Dear New Zealand Transport Agency,

This is a request for documentation related to the NZTA Pito-One to Melling Cycleway project.

This request is for the document(s) from the Project Sponsor, Jetesh Bhula to the Chief Executive Officer, Nicole Rosie, advising that the project has been completed. This request includes any attached, referenced or enclosed documents to that advice.

This request includes the Project Closure document (or equivalent) specified in the section 1.1 Establishment, Project Closure pg 242, NZ Transport Agency’s Project management manual SM011, First edition, effective from July 2010.

Yours faithfully,

Darren Conway

Hello
You asked for clarification of the documents I am seeking.

I am seeking close out documentation initiated by the NZ Transport Agency’s Project management manual SM011 First edition, July 2010, Part 4, page 241 which states: "The project sponsor’s primary responsibility is to successfully deliver the project to the chief executive. "

Therefore on completion of the project by the sponsor, it would be reasonable to expect that this and similar key events were communicated to the CEO. I am seeking the document trail from the Project Sponsor to the CEO advising that the Project Sponsor has completed the delivery of the project. The document trail may not be directly from the Project Sponsor to the CEO. The Project Sponsor may have caused someone else to initiate the communications. These documents could be in the form of:
emails,
minutes,
meeting minutes,
reports,
PlanView reports,
EPMO reports/advice,
or similar.

In short:
How did the Project Sponsor advise the CEO that the project had been successfully delivered, and what was said?

If the Project Sponsor has not yet signed off delivery of the project, please advise the planned dates for these events.

Yours sincerely,

Darren Conway

Hello
This is In response to your request for clarification of the documents I have requested with respect to the Melling to Petone (M2P) cycle way project closure documents,

Typically for this type of project, and specifically for the M2P project, reaching the point of full and complete transition from the project to operations will be marked by the passing of significant project milestones on the way to project completion. An example of those significant milestones would include the opening of the M2P to the public, The achievement of significant milestones would have triggered communication within NZTA.

For the purposes of this information request, a significant milestone is one that triggered communication (directly authoring, endorsing, or initiating) from the Project Sponsor to upper management. Given that: "The project sponsor’s primary responsibility is to successfully deliver the project to the chief executive." it would be reasonable to expect that the chief executive would be included in the distribution of communication related to significant milestones on the M2P project. Communication may have passed through managers (including any board) between the project sponsor and the chief executive. On its way, the communication may have been filtered, summarised, edited, or otherwise altered. As such I am seeking communications from the project sponsor, which may not be the same as the derivative communication received by the chief executive.

It is my estimation that preparations for project closure would have begun some time before the M2P cycle path was opened to the public and that project closure may be completed at the end of 2024. Obviously I am not requesting documents from the future. By limiting the information request to the project sponsor within a defined time range for communication related to significant milestones, it is my intention to limit the scope of the request to information I am seeking.

I hope this clarifies my request for information. Please ask if you have any further questions.

Yours sincerely,

Darren Conway