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Guide to Using the Project Complexity and Risk Assessment Tool


1. Introduction

1.1 Context

In June 2007, Treasury Board ministers approved the Policy on the Management of Projects, supported by the Standard for Organizational Project Management Capacity and the Standard for Project Complexity and Risk. Together, the policy and the two standards establish the responsibilities of deputy heads to ensure that projects are managed in an integrated manner across the organization rather than on a project-by-project basis. The expected results of this policy and associated standards are that:

  • Projects achieve value for money;
  • Sound stewardship of project funds is demonstrated;
  • Accountability for project outcomes is transparent; and
  • Outcomes are achieved within time and cost constraints.

The policy establishes the expectation that deputy heads will ensure that there are appropriate processes and controls in place to effectively manage projects, deliver expected results and limit risk to stakeholders. The policy focuses on project governance, oversight and departmental capacity to manage projects. The Organizational Project Management Capacity Assessment supports deputy heads in their responsibilities to establish and potentially improve relevant management practices through a comprehensive assessment and analysis of opportunities to invest in capacity to better position the department to deliver on planned projects. The departmental self-assessment of project management capacity will bring to light areas of strengths, potential weaknesses and opportunities for investment. This information should support departments and agencies in their decisions to tailor project management practices and processes to business operations, and will help them be in a better position to keep up with best practices globally as they evolve.

The Policy on the Management of Projects shifts the basis for determining the project approval authority limits of departments from a set dollar threshold to a more objective, evidence-based assessment of the organization's capacity to manage project complexity and risks. As such, the policy requires that the department's capacity to manage projects is accurately assessed using the Treasury Board of Canada Secretariat (TBS) assessment tool as directed by the Standard for Organizational Project Management Capacity. The policy further requires that deputy heads ensure that the department conducts an accurate assessment of each of its projects in accordance with the Standard for Project Complexity and Risk. Taken together, the results of these assessments will support the determination of the relevant expenditure authority and the appropriate level of Treasury Board oversight.

The Standard for Project Complexity and Risk establishes the direction to ensure compliance with the Treasury Board Policy on the Management of Projects and requires that all projects subject to this standard be assessed to determine their level of risk and complexity. Projects are to be assessed using the TBS Project Complexity and Risk Assessment Tool that ompanies this guide.

1.2 Purpose and Structure of this Guide

The intent of this document is to provide guidance for completing the Project Complexity and Risk Assessment (PCRA) in accordance with the Standard for Project Complexity and Risk. This guide provides additional explanation and interpretation of terms and concepts to help practitioners complete and justify an assessment. Intended users of this guide are departmental personnel involved in the completion, review, approval and/or coordination of a PCRA. Secondary users of the PCRA and this guide may include TBS personnel and other stakeholders involved in project management and investment planning.

This guide follows the structure of the PCRA Tool and provides guidance and support for each of the assessment categories. It uses the following format:

Purpose of the Assessment Category

Summary of the significance and purpose of the assessment category in the context of the PCRA.

In other words, why is this category important in assessing a project’s complexity and risk?

Stakeholders

Identifies primary stakeholders that would be in a position to provide insight and input for a given knowledge area.

This section also recommends deliverables and tools that the organization could review to support the assessment.

Rating Significance

Explains how to interpret the score for a given category of assessment criteria.

The Appendix contains a glossary of terms to clarify specific terminology used in the relevant policy, standard and the PCRA Tool. Within the PCRA Tool, the intent of each question has been highlighted to ensure maximum clarity.



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