Use Case: SurePact Project Workflow

Let’s look at a typical use case for SurePact: renovation of an unsafe local playground. 

The SurePact workflow follows the project workflow.

Phase 1: Project Initiation and Planning

• 1.1 Define the Project Scope and Objectives: Our goal is to renew an existing playground that has been deemed unsafe by council inspection. The project involves demolishing the existing playground, purchasing new equipment, and constructing surfaces that meet current industry standards. 
• 1.2 Identify Stakeholders: Key stakeholders include the Director of Finance, Director of Engineering, CEO, Council members, the community, a designer, and an engineering company. Community engagement is pivotal during the design phase to incorporate valuable input. 
• 1.3 Formulate the Project Team: The project team consists of the Project Manager, Director of Engineering, designer, engineering company, and relevant sub-contractors. Effective coordination and communication among team members are essential. 
• 1.4 Source Funding and Budgeting: To fund the project, explore external funding opportunities. A grant is available through Community Betterment by the State Department of Community and Love. The funding opportunity offers $1,000,000 for possible allocation to a community project, with the applicant co-contributing. 
• 1.5 Application Process: 
  • The application is due in 6 weeks' time. 
  • The applicant is required to submit their application by formal email. 
  • Preliminary plans for the project must be included in the application. 
  • A budget summary, breaking down the major phases of the project, is necessary for the application. 

Phase 2: Project Planning and Design 

• 2.1 Develop Project Schedule: The project is slated to commence within the next financial year and is expected to last approximately 18 weeks. Adhering to the timeline is crucial. 
• 2.2 Risk Assessment and Mitigation: Identified risks include community impact, traffic challenges, services interference, and potential land contamination. Strategies are in place to mitigate these risks and ensure safety protocols.  
• 2.3 Community Engagement: Community engagement is integral to the project's success. Plans include involving the community in playground design decisions and gathering feedback. This normally takes 5 weeks from start to completion and will need to be conducted by the Community Engagement team. 

Phase 2: Project Execution

• 3.1 Procurement and Contracting: A transparent and fair procurement processes are essential. Contractor records will need to be established for each as they are new contractors to Council.  Sub-contractors for the project include: 
  • George's Demolitions for safe and efficient playground demolition. 
  • BCE Traffic Control for managing traffic challenges during construction. 
  • Underwood Engineering for expert ground engineering services. 
  • Parks are Us, the equipment supplier, ensuring industry-standard playground equipment.  
• 3.2 Demolition and Site Preparation: Safe demolition and site preparation procedures must be followed, prioritizing the safety of workers and the community. 
• 3.3 Equipment Purchase and Playground Construction: Purchasing industry-standard equipment and constructing surfaces as planned ensure the playground's compliance and safety. 
• 3.4 Grant Award and Funding availability: Council was successful in their application for funding, an email noting the award was received and the funding will be released in 3 separate payments. Milestone reporting is required on completion of the planning phase of the project, demolition and at completion. 

Phase 4: Monitoring and Control

• 4.1 Progress Tracking: Regularly monitor milestones and deadlines to ensure the project stays on track. Utilize appropriate tools for effective progress tracking. 
• 4.2 Managing Variations: During construction, possible contamination from asbestos has been identified, leading to a potential delay of 10 weeks for testing and remediation. This variation affects both project cost and timeline. 
  • Communication to Stakeholders: Inform the Director of Finance, Director of Engineering, CEO, Council members, the designer, and the engineering company about the situation promptly. Explain the variation, its impact on cost and time, and the steps being taken to address it. 
  • Documenting the Variation: Record the details of the asbestos contamination situation, including the date of identification and the potential delay. Document the communication with stakeholders, noting who was informed and when. Record any decisions made or actions taken to address the variation. 

Phase 5: Project Closure and Evaluation

• 5.1 Final Inspections and Approvals: Conduct thorough final inspections to ensure safety and compliance before reopening the playground. Seek necessary approvals from relevant authorities. 
• 5.2 Evaluation and Lessons Learned: Evaluate the project's success and capture lessons learned for future endeavours. 
• 5.3 Sustainability and Community Impact: Ensure the playground's long-term sustainability and positive impact on the community.