PROJECT PLAN OF WORK
The planning tool acts as a "checklist" for projects where the incorporation of security measures is considered.
The Project Plan of Work (Project Plan) shows the main project stages and activities throughout a project. It contains decisions and points requiring special attention, pertaining to security considerations that should be made alongside the regular activities that should be followed in a construction or renovation process.
Each stage contains a list of points that together, describe recommended considerations to be addressed. If the desire to incorporate security measures only arises in the middle or towards the end of a project, reviewing the entire process is still recommended.
It can be useful to plan a communication strategy in parallel with the Project Plan’s stages, to support the necessary decisions along the way.
Strategic definition
The strategic definition and feasibility study stage allows for an early screening of the site and project.
The specific area is mapped and analysed – including constraints, challenges and possibilities. The threat landscape and desired level of security are discussed, and an initial assessment of the risk, requirements, wishes, priorities and possible financing is made.
At the end of this stage, the risk assessment and all relevant analyses of the site and functions must be completed. The connection with adjacent areas and other planning, must also clarified at this point.
Mapping and analysis of context and functions
- Context mapping - including what character-defining physical settings, features or elements security should be integrated into.
- Registration of architectural expression and materials in which the solution should be included.
- Mapping of existing or future urban life - including pavement cafés, events, pedestrian flow, waiting areas, etc., which could be violent extremist targets.
- Mapping functions - including daily use, loading bay, waste management, fire and rescue, parking, cycling, accessibility, etc.
- What physical/aesthetic/visual considerations need to be considered? E.g. in relation to avoiding barriers.
- What physical elements can be enhanced in terms of security? Is there a possibility for a holistic, integrated solution?
- Interaction with the overall planning.
- Are there constraints that need to be considered, e.g. listed buildings and other heritages assets, easements etc.?
Objectives
- Should the solution clearly signal security or be as discreet as possible?
- What protective security measures are desired/deemed necessary to deter, delay, or prevent?
- What needs to be prevented? Is detection needed?
Risk assessment
- Start the risk assessment early. This platform's Risk Tool can be used to get an initial idea of the organisation's and project's needs.
- Is the situation permanent or temporary?
- What are the risks? Where is there a risk? How often is there a risk?
- Should the area be divided into different security levels?
- The initial needs assessment can form the basis for further work on the risk analysis and ascertain the need for involving an independent security advisor.
Information security
- IT and sharing of data is discussed – what information can be shared and how?
- Communication strategy – including how things are communicated internally and externally.
Preparation and brief
The initial risk assessment is concluded and translated into an overall security strategy – including finalising exactly which areas to protect, which threats to mitigate and to what extent (certified /not certified), and whether the measures should be differentiated and/or scalable.
At the end of the stage, the objectives and specific requirements must be defined and incorporated into an approved security strategy.
Function
- How is the building, urban space or site to be used?
- What is the connection to the surrounding environment?
Initial design and added value
- Proposals for strategies and types of solutions that can be incorporated for security, including consideration of security layers from the outside in, as well as emergency evacuation principles.
- Site planning for grounds and building, including a focus on accessibility.
- How can measures be integrated in site and project design?
- Identification of other functions that would be beneficial to consider together with the security measures to add value. E.g. energy efficiency and climate adaption, green spaces, recreation, etc.
- Balancing risk vs. economic, usability and architectural consequences of protective security.
Overall security strategy
- Risk assessment is completed.
- An overall security strategy is developed with recommended security levels and solutions.
- Can permanent protective security solutions be minimised or avoided altogether, e.g. through using temporary solutions on parts of the project? Is the solution scalable?
- Evacuation and escape possibilities.
Pre-approvals and expert assistance
- Initial dialogue with police as well as, fire and rescue authorities on risk, process and approvals (high-profile projects may require involvement of security and intelligence authorities).
- Security advice from reputable, independent private advisors where authorities do not provide coverage.
Programme
- Decision on type of solution and priorities
- Summary of the property developer's requirements and wishes to the security project, including strategy, level, quality and security class. Acceptance of residual risk.
Economy
- Decision on the financial framework for the project i.e. budget and cost management.
Concept design
Based on the approved initial project brief and the agreed security strategy, work will continue on the design programme and the security solution, including the possibility of linking several functions in an integrated, holistic design.
The advantages and disadvantages of the decided protective security solution are assessed against the other functions of the project and financing.
At the end of the phase, the overall strategy has been incorporated into the overall, final project brief, and the design/selection of the individual security components has begun.
Design
- Proposal for the specific design of the overall security solution.
- Presentation of the specific design of the various security measures involved.
Assessment of design solution
- Security level vs. design and aesthetic considerations.
- Is the project compliant with relevant laws – building codes, accessibility requirements, environmental sustainability etc.?
- Have we ensured that there are no unnecessary barriers to flow of traffic and people?
- Is an accessibility review needed?
- Evacuation scenarios?
- Can the solution be visually downplayed or further integrated into the context?
- Prioritisation.
Level of certification/documentation
- Decision on certification of all or some elements.
- Decision whether to make detailed calculations of sub-elements and/or 1:1 mock-up and full-scale tests, e.g. a Vehicle Dynamics Assessment (VDA).
Basis for calculations
- Choice of materials, which can have an impact on calculations.
- Choice on which solutions to perform calculations and which solutions cannot (or should not) be included in calculations, but which are still part of the overall system.
- Decision on residual risk.
Økonomi
- Preliminary construction costs.
- Review the approved financial framework – are costs within budget?
Developed design
The complete security project and its chosen sub-solutions are further developed, in accordance with the design programme.
If the designed protective solutions need to be tested, this is initiated. Then the documentation, needed to obtain necessary construction permits and approvals from local authorities e.g. drawings, is prepared.
At the end of this stage, the developed design must include all the necessary permits, as well as approvals from local authorities, as a basis for the technical design stage.
Project
- Preparation of developed design in accordance with design programme including, applications to be submitted to relevant authorities.
Dialogue
- Dialogue with potential future employees responsible for surveillance/guarding and operation of the overall security project.
- Dialogue with authorities as necessary.
Potential testing/calculation
- Preliminary security calculations.
- 1:1 mock-up and full-scale tests.
Economy
- Update preliminary construction costs.
- Review the approved financial framework – are costs within budget?
Approvals
- Obtaining approvals from authorities, including police and fire authorities.
Technical Design
Projects and sub-solutions are designed in sufficient detail to enable procurement and construction.
The technical design is typically prepared by construction advisors or partially by a contractor/supplier.
Detailed design
- Final technical design and preparation of procurement and construction programme.
Requirements
- Description and definition of requirements for contractor and supplier.
- Specification of requirements for all solutions.
- Defining documentation and liability requirements.
Review
- The advisor reviews any project documentation prepared by the contractor/supplier.
Operation and maintenance
- Prepare an Operation and Maintenance Plan. Including an assessment of the need for regular review of the protective security solution, in terms of continued functionality in accordance with current security requirements.
Information security
- Discuss information security in relation to procurement and future construction stage.
- Are there any limitations / restrictions that need to be written into the tender documents? E.g. regarding restricted access and obscuring line of sight to the construction site, when performing essential protective security installations; photography; and online meetings.
Construction
Supervision and control are carried out to ensure that the work is carried out in accordance with the project design and procurement contracts.
Implementation of solution
- Inspecting solutions installation to ensure that it meets the technical design requirements as well as, safety, security and quality levels.
Drift og vedligehold
- Handover of the Operations and Maintenance Plan and review with the individual responsible for the ongoing operation, management and maintenance of the site/building. E.g. Facility Manager or Technical Manager. This includes a discussion of how they can keep pace with societal developments and ensure new actions in the event of changes in the threat landscape.
Information security
- Enforcement of any decided restrictions.
Handover, close out and in use
Handover site/building and conclusion of building contract. Undertake 'in use' services and conclude activities within the handover strategy, including post occupancy evaluation, review of project performance and project outcomes. The new users will then perform ongoing operation and maintenance of the overall security solution.
Ongoing during the operational period
- Operation and maintenance of the installed security measures.
- Regular review of the risk assessment in relation to any changes in protective security needs and/or requirements.
- Regular security review of any changes to building/site or surroundings.
- Implementation of any new protective security requirements.
- Ongoing information and training of staff on, e.g. security culture and emergency management planning.
- Continued focus on information security / storage of essential documents regarding security strategy.