This edition first published 2016
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Library of Congress Cataloging-in-Publication Data
Names: Chartered Institute of Building (Great Britain), author.
Title: Code of practice for programme management in the built environment / The Chartered Institute of Building.
Description: Chichester, UK ; Hoboken, NJ : John Wiley & Sons, 2016. | Includes bibliographical references and index.
Identifiers: LCCN 2015051191| ISBN 9781118717851 (pbk.) | ISBN 9781118717844 (epub)
Subjects: LCSH: Building–Superintendence–Great Britain. | Project management–Great Britain.
Classification: LCC TH438 .C46 2016 | DDC 658.4/04–dc23
LC record available at http://lccn.loc.gov/2015051191
A catalogue record for this book is available from the British Library.
Wiley also publishes its books in a variety of electronic formats. Some content that appears in print may not be available in electronic books.
Cover Image: Rawpixel Ltd/Getty
The concept of programme management is relatively new in the built environment. Its need, and continued growth, arises from the expectation that benefits obtained through coordinated management of multiple linked projects are greater than the sum of the individual project benefits. Therefore, programme management provides a systemic approach to achieve common goals and overall benefits.
Having started its life as a public sector tool, programme management has been gaining popularity in the private sector. There are now a significant number of organisations in both sectors, which are involved in the practice of programme management either in the capacity of client, programme manager, or both.
There are a number of documents and publications currently available for the general discipline of programme management. However, when it comes to the specific nature of the built environment – in which there are growing numbers of large and significant programmes – this new Code of Practice leads the way in being an authoritative document for both public and private sector practitioners.
Developed by representatives from the major professional institutions associated with construction and real estate, and from the key public sector organisations, practices and corporations involved with our industry, this document sets out best practice for programme management in the built environment.
I strongly commend the effort by this cross-institutional, public and private practice working group, in leading the way to produce this excellent Code of Practice for our industry. This will be of great value to all the associated clients, programme managers and supply chain professionals, as well as all students of the subject and their mentors. The benefits should be felt by not only those practising in the United Kingdom but also those globally, wherever programme management is gaining in importance as a delivery tool for programmes within the built environment.
This Code of Practice for Programme Management represents a continued effort over a sustained period of time, under the stewardship of Roger Waterhouse FCIOB and David Woolven FCIOB, to produce a practical document for a discipline which spans many industries. Programme management has no single universal definition or accepted standards, it aims to achieve benefits instead of just being time, cost and quality efficient; there are various types and a plethora of associated procedures and processes.
When the CIOB published the first edition of the Code of Practice for Project Management for construction and development in 1992, it was unique in many ways and has since found its place within our industry as an authoritative document. Its popularity has led to successive editions. Now into its fifth iteration, this pioneering document, I believe, will continue to serve the industry well.
This new Code of Practice for Programme Management, has similarly been prepared by a broad representation of the industry, with contributions from built environment specialists and interdisciplinary cooperation between professional institutions which represent our industry. I congratulate their perseverance and persistence in producing this excellent document and thank them all for their valued assistance in the process. A list of participants and the organisations represented is included in this book.
I would take this opportunity to extend a special note of thanks to Arnab Mukherjee FCIOB, for giving the document its final shape and coordinating the editing process.
Chief Executive
Chartered Institute of Building
0.1 | Benefits cycle |
0.2 | Key output document at each stage |
0.3 | Key output document responsibility matrix |
1.1 | Establishing relatedness |
1.2 | Organisationally related projects |
1.3 | Key characteristics for projects, programmes and portfolios |
1.4 | Programme management in context |
1.5 | Programme delivery in built environment |
1.6 | Types of programmes |
1.7 | The programme’s life |
1.8 | Programme organisation structure |
1.9 | Stakeholder map – illustrative example |
1.10 | Portfolio management structure |
2.1 | Stage A: Inception |
2.2 | Stage A: Inception – Organisation structure |
2.3 | Programme delivery in the built environment |
2.4 | Olympic Delivery Authority – London 2012 |
2.5 | Strategic change and strategic objectives by change type |
2.6 | Strategic objectives alignment. HSSE -- Health, Safety, Security & Environment |
3.1 | Stage B: Initiation |
3.2 | Stage B: Initiation – organisation structure |
3.3 | Benefit delivery in three stages |
3.4 | Benefits categories |
3.5 | Example of graphical representation of benefits realisation over time |
4.1 | Stage C: Definition |
4.2 | Contents of the programme delivery plan |
4.3 | Stage C: Definition – organisation structure |
4.4 | Stakeholder map |
4.5 | Three- point estimate triangle |
4.6 | Estimation of uncertainty: illustrative example |
4.7 | S-curve detailing the cumulative contingency requirement |
4.8 | Change management, risk management and reporting |
4.9 | Ability to impact and commitment to the change |
4.10 | Financial management roles and responsibilities |
4.11 | Programme budget for transport programme (example) |
4.12 | Delivery/project performance – programme EVM summary |
4.13 | Programme fiscal year performance (annual spend forecast) |
4.14 | Four-year programme cost projection |
4.15 | Reporting integration |
4.16 | Full year programme expenditure example |
4.17 | Invitation to tender (ITT) and signed outline contract (SOC) plus value of contract placed |
5.1 | Stage D: Implementation |
5.2 | Stage D: Implementation – organization structure |
6.1 | Stage E. Benefits review and transition |
6.2 | Stage E: Benefits review and transition – organisation structure |
6.3 | Managing and realising benefits |
6.4a | Benefits map (leisure facility transformation programme): Step 1 – mapping programme objectives to strategic objectives |
6.4b | Benefits map (leisure facility transformation programme): Step 2 – Identifying and mapping benefits to programme objectives |
6.4c | Benefits map (leisure facility transformation programme): Step 3 – Identifying business changes |
6.4d | Benefits map (leisure facility transformation programme): Step 4 – Mapping project outputs to benefits |
6.4e | Benefits map (leisure facility transformation programme): Step 5 – Mapping the links between programme objectives, benefits, business changes and project outputs |
6.5 | Organisation size over time for programme delivery |
7.1 | Stage F: Closure |
Saleem Akram BEng (Civil) MSc (CM) PE FIE FAPM FIoD EurBE FCIOB | Director, Construction Innovation and Development, CIOB |
Gildas André MBA MSc BSc (Hons) MAPM MCIOB | Managing Partner, GAN Advisory Services |
David Haimes BSc (Hons) MSc MCIOB | Strategic Programme Director, Manchester Airports Group |
Dr Tahir Hanif PhD MSc FCIOB FAPM FACostE FIC CMC FRICS | Project Control Specialist, Public Works Authority, (Ashghal), State of Qatar |
Stan Hardwick FCIOB EurBE | Global Contracts Manager – Procurement, Specsavers |
Dr Chung-Chin Kao ICIOB | Head of Innovation & Research, CIOB |
Arnab Mukherjee BEng(Hons) MSc (CM) MBA FAPM FCIOB | WG Technical Editor |
Andrew McSmythurs BSc FRICS MAPM | Director of Project Management at Sweett (UK) Ltd and RICS Representative |
Paul Nash MSc FCIOB | Director, Turner & Townsend, Senior Vice President CIOB |
Piotr Nowak MSc Eng ICIOB | WG Secretary, Development Manager, CIOB |
Dave Phillips FAPM CEng | Divisional Director, Mott MacDonald |
Milan Radosavljevic PhD UDIG MIZS-CEng | University of the West of Scotland |
Dr Paul Sayer | Publisher, John Wiley & Sons Ltd, Oxford |
Roger Waterhouse MSc FRICS FCIOB FAPM | WG Chair, University College of Estate Management, Royal Institution of Chartered Surveyors, Association for Project Management |
David Woolven MSc FCIOB | WG Vice Chair/Editor – University College London |
The following also contributed in development of the Code of Practice for Programme Management.
Susan Brown FCIOB MRICS | Property Asset Manager at City of Edinburgh Council |
Jay Doshi | ICE Management Panel Member (Director, Amey Ventures) |
Nikki Elgood | WG Administrator, CIOB |
Una Mair | WG Administrator, CIOB |
Simon Mathews | Director/HLG Associates |
Gavin Maxwell-Hart BSc CEng FICE FIHT MCIArb FCIOB | Head of Contract Management, AREVA CIOB Trustee, Non-Executive Director, Systech International |
David Merefield | Head of Sustainability, Property, Sainsbury’s Supermarket Ltd. |
Alan Midgley | Medium Risk Reviewer, Cabinet Office Director, AGMidgley Ltd. |
Dr Sarah Peace BA (Hons) MSc PhD | Consultant |
David Philp MSc BSc FICE FRICS FCIOB FCInstES FGBC | Global BIM/MIC Director – AECOM, RICS Certified BIM Manager, CIOB Ambassador |
Tony Turton MBA FICE | Project Development and Production Director, Highways England |
Benefits | A (directly or indirectly) measurable improvement resulting from an outcome perceived as an advantage by one or more stakeholders and that contributes towards one or more organisational strategic objective(s). |
Benefits management | The identification, definition, monitoring, realisation and optimisation of benefits within and beyond a programme. |
Benefits profile | Used to define each benefit (and dis-benefit) and provide a detailed understanding of what will be involved and how the benefit will be realised. |
Benefits realisation manager (BRM) | Supports programme manager by taking the responsibility in benefits identification, mapping and realisation – ensures that necessary business benefits are realised. |
Benefits realisation plan | Used to monitor realisation of benefits across the programme and set governing controls. |
Business change manager (BCM) | Responsible for ensuring that the objectives have been sufficiently and accurately defined, managing the transition activities and undertaking and determining whether the intended benefits have been realised. |
Business partner | Organisations that have a business or financial interest in the outcome of the programme. |
Clients | Persons using the services of a professional entity or those who are procuring products or services from a professional entity. In legal context, a client may instruct a professional entity to act on the client’s behalf. In the programme sense, this document defines clients as ‘the body or group that procures the services of professionals to initiate and deliver projects or a programme of projects’. |
Customer | Persons who are paying for a product or a service but not necessarily in the legal context represented by the professional entity. |
Deliverable | What is to be provided as a result of an initiative or project – typically tangible and measurable. |
Dis-benefit | A (directly or indirectly) measurable decline resulting from an outcome perceived as a negative by one or more stakeholders that may or may not affect one or more organisational strategic objective(s). |
Issue | A relevant event that has happened or is likely to happen, wasn’t planned and requires management action. |
Opportunity | A relevant but uncertain event that can have a favourable impact on objectives or benefits. |
Outcome | The result of a change. Outcomes are desired when a change is conceived and are achieved as a result of the activities undertaken to reflect the change. |
Output | The tangible or intangible effect of a planned activity or initiative. |
Portfolio | A portfolio is a total collection of programmes and stand-alone projects managed by an organisation to achieve strategic objectives. |
Programme | A programme is a collective of related projects coordinated to achieve desired benefits not possible from managing them as a group of individual projects. |
Programme brief | Used to assess whether the programme is viable and achievable. |
Programme communication manager (PrgCM) | Supports the programme manager by managing all internal and external communication channels, developing the programme communications plan and ensuring governance of internal and external communication protocols. |
Programme delivery plan (PDP) | A detailed description of what the programme will deliver, how and when it will be achieved, financial implications of its delivery and implementation. |
Programme financial manager (PrgFM) | Deals with complex financial issues including funding arrangements, cash flow and financial governance. Responsible for programme financial plan, budget and financial reporting. |
Programme financial plan | A financial statement that collects all the costs that have been identified in relation to implementing the programme – often the funding streams are also identified in this document. |
Programme management board (PrgMB) | A group established to support a programme sponsor in delivering a programme. |
Programme management office (PMO) | The function providing the information and governance for a programme and its delivery objectives – it can provide support to more than one programme. |
Programme manager (PrgM) | The role responsible for the setup, management and delivery of a programme – typically allocated to a single individual; for large and complex programmes an organisation can be given this role. |
Programme mandate | Expansion of the vision statement setting out in greater detail what it is that the programme needs to achieve in terms of the outcomes and what it is that the programme seeks to deliver. |
Programme monitor | In certain privately funded programmes, a programme monitor (sometimes known as funder/lender/investor’s advisor or monitor) may be appointed, on behalf of the funding entities, to safeguard the interest of the funders. |
Programme sponsor (PrgS) | The main driving force behind a programme and often is the point of accountability for the delivery. |
Programme sponsor board (PrgSB) | The driving group behind the programme which provides the investment decision and senior level governance for the rationale and objectives of the programme. |
Programme timescale plan | An overall delivery time schedule for the programme. |
Project | A project is a temporary and transient undertaking created to achieve agreed objectives and produce and deliver a product, service or result |
Risk | An uncertain event or set of events that, if it occurs, has an effect on the achievement of the objectives. A risk is measured by a combination of the probability of a perceived threat or opportunity occurring and the magnitude of its impact on objectives. |
Stakeholder | Any individual, group or organisation that can affect, be affected by or perceives itself to be affected by a programme. |
Transition | The changes that need to take place in business as usual, which are aimed to be managed, as project outputs are exploited in order to achieve programme outcomes. |
Transition plan | The schedule of activities to cover the transition phase of the benefits realisation plan. |
Vision | A view of a better future that will be delivered by the programme. |
Vision statement | A business vision for change setting out the intent and the benefits sought. |
The interpretations of the key terminologies are based on the current definitions and usage across a number of industries and current good practice. Some of the interpretations are specific to this document. Further references are includes in the Bibliography.
This is the first edition of Code of Practice for Programme Management in the Built Environment. It is a natural development from the highly successful Code of Practice for Project Management for Construction and Development, now in its fifth edition, having been published initially in 1992. It, too, was the first Code of Practice for our industry for project management.
Both codes of practice were developed by representatives from the major professional Institutions associated with the built environment, the Chartered Institute of Building CIOB), Royal Institution of Chartered Surveyors (RICS), Royal Institute of British Architects (RIBA), Institution of Civil Engineers (ICE), Association for Project Management (APM) and from key government departments, industry practices and corporations, both domestic and international.
Just like project management, programme management is not unique to construction and real estate or the built environment, and there are many generic publications on programme management, not least those prepared by government. However, the term ‘programme’ has been used generically across many industries for decades, often in relation to extended projects or activity and time-related undertakings. We have researched many such publications on the way to achieving our aim of delivering a code of best practice for programme management for the built environment.
It is perhaps true to say that the earliest programmes of any strategic significance were those sponsored by government. Hence, much of the early research was focussed predominantly upon publicly funded programmes. This was not dissimilar to the situation for projects in the early days of project management, although privately funded projects were not far behind. However, today the term ‘programme management’ is still not fully understood by many professionals in the built environment. Many think of a programme as just a collection of projects. This Code of Practice is more specific and describes a programme as a collective of related projects coordinated to achieve desired benefits more effectively than when managing them as a group of individual projects.
Why did we choose ‘for the built environment’ and not ‘for construction and development’ as we did for the project management Code of Practice? Well, one of the key differences is that within the built environment there are many projects which are not construction or development related. For example, if we consider some of the client sectors involved in creating new facilities and/or infrastructure such as highways, rail, airports, shipping or nuclear and so on, all of these are likely to incorporate projects which are not related to construction. These may include disciplines such as information technology, human resources management (HRM), transportation, marketing and so on. Indeed, even mainstream construction developments may include similar disciplines as self-contained projects within their own programme.
There is another difference between ‘project’ and ‘programme’. Whereas traditionally the former is measured by the criteria of time, cost and quality, the latter is determined and measured by the strategic objectives and the benefits to the client organisation which might otherwise not have been realisable had the projects been managed independently.
Furthermore, time has shown that where there are multiple (related) projects within a parent organisation which are being independently managed, issues such as the lack of coordination and overall control can arise. This can affect efficiency and effectiveness, which would lead to confusion over the responsibility and control of these projects.
From a stakeholder prospective, programmes can create value by improving the management of projects in isolation. This is particularly true where the working environment involves multiple small projects, where project integration, in terms of both development and deliverable benefits, is crucial for competitive success.
The need for programme management in the UK construction sector has probably arisen due to a number of factors: (i) The size of projects has generally increased in scope and expected benefits, and we expect more, sooner. (ii) Competition has increased. Just look at how the Olympics have developed from major projects to programmes, with each one trying to equal the previous country`s output/benefits. (iii) There is an increase in desired benefits due to growing ambition and availability of funding. Together, clients see a programme of related projects as posing less risk than a number of individual projects when considered alone.
The fifth edition for Project Management continues to provide the relevant guidance and procedural requirements for the successful management of individual projects. We have now developed the client-led single project into a group of related projects, the programme, for the corporate client. This Code of Practice, therefore, brings together the elements of functionality and procedures specific to the coordinated management and successful delivery of a number of related projects within the built environment focussed at the programme level.
The ‘programme’ is approached stage by stage, where the fundamental benefits cycle is identified (Figure 0.1). This is central to the drivers of the programme, with key functions and outputs (Figure 0.2) being highlighted in every stage and with clear ownership allocation for each output (Figure 0.3). Given the scope for variations in terminology and approaches that are possible within the practices of programme management, this code establishes a clear and consistent process for managing programmes, regardless of their size, nature or complexity.
BIM is a collaborative way of working, underpinned by the digital technologies which unlock more efficient methods of designing, delivering and maintaining physical built assets. BIM both embeds and links key product and asset data in a series of domain and collaborative federated models, consisting of both 3D geometrical and non-graphical data. These models are prepared by different disciplines during the project life cycle within the context of a common data environment. The project participants provide defined, validated outputs via digital data transactions using proprietary information exchanges between various systems in a structured and reusable form. These digital computer models can be used for effective management of information throughout an asset’s life cycle, from earliest concept through to operation. BIM has been described as a game-changing information and communications technology (ICT) and cultural process for the construction sector. A number of countries globally are starting to realise the opportunities BIM brings and are now investing heavily to develop their own capability. BIM processes are now mainstream to both new buildings and infrastructure and have great value in retrofit and refurbishment projects where complimentary technologies such as laser survey techniques and rapid energy analysis are employed.
At the heart of successful programme management is communication, information exchange and integration. BIM, as a management tool, has the ability to influence successful programme management, particularly in context of programmes involving capital assets.
The UK Government’s Digital Built Britain (DBB1) strategy, built around the comprehensive utilisation of BIM tools, asset telemetry and real-time performance data, uses advanced computer systems to build 3D models of infrastructure and hold large amounts of information about its design, operation and current condition. At the planning stage, it enables designers, owners and users to work together in an integrated and concurrent manner to produce the best possible designs and to test them in the computer before they are built. In construction it enables engineers, contractors and suppliers to integrate complex components, cutting out waste and reducing the risk of errors. In operation it provides customers with real-time information about available services and maintainers with accurate assessments of the condition of assets.
In context of programme management, BIM can prove to be a vital management tool, utilised both at project level and at the programme level, to become a critical and necessary part of the data and information exchange, as well as the delivery of the programme and the benefits envisaged.
The decision to utilise BIM may be taken at the initiation stage and should form part of the programme business case.