27 October 2023
Rebekah Crook
[FYI request #23885 email]
Dear Rebekah
OFFICIAL INFORMATION REQUEST
I refer to your official information request dated 19 August 2023 for all notes, documents and emails
pertaining to CEO meetings as per agenda 20210825.
We apologise for the lateness in responding to your request. The requested information is enclosed.
• 2 July 2021
Attended Project Management Workshop 1 with Morrison Low and relevant staff.
The Project Management Workshop with Morrison Low held on 2 July 2021 was not related to the
proposed Teitei Drive development. It was a workshop held to discuss the development of a Project
Management Framework for the Council. The Output is a Project Management Manual for RDC.
See attached email from Ewen Skinner, Morrison Low for detail.
Held zoom meeting with Ree Anderson, housing consultant with Kainga Ora around Teitei Drive.
This zoom meeting was scheduled as a Teitei Drive update Kainga Ora and Ruapehu District Council
with invitees being Clive Manely, RDC CE; Ree Anderson (Consultant to RDC), Graeme Broderick,
Regional Director, Kainga Ora and Rachael Hurzeler, former Director Business Development,
Kainga Ora. As this was a verbal online update meeting there are no notes from this meeting.
Telephone call with Ree Anderson.
There are no notes from a telephone call with Ree Anderson on 2 July 2021.
This part of the request is refused under Section 17(e) that the document alleged to contain the
information requested does not exist or, despite reasonable efforts to locate it, cannot be found:
because the information is not held.
You have the right to seek an investigation and review by the Ombudsman of this decision.
Information about how to make a complaint is available at
www.ombudsman.parliament.nz or
freephone 0800 802 602.
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Yours sincerely
Maggie Flonk
MANAGER, INORMATION MANAGEMENT
mf: tt
Attachments
Email explaining the 2 July 2021 Project Management Framework workshop
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Email explaining the 2 July 2021 Project Management Framework workshop
-----Original Appointment-----
From: Hannah Rix
<[email address]> Sent: Thursday, June 24, 2021 12:28 PM
To: Hannah Rix; Warren Furner; Pauline Welch; Warrick Zander; Sarah Davies; Natasha Poloai; Aaron
Pendergrast; Paul Wheatcroft; Tessa Owen; Clive Manley; Ewen Skinner | Morrison Low; Dan Bonifant |
Morrison Low; Andrea Nicol; Kellie Burton; Erana Cate; Stuart Watson; Mary Shepherd; Dean Hosking;
Sonny Houpapa; James Chaplin; Nikki Fieldes; Anne-Marie Westcott; Rina Hepi
Cc: Matt Fyffe | Morrison Low
Subject: Project Management Workshop - Session 1
When: Friday, 2 July 2021 9:00 am-1:00 pm (UTC+12:00) Auckland, Wel ington.
Where: Taumarunui Chambers
Hi all,
This is a series of two initial workshops and third later in August and a review in February 2022. It is
essential that we have managers prioritise their’s and staff time for the first two session to be facilitated by
Morrison Low.
Note; Executive Managers can discuss within their teams who is best to attend however anyone who may
lead a project or aspire to understand project management should participate, ie. Economic Development
team, Rina and Emily, Corporate services and policy leads, planners.
Warren has asked that all infrastructure staff attend, if Executive Managers of other groups wish to invite
their team members please let me know so I can add them.
We will finish with lunch.
Background; Implementing a Project Management framework for RDC.
RDC want to introduce a Project Management framework that is simplified for ‘non-project managers’ and
the local government environment. It is developed from a standard approach that Morrison Low have
implemented in a number of Australasian Councils (most recently in New Zealand in Central Otago DC). It is
then tailored to suit RDC through a series of workshops. A minimum of 3 is required before the end of July,
Page 4
the output will be production of an RDC Project Management Manual as well as the supporting
templates. This wil help ensure consistency of approach in how projects are managed and reported.
Phase 1 - ML carry out a workshop with key staff to ensure that we build a common understanding and
approach to project management by:
• getting agreement on the rationale for a project management framework and the benefits this will
produce
• agreeing what Council’s project management approach is at key parts of the process e.g.
o clarifying definitions and application e.g. what a project is, when it starts and ends and
what project management means
o determining the roles and responsibilities e.g. project directors, sponsors, project managers
and delegations to the roles
o project management processes e.g. stages, process flows, change controls, reporting and
approvals
Phase 2 – Develop the PM framework
ML take the outputs from the first workshop and tailor them into our framework into a Project
Management Manual for Ruapehu District Council. The manual is a word document which includes the
necessary supporting templates for the appropriate documents, reports etc. An electronic version of the
manual can link through our corporate system.
ML will workshop with the same key staff a draft of the document to train staff in how to use it, where to
find the important information and get organisational buy in to using the approach across all projects
To provide some context, the fol owing is an example of the table of contents from a Project Management
Framework developed for another Council. It demonstrates how the framework addresses each stage of
the project management process, provides templates for standard documents, and in this case, defines the
processes that are required for different categories of projects.
Example Project Management Manual
Required for Project
Hyperlink
Contents
Smal
Medium
Large
Manual
Template
Stage 1 Project Initiation
Defining the Opportunity
Required
Required
Required
Project Brief
Required
Required
Required
A1
Feasibility Study
Optional
Optional
A2
Project Approval
Required
Required
Required
Project Establishment
Required
Required
Page 5
Required for Project
Hyperlink
Contents
Smal
Medium
Large
Manual
Template
Stage 2 Project Planning
Plan Template
A3
Project Overview
Optional
Preferable
Required
Project Goals
Optional
Preferable
Required
Pg
Success Criteria
Optional
Preferable
Required
Stakeholders
Optional
Preferable
Required
Project Programme
Pg
Scope
Optional
Preferable
Required
Assumptions
Optional
Preferable
Required
Specifications
Preferable
Required
Timeframe
Optional
Preferable
Required
Roles and Responsibilities
Preferable
Required
Resource Schedule
Optional
Required
Gantt Chart
Optional
Required
A5
Risk Management
Preferable
Required
Budget and Cost Planning
Optional
Preferable
Required
Pg
Cashflow Forecast
Optional
Required
Reporting
A6, A7,
Optional
Preferable
Required
A8
Change Control
Optional
Preferable
Required
A10
Communications Plan
Optional
Required
A4
Issues Management
Preferable
Required
A9
Quality Planning
Optional
Required
Health and Safety
Optional
Preferable
Required
Stage 3 Project Execution
Project Documentation
Status Report
Optional
Preferable Required
A6
Page 6
Required for Project
Hyperlink
Contents
Smal
Medium
Large
Manual
Template
Project Meeting Agenda
Optional
Preferable Required
A7
Project Meeting Minutes
Optional
Preferable Required
A8
Change Control
Optional
Preferable Required
A10
Issues Management
Optional
Preferable Required
A9
Procurement and Contract Management
Optional
Required
Stage 4 Project Completion
Project Closure Report
Preferable Required
A11
Project Evaluation
Preferable Required
A12
Phase 3 – ML carry out a post implementation review (6 months after implementation) to check on how it
works and make any adjustments
Ewen Skinner will lead the onsite work
Document Outline
