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PROJECT DEVELOPMENT AND SERVICES 7.3 Management of Sub-Consultants (continued) Tool Box Talks Weekly Tool Box talks will be conducted by the Head Contractor to cover off which parts of the site are for example: active, specific area risks, hot works areas, working at heights, electrical works, façade works, heavy load area, lift program, loading dock program. etc Minutes After each meeting ‘minutes’ would be generated that would address the necessary items and provide an action and date. These meeting minutes will need to be circulated to relevant parties and the distribution list will need to be agreed at the time of formation. Risk Register Meetings will also track Risks within a register that works on a traffic light system for urgency. These Risks are collated and issued to the PCG as part of a monthly PCG report. Document Management In order to manage project documentation across various regions and multiple consultants a web based documentation system would be utilised. This would not replace emails for fast and brief responses, but would capture key project documentation like Contracts, Instructions, Drawings, Specifications, Minutes, PCG reports and Approvals. Financial Tracking Financial tracking is done on a monthly bias with variations being managed through a Change Management process. Any change in cost will need to be validated by the cost managers and then approved by MEAG in accordance with the levels of Delegated Authority and without MEAG’s approval a variation is not deemed to be approved. Program Tracking The Program is being reported on a monthly bias via the PCG, but in reality, it is being constantly monitored through both the Design and Construction meetings. From the very start of these meetings weekly milestones are established in order for the design team to achieve its objectives, and if an objective is not achieved by the nominated milestones then mitigation measures are implemented to ensure that the program does not slip. It is critical that the importance of reporting is emphasised to the Head Contractor to ensure that the correct allocation of Preliminary resources is allocated to these tasks as typically the Head Contractor will reduce costs by removing these tasks as part of their offering. Play Book Cushman & Wakefield has a complete Play Book on associated Governance systems can provide sample reports of Minutes, PCG reports, monthly progress claims, risk registers etc if needed. < CONTENTS > 31