Page 22 - BCCGA Best Practices Version 3.0

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It also improves the level of information regarding current and future projects,
and helps to identify and resolve issues of mutual concern.
1-7-1 COMMUNICATIONS PROTOCOL – JOINT UTILITY COORDINATION
As communications among project owners and facility owners/operators are
critical, the protocol should reflect the following characteristics:
Timeliness – Communication among the stakeholders in any project should
emphasize the importance of timeliness. Project progress can be facilitated
through attention being placed on the time required to respond to requests for
information and/or approvals. Conversely, inadequate attention to time can
lead to significant project delays. The stakeholders should be aware of the time
required for responding to such requests, and should incorporate those time
lines into the overall project schedule.
Response Times – Once the time requirements for the collection and
compilation of information, completion of design, and/or the securing of
approvals have been identified, response times should fall within the time
parameters established.
Scope – The exact nature of the request must be clearly stated and understood
by both the requester and the responder. If the requested information, design,
and/or approval cannot be provided within the overall response times
established, this fact should be communicated.
Frequency – The communication should be regular and on-going so that the
needs of both parties are fully understood.
1-7-2 STAGES
Project owners and facility owners/operators need to communicate during
these critical stages:
Long Range Planning – Development and approval of the strategic long-term
capital plan.
Multi-year Program – Finalize and approval of the multi-year plan. Time frames
for these plans may vary according to the project owner's overall planning
framework.
Best Practices Version 3.0