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ARCHIVED - Approving the Project

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The Treasury Board Approval process normally involves two iterations at increasing levels of project planning detail. The output of the first planning iteration is used to seek authority to proceed with further definition of the project. The output of the second planning iteration is used to seek the authority to implement the project. Departments normally request Preliminary Project Approval (PPA) when the initial project planning and identification is completed, and Effective Project Approval (EPA) when the detailed planning is complete. Where extensive project definition and detailed planning can be performed in one step (and the associated costs are within the prescribed guidelines), a single submission is possible. In these cases, the single submission must provide all information required from both the PPA and the EPA.

No. Activity Detail of Activities and Remarks
1 Prepare & submit the PPA proposal Prepare the PPA proposal to obtain approval and authority to proceed with all or part of the project's detailed planning phase:
  • Identify the program requirement and justify that it relates directly to the Department's goals and responsibilities. Show that the project can effectively address the requirement.
  • Specify the costs required to complete the project definition phase (detailed planning).
  • Provide documentation substantiating that the project represents an effective and efficient solution to the operational needs as setout in the Department's defined priorities or in the Long-term Capital Plan (LTCP).
  • Prepare the project brief (where required).
  • Gather and assemble the supporting documentation including the:

    • Indicative overall project cost estimates (to be refined in the detailed planning phase).
    • Overall project schedule;
    • Summary of cost-benefit and option analyses;
    • Preliminary Risk assessment;
    • Preliminary Project Management Plan (including project management approach and milestones);
    • Project Issue Log; and
    • Other objectives, if deemed appropriate in consultation with the TBS such as: preliminary procurement strategy, IM/IT strategy, HR impact, and communication and policy issues.
2 Prepare & submit the EPA proposal Prepare the EPA proposal to obtain approval and authority to proceed with all or part of the project's implementation:
  • Specify the substantive costs required to complete the project implementation phase.
  • Detailed description of project objectives and benefits, including as appropriate schedule objectives, performance objectives, industrial and regional benefits, and other national objectives.
  • Detail any other objectives that have been deemed as by the Department, in consultation with the Treasury Board Secretariat, to be sufficiently critical to require specific authority by the Treasury Board.
  • Project brief (where required);
  • Gather and assemble the supporting documentation including the:

    • Descriptions of agreements with external parties (such as international cooperation agreements, agreements with other federal government departments, or provincial governments);
    • Formal Risk assessment and mitigation strategies;
    • Formal Project Management Plan (including project management approach, schedule milestones and the overall project schedule) Project Issue Log;
    • Schedule objectives; and
    • Corporate Process Plans (Quality Plans, Risk Management Plan, Communications Plan, Performance Management Plan, HR Plan, Configuration Management Plan, Requirements Management Plan, and IM/IT plans).