA shall include details on:

If the project manager is to be engaged to prepare deliverables and provide details regarding project scope, budget, timelines and potential risks, this must be communicated by the Project Leader in writing. In all cases, the project manager must validate that the information required to undertake the project is documented before starting the delivery of the project.

The table below delineates approval bodies for the NPMS Ultra Lite Control Points. Financial project approvals at Project Approval or Expenditure Authority control points are the responsibility of the tenant/OGD client.

Note - #7

that while authorities for each deliverable may, in some cases, be delegated to other organizational levels, it is the responsibility of the given approval authority to provide in writing a notification of this sub-delegation and the person responsible for that NPMS deliverable to keep this documented in the project files. In addition, any revised/amended deliverable needs to be approved at the same level of authority as is required by the original document.

Approval bodies for National Project Management System Ultra Lite tenant service and other government department projects less than $250K (GST/HST included, client costs excluded).

Project inception stage - #8

NPMS phase NPMS control point PSPC approval body
Definition phase Simplified Statement of Requirements Approval
  • OGD Projects < $250K
    • Not required.
  • Tenant Service Projects < $250K
    • PSPC Asset Manager

Project delivery stage - #8

NPMS phase NPMS control point PSPC approval body
Planning phase Signed Specific Service Agreement
  • Authorized Client Representative(s) with Financial Signing Authority and PSPC Representative Sign off (Refer to Schedule 1, Department-Wide authoritiesFootnote 4 and most recent administrative restrictions)
A Simplified Project Management Plan Approval (SPMPA) is not required
  • Not applicable
  • Note
    • Details of the scope, timeline, risks and budget must be included in the Specific Service Agreement
    • An ECMP Checklist must be completed and sent to Environmental Services if required as per the instructions in ELF 183Footnote 5
Implementation
phase
Turn Over Approval (TOA): Certificate of Substantial Performance
  • PSPC Project Manager (the role of the person who delivers the project)

4. Roles and responsibilities

The roles and responsibilities outlined below describe a function/role and not a job title.

The roles of other government departments include:

PSPC Project Managers are responsible for:

PSPC Project Leaders are responsible for the completion of the Project Charter and signed SSA with the requesting OGD/Client in tenant service projects (where the Project Leader is the PSPC Property and Facility Manager).

5. References

Treasury Board publications

Public Services and Procurement Canada publications

6. Attachments

Annex 1—Specific service agreement / Project charter checklist

This checklist is to be completed by the Project Manager before entering into an SSA agreement, confirming understanding of the project scope agreement. Completed checklist is to be kept in the project file.

Client approvals
Legend

[ ]: Checkbox area

Highest project approval obtained

Project scope definition
Real Property Branch resources necessary to deliver project

Project Manager:

Date signed:

7. Enquiries

Please direct enquiries about this process to SNGP.NPMS@tpsgc-pwgsc.gc.ca.