Review Memo for
Project Name - Date
Significant Track Pre-delivery
Closure Memo
[Programme or Project Name]
Template Release Date – 31 January 2024 [DRAFT]
Template Version – 4
1982
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Add an image of your project here
Single/contiguous sites – street view image
Non-contiguous sites – landholding plan showing al
INFORMATION
sites and roads involved.
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Review Memo for [Programme or Project Name] - Date
Contents
Purpose
4
Recommendations
4
Background
5
Project Update / Rationale for closure
5
Summary of Key Project Lessons
5
Describe how these lessons will be communicated
6
Checklist
7
Document Control
8
Endorsements and Approvals
9
Appendices
10
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Review Memo for [Programme or Project Name] - Date
Preparing a Significant Track Review and
Closure Memo
Each investment requires its own Review Memo including when a project is closed pre-delivery occurring.
This template must be used for all Significant Track investments pursuing closure without completing IMF
Implement phase. For more information about closure decisions please visit the IMF Delivery Toolbox on
Atamai. Note, unless specified all template sections must remain in the completed Review Memo.
Finalising the Review Memo and submitting for approval
The completed Review Memo and all attachments must be submitted to the IMO team
(I[email address]) .
The finalised Review Memo will be submitted to the PGB for approval, via the governance administration
team at [email address].
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IMPORTANT - when you are ready to finalise this document delete the blue commentary and guidance text
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link to page 4
Review Memo for [Programme or Project Name] - Date
Significant Track Review Memo
To:
Kāinga Ora Board
From:
[Author Name –
Author Role]
Date:
Click or tap to enter a date.
Subject:
[Programme or Project Name, AR#]
Purpose
The purpose of the Review Memo is:
1. To request and justify project closure, for governance approval
2. Note financial expenditure of
$XXXXXX made up of
$XXXX CAPEX and
$XXX OPEX to be written off of
which
$XXXX will be retained reflecting expenditure for benefit of future projects on this site;
3. To review the project, to document lessons and how these can be appropriately communicated
across Kainga Ora
4. To confirm the project closure plan.
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Recommendations1
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It is recommended that the
[Enter name of PGB] endorse and the Investment Delivery Committee recommend
that Board consider this paper.
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It is recommended that the Kāinga Ora Board:
0.
Approve this Review Memo and closure of project [
ARxxxx] at [
address] due to [
state high-level
rationale for closure], noting:
a) Project status:
[state progress made on project, including any site clearance]
b) Financials:
[state approved budget and spend to date and amount to be written off.]
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INFORMATION
c) Risks:
[state any high-level risks, benefits and dependencies of project closure and how they wil be
managed]
d)
Any other important context.
1.
Note the project wil be closed down in appropriate systems.
2.
Note the key high-level lessons learned are:
a) [add key lesson learnt]
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b) [add key lesson learnt]
c) [add key lesson learnt]
3.
Note the next steps are:
d) advise the Minister of Housing and Urban Development
e) [how decision wil be communicated to stakeholders]
f) [other next steps]
1 Note that, unless specified, al recommendations must remain in the Review Memo, and in the order and format set out here.
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Review Memo for [Programme or Project Name] - Date
Background
Property address
As specific as is appropriate
Briefly describe the purpose and key history of the project :
1. Describe the purpose of the project, including any key changes from the original intention (as
relevant)
2. Describe the current status of the project compared to the current approved Brief / Business Case /
Change Requests, including the current proposed budget, typolog(ies), yield, bedroom mix and any
points of note (FUD, additional features such as communal spaces, etc.)
3. Describe key decisions to date, e.g. Kāinga Ora Board or other governance decisions, and other
key milestones (resource and building consents, Ministerial and other stakeholder engagement)
4. Describe any public engagement, media or other output on this project.
Project Update / Rationale for closure
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Summarise why the project team is requesting closure prior to completing delivery.
Include relevant factors such as relative regional priority, cost factors, supply chain, stakeholder (including
ACT
mana whenua), site due diligence, other dependencies, risks and uncertainties.
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Summary of Key Project Lessons
Link to project closure rationale as wel as any lessons learned. Delete any sub-sections (aspects) that do not
apply – focus on key project lessons only. Make specific reference to identified risks as part of previous papers
and whether they were part of the rationale for closure.
INFORMATION
Aspect
Comments / Learnings
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Stakeholder,
Did stakeholder management occur as planned in the Brief or Business Case? What
including
would we do differently?
community
Engagement and
Partnerships
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Comment on any learnings with Māori engagement and what can be learned from
Māori Interests
experiences?
Note if the strategy / controls / mitigations for risks identified in the Brief or
Risk management
Business Case were appropriate and sufficient. Comment on any new risks
identified?
Financial
Did the financial management of the project occur as planned? Comment on how
management
financials elements may have impacted project closure.
Funding
Comment on any impacts of funding on project closure.
If applicable, did procurement activity occur and if so how did it contribute to the
Procurement
project closure?
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Review Memo for [Programme or Project Name] - Date
Aspect
Comments / Learnings
Commercial &
Did the commercial / contractual structure of the project work as intended?
contractual
Regulatory
Was RMA, consents, building limitations or regulation an impact on project
compliance and
feasibility or ability to be delivered?
titles
If applicable, comment on any Building Act compliance / inspection issues during
the project, any need for design changes or design standard changes during
Building and design construction (if applicable), or other building and design issues encountered
through delivery (if applicable). If changes to Design Standards were required,
include the approved Change Request as an appendix to this Review Memo.
Comment on any project characteristics or sustainability requirements impacting
Sustainability
ability of project to progress or be feasible?
Any other key activities or due diligence worth noting? Eg anything unique about
Other
this project? Suggestions for future innovation projects?
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Describe how these lessons wil be ACT
communicated
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Plan for communicating lessons learned
Plans to share relevant lessons through existing organisational channels, etc.
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Review Memo for [Programme or Project Name] - Date
Risks
Risk management
Describe the approach to managing outstanding risks (detailed in the Risk register, appended to this Memo)
Financial Expenditure / Write-offs
Financial expenditure on the project (OPEX and CAPEX) should be confirmed with the Business Partner as wel
as which expenditure needs to be written off and which can be carried to future projects.
$
Comments
Total Expenditure
$
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- Capital Expenditure
$
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- Operating Expenditure
$
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Capital Expenditure is made up of;
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Write off Proposed
$
Expenditure to be carried through
$
Checklist
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Checklist item
Complete
Comments
Kāinga Ora Legal have reviewed closure
as appropriate
All impacted consultants are notified
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Ara Support informed of project closure
All Purchase Orders are paid and
matched to the ful amount
Update project status in Oracle
Other project closure activities
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Review Memo for [Programme or Project Name] - Date
Document Control
For maintenance and changes to this template, please email the Kāinga Ora IMO at
[email address]
to register your change accordingly.
Document History
The fol owing versions of this document have been in circulation.
Date
Author
Change
Version
[Choose
[Author Name]
[Briefly describe the purpose and extent of [Version #
the date] [Author Role]
the changes]
e.g. 1.0]
[Author Email]
Add rows as required
Document Review
Contributors
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The fol owing have been identified and engaged to assist and contribute content within sections of this
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document.
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Date
Name
Section
Comments
[Enter the [Author name – author role]
[Add section detail and page x] [Contributor comments]
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date]
INFORMATION
RELEASED
Reviewers
A Significant Track project closure request requires the support of the Regional Director, Manager
Investment and Planning and C&I Director, Delivery, documented in the table below.
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Additional reviewers, if any, are to be determined by the Regional Director, Regional Investment Planning
Manager and your Business Partner. NOTE: Reviewers are accountable for their feedback.
Date
Reviewer's name
Position/title
Support
[Choose
[Reviewer's name]
Regional Director
[Yes/No/Subject to…]
the date] [Choose
[Reviewer's name]
Manager, Investment and
[Yes/No/Subject to…]
the date]
Planning
[Choose
[Reviewer's name]
Director - Delivery, C&I
[Yes/No/Subject to…]
the date]
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Review Memo for [Programme or Project Name] - Date
Endorsements and Approvals
Significant Track Review and Closure Memo must be endorsed by the relevant PGB.
Endorsements
I confirm I have the authority to endorse this Review and Closure Memo. The information presented is
complete and robust, the investment outputs are complete, and all decision-making requirements have
been met.
Approved by
[Enter name of PGB]:
[Enter name of PGB] Chair
Name
Role
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Signature
Date
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Recommended by Investment and Delivery Committee (IDC):
[Remove this endorsement signature space for IDC, if approval by the Kāinga Ora Board is not required.]
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IDC Chair
Name
Role
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Signature
Date
Approvers
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Approved by the Kāinga Ora Board
Kāinga Ora Board Chair/ delegated authority
Name
Role
Signature
Date
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Review Memo for [Programme or Project Name] - Date
Appendices
Please attach each completed appendix to this Review Memo, or provide an Objective link. Where providing
an Objective link, make sure the appendix is stored in the correct Objective project folder.
Appendix
“Attached below – see Page XX”, or provide the
Always required?
Objective link to this appendix
Attach the latest Business Case,
Brief or Memo under the IMF as
appropriate
Approved Significant Track
Add objective link
Y
Business Case / Brief /
Opportunity Memo
Any approved Change Requests
Add objective link
Y (if applicable)
Risk Register
Add objective link
Y
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Document Outline
