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21 1. Organization 2. Planning decisions for their respective group to be fully involved with activation to bring continuity to the process; Report on respective group progress toward readiness; Contacts Plan of Op's and Roles & Trials Manual Participate in resolution of issues as they arise. Responsibilities Schedules Comm Protocols Transition Plans Tools Staffing & Training Each SPOC maintains a direct reporting structure within its Start Issues Resolution home department or division; however, for the purposes of successfully activating the new facilities they functionally Handover Confirm O+ M Manuals Commissioned report to the terminal facility activation team. The SPOC con- Spare Parts Count Down ... Trials cept is a method of maintaining a constant dialogue between Trials Monitoring AOD each department and the terminal facility activation team. Trials Review Remedial Actions 4. Acceptance 3. Execution STAKEHOLDER MEETINGS Management, airport stakeholders, and construction stake- Activation Process holders have various dedicated forums at which information FIGURE 10 Typical airport terminal facility activation process is passed, project status tracked, and issues raised. Based on (Source: David Powell, Arup 2009). the governance structure described in chapter five, key meet- ings are established as shown in Table 4. The activation team meets with each stakeholder indepen- dently to assess their impact and involvement in the project at ACTIVATION COMMUNICATION MANAGEMENT the various stages of the activation program. The concept of AND REPORTING terminal activation to the wider airport community is pro- moted to increase understanding and place emphasis on the Because of the complexities of large airport projects, and the importance of continued participation throughout the activa- number of different people directly and indirectly affected by tion of the airport terminal facility, as shown in Figure 11. the changes that the airport terminal project will bring, com- munications must be carefully managed, both internally and In addition to representatives from the activation team, the externally. larger activation community will extend to all airport and con- struction stakeholders. As the size of the project increases, the An airport terminal facilities activation communications number of stakeholders increases, and information flows can management plan is developed in conjunction with the air- become increasingly difficult to manage with meetings and port authority and other key stakeholders, and details how forums becoming unnecessarily overcrowded and ineffectual. both internal and external communications are managed. For smaller projects many stakeholders wear several hats, The communications management plan ensures that com- resulting in streamlined and simplified information flows. munications with parties are two-way and that stakeholders and other organizations are both informed and consulted at On large projects, to facilitate the communications between agreed-on stages of the project. This facilitates consistent various departments and government agencies, a SPOC plus a back-up deputy SPOC concept from each major stakeholder and timely release and receipt of information by all partici- group is assigned to support the activation team, as shown in pants in the project. Figure 12. Airport terminal facilities communications management To ensure a seamless transition into operations the SPOCs: covers: Bring accountability to each of the various groups; Internal communications including: Have the appropriate level of authority delegated to them Activation working group to be responsible for making, or obtaining, any necessary AEC and construction manager communications Early What? Continued Stakeholders Engagement How? Engagement Success Who? FIGURE 11 Engagement of stakeholders (Source: David Powell, Arup 2009).