Post Implementation Review Policy

Application

All staff members involved in major capital projects / programmes by way of development and approval of business cases and/or the oversight of the implementation of initiatives.

Purpose

To outline the requirements for post implementation reviews (PIRs) for approved capital initiatives.

Policy

1. The following projects and programmes are to be included for post implementation review:

  • Category 1 – All capital initiatives with budget approval of $25 million or more and/or deemed High-Risk under the TEC published criteria.
    These PIRs will be reported to the Capital Expenditure Committee and to TEC.
  • Category 2 – All IT and Organisational Performance and Improvement (OPI) capital initiatives with budget approval of between $5 million and $25 million.
    These PIRs will be reported to Capital Expenditure Committee.
  • Category 3 - Other capital initiatives selected at the discretion of the Vice-Chancellor having reference to the initiative’s budget approval, achievability and change impact scores.

2. Category 1,2, and 3 PIRs must be reported to the University’s Capital Planning and Budgeting Committee and the Vice Chancellor.

3. The University’s ‘Achievability’ and ‘Change Impact’ scoring model as endorsed from time to time by the Capital Planning and Budgeting Committee is to form the basis of the assessment for inclusion in Category 3.

Note - The current scoring models are available from links in the Key Relevant Documents section below.

Post implementation review process

4. The approved initiative scope as outlined in the business case are to include a PIR as part of the initiative completion phase for both Category 1 and 2 initiatives.

5. The review terms of reference is to be tailored to the specific initiative and cover both the performance of the initiative, to deliver on time, within budget and to scope, and the realisation of broader benefits as outlined in the business case.

6. An appropriately accredited independent consultant is to be appointed to complete a Category 1 PIR.

7. An appropriately qualified staff member (or, where necessary, an independent consultant) is to be appointed to complete Category 2 and Category 3 PIRs.

8. PIR processes is to be managed by the University Strategic Programme Office.

9. Where an initiative stated benefits in the business case, a benefits realisation review must be undertaken post main / majority benefits realisation target date.

Definitions

The following definitions apply to this document:

Independent consultant refers to an individual that holds no direct affiliations with the University and is employed on a project-by-project basis. They may work for themselves or for a company that contracts out to multiple clients.

PIR means post implementation review.

Staff member refers to an individual employed by the University on a full or part-time basis. This includes permanent, fixed-term or casual staff members.

TEC means Tertiary Education Commission.

University means the University of Auckland and includes all subsidiaries.

Key relevant documents

Document management and control

Content manager: Manager, USPO
Owner: Director of Administration
Approved by: Vice-Chancellor
Date approved: February 2018
Review date: February 2021