Project Execution Plan
Building Blocks
Extension Grant Scheme 2025
Project Execution Plan
Strand Grant applied for: Please
Tick
1) Extension
2) Purchase
3) Construction
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Project Execution Plan
Contents
1 Project/Programme Details
2 Document Details
▪ 2.1 Document distribution
▪ 2.2 Related documents
3 Project Definition
▪ 3.1 Project Introduction, background and history
▪ 3.2 Project objectives
4 Project Organisation and Authority
▪ 4.1 Project Governance
▪ 4.2 Key Roles and Responsibilities
5 Project Management
▪ 5.1 Programme Management Roles and Responsibilities
▪ 5.2 Programme Overview
▪ 5.2.1 Project milestones
▪ 5.2.2 Project Programme
6 Project Budget/Cost Management
▪ 6.1 Budget/Cost Management Roles and Responsibilities
▪ 6.1.1 Budget Estimates, Cost Management & Project Cash Flow
▪ 6.2 Budget Estimates - update procedure
7 Procurement
▪ 7.1 Procurement procedures
▪ 7.2 Procurement roles and responsibilities
▪ 7.3 Procurement process overview
▪ 7.4 Procurement outcomes
8 Quality management
▪ 8.1 Quality management procedures
▪ 8.2 Quality management roles and responsibilities
▪ 8.2.1 Scope Design Management
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9 Project Administration & Communications
▪ 9.1 Project administration overview
▪ 9.2 Project administration roles and responsibilities
▪ 9.3 Document Control
▪ 9.3.1 Document numbering
▪ 9.3.2 Document storage and version control
▪ 9.4 Correspondence Control
▪ 9.4.1 Correspondence control system
▪ 9.5 Meeting management
▪ 9.5.1 Meetings schedule
10 Risk management
▪ 10.1 Risk management roles and responsibilities
▪ 10.2 Risk Register
▪ 10.3 Risk Reporting
11 Health & Safety
▪ 11.1 H&S management roles and responsibilities
▪ 11.2 H&S Design Risk Assessment
▪ 11.3 H&S Reporting
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Project Execution Plan
1 Project Details
Project Name
Project Location
Registered Owner (i.e. Board
Members, Partnership Members,
Individual Owner)
Programme Manager
(Company/Business member
overseeing the delivery of works)
Project Manager (Appointed
Professional i.e. Architect, Engineers
etc.)
Proposed Construction start Date
2 Document Details
As Applicable (e.g. Project Drawing Schedule, Specifications, Cost Plan, Risk Register and Programme)
Documents listed below should be updated throughout the delivery process.
Title Version/ Status Date Author Approved Details of changes
Revision /Editor
(Draft or (Sponsor)
Approved)
2.1 Document distribution (Circulation list)
(Please list recipients of updated documents
Name File owner & Location
E.G. (Board Member/Senior Crèche
Staff/Design Team Member)
2.2 Related documents
Please provide copies of all relevant project technical information enclosed as Appendix to this document
I.e. Project Drawings, Specifications, Planning Permission and other statutory consents, Cost Plan and Programme.
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Project Execution Plan
3 Project Definition
3.1 Project Introduction, background and history
Explanation of the Proposed Project.
If building works are necessary, please identify if the project will be delivered by a turnkey model. I.e. completely
finished and ready for occupation by the main Contractor, or delivered with Main Contractor completing the Main
Construction works, with fit out works & furnishing undertaken via separate appointments.
3.2 Project objectives
Table 3.2 – Programme & Project Objectives
Objective Sub-objective Measures
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Project Execution Plan
4 Project Organisation and Authority
4.1 Project Governance
4.1 illustrates the overall governance structure for the project. Required approvals and approving authorities are set
out in table 4.1.
Table 4.1 - Required approvals and approving authorities
(i.e. Planning Permission, Fire Safety Certificate (FSC), Disability Access Certificate (DAC) as applicable)
Approving authority Required approvals
4.2 Key Roles and Responsibilities
Tables 4.2.1 to 4.2.2 list the key personnel, advisors and third parties associated with the scheme and sets out their
roles and responsibilities.
Table 4.2.1 – e.g. Board or owner of ELC service-
Role Name Responsibilities
Table 4.2.2 – Project advisory team roles and responsibilities. (Non-exhaustive sample advisory team listed, please
amend accordingly)
Role Name Responsibilities
Project Manager
Architect
Engineer (Civil / Structural)
Services Engineer
PSDP (Project Supervisor
Design Process)
Assigned Certifier
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5 Project Management
5.1 Programme Management Roles and Responsibilities
The principal focus of the programme management process is vested in the roles and responsibilities defined in
Table 5.1 below:
Table 5.1 - Roles & Responsibilities
Role Name Responsibilities
5.2 Programme Overview
5.2.1 Project milestones
The start and completion dates of key project tasks which constitute the baseline programme should be summarised
in Table 5.2 below:
Table 5.2 – Project Milestones
Key Task, Activity or Deliverable Start Date Completion Date Owner
5.2.2 Project Programme
Please provide copy of Project Programme, Project Programme to be enclosed as Appendix to this document (In Gantt
Chart Form).
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Project Execution Plan
5.3 Progress Meetings
A series of Progress Meetings shall be held throughout the project life-cycle to provide a forum for progress review,
resolution of key progress issues and identification of key actions. Table 5.3 lists the progress meetings that shall be
held along with their frequency, key attendees and chairperson:
Table 5.3 – Progress Meetings
Meeting Title Frequency Attendance Chair Person
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Project Execution Plan
6 Project Budget/Cost Management
6.1 Budget/Cost Management Roles and Responsibilities
The principal focus of the cost management process is vested in the roles and responsibilities defined in Table 6.1
below:
Table 6.1 – Cost Management Roles & Responsibilities
Role Name Responsibilities
6.1.1 Budget Estimates, Cost Management & Project Cash Flow
Please provide a copy of Project Budget / Cost Report, to be enclosed as Appendix to this document. Note: Overall
project costs to include a minimum 15% for contingencies.
6.2 Budget Estimates - update procedure
Please describe budget review & update procedures
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Project Execution Plan
7 Procurement
7.1 Procurement procedures
The procedures for the procurement of services, works and supplies for all elements of the projects shall be detailed
below.
7.2 Procurement roles and responsibilities
The principal focus of the procurement management process is vested in the roles and responsibilities defined in
table 7.2 below:
Table 7.2 – Project Procurement Roles & Responsibilities
Role Name Responsibilities
7.3 Procurement process overview
Please provide copies of all relevant project technical information
Contract i.e. Capital Management works framework (CWMF)
Table 7.3 – Forms of Contract
Contract Type Form of contract Comments
7.4 Procurement Outcome
A copy of any Tender Assessment Report can be included in Appendix of the Project Execution
Plan.
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Project Execution Plan
8 Quality management
8.1 Quality management procedures
Please describe quality procedures below:
8.2 Quality management roles and responsibilities
The principal focus of the quality management process is vested in the roles and responsibilities defined in Table 8.2
below:
Table 8.2 – Quality Management Roles & Responsibilities
Role (E.G) Name Responsibilities
Programme
Manager
Project Design Team
Lead
Design Team
Members
8.2.1 Scope Design Management
Objective: Manage the project design and design changes in a consistent and efficient manner. Provide Design
Information and documents appropriate to each stage of the design including production of Design Risk register
and all necessary categorised checks.
Responsibility: All Design Team members
Quality Records: Drawings; Specifications; Design Risk register; Minutes of design meetings; Design Reports; Health
& Safety File.
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Project Execution Plan
9 Project Administration & Communications
9.1 Project administration overview
This section of the Project Execution Plan sets out the procedures for managing project administration including:
Document control, correspondence control, meeting management,
9.2 Project administration roles and responsibilities
The principal focus of project administration is vested in the roles and responsibilities defined in Table 9.2 below:
Table 9.2 – Project Administration Roles & Responsibilities
Role Name Responsibilities (E.G. Below)
Administration within xxxxx and management of all
communications with external stakeholders, funders and
governance bodies
Design Team Leader and Project Manager form the technical
delivery of the Design Team services.
Chairing and managing design team / Client technical meetings
Preparation of PEP, project program, risk register and client
reporting
Providing assistance and back up to Project lead in administering
the Technical Delivery
Performing the role or ER on behalf of the client in administering
and managing the building contract.
9.3 Document Control
9.3.1 Document numbering
Documents prepared on the project predominantly relate to technical (drawings and specifications) and budget
reports. The document numbering system on the project is generated automatically by the individual designers in
accordance with their internal Quality Assurance procedures. All design team members operate an ISO 9001
accredited Quality Management System. All documents issued externally are also accompanied by a transmittal
sheet.
9.3.2 Document storage and version control
Technical information prepared by the Design Team and other documents shall be stored electronically on an
external shared platform where project participants will be provided with access on an as-needs basis. The DT lead
will be required to create an agreed shared project folder with the project stakeholders as notified by the PM. The
Folder shall have a sub-folder dedicated to each of the projects DT consultants. Each sub-folder is to contain a full
set of the consultant’s current drawings together with a drawing register. The consultant will be required to manage its
folder and keep it up to date. The folder structure will be as follows:
Project
Code (Ref and name)
o Architects
o C&S Engineer
o M&E Engineer
o QS
o Assigned
Certifier...
o Milestone Documents
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Project Execution Plan
o Statutory approvals
o Tender Document
o H&S files + as builts
9.4 Correspondence Control
9.4.1 Correspondence control system
When the formal building contract is established, all contract correspondence should be received and issued
electronically through the project manager. All scanned documentation shall be attached to the electronic
correspondence l o g by the Document Controller. It should be noted all contractual correspondence should be
received and issued following the procedures and timelines within the building contract. All Documents, drawings
and sketches being submitted will be submitted in electronic format.
All Project Team members will be provided access to a document management system. As a safeguard all incoming
correspondence, should also be e mailed to team members on the distribution list, as appropriate.
9.5 Meeting management
9.5.1 Meetings schedule
Table 9.5.1 sets out the regular meetings held on the
project.
(Level of design Team meetings shall be applicable to Contract type)
Table 9.5.1 – Regular Project Meetings
Meeting (E.G. Below) Chair Purpose (E.G.) Frequency / Output (E.G.)
Timing
Client (Steering Group) Project progress client Meeting minutes
/ Design Team briefing and decisions Risk register
Meetings
Design Team Meetings Design Team technical Meeting minutes
meetings
Briefings on project Meeting minutes
progress, programme
and budget
Briefings to xxxxx on Meeting minutes
project progress,
programme and
budget
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Project Execution Plan
10 Risk management
The procedure for the identification, assessment, and mitigation of project risks are managed through the
preparation and maintenance of a project risk register. This register identifies the risk and provided a status to the
risk along with a low/medium / high likelihood. The responsibility for actions is identified along with the mitigation
and any impacts on cost and program are recorded. The procedure is that project risks are identifies and discussed,
updated and managed at regular design team and client meetings and recorded on the risk register.
10.1 Risk management roles and responsibilities
The principal focus of the risk management process is vested in the roles and responsibilities defined in Table 10.1.1
below:
Table 10.1.1 – Risk management Roles &
Responsibilities
Role (E.G. Below) Name Responsibilities (E.G. Below)
Programme Overview of project risks and those associated with funding &
Manager/ Steering grants form xxxxxx communications and governance
Group
Lead Designer Identification and management of Design Team Risk associated
with planning & detailed design process, Health & Safety
Quantity Surveyor Identification and management risks associated with Costs and
Budgets, market conditions and contingencies
10.2 Risk Register
The Risk Register is key document which provides full details in relation to the description, classification, assessment,
and mitigation of all risks to the project. The development of the Risk Register is an iterative process and requires
sustained effort to fully capture, clear actions, action owners, completion dates and modelling outputs. The register
will remain as a live document, subject to regular amendment as new risks are documented and current risks are
managed out. Individual risks will be regularly reviewed with the risk owners and the project team and updated as
required. This process will provide an ongoing assessment of the risks in the light of project development and the
impact of control actions taken.
10.3 Risk Reporting
The Risk Register will be reviewed on a monthly basis and actual progress in implementing mitigation actions will be
reviewed against planned progress. In order to ensure the success of the project, all key risks will be identified and
reported through the reporting process. Where appropriate issues arise, they will be assigned a priority according
to the extent and severity of their impact. These risks to be assigned to the appropriate personnel to ensure their
resolution and take whatever actions are necessary. Issues arising from project risks will be proactively managed
until resolved.
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Project Execution Plan
11 Health & Safety
The Safety, Health and Welfare at Work (Construction) Regulations 2013 defines 'client' as a person for whom a
project is carried out. The regulations place certain duties on Clients. These duties are intended to ensure that the
project is designed and constructed by competent persons. ……………..are aware of their Statutory Duties and
shall follow the statutory advice on all H&S matters relating to the project as follows:
Employ competent designers and contractors to carry out the work
Appointment in writing, before design work starts, of a competent and adequately resourced project
supervisor for the design process (PSDP), as required.
Appointment in writing, before construction work starts, of a competent and adequately resourced
project supervisor for the construction process (PSCS), as required.
Co-operate with the project supervisor and supply necessary information;
Keep and make available the safety file (provided by the PSDP) for the completed structure. The safety
file contains information on the completed structure that will be required for future maintenance or
renovation.
Provide a copy of the safety and health plan prepared by the PSDP to every person tendering for the
project. In the case of projects on a domestic dwelling it is sufficient for the Client to provide the plan to
the PSCS when they have been appointed.
Notify the Authority where construction is likely to take more than 500 persons days or 30 working days.
11.1 H&S management roles and responsibilities
The principal focus of the H&S management process is to comply with all project participants Statutory Client duties
of Safety, Health and Welfare at Work (Construction) Regulations 2013. Theses H&S roles and responsibilities are
outlined in table 11.1 below.
Table 11.1 – H&S Roles & Responsibilities
Role Name Responsibilities (E.G. Below)
Client Statutory Client duties of Safety, Health and Welfare at Work
(Construction) Regulations 2013 defines
PSDP Statutory PSDP duties of Safety, Health and Welfare at Work
(Construction) Regulations 2013 defines
PSCS Statutory PSCS duties of Safety, Health and Welfare at Work
(Construction) Regulations 2013 defines
Designers Preparation of Design Risk assessment and co-operation with
PSCS/ PSDP. Compliance with statutory duties of Designers as
defined in Safety, Health and Welfare at Work (Construction)
Regulations 2013 defines
11.2 H&S Design Risk Assessment
All designer must ensure that the project is capable of being constructed to be safe, can be maintained safely and
complies with all relevant safety and health legislation. Designers must prepare a Design Risk Assessment and
provide to the PSDP to:
Identify any hazards that my design may present during construction and subsequent maintenance
Where possible, eliminate the hazards or reduce risk
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Project Execution Plan
Where there are residual risks, Designers must
Communicate necessary control measures
Design assumptions or remaining risks to the Project Supervisor Design Process (PSDP) so that they can be
dealt with in the Safety and Health Plan
Co-operate with other designers and the Project Supervisor Design Process (PSDP) or Project Supervisor
Construction Stage (PSCS)
Take account of any existing safety and health plan or safety file
Comply with directions issued by the PSDP or PSCS
Where no PSDP has been appointed, inform the client that a PSDP must be appointed
11.3 H&S Reporting
H&S reporting will be reviewed on a monthly basis at Design stage by the PSDP and will form a integral part of the
contractor reporting at fortnightly site meetings once construction commences.
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Project Execution Plan
Appendix – Documents Included
Please list all additional documents included with the PEP
(E.G. Project Drawings, Specifications, Planning Permission and other statutory consents, Cost Plan and Programme)
No. Document Name
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
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