Nature Society (Singapore) Standard Operating Procedures

Project Control Procedures

Last updated August 15, 2011
1. Projects, Business Events Management and Operations - General
1) Project/Events management and operations outline the following criteria to ensure that
when our staff raise money in return for some services or obligations (e.g., Sentosa
survey, this Ikea project, BTO 2nd planting, school donations), the Society does not end
up with contractual obligations beyond its capabilities, costs beyond the money it
receives, potential liabilities beyond its financial resources (arising from advice,
recommendations, indemnities and guarantees) or a time-wasting project.
Criteria:
a) Initial review and approval in-principle (IP approval) and decision on who to be
responsible. If the initial in-principle approval is given, then a final approval will
follow. Final approval will be given unless the first in-principle (IP approval) is
completed.
b) Depending on the size and complexity, to authorise staff e.g the EO or Outreach
Officer to handle the negotiations and to determine whether to require supervision by
or involvement of an experienced SIG/C or Exco member(s).
c) Initial budgeting (or costing), project timeline, internal, external , direct and indirect,
maintenance costs incurred to ensure financial/operation viability and review by the
treasurer(s) and Exco.
d) Review of contractual obligations to ensure they are acceptable to and deliverable by
NSS (e,g the Legal Counsel with help from SIG/C or Exco member(s).
2. Commencement of Project management and Operations
a) NSS project management and operations work begins when:
i) the project budget, funding, schedule, terms and conditions of the contract is
completed , reviewed and accepted by Exco members (refer to all of items 1a to
1c
ii) Exco and the relevant authority authorizes and commits to the execution of the
project.
iii) Final approval in accordance with some authority limits.

2. Butterfly Trail at Orchard.

BTO Project Authorization
The project authorization will cover the following processes:

Nature Society (Singapore) Standard Operating Procedures

1. Marketing:
a) The moment the staff has identified a fairly firm prospect, we should prepare
tentative design proposals, quantities, timetable and initial costing out and have
them reviewed by the Butterfly Trail Project Officer and BIG member(s).
b) Advise if it's not feasible in regards to timing, NSS resources, sponsorship
money, etc.
2. Project Budget:
a) Quotations for landscaping:
Staff will get two or three quotations from private sector landscape contractors in cases
where the butterfly garden(s) being built is on private land. For lands managed by
NParks, NSS is not allowed to raise quotes yet and NSS has to engage the services of
NParks term contractor. This can change pending NSS negotiation with NParks in future.
Quotations for items other than landscaping (purchase of plants, slabs etc), NSS staff will
get two or three quotations for a fair comparison.
b) Ensure that there is flexibility in the quotations in regards to quantities in case
we decide to vary them.
c) Prepare a budget estimate for review by BIG and either of the treasurer and
keep the EO informed.
d) Staff will approach Exco for IP approval so as to proceed to negotiate
and finalise the sponsorship agreement (with NSS Legal Counsels input on
terms of agreement)
e) Firm up the design and quantities, project costs and get them reviewed and
endorsed by BIG (or any other specified SIG/C).
f) Staff to seek Exco approval to enter into the sponsorship agreement. Exco
will need to review the budget, the quantum of money and any unusual or
onerous obligations, and may consult NSS Legal Counsel (In future, Exco
may set up alternative approval procedures and authority limits for approval
of standard sponsorship agreements.) Without this approval, the sponsorship
agreement cannot be signed.
g) Sponsorship agreement is signed.
3. Sponsorship Payments
a) Wait for payment from sponsor. Be prepared to KIV the project if the delay in
payment affects the critical path adversely.
b) Approach Exco, if there is a need to issue deposit payments, purchase orders
ahead of receipt of sponsorship money.
c) On receiving sponsor's money and depending on the timetable, get approvals for
issuing POs on time. Follow the authority limits for approving expenditure
(passed by Exco on 2010-09-13).
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Nature Society (Singapore) Standard Operating Procedures

d) For all purchases and installation of signages etc on site, check that the
suppliers/contractors have delivered as ordered (quantity, quality, etc.) and bring
up with them if there is any shortcoming.
e) On receipt of invoices, check that they are in order (or as finally agreed) and sign
them off to evidence satisfactory contract performance and pricing so that Joe can
process them for payment.
f) Either of the treasurers will approve payment when he is satisfied that the
expenditure has got the appropriate approvals (point 2d above) and that the
invoice has been correctly priced and there is no outstanding counterclaim against the supplier/contractor (point 2e above).