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The co-location project

The process for running a fit-out project includes deliverables for lead and participating agencies, and setting up governance.

Project activities and outputs

During the delivery phase of a co-location project, there are certain activities that agencies need to complete and outputs that should be delivered.

Managing a design and fit-out project

Defining project scope

We recommend that all parties discuss and agree the project scope as part of the development of a project initiation document (PID) and the memorandum of understanding (MoU).

Lead agency deliverables

  • Project management tools and documentation as per the lead agency’s internal templates, for example, project plans, PIDs, risk registers, business case.
  • Establish governance structures in agreement with participating agencies.
  • Monthly reports across all workstreams – ICT, construction, design and communication.
  • Technical design documentation for the fit-out.
  • Procurement documentation for goods and services for the building.
  • Legal agreements specifically for the building. This includes development agreements, the lease, MoU, and the co-location agreement.
  • Facilities management scope, plan and resources for ongoing building management, with supporting documentation.
  • Change management plan specifically for the building.
  • Change plan and collateral to suit project needs.
  • Communication plan and collateral for the project that can be used by each agency, including user guides.
  • Communication with local cluster representatives.
  • Combined induction training for systems and security operations.
  • Security escalation response requirements for heightened security threat levels.
  • Establishment of staff engagement structures in agreement with participating agencies.
  • Moving day support activities at a building level, with the scope agreed with partner agencies.
  • Building opening and ceremony.
  • Standard operating procedures for shared ICT components.

Participating agency deliverables

  • Approval processes as agreed with lead agency for key project, financial and design decisions.
  • Ensure local cluster reps communicate key project information and changes to their people.
  • Hold additional staff sessions on the project.
  • Decluttering activities.
  • Moving logistics, including declutter days, move related communications, migration plans, and contracting a moving company.
  • Move day support. The scope for this should be agreed with all participating agencies with regards to IT help, ergonomic assessments and other welcome activities.
  • Staff any resource changes resulting from the facilities management plan for the building.
  • Additional deliverables as agreed by the Operational Group.

Setting up project governance

​It’s critical to establish clear governance structures at the beginning of the project to support effective joint decision-making.

Project governance

Appointing resources

The lead agency has responsibility for resourcing key project roles – but participating agencies should help with these appointments and provide resources where appropriate.

The internal project manager should be appointed to represent the interests of the project and not the lead agency – we recommend that the lead agency identifies a separate contact to represent the interests of its business.

How we can help

We can:

  • provide expertise and guidance on building search and evaluation
  • assist in building negotiations as required
  • identify, promote and encourage commonalities to be leveraged, like procurement, design and infrastructure
  • be an escalation point for disputes
  • support co-locations to fill surplus space and manage exits and entries
  • endorse key project documentation, like project initiation documents (PIDs), accommodation briefs and business cases
  • support the establishment of governance structures, MoUs and working arrangements.

If you have any questions, email the GPG team.

Mandated agencies need approval from GPG before acquiring, renewing or ending a lease.

Lease approval process

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