Project Planning, Execution & Control Procedures

Planning

Introduction

This procedure details the controls to be effected during the process of carrying out the planning function.

Purpose

The purpose of the planning function is to provide a full service of planning, related controls, and support services for the Project.

Procedures

Project Activities

Overall Strategic Programme

The Overall Strategic Programme will be formulated to demonstrate Green era’s strategy to complete the

project. It will take into account such factors as

Availability of design information (with reasonable assumptions listed as appropriate). b) Items of long delivery and lead times. c) Logistical reasons evident or anticipated on site.

Master Execution Programme

As the design and investigations progress to a point where fundamental architectural, structural, and engineering intents are clear, the Master Execution Programme will be drawn up and presented in a bar chart format outlining period for detailed activities.

In the absence of detailed design, assumptions will

be made in accordance with international standards and the same will be submitted for approval.

The Master Execution Programme will constitute the keystone for all future planning exercises. A network logic diagram will be prepared to substantiate the flow of critical elements in the programme.

The Master Execution Programme will be reviewed on regular intervals to incorporate fundamental design variations as per requirements of Employer and other changes in the implementation schedule.

A Professional Management Contract team will be formed who will be issued a draft copy of the Master Execution Programme for comment. These comments will be incorporated after discussions with the Project Manager and a final programme will be issued for submission to the Main Contractor.

The programme will only be altered by agreement with the Main Contractor/Employer if a major El with time implications is issued or time extension granted. A master copy marked up with each month’s progress shown will be held in the Planning office. To be used in the Monthly Reports to the Employer. The programme will only be altered by agreement with the Main Contractor/Employer if a major El with time implications is issued or time extension granted. A master copy marked up with each month’s progress

shown will be held in the Planning office. To be used in the Monthly Reports to the Employer.

Execution Programme

For the control of the Project, it will be necessary to produce in more detail, subsidiary programs for the works. These programs will be produced in sections or areas as information becomes available from the Professional Team and will be amended and adapted during the Project period as required to meet changing design and construction needs.

The programs will be prepared using suitable network techniques in order to substantiate the logic and criticality of activities.

The Construction Programme should be agreed with the Project Manager or his nominee and may directly relate to the master construction programme or may deviate from it to provide a target to be aimed at.

Short Term Programs

Short term programs may be produced to develop detail not shown or any other programme and also to control certain site or off-site activities.

Details for carrying out and completion of Works

Contractors’ works. Appropriate detail for carrying out and completion of Works Contractors works will be produced for every

Works Contract (with the execution of some preliminary packages).

Procurement Programme

The Procurement Programme relates to the process of tendering and award of Works Contacts and is developed by the Planning Manager. It is an extract from the Master Construction Programme. The Programme when completed is issued to the Professional and Management Contract Team for comment and then issued to the Professional Team and/or Employer for comment or approval.

Following agreement to the programme is amended as agreed and it is re-issued to all parties concerned.

Information Release Schedules

The production of Information Release Schedules will be an ongoing process as the Project progresses.

Prior to the appointment of each Works Contract the Planning Manager will issue an outline schedule of information required (as dictated by Project needs) to the Professional Team for their comment and/or approval.

Following the appointment of the Works Contractor for each Work Package, the Works Contractor will agree his information requirements with the Professional and

Management Contract Team and these may vary from the schedule indicated in the previous paragraph.

The Information Release Schedule will be regularly monitored.

Progress of the Works

Monitoring Progress The progress of the Project will be monitored regularly and not less frequently than monthly b) Progress Reporting The Planning Manager is required to coordinate the production of a report on progress to be issued to the Professional Team and/or Employer. This issue of this report will be timed to suite the Monthly Project Meeting.

Works Contractors Works Contractors are to provide regular progress reports relating to their works for both on and offsite activities.

Commencing Site Operations

Notices/notice to commence site operations will be issued to each Works Contractor. The notice should be discussed regularly with the Project Manager to agree the timing of their issue, relevant to the progress of the works. The Work Package Parcel Sheets will be used to monitor these notices.

Programme Numbering and Revision

A numbering system for programs for the Project is to be devised in order that each program can be listed, catalogued and issue sheets produced to record recipients of each programme, the number of revisions published, and the date of issue.

Superseded Programs

Superseded Programs will be clearly marked to show that they are not working programs.

• For preparation of tender enquiries for Works Packages, the Management Contractor will agree with the Professional Team and Quantity Surveyor which drawings are used for B of Q preparation and tender.

• A register of all Professional Team information received by the Management Contractor will be kept by the Project Manager. Periodically this will be cross referenced to the Professional Team’s own register(s).

• A separate register of execution information will be kept by the Project Manager, this register will also show which Works Contractors have received the drawings their status and date of issue.

• Drawing issues to Works Contractors will be made on the document issue letter.

Works Contractors’ Submittals

Generally,

• For each of the Works Contractors a list will be compiled and agreed between the Executive Architect and the Management Contractor of the anticipated drawings/schedules/calculations samples required.

• Upon appointment of Works Contractors, the scope of their workshop drawing, and other submittals will be agreed, and a time schedule produced by the Works Contractor and agreed with the Management Contractor.

• Progress meetings will be held fortnightly, or more frequently as the need arises, where the drawing production programme will be monitored and any potential problems or opportunities highlighted.

Drawings/Schedules Calculations

• Four copies of all drawings/schedules/calculations will be submitted by the Works Contractor on the agreed format to the Management Contractor on site for review (completeness, build ability, etc.) and onward transmission to the Executive Architect for review against the design. These will be submitted with a completed Drawing Approval System (DAS).

• All drawings must be properly identified and dated; they must also state the package number. Each drawing or set of drawings submitted will be accompanied by a letter of transmittal stating any proposed qualifications, departures or deviations from Works Contract documents.

• Upon review by the Management Contractor and the Professional Team, the Works Contractors’ materials, drawings, schedules, or

calculations will be assigned a status as follows

Approved/No comment The Works Contractor may proceed to authorize fabrication, manufacture and/or construction provided that the work is in compliance with the specification. Approved with comments.

The Works Contractor may proceed to authorize fabrication, manufacture and/or construction provided that the work is in compliance with the Professional Team’s and/or Management Contractor’s nations on the shop drawings and that the work is in compliance with the specification.

Where comments alter the content of any of the submitted confirmations, the information shall be re-submitted immediately upon incorporation of the comments to allow the Professional Team to mark these with X status. Where they do not, drawings can remain unamended from the Y status. Rejected The Works Contractor shall not authorize work to be fabricated, manufactured and/or constructed and shall re-submit his drawings in accordance with the stated requirements.

None of the above comments shall in any way modify or vitiate the Works Contractors responsibilities under the contract.

The review time for the Works Contractors’ submittals

shall be as agreed

The Design Manager will put in place and maintain a tracking system for Works Contractor submittals. The status of information will be reviewed at meetings with both the Works Contractors and the Professional Team.

The Works Contractor shall always keep a full set of his current drawings/schedules/calculations at site for reference. Any superseded information should be clearly marked and removed from the working set. Where work on site deviates from that shown on the approved working drawings, this should always be noted on the drawings to keep the information current. c) Query Sheet System

• Works Contractors will raise query sheets on their own individual formats. Each sheet will be uniquely numbered and dated. The number will include the package number.

• The Management Contractor shall forward these to the Executive Architect and send a copy to the appropriate designed to speed up the response time. All replies shall be returned to the Management Contractor by the Executive Architect.

Material Approved System (MAS)

• Material submittals from Works Contractors will be made in duplicate. They shall have a unique sequential number and contain the package number. Both copies shall be forwarded

to the appropriate designer and forwarded to the Executive Architect once comments have been made. All replies shall be from the Executive Architect.

• Samples shall be accompanied by a MAS sheet as described above; samples shall be delivered to site with the MAS reference clearly marked.

• Upon approval of the sample, it shall be placed in an agreed location on site and remain as a control reference.

• Mock-ups will be provided as required by the specification and shall be treated on a case-by-case basis.

Complaints

A complaint insofar as the Quality System is concerned, shall exclude snagging lists and normal day to day contractual matters.

The following shall be regarded as complaints

All complaints however received, shall be brought to the attention of Project Manager. The Project Manager shall keep records of any complaints and where he considered necessary shall inform the Superior Officials. Records shall be kept and required actions listed and monitored. “Complaints Register” which shall be maintained listing all complaints which have been received.

Material Testing

Materials will be tested in accordance with the

Contract specifications. Contractor will have included within his Quality and Test Plan a list of the tests which apply to his scope of works. Any specific requirements requested by the Contract Administrator will be respected such as the final approval of material which includes aesthetic judgment.

Meetings

7.3.1.15

Introduction

The following are the principal meetings which will serve to administer the project. Under each heading is listed their purpose, frequency, attendance, and administration, this in no way discourages the convening of additional meetings as necessary to resolve specific issues where these make effective use of all participant’s time.

Technical Meeting

Purpose To consider all technical matters related to the awarded Works Contracts. This involves reviewing.

The issue of construction drawings to Works Contractors, ensuring information flow is not delaying the works. b) The drawing issues relative to agreed Information Release Schedules. c) Potential variations/revisions to the works and their consequences on the design of proposed and existing Works Contracts. d) Any technical problems which have arisen on site. e) Any outstanding materials samples or site mock-ups.