Complete Project
1. Practical completion reached
On practical completion of the project, subject to the appropriate documentation being in order, 50% of the contract retention amounts are invoiced by the contractor. The invoice is processed as per the Purchase to Pay process.
The defects-liability period begins at this time during which the PSG undertakes a post-project evaluation, the report from which is reviewed by BESC.
2. Making good defects certificate produced
Only after the final valuation is received and the defects inspection carried out, the Making Good Defects (MGD) certificate is generated by the contractor. University acceptance of the certificate (by the UED) triggers the approval to invoice the final 50% of the contact retention amount, marking the end of the defects-liability period.
If no further expenditure is due, the next stage is: Reconcile Project.
3. Generate report
Where further expenditure is due, eg. fitting out works, a report is generated by the Project Manager detailing likely timescales, outturn costs, delivery dates, activity required, etc.
The report is sent to UED Management for review to assess whether or not the further activity is allowed within the project or whether it will be charged to the department.
Where the extension is refused go to: Reconcile Project.
4. Set date for and carry out review
Where a decision is granted to allow further activity within the project, a date is set for the Head of Capital Projects to carry out and track further reviews. At each review stage and where further expenditure is due or where a final account is negotiated the Project Manager must again generate a report to detail future activity. The Project Expenditure Approval Form (PEA)will need to be amended accordingly.
If no further expenditure due/final account negotiated the next stage is: Reconcile Project.