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Project Management
Learn to plan, procure, and build solar projects from start to finish.
Project management skills apply anywhere, whether you are building a solar system or running an event.
What a Project Manager Does
The project manager runs a solar project from planning through to completion.
Planning Comes First
Planning is the first and most important step in managing a project.
The EPC Process
Solar projects follow three stages: Engineering, Procurement, and Construction.
What does EPC stand for?
Step 1: Engineering
Engineers review and approve the critical parts of the design.
Engineering Codes to Know
Several codes and reviews apply, depending on the project.
What are some of the Engineer’s responsibilities?
EPC Projects
The EPC Process
Step 2: Procurement
Procurement secures the equipment and contractors the project needs.
Part of the Procurement process is…
How Procurement Works
Procurement is the act of obtaining or purchasing goods and services.
RFI, RFQ and RFP
Three 'Request' documents help you find the right supplier.
Common items and services
Solar projects need both equipment and skilled people.
Load analysis
Start by checking how much power the building uses.
Reading the electrical bill
Past bills show how much energy the building uses.
When designing a net metering system…
On-site data collection
Someone visits the site to take key measurements.
In performing a site evaluation, it is important to…
Site evaluation
A site visit gathers the details engineers need to design the system.
Completing a site evaluation is critical for…
Preliminary engineering
By now the key groundwork should be done.
Building Approval Form
A one-page form confirms the array location and size.
Connection Impact Assessment
The CIA gets your approval to connect to the grid.
What does CIA stand for?
Purchase materials
Once suppliers are chosen, order the materials and schedule deliveries to meet your deadlines. As items arrive, check storage and security, then coordinate with vendors to schedule the work.
Why use an RFQ?
A Request for Quotes (RFQ) asks suppliers for detailed pricing on exactly what you need.
Contractor procurement
Solar projects hire engineers, electricians, designers and installers, not plumbers.
Step 3: Construction
With planning and procurement done, it is time to build.
Building and commissioning
Install the DC side first, then the AC side, then commission and connect.
QAQC stands for Quality Assurance Quality Control
Project Approval Process
Many approvals are needed before a solar project can be energized.
Approval steps 1 to 6
Start by getting people on board and securing your funding.
Approval steps 7 to 12
The final steps are engineering sign-offs, permits and grid connection.
Notice to Proceed
The Notice to Proceed is your final sign-off before mobilizing the site.
The notice to proceed comes from the Electrical Safety Authority
DC install
The rooftop DC install covers racking, modules and DC wiring.
The DC portion of the install involves…
AC install
The AC install adds inverters, disconnects and AC wiring.
The AC portion of the construction must be completed by a certified electrician
Grid connection approval
Once the system passes inspection, the utility approves it to energize.
A bi-directional meter purpose is to…
Connecting a system under 10 kW
Small projects have an easier connection process with the utility.
Application for a Net Metering system is made to?
Connecting a system over 10 kW
Larger projects follow a longer, more detailed approval path.
Electrical Safety Authority (ESA)
The ESA permits and inspects all electrical work for safety.
Electrical permits must be pulled by engineers
Commercial Operation Date (COD)
The COD is the day the system turns on and goes live with the grid.
The Commercial Operation Date (COD) is the date which the system becomes fully operational with the battery bank
Substantial Completion
The facility is fully built and tested, with only minor items left.
Change Orders
A change order is the formal way to change the original plan.
Why change orders matter
The final design should match what was actually built.
Financing: equity vs. debt
There are two main ways to finance a solar project.
Equity is the ownership of any asset after any liabilities associated with the asset are cleared
Return on Investment (ROI)
ROI measures how effective your investment is at saving energy costs.
Internal Rate of Return (IRR)
IRR uses yearly cash flow to show when a project starts to pay off.
Internal Rate of Return measures how effective your investments into your business are at generating income
Payback Period
The payback period is how long it takes to earn back what you spent.
Payback period refers to…
Grants, Loans and Rebates
Grants, loans, and rebates are three ways to help fund a project.
Available Funding Sources
Several Canadian agencies and programs can help fund your project.
Legal Documentation and Terms
Capitalized words in contracts are 'defined terms' with a set meaning.
Project Management Skills
Strong soft skills matter as much as technical know-how.
Community Energy Champion
A Community Energy Champion helps connect the project with the community.
More Champion Responsibilities
The Champion also helps with contractors, logistics, and tracking.
Energy Support Team
The Energy Support Team brings expert eyes to the project.
Energy Support Team
Keep the team informed of changes that affect timelines.
Hydro One Relationship Officer
Build a relationship with your Hydro One Indigenous contact.
Project Meetings
Meet regularly to track actions, deadlines, and progress.
The purpose of project meetings are to…
Gantt Charts
A Gantt chart maps your project tasks on a visual timeline.
Gannt Charts are useful for organizing time and tasks
Why Gantt Charts Help
Gantt charts make the whole project easy to see and share.
Milestone Deliverables and Payments
As the project progresses, milestone deliverables and payments have to be tracked. Depending on the scope of the work and project, milestones are structured according to different deliverables and payment schedules. Project managers should build in payment schedules, usually based on milestones, in contracts. Contractors are paid according to the schedules worked out. Here is an example of a chart with four milestones. In the right column, the payment schedule starts off with 15%. It progresses to 35% once the equipment has been ordered, and to 40% once there is substantial completion of the project installation. The final 10% is held off until final commissioning and completion. Do not pay contractors everything upfront. JAZZ Solar would recommend against paying them even 50% upfront. Start off with small amounts to get the project off the ground. Give contractors larger payments as the project progresses. This is one way of mitigating risks. Staggered payments mean that contractors are less likely to misappropriate money or not complete their scope of the work, thus playing havoc with your budget.
Summary
Before we close this module, let’s have a quick recap of what we have discussed. Project management means planning, organizing and managing a project to achieve pre-defined and specific project objectives. Project managers have to not only plan and document the project, but also execute it effectively within the constraints of scope, time and budget. Projects require a team of people to come together to focus on specific goals or outcomes. As a result, a project manager’s responsibilities include drawing up contracts, managing schedules, allocating and handling resources, setting and tracking timelines, and communicating with stakeholders. A project manager needs a wide range of skills. These could range from technical skills and good business awareness to people management skills and other soft skills as well to manage their team and the project. At this time, it is expected that this is new for you and that you don’t have any background in project management. However, we hope that you will be ready to join us in this project soon. With this, we have reached the end of the project management module.
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