Project Management Protocol

Purpose (Why we do this):

Horizon's Project Management Protocol is in place to maintain clear and consistent communication through a rehab project.

Policy (What you're supposed to do):

Communication Protocol

Each property has been assigned a project committee, which consists of an Asset Management rep, Executive, Regional, and Site Manager. The project committees assignment spreadsheet can be accessed via the attachment below. Most decision questions will be directed towards the executive, but we want to keep the regional/site manager in the loop and solicit feedback when appropriate, so the entire project committee will be included on written communication.

Roles

Below is each individual’s role within the project committee:

• Executive
  • Helps create project vision/budget
  • Final approver of project plans
  • During the project, if there’s a desire to change the scope or there’s a difference in opinion between members of the Project Committee on the previously approved scope, the issue will be bubbled up to the Executive for a final decision.
• Asset Management
  • Helps create project vision/budget
  • Provides recommendations/guidance to project committee on particular scopes and contractors
  • Executes project in accordance with approved plan HRA’s primary internal and external project representative Authority on invoice approvals and expense coding
• Regional
  • Helps create project vision/budget
  • Provides feedback as needed to alert Asset Management to scope or vendor issues
• Site Manager
  • Helps create project vision/budget
  • Provides feedback as needed to alert Asset Management to scope or vendor issues
  • Facilitates project scopes as needed
  • Seeks approval from Asset Management for invoice payment

Procedure (HRA Way!):

Scheduled Meetings

• Due Diligence Project Scoping (if acquisition)
• Project Vision Development Meeting
  • Collective meeting between Project Committee to develop project scope and budget
  • Plan future scheduled meetings during the course of the project, sending out calendar invitations to Project Committee.
• Project Kick-Off Meeting
  • Meeting to reiterate roles, do a final review of project scope, schedule, and budget.
• Progress meetings tentatively scheduled at 25%, 50%, and 75% of project progress, but subject to change depending on size and length of project.
• Final Punch-List Meeting

Invoicing Procedure

1. Asset Management will ask project vendors/contractors to send all invoices to Asset Management in Seattle
2. Any invoices that site receives directly that they believe should be a 7000 code and any non-recurring 6000 cap ex invoice in excess of $10,000 should be first sent to Asset Management for approval
3. Once Asset Management approves, Site Manager enters the invoice
   • Some invoices may be sent directly to Seattle office, which will be sent to Manager for entry once Asset Management approves
   • Manager should speak up to Asset Management if they believe an invoice should be held back for payment.
4. Regional gives final approval within A/P workflow
   • Regional will endeavor to approve within 48 hours to prevent project delays

Resources:

• HRA Capital Project Committees