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Scope Statement AIT Waste Water Treatment System


AIT Waste Water Treatment Facility: Scope Statement

Document History Version

Description

Date

Author

Checked

Number

1

Original

14/02/13

TS

NMcH

2

Updated following WBS

10/03/13

TS

LM

3

Updated for project budget

12/04/13

TS

NMcH

i


AIT Waste Water Treatment Facility: Scope Statement

Table of Contents Document History............................................................................................................................... i 1.0

Project description ................................................................................................................ 1

2.0

Project requirements ............................................................................................................ 1

2.1 Funding .................................................................................................................................. 1 2.2 Planning process ................................................................................................................... 1 2.2.1

Planning permission ................................................................................................... 1

2.2.2

Discharge licence ........................................................................................................ 2

2.2.3

Road opening licence ................................................................................................. 3

2.3 Project scope ......................................................................................................................... 3 2.3.1

Project requirements must be established ................................................................ 3

2.3.2

Project scope .............................................................................................................. 3

2.4 Project timing ........................................................................................................................ 4 2.4.1

Timeline ...................................................................................................................... 4

2.4.2

The Project Schedule must be established. ............................................................... 4

2.5 Determine project budget..................................................................................................... 5 2.6 Project management ............................................................................................................. 5 2.6.1

Project Management plan .......................................................................................... 6

2.6.2

Communication Management plan ........................................................................... 6

2.6.3

Quality Management plan.......................................................................................... 6

2.6.4

Risk Management Plan ............................................................................................... 6

2.6.5

Human Resource Plan ................................................................................................ 7

2.7 Procurement Management ................................................................................................... 7 2.7.1

Contractor procurement ............................................................................................ 7

2.8 Health and safety .................................................................................................................. 8 2.8.1

Health and safety plan ............................................................................................... 8

2.8.2

Project Supervisor Design Stage (PSDP) ..................................................................... 8

2.8.3

Project Supervisor Construction Stage (PSCS) ........................................................... 9 ii


AIT Waste Water Treatment Facility: Scope Statement

2.8.4

Method Statements must be developed for the project ........................................... 9

2.9 Treatment System design ..................................................................................................... 9 2.10

Plant construction ............................................................................................................ 10

2.10.1 2.11

Monitoring and controlling ...................................................................................... 10

Project closure.................................................................................................................. 10

Sponsor Acceptance ......................................................................................................................... 12

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AIT Waste Water Treatment Facility: Scope Statement

1.0

Project description

Currently AIT discharges its waste water to the municipal waste water treatment system at a significant cost to the institute. It is proposed to construct an onsite treatment system to treat waste water discharged from the campuses’ engineering building, which will represent approximately 400 persons currently and with an expected increase to 500 persons in three to five years. This will act to significantly reduce the annual discharge to the municipal sewer. This will see benefits for AIT in the form of reduced charges for the discharge of waste water and for Westmeath Co. Co. by reducing the discharge from the institute to the existing treatment works.

2.0

Project requirements

2.1 Funding The budget to construct the treatment system has been estimated at € 454k, for which funding must be sourced. As AIT is a partly government funded institute inherently funding or part funding for the construction of a waste water treatment system will necessitate funding from the government. Possible sources of funding include department of education or the department of finance. Other possible sources include the Higher Education Authority (HEA), under which this project would be eligible for a grant under the HEA’s capital investment programme. The responsibility for acquiring funding rests with AIT in their role as project sponsor.

2.2 Planning process 2.2.1

Planning permission

As the construction of a waste water treatment plant at AIT is not classified as an exempted development under legislation it is necessary to obtain planning permission from Westmeath Co. Co.. The acquisition of planning permission will act to promote proper planning and sustainable economic, social and cultural development. Planning permission for the project will be sought on behalf of AIT by the appointed consulting engineer in conjunction with relevant project parties. The planning permission process will involve several distinct phases which must be completed in order for a successful planning application to be made. Site Survey: For both the planning process and future project phases it is necessary to complete a GPS survey of the AIT campus. The survey will predominately focus on the proposed location of the

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AIT Waste Water Treatment Facility: Scope Statement

treatment system and the route of the discharge network to the municipal sewer at the Eastern entrance to the campus. Also site structures and services shall be included where possible. Drawings: As part of the planning permission process the appointed consulting engineer will be responsible for the preparation of outline drawings of the proposed treatment system. The required drawings shall include but is not limited to site layout, outline of treatment system, sections and a longitudinal section of the proposed sewer network. Planning application: The appointed consulting engineer shall be responsible for submitting an application on behalf of AIT to Westmeath Co. Co. for planning permission for the construction of the waste water treatment system on their campus. The application shall include the preparation of site notices, newspaper notice, maps etc. and ensuring the correct application fee is paid. 2.2.2

Discharge licence

In addition to planning permission, as part of the planning process a discharge licence will also need to be acquired. Under the Local Government (Water Pollution) Act 1977 as amended all trade effluent discharge to sewer networks require the granting of a discharge licence. “Trade Effluent” is defined as effluent from any works, apparatus, plant or drainage pipe used for the disposal to waters or to a sewer of any liquid (whether treated or untreated), either with or without particles of matter in suspension therein, which is discharged from premises used for carrying out any trade or industry, but does not include domestic sewage or storm water. “trade” includes agriculture, aquaculture, horticulture and any scientific research or experimentation. Thus treated effluent being discharged from the institute will require the acquisition of a discharge licence from Westmeath Co. Co.. The discharge licence will be sought for the discharge of treated effluent from the waste water treatment facility via a pipe network to the municipal sewer, which will be connected in the vicinity of the Eastern entrance to the campus. It is necessary as part of the application process to provide effluent characteristics. The application for a discharge licence will be made by the appointed consulting engineers in conjunction with TNLS. The application process will involve the preparation of drawings for the purpose of locating the connection point to the municipal sewer and determining the layout of the sewer network. Also information in relation to the proposed sewer network must be provided; such information must be sourced from experienced suppliers. As part of the application effluent characteristics must also be provided, for the purposes of the acquisition of a discharge licence treated effluent entering the municipal sewer shall be assumed to meet the requirements of the EPA.

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AIT Waste Water Treatment Facility: Scope Statement

2.2.3

Road opening licence

It is an offence under Section 13 (10) of the Roads Act, 1993 to excavate a public road without the lawful consent of the Roads Authority. In order to carry out an excavation in a public road, a person or body must have the consent of the Roads Authority or must be acting under specific legislation such as applies to Statutory and Licenced Undertakers. Thus as part of the planning process a road opening licence will be sought for the purpose of connecting the effluent discharge to the municipal sewer, under Section 13 (6) of the Roads Act, 1993. The application will be made for the purpose of excavating a portion of the R916 in the vicinity of the eastern entrance of the main campus. The responsibility of obtaining a road opening licence will rest with TNLS and the appointed consulting engineers. The process requires applying to Westmeath Co. Co. for a licence for openings to roads footpaths and verges along the R916. As part of the application process is required to prepare a site location map, and also supply copies of insurances etc..

2.3 Project scope 2.3.1

Project requirements must be established

Stakeholder’s requirements and concerns will be gathered in order to formulate clear requirements of the project. The requirements of the project will be subject to review throughout the project in order to ensure all requirements are dealt with effectively. Stakeholders will be engaged in different ways at various stages of the project, through regular meetings, presentations, emails, phone and an online project management tool (Wordpress) for regular updates of the project and to communicate new issues. The initial collecting of requirements shall be completed by TNLS, which will involve the defining of stakeholders needs to meet project requirements. Requirements shall be identified in conjunction with all stakeholders through previously identified channels and also through the experience of the project management team. In particular the requirements of AIT as project sponsor will be defined and documented. Project documents, including the project charter and stakeholder register, will be utilised to aid in the identification of project requirements. Following the identification of project requirements a project requirements document shall be formed, which will compile all project requirements and give a high level description and describe how the requirement will be satisfied. 2.3.2

Project scope

Following from the establishment of the project requirements a project scope will be developed. The Project Scope must be defined, managed, controlled, verified and communicated to the project

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AIT Waste Water Treatment Facility: Scope Statement

team and stakeholders. The scope will identify and elaborate on the key requirements of the project and identify the responsible parties. The project scope will be subject to continuous review throughout the project. In order to accurately define the scope for the construction of the waste water treatment plant three key project documents should be consulted, those are, project charter, stakeholder register and project requirements. The document which will used in order to form a detailed description of the project will be the project scope statement. The project scope statement shall be formed with reference to the aforementioned project documents and also with input from parties including; project team members, subject experts such as EPS, consultants, AIT, Westmeath Co. Co., legal advisors etc.. The completed project scope statement will be used to effectively manage the project scope throughout the project. The project scope will be established and managed by TNLS in conjunction with all stakeholders.

2.4 Project timing 2.4.1

Timeline

A project timeline will be created in order to define the key stages of the project. The project timeline will consist of a high level schedule for completing the project. The timeline shall define expected dates for key project milestones also set out set out an initial time scale for the completion of key project processes. The timeline shall be developed in conjunction with AIT to ensure that minimal disruption to the operation of the institute is caused. This will be particularly relevant to the construction stage of the project which has the capacity to cause significant disruption. The project timeline will be developed by TNLS in conjunction with AIT. 2.4.2

The Project Schedule must be established.

The project schedule will initially be set up by TNLS in conjunction with AIT and reviewed on a continuous basis. The primary project schedule will be subject to change by individual project parties; such as the appointed contractor who will provide a construction schedule which will form part of the overall project schedule. The project schedule will have a full list of work activities, intended start and finish dates for each element and responsible parties. The development of an accurate project schedule or project schedule model requires the completion of several individual processes as follows. Define activities: Defining activities will involve the identification of specific actions which are required to be performed in order to achieve the project deliverables, as identified in the project 4


AIT Waste Water Treatment Facility: Scope Statement

charter. The defining of activities primarily consists of the decomposition of work packages in the WBS to define the actions necessary to create them. From this process an activity list shall be formed, which will also identify each activities attributes and also a comprehensive list of project milestones. Sequence activities: This will involve the identification and recording of relationships which exist among the identified project activities. Activities which are required to complete work packages shall be sequenced in order of completion. Estimate activity resources: This process will require the estimation of the type and quantity of materials, people, equipment or supplies which are required in order to complete each activity. Throughout the planning process activity resource requirements will progressively become more detailed. Estimate activity durations: This process involves determining the actual work hours required to complete the work, and the number of work days required from start to finish. As with the foregoing sections these estimates require progressive elaboration throughout the planning process. This process maybe completed using a number of methods, for example, analogous time estimates, parametric time estimates or three-point estimates. Develop schedule: This process involves analysing the outputs from the four previous sections to develop the project schedule. Following the formulation of an initial project schedule negotiations and revisions are to be completed in conjunction with project parties until such time as an agreed project schedule is formed.

2.5 Determine project budget A budget for the wastewater treatment plant designed for the Engineering building at the AIT must be determined, in order for appropriate funding to be sought. The estimation of project costs will involve the development of an approximation of the monetary resources needed to complete project activities. Cost estimates shall be refined during the course of the project to reflect additional detail as it becomes available. Thus the accuracy of the project estimate will increase as the project progresses through the project life cycle. The project budget shall be established and maintained by TNLS.

2.6 Project management In order to ensure the effective planning, estimating and controlling of the construction of a waste water treatment plant on the AIT campus TNLS have been appointed as project managers for the 5


AIT Waste Water Treatment Facility: Scope Statement

duration of this project. As such they are authorised to interface with management as required, negotiate for resources, delegate responsibilities within the framework of the project, and to communicate with all contractors and management, as required, to ensure successful and timely completion of the project. The following subsections identify a number of their requirements. 2.6.1

Project Management plan

A project management plan will be developed for the project. At a basic level the project management plan will be a planning resource, apprehending the entire project from start-to-finish, covering all project segments, from initiation through planning, execution and closure. The project management plan for the project will be in the form of a project specific webpage, powered by Wordpress. 2.6.2

Communication Management plan

To further ensure the successful management of this project throughout its lifecycle a communication management plan must be developed. This plan will act to ensure timely and appropriate generation, collection, distribution, storage, retrieval, and ultimate disposition of project information. At a basic level a communication management plan can be seen as describing who needs what information and by what means it will be given to them. A communication management plan for the project will be developed by TNLS taking account of identified stakeholders and their respective required information. 2.6.3

Quality Management plan

The Project Quality Management Plan will document the necessary information required to effectively manage project quality from project planning to delivery. It will define the project’s quality policies, procedures, criteria for and areas of application, and roles, responsibilities and authorities. This will be completed by TNLS and its intended audience is the project manager, project team, project sponsor and any senior leaders whose support is needed to carry out the plan. 2.6.4

Risk Management Plan

A Risk Management Plan must be formed for the construction of the project. It is a document which will allow the project manager to foresee risks, estimate impacts, and define responses to issues. The risk management plan shall contain an analysis of likely risks with both high and low impact, as well as mitigation strategies to help the project avoid being derailed should common problems arise. The risk management plans should be periodically reviewed by the project team to avoid having the analysis become stale and not reflective of actual potential project risks. Most critically, the risk management plans should also include a risk strategy. 6


AIT Waste Water Treatment Facility: Scope Statement

2.6.5

Human Resource Plan

A human resource (HR) plan will be prepared; this will prescribe how suitable persons will be sourced for the project i.e. through proper planning, recruiting, and selecting. TNLS shall provide and maintain an appropriate HR plan, including provision for training, appraising, compensating, and implementing employment decisions. The employment protection legislation between 1993 and 2012 should be followed at all times.

2.7 Procurement Management A Procurement Management Plan must be put in place for the project. It is essential that the project management team and or the project manager implement an effective plan when it comes to the various components of procurement throughout the projects lifecycle. The procurement management plan will dictate and describe the entirety of the procurement process for the project. The procurement management will be implemented and developed as early in the project life cycle as possible to assure that the procurement process is consistent throughout. 2.7.1

Contractor procurement

For the construction stage of the project it is necessary to appoint an appropriate contractor with a proven track record with similar projects. The appointment of a contractor will be in response to a comprehensive tendering and evaluation process. Tenders will be evaluated on the basis of the most economically advantageous tender. A contractor will be appointed by TNLS in conjunction with the client. The tender process for this project must be clearly set out and correctly recorded to ensure evidence of full compliance with the code. Care is needed with regards to the recording, assessment, confidentiality of all communications which includes verbal, written and electronic methods. To ensure the foregoing is accomplished, the following processes shall be completed. Pre tender stage: Involves the appointment of the tender Selection Panel (SP) which is a specialist that checks for conflicts of interest and confidentiality. TNLS will confirm and select the tendering method that will be used for the project. As this project involves a public sector contract, E-tenders must be used. The appointed consulting engineer will be responsible for checking and signing off drawings and specifications. They will also check the consistency with regards to the brief. Tender Stage: Is the process which sets out an appropriate tender period, advertising date, tender validity period, and closing location, date and time. The appointed consulting engineer will be 7


AIT Waste Water Treatment Facility: Scope Statement

responsible for checking the documents such as the contract and special conditions, drawings, specifications, and the Bill of Quantities if applicable. The closure date for tenders shall be specified in the tender documents. Evaluation Stage: It is the responsibility of the Selection Panel (SP) to record and assess all tender submissions for the project. They shall ensure all documentation is kept secure and that the tenders are in conformance with the tender requirements. They also are required to reject late or nonconforming tenders and identify the best value tender received, on the basis of the most economically advantageous tender, as the selected tender for use. Any uncertain aspects of the preferred tender must be clarified and any variations to tender documents must be negotiated upon. If an agreement with the preferred tenderer cannot be reached through negotiations, the next best value tenderer must be chosen. It will also be reconfirmed that the budget is available allowing the project to proceed. The tender evaluation and recommendation report will then be signed by all of the Selection Panel. Contract Award Stage: The Selection Panel shall submit their tender evaluation and recommendation report for approval. Endorsement and approval must be obtained for the project. When approval is obtained, the contract shall be awarded to the successful tenderer.

2.8

Health and safety

2.8.1

Health and safety plan

A Health and Safety Plan must be developed to minimise the risk of injuries in the workplace. A preliminary Health and Safety Plan will be prepared by the Project Supervisor for the Design Process (PSDP) in accordance with Regulation 12 of S.I. No. 504 of 2006 Safety, Health and Welfare at Work (Construction) Regulations, 2006 and any amendment thereof. It is the responsibility of the Project Supervisor for the Construction Stage (PSCS) to develop the Safety & Health Plan for the Construction Stage in compliance with the above regulations. This involves the implementation of the Safety & Health Plan, and any amendments required. The Health and Safety plan must be set up in accordance with the Safety, Health and welfare at work act 2005. 2.8.2

Project Supervisor Design Stage (PSDP)

The Project supervisor design stage (PSDP) must be appointed. For all construction projects it is a legal requirement to appoint a competent person to act as PSDP. The elected PSDS must have the necessary competence to carry out the relevant duties. The PSDP must be appointed before design of the treatment works commences. The PDSP shall be responsible for the formulation of a

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AIT Waste Water Treatment Facility: Scope Statement

preliminary Health and Safety Plan. This will act to ensure effectiveness in addressing and coordinating safety and health matters from the very early stages of the project. The PSDP for the project shall be appointed in writing by AIT. 2.8.3

Project Supervisor Construction Stage (PSCS)

A Project Supervisor Construction Stage (PSCS) must be appointed. The main requirement is that the appointed person/body must be ‘competent’ to take on this important role. They should have the educational qualifications, background knowledge & experience for this role. It is a legal requirement that the competence of PSCS candidates be determined, as such PSCS candidates will be evaluated by AIT in conjunction with TNLS. The PSCS will be responsible for the preparation and maintenance of the projects Health and Safety Plan. 2.8.4

Method Statements must be developed for the project

A work method statement, also known as "safe system of work", which is a manuscript that details the way a work task or process is to be completed are required to be formed for works activities during the project. The method statements should outline the hazards involved and include a step by step guide on how to do the job safely. Method statements shall be developed for processes within the project as deemed necessary by the project manager.

2.9 Treatment System design The treatment system must be designed to be capable of treating a maximum daily demand of 250Pe. The system must be designed in in accordance with EPA manual, Treatment Systems for Small Communities, Business, Leisure Centres and Hotels 1999. The treatment must produce effluent which meets required standards, thus reducing the biological loading on the municipal sewer. The treatment system shall be designed by a competent individual to be appointed by AIT. The design of the project involves two primary sections, firstly the design of the sewer network from the engineering building to the treatment system and subsequently from the treatment system to the municipal sewer. The second section requires the design of the sequencing batch reactor treatment system which can be divided into three individual elements. Preliminary Treatment: Preliminary treatment includes screening, grit removal, and flow monitoring. The designer must firstly design the mechanical screening process for influent waste water. Also an influent flow equalisation system must be designed.

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AIT Waste Water Treatment Facility: Scope Statement

Sequencing batch reactor: The sequencing batch reactor is required to have a minimum of two basins to allow for redundancy, maintenance, high flows, and seasonal variations. The designer is required to design the basins to be capable of treating up to 250Pe. The designer must also incorporate a means of transferring sludge between the two basins should the need arise. All basins should have a sloped bottom with a drain and sump for routine tank maintenance and ease of cleaning. The design of the sequencing batch reactor is to be based upon flow-paced batch operation and the designer must ensure the same volumetric loading and approximately the same organic loading during every cycle. Post basin: A post-basin effluent equalisation tank should be incorporated to smooth out flow variations prior to downstream processes. The flow from the basin should be metered out to ensure that it does not hydraulically surge the downstream. This basins should also have a means of removing solids from the bottom of the unit, such as a sloped bottom with a drain or sump.

2.10 Plant construction The contractor and TNLS shall be responsible for ensuring that the treatment plant is constructed in accordance with the standards as set out by the EPA (Treatment Systems for Small Communities, Business, Leisure Centres and Hotels) 1999. Any other standards that might be of relevance to this project should be abided by. TNLS as project managers will assume responsibility for monitoring and controlling the construction phase. 2.10.1 Monitoring and controlling Monitoring and controlling will involves the identification of potential problems in a timely manner and the determination of corrective action which can be taken, where necessary, to control the construction of the project. This process will involve the measurement of ongoing project activities to determine at what stage the project is at. Also project variables such as cost, effort and scope must be monitored against the project management plan and the project performance baseline. It will be the responsibility of TNLS to then identify corrective actions to address issues and risks properly.

2.11 Project closure Upon completion of the development of the sequencing batch reactor, the project is required to be closed effectively. TNLS as projects managers are responsible for ensuring the project is satisfactorily closed.

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AIT Waste Water Treatment Facility: Scope Statement

Closing shall include the formal acceptance of the project and the ending thereof. Administrative activities shall include the archiving of the files and documenting lessons learned. This phase shall consists of: 

Project close: Finalise all activities across all of the process groups to formally close the project or a project phase



Contract closure: Complete and settle each contract, including the resolution of any open items, and close each contract applicable to the project or project phase.

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AIT Waste Water Treatment Facility: Scope Statement

Sponsor Acceptance

Approved by the Project Sponsor:

____________________________________________ Project Sponsor: AIT

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Date: _____________________


Scope Statement