Professional Engagement Standard

1.1 Purpose

This publication establishes the standard governing the creation, administration and completion of professional engagements undertaken by the Christine Po Professional Practice.

Its purpose is to define the lifecycle of a professional engagement and the principles that govern the relationship between the Professional Practice and the engaging party.

This publication promotes consistency, transparency and accountability by ensuring all professional engagements are established and administered in accordance with the Christine Po Professional Standards.

It provides the framework from which proposals, commercial arrangements, contractual documents and operational procedures are developed.

1.2 Scope

This publication applies to every professional engagement undertaken by the Christine Po Professional Practice, regardless of the engagement type, project size, procurement method or commercial arrangement.

It establishes the governing requirements for the lifecycle of a professional engagement from its creation through to its formal completion.

This publication applies equally to engagements undertaken for private clients, commercial organisations, government agencies, contractors, consultants and other authorised entities engaging the Professional Practice.

All professional engagements shall be administered consistently with this publication unless expressly modified by an approved project-specific agreement.

Nothing within this publication shall override the governing principles established by CPS-001 – Commercial Framework.

1.3 Relationship to Other Publications

This publication establishes the standard governing the lifecycle of professional engagements undertaken by the Christine Po Professional Practice.

It defines how professional engagements are created, administered, varied, completed and closed.

This publication does not establish:

• professional engagement categories;
• commercial pricing methodologies;
• contractual terms and conditions;
• technical methodologies;
• operational procedures;
• work instructions;
• digital implementation requirements.

These matters are governed by subordinate Professional Standards, including but not limited to:

• CPS-001 – Commercial Framework;
• CPS-003 – Professional Engagement Catalogue;
• CPS-005 – Commercial Pricing Standard;
• CPS-006 – Terms & Conditions;
• CPS-007 – Compliance Management Standard;
• CPS-008 – Compliance Verification Standard;
• CPS-009 – Firecode Operating Standard;
• CPS-010 – Digital Evidence Standard.

Where inconsistencies arise between this publication and CPS-001, the requirements of CPS-001 shall prevail.

Where inconsistencies arise between this publication and subordinate Professional Standards, this publication shall prevail unless an approved project-specific agreement expressly states otherwise.

3.1 Stage 1 — Initial Enquiry

The Initial Enquiry represents the first point of contact between the engaging party and the Professional Practice.

Its purpose is to establish a preliminary understanding of the engagement requirements and determine whether the requested services fall within the scope, competence and Professional Standards of the Professional Practice.

During this stage, the Professional Practice may:

• identify the nature of the enquiry;
• obtain preliminary project information;
• determine the proposed Professional Engagement;
• identify any apparent conflicts of interest;
• determine whether additional information is required;
• decide whether to proceed to Preliminary Consultation.

No professional advice, technical opinion or determination shall be relied upon during the Initial Enquiry unless expressly confirmed as part of a subsequent Professional Engagement.

The receipt of an Initial Enquiry does not constitute acceptance of an engagement, create contractual obligations or require the Professional Practice to undertake the requested services.

The Professional Practice reserves the right to decline an enquiry where:

• the requested services fall outside its established competence;
• appropriate Professional Standards have not been established;
• a conflict of interest exists;
• independence cannot be maintained; or
• the engagement is otherwise considered unsuitable.

Upon completion of the Initial Enquiry, the Professional Practice may:

• decline the enquiry;
• request further information; or
• progress the enquiry to Stage 2 – Preliminary Consultation.

3.2 Stage 2 — Preliminary Consultation

The Preliminary Consultation establishes a mutual understanding of the proposed engagement and provides the foundation for the development of an appropriate scope of services.

The purpose of this stage is to identify the objectives of the engagement, clarify expectations and determine the information required to prepare a professional proposal.

During this stage, the Professional Practice may:

• discuss the objectives of the engagement;
• obtain relevant project information;
• review available documentation;
• identify stakeholders and project participants;
• determine the appropriate Professional Engagement;
• identify potential constraints, assumptions and exclusions;
• identify matters requiring further investigation;
• determine whether the engagement aligns with the Professional Standards.

Professional discussions undertaken during the Preliminary Consultation are intended to assist in defining the proposed engagement and shall not constitute formal professional advice unless expressly stated.

Information obtained during this stage may be relied upon in developing the proposed scope of engagement, however the Professional Practice shall not be responsible for inaccuracies or omissions in information provided by others.

Upon completion of the Preliminary Consultation, the Professional Practice may:

• determine that no further action is required;
• recommend an alternative Professional Engagement;
• request additional information;
• proceed to Stage 3 – Scope Development.

3.3 Stage 3 — Scope Development

Scope Development establishes the professional, operational and commercial boundaries of the proposed engagement.

The purpose of this stage is to define the services to be provided, identify the intended outcomes and establish the basis upon which the Professional Practice may prepare a formal proposal.

The scope of a professional engagement shall be proportionate to the objectives of the engagement and sufficiently detailed to enable the engaging party to understand the services being offered.

During this stage, the Professional Practice shall, where applicable:

• identify the Professional Engagement in accordance with CPS-003;
• define the objectives of the engagement;
• establish the scope of services;
• identify assumptions and limitations;
• identify exclusions;
• determine the proposed deliverables;
• identify applicable Professional Standards;
• establish the proposed commercial basis of the engagement;
• determine any dependencies, constraints or prerequisites affecting delivery.

Scope Development shall distinguish between services included within the proposed engagement and those requiring separate engagement.

The Professional Practice shall not assume responsibilities that have not been expressly included within the proposed scope.

Where the available information is insufficient to accurately define the engagement, the Professional Practice may:

• request additional information;
• recommend a staged engagement;
• recommend an alternative Professional Engagement; or
• defer preparation of a proposal until sufficient information becomes available.

Upon completion of Scope Development, the Professional Practice may proceed to Stage 4 – Proposal.

3.4 Stage 4 — Proposal

The Proposal formally defines the Professional Engagement offered by the Professional Practice.

Its purpose is to document the scope of the proposed engagement, establish the basis upon which professional services will be provided and enable the engaging party to make an informed decision regarding the engagement.

A proposal shall be prepared following completion of Scope Development and shall accurately reflect the intended Professional Engagement.

Where applicable, a proposal should identify:

• the Professional Engagement;
• the purpose of the engagement;
• the scope of services;
• deliverables;
• assumptions;
• exclusions;
• applicable Professional Standards;
• commercial arrangements;
• proposal validity period;
• acceptance requirements.

The proposal shall define only those services expressly included within its scope.

No additional services shall be implied by omission or inference.

Where appropriate, the proposal may identify services that are specifically excluded or recommended under separate engagement.

The proposal forms the basis of the Professional Engagement but does not constitute commencement of professional services until accepted in accordance with the requirements of Stage 5 – Acceptance.

The Professional Practice may amend, withdraw or replace a proposal at any time prior to its acceptance.

3.5 Stage 5 — Acceptance

Acceptance establishes the Professional Engagement between the Professional Practice and the engaging party.

The purpose of this stage is to confirm that the proposed engagement has been accepted and that the parties have reached agreement regarding the scope, deliverables and commercial arrangements.

A Professional Engagement shall not be considered established until the proposal has been accepted in accordance with the agreed acceptance requirements.

Acceptance may be evidenced by:

• execution of a formal agreement;
• written acceptance of the proposal;
• issue of a purchase order;
• written instruction to proceed; or
• another form of acceptance agreed by the parties.

The Professional Practice may specify conditions precedent to commencement, including but not limited to:

• acceptance of the proposal;
• execution of required agreements;
• provision of necessary project information;
• confirmation of access arrangements;
• satisfaction of agreed commercial requirements.

Acceptance establishes the Professional Engagement only for the scope described within the accepted proposal.

Services outside the accepted scope shall constitute a separate engagement or be managed as a variation in accordance with Stage 7 – Variation.

The Professional Practice reserves the right to decline commencement of professional services where the conditions of acceptance have not been satisfied.

Upon acceptance, the Professional Engagement shall proceed to Stage 6 – Delivery.

3.6 Stage 6 — Delivery

Delivery is the stage during which the Professional Practice performs the agreed Professional Engagement in accordance with the accepted proposal and applicable Professional Standards.

The purpose of this stage is to deliver the agreed professional services while maintaining technical integrity, professional independence and compliance with the governing publications.

Professional services shall be performed only within the agreed scope of engagement unless modified through an approved variation.

During Delivery, the Professional Practice shall, where applicable:

• undertake the agreed Professional Engagement;
• apply the relevant Professional Standards;
• maintain professional independence;
• preserve the integrity of compliance information;
• communicate material findings affecting the engagement;
• document significant professional decisions;
• maintain appropriate project records;
• identify matters requiring variation where the agreed scope is no longer sufficient.

The engaging party shall provide reasonable cooperation necessary for the delivery of the engagement, including access to information, documentation, personnel and the site where applicable.

Where circumstances arise that materially affect the delivery of the engagement, the Professional Practice shall notify the engaging party as soon as reasonably practicable and recommend an appropriate course of action.

Delivery shall continue until:

• the agreed services have been completed;
• the engagement requires variation;
• the engagement is suspended or terminated in accordance with the applicable contractual arrangements; or
• the engagement proceeds to Stage 8 – Completion.

3.7 Stage 7 — Variation

A Variation is any approved change to the Professional Engagement that alters the agreed scope, deliverables, responsibilities, commercial arrangements or other material aspect of the engagement.

The purpose of this stage is to ensure changes are identified, assessed, documented and authorised before implementation wherever reasonably practicable.

A variation may arise due to, but is not limited to:

• changes to the agreed scope;
• discovery of additional information;
• changes in project requirements;
• unforeseen site conditions;
• additional assets or systems requiring assessment;
• changes requested by the engaging party;
• changes necessary to achieve the intended professional outcome.

The Professional Practice shall assess the impact of the proposed variation on the engagement, including any effect on:

• scope;
• deliverables;
• programme;
• professional responsibilities;
• commercial arrangements;
• applicable Professional Standards.

No variation shall be assumed or implied.

Variations shall be documented and agreed in accordance with the applicable contractual arrangements before the additional services are undertaken wherever reasonably practicable.

Where immediate action is necessary to protect life, property or the integrity of the engagement, the Professional Practice may undertake reasonable actions before formal variation approval, provided the engaging party is notified as soon as reasonably practicable.

An approved variation becomes part of the Professional Engagement and shall be administered in accordance with this publication.

Upon completion of the varied services, the engagement shall continue through the Engagement Lifecycle until Completion.

3.8 Stage 8 — Completion

Completion is the stage at which the Professional Practice has fulfilled the agreed scope of the Professional Engagement.

The purpose of this stage is to confirm that all agreed professional services have been delivered and that the engagement is ready to proceed to formal close-out.

An engagement shall only be considered complete when the Professional Practice has satisfied the obligations defined within the accepted proposal, together with any approved variations.

Where applicable, Completion shall include:

• completion of the agreed scope of services;
• issue of agreed deliverables;
• completion of required professional records;
• update of applicable compliance records;
• confirmation that outstanding variations have been resolved or otherwise documented;
• identification of any outstanding matters outside the agreed scope.

Completion of the Professional Engagement does not imply that a building, system or asset is compliant beyond the scope of the engagement.

Completion confirms only that the Professional Practice has delivered the agreed professional services in accordance with the accepted engagement.

Where additional services are identified following Completion, they shall be managed through a separate Professional Engagement or an approved variation where appropriate.

Upon Completion, the engagement shall proceed to Stage 9 – Close-Out.

3.9 Stage 9 — Close-Out

Close-Out is the final stage of the Professional Engagement Lifecycle.

The purpose of this stage is to formally conclude the Professional Engagement by confirming that all contractual, professional, administrative and information management requirements have been satisfied.

Close-Out shall establish the authoritative record of the completed engagement and preserve the information necessary to support future reference, audit and lifecycle management.

Where applicable, Close-Out shall include:

• confirmation of engagement completion;
• issue of final deliverables;
• completion of required project records;
• finalisation of compliance documentation;
• confirmation of document control requirements;
• archiving or transition of engagement records in accordance with the applicable Professional Standards;
• confirmation that all known outstanding matters have been documented.

Where Digital Compliance Services have formed part of the engagement, the authoritative engagement record shall be preserved in accordance with the applicable Firecode Operating Standard and Digital Evidence Standard.

Close-Out does not transfer professional responsibility beyond the scope of the completed engagement, nor does it constitute an ongoing obligation to monitor, maintain or reassess the building, system or asset unless expressly established under a separate Professional Engagement.

Following Close-Out, the Professional Engagement shall be considered complete.

Subsequent services relating to the same project, building or asset shall constitute a new Professional Engagement unless otherwise provided for under an existing agreement.

4.1 Revision History