About this form (Updated 10 October 2023)
This form (Request for VOS Decision) is completed as part of a submission into the next phase readiness
process or when a project is making a price level/cost or scope adjustment that is intended to go through
the VOS process. It replaces the old Next Phase Request and Variations Request.
Who uses this
Any project (both Waka Kotahi or Approved Organisation) funded by the NLTF and
form?
submitting a request for approval to move to the next phase or approval of a
variation to a project.
How to get help:
1982
Guidance to help you use this form is available here. Further material, including exemplars wil be added
to the VOS Committee OnRamp page when developed.
For assistance, please contact
[email address]. Support from your regional Project/Portfolio
Act
Controls team is also available if required, contact
[email address]
Before submitting this form, engage the teams below to complete the required assurance. Team
Waka Kotahi
Approved Organisations
Investment quality
[email address]
LGP team
assurance
Activity class
Activity Class Manager (ACM)
Activity Class Manager (ACM)
assessment
Click here if you need to see who the ACM is for the Activity Class
Information
Funding availability
Manager Treasury & Cashflow
Manager Treasury & Cashflow
Portfolio check
[email address] n/a
assessment
Key dates
Submissions must be received two Mondays prior to meeting date. (Note this is 9
days before the committee meeting).
Official
2023 meeting dates and final dates for submission are outlined in this calendar.
the
BEFORE SUBMITTING YOUR FORM, PLEASE ENSURE YOU HAVE COMPLETED THE
FOLLOWING (Incomplete forms wil create a delay and wil be returned to you).
☐
The information on this form matches the information in TIO
under
☐
The Sponsor has signed off (and added signature)
☐
Portfolio Assessment team have completed their assurance activities (if required)
☐
IQA is complete (if required)
☐
Corporate & Commercial have completed their assurance activities
Released
When complete send the form to: [email address]
REQUEST FOR VOS DECISION
Approvals cover page
Submit er to complete
Decision required
The decision that is required.
E.g. Approve the Cost/Scope Adjustment for the
ABC project
1982
RAPID role
Who
Date
Recommender
Click here to enter a
Act
Please list the group/individuals that is/are
date
making/endorsing the recommendation.
Project Manager, The Steering Committee,
sponsor and/or business owner, VOS Committee,
CFO.
Agree
Click here to enter a
Please list the groups/individuals that provided
date
input that must be considered when making the
decision recommendation. This group ensures
Information
decisions align to any fundamental requirements of
the business to prevent poor or risky decisions.
E.g. assurance teams, consenting, legal.
Performer
Click here to enter a
Please provide a short summary of what action/s
date
Official
wil be enabled by the decision and who wil
perform them.
E.g.
the
•
PM produces board paper,
•
Treasury & Cashflow updates TIO and
releases funds
•
PM attaches request in TIO
under
Input
Click here to enter a
Please list the groups/individuals that provided
date
input into the recommended decision.
E.g. Subject matter experts
Decider
Select
Click here to enter a
Please specify who the relevant decision maker is
date
for this request. Based on business delegations.
Released
NZ TRANSPORT AGENCY
REQUEST FOR VOS DECISION
Submit er to complete
Project information
Project/activity name
Name
MUST be the same in TIO/SAP
VOS meeting date
Click here to enter a date
Region
Select
Request type
Select
Waka Kotahi submitter
[insert here]
Submitter
name
Contact No.
[insert here]
Email
[insert here]
Waka Kotahi project
[insert here]
Waka Kotahi project
[insert here]
1982
manager
sponsor
Recommendation
Act
[Include the funding recommendation here] Completed by submitter refined by Investment Advisor
The delegated decisionmaker
• An action, in this case,
• A second action,
• The organisation receiving funding (required)
• The activity (required)
• The total amount, inclusion of admin, and the admin rate used (required)
• The FAR percentage and the NLTF share in dollars (required)
• The activity class and work category (required)
• The phase being funded (required)
Information
Reason for recommendation [O
utline the reason for the recommendation]
Include:
•
What the key benefit is in approving this request
(Only use one line statement)
Official
•
The BCR for the initiative
•
Confirm that the request meets the requirements of
section 20 of the Land Transport Management
Act 2003
the
•
Using the dropdown select the statement that applies:
Any conditions
Select Yes or No
[
under
If Yes see assurance section for details]
Request summary
[
This section should outline a summary of what is being requested. This is also a good place to highlight if there have been prior
funding variation requests and what those requests covered.]
May include:
•
Summary of the project – What is the elevator pitch?
•
What is the current phase of the project?
•
Scope of the activities covered by this request
Released
•
How much is being requested in this phase
•
Expected time frame of this phase or changes to schedule for current or future phases
•
Total expected cost of the project
•
Summary of the key project risks
Background
[
This section should outline what the activity is about and the reason for funding being sought.]
NZ TRANSPORT AGENCY
REQUEST FOR VOS DECISION
May include:
•
Background about the project
•
The strategic outcome the project seeks to meet
Must include:
•
Previous approvals / applications; conditions and status
•
Previous NZTA Board Direction
•
Is this a variation to the NLTP
Project status summary
[Only complete this section for a variation request including price level adjustment, cost/scope adjustment. Remove this
section if not a variation request]
May include:
1982
•
Confirmation of where currently allocated funds have been spent
•
Confirmation of current level of contingency
•
Outline key milestones and decision points so far
Act
•
Outline the recommended option and what the additional monies wil be spent on
•
Outline potential funding option
•
What is the implication if the application is not approved
Item/task
Original TIO
Proposed
Total item
Change to
(List all items including completed items)
allocation
cost
scope
variation
Y/N/NA
(insert nil if
no change)
[insert item]
$xx
$xx
$xx
Information
TOTAL
$xx
$xx
$xx
Impact assessment
Demonstrate the impact of the variation
Official
Benefits
the
Quality
Stakeholders
Risk
under
Project sponsor endorsement
Project sponsor to complete
DA 1.17 – The business case sponsor confirms this business case meets the business requirements Name & role
Signature
Date
Click here to enter a date
Additional
Choose an item.
commentary
Released
Provide additional information of value to the decision maker if necessary.
Project details
Submit er to complete
Relevant information
NZ TRANSPORT AGENCY
REQUEST FOR VOS DECISION
TIO activity ID:
[insert here]
Phase ID(s):
[insert here]
SAP Item ID:
[insert here]
Business Plan ID:
[insert here]
(ID in Planview, applicable for
business plan projects only)
Organisation/s
e.g. Waka Kotahi
Requires Board
No
requesting funding
(Gisborne), Gisborne
approval?
District Council
Phase type
Select
Funding source
Select
Activity class (AC)*
Select
Work category (WC)
[insert here]
1982
*(Not required for NZUP)
Select
[insert here]
Select
[insert here]
Act
Funding priority for
Not included in 2021-24
If funding status was not included in NLTP 2021-
requested phase/s at
NLTP
24 confirm in the ‘ANY CONDITIONS’ section if an
NLTP adoption
NLTP variation is required, and RLTP variation has
been confirmed.
IPM assessment &
x-x-x (#)
BCR
[insert here]
priority order
(Waka Kotahi assessed –
(Waka Kotahi assessed –
at funding request)
at funding request)
Does the request include retrospective funding?
Select
Information
If ‘yes’, specify amount and if an agreement is in
[insert here]
place
Funding application
1. InfoHub folder with project information
links (or other relevant
2. e.g. IQA
documents)
3. e.g. Business Case
4. e.g. AST
Official
Submit er to complete
Funding summary
the
Phase ID Current phase cost Funding being
Total phase cost
Funding Assistance
($0 if next Phase
requested
(current & requested)
Rate %
Request)
xxxx
xxxx
under
xxxx
Total
$1,000,000
If the cost is shared with a local government organisation, Select
has local share affordability been confirmed?
(If relevant) ‘Other supplementary funding’, $ amount
-
Released
Is the requested funding request deliverable in the period Select
specified?
(If relevant) For Waka Kotahi delivered activities confirm the -
admin rate
Confirmation the funding request has been submitted in Select
TIO
NZ TRANSPORT AGENCY
REQUEST FOR VOS DECISION
Total expected activity cost
Submit er to complete
Funding being
Phase ID
Phase ID
Phase ID
Total funding
requested cash flow*
requested in this
request
2023/24
$xx
$xx
$xx
$xx
2024/25
$xx
$xx
$xx
$xx
2025/26
$xx
$xx
$xx
$xx
Future year (+24)
$xx
$xx
$xx
$xx
1982
2021-24 Total
$xx
$xx
$xx
$xx
Total all years
$xx
$xx
$xx
$xx
* Inclusive of admin cost
Act
Submit er to complete
Portfolio assessment (Waka Kotahi only)
Planview ID
[insert here]
Confirm that the project scale and complexity model has been updated
Y/N
Confirm that milestones for the next phase have been updated in Planview
Y/N
Have you completed a resourcing request for the next phase?
Y/N
Confirm the project exists in the portfolio plan
Y/N
Information
Provide detail of the governance model being used for this initiative?
Stakeholder engagement
Official
Submit er to complete
Provide a brief overview of ALL engagement undertaken regarding this request, issues resolved, and any
outstanding issues. Provide links (e.g., to customer feedback, safety audit, etc.) if relevant.
the
Title
Method of consultations
Subject of
Outcome of
(e.g. emails; workshops;
consultation
consultation
conversation)
under
Outstanding issues to be
resolved include
:
Released
Significance assessment
Submit er to complete
Is there anything decision-makers should be aware of with respect to the delegation principles?
NZ TRANSPORT AGENCY
REQUEST FOR VOS DECISION
Lessons learned (Variations only)
Submit er to complete (
Only complete this section for variations, including price level adjustment (PLA), cost or scope adjustment)
Insights
1982
Why has this occurred?
Choose an item.
If other, please explain here
Could this be foreseen at project approval point? Choose an item.
Please explain
Act
Could this price level/ cost/ scope adjustment Choose an item.
Please explain
have been avoided?
Could/wil there be any further PLA’s or CSA’s Choose an item.
If yes, please explain how you
expected from this project?
wil mitigate further cost
increases, or what these
increases wil be.
Is there a change in the business case approval
process we can make to avoid this in the future?
Additional information
Information
Official
the
under
Released
NZ TRANSPORT AGENCY
REQUEST FOR VOS DECISION
Assurance summary
IQA Assessment – Completed by Investment Advisor Completed by
Name & role
Date
Click here to enter a date
Summary
Cut and paste the overall assessment from IQA
Key
Include:
considerations
(1) Risks or issues that do not have an adequate mitigation.
(2) Significance assessment
(3) Choose an item.
**Delete options that do not apply**
1982
Conditions
[
This section should outline can be used to outline if there are any conditions
precedent or subsequent that need to be included in the recommendation or satisfied
before further funding is approved]
Act
Actions
Summary of actions required from the IQA
Risks &
Risks identified and mitigations required from IQA
mitigations
Investment Assurance & Finance assessment – Completed by Investment Advisor Completed by
Date
Click here to enter a date
Assessment
Information
Key
considerations
Priority and affordability confirmation – Completed by Activity Class Managers & Manager Treasury
and Cash Flow (Note: Not required for NZUP)
Official
Activity Class
Name & role
Date
Click here to enter a date
Manager
Priority confirmed
Select the
Assessment
Key considerations
Funding availability
Manager Treasury &
Name & role
Date
Click here to enter a date
under
Cash Flow
Funding available
Select
Assessment
Key considerations
Portfolio check assessment (For Waka Kotahi Requests only) – Completed by Portfolio &
Performance
Released
Completed by
Name & role
Date
Click here to enter a date
Key considerations
Trade-offs to be understood
TBC
NZ TRANSPORT AGENCY
REQUEST FOR VOS DECISION
Assurance sign off
Assurance sign off – Investment & System Completed by
Date
Click here to enter a date
Manager – Business Case and
Project Management Standards
Assessment
Select
Key
considerations
Assurance sign off – Portfolio
1982
Completed by
Date
Click here to enter a date
Manager – Portfolio and
Performance
Act
Assessment
Select
Key
considerations
Additional information
Are there other circumstances or aspects that should be noted by decision makers?
Information
Official
the
under
Released
NZ TRANSPORT AGENCY
REQUEST FOR VOS DECISION
FUNDING DECISION RECORD
Resolution / Decision – Delegation – National Manager, Programme and Standards, Transport
Services
e
et
pl
Endorsed
☐
Recommendation:
om
Deferred (Revise and
☐
resubmit)
to c
Declined
☐
Conditions
☐
pprover
1.
☐
2.
ces A
Conditions Met
Choose an item.
vi
Name
Out of scope
ort Ser
Position
National Manager, Programme and Standards, Transport Services
sp
Signature
Tran
Date
Click here to enter a date.
Actions taken
Accepted for consideration by National Manager, Programme and Standards, Transport Services
Paper number:
oordin
Process C Meeting date:
Click here to enter a date.
e
Resolution / Decision – Delegation – Chief Financial Officer, Commercial & Corporate
let
Endorsed / Approved
☐
Recommendation:
omp
Deferred (Revise and
☐
resubmit)
Declined
☐
pprover to c
Conditions
☐
A
☐
Conditions Met
Choose an item.
orporate
C
Name
Out of scope
&
Position
Chief Financial Officer, Commercial & Corporate
under the Official Information Act 1982
cial
Signature
er
m
Date
Click here to enter a date.
om
C
Actions taken
Released
NZ TRANSPORT AGENCY
REQUEST FOR VOS DECISION
Document Outline
