Appendix C.4 Assistant Deputy Ministers Project Review Committee Terms of Reference A. GENERAL The Assistant Deputy Ministers Project Review Committee (the ADM Committee ) provides support to the Deputy Ministers Project Steering Committee (the DM Committee ). The ADM Committee provides guidance and assistance to the and Project Team on the technical requirements of significant capital projects, including all approved and potential projects as assigned by the DM Committee. B. ROLE The ADM Committee reviews and oversees the development of the technical requirements (including operations/maintenance requirements as appropriate) of capital projects selected by the DM Committee. The ADM Committee also supports the as required or as requested. C. PROJECT SELECTION Projects will be selected by the. D. RESPONSIBILITIES The ADM Committee is responsible for: To provide oversight, guidance and decisions to the project manager and project team on any aspects of the project deliverables, Endorsement of all project deliverables as directed by the DM Committee. Typical deliverables could include procurement documents, key terms and conditions, risk allocations, schedules and project cost estimates and budget, To identify to the DM Committee, all social, socio-economic and political issues that may impact the delivery of any project deliverables, Appendix C.4 Assistant Deputy Minister s Project Review Committee Terms of Reference Page 1
To seek direction and decisions from the DM Committee on any issues that impede the completion of the project deliverables within the project schedule and to notify the DM Committee, through the ADM Chair of any issues beyond the control of the ADM Committee, project manager and project team that will delay the project schedule and/or negatively impact the approved capital budget, To advise the project manager of all direction and decisions received from the DM Steering Committee, To ensure the project manager and project team are provided will all resources necessary to complete the project deliverables within the project schedule and budget, To ensure a fair, open and transparent competitive procurement process, Reviewing and recommending for approval any project documentation (including the business case) that will be provided to the DM Committee for Treasury Board, Cabinet and the Advisory Committee on Alternative Capital Financing, Identifying any required enabling legislation and sponsoring legislative or regulatory changes, and Reviewing and recommending for approval any communication strategy or plan. E. PROCESS The ADM Committee will: Meet regularly with the and project team members; Meet with departments and other stakeholders, as required; Receive regular reporting on projects, including status updates, and information on existing and emerging issues, key milestones, market feedback, legal matters, communications, stakeholder feedback and budgets; Provide direction and advise to the project manager on matters within its mandate; Escalate matters outside its control or mandate to the DM Committee through the ADM Chair; and Seek the advice of other parties (subject matter experts) within or external to government as required. The ADM Committee may determine any other procedures it requires to discharge its responsibilities. Appendix C.4 Assistant Deputy Ministers Project Review Committee Terms of Reference Page 2
F. ORGANIZATION The ADM Committee will report to the DM Committee through the Chair. The organizational possibilities and Chairs are shown on Figure 10. The Committee will consist of the Chair and standing Deputy Minister Members. The members will be drawn from: Chair; a. Deputy Minister of Transportation, or b. Deputy Minister of Infrastructure, or c. Deputy Minister of Service Alberta, or d. their Designate depending upon which Ministry is providing the project management, Assistant Deputy Minister, Transportation and Civil Engineering (Transportation), Assistant Deputy Minister, Capital Projects (Infrastructure), Assistant Deputy Minister, Enterprise Services (Service Alberta), Assistant Deputy Minister, Strategic Capital Planning (Treasury Board), Program Ministry Assistant Deputy Minister (Advanced Education and Technology, Education, Health and Wellness), Assistant Deputy Minister, Treasury and Risk Management, (Finance and Enterprise), Assistant Deputy Minister, Legal Services Division, (Justice and Attorney General), Other Assistant Deputy Ministers, as determined by the project type and appointed by the DM Committee, Other members, as determined by the project type and appointed by the DM Committee. For assigned projects a minimum of three members are required and for P3 projects the Assistant Deputy Minister of Finance and Enterprise and the Assistant Deputy Minister of Justice should be members of the committee. A Vice-Chair may be appointed at the discretion of the Chair who will act for the Chair in the Chair s absence or at the direction of the Chair. Appendix C.4 Assistant Deputy Ministers Project Review Committee Terms of Reference Page 3
The Chair may request the attendance and assistance of other Assistant Deputy Ministers, or such other persons as deemed necessary, for the Chair and/or the ADM Committee to carry out their responsibilities. The Chair will consult with the on a regular basis. The ADM Committee will convene at the call of the Chair, as directed by the DM Committee or at the request of the through the Chair. Committee recommendations will normally be reached by consensus. In the absence of consensus, a majority decision will prevail. The Chair and all members are eligible to vote. The provision of a Secretary to the Committee and administrative support to the Committee will be the responsibility of the Chair. Appendix C.4 Assistant Deputy Ministers Project Review Committee Terms of Reference Page 4
Figure 10 Potential Organization The Chair, Deputy Ministers Oversight Committee will conclude as to whether a project is a Single Ministry or Cross Ministry project. Single Ministry Projects are projects where 1 ministry is the program and infrastructure delivery ministry and the results of that project affect only that 1 ministry. Cross Ministry Projects are projects affecting more than 1 ministry and include projects for supported organizations such as health boards, post-secondary institutions and school boards. Government of Alberta (GoA) projects include any non-p3 infrastructure project run by a ministry and include projects for government-owned infrastructure, such as roads and buildings, and infrastructure for Supported Infrastructure Organizations such as Alberta Health Services, post-secondary institutions and school boards. Treasury Board or Deputy Ministers Capital Planning Committee Deputy Ministers Oversight Committee Chair DM Treasury Board Single Ministry P3 Project or RFQ Selection Committee Chair DM Service Delivery Ministry Cross Ministry P3 Project Co-chairs DMs, Treasury Board and Program Ministry GoA Project (non P3) Ministry Chair ADM Service Delivery Appendix C.4 Assistant Deputy Ministers Project Review Committee Terms of Reference Page 5