Download delivery plan for the first three schools in the

AGENDA ITEM 12
DRAFT 2
BOROUGH OF POOLE
CHILDREN’S SERVICES OVERVIEW GROUP
26 JUNE 2007
REPORT OF THE STRATEGIC DIRECTOR (CHILDREN’S SERVICES) ON THE
DELIVERY PLAN FOR THE FIRST THREE SCHOOLS IN THE SCHOOLS FOR
THE FUTURE XL PROJECT
1.
PURPOSE
1.1
To seek Member approval of the Delivery Plan proposed for the first three
schools within the Schools for the Future XL project
2.
RECOMMENDATION
2.1
That the Overview Group note the contents of the Delivery Plan as set out in
paragraph 4 below and contained in Appendices A – H of the report.
2.2
That the Overview Group recommend to Cabinet to approve the governance
arrangements and approval processes as detailed in Appendices E and F.
3.
BACKGROUND/INFORMATION
3.1
Children’s Services Overview Group, on 9 January 2007, agreed to publish
the statutory notices required to enable change to individual schools to be
considered by the School Organisation Committee to enable implementation
of changing the age of transfer for Year 7 pupils from the primary setting to
secondary phase.
3.2
On 26 April the School Organisation Committee agreed all the proposals put
forward. The only exception to this process is the Corfe Hills pyramid.
Proposals for this pyramid will be bought forward as soon as funding has
been identified.
3.3
Following the School Organisation Committee the DfES was advised that
Poole would be changing the age of transfer in September 2013 subject to the
necessary planning permissions and any further approvals required under the
Building Schools for the Future Programme (Wave 6) being successful.
4.0
DELIVERY PROPOSALS
4.1
The first project to deliver the change in age of transfer is to provide the
additional buildings required at Poole Grammar, Parkstone Grammar and
Poole High Schools. This work is to be funded from the Targeted Capital Bid
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funding (TCF) from the DfES topped up by Borough capital resources and
schools contribution. The total build cost for these three schools is £18.7M.
4.2
The following documents have been compiled as part of the delivery plan for
the design phase of the three targeted funded schools of Poole Grammar,
Parkstone Grammar and Poole High Schools.
A Risk Register has been set up for the first phase of the project, details of
which are set out in Appendix A. This risk register is a sub-set of the
overarching risk register which deals with the whole of the Schools for the
Future Project. These risks are monitored and managed throughout the
project. The Risk Register is reviewed on a regular basis and any emerging
issues that pose a serious risk to the project will be reported to the Project
Board and Programme Board set up to deal with the implementation of the XL
Project.
An Outline Business Case (OBC) for the whole Schools for the Future
Project has been made and presented to both the Management Team within
the Authority and the Project Board for their approval. This document is a
‘high level’ document which lays out the outcomes for the project and the
broad principles associated with the change required within the education
system within Poole. Details of the OBC are set out in Appendix B.
A Project Plan has been compiled both for the whole of the Schools for the
Future Project and the first phase for the three TCF schools detailed in
Appendix C. These project plans will be monitored throughout the project and
refined at key milestones such as the commencement of the design phase
and the construction phase.
In accordance with the Capital Strategy documentation prepared by Financial
Services an Options Appraisal has been compiled which considers the
procurement routes to be adopted for the first three schools. Details of this
appraisal are set out in Appendix D. Outputs from this appraisal have been
incorporated within the Project Definition Reports, signed off by the schools
and adopted as part of the procurement process for the first three schemes.
Details of the TCF Management Structure for the first three TCF schools are
contained in Appendix E. The terms of reference for each group are included
in the Memorandum of Understandings compiled for each school.
A Memorandum of Understanding (MoU) has been drafted by Legal
Services for each school in order to identify and agree a number of issues,
prior to commencement of the project. This documents aims to set out the
role and responsibilities of each party, their obligations and liabilities and to
define accurately the scope of work and the financial plan, prior to entering
into a contract with any design team. This clarity at the commencement of the
project will assist both parties in understanding how the project will operate
and what their role in the process will be. A subsequent MoU will be drawn-
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up for the construction phase of each scheme. A typical table of contents for
this document is set out in Appendix G.
An Issues Log has been written and an example of the June 07 version may
be found in Appendix H. This document will also be monitored and updated
at regular intervals with any emerging issues reported to the XL Project
Board.
Project Definition Reports will also be compiled and attached to the
Memorandums of Understanding. These documents are required to be
signed-off by the Strategic Director, the Borough’s Management Team and
the Programme Board, as part of the Borough’s Capital Strategy, to release
funding for the projects. The project definition reports will be produced on a
school by school basis for the design phase of the project, in the first instance,
with a subsequent amendment / addition to cover the construction phase
when the design phase is nearing completion.
Appendices Summary:
Appendix
A
B
C
D
E
F
G
H
4.3
Details
Risk Register
Outline Business Case
Outline Project Plan
Procurement Options Appraisal
TCF Management Structure
Approvals Table
Memorandum of Understanding - Contents
Issues Log – June 07
Approval is therefore sough to adopt this document structure which forms the
framework for the delivery of the first phase of the Schools for the Future XL
Project.
JOHN NASH
STRATEGIC DIRECTOR (CHILDREN’S SERVICES)
Contact Officers:
Helen Rice 01202 633551
Email :[email protected]
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