note: this page is not compliant with hri07e CDID km3 and needs to be revised
1.0 Title: Work Order Task Summary
2.0 Purpose: A Task Summary is a multi-purpose, discrete work package that can be used to plan the project, identify outputs, and resources; as well as schedule, track and audit the project. It is not intended that the summary is a justification for the work, merely a description of it. It can also be a useful invoice support tool as the invoices themselves often are not produced by the Client Project Manager - who subsequently can't explain them.
3.0 Recommended Usage: The Task Summary can be used to clarify the often cryptic labels that appear on project plans, or to separate the components of long verbal descriptions of projects into logically discrete pieces. They should be thought of as blank cheques for someone else to spend money under the terms stated.
4.0 Frequency: There are 4 basic phases to the Task Summaries life:
- A preliminary summary should be created during the project definition phase (neatly handwritten is sufficient)
- After review by IRAP (and the client in the case of sub-contracts) and any disagreements on labour, deliverables, etc are settled a cleaned-up version of each task summary can be attached as part of the Statement of Work for approval and inclusion in the contract (i.e. letter of offer) package.
- When the project begins, the task summaries should be distributed to the persons responsible for each task (along with any pertinent procedures, etc) and their ID's used in conjunction with timesheets, expenses, notes, etc. When the task begins it should be noted on the form.
- When the task is completed, overrun, abandoned, replaced or a progress update is required; it should be revised, dated and a copy forwarded as a progress report to the Project Manager(s) along with any deliverables due.
5.0 Reference Documents:
5.1 LEG400 work order terms of reference (Professional services)
CDID02 - Project Plan
sys121 pm4 wo data discovery hri07e
6.0 Responsibility: The IRAP Client Project Manager is responsible for the accuracy, coordination and timeliness of all task summaries including those of sub-contractors, even where the sub-contractor has been assigned to produce their own task summaries.
7.0 Ownership: Task Summaries are the intellectual and physical property of the client or his sub-contractor unless otherwise negotiated.
8.0 CONTENTS:
It should include as a minimum:
- PROJECT REFERENCES
- TASK ID and LABEL (one per page)
- A TASK DESCRIPTION (one per page)
note: The task description is a one or two paragraph summary, not a procedure, if formal procedural documents are needed then they should be referenced only. It should be assumed that persons of average skill in the fields required for the task will be using it as their basic instructions of what to do. Care should be taken to avoid overlap with work in other Task Descriptions however, and the task should be interpreted narrowly - i.e.: if work isn't required by the description or it's procedures then it should not be charged to this task.
- TASK DELIVERABLES
note: this may be software (reports, computer files, etc.) or hardware (bricks & mortar etc.).
- RESOURCES required and used, including:
- a skill code (e.g. Lab Tech, Mech Eng, Sr Sci) that is either long enough to be obvious or listed in some other contract document. (this might also be used for equipment rental, etc.)
- The initials or name of the person having the skill if known (Mandatory for critical project personnel)
- the estimated quantity & units required per resource. (hrs, days, kgs, etc.)
- the actual number used (not on revision 0 obviously)
- The %'ge of actual vs estimate (alternatively the quantity required to complete)
- notes - such as % IRAP funding, % other funding, receipts required, footnote references, QA comments, etc.
- NOTES
as required, but especially to be used as a comment on the success or problems with the project.
Other information which may be required by contract:
- The level of Work Breakdown for projects where Sub-Tasks are defined. (The project itself may be considered Level 0)
- The Parent Task ID if the Task Summary is for a lower level sub-task.
- Planned Start & Finish Dates (if not on the Progress Plan)
- Actual Start & Finish Dates (if not on the Progress Plan)
- Work Order no(s)
- Pre-requisite Task ID's & Labels
- Pre-Requisite Tools & Equipment
- other pertinent information as required by NRC.
Attachments: CDID04A - Task Summary Form