CONSTRUCTION LICENCE: UKRAINE. DESIGN, CONSTRUCTION AND INSTALLATION WORKS FROM UBC

What changed in the process of obtaining permission for construction works?

UBC organises this work as a managed business project: first it clarifies the owner's objective, then checks facts, documents and powers, after which it proposes a sequence of actions.

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Business result and scope of the task

The task centres on preparing a notice or permit to start works at a specific facility. At the first meeting, the business objective, expected result, participants, budget and control date are recorded. This format helps link the consultation to a specific management decision and determine in advance what information the company provides.

The working scope is formed around the result: the customer receives the correct procedure, submits the information and sees the registered result in the electronic system. The team allocates roles between the owner, specialist, financial employee and responsible executor. The deadline, initial data and document confirming completion are specified for each stage.

Previously, the customer prepared a paper package and submitted an application together with a set of design documents. In recent years, information has been formed and checked through the electronic system, so before filing it is important to reconcile the consequence class, participant data and facility identifiers.

How the working decision is made

The key management decision is to determine the consequence class, type of procedure, composition of design data and construction participants. It is made after comparing official requirements, the actual business model and partner terms. Assumptions, costs, dependencies and matters for owner approval are shown separately in the working note.

Official registers and services are checked as of the date the material is prepared. The recommendation is based on the current procedure and actual project data. If participants, the facility, budget or calendar change, the process is updated together with the supporting package.

Documents, data and participants

To begin, the right to land, urban-planning conditions, design, expert review where required, customer data and responsible executors are collected. Documents are grouped by company, facility, finance, contracts and powers. Within each group, a responsible person confirms the source, date and current version of the information.

The outcome of preparation is a matrix of initial data, a checked electronic package, a filing calendar and control of the entry in the Register of Construction Activities. The package should be clear to the manager and the employee who will perform the next actions. It preserves the connection between the initial fact, decision, signed document, payment transaction and registry entry.

Pre-launch check

A control meeting is held before launch. Participants reconcile names, identifiers, amounts, dates, signing rights, addresses and contact details. They then test the action calendar, file-exchange procedure, access levels and method for reporting a material deviation.

The manager receives a short status for each control point: what has been confirmed, who is responsible, which document has been prepared and what decision should be made next. This procedure makes the work transparent for the team and supports substantive dialogue with partners.

Project organisation

Before the kick-off meeting, the owner collects the initial data: right to land, urban-planning conditions, design, expert review where required, customer data and responsible executors. They are divided by source and date so that the team works with one version of the facts and immediately sees matters requiring confirmation.

The result is documented as a matrix of initial data, a checked electronic package, a filing calendar and control of the entry in the Register of Construction Activities. The package records calculations, assumptions, responsible persons, agreed decisions and evidence of completed actions. The document is used in negotiations, passed to specialist employees and helps the manager control the project on substance.

Each action is assigned an owner of the result, a deadline and a form of confirmation. The financial team is responsible for figures, the lawyer for powers and contracts, and operational employees for information about the facility and actual performance. The manager approves decisions that affect price, budget and relations with partners.

The working cycle is completed when the customer receives the correct procedure, submits the information and sees the registered result in the electronic system. After the first review, the package is updated using actual data and becomes the basis for the next management decision.

Control after the first working cycle

Before launch, the manager once again reconciles the actual picture: right to land, urban-planning conditions, design, expert review where required, customer data and responsible executors. The review is carried out against documents and actual operations so that dates, amounts, powers and participants describe one project. Clarifications are entered into the working version before signing, filing or transferring information to another party.

The team keeps an action register with the responsible person, deadline, dependency and method of confirmation. Owner decisions, external requests, payments, registration actions and counterparty documents are marked separately. At the meeting, specific deviations from the calendar are discussed and the next action that moves the project towards the agreed result is selected.

The common basis is the prepared package: a matrix of initial data, a checked electronic package, a filing calendar and control of the entry in the Register of Construction Activities. Its working parts are passed to employees according to their role, while originals and signed versions remain in the central file. This procedure preserves the connection between the consultation, management decision, contract, register, bank transaction and accounting record.

After the first month or completed stage, the team compares planned and actual deadlines, costs, documents and partner questions. Conclusions are recorded briefly: what has been confirmed, which figure has been clarified, what decision has been made and who is responsible for the next period. The working instruction is updated together with the financial-model version and calendar.

The control system shows a result when the customer receives the correct procedure, submits the information and sees the registered result in the electronic system. The owner receives a package that can be used when expanding the project, transferred to a new responsible employee and presented to a partner to the extent required for the next business decision.

Sequence and main stages of providing the service

1. Determine the business objective, result and control date.
2. Collect initial information and confirm the powers of participants.
3. Compare options by timeframes, cost, requirements and risks.
4. Agree the working model, documents and responsible persons.
5. Perform actions according to the calendar and record confirmation.
6. Carry out the final review and prepare the next management step.

What to prepare

• corporate and registration documents of participants
• contracts, draft documents and information on powers
• financial calculations, budget and payment schedule
• data on the facility, product or service in the context of the project
• contacts of responsible persons and the agreed calendar

Control points for the owner

• consistency of facts in documents, registers and the financial model
• clear roles, deadlines and decision-approval procedure
• control of access to business and personal information
• recording document versions and evidence of completed actions

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