Information on Imperial's processes for Property Division projects.
Welcome to the Imperial Project Process Map
The Imperial Project Process Map has been developed as the single source of truth for the delivery of construction projects across Imperial. It provides a consistent, structured framework to support project teams through every stage of the project lifecycle, aligning activities with the relevant RIBA stages and promoting a collaborative, best-practice approach to project delivery.
Designed for use by both Imperial colleagues and external delivery partners—including project managers, quantity surveyors, consultants and contractors—the Process Map brings together the processes, procedures, guidance documents, templates and governance requirements needed to successfully deliver projects within Imperial’s estate.
The Process Map is organised into a series of discipline-specific swimlanes, covering key areas such as project management, procurement, information management, health and safety, technical operations and other core project functions. Each swimlane has been developed from a project management perspective, providing a practical guide to the project manager to the activities that should be undertaken at each RIBA stage, the key stakeholders who should be engaged, and the documentation required to support effective decision-making and project governance.
Throughout the Process Map, you will find direct links to the latest project templates, forms and supporting documentation, enabling project teams to access the resources they need from a single location and ensuring a consistent approach across all projects.
As our processes continue to evolve in response to lessons learned, changes in legislation, and organisational improvements, the content of this website is subject to ongoing review and enhancement. Users should always refer to this website to access the most current versions of templates, guidance and procedures, rather than relying on locally stored copies or previously downloaded documents.
Whether you are delivering a minor refurbishment or a major capital project, the Process Map is intended to support efficient, compliant and consistent project delivery across Imperial’s estate.
The Project Process Map is continuing to be updated; new content will appear or be further developed in the near future.
Link to Project Process Map here: Project Process Map
Project Process by Workflow
- Project Management
- Procurement
- Communications and Change
- Design Quality
- Health and Safety
- Regulatory Compliance
- Fire Safety
- Information Management
- Technical Operations
- Critical Infrastructure and Asset Management
Project Management
RIBA 0 - Strategic Definition
- Imperial Project File/CDE
- Client Brief
- Project Implementation Document (PID)
- Stakeholder Mapping
- Risk Management
- Review Lessons Learnt
RIBA Stage 1 - Preparation and Briefing
- Imperial Project File/CDE (developed from RIBA 0)
- Client Brief (developed from RIBA O)
- STP (developed from RIBA 0)
- End of Stage Design Sign Off
- Security and Community Safety
- Project Board
- Insurance
- Financials
- Decant Strategy
RIBA Stage 2 - Concept Design
- Imperial Project File/CDE (developed from RIBA 0)
- Client Brief (developed from RIBA O)
- STP (developed from RIBA 0)
- End of Stage Design Sign Off (developed from RIBA 1)
- Project Board (developed from RIBA 1)
- Insurance (developed from RIBA 1)
- Financials (developed from RIBA 1)
- Decant Strategy (developed from RIBA 1)
RIBA Stage 3 - Spatial Coordination
- Imperial Project File/CDE (developed from RIBA 0)
- STP (developed from RIBA 0)
- End of Stage Design Sign Off (developed from RIBA 1)
- Project Board (developed from RIBA 1)
- Insurance (developed from RIBA 1)
- Financials (developed from RIBA 1)
- Decant Strategy (developed from RIBA 1)
RIBA Stage 4 - Technical Design
- Imperial Project File/CDE (developed from RIBA 0)
- STP (developed from RIBA 0)
- End of Stage Design Sign Off (developed from RIBA 1)
- Project Board (developed from RIBA 1)
- Insurance (developed from RIBA 1)
- Financials (developed from RIBA 1)
- Decant Strategy (developed from RIBA 1)
- Space Handover to Contractor
RIBA Stage 5 - Manufacturing and Construction
- Imperial Project File/CDE (developed from RIBA 0)
- Project Board (developed from RIBA 1)
- Insurance (developed from RIBA 1)
- Financials (developed from RIBA 1)
- Space Handover to Contractor (developed from RIBA 4)
RIBA Stage 6 - Handover
- Imperial Project File/CDE (developed from RIBA 0)
- Project Board (developed from RIBA 1)
- Insurance (developed from RIBA 1)
- Financials (developed from RIBA 1)
RIBA Stage 7 - In Use
- Imperial Project File/CDE (developed from RIBA 0)
- Space Handover to Contractor (developed from RIBA 4)
- End of Defects
- Post Occupancy Evaluation/Post Project Review
Procurement
RIBA Stage 0 - Strategic Definition
- Procurement Plan
- Contracting Strategy
- Single Source
- Competitive Tenders
- Standards/Key Interfaces
- Tender Evaluation/Approval (RIBA 0-1)
- Consultant Procurement (RIBA 0-1)
RIBA Stage 1 - Preparation and Briefing
- Procurement Plan (developed from RIBA 0)
RIBA Stage 2 - Concept Design
- Procurement Plan (developed from RIBA 0)
- Tender Evaluation/Approval (developed from RIBA 0-1)
- Consultant Procurement (developed from RIBA 0-1)
- Main Contractor Procurement
- Contract Execution
RIBA Stage 3 - Spatial Coordination
- Procurement Plan (developed from RIBA 0)
- Tender Evaluation/Approval (developed from RIBA 0-1)
- Consultant Procurement (developed from RIBA 0-1)
- Main Contractor Procurement (developed from RIBA 2)
- Contract Execution (developed from RIBA 2)
- Novation of Consultants
RIBA Stage 4 - Technical Design
- Procurement Plan (developed from RIBA 0)
- Tender Evaluation/Approval (developed from RIBA 0-1)
- Consultant Procurement (developed from RIBA 0-1)
- Main Contractor Procurement (developed from RIBA 2)
- Contract Execution (developed from RIBA 2)
- Novation of Consultants (developed from RIBA 3)
- Subcontractor Warranties
RIBA Stage 5 - Manufacturing and Construction
- Tender Evaluation/Approval (developed from RIBA 0-1)
- Consultant Procurement (developed from RIBA 0-1)
- Main Contractor Procurement (developed from RIBA 2)
- Contract Execution (developed from RIBA 2)
- Novation of Consultants (developed from RIBA 3)
- Subcontractor Warranties (developed from RIBA 4)
Communications and Change
RIBA Stage 0 - Strategic Definition
RIBA Stage 1 - Preparation and Briefing
- Communications Strategy (developed from RIBA 0)
- Transformation Kick-Off Meeting (TBC)
RIBA Stage 2 - Concept Design
- Communications Strategy (developed from RIBA 0)
RIBA Stage 3 - Spatial Coordination
- Communications Strategy (developed from RIBA 0)
- Operational Readiness (TBC)
RIBA Stage 4 - Technical Design
- Communications Strategy (developed from RIBA 0)
- Operational Readiness (developed from RIBA 3)
- Impact Assessment (TBC)
RIBA Stage 5 - Manufacturing and Construction
- Communications Strategy (developed from RIBA 0)
- Operational Readiness (developed from RIBA 3)
- Impact Assessment (developed from RIBA 4)
RIBA Stage 6 - Handover
- Communications Strategy (developed from RIBA 0)
- Operational Readiness (developed from RIBA 3)
- Impact Assessment (developed from RIBA 4)
RIBA Stage 7 - In Use
- Operational Readiness (developed from RIBA 3)
- Impact Assessment (developed from RIBA 4)
Design Quality
RIBA Stage 0 - Technical Definition
RIBA Stage 1 - Planning and Briefing
- Technical Advisory Group (TAG) (developed from RIBA 0)
- Options/Benchmarking
- End User Brief
- Masterplan Integration
RIBA Stage 2 - Concept Design
- Technical Advisory Group (TAG) (developed from RIBA 0)
- Options/Benchmarking (developed from RIBA 1)
- End User Brief (developed from RIBA 1)
- Masterplan Integration (developed from RIBA 1)
- Planning
- Design Deliverables
RIBA Stage 3 - Spatial Coordination
- Technical Advisory Group (TAG) (developed from RIBA 0)
- Design Deliverables (developed from RIBA 2)
- Branding
RIBA Stage 4 - Technical Design
- Technical Advisory Group (TAG) (developed from RIBA 0)
- Design Deliverables (developed from RIBA 2)
Health and Safety
RIBA Stage 0 - Strategic Definition
RIBA Stage 1 - Preparation and Briefing
- Appoint Principal Designer
- Principal Designer Induction
- Pre-construction HS Checklist
- Pre-construction Information Form
- HS Environmental Impact Assessment
- CDM
- Asbestos Reports
RIBA Stage 2 - Concept Design
- Pre-construction H&S Checklist (developed from RIBA 1)
- CDM (developed from RIBA 1)
- Asbestos Reports (developed from RIBA 1)
RIBA Stage 3 - Spatial Coordination
- Pre-construction H&S Checklist (developed from RIBA 1)
- CDM (developed from RIBA 1)
- Asbestos Reports (developed from RIBA 1)
RIBA Stage 4 - Technical Design
- Pre-construction H&S Checklist (developed from RIBA 1)
- CDM (developed from RIBA 1)
- Asbestos Reports (developed from RIBA 1)
- Contractor Safety Induction
- Construction Phase Plan
- F10 Notification
RIBA Stage 5 - Manufacturing and Construction
- CDM (developed from RIBA 1)
- Construction Phase Plan (developed from RIBA 4)
- Site Inspections
- Monthly HS Reports
- Site Monitoring
RIBA Stage 6 - Handover
- CDM (developed from RIBA 1)
Regulatory Compliance
RIBA Stage 0 - Strategic Definition
RIBA Stage 1 - Preparation and Briefing
- Building Safety Act Golden Thread (CDE) (developed from RIBA 0)
- Licensing/Permissions
RIBA Stage 2 - Concept Design
- Building Safety Act Golden Thread (CDE) (developed from RIBA 0)
- Licensing/Permissions (developed from RIBA 1)
- HRB Gateways 1/2/3 (Regulator Approval)
RIBA Stage 3 - Spatial Coordination
- Building Safety Act Golden Thread (CDE) (developed from RIBA 0)
- Licensing/Permissions (developed from RIBA 1)
- HRB Gateways 1, 2 & 3 (Regulator Approval) (developed from RIBA 2)
- Building Control
RIBA Stage 4 - Technical Design
- Building Safety Act Golden Thread (CDE) (developed from RIBA 0)
- Licensing/Permissions (developed from RIBA 1)
- HRB Gateways 1, 2 & 3 (Regulator Approval) (developed from RIBA 2)
- Building Control (developed from RIBA 3)
RIBA Stage 5 - Manufacturing and Construction
- Building Safety Act Golden Thread (CDE) (developed from RIBA 0)
- Licensing/Permissions (developed from RIBA 1)
- HRB Gateways 1, 2 & 3 (Regulator Approval) (developed from RIBA 2)
- Building Control (developed from RIBA 3)
RIBA Stage 6 - Handover
- Building Safety Act Golden Thread (CDE) (developed from RIBA 0)
- Register HRB (If new build)
Fire Safety
RIBA Stage 0 - Strategic Definition
RIBA Stage 1 - Preparation and Briefing
- Fire Strategy (developed from RIBA 0)
- Consultation with Fire Team
RIBA Stage 2 - Concept Design
- Fire Strategy (developed from RIBA 0)
- Consultation with Fire Team (developed from RIBA 1)
RIBA Stage 3 - Spatial Coordination
- Fire Strategy (developed from RIBA 0)
- Consultation with Fire Team (developed from RIBA 1)
RIBA Stage 4 - Technical Design
- Fire Strategy (developed from RIBA 0)
- Consultation with Fire Team (developed from RIBA 1)
- Regulation 38 Fire Information
RIBA Stage 5 - Manufacturing and Construction
- Fire Strategy (developed from RIBA 0)
- Consultation with Fire Team (developed from RIBA 1)
RIBA Stage 6 - Handover
- Fire Strategy (developed from RIBA 0)
- Pre-Occupation Fire Risk Assessment
Information Management
RIBA Stage 0 - Strategic Definition
- Space Change Request
- Project Specific EIR (RIBA 0-1)
RIBA Stage 1 - Preparation and Briefing
RIBA Stage 2 - Concept Design
RIBA Stage 3 - Spatial Coordination
- Pre-Existing Information including H&S File (developed from RIBA 1)
- End of Stage review for BIM and 2D
- Room Numbering
- Architectural Standards
RIBA Stage 4 - Technical Design
- Pre-Existing Information including H&S File (developed from RIBA 1)
- Room Numbering (developed from RIBA 3)
- End of Stage review for BIM & 2D (developed from RIBA 3)
- Record Document Strategy
RIBA Stage 5 - Manufacturing and Construction
- BIM Documentation Review (developed from RIBA 2)
- BIM Kick-Off Meeting (developed from RIBA 2)
- End of Stage review for BIM & 2D (developed from RIBA 3)
- Room Numbering (developed from RIBA 3)
- Record Document Strategy (developed from RIBA 4)
- Space Database Update
RIBA Stage 6 - Handover
- Record Document Strategy (developed from RIBA 4)
- Space Change Handover
Technical Operations
RIBA 0 - Strategic Definition
RIBA Stage 1 - Preparation and Briefing
- Environmental and Sustainability Strategy (developed from RIBA 0)
- Technical Review Meeting (TRM) (developed from RIBA 0)
- Utilities Supply Infrastructure
RIBA Stage 2 - Concept Design
- Environmental and Sustainability Strategy (developed from RIBA 0)
- Agree Supervision and Site Inspections
- Witnessing and Commissioning Strategy
RIBA Stage 3 - Spatial Coordination
- Environmental and Sustainability Strategy (developed from RIBA 0)
- Agree Supervision and Site Inspections (developed from RIBA 2)
- BMS
- Metering
- Value Management
RIBA Stage 4 - Technical Design
- Environmental and Sustainability Strategy (developed from RIBA 0)
- Agree Supervision and Site Inspections (developed from RIBA 2)
- Witnessing and Commissioning Strategy (developed from RIBA 2)
- BMS (developed from RIBA 3)
- Value Management (developed from RIBA 3)
RIBA Stage 5 - Manufacturing and Construction
- Environmental and Sustainability Strategy (developed from RIBA 0)
- Agree Supervision and Site Inspections (developed from RIBA 2)
- Witnessing and Commissioning Strategy (developed from RIBA 2)
- BMS (developed from RIBA 3)
- Metering (developed from RIBA 3)
- Value Management (developed from RIBA 3)
- Site Inspection with TRM
RIBA Stage 6 - Handover
- Utilities Supply Infrastructure (developed from RIBA 1)
- BMS (developed from RIBA 3)
- Metering (developed from RIBA 3)
RIBA Stage 7 - In Use
- BMS (developed from RIBA 3)
- Monitor Energy and Sustainability
Critical Infrastructure and Asset Management
RIBA Stage 2 - Concept Design
RIBA Stage 3 - Spatial Coordination
RIBA Stage 4 - Technical Design
- MEP Maintainability (developed from RIBA 2)
- MEP BIM Data Review
- Maintainable Asset Process
RIBA Stage 5 - Manufacturing and Construction
- Maintainable Asset Process (developed from RIBA 4)
- MEP Maintainability Inspection