Project Advocate
The Project Advocate is the key linkage between the community or internal customers and the project, including any State or Federal Government interaction, and has the responsibility to overview the capital works project from inception to commissioning. The incumbent of this role is normally selected by the Project Sponsor and should be selected from the Service Unit which will ultimately receive the project deliverable(s). This role is the primary author of the business base.
The inception of a project is defined as when an idea crystallizes in a strategic plan, an ad-hoc request or by some other means and there is a need to develop it further. Capital works projects should only be undertaken in response to a service need supported by strategic intent. The commissioning of a project is defined as when it is completed and handed over to the end user.
To undertake this activity there needs to be strong focus on community engagement, community relationship building, negotiation and project sponsorship. Advocacy goes beyond just driving the project through Council's political and bureaucratic processes.
Infrastructure developed through the capital works program is used to build community capacity, enhance service outcomes, improve community amenity or provide a community facility. Infrastructure investment decisions should be service driven, which frames the broader role of the Project Advocate.
The Project Advocates basic roles and responsibilities are:
- Act as the project team leader;
- Arrange for the development of concept plans and cost estimates;
- Undertake community and stakeholder consultation and engagement at various stages through the project life cycle;
- Scope the project to meet stakeholder and user needs;
- Coordinate the preparation of a business case and feasibility report with recommendations;
- Liaise with the Project Sponsor and seek appropriate approvals as the project proceeds;
- Present report and business case to Capital Works Steering Committee for endorsement;
- Provide advice, as required, to Councillors, Directors, Service Unit Managers, Project Sponsor, Project Manager and stakeholders on the service outcomes expected from the project;
- Facilitate communication between the Service Unit Manager, Project Manager (if applicable), Financial Services and internal/external customers;
- Support project through Council budget process as required;
- Once approved by Council, oversee the preparation of a final overall project brief, detailed plans and specifications and pre tender cost estimates to ensure final project aligns with desired stakeholder and community outcomes;.
- For more complex projects, create and then chair a project team consisting of representatives from all stakeholders and appropriate Council departments;
- In consultation with the Project Sponsor determine the appropriate project procurement process (In-house or competitively sourced);
- Overview and monitor progress of the project keeping the Project Sponsor, responsible Director, Service Unit Manager and customers informed as to the progress and any variations to the program;
- Seek approval from the Project Sponsor for any significant changes in project scope, variations or project funding requirements;
- With support from the Manager Finance, source, manage and administer funding from external sources which could be applied to the project;
- In consultation with the Manager Finance, prepare financial analysis for inclusion in the project plan for each project;
- Ensure the financial systems for project management and asset management are in place;
- Overview the project, at a high level, and report regularly on the three key project management tools of time, cost and quality;
- Undertake post construction inspections to ensure project achieved the outcomes specified in its project plan;
- Arrange publicity and completion function as required; and
- Ensure commissioning of the infrastructure is completed and hand over to end user.
- The Project Advocate may act as a Project Manager if the required project management disciplines and experience are within his/her skill set, however the two roles have distinct differences.
The Project Advocate should have a focus on delivering service outcomes through infrastructure investment. The Project Manager has the task of delivering the best possible project to meet the specified service outcomes at the least cost, to the highest quality within the expected time frames.
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