2022 PMO Issue and Action Register

Add PMO team to the Confluence - PMO Page

• Musa and Rosalynn - set space access.

Fibre Re-Arrangement - Contractual schedule review

07Apr: Assessment done, there are o/s comments for @Sipho Ngunyule to advice: https://skaafrica.atlassian.net/wiki/spaces/PMOUC/pages/1506771043

Risk Management - Using Key360 as an official risk management tool?

Jun 10, 2022

07Apr: Continue with Excel Risk Register, ask Alisha to show us the KEY360 risk process.

08Apr: Eng. Meeting to discuss the risk template structure next week Apr 14, 2022

22Apr: On-going, @Francois Kapp (Unlicensed) will share the google sheet in preparation for the risk template review with the Eng. Man. meeting stakeholders, and I will engenge with you during our weekly workshops.

19May: Swethani requested latest ‘project risk’ template from alisha and Swethani should ask Alisha to provide a KEY360 training to PMO team.

01Jun: Meeting with Alisha (on 31May), the current EXCO Strategic Risk register template will be adopted for project risk management. This template is a direct match of the KEY360 risk register template. Project Risk Register Template

01Jun: The KEY360 workshop will be arranged in BRP office once the team have reviewed and understand the proposed template - adopted by the EOC and CTHIS, no issues raised to-date.

13Jul: KEY360 Training: Awaiting date confirmation form Alisha (currently on leave).

08Aug: Risk Management workshop (with Alisha) scheduled for 11Aug2022 - done,

24Aug: Follow-on action tracked under Item 21

Admin - Easter Leave planner

@Heloise Meyer has shared the Holiday planner template: https://skaafrica.atlassian.net/wiki/spaces/PMOUC/pages/1505789106

Training - PMO Team Fidic Training

Sep 15, 2022

1Jun: @Heloise Meyer let’s prepare the PRF.

13Jul: Meeting with HR (Nomonde) 4 Jul 2022, HR agreed to proceed with FIDIC training, waiting for Nomonde to issue process doc to be followed for this process.

08Aug: Reanon (HR) asked the team to complete the HR training request forms for nominated personnel.

24Aug: Note: HR budget is limited

08Sep: HR docs in progress

Training - PMO PC Contract Management Training

Jun 30, 2022

meeting with Nomode on Apr 8, 2022 done

08Apr: Wayforward, PCs to complete training nomination forms and prepare PRF (follow Nomonde’s workflow to complete PRF)

I am waiting on PRF from Swethani and if he could remind Nomonde to sign my training form please. @Heloise Meyer done, I sent you the PRF, I think it is ready to process.

I have received the PRF and it is ready for signatures,thank you!

22Apr: PRF signed, @Heloise Meyer kindly follow-up with Amy if she has received the request for procurement.

05May: Signed PRF sent to SCM (Amy).

The PRF reached Amy and the RFQ will be closed on the 13th May 2022.

19May: PO Approval inprogress.

24May: PO Approved.

01Jun: @Heloise Meyer We need to confirm the training schedule.

03-06-2022 @Swethani Monyayi We have concluded this training purchase order process and it was awarded to Alusani, this training will be concluded on the 18th & 19th August 2022, PMO team, please schedule these dates in your diaries, thank you.

Performance Agreements (Reviews)

May 12, 2022

08Apr: Update from Eng meeting - Awaiting NRF, HR to advice soon.

20Apr: @Swethani Monyayi to follow-up on how this year assessment will be conducted, and by who?

22Apr: @Swethani Monyayi will conduct the PMO reviews, with support from Angelo, PM assessment can be supported by project sponsors/ program managers. Team to prepare their reviews by 3May and followed by scheduled reviews.

05May: 7/9 reviews complete, outstanding reviews Musa please schedule your review and Lynley to schedule her review (currently off sick), 4 signed.

12May: 9/9, 8 signed (Oustanding @Rosalynn Daka )

19May: All PRs submitted.

CEMAR- Angelo to handover to PMO

Jul 29, 2022

20Apr: Angelo on leave, I will follow-up upon his return.

22Apr: @Bongekile is engaging with @Angelo Syce on this task.

Vaccination - Information Required by Operations

On-going

Noted, refer to memo SSA-000J-001 issued on 11Apr2022.

22Apr: Eng. Meeting feedback - Access to the office via online screening (refer to Clifford email “self screening forms”). Unvaccinated employees to follow the process communicated by Rob and Barney, and report to SHEQ to confirm the test results.

12May: Operations issued a procedure: SSA-0006B-020 SARAO Employees and Visitors Access Control Procedures, please read through it.

01Jun: Please take note of the changes to SHEQ Nurse visits (Email from Faried - The INCON clinic days for Black River Park Cape Town have changed from Fridays to Mondays starting on the 30/05/2022 and the times will be from 8:00 hr am to 16:00hr pm.)

28Jun: Awaiting official communication following the adjusted Covid-19 regulations by the government - please read Rob’s email 23Jun2022, email subject: Repeal of DoH COVID regulations

Contracts - Process of drafting contracts, who should draft contracts?

Jul 29, 2022

05May: @Swethani Monyayi to engage with SCM to arrange a session with PMO team (various contracts brief)

29Jun: I am working on this on the background (investigation phase) and I will engage with you when I have developed a comprehensive approach.

08Aug: Escalated, need to revisit RACI for this activity

08Sep: In discussion with HoE.

migrate project summary status report information from Angelo to PMO space.

May 12, 2022

This action item is more likely to be executed by item 13.

QA External Audit

11May: PMs to populate propose interim project register [ by 12May (13h00), Make sure that Swethani have access to your PM docs repository.

19May: Swethani still have access issues on some of the g-drive folders, he sent ‘request access’ to PMs/PCs.

20May: Audit results - CONFORMANCE, all thanks to the team!

Project Status Report template - Phase 1 [Executive summary, schedule analysis, progress and look-ahead, risks, issues]

20May: Initial draft template shared with the team, Swethani to demonstrate how to complete info required.

01Jun: EOC project is piloting this report, the 1st version of the report was presented during the May 2022 Engineering meeting, it is currently receive positive comments from various stakeholders, goes to @Thulani Nicholas Fihlani for showcasing the PMO team progress towards establishing a common workflow system.

28Jun: PMO team should now adopt this report for all projects (exceptions to be discussed and agreed). Still need to demo the pilot report to the team. @Thulani Nicholas Fihlani let’s test the Eng meeting slides.

13Jul: Demo present to the team, time to set a target for full rollout.

08Aug: Happy with the progress - monitoring!

24Aug: PMs to follow proposed workflows to ensure that PM Processes are followed when preparing report information.

Procurement Plan 2022-2023 Q2 update

20May: @Bongekile please lead this task.

Contracts for buying fasteners, cables, etc

28Jun: Sipho has provided the list of suppliers to SCM for SLA contract consideration.

PMO Project documentation review for all projects

28Jun: Document planning as a result of the project scaling process is critical for compliance. The idea is to review and sign-off on the project documentation plan at the beginning of the planning phase. PMO and SE Manager proposed a gate point once the project is initiated to agreed on the SE process to be adopted and also SE documentation required for the project.

Farewell to Musa, HR processes and handover process

28Jun: Swethani and Angelo attended the DSI farewell to Musa on Tuesday 28May… @Swethani Monyayi to finalize exit documentation and IT equipment transfer forms. - Done

Quality Management in projects

13Jul: Splitting this task into Product Quality Control (ProdQC) and Project Quality Assurance (ProjQA).

29Jul: Issue escalated to Eng. Management reporting.

Finalization of the SPLP: Project Scaling Process Review

SKAO Project Controls team visit (BRP, Cape Town)

24Aug: PMO team informed.

Creating PMO KEY360 Profile

08Sep: Working on the workflow framework