University of York Ensure there is full coordination with the University business and that full impact mitigatio measures are incorporated. Carry out initial feasibility studies, with design options and budget estimates. f) Support the Project Sponsor in producing the business case and other documents to comply with the University's Capital Procedures. g) Ensure that initial budget estimates and subsequent cost estimates and budgets include an allowance for all gross costs, including allowances for construction, furniture & equipment, in-house costs, promotional and fund raising material, events, etc.. h) Produce life cycle costs and elemental life costs to include as part of the business case and develop and refine over the life of the project. i) Take a proactive role in ensuring measures to minimise or reduce carbon are incorporated in projects, including minimising construction waste and encouraging flexible workplace working and effective use of space. j) Work with colleagues in Finance Services to identify opportunities for VAT savings and ensure any required procedures are put in place and followed. k) Help to set up the University Project Monitoring Group and produce and agree agenda and other papers for the meetings. Check appropriate information is provided to/from the University Project Monitoring Group, including preparation and presentation of reports and Power Point presentations. Obtain approval of the project business case at key gateway points as per the University capital procedures. l) Produce draft Communications Plan for consultation and agreement. Identify and agree who will be responsible for maintaining various communications, monitor and liaise as necessary to ensure communications are maintained throughout the life of the project. 1 Project Management and Other Technical Duties To take responsibility for the planning, implementation and management of Project Exceptional within the University’s Capital Strategy programme, including co-ordination of activities; managing and monitoring University staff inputs, consultants and contractors to deliver the project within scope, on time and within budget. In particular to: a) Work with stakeholders to define and produce the project brief for both consultancy services and works. Produce PIDs and PEPs and other standard documentation in line with the Estate Services ISO:9001 system. b) Engage with College and Professional Services colleagues to support them in developing the comprehensive project brief. c) Establish meetings structure for Project Working Groups, Project Monitoring Groups, design team meetings, etc. Lay down procedure for convening, chairing, attendance, function, frequency and responsibility for recording of meetings and circulation of information. Monitor communications and distribution of information. d) Set up & chair Project Working Groups, user groups and liaise with other stakeholder groups. Prepare agendas, any necessary reports and take minutes as required. e) With the Project Working group and other users and stakeholders, develop the initial and detailed briefs, including the production of room data sheets. Research, identify, provide information and arrange visits as appropriate to innovative and new exemplar buildings and facilities to inform the briefing process.
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