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22 Design & Construction Team AEC (Architect Engineer Airport Construction Stakeholders Authority Airport Community Key Stakeholders Activation Working 1 SPOC Police Group 1 Deputy SPOC Airlines To provide continuity, 1 SPOC and Airport Operations Activation Core 1 Deputy SPOC should represent each Stakeholder (note: on smaller Operations & Maintenance Team & SMEs projects SPOCs may represent several stakeholders) Other Departments & Tenants Customs Immigration Groundhandling FIGURE 12 Activation communication structure. SME = subject matter expert. (Source: David Powell, Arup 2009). Stakeholder management progress, and identifying key milestones in the construc- Information for the workforce. tion and project schedules that can be reported. The External communications including: reporting approach is developed so that progress can be Information for the public assessed in an objective and unambiguous way and can Information for other bodies; for example, govern- be independently verified. This communication process ment departments. includes the ability for contractors to raise risks and issues so that they can be mitigated and resolved in a One approach that could be taken to address these different timely manner and tracking of contractor documenta- criteria is outlined in the following sections. tion production and approvals. Communication plan--The main objective of this ele- ment of the communications plan is to provide confi- INTERNAL COMMUNICATION dence to the activation team so that they know the true Supporting the airport terminal facilities activation governance progress of construction and project delivery and can structure the communications plan describes how SPOCS are make informed decisions accordingly. used to facilitate construction progress reporting, stakeholder Airport operator/stakeholder/end-user progress--One of progress reporting, and reporting mechanisms for project risks the biggest risks to successful AOD is making sure air- and issues. This enables the project governance structure to port operator, end users, and all stakeholders are ready make informed decisions and provides direction to the over- for the opening of the new airport terminal facilities. The all project. This includes developing report formats, agreeing activation working groups develop and agree on metrics on the frequency of reporting, and compiling the audience that for measuring progress and reporting methodologies reports are distributed to outside of the governance steering covering stakeholders' key tasks and dependencies in committee and relevant working groups. achieving operational readiness. This includes looking at aspects of readiness; including recruitment, training, Key elements of stakeholder communications include and the development of new processes and procedures reporting on construction and stakeholder progress: to support operations in the new facilities. Construction progress--Accurate information from the The activation team collates reporting information from con- AEC and construction manager SPOCs on the progress struction contractors and stakeholders and compiles this infor- of construction and project delivery is crucial to all mation into a monthly report to the steering committee covering: aspects of planning the airport terminal facility activa- tion process and a successful airport opening. The acti- Schedule progress; vation team works closely with the main contractor to Key milestones progress; develop progress reports, agreeing on metrics to measure Document production status;

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23 TABLE 4 TYPICAL ACTIVATION MEETINGS Committee Name Attendees Purpose Frequency Activation Steering Executive staff (strategic) High level management Monthly Committee forum to set policy, brief, discuss, and resolve issues among airport authority senior staff. The forum is where the AOD is scheduled. Activation Core Team Activation working group Detailed forum for all Monthly, then bi- Design/construction team stakeholders to share weekly, then weekly, necessary information on then semi-weekly, and all aspects of terminal even daily based on opening. number of issues and At large briefing to time until AOD review operational readiness, plans, procedures, trials, training, and transition management. Activation Working SPOCs from: Familiarization with new Monthly, then bi- Group Airport authority facilities, systems, weekly, then weekly, Airlines operations, etc. then semi-weekly, and Ground handler Tracking and reporting even daily based on Tenants on readiness of all number of issues and departments. time until AOD Safety and Security Airport authority High level forum to Monthly, then bi- Steering Committee Security provider (police) discuss and resolve weekly, then weekly, Operations public safety issues then semi-weekly, and First responders (fire, even daily based on EMS) number of issues and time until AOD Trials Focus Group All stakeholders Detailed forum for Variable Construction discussing the criteria (as agreed) and development of trials Focus Groups (various) All stakeholders Various meetings, Variable planned or ad hoc, to (as agreed) brief and discuss specific topics associated with the opening and transition management plans Information Senior IT staff Information sharing Monthly, then bi- Technology Consultant forum on all IT-related weekly, then weekly, Working Group issues then semi-weekly, and even daily (as agreed)