Continuous Improvement Works Approval Group (CIWAG) Project Board

Description

The Continuous Improvement Works Approval Group (CIWAG) provides governance for the planning, approval and oversight of Continuous Improvement Works delivered across Imperial's estate. Works over £150k and up to £350k may be reviewed and delivered through CIWAG but requires financial approval through the Capital Review Group (CRG). 

CIWAG provides governance across the following funding streams: 

a. Long Term Maintenance (LTM)

b. Toilets and Communals (T&Cs)

c. Faculty and Department (up to £150k) 

d. Love Our Buildings (LoB)

The applicable approval routes, delegated authorities and documentation requirements for each funding stream are set out within the accompanying Continuous Improvement Works Approval Workflows (naming TBC). 

Terms of Reference

The CIWAG has the authority to: 

  • Prioritise and expedite Health & Safety Works where immediate action is required
  • Review, prioritise and approve projects within the Group's delegated authority in accordance with the approved Continuous Improvement Works governance framework 
Reporting & Escalation

The CIWAG reports to: 

  • Deputy Chief Property Officer (Operations), Chief Property Officer, Chief Operating Officer, Capital Review Group

Escalation occurs when:

  • Tolerances are forecast to be exceeded
  • Strategic, financial or reputational risks arise
  • Decisions exceed the Group's delegated authority 
Confidentiality & Conflicts of Interest

Members must: 

  • Treat all project information as confidential unless authorised
  • Declare any actual or perceived conflicts of interest

Standing Agenda Items 

TBC

Engagement

The CIWAG typically consists of: 

  • Director of White City, Medical and Silwood Campuses
  • Director of South Kensington Campus
  • Director of Infrastructure Projects
  • Head of Continuous Improvement Works
  • Head of Governance and Performance
  • Director of Finance, Property Division
  • Chair/Secretariat (TBC)

The Chair may invite additional attendees where specialist advice or operational input is required.

Roles & Responsibilities 
Role Responsibility
CIWAG (Collectively)
  • Provide strategic leadership and direction
  • Make timely decisions to support delivery
  • Ensure appropriate assurance and controls are in place
Chair/Secretariat
  • Chair meetings and set the agenda
  • Act as escalation point for the CIWM or PFM acting as Project Manager
  • Represent the project at an exeutive level
Project Manager
  • Prepare reports and papers for the Group
  • Implement Group decisions
  • Escalate issues beyond delegated authority
Meeting Frequency

The Group will normally meet weekly, and offline approval for time sensitive proposals can be sought on an as-needed basis

Communication

The agenda items and papers will be provided by Members, Property Facilities Managers, Continuous Improvement Works Managers or Faculties, collated and sent out at least 3 days in advance by the Group Secretary.

During the meeting, the Secretariat will record the meeting and capture actions.

After each meeting, the Secretariat will circulate actions to the Group Membership within the agreed timeframe. 

Project approval documentation shall include details of the procurement route followed, including any single source justification where applicable. 

Forms & Links

*Note: A Project Notification Document (PND) shall be used for lower-value or lower-risk proposals requiring proportionate governance, while a Project Implementation Document (PID) shall be used for projects requiring a more detailed assessment of scope, cost, programme, procurement, risk and delivery arrangements. The circumstances in which each document is required are defined within the accompanying Continuous Improvement Works Approval Workflows (naming TBC).