Approvals, Completion & Handover

Approvals and Sign-Off

Description

This section outlines the approvals and governance gateways that must be followed throughout the lifecycle of a project in order to progress to the subsequent stage, irrespective of the project's size or complexity. Any deviation from these requirements must be agreed with the relevant stakeholders, as detailed in the Engagement section below. 

Two categories of approvals are required to progress through the RIBA Stages: Technical Approvals and Governance Approvals. 

Technical Approvals 

Technical approvals include TRM (Technical Review Meeting) and TAG (new naming to be confirmed) acceptance to proveed to the next RIBA Stage. It is important to note that the outcome of these forums, as defined within their respective process descriptions, constitutes acceptance of the proposals presented, either with or without comments. No design liability is transferred to these forums or to Imperial through this process. Full design responsibility remains with the contracted party undertaking the design work, whether consultant or contractor. 

Governance Approvals 

Governance approvals include STP (Situation Target Proposal) approvals and Project Board approvals. STPs are required for financial approvals and formal authorisation to proveed with the project at a central level, with requirements varying depending on the nature of the project. Certain projects may receive full funding approval from RIBA Stage 0, whereas others may require additional funding approvals at each subsequent RIBA stage. Project Board approval is required at the conclusion of each RIBA stage in order to proveed to the next stage, with formal records maintained to document the decision. 

Progression to the next RIBA stage will only be considered approved once each of the independent approval streams outlined above has provided formal confirmation to proceed. In summary: 

  • TRM hass accepted the proposal, with or without comments;
  • TAG has accepted the proposal, with or without comments; 
  • The Project Board has formally approved the project (including design, cost and programme) to proceed to the next stage; and 
  • The STP for the subsequent RIBA stage has been submitted and approved through the relevant governance forum. 

Depending on the specific requirements of a project, agreements may be reached with the relevant stakeholders to combine TRM and/or TAG approvals across multiple RIBA stages. Similarly, STPs may be submitted to secure approval for full project funding, including design and/or construction costs, where appropriate. 

Engagement

Engagement with the relevant stakeholders throughout the processes described above will be required in order to agree the appropriate approvals strategy, particularly where this differs from a stage-by-stage approval approach aligned to the RIBA framework. Please refer to the individual process documents for the relevant stakeholder contact details. 

Forms & Links 

Project Approval Tracker: PM35 Project Approval Tracker Rev1.xlsx | Powered by Box

A Project Approval Tracker has been developed to maintain a record of all approvals obtained throughout the project lifecycle. This document should be kept up to date throughout the duration of the project and retained as a reference point for audit purposes. 

 

Project Completion and Handover

Description

As a project approaches completion, two distinct milestones must be achieved: Construction Completion and Handover to Building Operations, Maintenance, and/or the relevant Department.

Construction Completion is achieved once the Project Manager issues the appropriate certificate to the Main Contractor (Completion under NEC contracts or Practical Completion under JCT contracts). Guidance on the requirements for issuing this certificate can be found in the Construction Completion Checklist below. Please note that this checklist is not exhaustive and should be reviewed and tailored to the specific requriements of each project, in agreement with the Imperial Senior Supplier. 

At this stage, all TAG members involved in the project should be invited to attend a site visit, providing and opportunity to inspect the completed space prior to occupation by the end users. Reasonable efforts should be made to arrange a suitable date for attendees; however, this process should not delay handover to the department or end-user group. 

Handover to Property Operations, Maintenance and/or the Department will take place once the preceding steps have been completed (including issuance of the completion certificate and the TAG members' walkthrough) and the relevant Property Operations stakeholder has signed off the Handover Checklist, also referenced below. As with the Construction Completion Checklist, this document may be amended to reflect the specific conditions of the project, subject to prior agreement with the Senior Supplier and the relevant Property Operations stakeholder. 

Once both stages outlined above have been completed, the project will be deemed formally handed over to Imperial.

Engagement

TAG members should be contacted with sufficient notice to arrange a single visit to the space at a time that is suitable for all attendees, or the majority available. 

Relevant stakeholders from Property Operations and Maintenance play a critical role in the handover process. Project teams should liaise with the relevant Campus Director and the Maintenance Manager/Director of Maintenance to ensure a smooth and coordinated transition. 

Forms & Links

  • Construction Completion Checklist: TBC
  • Handover Sign-Off: TBC

Supporting Documents

Administrative
Building Safety Act (BSA)
Engineering, Energy, Environment (EEE)
Finance (F)
H&S Construction Safety Management (CSM)
Procurement (PR)
Project Management (PM)
Records Management (RM)
Space Management (SM)

Guides

Stakeholder Map

 

Mail Manager
Crane Lifting
Other Items

Policies

Building Safety Act
Procurement
Health and Safety