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007e Annex 3.5 Risk Register
007e Annex 3.5 Risk Register
data update 31 March 2021
RISK REGISTER ITU ‐ NEW BUILDING PROJECT Author: BPD
Weighted Cost
Probability Severity Minimum Cost Most Likely Cost Maximum Cost Cost Estimate Risk
Risk Code Category Proximity Risk Name Cause(s) Effect(s) Impact Rate Urgency =Probability x Cost Comments on costs_EN Comments on costs_FR Mitigation Action Owner Action Status
(A) (Rate*Urgency) (cO) (cM) (cP) (cE =((cO+4cM+cP)/6) Owner
Estimate
0 BCO BUSINESS CONTINUITY
17 June 2020 0017 BCO > 2 years Areas are declared unsafe or are to be closed down during the Construction activities causing perturbations : interruption of Increase in project cost and duration. 0.10 0.10 0.01 0.10 0.00 CHF0 CHF0 CHF0 CHF0 CHF0 GE responsibility to ensure oral and visual Responsabilité EG qui devra assurer une H&S measures required in contract. BPD BPD
Update mitigation works. services (HVAC), damage to temporary installations. Temporary accommodation may be needed. communication during the work period. communication orale et visuelle pendant la Report on minor and major issues to take preventive actions.
Damaged reputation. période des travaux.
31 July 2020 0018 BCO > 2 years Datacenter or other building utilities downtime and/or damage Cables, heating/cooling or water/drainage being cut due to Loss of utilities to the HQ premises. 0.10 0.20 0.02 0.10 0.00 CHF0 CHF0 CHF0 CHF0 CHF0 GE responsibility to provide urgent repairs at Responsabilité EG qui devra assurer les Ensure cabling is surveyed and labelled correctly. Coordination with ISD. BPD ISD Ongoing coordination between BPD, Architect and ISD.
Update effects construction activities. ITU's credibility would be seriously affected as the lead IT of the its own expense. réparations urgente à ses frais. Temporary HVAC installation planned to support la Tour and Montbrillant. BPD
UN.
0057 BCO > 2 years Accident to staff or ITU visitor. Inefficient communication to Staff regarding prohibited areas / Increase in project cost and duration. 0.10 0.10 0.01 0.10 0.00 CHF0 CHF0 CHF0 CHF0 CHF0 GE responsibility who will provide safety Responsabilité EG qui devra assurer les H&S measures required in GE contract. ISD‐SSD PROC
work sites. Litigation. Damaged reputation. installations and oral and visual installations de sécurité et une communication Report on minor and major issues to take preventive actions. BPD
communication for the site. orale et visuelle pour le chantier.
0058 BCO > 2 years Increase in temporary security staff requirements during the Enhanced security measures required to prevent theft of Additional cost of ITU security staff to protect the perimeter 0.10 0.10 0.01 0.10 0.00 CHF0 CHF0 CHF1,745,200 CHF290,867 CHF29,087 Amount including the increase in the number Montant comprenant l'augmentation du Provide adequate security control. ISD‐SSD SSD Decision 619 allocated CHF 1,84 M under indirect costs
construction period of the New Building. materials and/or unauthorised access across site. during demolition and construction (including electrical of external security officers. nombre d'agent de sécurité externe. Security and safety of construction site to be coordinated and included in General Contractor's scope. BPD
transformer relocation).
26 Mar 21: 104/066 BCO Present Non‐availability of conference facilites to accommodate all Demolition of the Varembe building and non availability of its Impossibility to hold the meetings as per usual schedule of 0.90 0.80 0.72 0.90 0.65 CHF2,088,000 CHF2,961,580 CHF 6,511,580 CHF3,407,650 CHF3,066,885 Minimum amount to respect UN‐MOSS Montant minimum liés au respect en matière C&P is working with ITU Sectors and the General Secretariat to establish the complete calendar of Study and C&P C&P Study and working group meeting spaces remain a challenge but disucssions are
Update Study and Group meetings in Geneva during the initial meetings rooms; calendar of events in ITU or Geneva; requirements and for to the provision of CICG de sécurité selon les exigences UN‐MOSS et Working Groups with the Sectors; being held to assess the feasibility to use the Tower and Montbrillant meeting
construction period (approx duration ‐ 18 to 24 months) The impossibility to use the Tower and Montbrillant meeting Potential disruption of ITU's work in relations to outcomes of conference rooms, including technical correspondant à la mise à disposition gratuite C&P continues to work with CICG and FIPOI to try to secure more meeting spaces in case of cancellation of rooms to the extent possible depending on the level of disturbance;
rooms due to dust and noise nuisance; physical meetings installations, equipments and operators free of des salles du CICG y compris les installations other organization's requests; C&P continues to work with the General Secretariat and the Sectors to discuss and
Limited availability of CICG meeting rooms; Higher cost of holding meetings in other conference centers/and charge. techniques, équipements et opérateurs. Use the Tower and Montbrillant facilities for meetings for Study and Working Group meeting when the level find solutions for the Study and Working Group meetings;
No firm offer by Host countries to host ITU meetings during this or other organizations Most likely amount for to the provision of Montant le plus probable correspondant à la of disturbance allows for such use;
period; Some missions might not be able to participate to all meetings if CICG conference rooms. Technical installations, mise à disposition des salles du CICG mais In light of the successful holdings of virtual events since the Covid‐19 pandemic, encourage top management
conferences are held outside Geneva. equipments and operators for 2 years paid by prise en charge des installations techniques, to agree to hold virtual meetings for Study and working meetings;
ITU. des équipements et opérateurs par l'UIT As soon as possible, resume discussions with Host countries to host ITU meetings during the 18‐month period.
Maximum amount corresponding to the use of pendant 2 années.
CICG conference rooms, facilities, equipments Montant maximum correspondant à la prise en
and operators paid by ITU. charge par l'UIT des salles du CICG ainsi que
Calculation based on 10 annual events and 50 des installations, des équipements et
days/year of rental. opérateurs.
Base de 10 événements annuels et 50 jours/an
de location.
26 Mar 21: 0066 BCO Present Non‐availability of conference facilites to accommodate all Demolition of the Varembe building and non availability of its Impossibility to hold the meetings as per usual schedule of 0.30 0.80 0.24 0.90 0.22 CHF2,088,000 CHF2,961,580 CHF 6,511,580 CHF3,407,650 CHF1,022,295 Minimum amount to respect UN‐MOSS Montant minimum liés au respect en matière C&P has worked with ITU Sectors and the General Secretariat to establish the complete calendar with ITU's C&P C&P Following many coordination meetings with Sectors and CICG and FIPOI, meeting
Update major conferences and meetings per usual schedule in Geneva meetings rooms; calendar of events in ITU or Geneva; requirements and for to the provision of CICG de sécurité selon les exigences UN‐MOSS et conference room requests as soon as possible ‐ schedule of major events established and regular discussions spaces have been secured for the main ITU conferences and meetings for the
during the initial construction period (approx duration ‐ 18 to The impossibility to use the Tower and Montbrillant meeting Potential disruption of ITU's work in relations to outcomes of conference rooms, including technical correspondant à la mise à disposition gratuite are being held; whole duration of the construction period;
24 months) rooms due to dust and noise nuisance; physical meetings installations, equipments and operators free of des salles du CICG y compris les installations C&P has worked with CICG and FIPOI and has already secured spaces for all major ITU events and conferences C&P continues to work with the General Secretariat and the Sectors to discuss and
Limited availability of CICG meeting rooms; Higher cost of holding meetings in other conference centers/and charge. techniques, équipements et opérateurs. during the whole construction period; find solutions for ITU meetings in general.
No firm offer by Host countries to host ITU meetings during this or other organizations Most likely amount for to the provision of Montant le plus probable correspondant à la As soon as possible, resume discussions with Host countries to host ITU meetings/conferences.
period; Some missions might not be able to participate to all meetings if CICG conference rooms. Technical installations, mise à disposition des salles du CICG mais
conferences are held outside Geneva. equipments and operators for 2 years paid by prise en charge des installations techniques,
ITU. des équipements et opérateurs par l'UIT
Maximum amount corresponding to the use of pendant 2 années.
CICG conference rooms, facilities, equipments Montant maximum correspondant à la prise en
and operators paid by ITU. charge par l'UIT des salles du CICG ainsi que
Calculation based on 10 annual events and 50 des installations, des équipements et
days/year of rental. opérateurs.
Base de 10 événements annuels et 50 jours/an
de location.
26 Mar 21: 0078 BCO > 2 years For meetings in Geneva, impossible to use ITU new conferencing Delays Planned conferences, meetings and events may not be able to 0.10 0.80 0.08 0.50 0.04 CHF0 CHF0 CHF0 CHF0 CHF0 Responsibility of the contractors. Responsibility of the contractors. Plan the testing and commissioning long in advance (e.g. in WIPO it took 6 months) BPD BPD Contract drafting including § on testing and commissioning ongoing.
Update facilities for meetings, conferences and events at the scheduled Technical problems ICT/AV take place (meeting may have been scheduled years in advance); Ensure penalities for delayed completion of AV and/or IT infrastructures works are included in their respective C&P C&P Ongoing coordination with the Building project team and monitoring of schedule;
date of delivery Technical problems with security and Access control Member states may have to agree on change of venue and/or contracts (delivery, installation, testing and commissionning). ISD ISD
Construction and design flaws etc. date; Monitor as much as possible and anticipate issues that may cause the delay of the planned date of availability
The meeting schedule can be disrupted and that could possibly of space;
have negative effects on outcomes of meetings; Spaces for major events and conferences of ITU have been secured in CICG until end of 2026 ;
Possible additional costs of hosting the meetings in a different Use of ITU Tower and Montbrillant building meeting rooms as much as possible from mid 2026 onwards;
venue; Sectors to discuss with member states a back up plan to eventually host the meetings;
ITU credibility at stake Sectors to consider virtual events during the period of unavailability;
08 July 20 0079 BCO > 2 years Unavailability of ITU existing facilities, meeting rooms, staff Accident, technology problems, access control, security, other Staff cannot work from ITU premises 0.10 0.40 0.04 0.10 0.00 CHF0 CHF461,580 CHF4,011,580 CHF976,317 CHF97,632 Minimum amount for to the provision of CICG Montant minimum correspondant à la mise à Negotiate in advance possible use of BC solutions with e.g. other UN organizations in Geneva (WIPO, ILO, ISD ISD COVID19 could be an opportunity to provide remote conference facilities if
Update action offices (during relocation & construction and in new premises) vital facilities for staff and delegates not functioning Delegates cannot come to ITU premises conference rooms, including technical disposition gratuite des salles du CICG y UNOG) required.
status
ITU credibility at stake installations, equipments and operators free of compris les installations techniques, Implement flexible working solutions and systems (cloud and premises independent)
Additional costs charge. équipements et opérateurs.
Most likely amount for to the provision of Montant le plus probable correspondant à la
CICG conference rooms. Technical installations, mise à disposition des salles du CICG mais
equipments and operators for 2 years paid by prise en charge des installations techniques,
ITU. des équipements et opérateurs par l'UIT
Maximum amount corresponding to the use of pendant 2 années.
CICG conference rooms, facilities, equipments Montant maximum correspondant à la prise en
and operators paid by ITU. charge par l'UIT des salles du CICG ainsi que
Calculation based on 10 annual events and 50 des installations, des équipements et
days/year of rental. opérateurs.
Base de 10 événements annuels et 50 jours/an
de location
0080 BCO > 1 years Disruption to ITU critical business during relocation and Damaged ICT, AV, Computer facilities and connectivity. Staff unable to service meetings, conference and events during 0.10 0.40 0.04 0.10 0.00 CHF0 CHF0 CHF0 CHF0 CHF0 Responsibility of the contractors. Responsibility of the contractors. Negotiate in advance possible use of BC solutions with e.g. other UN organizations in Geneva (WIPO, ILO, ISD ISD COVID19 could be an opportunity to provide remote conference facilities if
construction. Security and Access control problems, Relocation and Construction including Interpretation and UNOG) required.
Other installations and services for onsite or remote services translation failures Ensure penalities for delayed completion of AV and/or IT infrastructures works are included in their respective
not functioning Embarrasment to ITU contracts (delivery, installation, testing and commissionning)
ITU credibility at stake Plan the testing and commissioning long in advance (e.g. in WIPO it took 6 months)
26 Mar 21: Present
Additional costs
0089 BCO Unknown impact of COVID‐19 Pandemic on estimated schedule Unpredictable Pandemic Possible delay and eventual additional costs 0.30 0.20 0.06 0.50 0.03 CHF0 CHF210,000 CHF420,000 CHF210,000 CHF63,000 Most likely cost: 3 months delay in favour of Coût probable : 3 mois de retard en faveur de Maintain business activities via teleworking and video conferences. BPD BPD Ongoing activities are currently on schedule but it is difficult to anticipate the real
Reduced for the building project. the ECPSS l'ECPSS BPD has been as flexible as possible in adapting the contractor’s schedule of deliverables to ensure business impact the Covid‐19 will have on the project duration and its eventual financial
probability
Maximum cost: 6 months delay in favour of the Coût maximum : 6 mois de retard en faveur de continuity. impact. ITU is doing its best to minimize its impact as much as possible in
ECPSS. l'ECPSS. Ensure communication with internal and external stakeholders on regular basis. recovering eventual delays once the consequences of the pandemic will be known.
Continue to monitor the situation and revise as necessary
BCO (BCO input)
CHM CHANGE MANAGEMENT
26 Feb 21: 0067 CHM Present Lack of change management system and change management Identify any lack of critical tools as a risk. Change management The project will have limited visibility into changes that impact 0.30 0.40 0.12 0.50 0.06 CHF0 CHF0 CHF0 CHF0 CHF0 Unquantifiable Inquantifiable Ensure funding and time allocated for change management system and change management processes. HRMD HRMD For the action status track record please consult previous risk registers.
Updated status process at the organizational level is critical to project success. the project. Start change management process at least 2 year before the construction works. UM 22.09.2020 Request for Proposal No. RFP‐S‐HRMD‐2020‐066 Working
Conditions Implementation Plan published 03.09.2020.
Proposals Receipt Deadline: 12 October 2020 ‐ Estimated Contract Signature Date:
TBD
UM 08.03.2021: DRESS & SOMMER has been awarded for a total contract amount
of CHF 280,150 (RFP‐S‐HRMD‐2020‐066 Working Conditions Implementation Plan).
Kick‐off project expected in March 2021. As deliverable of the contract, a change
management concept will be rolled‐out integrating a series of workshops and will
provide a framework involving all stakeholders (top management, middle
management, staff members, and staff representatives). A communication plan
will be designed and implemented together with the ITU project team.
One additional HRMD staff, certified in change management, was assigned to the
project.
26 Mar 21: 0068 CHM Continuous Executives fail to support project. Not receiving leadership The project team may lack the authority to achieve project Failed project. Decrease in staff engagement and motivation. 0.10 0.70 0.07 0.50 0.04 CHF0 CHF0 CHF0 CHF0 CHF0 Unquantifiable Inquantifiable It is important to involve leaders early in the process as they provide the authority and influence necessary for SG HRMD For the action status track record please consult previous risk registers.
Reduced support and sponsorship. objectives. In such cases, executive management support is Resistance to change and to the new building. a succesful workplace change. Active and visible leaders play a critical role in time of change. An employee's UM13.07.2020 Council information document on Staff Working Conditions
probability
fundamental to project success. direct manager also plays a significant role in providing specific information and reinforcing change principles. Strategy and Implementation Plan finalized but was not on the June Council
Socilizing change to reduce resistance and gain acceptance. agenda as only priority items were included.
Staff working conditions strategy and implementation plan is on VCC2 agenda.
UM 08.03.2021: The change management approach from Drees & Sommer provides
ensurance of involvement of top management, mid‐managers as well as staff
representatives.
31 July 2020 0071 CHM Continuous Low project team motivation This is particularly common risk for long running projects. Team members leaving and loss of project history memory 0.30 0.20 0.06 0.10 0.01 CHF0 CHF0 CHF0 CHF0 CHF0 Unquantifiable Inquantifiable Engagement of ITU leaders. DSG DSG
Update effects Ensure staff/team continuity. Revise contract typology.
26 Feb 21: 0084 CHM Continuous Staff dissatisfaction from not being able to work from home Lack of understanding regarding wellbeing and financial Productivity and morale decrease. 0.30 0.20 0.06 0.50 0.03 CHF0 CHF0 CHF0 CHF0 CHF0 Unquantifiable Inquantifiable Policy and cultural change HRMD HRMD For the action status track record please consult previous risk registers.
Updated status during relocation and new building construction. decision. Dissatisfaction leaks to Member States, external partners and UM 22.09.2020: Request for Proposal No. RFP‐S‐HRMD‐2020‐066 Working
No support from management. stakeholders and media. Conditions Implementation Plan published 03.09.2020.
Proposals Receipt Deadline: 12 October 2020 ‐ Estimated Contract Signature Date:
TBC
Covid‐19 has demonstrated efficient Business Continuity in working from home.
UM 08.03.2021: Pandemy situation has calalyzed acceptance of teleworking at all
levels and has therefore contributed the culture change.
CHM (HRMD input)
COM COMMUNICATION
26 Feb 21: 096/094 COM > 2 years Staff acceptance of the Office layout post COVID‐19 Awareness of diseases spread Refusal to share offices and open spaces 0.50 0.40 0.20 0.50 0.10 CHF0 CHF0 CHF0 CHF0 CHF0 Unquantifiable Inquantifiable Appropriate communication based on evidence and management decisions SCD SCD Internal strategy being to be presented at new building management board
Updated status Development and implementation of dedicated communication strategy by dedicated Communication officer meeting for approval
recently appointed.
26 Feb 21: 097/062 COM Continuous Staff dissatisfaction publicly expressed against the new building Lack of communication with ITU staff on project extent and Increase in project cost and reputation damage. 0.30 0.20 0.06 0.50 0.03 CHF0 CHF0 CHF0 CHF0 CHF0 Unquantifiable Inquantifiable External communication is ensured appropriately by SCD. SCD SCD Internal strategy being to be presented at new building management board
Updated status project disrupts the Office's operations. progress. Lack of Focal Points involvement. Internal communication is ensured appropriately by SCD in coordination with HRMD. meeting for approval
Development and implementation of dedicated communication strategy by dedicated Communication officer
recently appointed.
29 Jan 21: 098/061 COM > 1 year Modifications to the office space allocation due to the lack of Reduced office space during construction. Productivity decrease, immediate action is taken seeking for 0.50 0.05 0.03 0.50 0.01 CHF0 CHF0 CHF0 CHF0 CHF0 Unquantifiable Inquantifiable Internal communication is ensured appropriately. SCD SCD Internal communicationd will coordinate with the space planning officer starting
Updated status space create complaints from staff. additional space externally, bringing unforeseen costs to the Development and implementation of dedicated communication strategy by dedicated Communication officer in Feb.
project. recently appointed.
26 Feb 21: 099/077 COM Continuous Reputational damage Political or other events or actions damaging ITU's reputation, Member State complaints, staff complaints, bad press 0.10 0.20 0.02 0.50 0.01 CHF0 CHF0 CHF0 CHF0 CHF0 Unquantifiable Inquantifiable External communication is ensured appropriately. SCD SCD Internal strategy being to be presented at new building management board
Updated status or UN blacklisting Development and implementation of dedicated communication strategy by dedicated Communication officer meeting for approval
recently appointed.
26 Feb 21: 100/059 COM Continuous Bad news report. Bad press with regard to ITU responsibility and accountability: Increase in project cost and duration. 0.10 0.10 0.01 0.50 0.01 CHF0 CHF0 CHF0 CHF0 CHF0 Unquantifiable Inquantifiable External and internal communication is ensured appropriately. SCD SCD Internal strategy being to be presented at new building management board
Updated status health and safety issues, accidents, corruption, fraud, social Development and implementation of dedicated communication strategy by dedicated Communication officer meeting for approval
conflicts, etc. recently appointed.
26 Feb 21: 101/063 COM > 1 year Staff dissatisfaction for working from home during the No alternative solution for business continuity so staff would Staff morale down. Dissatisfaction leaks to Member States, 0.10 0.10 0.01 0.10 0.00 CHF0 CHF0 CHF0 CHF0 CHF0 Unquantifiable Inquantifiable External and internal communication is enusred appropriately by SCD in collaboration with HRMD and FMBPD SCD SCD Space planning officer joined in Feb 2021 and will coordinate with
Updated status demolition and construction phase. have a choice rather than being obliged. external partners and stakeholders and media. Rise of project Development and implementation of dedicated communication strategy by dedicated Communication officer communications. Hiring of worplace consultancy company on‐going, expected
costs for seeking alternatives for working from home. recently appointed. March 2021
26 Feb 21: 102/060 COM > 2 years Allegations of potential impact of asbestos, PCBs or other Insufficient / ineffective / lack of communication to staff on such Creates disproportionate reactions. 0.10 0.05 0.01 0.50 0.00 CHF0 CHF0 CHF0 CHF0 CHF0 Unquantifiable Inquantifiable External and internal communication is ensured appropriately. SCD SCD Internal strategy being to be presented at new building management board
Updated status substance on Staff health. substances. Staff is evacuated, meetings at ITU and project stopped. Development and implementation of dedicated communication strategy by dedicated Communication officer meeting for approval
Damaged reputation. recently appointed.
Increase in project cost and duration.
COM (SCD input)
CON CONSTRUCTION
29 June 20: 0010 CON > 2 years Project is left to GE to manage without adequate oversight of Lack of supervision and control. Increase in project cost. 0.30 0.20 0.06 0.10 0.01 CHF0 CHF0 CHF560,242 CHF93,374 CHF28,012 0.5% of the amount of CFC 1 to 4 for the 0.5% du montant du CFC 1 à 4 pour le coût Consider (1) Contract with Guaranteed Maximum Price contract (GMP). (2) Cost reporting part of GE BPD PROC Definition of contract strategy initiated
Updated status works and (sub)contracts being signed off without approval maximum cost. maximum. contractual obligations. (3) Cost report reviews part of AMO contractual obligations. BPD
from ITU.
0011 CON > 2 years GE/Construction Site Supervision does not perform as required. Mismanagement, lack of coordination, bad atmosphere Increase in project duration. 0.30 0.20 0.06 0.10 0.01 CHF0 CHF4,067,500 CHF8,135,000 CHF4,067,500 CHF1,220,250 Provided that the contract of the GE is lump A condition que le contrat de l'EG soit Implement KPIs. BPD BPD
amongst external companies. Loss of trust and inefficient coordination. sum forfaitaire
Poor quality of works. Most likely cost: 3 months delay in favour of Coût probable : 3 mois de retard en faveur de
the GE and ECPSS l'EG et de l'ECPSS
Maximum cost: 6 months delay in favour of the Coût maximum : 6 mois de retard en faveur de
GE and ECPSS. l'EG et de l'ECPSS.
These also including extraodinary maintenance Ces coûts de comprennent aussi les coûts de
costs for Varembé. maintenance extraordinaire de Varembé.
17 June 20: 0012 CON > 2 years The project slips out of track and key dates from the schedule of Deficient / unrealistic construction schedule. Critical activities Increase in project cost and duration. 0.30 0.20 0.06 0.10 0.01 CHF1,355,833 CHF4,067,500 CHF8,135,000 CHF4,293,472 CHF1,288,042 Provided that the contract of the GE is lump A condition que le contrat de l'EG soit Ensure advancement of works is carefully monitored. BPD BPD
Updated cause(s) works fall‐out with a domino effect. not properly identified nor monitored. Lack of scheduling sum forfaitaire Regular site inspections.
reviews. Minimum cost: 1 month delay in favour of the Coût minimum : 1 mois de retard en faveur de Coordination meetings with GE.
Delay in external provider's contribution (Genilac, SwissCom, GE and ECPSS l'EG et de l'ECPSS
etc) Most likely costs: 3 months delay in favour of Coût probable : 3 mois de retard en faveur de
the GE and ECPSS l'EG et de l'ECPSS
Maximum cost: 6 months delay in favour of the Coût maximum : 6 mois de retard en faveur de
GE and ECPSS. l'EG et de l'ECPSS.
These also including extraodinary maintenance Ces coûts de comprennent aussi les coûts de
costs for Varembé. maintenance extraordinaire de Varembé.
0013 CON > 2 years Substandard materials used by contractors. Materials used by contractors do not conform to technical Repairs are needed after project completion. 0.30 0.10 0.03 0.10 0.00 CHF0 CHF0 CHF100,000 CHF16,667 CHF5,000 Responsibility of the GE. Responsabilité de l'EG. Verification of conformity of the proposed samples with technical specifications set out in the tender BPD BPD
Quality/performance issues. specifications of the tender. Lack of approval of samples, Nevertheless, a lump sum has been included. Néanmoins un montant forfaitaire a été documents. CDTK
product sheets and materials prior installation. intégré. Regular construction site visits to ensure that the chosen materials are put in place.
0015 CON > 2 years Accident to workers. Applicable Health & Safety standards are not respected. Delay pending investigation from authorities. Litigation. 0.30 0.10 0.03 0.10 0.00 CHF140,000 CHF140,000 CHF140,000 CHF140,000 CHF42,000 2 months of work stoppage for investigation 2 mois d'arrêt de chantier en faveur de l'ECPSS H&S measures required in contract. BPD GE
Negative impact on ITU's reputation. and determination of responsibilities. Amount pour enquête et détemination des Report on minor and major issues to take preventive actions.
of additional fees for ECPSS. responsabilités
26 Feb 21: 0014 CON > 2 years Damage to adjacent constructions. Fire, modification of structural elements, Health and Safety Increase in project cost and duration. 0.10 0.20 0.02 0.10 0.00 CHF0 CHF0 CHF1,120,484 CHF186,747 CHF18,675 1% of CFC amounts 1 to 4 1% des montants des CFC 1 à 4 Make site survey prior the initiation of the dismantling and construction works BPD GE Include in GE contract
Updated issues. Ensure that proposed protection measure are put in place.
mitigation
Regular construction site vists and controls.
Check state of nearby buildings prior to construction works and implement control tools during the
construction works.
29 June. 20: 0016 CON > 2 years Need for extensive adaptations / repairs after project Limited functionality of installation. Increase in project cost. 0.10 0.10 0.01 0.10 0.00 CHF512,924 CHF1,025,849 CHF1,538,773 CHF1,025,849 CHF102,585 Minimum cost: 1% CFC 215, 23, 24, 25 Coût minimum : 1% CFC 215, 23, 24, 25 Ensure core building team is involved and infrasture responds to the needs of the organisation BPD CDTK FM being part of FMBPD under one lead.
Updated status completion. Most likely costs: 2% CFC 215, 23, 24, 25 Coût probable : 2% CFC 215, 23, 24, 25 Implement commissioning and hand‐over protocol. GE
Maximum cost: 3% CFC 215, 23, 24, 25 Coût maximum : 3% CFC 215, 23, 24, 25 Get training on new plants and technology to building maintenance staff.
CON (C&P input)
EXT EXTERNAL RISK
09 March 21: 0019 EXT Continuous Host country force new regulations on project. Host country implementing new regulations before the Increase in project cost and duration. 0.10 0.05 0.01 0.10 0.00 CHF0 CHF0 CHF0 CHF0 CHF0 Unquantifiable. Inquantifiable. Have regular meetings with local authorities to ensure that information and isntructions are shared. BPD Ongoing
Updated status submission of the construction permit request Designers to impliment accordingly. Building work permit submitted to authorities on december 18th. BPD waiting for
OCIRT implement new regulations because of pandemic. If needed ask FIPOI to facilitate. approval.
After the date of registration of the permitting documentation, no changes can be
imposed by the Host Country.
0020 EXT > 2 years Works cannot progress as planned due to site working Extreme weather conditions. Slow down work progress. 0.50 0.05 0.03 0.10 0.00 CHF40,385 CHF80,769 CHF169,167 CHF88,771 CHF44,386 Amount ranging from one week's break to one Montant allant d'une semaine d'arrêt à 1 mois Establish the construction schedule in line with the season. BPD GE
conditions. Delays, claim for additional costs. month's break. Impact only on ECPSS. d'arrêt. Impact uniquement sur l'ECPSS. Ask GE to consider weather conditions when preparing the construction schedule.
Including extraodinary maintenance costs for Y compris les coûts de maintenance Provide time contingency in construction schedule.
Varembé. extraordinaire de Varembé
28 Feb 21: 0076 EXT Present Security measures to be implemented outside the ITU Delay of design activities taken care of by the Host Country ‐Delay of building opening due to discoordinated design and 0.30 0.40 0.12 0.50 0.50 CHF202,412 CHF3,323,859 CHF6,607,236 CHF3,350,847 CHF1,005,254 ‐ 5% of the amount estimated for security at ‐ 5% du montant qui concerne la sécurité sur Collaboration with security working group and local authorities ISD‐SSD BPD Support for the establishment of a feasibility study confirmed by the Host Country.
Updated status construction parcel ‐Feasibility study and its implementation construction processes. ITU premises for the minimum cost parcelle UIT pour le coût minimum Continue to monitor the situation, work with the Host Country and City Authorities and revise as necessary Jan ‐ Mar 2020: SoW including stakeholder requirements (all parties concerned ‐
‐Mobility plan developped by Canton of Geneva ‐Road privatisation ‐ 8% of the amount estimated for security at ‐ 8% du montant qui concerne la sécurité sur not only ITU)
‐Change of security stand‐off distance ‐Change of street configuration and landscaping arrangements ITU premises for the most likely costs parcelle UIT pour le coût probable Dec 2020: SoW review, stakeholder requirements validated for the feasability
‐Address UNMOSS requirements ‐ 15% of the amount estimated for security at ‐ 15% du montant qui concerne la sécurité sur study.
ITU premises for the maximum cost. parcelle UIT pour le coût maximum. Q2‐Q3 2021: Feasibility study
‐Amounts according to letter DL/12 on Montant selon courrier DL/12 sur les mesures Q4 2021‐ Q3 2022: Financial agreement
additional safety and security measures de sûreté et de sécurité supplémentaires Q4 2022 ‐ Q2 2024 : Design
Q4 2024 ‐ Q2 2026: Construction works
Jan 2021: FIPOI submitted the scope of works for security faisability study. Host
Country also confirmed that the scope is extended to Vérembé‐Mota sector as well
as Parking des Nations within ITU property.
Workshop scheduled on March 31st.
EXT (EXT input)
FIN FINANCE
08 Apr. 20: 0005 FIN Continuous Insufficient cash flow available to pay invoices in line with works Host country not in line with funding schedule. Insufficient cash flow. 0.30 0.10 0.03 0.10 0.00 CHF0 CHF0 CHF0 CHF0 CHF0 No impact on the project's economy Pas d'impact sur l'économie du projet FRMD to be informed about cash needs via trimestrial reporting indicating expected level of expenditure. FRMD FRMD The situation with Host country and FIPOI has been improved, the funds are
Updated status progress. FRMD to send requests for funding to FIPOI on time. BPD received on time and no more difficulties are met at the moment. To follow‐up
Cash flow forecast to be drawn up for the project. with furture request.
17 June 20: 0021 FIN > 1 years The approved budget is underestimated. Tender commercial proposals of GE subcontractors are higher Budget overspending. 0.10 0.40 0.04 0.10 0.00 CHF5,602,422 CHF8,963,875 CHF16,807,266 CHF9,710,865 CHF971,086 Minimum Cost : 5% contingencies for CFC 1 to Coût Minimum : 5% contingences du CFC 1 à 4 ECPSS to strictly and regularly control expenditures. Dedicated ECPSS Finance Consultant monitoring budget BPD/FRMD BPD Monthly meetings held on cost since February 2020
Updated status than initially estimated. 4 Coût probable : 8% contingences du CFC 1 à 4 changes. Prepare financial reports.
Most likely Cost: 8% contingencies for CFC 1 to Coût Maximum : 15% contingences du CFC 1 à Change orders financially verified before being agreed / accepted following the agreed Change order
4 4 procedures.
Maximum Cost: 15% contingencies for CFC 1 to
4
26 Mar 21: 0082 FIN Present Tower value Uncertainty of tower value Unknown reimbursement amount to be paid back to the Host 0.30 0.40 0.12 0.50 0.06 CHF0 CHF0 CHF0 CHF0 CHF0 Pending real estate estimated value for the Dans l'attente de l'estimation de la valeur Estimate of Tower value at current state FRMD FRMD Contract with expert for the valuation of retaining the Popov room established
Update status and Country after the Tower sale Tower. immobilière de la Tour Definition of sale strategy and targeted market mid‐February.Report expected by the end of March.
probabiltiy
Implement recommendations provided by the expert in his report on the valuation of the Tower The report has been received and the outcome has been presented during Council
ITU will implement recommendations contained in MSAG12/5 (rapport d'expertise) sessions in June 2020.
Additional expertise contracted and report back to Council at its next session.
Additional expertise report received and was presented to Council members in
November 2020.
Council is requested to decide on the sale option to be implemented.
08 Apr. 20: Update 0083 FIN Continuous Allocation to wrong funding source Multiple funding sources Accounting errors 0.10 0.20 0.02 0.50 0.01 CHF0 CHF0 CHF0 CHF0 CHF0 unquantifiable Inquantifiable Apply relevant accounting protocols FRMD FRMD A regular follow‐up has been put in place and correction are made if necessary.
28 Feb 21: 0087 FIN Present No further sponsorships or donations Decision 619: Sponsors not able to enhance the baseline project. So future 0.70 0.20 0.14 0.90 0.13 CHF0k CHF0k CHF0k CHF0 CHF0 Liaison with MSAG and Council Members DSG DSG Draft document presented to MSAG to establish criteria to accept or refuse
Updated status "The Council decides … 4) that, as of the date of adoption of sponsorship unlikely. additional sponsorship.
this decision, any future sponsorships or donations will only be Decision 619 is binding. MSAG leaves the decision to the Council.
FIN (FRMD input)
GOV GOVERNANCE
30 Oct. 20: 0027 GOV Permanent FIPOI not providing adequate support. Insufficient coordination with local authorities. Local authorities reject construction permit. 0.10 0.20 0.02 0.10 0.00 CHF0 CHF1,257,500 CHF4,046,591 CHF1,512,765 CHF151,277 Most likely amount corresponding to 3 months Montant probable correspondant à 3 mois de Coordinate with the FIPOI regarding Swiss loan second instalment approval. DSG BPD Regular coordination meetings taking place.
updated status delay for the project owner's fees, ECPSS and retard pour les honoraires Maître d'Ouvrage,
A&E, including extraodinary maintenance costs ECPSS et MG, y compris les coûts de
for Varembé. maintenance extraordinaire de Varembé.
Maximum amount being the assumption that Montant maximum étant l'hypothèse que les
the Swiss authorities definitively reject the autorités Suisse rejettent définitivement le
building permit. permis de construire.
02 Mar. 20: 0028 GOV Continuous Lack of coordinated decision making and communication. Project governance structure not implemented. ‐ Inability to take timely and informed decisions. 0.30 0.20 0.06 0.10 0.01 CHF0 CHF0 CHF0 CHF0 CHF0 unquantifiable inquantifiable Comply with project governance structure. Ensure Sr. Construction Project Advisor is the Single Point Of DSG BPD Current governance structure approved and applied.
updated ‐ Misinterpretations. Contact.
mitigation action
‐ Inefficient use of resources. Establish guidelines for decision turnaround time.
‐ Delays.
28 Feb 21: 0029 GOV Continuous Key dates from the schedule of works are missed. Delays in reviews and approvals by DSG/SG. MB fails to provide Increase in project cost and duration. 0.30 0.20 0.06 0.50 0.03 CHF0 CHF0 CHF2,515,000 CHF419,167 CHF125,750 Assumption of delay corresponding to 6 Hypothèse retard correspondant à 6 mois de Decision deadlines to be given. Remedial actions to be identified if deadline not met. SG to take decision in DSG BPD Regular MB meetings taking place.
Updated status directions. months of delay for the fees of Project Owner, délais pour les honoraires de : the event that the DSG does not. Decisions to be reported to MB at monthly meetings.
ECPSS, CDTK. ‐ Maitre d'Ouvrage
Including extraodinary maintenance costs for ‐ ECPSS
Varembé. ‐ MG
Y compris les coûts de maintenance
extraordinaire de Varembé.
08 July 20 0093 GOV > 2 years During transition period no conferences facilities offered by host Unavailability or cost Need to use virtual meetings only 0.30 0.40 0.12 0.50 0.06 CHF0 CHF0 CHF0 CHF0 CHF0 unquantifiable inquantifiable Member states agree to teleworing and virtual meetings (legal framework) ISD ISD Undertake consultations with member states for virtual events
New country or other member states Get Member states to agree to hold virtual meetings including decision making,
subject to the adoption of an appropriate legal framework.
9 March 20 106 GOV > 1 years Succession of leadership Upcoming elections at PP 2022 Discontinuity of leadership support 0.30 0.40 0.12 0.10 0.01 unquantifiable inquantifiable Anticipate and communicate on critical milestones in advance SG DSG Criticality of issue communicated to the ITU management.
New Delay in approval processes
Possible delay in dismanteling, construction start
GOV (GOV input)
LEG LEGAL
28 Feb 21: 0054 LEG Continuous Easement installements Suppression, change and/or addition of easement agreements. Requires revision of all agreements in place. 0.90 0.05 0.05 0.50 0.02 CHF0 CHF0 CHF0 CHF0 CHF0 Amount of the easement and notary fees Montant de la servitude et des frais de notaire Contract notary. JUR JUR Review of existing and future easements under progress.
Updated status High workload due to multiple procedural acts. known at the time of the sale of the tower. connue au moment de la vente de la tour. Address at early stage of the project, involve Host Country. Notary contracted and currently establishing an easement convention.
Recurrent coordination meetings held with FIPOI.
26 Mar 21: 0055 LEG Continuous Legal implications in the context of the sale of the Tower. Revision of "Droit de superficie (DDP)". DDP reduction from 99 to ? (duration to be negotiated). 0.30 0.20 0.06 0.50 0.03 CHF0 CHF0 CHF0 CHF0 CHF0 unquantifiable inquantifiable Anticipate discussions with the local authorities ‐ Host Country. JUR JUR Finalisation of easement agreement.
Updated cause, Right of pre‐emption of State of Geneva Slowing down the sales process and generating a delay. Consultation with State of Geneva on their right of pre‐emption concluded.
effects, mitigation
Impact on the final price for the sale of the tower. Negotiation of DDP outstanding until the sale of the tower.
and status
LEG (JUR input)
PMG CORE PROJECT MANAGEMENT
0006 PMG Continuous Project is left to outside firms to manage without adequate Lack of Project supervision. Increase in project cost. 0.10 0.20 0.02 0.10 0.00 CHF5,602,422 CHF8,963,875 CHF16,807,266 CHF9,710,865 CHF971,086 Minimum Cost: 5% contingencies for CFC 1 to 4 Coût Minimum : 5% contingences du CFC 1 à 4 Dedicated experienced ITU professional project team in place to follow up the project. BPD BPD Permanent and ongoing
oversight. Reporting lines not respected. Loss of trust and inefficient coordination. Most likely Cost: 8% contingencies for CFC 1 to Coût Probable : 8% contingences du CFC 1 à 4
4 Coût Maximum : 15% contingences du CFC 1 à
Maximum Cost: 15% contingencies for CFC 1 to 4
4
28 Feb 21: 0007 PMG Continuous Lack of Design verification or extent of the works not fully A&E miscalculated required quantities or omitted some Increase in project cost. 0.50 0.20 0.10 0.50 0.05 CHF0 CHF560,242 CHF1,120,484 CHF560,242 CHF280,121 Percentage of error and/or omission of 0.5% on Pourcentage d'erreur et/ou d'oublie de 0.5% Dedicated experienced professional AMO team in place to follow‐up the Design. BPD BPD The difference of +1.27% between the estimated and the allocated budget is
Updated estimated. elements for the objectives to be met. Variations in quantities are required. CFCs 1 to 4 for the Most likely. sur les CFC 1 à 4 pour le coût probable. Third party verification of project costs (IEC) was made at Concept Design confirming the project is within the within the +/‐10% accuracy which is normal at this design stage.
mitigation, status
Percentage of error and/or omission of 1% on Pourcentage d'erreur et/ou d'oublie de 1% sur establidhed range of +/‐15%.
CFCs 1 to 4 for the maximum cost. les CFC 1 à 4 pour le coût maximum. Verification of costs at each stage of project. Any risk of overspend will be avoided by including “design
options” into the request for proposals.
28 Feb 21: 0008 PMG Continuous Optimization of the budget allocations following changes of Ensure project costs do not exceed allocated budget. Requires arbitration. 0.90 ‐0.10 ‐0.09 0.50 ‐0.05 CHF0 CHF0 CHF0 CHF0 CHF0 Unquantifiable. Inquantifiable. Quantifiable at each design and construction stage via value engineering and material choices. BPD BPD Permanent and ongoing
Updated priorities. Monthly meeting to update the modifications follow‐up file
mitigation
0009 PMG Continuous Potential scope creep, cost over‐runs and delays not detected in Inadequate monitoring, reporting and accounting procedures. Delayed corrective actions. 0.50 0.20 0.10 0.50 0.05 CHF0 CHF0 CHF560,242 CHF93,374 CHF46,687 0.5% of the amount of CFC 1 to 4 for the 0.5% du montant du CFC 1 à 4 pour le coût Project monitoring. Identify and define project processes. Regular review and updates. BPD BPD Permanent and ongoing
time. maximum cost. maximum.
0075 PMG Continuous Non availability of key staff Illness, etc. Uncertainty in decisions, or conclusions from history 0.10 0.20 0.02 0.10 0.00 CHF0 CHF0 CHF0 CHF0 CHF0 Unquantifiable. Inquantifiable. Robust logging/minutes. Ensure proper handover and business continuity. Communication among the team. BPD BPD Permanent and ongoing
29 June 20: New 0095 PMG Continuous Discontinuity of staff ‐ Unsatisfaction ‐ Loss of institutional memory 0.30 0.20 0.06 0.10 0.01 Follow up, sharing and communication within FMBPD team FMBPD FMBPD Permanent and ongoing
‐Staff fatigue ‐ Disruption of support services
09 Mar. 21: New 105 PMG Continuous Readiness of internal FM staff at building commisisioning and Lack of training and education Staff not capable to operate and maintain the new building 0.70 0.20 0.14 0.10 0.01 Unquantifiable. Inquantifiable. Revise FMD org chart. Identfy ressources and adapt/modify job descriptions. FMBPD FMBPD Revision of FMBPD org chart based on future business needs ongoing.
handover of plant rooms and new infrastructure (BIM, MCR…) equipments Indentify adequated trainings and educate staff on time
PMG (PMG input)
Page 1 of 2
Last data update 31 March 2021
RISK REGISTER ITU ‐ NEW BUILDING PROJECT Author: BPD
Weighted Cost
Probability Severity Minimum Cost Most Likely Cost Maximum Cost Cost Estimate Risk
Risk Code Category Proximity Risk Name Cause(s) Effect(s) Impact Rate Urgency =Probability x Cost Comments on costs_EN Comments on costs_FR Mitigation Action Owner Action Status
(A) (Rate*Urgency) (cO) (cM) (cP) (cE =((cO+4cM+cP)/6) Owner
Estimate
PRC PROCUREMENT AND CONTRACT MANAGEMENT
26 Mar 21: 0039 PRC > 1 years Non reliable suppliers. Inadequate, non‐qualitative selection criteria. Slow down work or leads to work having to be redone. 0.10 0.05 0.01 0.10 0.00 CHF0 CHF0 CHF0 CHF0 CHF0 No financial impact. Aucun impact financier. Responsibility to be given to GE. ITU PROC+BPD to participate in selection criteria, and selection of the sub‐ PROC PROC Pre‐qualification of suppliers included in approved procurement strategy currently
Updated contractors. developped to ensure reliability.
proximity, status
26 Mar 21: 0040 PRC > 2 years A supplier's / (sub)contractor's Swiss business/work permit has Contractors do not respect applicable labour clauses or This brings delays to the project, increases its cost and affect the 0.10 0.05 0.01 0.10 0.00 CHF0 CHF0 CHF0 CHF0 CHF0 Responsibility of the GE, shall take corrective Responsabilité de l'EG, doit apporter les Compliance to local working conditions required in GE contract. Penalty to be identified in case of non‐ PROC PROC Document "Memento construction OI" stating local labor laws included in the GE
Updated status been refused. collective agreements. A supplier's / (sub)contractor's Swiss ITU's reputation. action at its own expense. mesures correctives à ses frais. compliance; instructions for bidding.
business / work permit has been refused. ITU BPD to create and maintain good working partnership with local inspection agencies BPD
26 Mar 21: 0041 PRC > 2 years Contractors' accountability. GE, subs, suppliers fall into bankruptcy, their financial stability Project schedule slipping with increased project costs. Medias 0.10 0.40 0.04 0.10 0.00 CHF0 CHF0 CHF0 CHF0 CHF0 Responsibility of the GE, who must assume the Responsabilité de l'EG, qui doit assumer les Financial stability (Dun& Bradstreet type) of contractor prior to placing contract. PROC PROC Pre‐qualification of suppliers included in approved procurement strategy currently
Updated was not thoroughly checked. publish the leaked information which affect the ITU's image. costs and delay. frais et le retard. Insurance coverage implemented to cover such risks. developped to ensure financial stability and insurance coverage.
proximity, status
26 Mar 21: 0042 PRC > 1 year Inability to find supplier / contractors to carry out the works as Unfeasible design, technical proposal too difficult to install. Lack Cost increase in goods. 0.10 0.40 0.04 0.10 0.00 CHF0 CHF0 CHF0 CHF0 CHF0 Liability of the GE, if the contract with the GE is Responsabilité de l'EG, si le contrat avec l'EG Design work is carried out by pragmatic Architects and Engineers; PROC PROC Definition of design portions for inclusion in the tender package currently in
Updated status per the design or as originally priced. of specific materials supply. Redesign, delays. lump sum, it must address the costs and delay. est forfaitaire elle doit assumer les frais et le Control and approval of technical documents made early enough by ITU BPD; progress.
retard. GE contract to give the GE some freedom to propose alternatives in order to meet the project's objective.
26 Mar 21: 0043 PRC > 1 years Technical defects, damages, accidents, etc. not covered. Inadequate insurance coverage for the GE and/or Increase in project cost and duration. 0.10 0.20 0.02 0.10 0.00 CHF0 CHF0 CHF0 CHF0 CHF0 Responsibility of the GE, shall take corrective Responsabilité de l'EG, doit apporter les GE to have sufficient insurance coverage. PROC PROC Procurement strategy and contract typology selected based on lessons learned
Updated subcontractors. action at its own expense. mesures correctives à ses frais. from similar construction projects in Geneva and Europe. Procurement strategy
proximity, status
ITU may legally claim against the GE for non‐ L'UIT peut se retourner juridiquement contre and contract typology approved by NBMB.
compliance with the requirements of the call l'EG pour non respect des exigences de l'appel
for bids. d'offre.
26 Mar 21: 0044 PRC > 1 years Potential scope creep, cost over‐runs and delays not detected Inadequate wording of contracts. Increase in project cost and duration. 0.50 0.40 0.20 0.10 0.02 CHF0 CHF0 CHF0 CHF0 CHF0 Liability of the GE, if the contract with the GE is Responsabilité de l'EG, si le contrat avec l'EG Precise, legally tight, fixed price contracts. Appoint specialised law firm to support project. PROC PROC Recommendation for a “fixed price open book contract” approved by the NBMB.
Updated on time. lump sum, it must address the costs and delay. est forfaitaire elle doit assumer les frais et le
proximity, status
retard.
0045 PRC > 1 year Corruption allegations within the GE delay the contracting of Lack of procedures and check‐ups on the procurement of Increase in project cost. 0.10 0.40 0.04 0.10 0.00 CHF1,240,000 CHF1,240,000 CHF1,240,000 CHF1,240,000 CHF124,000 Discontinuation of the tender procedure, Arrêt de la procédure d'appel d'offre, ITU PROC to follow‐up and control the procurement process PROC PROC
urgent works. contracts. ITU's reputation damaged. assumption of a delay of one year to designate hypothèse d'un retard d'une année pour
Loss of trust by council. a new GE. Legal proceedings against the GE. redesigner une nouvelle EG. Procédure
Delays. Amount of fees corresponding to the various juridique contre l'EG.
parties involved (Project owner, ECPSS)
0046 PRC > 2 years Fraud within GE. Lack of controls on the billing / payment process. Increase in project cost and duration. 0.10 0.20 0.02 0.10 0.00 CHF1,240,000 CHF1,240,000 CHF1,240,000 CHF1,240,000 CHF124,000 Stopping the works, assumption of a delay of Arrêt des travaux, hypothèse d'un retard d'une ECPSS to reinforce controls on the billing PROC BPD Indentification for an eventual additional resource currently ongoing
False invoices are generated. ITU's reputation damaged. one year to award a new GE. Legal proceedings année pour redesigner une nouvelle EG.
Loss of trust by council. against the GE and subcontractor. Amount Procédure juridique contre l'EG et sous‐
Risks of litigation. corresponding to the various parties involved traitant.
(Project owner, ECPSS)
26 Mar 21: 0047 PRC > 1 year "Price fixing" amongst subcontractors. Inadequate tender. Invalid tender process. 0.10 0.05 0.01 0.10 0.00 CHF95,833 CHF287,500 CHF575,000 CHF303,472 CHF30,347 Remplacement of subcontractors Remplacement du ou des sous‐traitant par un ITU PROC/BPD to work with ECPSS and GE to compare incoming prices with cost estimates. PROC PROC Recommendation for a “fixed price open book contract” approved by the NBMB.
Updated status Delay in construction execution. Minimum cost: 1 month delay in favour of the autre. GE to give reasons for recommendations.
ECPSS
0048 PRC > 2 years Contract disputes with one or more contractors. Inadequate wording of contracts. Delays in related works. 0.30 0.05 0.02 0.10 0.00 CHF0 CHF0 CHF0 CHF0 CHF0 Liability of the GE, if the contract with the GE is Responsabilité de l'EG, si le contrat avec l'EG GE is in charge of the contracts with subs. PROC PROC
Inadequate monitoring, reporting and accounting procedures. lump sum, it must assume the costs and delay. est forfaitaire elle doit assumer les frais et le Procurement procedures to be reviewed in advance by the ECPSS and ITU PROC
retard.
0049 PRC > 2 years Insurance company refuses to pay out at times of claims. Aggravated risks are not properly disclosed to the insurers. Increase in project cost and duration. 0.10 0.05 0.01 0.10 0.00 CHF0 CHF0 CHF0 CHF0 CHF0 Liability of the GE, who must inform his insurer Responsabilité de l'EG, qui doit informer son BPD/ECPSS to maintain close supervision of works and ensure disclosure of incidents to insurer in consultation PROC PROC
but assume the costs and delay. assureur mais assumer les frais et le retard. with ITU Legal Affairs Unit.
26 Mar 21: 0050 PRC > 2 years GE, Unintended liability in the event of material damage, Waivers of liability are inadequately worded or communicated. Increase in project cost and duration. 0.10 0.10 0.01 0.10 0.00 CHF0 CHF620,000 CHF1,240,000 CHF620,000 CHF62,000 Responsibility of the GE and depending on the Responsabilité de l'EG et en fonction de la Waivers of liability to be worded, reviewed and approved by ITU Legal Affairs Unit PROC PROC
Updated personal injury or death. severity of the event. gravité de l'événement.
proximity
Minimum Cost : no site shutdown Coût Minimum : l' arrêt de chantier
Most likely cost : site shut down for 6 month Coût Probable : l'arrêt du chantier pendant 6
Maximum Cost : site shut down for one year. mois
Amount corresponding to ECPSS and CDTK fees Coût Maximum: l'arrêt du chantier pendant un
an
Montant correspondant aux honoraires ECPSS
et MG
26 Mar 21: 0051 PRC > 2 years GE cannot perform efficiently due to prolonged absences or Contract does not include clause on staff retention. Resignation of key personnel. 0.30 0.10 0.03 0.10 0.00 CHF1,190,000 CHF1,190,000 CHF1,190,000 CHF1,190,000 CHF357,000 Responsibility of the GE, who must ensure Responsabilité de l'EG, elle doit assurrer une GE contract to allow for replacement of key staff or removal of key staff if necessary PROC PROC
Updated resignation of some of its key staff. continuity and a sharing of information. continuité des services ainsi qu'une circulation
proximity
The amounts correspond to extraodinary d'information de manière continue.
maintenance costs for Varembé. Les montants correspondent à des coûts de
maintenance extraordinaire de Varembé
26 Mar 21: 0052 PRC Present The choice of contract type between ITU and GE may not be the The choice of contract type is arbitrary and does not derive from Potential loss of quality and/or additional costs . 0.30 0.40 0.12 0.50 0.06 CHF4,725,000 CHF7,875,000 CHF12,600,000 CHF8,137,500 CHF2,441,250 The choice of a contract that is not adapted to Le choix d'un contrat non adapté aux risques Carry out an analysis of actual project environment, specifics and particularities and decide accordingly the PROC PROC Meeting for the decision on the contract type to be used are ongoing.
Updated status best choice for ITU. an analysis of actual project environment, specifics and the risks present on the project can lead to présents sur le projet peut provoquer des most suitable contract type between GE and ITU Definition of contract strategy initiated
particularities. additional costs related to unforeseen events. surcoûts liés aux imprévus Jan. 2021: ECPSS redacted a recommandation report analiyzing different contracts.
The provision of this kind of risk is not Feb. 2021: Feedback from other construction projects.
customary and therefore, it isn’t necessarily Mar. 2021: The report will be presented for approval to the Management Board.
considered for the budget provision at this Recommendation for a “fixed price open book contract” approved by the NBMB.
stage. MSAG commented this contingency is
not valid.
PRG PROGRAMME ‐ SCOPE OF WORK
26 Mar 21: 0002/103 PRG Present Late agreement on transformer relocation works. Negotiations with SIG are delayed and/or transformer permit is Transformer relocation delays start of construction activities. 0.10 0.10 0.01 0.10 0.00 CHF55,592 CHF88,948 CHF166,777 CHF96,360 CHF9,636 ‐ 5% of the amount of CFCs for the ‐ 5% du montant des CFC qui concerne le Coordination and design activities part of CDTK scope. Detailed planning requested by BPD to make sure BPD CDTK Coordination meetings among all parties involved are ongoing.
Updated risk not ready in time. transformer substation for the minimum cost poste transformateur pour le coût minimum compliance with the schedule Transformer station is part of Seminar 1 ‐ planned on March 18th, 2020 with
measure
‐ 8% of the amount of CFCs for the ‐ 8% du montant des CFC qui concerne le Architect.
transformer substation for the most likely cost poste transformateur pour le coût probable It was decided to extract and submit the permitting request for the move of the
‐ 15% of the amount of CFCs for the ‐ 15% du montant des CFC qui concerne le transformer seperately from the rest of the building permitting request.
transformer substation for the maximum cost poste transformateur pour le coût maximum Design activities for the transformer move in collaboration with SIG completed.
0003 PRG > 2 years Unforeseen geotechnical localized conditions at start of Insufficient boreholes at future building location. ‐ Delayed construction. 0.30 0.40 0.12 0.10 0.01 CHF10,000 CHF25,000 CHF 1,274,800 CHF230,800 CHF69,240 Minimum Cost: Price of additional drilling and Coût Minimum : Prix de sondages et analyses Ensure geotechnical survey is done prior to the start of the construction and sufficient test are done BPD GE
excavation. ‐ Increased costs. geological analysis géologiques complémentaires
Most likely costs : Prices of additional Coût probable : Prix de sondages et analyses
geological and hydrogeological surveys and géologiques et hydrogéologiques
analysis complémentaires
Maximum cost: Price of additional boreholes Coût maximum : Prix des sondages et analyses
and analysis, with the use of sheetpiles complémentaires, avec réalisation de
following the appearance of water and an palplanches suite à apparition d'eau et
increase in the price of the foundations augmentation du prix des fondations
0004 PRG > 2 years Unforeseen Hazardous Materials at Varembé demolition. Unexpected presence of Hazardous materials not identified Increase in project cost and duration. 0.10 0.10 0.01 0.10 0.00 CHF0 CHF5,000 CHF11,600 CHF5,267 CHF527 Most likely costs : Price of additional surveys. Coût probable : Prix de sondages Ensure hazardous material survey is done prior to the start of the demolition and sufficient tests are done BPD GE To be included in GE's scope of work
previously. Maximum cost: Price of additional surveys with complémentaires.
asbestos removal and additional containment. Coût maximum : Prix de sondages
complémentaires avec désamiantage et
confinements complémentaires.
26 Feb. 20: 0030 PRG Present Non compliance with UNMOSS on the ITU construction parcel. Incompliance with anti‐vehicle and anti‐pedestrian security Additional cost, re‐design work and possible delay or stop of the 0.10 0.80 0.08 0.10 0.01 CHF202,412 CHF323,859 CHF607,236 CHF350,847 CHF35,085 ‐ 5% of the amount estimated to address ‐ 5% du montant qui concerne la sécurité sur Implementation of recommendations formulated by UNDSS in the concept design. ISD‐SSD BPD Ongoing
Updated action requirements. project. security on the ITU propoerty at the minimum parcelle UIT pour le coût minimum Jan 2021: FIPOI submitted the scope of works for security faisability study. Host
status
cost ‐ 8% du montant qui concerne la sécurité sur Country also confirmed that the scope is extended to Varembé‐Motta sector as
‐ 8% of the amount estimated to address parcelle UIT pour le coût probable well as Parking des Nations within ITU property.
security on the ITU propoerty for the most ‐ 15% du montant qui concerne la sécurité sur
likely costs parcelle UIT pour le coût maximum.
‐ 15% of the amount estimated to address
security on the ITU propoerty for the maximum
cost
26 Feb. 20: 0031 PRG Continuous Additional scope/requirements from internal stakeholders. Unconsolidated end users requirements. ‐ Change to the baseline scope within the approved budget. 0.50 0.40 0.20 0.50 0.10 CHF930,781 CHF1,489,250 CHF2,792,344 CHF1,613,355 CHF806,677 ‐ 5% of the amount of CFC 3 & 9 for the ‐ 5% du montant du CFC 3 & 9 pour le coût Conduct early stakeholder engagement relating to new design information. DSG BPD Workshops to confirm requirements and proceed with the design, internal
Updated action Evolution in scope because of long duration of the project. (for ‐ Change to the quality within the approved budget. minimum cost minimum Establish a robust change order process vetted by the MB and/or the SG to manage minor and major changes. stakeholder engagement and space allocation.
status
example: new ergonomic furniture, AV/IT equipment) ‐ Increase in project costs. ‐ 8% of CFC 3 & 9 amount for the most ikely ‐ 8% du montant du CFC 3& 9 pour le coût Clearly define scope of works that meets available funds and communicated to stakeholders. Key representative staff invited to the design development reviews (Seminaires
Ambiguous decisions, Stakeholders may have a tendency to ‐ Delay to the completion of the full ITU deliverables. cost probable Carry out Value Engineering exercises to ensure best value for money and meet available funds. and workshops). Project documents shared with key representative staff.
make decisions that are intentionally ambiguous (a ‐ Confusion ‐ 15% of the amount of CFC 3 & 9 for the ‐ 15% du montant du CFC 3 & 9 pour le coût Keep a list of what is in and what is not in scope. Regularly scope review. Follow up about COVID 19 impacts.
responsibility avoidance technique). maximum cost maximum Dedicated P3 space officer EOD 01 February 21.
Financial impact for major changes is L'impact financier pour les changements New building requirements group consultation initiated.
unquantifiable majeurs est inquantifiable Design is now "frozen". No additional changes can be required. Establishment of
change order process currently ongoing.
02 Mar. 20: 0032 PRG Continuous Additional scope/requirements from external stakeholders. Council requesting for additional scope. ‐ Change to the baseline scope within the approved budget. 0.10 0.40 0.04 0.50 0.02 CHF5,602,422 CHF8,963,875 CHF16,807,266 CHF9,710,865 CHF971,086 Minimum Cost: 5% contingencies for CFC 1 to 4 Coût Minimum : 5% contingences du CFC 1 à 4 Any change to scope to be vetted by the MB and/or the SG. Any impact due to changes to be explained. SG Design is now "frozen". No additional changes can be required.
Updated action ‐ Change to the quality within the approved budget. Most likely Cost: 8% contingencies for CFC 1 to Coût Probable : 8% contingences du CFC 1 à 4 Clearly define scope of works. Keep a list of what is in and what is not in scope. Regularly review scope.
status
‐ Increase in project costs. 4 Coût Maximum : 15% contingences du CFC 1 à
‐Delay to the completion of the full ITU deliverables. Maximum Cost: 15% contingencies for CFC 1 to 4
4
26 Mar 21: 0034 PRG Present Additional cost for staff relocation during demolition and Insufficient space for one desk for each staff member Increase in project cost due to need to rent additional space. 0.10 0.40 0.04 0.50 0.02 CHF600,000 CHF6,000,000 CHF11,000,000 CHF5,933,333 CHF593,333 Minimum amount being 10% of the budget Montant minimum étant 10% sur le budget Implement unassigned desk policy DSG BPD 1) Consideration for MSAG July 2020.
Updated risk construction phase. maintaining social distancing. foreseen for move and (temporary) relocation prévu pour le déménagement et la Awaiting outcome of the workplace analysis of post‐Covid impact. The workplace analyst that ITU is hiring will 2) MSAG confirmed they invited the ITU several times in the past to consider
measure, status
Prevent the spread of COVID. of staff. relocalisation du personnel. be assessing the details to ensure teleworking is rolled out with consistent and appropriate criteria. There is a teleworking and new ways of working when designing the future office space
Most likely amount being the budget foreseen Montant probable étant le budget prévu pour P3 Space Management Officer starting in February 2021 who will work closely with the consultancy company layouts.
for move and (temporary) relocation of staff. le déménagement et la relocalisation du on this issue and ensure the stakeholder engagement. 3) D&S to provide outputs on the implementation of teleworking
Maximum amount being the cost initially personnel.
foreseen for move and (temporary) relocation Montant maximum étant le cout initialement
of staff prévu pour la relocalisation et le
déménagement du personnel
26 Feb. 20: 0035 PRG > 1 year Staff resistance occurs in response to the proposed space Non‐agreement to the proposed changes for space allocation in ‐ Delays to design development schedule. 0.50 0.10 0.05 0.50 0.03 CHF0 CHF0 CHF0 CHF0 CHF0 Amount likely to change, no financial Montant probablement amené à évoluer, Establish a formal schedule of reviews with all nominated focal points to discuss changes required and future DSG Workshops to confirm requirements and proceed with the design, internal
Updated action planning / departments blocking and stacking. open space plan. ‐ Need for implementation of change management strategy. consequences at present. aucune conséquence financière actuellement. concerns. stakeholder engagement and space allocation.
status
‐ Strikes and other disturbances which could affect ITU's Establish a formalized design approval gateways which incorporates staged sign offs by stakeholders. Dedicated P3 space officer EOD 01 February 21.
performance as a whole. Constant communication with staff. New building requirements group consultation initiated.
26 Feb. 20: 0065 PRG Present Management of previous donations and artworks Request from Member States to consider previous donations Increase storage needs 0.30 0.40 0.12 0.10 0.01 CHF0 CHF0 CHF987,760 CHF164,627 CHF49,388 Amount corresponding to the cost of renting a Montant correspondant au coût de la location Find temporary storage space in Montbrillant and/or Tower buildings during construction works. BPD BPD Planned S1/2022
Updated action when designing the new building storage space (1360 sm for 4 years) in Geneva d'une surface de stockage à Genève pendant la
status
during the construction period, including durée des travaux, y compris le transport.
transport.
26 Mar 21: 0088 PRG Present Failure of waterproofing and/or possible pollution of soil in Old waterproofing system and/or growing trees roots Waterproofing issues with future owner of Tower. 0.50 0.40 0.20 0.50 0.10 CHF30,000 CHF1,380,000 CHF 2,000,000 CHF1,258,333 CHF629,167 Minimum cost is estimated investigation cost. Definition of level of impact after finalisation and approval of Concept Design. BPD BPD CDTK to make more detailed study of the area. Investigations cost estimate
Updated action tower basement. Increased costs for repair. Maximum is very gross estimated cost. Investigations on condition of waterproofing system and on existence of pollution in soil or in waterproofing received from CDTK on February 26th, 2020. Estimate to be confirmed once
status
Operations/business continuity issues for ITU and future Tower system. detailed study is finalised.
owner. Further documents have been received on 9th June 2020.
Tender ongoing for structural and waterproof surveys.
Contractor selected for structural and waterproof suveys.
Known economic impact on the tower basement roof.
Structural verifications on the tower basement structure ongoing.
26 Feb. 20: 0090 PRG Present Possible request by ITU stakeholders to modify the project In view of Covid‐19, forced teleworking has been implemented Possible delay in project calendar and project cost modification 0.50 0.40 0.20 0.90 0.18 CHF0 CHF1,206,598 CHF2,413,197 CHF1,206,598 CHF603,299 Cost of actual changes + ECPSS and Architect's Ce risque est conditionné par l'ampleur des Liaise with internal stakeholders and close monitoring of any development BPD BPD‐HRMD Bidding process to hire professional expertise in workplace analysis and change
Updated action programme at design stage in crisis mode. Re‐evaluation of current (post Covid‐19) fees. modifications demandées au programme par Continue to monitor and revise as necessary management to support the ITU management defining output for HR and future
status
teleworking practices and other work pratices might affect the Actual changes: unknown to date les parties prenantes qui restent inconnues à office space desing
initial programme requirements Estimated additional fees: ce jour et qui sont difficilement quantifiable D&S to provide outputs on the implementation of teleworking and new ways of
Most likely cost: 3 additional months of ECPSS finacièrement. Toutefois le montant des working
+ 5% of the Architect's fees. honoraires que l'on connait sont à ajouter.
Maximum cost: 6 months of additional ECPSS Coût probable : 3 mois supplémentaire des
+ 10% of Architect's fees. services de l'ECPSS + 5% des honoraires
Architectes en supplément.
Coût maximum : 6 mois supplémentaire des
services de l'ECPSS + 10% des honoraires
26 Feb. 20: Present A hit t lé t
0092 PRG Unknown impact of COVID‐19 Pandemic on estimated schedule Unpredictable Pandemic Modify current design including technical installations and 0.70 0.40 0.28 0.50 0.14 CHF789,600 CHF1,289,600 CHF12,925,400 CHF3,145,567 CHF2,201,897 Implementation of mitigation measures Mise en place du protocole Covid 19 connu à Establish list of mitigation measures. BPD BPD Ongoing.
Updated action for the building project. space arrangements. Decision for open space offices might get according to the currently known Covid 19 ce jour: Validate list of mitigation to be implemented. Draft document to presented at MSAG meeting end of July 2020.
status
challenged. Additional studies, cost and probably delays. protocol: ‐ Coût minimum : mise en place de mesures de Quantify mitigation measures. Updated information to be provided at information session end of September.
‐ Minimum cost: standart mititagation mitigation standard. Include best practises implemented in others organisations and private sector. Report and conclusion to be presented at Council session.
measures ‐ Coût moyen : comprenant en plus des Continue to monitor and revise as necessary D&S to provide outputs on the implementation of teleworking and new ways of
‐ Average cost: mitigation measures in prestations des coûts minimums des mesures working.
addition to the minimum cost. additionnelles intermédiaires.
‐ Maximum cost: high mitigation measures. ‐ Coût maximum : mesures exceptionnelles.
26 Feb. 20: 103/002 PRG > 1 years Delayed transformer relocation works. SIG are delayed and/or transformer move is not ready in time. Transformer relocation delays start of construction activities. 0.10 0.20 0.02 0.50 0.01 CHF80,000 CHF160,000 CHF240,000 CHF160,000 CHF16,000 Cost of actual changes + ECPSS fees. Le montant des honoraires de l'ECPSS sont à Coordination with SIG, ESTI, and/or general contractor to ensure the implementation within time BPD CDTK/SIG Awaiting construction permit to follow up with SIG
Updated Costs, Actual changes: unknown to date ajouter. /GE
mitigation, action
Estimated additional fees: Cout minimum: 1 mois supplémentaire des
owner and status
Minimum cost: 1 additional months of ECPSS services de l'ECPSS
fees Coût probable : 2 mois supplémentaire des
Most likely cost: 2 additional months of ECPSS services de l'ECPSS
fees Coût maximum : 3 mois supplémentaire des
Maximum cost: 3 months of additional ECPSS services de l'ECPSS
fees.
Addressed ADDRESSED / CLOSED RISKS
0037 FIN Addressed Insufficient funding. Late confirmation of sponsorship and donations. ITU not able to provide realistic financial plan. 0.00 0.00 0.00 0.00 0.00 CHF0 CHF0 CHF9,033,326 CHF1,505,554 CHF0 Maximum amount corresponds to the Montant maximum correspond à la différence Move exceeding amount to Regular Budget DSG BPD Project has been optimized to fit within the available funding.
difference between the cost of the current entre le coût du projet actuel et le budget en
project and the available budget possession de l'UIT
0036 FIN Addressed Council does not approve proposed financial plan. Financial plan is not realistic and secured. Stop or delay of project. 0.00 0.00 0.00 0.00 0.00 CHF4,046,591 CHF4,046,591 CHF5,030,000 CHF4,210,493 CHF0 Minimum and likely most amounts correspond Montant minimum et probable correspondent Prepare a detailed cash flow and schedule report on a quarterly basis. SG SG Council approved the project in Decision 619.
to the amount of the loan repayment to be au montant du remboursement du prêt à
made in the event that the project is effectuer si le projet s'arrête.
definitively terminated. Le montant maximum étant le montant
The maximum amount being the amount correspondant aux différents intervenants
0086 FIN Addressed The Host Country does not agree to extending the time period Council decision postponed to additional session in September. Loss of CHF 2,6 mio of funding from the first loan 0.00 0.00 0.00 0.00 0.00 CHF0k CHF2,600,000k CHF2,600,000k CHF2,166,667 CHF0 Minimum Cost: 0 ‐ The Host Country agrees to Coût Minimum : 0 ‐ Le Pays Hôte accepte la Coordination with the Host Country DSG FRMD Amendment of contract signed. Use of funds from the first loan extended until
for the use of first loan until mid 2021 extend the duration for the loan prolongation de la durée du prêt JUR June 2021.
Most likely Cost: 100% of the amount bound Coût probable : 100% du montant du prêt qui BPD
not to have been used before end 2020 (end of n'aura pas été utilisé
1st loan duration) Coût Maximum : 2,6 mio CHF ‐ Le Pays Hôte
Maximum Cost: 2.6 mio ‐ the Host Country refuse l'extension
does not agree
0025 GOV Addressed The MSAG recommends to delay or stop the project. MSAG is not adequately informed about the project's progress, Difficulties in decision making by Council. 0.00 0.00 0.00 0.00 0.00 CHF4,046,591 CHF4,046,591 CHF5,030,000 CHF4,210,493 CHF0 Minimum and likely most amounts correspond Montant minimum et probable correspondent MSAG to be adequately informed about the project's progress, scope and time constraints. Negative influence DSG SG MSAG supported the cost optimization and financing scheme proposed by the
scope and time constraints. Negative influence on the project progress. to the amount of the loan repayment to be au montant du remboursement du prêt à on the project progress. Secretariat at the Additional Council Session held in September 2019.
made in the event that the project is effectuer si le projet s'arrête.
0023 GOV Addressed Decision by vote at session of extraordinary council. No consensus. Financial implications. 0.00 0.00 0.00 0.00 0.00 CHF0 CHF0 CHF0 CHF0 CHF0 unquantifiable inquantifiable Get to consensus among Member States during extraordinary session whatever the decision is. SG SG Council came to an agreement without having to vote
Split Member States (comparable to the situation after WCIT).
Impact on ITU not only building project
0024 GOV Addressed ITU Council decides in September 2019 to stop the project Increase in cost between competition stage and Concept Design Current contractors (Architect, ECPSS) contracts are terminated. 0.00 0.00 0.00 0.00 0.00 CHF4,046,591 CHF4,046,591 CHF4,046,591 CHF4,046,591 CHF0 Amounts of what has been spent to date, Montants de ce qui a été dépensés à ce jour Address in detail Council concerns and MSAG's L/19/12 list of questions, including risk register and SG SG Council approved the project in Decision 619.
without a resumption date. stage. First loan instalment from Host Country to be reimbursed. including the last call of July 2019 for funds for pour les appels de fonds, comprenant le contingencies assessment.
All engaged costs are lost. the 3rd quarter dernier appel de fond pour le 3ème trimestre
de juillet 2019
0022 GOV Addressed Council is not satisfied with the response to C19/DL/12. ‐ Delay obtaining confirmation from Host Country to the letter Council might delay validation of New building project's budget 0.00 0.00 0.00 0.00 0.00 CHF0 CHF5,030,000 CHF5,030,000 CHF4,191,667 CHF0 Estimated amounts for all parties involved ( Montant estimatif des différents intervenants : Address in detail Council concerns and MSAG's L/19/12 list of questions, including risk register and SG BPD Council approved the project in Decision 619.
ITU Council decides in September 2019 to postpone validation on availability of conference rooms, legal impediment on until June 2020 (next ordinary session) awaiting additional Project Owner, ECPSS, CDTK) including ‐ Maitre d'Ouvrage contingencies assessment.
of New building project's budget until June 2020 awaiting retention of Popov room, UNMOSS compliance. information on costs, risks and contingencies. extraodinary maintenance costs for Varembé. ‐ ECPSS Facilitate communication with host country.
additional information on costs, risks and contingencies. ‐ Uncertainty of project costs Contractors and ITU staff are required for an additional ‐ Mandataire général ITU management to eventually meet with local authorities.
‐ Unrealistic financial plan duration of one year. Y compris les coûts de maintenance
In the worst case stop the project. extraordinaire de Varembé
0053 LEG Addressed Check legal impediment for the possible retention of use of Request from Council (Russia). ‐ Lower the value of the Tower. 0.00 0.00 0.00 0.00 0.00 CHF0 CHF0 CHF0 CHF0 CHF0 Pending real estate estimated value for the Pending real estate estimated value for the Check with the Host Country if there is a legal impediment. Negotiate an alternative solution with Russia? JUR JUR The Secretariat verified and confirmed there is no legal impediment to retain the
Popov room in the Tower after sale. ‐ Security, operational and maintenance constraints with future Tower Tower use of the Popov Room when selling the tower.
owner.
‐ Risk for not obtaining the loan as the initial loan agreement
with the Host Country did not consider retaining the Popov
Room.
‐ Member States could question new building programme and
the coherence of the construction project that includes a major
size room.
0033 PRG Addressed Additional scope/requirements from external stakeholders. Council requesting scope reduction to make savings and bring ‐ Change in the approach to the new building concept and size. 0.00 0.00 0.00 0.00 0.00 CHF0 CHF0 CHF0 CHF0 CHF0 No financial impact on external stakeholders Aucun impact financier sur les intervenants Propose scope changes that generate cost reduction. SG BPD Council approved the cost optimization proposed by the Secretariat at the
cost into 150M envelope. ‐ Delay to the completion of the detailed design with additional externes Carry out Value Engineering exercises to ensure best value for money and meet available funds. Additional Council Session held in September 2019.
fees to incorporate the requirements.
0001 PRG Addressed Change in sustainability requirements for the new building Changes to the criteria to obtain the HPE label ‐ Additional photovoltaic pannels to be installed. 0.00 0.00 0.00 0.00 0.00 CHF250,000 CHF250,000 CHF250,000 CHF250,000 CHF0 CDTK cost estimate for the implementation of Coûts liés aux exigences HPE Have regular meetings with the OCEN and other local authorities to ensure that information is shared. BPD BPD New sustainability requirements from the canton have been included in the
‐ Increase in project cost. HPE requirements in form of additional Panneaux Photovoltaïques supplémentaires. Designers to impliment accordingly. baseline project and cost.
Photovoltaic panels. If needed ask FIPOI to facilitate.
0074 PRG Addressed Reduction of total project costs Request from SG to fit project costs into available budget. Uncertainty of 25% on proposed savings. 0.00 0.00 0.00 0.00 0.00 ‐CHF2,795,000 CHF0 CHF2,795,000 CHF0 CHF0 Accuracy level of ±25% on optimisations Degré de précision de ±25% sur optimisation Costs submitted for the request of the second loan confirmed within the approved budget BPD BPD Costs submitted for the request of the second loan confirmed to be within the
required by SG demandée par SG dont le montant s'élève à approved budget.
for an amount of CHF 11,180,000.‐ CHF 11'180'000.‐
0081 BCO Addressed Increase in temporary security staff requirements during the Enhanced security measures are required to control people's Additional costs related to ITU security staff responsible for 0.00 0.00 0.00 0.00 0.00 CHF0 CHF0 CHF1,875,280 CHF312,547 CHF0 Amount including the increase in the number Montant comprenant l'augmentation du Provide adequate security control. ISD‐SSD ISD No staff access to or through the construction site. No additional security
construction period of the New Building. access to the tower. managing people's access to the tower during demolition and of external security officers. nombre d'agent de sécurité externe. SSD required.
construction work.
0094 COM Addressed Staff acceptance of the Office layout post COVID‐19 Awareness of diseases spread Refusal to share offices and open spaces 0.00 0.40 0.00 0.00 0.00 CHF0 CHF0 CHF0 CHF0 CHF0 Unquantifiable Inquantifiable Appropriate communication based on evidence and management decisions SCD SCD UM 22.09.2020: Communication officer recruitment finalized, entry date mid
HRMD december. Hiring of worplace consultancy company on‐going. Estimated Contract
Signature Date: 30 November 2020
Dedicated Communication Officer being recruited. EOD 15/12/2020
0062 COM Addressed Staff dissatisfaction publicly expressed against the new building Lack of communication with ITU staff on project extent and Increase in project cost and reputation damage. 0.00 0.00 0.00 0.00 0.00 CHF0 CHF0 CHF0 CHF0 CHF0 Unquantifiable Inquantifiable External communication is ensured appropriately by SCD. SCD SCD 1) SSA to develop relevant Workplace Strategy and Implementation Plan to
project disrupts the Office's operations. progress. Lack of Focal Points involvement. Internal communication is ensured appropriately by SCD in coordination with HRMD. address the change management strategy in line with HR business plan.
2) SCD‐Communications Officer job description established in preparation for
recruitment,
UM03.04.2020 Workplace Strategist hired in February 2020, and an assessment
has been carried out, including interviews. A report (Staff Working Conditions
Strategy and Implementation Plan Council Document) will be ready in April.
UM13.07.2020 Vacancy announcement for internal communication officer has
been posted.
UM 22.09.2020: Communication officer recruitement finalized, entry date mid
December. Hiring of worplace consultancy company on‐going Estimated Contract
Signature Date: 30 November 2020
Dedicated Communication Officer being recruited. EOD 15/12/2020
0085 COM Addressed Loss / decrease of motivation Due to SSA (Special Service Appointments) contracts status Disturbance to Business Continuity 0.00 0.00 0.00 0.00 0.00 CHF0 CHF0 CHF0 CHF0 CHF0 Unquantifiable Inquantifiable Consider changing into staff position SCD SCD SCD‐Communications Officer (temporary fixed‐term) job description established in
Communication disruption preparation for recruitment.
Communication officer recruitement finalized, entry date mid December.
Dedicated Communication Officer being recruited. EOD 15/12/2020
0061 COM Addressed Modifications to the office space allocation due to the lack of Reduced office space during construction. Productivity decrease, immediate action is taken seeking for 0.00 0.05 0.00 0.00 0.00 CHF0 CHF0 CHF0 CHF0 CHF0 Unquantifiable Inquantifiable Internal communication is ensured appropriately. SCD SCD SCD‐Communications Officer job description established in preparation for
space create complaints from staff. additional space externally, bringing unforeseen costs to the recruitment.
project. UM03.04.2020 Communication Officer will handle any rumours.
UM 22.09.2020: Communication officer recruitment finalized, entry date mid
december. Hiring of worplace consultancy company on‐going . Estimated Contract
Signature Date: 30 November 2020
0077 COM Addressed Reputational damage Political or other events or actions damaging ITU's reputation, Member State complaints, staff complaints, bad press 0.00 0.20 0.00 0.00 0.00 CHF0 CHF0 CHF0 CHF0 CHF0 Unquantifiable Inquantifiable External communication is ensured appropriately. SCD SCD D di dC i i Offi b i i d EOD 15/12/2020
1) SCD‐Communications Officer job description established in preparation for
or UN blacklisting recruitment.
2) Post advertised 6th July.
3)Communication officer recruitement finalized, entry date mid December.
Dedicated Communication Officer being recruited. EOD 15/12/2020
0059 COM Addressed Bad news report. Bad press with regard to ITU responsibility and accountability: Increase in project cost and duration. 0.00 0.10 0.00 0.00 0.00 CHF0 CHF0 CHF0 CHF0 CHF0 Unquantifiable Inquantifiable External and internal communication is ensured appropriately. SCD SCD 1) SCD‐Communications Officer (temporary fixed‐term) job description established
health and safety issues, accidents, corruption, fraud, social in preparation for recruitment.
conflicts, etc. 2) Post advertised 6th July.
3)Communication officer recruitement finalized, entry date mid December.
Dedicated Communication Officer being recruited. EOD 15/12/2020
0063 COM Addressed Staff dissatisfaction for working from home during the No alternative solution for business continuity so staff would Staff morale down. Dissatisfaction leaks to Member States, 0.00 0.00 0.00 0.00 0.00 CHF0 CHF0 CHF0 CHF0 CHF0 Unquantifiable Inquantifiable External and internal communication is enusred appropriately by SCD in collaboration with HRMD and FMBPD SCD SCD For the action status track record please consult previous risk registers.
demolition and construction phase. have a choice rather than being obliged. external partners and stakeholders and media. Rise of project HRMD HRMD Communication officer recruitement finalized, entry date mid December.
costs for seeking alternatives for working from home. Dedicated Communication Officer being recruited. EOD 15/12/2020
0060 COM Addressed Allegations of potential impact of asbestos, PCBs or other Insufficient / ineffective / lack of communication to staff on such Creates disproportionate reactions. 0.00 0.05 0.00 0.00 0.00 CHF0 CHF0 CHF0 CHF0 CHF0 Unquantifiable Inquantifiable External and internal communication is ensured appropriately. SCD SCD 1) SCD‐Communications Officer (temporary fixed‐term) job description established
substance on Staff health. substances. Staff is evacuated, meetings at ITU and project stopped. in preparation for recruitment.
Damaged reputation. 2) Post advertised 6th July.
Increase in project cost and duration. 3)Communication officer recruitement finalized, entry date mid December.
Dedicated Communication Officer being recruited. EOD 15/12/2020
0070 CHM Addressed Inadequate communication Communication is a challenge that's not to be underestimated. Confusion and the perception by staff that nothing is happening 0.00 0.00 0.00 0.00 0.00 CHF0 CHF0 CHF0 CHF0 CHF0 Unquantifiable Inquantifiable Recruitment of communication expert dedicated to communicating appropiately. SCD SCD 1) SSA to develop relevant Workplace Strategy and Implementation Plan to
with the project. address the change management strategy in line with HR business plan.
2) SCD‐Communications Officer job description established in preparation for
recruitment,
UM03.04.2020 reviewed by Workplace Strategist that gave input. An outlined
communication plan is part of the Staff Working Conditions Strategy and
Implementation Plan Council Document), based on workplace transformation best
practice.
UM13.07.2020, Vacancy announcement for internal communication officer has
been posted.
UM 22.09.2020: Communication officer recruitement finalized, entry date mid
December. Hiring of worplace consultancy company on‐going under RFP‐S‐HRMD‐
2020‐066 (see here). Estimated Contract Signature Date: 30 November 2020
Internal email newsletter created to promote more communications for staff from
staff and prepare the ground for a decentralized social collaboration tool that
should enhance listening to staff concerns, build trust and a culture of
engagement.
Dedicated Communication Officer being recruited. EOD 15/12/2020
0026 GOV Addressed Problems with Swiss Loan second instalment. Delayed political approval from the Parliament Delay in approval of the loan leading. 0.00 0.00 0.00 0.00 0.00 CHF5,030,000 CHF5,030,000 CHF 5,030,000 CHF5,030,000 CHF0 Based on the calculation of a one‐year delay Basé sur le calcul du retard d'une année Liaise with the FIPOI and the permanent representation of Host Country regarding Swiss loan second DSG BPD Second loan request submitted December 9th, 2019.
Delays in the extension of existing contracts. corresponding to the amounts of the various correspondant aux montants des différents instalment approval. 1. The Federal Council decides approved;
parties involved (Project owner, ECPSS, CDTK). intervenants (Maître d'ouvrage, ECPSS, MG). Anticipate questions / objections from the parliamentarians. 2. The Message is submitted to the competent parliamentary committees;
Including extraordinary maintenance costs for Y compris les coûts de maintenance Financial Commission has unanimously agreed to support the loan request.
Varembé. extraordinaire de Varembé 3. The first Chamber approves during the autumn session of September 2020;
4. The second Chamber approves during the winter session of December 2020;
0091 GOV Addressed Problems with Swiss Loan second instalment. Delayed political approval from the Canton of Geneva Delay in approval of the loan leading. 0.00 0.00 0.00 0.00 0.00 CHF5,030,000 CHF5,030,000 CHF 5,030,000 CHF5,030,000 CHF0 Based on the calculation of a one‐year delay Basé sur le calcul du retard d'une année Liaise with the FIPOI and the Canton of Geneva regarding Swiss loan second instalment approval. DSG BPD 1. Second loan request submitted December 9th, 2019.
Delays in the extension of existing contracts. corresponding to the amounts of the various correspondant aux montants des différents Anticipate questions / objections from the Canton 2. « Communiqué de presse du Grand Conseil » confirming the adoption of a draft
parties involved (Project owner, ECPSS, CDTK). intervenants (Maître d'ouvrage, ECPSS, MG). law at the attention of the Grand Council relating to the CHF 42.4M construction
Including extraordinary maintenance costs for Y compris les coûts de maintenance loan;
Varembé. extraordinaire de Varembé 3. Approval by the Conseil d’Etat in September;
4. Approval by the Grand Conseil by the end of the year;
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