Real Property National Project Management System continual improvement team

Terms of reference

On this page

• 1. Mandate
• 2. Chair
• 3. Membership
• 4. Governance structure
• 5. Roles and responsibilities
• 6. Operations of the Committee
• 7. Changes to the terms of reference

Date established: 2006

Date updated: March 8, 2017

1. Mandate

The National Project Management System Continual Improvement (CI) team is the main instrument through which the continual improvement of real property project management of the Department is conducted.

The team is to:

• provide a continual improvement framework of custodianship and sustainability for the management of change activities for departmental real property project management practices and frameworks
• act as a central authority for the development, review, national consultation, approval or coordination of approval to upper levels and dissemination of information related to real property project management practices/frameworks and the quality of the related documentation
• promote the use of the established project management practices/frameworks and the related documentation for the provision of project management services for the entire life-cycle of real property projects in all real property business lines
• provide a quality assurance role for the review, evaluation, amendment and continual improvement of nationally consistent documentation related to real property project management services
• develop new policy instruments and major changes to existing instruments

2. Chair

Manager, Project Management Practices (Project Management service line)

3. Membership

• One regional manager of project management from each region:
  • Pacific
  • Western
  • Ontario
  • Quebec
  • Atlantic
• Two (as a minimum) representatives from the regional groups involved in real property projects, typically Project Management, Accommodation Management, Environment, Property and Facility Management, Owner/Investor, Project Leadership, Quality Management and Portfolio Management:
  • Pacific
  • Western
  • Ontario
  • Quebec
  • Atlantic
• One or two representatives from the following organizations
  • Parliamentary Precinct (typically project management and owner/investor groups)
  • Workplace Solutions (service line)
  • Strategic Planning, Administration and Renewal (sector)
  • National Investment Management (Portfolio and Asset Management service line, including National Capital Area (NCA) Owner Investor)
  • Strategic Sourcing (sector)
  • Technical Services (service line)
  • NCA accommodation (National Strategic Client Relations and Demand Management)
  • Project Management service line, typically program office, project management, project leadership/project development
• National project management practices team (Project Management Service Line)

4. Governance structure

The team reports to the Real Property Project Management Improvement Steering Committee.

5. Roles and responsibilities

Chair is to:

• provide overall management / oversight of the national team
• liaise, present, and seek approval for all proposed amendments to NPMS through the Real Property Project Management Improvement Steering Committee
• chair all meetings and oversee national sub-committee work

Regional coordinator (to be appointed by the region) is to:

• coordinate CI team related activities undertaken by regional members
• work with other regional members, present united regional positions on all matters
• coordinate regional training for staff
• assist with or coordinate the annual NPMS Project Conformance Reviews and associated reporting
• act as central regional spokesperson and liaise with regional managers and senior management on project management matters
• work with regional management and regional staff with appropriate and substantial hands on regional project leadership/management work experience
• ensure that regional (or Service Line) representation is sufficient and appropriate. Work with Regional or Service Line management to have representatives assigned to the CI team

Members are to:

• represent their respective business lines/regions, communicate issues, and interact to define and prioritize requirements to enhance the project management practices/frameworks and regional project management methods, practices, and issues
• assist with training related to the project management practices/frameworks and ensure coordination and effective administration
• ensure that the project management practices/frameworks documentation and processes remain compliant with Treasury Board policy, are issued at the appropriate organizational level, and that new initiatives conducted are 'championed' appropriately
• seek feedback from regional stakeholder groups
• provide business line feedback to regional coordinator and national team
• review the approval or rejection of proposals for improvement presented by regional representatives and develop implementation strategies as required
• recommend improvements to project management related policies and overall project management framework governance
• participate, as required, to coordinate, schedule, and manage audit functions within regions
• report on NPMS effectiveness and conformance level of users (within the region)
• analyze, develop and implement administrative and minor changes/improvements to project management practices/frameworks

6. Operations of the Committee

Meeting structure

The meeting agenda is to focus on real property project management practices and frameworks, the governance of real property projects, the management of projects delivered (internally and externally) and current project management issues.

Agenda

The agenda is issued by the secretariat prior to the meeting, and members can make additions. The final agenda is approved by the Chair.

Participation

Team members will arrange for substitutions with advance notice to the Chair. Members shall ensure that substitutes have the necessary knowledge and authority.

Languages

The official languages of the Committee shall be English and French.

Frequency of meetings

Meetings shall be held typically on a monthly basis except December. Additional meetings may be called at the discretion of the Chair.

Venue

Meetings are conducted via teleconference from the National Capital Area except for two in-person meetings typically in the fall and in the winter. National Capital Area members are encouraged to attend in-person. Bi annual in-person meetings may be occasionally held in regions.

Meeting documentation

Presentation or discussion material is to be provided to the secretariat 10 days in advance of meeting for distribution to the members in a timely manner.

Quorum

Meetings require a quorum of at least one representative from the regions (Pacific, Western, Ontario, Quebec, Atlantic and NCA) in addition to the Chair.

Decisions

Decisions are reached by simple majority vote by the members for final approval by the Chair.

Secretariat

Secretariat support is provided by the Project Management service line.

Minutes – Record of Decisions:

A record of decisions (ROD) is prepared by the secretariat and circulated to members for review and comment in advance of the next meetings. Comments are reviewed and considered by the Chair. The final ROD is presented to members for final adoption at the next meeting.

7. Changes to the terms of reference

Changes to the Terms of Reference are to be discussed by the Team and approved by the Chair.

Date modified:

2019-11-06