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Managing a Retrofit Installation Programme

Client Guide

01

Begin Planning Early

It is in the interests of on time project delivery to begin the planning and scoping of the project realistically. Understand and acknowledge obvious blockage points and have a realistic timeframe. Not addressing potential issues at the outset will inevitably result in disappointment and potential conflict in the latter stages of delivery.
2

Phased Delivery

Set out the programme in distinct phases, each covering specific properties and locations, this will lead to maximising the installation of measures.
3

Survey Quality

Accurate high quality surveys are the key to a successful outcome. So much time can be lost, and duplicate visits only succeed to slow down projects and sap morale. There can also be significant cost impacts if the accuracy is below requirement. It is frequently the case that your installers having visited the property will inform you that the condition make it unsuitable for the intended measure (particularly in the case of insulation measures), thus leading to further programme design and delay. Very specific PAS compliant information should be included in the text of any contract, closing any ambiguity on your expectations.
4

Retrofit Assessment Resource

Accurate high quality surveys are the key to a successful outcome. So much time can be lost, and duplicate visits only succeed to slow down projects and sap morale. There can also be significant cost impacts if the accuracy is below requirement. It is frequently the case that your installers having visited the property will inform you that the condition make it unsuitable for the intended measure (particularly in the case of insulation measures), thus leading to further programme design and delay. Very specific PAS compliant information should be included in the text of any contract, closing any ambiguity on your expectations.
5

Programme Design

Upon award it is good practice to hold a programme review with all stakeholders to understand any issues or sequencing that may, unless addressed cause unforeseen delays. Use the experience of your chosen installer to have input (and ownership) of the programme from day one.
6

Contract Administration

Clear and consistent methodology in managing the contract is essential and can be enhanced by setting out some basic ground rules: no work (or variations) should be carried out without a physical work order (this protects all parties in the event of any disputed items in the duration of the contract), clarify the process for variation sign offs, notify which individual(s) are responsible for application authorisation, set out the dates and timescales for application process. Whilst these may appear basic and obvious, many RSL’s experience challenges with regard to appropriate resource levels and a clear timetable and process benefits all stakeholders and reduces the potential for conflict. With the opening up of funded delivery to more and more SME’s, cashflow becomes a critical factor to maintaining programme momentum. You may find it beneficial to establish SLA’s for your own team to facilitate this.
7

Programme Administration

From the outset of the project there should only be one project progress board/report. Multiple boards for client, assessment and installation are a common feature and can be counter productive and lead to unnecessary delay and confusion. This is an issue to address at the beginning of the project, if as client you have a proven approach then this should be the most obvious solution with access for all stakeholders. Many Assessors and Installers have well developed reporting boards, whilst they may also offer a strong solution, it is essential that as the client you make a selection early and ensure everybody is working to the same information.
8

Regular Reviews

Although a given with most projects, there are examples where projects endure ‘review fatigue’, this generally happens for two primary reasons – firstly the project is proceeding in a very positive manner – this can result in some complacency from all sides, which then leads to a drop in standards. Another common reason for a lack of reviews reverts back to clarity of reporting due to the multiple reporting board scenario highlighted previously. Neither reason is justified and as client it is your responsibility to maintain this process throughout its tenure.
Contacts

Get in Touch

Location

Offices: Ergo Building, Bridgehead Business
Park, Boothferry Rd, Hessle, HU13 0GD

Registered Office

1st Floor Phoenix House, 3 South
Parade, Leeds, LS1 5QX

Phone

0333 016 0878

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