2012

Site Manager Training Manual

Raymund Watson FNI Telecommunication Infrastructure (Pty) Ltd 7/4/2012

Contents
Welcome to FNI .................................................................................................................................. 2 Site Managers Project Administration ................................................................................................ 4 New Site .............................................................................................................................................. 4 Daily Site Manager Admin................................................................................................................... 5 Planning .............................................................................................................................................. 5 Subcontractors .................................................................................................................................... 7 Route Build Plan .................................................................................................................................. 8 Site Files ............................................................................................................................................ 10 Site Walk Through ............................................................................................................................. 10 Stock Order (Actuals) ........................................................................................................................ 11 Wayleave Kick-off ............................................................................................................................. 17 Kick off............................................................................................................................................... 17 Site Diary ........................................................................................................................................... 18 Morning Report................................................................................................................................. 20 Daily Plan........................................................................................................................................... 20 DFA HH Proses .................................................................................................................................. 21 Costing Sheet .................................................................................................................................... 24 How to Book a Drill / Bullet / Equipment ......................................................................................... 25 Site Build ........................................................................................................................................... 26 Entry Spec ......................................................................................................................................... 32 DFA Spec ........................................................................................................................................... 32 HOD ................................................................................................................................................... 32 Pre FAC .............................................................................................................................................. 34 FAC / CAC .......................................................................................................................................... 34 Contractor Evaluation ....................................................................................................................... 35 Road Crossing / Road Cuts ................................................................................................................ 36

Welcome to FNI
Welcome to FNI Telecommunication Infrastructure (Pty) Ltd. FNI is built on a founding principle that we provide Safe, Quality Production. At all times these three principles govern ALL aspects of the work a Site Manager contracts to the company to do. Production never at the expense of

Site Managers Project Administration New Site

Site Build Start Final Administration Ensure all Site Equipment is Correct

FAC / CAC

ID Existing Services

Snag Reports

Dig Inspection/ HH/ Drill Pits as per Spec

Pre FAC

ID ground Condition HT/Mech

DCP / DIT

ID Best Posible straight line closest to the private property

As Build Measurements

ID Drill Conditions and Cable Locate

Escalate any Deviations

ID Driller and create drill plan

Daily Site Roll Out Duties Daily Admin Submit Drill Plan to Engineer for approval

Request first PO to Driller

A new site is released when all the necessary documentation is in place: a. Purchase Order from our client b. All Way Leaves c. Land Lord approval The Key Accounts Manager will inform the GM that all these are in place. The GM will hand the site to the Site Manager who will be tasked to complete the site build.

Planning - 10min

Emails Reply 15min

Email - 2min

Asbuild / HOD / Pictures update 20min

Morning Report 5min

Email - 2min

Site Diary - 5min

Next Day Planning - 5min

Costing Sheet 5min

Email - 2min

Daily Site Manager Admin

Planning
a. b. c. d. e. f. g. Collect your HOD File Print out the Site Build Plan Study the Site Build Plan Are there any noticeable obstacles you should be aware of? Discuss the route with the Site Planner Formulate a Pre Plan, where will you start the build, what would you need, how many people will be needed to complete the site in the allotted time Make sure you have all the necessary contact information cell no, email and office no GM Key Accounts Manager Planner Land Lord Vodacom Rep that will sign off the CAC SHEQ Subcontractor

Make Notes as you go along Decide on the correct Subcontractor for the site build

10 Rules of Highly Successful Site Management Site Management can be defined as "the application of knowledge, skills, tools, and techniques to project activities to meet project requirements". To sum up, site management is all about making the project happen. It is a discipline of initiating, planning, executing, and managing resources with the goal of completing specific deliverables within budget and time. A successful site manager is one who can envision the entire project from start to finish, and have the prowess to realise this vision 1. Be Agile You need to respond with agility to rising issues and changes. The formal documentation and processes involved in site management can weigh you down, but if you do youre planning correct and can see opportunities to gain time through working smarter, you will rise to the occasion. 2. Do Not Micromanage The ideal site managers are leaders, not control freaks. Some site managers can be overly analytical and invest too much time in perfecting details, when they should really focus on achieving milestones and the completion of the project. Flexible site management requires a balance of both the left and right brain, hard and soft skills. 3. Keep Improving Your Site Management Practice Technology is always evolving to meet the changing needs of users. In the same way, your approach to site management should evolve alongside business and IT processes. Communicate with your team, client, and business partners, as to how you can improve your site management practices. 4. On-going Planning The single most important activity of site managers is planning. Planning must be detailed, organised, and require team participation. And like the real world, plans always change and reprioritise with situations. For this, plan, re-plan, and plan. 5. Work with a Sense of Urgency Wouldn't it be great to work with an unlimited pool of time, money, and resources? Here on Earth, however, we have fixed 24 hours in a 7-day week, and we have been taught early on of the importance of spending within our means. Because projects are constricted with a set timeline, budget, and resources, it is of utmost importance that the project process is constantly being driven towards completion. Regular updates, meetings, and follow-ups are essential. 6. Visualise and communicate all Project Deliverables and Activities

In short, the site manager and team must have a picture of the finished deliverables in the minds of everyone involved. This guides everyone in the same direction. Avoid vague descriptions at all costs, be specific, draw diagrams and pictures, and make certain everyone agrees with it. 7. Complete Deliverables Step-by-Step The thought of climbing a mountain in one go can be crippling. But to see it as a succession of steps and peaks is less intimidating and more achievable. In the same way, you don't want to jump in a project with the intent of building all project deliverables at once. Work on each item step-by-step, get process reviews and approvals, and always maintain a sense of direction. 8. Healthy Risk Management All team members should not hesitate to report concerns or challenges. Maintain a live project risk database that tracks all issues and resolutions. Do not obsess. Assessing risks should not be your main priority. The last thing you want is to be wasting your time and resources on risk management, as it will prevent you from ever completing a project, let alone give you the courage to start it. Remember, you want a healthy dose of risk management, not a crippling one. 9. Open Communication Communication is vital in all aspects of site management. Adhere to a policy of open communication, encouraging all members to voice opinions and concerns. This cuts through waiting games and significantly reduces the risk of mistakes, saving you time and money. 10. Never Lose Sight of the 3-Factors: Time, Budget, and Quality While site management practices have changed to be more flexible and open, the foundation remains the same. Site success occurs when it is delivered on time, within budget, with a level of deliverables that are satisfactory to the client. The Site Manager's main role is to keep all team members aware of these big 3 - Time, Budget, and Quality.

Subcontractors
When choosing a subcontractor it is important that you answer the following 2 questions: Are they reliable? Are they Competent? Competent Look at the site that you have to build. Are there any road cuts? Are there any Horizontal Drills to be done? Are there any Bullets? Will there be any work that needs to be completed at heights? Is it a complicated In Build?

a. b. c. d. e. Reliable

Dont just blindly choose your subcontractor, speak to other SMs and find out what contractor specializes in what kind of build. And make sure the contractor you choose are reliable.

Route Build Plan

When starting a new site build you will be required to read, understand and relay the information depicted on the plan. The standard site plan consists of 12 parts: a. Site Survey Report If there is any discrepancies to b. Google Zoom the plan compared to the c. Google A-Z d. Topographical Plan actual route the SM will e. Locality Map escalate the matter f. BTS / Server Layout immediately to the General g. BTS / Server Picks Manager, the Project Manager h. Construction Drawing and the Key Accounts i. Construction Drawing 3D (If terminating into, Manager. behind or on top of a building) j. Route Layout k. Line Diagram l. DFA Route Status / DFA Pick All 12 these parts have a function and it is the Site Managers (SM from here on) responsibility to have a printed copy of this plan on site and on his person at all times during the site build process. Site Survey Report The SSR contains a summary of the vital information about your site. a. Site name b. Vodacom Representative name c. The Name of the Planner (The Planner will be in the best position to explain the initial route path surveyed and possible obstacles to keep in mind) d. Contact details for the site owners or landlords e. Site address as well as the GPS coordinates to the site. f. Confirm if it is a single or dual route g. Confirm if the site is shared with other suppliers i.e. MTN, CellC or Telkom h. Confirm if it is a Rooftop or Greenfield run Google Zoom The Google Zoom contains an image of the general area the site build is in. the actual site will be marked with a circle around it. Google A-Z The Google A-Z contains the actual Route as surveyed. The SM is required to walk the route and determine the trench line and inbuilt before the site commences. If there is any discrepancies to the plan compared to the actual route the SM will escalate the matter immediately to the General Manager, the Project Manager and the Key Accounts Manager. Topographical Plan The Topo is used to clearly indicate the roads that the Route will be trenched alongside of and or cross. Locality Map The Locality Map is used to obtain way leaves from the respective municipal and services departments. On it the trench line is indicated and the erf numbers of the affected properties. BTS / Server Layout The BTS layout is a basic sketch of the layout of the BTS / Server Room. This will be amended when the inbuilt is completed and the SM enters the actual meters and inbuilt route onto it.

BTS / Server Picks This contains photos of the BTS / Server from the initial survey. Construction Drawing The Construction Drawing is a drawn representation of the route. On the day of the first walkthrough with the Sub Contractor, the SM will measure the actual meters of the sight and indicate it accordingly on the Construction drawing and use it to determine the stock quantities that he needs to order. Construction drawing 3D (If terminating into, behind or on top of a building) This is a 3 dimensional depiction of any site terminating into, behind or on top of a building. Route Layout These are photos taken at the initial survey of the whole route build. Line Diagram The line diagram is a dioramic representation of DFA Route Status / DFA Pick The DFA Route Status / DFA Pick show the DFA HH that needs to be tied into.

Site Files
Before your site starts make sure that the site file is in place and up to date. If there are documents that need to be replaced make sure it is done before your site starts. New Site Files can be ordered through the Admin clerk and needs to be ordered 3days before you need it.
INDEX:

1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15 16. 17.

TOOLBOX TALKS RISK ASSESSMENTS (Vodacom 7 Absolute rules) SITE VISITER & PROOF OF INDUCTION (Vodacom 7 Absolute rules) REGISTERS LEGAL APPOINTMENTS (Organogram) (Certificates) 37.2 AGREEMENT &D.O.L (COMMENCMENT OF CONSTRUCTION WORK) LETTER OF GOOD STANDING ACCIDENT/INCIDENT PROCEDURES EMERGENCY PROCEDURES INSPECTION & AUDIT REPORTS HAZARDOUS SUBSTANCES FALL PROTECTION PLAN (General Rescue plan) HEALTH AND SAFETY PLAN & SPEC. ENVIRONMENTAL PLAN POLICY SITE INSTRUCTION SPECIFICATION

Site Walk Through

a. b. c. d. e. f. You will be required to walk your site before any actual work commences Make sure it is the correct site and route Speak to the land Lord affected and explain what you will be doing Hand out the letters of intent Take all your pre photos focus especially on damage that is existing Compare the route you walked with the planning. If anything looks incorrect escalate it immediately to the GM and the Key Accounts manager

Stock Order (Actuals)

Stock may only be ordered on actual meters that you obtained from your site walk through. The following Stock policy applies to all: INVENTORY (STOCK AND CONSUMABLES) Storerooms The store manager is in charge of both the main storeroom and the outside storeroom. The storeroom is neat, and locked when the store manager leaves the storeroom. Access to the storeroom is only possible within the presence of the store manager, COO or logistics manager. Inventory are stored in 3 separate areas in the main storeroom: 1. Stock (other than duct and manholes); 2. Consumables; and 3. Equipment (PPE) Duct and manholes are stored in the outside storeroom. Every type of inventory item is allocated a serial number on the computer system. This same serial number is used when allocating a storage space in the main storeroom. Storage spaces are physically numbered in numerical / alphabetical order as far as possible to easily locate items. Stock orders An RTP (Request to Purchase) is initiated in any of the following instances: 1. The stock system automatically flags when the minimum stock levels are reached; or 2. Upon a specific request from the OPEX department. Both these types of requests are authorised by the PM (Project Manager) before an order may be placed. The RTP is initiated by the Logistics Manager and an approved copy is given to the CFO for authorisation before an official order may be issued. A POA (Pastel order) are issued by the Finance assistant and approved for checked for accuracy again by either the CFO or PM before it is sent off to the supplier. The RTP and POA are kept together in the logistics file, and a second copy stays with finance. The supplier let the Logistics Manager know about delivery dates, which is then communicated to the Store Manager.

 Outstanding orders not delivered within one week, are followed up by the Logistics Manager, and alternative actions are discussed with the PM. Deliveries In The Store Manager is responsible for deliveries received. The RTP and POA documents are compared with the actual delivery note: 1. Item numbers ordered (product code) 2. Quantity ordered 3. Quality of goods All items are counted by the store manager and one independent person. Any discrepancies are discussed with the Logistics manager before the delivery is accepted. If this manger is not available, the PM or the CFO may assist. The stock is delivered in a separate delivery area. This delivery area is under supervision during the time of delivery, and no one is allowed further than the delivery area. The delivery note is signed by the Store manager and the second independent person. A copy is kept for recordkeeping purposes. The Logistics Manager will book the stock into the system, make a copy of the delivery note for finance and the stock will physically be transferred into storage. Attach to the delivery note the goods received voucher printed from the stock system, as evidence that stock received is captured. Stock issues (Dispatch note / delivery note out) All requests for stock issue are approved by the Project Manager. The stock are picked and packed in the picking area for collection. This is the Store managers responsibility. The logistics manager will make sure that everything is picked correctly and arrange for collection dates with the store manager. The picking slip is compared with the stock when collected. The store manager issues a delivery note in triplicate and signed by both parties. Before stock leaves the premises it is checked independently for accuracy against the triplicate delivery note, by one of FNI own staff members. This person will also sign the delivery note.

 A copy of the delivery note is given to the logistics manager to capture, and attached to the picking slip. It is now shown as shipped on the stock system. This picking slip and delivery note are filed under the site for which it was requested, so that site reconciliation can be done easily at month end.

Stock collected directly at suppliers and delivered directly on site (This will in part replace the system for deliveries in, and stock issued by, storeroom) The logistics manager must arrange with the PM as well as the collector about collection times. A copy of the FNI order must be sent with/to the collector so that he can check the order against the stock being collected Any discrepancies between the order and the delivery note received must be escalated immediately to the logistics manager before the stock can be removed from the suppliers site. The logistics manager will clear the discrepancies with the PM, and send a new order if applicable A copy of the signed delivery note is sent to the logistics manager, who will then process the delivery note on the stock system as received. Attach to the delivery note is the goods received voucher printed from the stock system, as evidence that stock received is captured. As soon as the stock is delivered on site, a delivery note will be completed and signed by both parties, and be sent back to the office. This delivery note must be completed in triplicate, and must state all items, quantities and the site for which it was received. It will then be captured on the stock system as stock issued, in this instance the picking slip will be created afterwards and attached to the delivery note. It will be filed under the site for which the stock was issued to

Stock returns Stock returns are arranged with the logistics manager. No stock returns are accepted without prior arrangement. The store manager is notified about return dates. The stock returns are counted and checked for quality.

 A return note is issued in triplicate and signed by both parties. This triplicate return note is completed site by site, to assist the reconciliation process at month-end. Any defect stock are noted on this return note, and sent to the logistics manager to invoice immediately. This invoice are signed and accepted by the supplier before he leaves the premises. A copy of the signed invoice printed from the stock system, is given to the financial manager to capture on Pastel. A copy of the return note is given to the logistics manager to capture, and filed under the specific site for reconciliation at month end. Stock reconciliation The stock balances per site are printed form the system and checked against actual stock on site GM and PM to receive stock levels per site from finance at month end to review and approve stock levels value per site. Finance to independently review active sites at month end with site values and refer levels for inactive sites back to GM. Differences are invoice to the subcontractor, and approved by the PM The date for reconciliations is the last day of the month, just before the stock count starts. Change control procedures A request for change must be submitted to the PM and Financial Manager for approval, together with reasons for the request. Any changes to the system, changes in prices, adding of suppliers and deletion of suppliers can only be approved by the PM and Financial Manager, and must be signed off by both. Changes are done by the Logistics Manager on the stock system, and a change report are printed showing the before and after. The change report are attached to the original signed approvals and given to the PM and Financial Manager to verify. The approvals are filed for recordkeeping purposes. Stock counts Stock counts takes place monthly on the last day of the month.

 If the last day falls on a weekend, the stock count takes place the Monday morning after the weekend. At least two staff members attends the stock count, and they count everything: 1. The logistics manager; and 2. Another independent supervisor (on request of the logistics manager/by offering) (The store manager does not count, but is in charge of how the stock count gets organised and must make sure all items are counted from count sheet to floor and vice versa. He assists with technicalities and is obliged to attend this stock count. This is for independent control and performance evaluation purposes. He must however do a few spot checks). The logistics manager communicates the date, time, and attendees of the stock count to all FNI / Protrench / SPE employees a week beforehand. No movement of stock takes place during this stock count. A designated person is on standby to assist with urgent deliveries or orders, and this arrangement is communicated to all relevant parties involved in the stock count. The stock count is quick and efficient. Counting procedures 1. The logistics manager prints the inventory count sheet from the computer system right before the count. 2. The count sheet is taken to the financial manager to be inspected for general validity before the counting starts. 3. The count proceeds as follows: The logistics manager explains the layout and procedures to the second counter. Every inventory item is counted. All counted quantities are written in a coloured pen directly onto the count sheet. Whenever a separate calculation sheet is used, it properly references to the count sheet. A calculator is used to do any calculations. For high volume items, both count together. If there is a difference in their answers, the item gets counted again until the result is the same. For low volume items, the count may be done independently. The store manager does a few spot checks on certain items that were counted independently and sign next to this item.

Every page is signed at the bottom by both counters and the store manager, together with the date.

4. After the count: The logistic manager makes a copy of the count sheets for the inventory file. The original count sheets are given immediately to the financial manager after the count. Any differences are discussed with top management at the following Management meeting, formally documented and corrected by way of a stock adjustment in the inventory system. These stock adjustments are all done simultaneously on the same day by the logistics manager. It is then printed and attached to the formal management decision, and given back to the financial manager for verification and approval of adjustments. A final count sheet is printed again after the stock adjustments. The logistics manager verifies that all items now correlate with the physical count.

General Administration Controls User Name and Password to be allocated to Finance and Logistics Manager Delivery Note Books are pre-printed with sequential document numbers. Delivery Books are ordered and received by finance only and placed in a secure area with no access other than by finance. Logistics Manager must request a delivery book from finance who will keep a register of : a.) Delivery book in use b.) Return of old delivery book when new book is issued. c.) Review all cancelled documents against original and clearly marked as cancelled. All these copies remain in the book. Stock sheets to be printed monthly and hardcopy to be placed on file. Backup of stock control system to be performed directly after month end. All documents must be signed by the responsible person confirming authorisation to perform action and accuracy of units and value displayed as applicable. No consignment stock is received unless pre-approved by finance. Such stock items will receive unique stock numbers and placed separately from other stock items for reconciliation purposes by finance.

 Stock levels/items per site must distinguish between stocks issued by store room versus stock directly received/collected from supplier.

Wayleave Kick-off
You will be required to arrange a wayleave kick-off with you and the representatives of the different municipal and private services that are evident in and around the area of your civil work. Please note that the request for a kick-off meeting will be done via email and followed up with a phone call. You may request assistance from the admin clerk to arrange the meetings for you but the request will be with her in righting 3 days before the requested kick-off date.

Kick off
The site kick-off with your subcontractor is one of the most important steps in the whole project. Make sure of the following: 1. 2. 3. 4. 5. 6. Walk the whole site through. If it is a private property introduce the subcontractor to the land lord. Identify possible obstacles and services to the subcontractor. Measure the whole site. Determine a trench line closest to the boundary. Note the meters on the as-build document.

Make sure the subcontractor understands what is required for the site build.

Site Diary
Tiger Brands William Nicol

Site Diary Date Contractor PO Entry Way Leave Project Manager Site Manager

Site Name: 12 October 2011 FNI PO Spur W61100 Henning Viljoen Johann Kruger

Quantity Distance Trenching Spur & Entry

Point DRAWBOX BOUNDARY TIG001 TIG001 DFA HH

Point BOUNDARY

Distance to be verified before work proceeds Drawing Actual Distance Distance 44 77 5 38 73 5

Comment

Total Duct Spur & Entry

0 0 0 DRAWBOX BOUNDARY TIG001 0 0 BOUNDARY TIG001 DFA HH 0 0 BOUNDARY TIG001 DFA HH 0 0 0 0 BOUNDARY TIG001 DFA HH 0 0 0 0 Building Entry Server room 44 77 5 0 0 44 77 5 0 0 44 77 5 0 0 6 130 38 73 5 0 0 38 73 5 0 0 38 73 5 0 0 12 122

Total Backfill Spur & Entry

0 0 0 DRAWBOX BOUNDARY TIG001

Total Reinstatement S & E

0 DRAWBOX BOUNDARY TIG001

Total Entry Build 1 Entry Build 2 Entry Build 3 Total Fibre Floated Spur & Entry 1 Fibre Floated Entry 2 Fibre Floated Entry 3 Total Fibres Spliced Entry 1 Fibres Spliced Entry 2 Fibres Spliced Entry 3 Total Hand Holes

0 DRAWBOX Building Entry 0 0 0 0 0 0 0 0 0 0 0 0 TIG001 DRAWBOX 1 1 1 1 DHL_server room 12 12 DRAWBOX DHL_server room 290 290

Total Weather Condition Visitors on Site Delays encountered Sunny

Site has been put on Hold as per Ruwayne and Henry

Delay Duration

Date

PO Entry

PO Spur

Way Leave

Contractor

Project Manager

Site Manager

12 October 2011

W61100

FNI

Henning Viljoen

Johann Kruger

Drawing/PO Distance
Point DRAWBOX BOUNDARY TIG001 0 0 Total Point

Actual
38 73 5 0 0 116

Done
38 73 5 0 0 116

% Completed
Date 19-Sep-2011 20-Sep-2011 21-Sep-2011 22-Sep-2011 23-Sep-2011 24-Sep-2011 25-Sep-2011 26-Sep-2011

Trenching Spur & Entry

BOUNDARY TIG001 DFA HH 0 0 44 77 5 0 0 126 100.00% 100.00% 100.00% #DIV/0! #DIV/0! 100.00%

20

15

10

Trenching Duct Spur & Entry

DRAWBOX BOUNDARY TIG001 0 0 Total BOUNDARY TIG001 DFA HH 0 0 44 77 5 0 0 126 38 73 5 0 0 116 38 73 5 0 0 116 100.00% 100.00% 100.00% #DIV/0! #DIV/0! 100.00%

Trenching Backfill Spur & Entry

DRAWBOX BOUNDARY TIG001 0 0 Total BOUNDARY TIG001 DFA HH 0 0 44 77 5 0 0 126 38 73 5 0 0 116 38 73 5 0 0 116 100.00% 100.00% 100.00% #DIV/0! #DIV/0! 100.00%

Trenching Reinstatement Spur & Entry

DRAWBOX BOUNDARY TIG001 0 0 Total BOUNDARY TIG001 DFA HH 0 0 44 77 5 0 0 126 38 73 5 0 0 116 38 73 5 0 0 116 100.00% 100.00% 100.00% #DIV/0! #DIV/0! 100.00%

Entry Build
DRAWBOX Building Entry 0 Total Building Entry Server room 0 6 130 0 136 12 122 0 134 12 115 0 127 100.00% 94.26% #DIV/0! 94.78%

Fibre Floated Spur & Entry

DRAWBOX 0 0 Total DHL_server room 0 0 290 0 0 290 290 0 0 290 0 0 0 0 0.00% #DIV/0! #DIV/0! 0.00%

Fibres Spliced
DHL_server room 0 0 Total 12 0 0 12 12 0 0 12 0 0 0 0 0.00% #DIV/0! #DIV/0! 0.00%

HH Placed
TIG001 DRAWBOX Total

1 1
2

1 1
2

1 1 2

100.00% 100.00% 100.00%

Trenching Spur & Entry Trenching Duct Spur & Entry Trenching Backfill Spur & Entry Trenching Re-instatement Spur & Entry Entry Build Fibre Floated Fibres Spliced HH Job Total

100.00% 100.00% 100.00% 100.00% 94.78% 0.00% 0.00% 100.00% 89.48%

Actaul % 30.00% 15.00% 20.00% 10.00% 10.00% 5.00% 5.00% 5.00% 100.00%

Morning Report

Daily Plan
1) 2) 3) Your daily plan will be send the night before. You need to Cc in the GM, Key Accounts Manager and the Admin clerk Your planning will contain: Plan for the next day. Sites that you will be visiting The route you will be driving Estimated time at each of the sites Any other work related plans for the next day

DFA HH Proses
1. Application Form
Date: Contractor Information Contractor Name Key # Handle data Handles to Handles to HH From Route # be Opened be Opened To (listed)

Reason

2. HH Key Operations 1. Procedural Actions: 1.1 Tools: 1.1.1 1.1.1.1 1.1.1.2 1.1.1.3 1.1.1.4 1.1.1.5 The following tools are needed when access is required to a Gridlock hand hole: Fully Charged and assigned hand hole key. The correct hand hole numbers. Access request document. Splicing instructions (when splicing is to be done inside the hand hole(s)). Floating Instructions (when floating is to be done inside the hand hole(s)).

1.2 Requesting Access to a normal (non-maintenance) hand hole(s): 1.2.1 The following steps must be followed to request access to any non-maintenance, commissioned Gridlock hand hole via e-mail, all of this must take place 24 hours before (within office hours) access is required or access will be denied: 1.2.1.1 Fill in all of the following details on the access request document: 1.2.1.1.1 Date range access is required, begin and end date. 1.2.1.1.2 List the Gridlock key number(s) that will access the requested hand hole(s), only the listed key(s) shall be granted access. 1.2.1.1.3 The correct hand hole number(s), only listed hand hole number(s) shall be added to the access schedule; If a hand hole number is unclear, please contact the DFA NOC and verify the number.

1.2.1.1.4 The reason for requiring access to the hand hole; If splicing or floating is to take place in the hand holes, the splicing and/or floating instructions need to be attached with the access request document. 1.2.1.1.5 If the contractor/sub-contractor only needs the DFA technician to grant access to the hand hole then time, contact number, contractors name, location and description of the requirement must be included on the mail sent through to the NOC. 1.2.1.1.6 Attach all the required documents to an e-mail and send the mail to noc@noc.dfafrica.co.za and cc the relevant Regional Network Owner (refer to 4.3.1.1 for Regional Network Owners details) on the mail. 1.2.1.1.7 The DFA NOC shall dispatch the DFA technician at the Regional Network Owners approval and update the requester. 1.2.1.2 A confirmation or feedback e-mail shall be sent back before the day the access is required. 1.2.1.2.1 The mail must contain details about hand holes that were not found on the Gridlock system and if the requested hand hole were added to the schedule or not (reasons for denial of access shall also be included). 1.2.1.2.2 All hand holes must be closed and locked on the same day the hand holes were unlocked and opened to prevent suspension of the key used to unlock the said hand holes. 4.2.1.3 Access to the requested hand holes shall be denied for one or all of the following reasons: 1.2.1.3.1 The wrong or an un-allocated key number had been supplied (see allocating a key to a user below). 1.2.1.3.2 The key is suspended from further use (refer to 4.6suspension of keys below). 1.2.1.3.3 The access request was not sent 24 hours in advance.

1.3 Requesting access to maintenance hand hole(s): 1.3.1 The following steps must be followed to gain access to a maintenance hand hole, all these steps must completed 24 hours in advance, or access to the hand hole in question shall be denied: 1.3.1.1 An e-mail must be sent to one of the following e-mail addresses for access to a maintenance hand hole in the respective areas: bernardus@noc.dfafrica.co.za for the Johannesburg area henk@noc.dfafrica.co.za for the Pretoria area cardro.williams@dfafrica.co.za for the Cape Town area daan@noc.dfafrica.co.za for the Kwazulu-Natal area

1.3.1.2 The following details must be included in the mail: 1.3.1.2.1 The name and cell phone number of the contractor that will be opening the hand hole. 1.3.1.2.2 The date and time the hand hole is to be accessed. 1.3.1.2.3 The reason for requesting access to the hand hole. 1.4 Allocating a key to a user: 1.4.1 For access to be granted and the use of a key to be allowed, the key must be assigned to a user. 1.4.2 This can be done telephonically by calling 0800 628 662 or (011) 234 8901 (24/7) and via e-mail at noc@noc.dfafrica.co.za. 1.4.3 The following details of the user shall be required when assigning a key to his/her name: 1.4.3.1 Name and Surname. 1.4.3.2 Company of employment. 1.4.3.3 Cell phone number. 1.4.3.4 The Key number to be assign to the user. 1.4.4 The Surveillance Technician in the DFA NOC shall give further instructions telephonically to complete the process, please have the key charged and on hand when a new assignment has to be made in order to confirm that the assignment was successful. 1.4.5 The same process shall be followed to remove and/or re-assign a key from/to a new name. 1.5 Faulty Hand hole(s) logging: 1.5.1 In cases a hand hole does not unlock and open after confirming telephonically, that the hand hole had been added to the schedule of the key being used and trying to unlock the hand hole at least five (5) times; the hand hole can telephonically be logged as a faulty hand hole. 1.5.2 The hand hole must be logged as a faulty hand hole telephonically, while the contractor is on site at the hand hole, in case additional details of the hand hole is required by the DFA NOC STs. The DFA NOC can be contacted on 0800 628 662 or (011) 234 8901 (24/7). 1.5.3 DFA Field technician shall attend and resolve the faulty hand hole within 24 hours from the time it was reported including public holidays. 1.6 Suspension of keys: 1.6.1 A key shall be suspended from further use if the key holder has left a hand hole or hand holes unlocked and/or open past the allocated time of the assigned schedule (normal schedules are from 07:00 to 20:00).

1.6.2 Upon suspension of the key an e-mail will be sent to an agreed central e-mail for the contracting company, after which the contractor responsible for the key and the access to the hand hole that had been left unlocked and/or open must lock the hand hole(s) that had been left unlocked and/or open to gain access to any further hand holes. 2. Responsibilities and Accountability It is the responsibility of the Contractors Management Team, NOC Manager, Team Leader and or their Surveillance Technicians in the NOC to ensure that this procedure is adhered to by all contractors and sub contractors when requesting access. Signatories to this procedure will only be held responsible and accountable for the execution of this procedure based on their delegated approved KPIs. 3. Non Compliance with the Procedure Any disciplinary action arising from breach of this Procedure will be taken according to the disciplinary code and grievance procedure of DFA and/or Labour law. Where an employee is suspected of breaching the Procedure, an internal investigation will be undertaken, depending on the findings, further action shall be taken against the employee or contractors.

Costing Sheet
Site Name: PO: PO: PO: PO: Jod Distance Est Work Days Est Lab TL % Machine Work Distance to Site % Complete 12-Aug Sunday 13-Aug Monday 14-Aug Tuesday 15-Aug Wednesday 16-Aug Thursday 17-Aug Friday 18-Aug Saturday 19-Aug Sunday 20-Aug Monday Job Estimate Item Cost: Sub Totals: Mense Mense Managem 0 0 0 0 0 0 Machine Kilos Bakkie Kilos Trok Jack Compres Wackers Geni (2) hammer Grinder Extensio Breakers Rubble n Ladder Bullets

0 0 R 110.00 R 0.00

0 0 0 0 R 2 000.00 R 35.00 R 0.00 R 0.00 Managem Machine

0 0 R 3.05 R 0.00

0 0 R 10.50 R 0.00

2 0 0 0 0 0 0 0 2 R 560.00 R 185.00 R 55.00 R 185.00 R 127.00 R 128.00 R 185.00 R 700.00 R 0.00 R 0.00 R 0.00 R 0.00 R 0.00 R 0.00 R 0.00 R 1 400.00

0 0 R 60.00 R 0.00

Total R 1 400.00

PO Number 0 0 0 0 0

PO Vallue R 133 134.62

PT Profit Target 30% R 39 940.38 R 0.00 R 0.00 R 0.00 R 0.00

Estimated Job Actaul Job Cost Actual Profit Cost 99% R 93 194.23 R 1 400.00 R 131 734.62 R 0.00 R 0.00 R 0.00 R 0.00 R 0.00 R 0.00 R 0.00 R 0.00 R 0.00 R 0.00 R 0.00 R 0.00

How to Book a Drill / Bullet / Equipment

Equipment Hire 1) Send PO Request to Anna-Retha du Toit ar@fni.co.za; Shaun Theron shaunt@fni.co.za; Henry Wilkens henryw@fni.co.za . 2) Anna-Retha du Toit to get permission from Henry & Shaun. 3) Anna-Retha du Toit request PO from Antoinette, Antoinette issues PO 4) PO request must contain a. Site Number / Name / NET number. b. Delivery date c. Collection date d. Equipment requested e. Responsible person with phone number f. Delivery address

g. Duration That the Equipment will be on site

5) Anna-Retha du Toit to control collection date, equipment collection, PO extensions and new PO if required. 6) A New PO is needed if equipment is moved to another site. 7) Equipment that are on hire longer that the PO request needs a new PO to be Requested.

Bullet Hire 1) Confirm date with Shaun Theron shaunt@fni.co.za 2) Request PO if Protrench / FNI issue 3) PO request must contain a. Site Number / Name / NET number. b. Delivery date c. Collection date d. Equipment requested e. Responsible person with phone number

f.

Delivery address

g. Duration That the Equipment will be on site h. Size of Bullet 75/130 i. j. Is it a Road or Driveway Distance of Bullet

4) If the request from your subcontractor the subcontractor will supply the PO 5) The Bullet will only be send if a PO is in Place DIT Test 1) Confirm date with Shaun Theron shaunt@fni.co.za 2) Request PO if Protrench / FNI issue 3) If the request from your subcontractor the subcontractor will supply the PO 4) The DIT Team will only be send if a PO is in Place 5) Duct Configuration 6) Distance to be Tested

Site Build
The following is a to do list and questions that you should ask while building your site. If these are followed your site will be a success. Make sure you have the following Site Information 1) 2) 3) 4) 5) 6) 7) 8) 9) 10) 11) 12) 13) Site Name Purchase order Date Client Clients manager Contractor Site foreman Start Date Pre FAC Date Duct Integrity Test (DIT) date Completion Date Date of handover on site with client Date snags rectified and handed over to client

Section 1: Pre works 1. Make Sure of the positions of the HHs in relation to the drawings. 2. Make sure all of the service providers in the wayleave have been on a site visit to identify / verify their services. 3. Mark out your route. 4. Mark HH position. 5. Mark existing services. 6. Note and photograph any damages prior to commencing works Insert enough Pictures to verify the entire route 7. Verified the condition of the site during the walk through and prior to commencing work 8. Is there a copy of the Site file on site? 9. Confirm all site personnel have been inducted by the H&S consultant. 10. Confirm PPE have been issued to all site personnel. 11. Confirm sufficient signage, barricading and cones on site to accommodate the length of excavations. Section 2: Site Works

1) Pilot Holes a) Excavate Pilot holes b) Distance between intervals: .meters Insert Pictures c) Is the route clear of services or obstructions? Insert Pictures 1. If NO has the GM been informed and a re-route been agreed to in writing? 2. Has the re-routing been shown on the construction drawings and signed off by the GM? 2) Existing surfacing: a) Soil / sand Insert Pictures b) Wild grass Insert Pictures
Grass / Plants - Has grass been stored for replanting?

 Insert Pictures

c) Paving bricks Has bricks been cleaned and stock piled for reuse? 1. Interlocking cement 2. Bevel Bond cement 3. Clay Insert Pictures d) Asphalt Insert Pictures e) Flag stones Insert Pictures f) Ceramic / granite tiles (NB: Before lifting tiles, the client must be informed of possible
additional costs of replacement)

Insert Pictures

3) Excavations a) Have trenches been excavated to the required depth?

Insert Pictures Insert Pictures Insert Pictures Insert Pictures Insert Pictures Insert Pictures

b) If NO why and where is there a deviation from plan? 1. Insert Pictures 2. Insert Pictures 3. Insert Pictures 4. Insert Pictures

c) Has the deviation from plan been amended on the construction drawings and signed by the
client / engineer?

d) Has any hard rock been encountered? - Insert Pictures e) Has an excavator been used on site? Y/N - Insert Pictures 1. Has a quotation been submitted for the use of an excavator? Y/N 2. Has a separate PO been issued for use of an excavator? Y/N 4) Bedding / Padding / Blanket a) Has bedding sand been placed around the duct? 1. Bedding sand type ... 2. Bedding thickness ...mm - Insert Pictures 3. Blanket thickness mm - Insert Pictures 5) Duct a) The following duct configuration has been used - Insert Pictures 6) Service warning tape a) Has warning tape been placed in the trench? b) At what depth has tape been placed? .mm - Insert Pictures

7) Backfill of trench a) Thickness of layer works? ..mm - Insert Pictures b) Method of compaction? .............................................................. - Insert Pictures c) Number of average passes to achieve compaction. passes. d) Has compaction been tested? 8) Reinstate final surface a) Soil / sand 1. Has the site been left in a similar or better condition than was found? Insert Pictures b) Wild grass

1. Will natural growth take place? Insert Pictures c) Grass / Plants 1. Has plants and grass from storage been replanted and watered? 2. What percentage of Grass / Plants survived storage? .%
Insert Pictures

d) Paving bricks 1. Interlocking cement 2. Bevel Bond cement 3. Clay

(1) Has min 25mm bedding sand been placed as a base? (2) Has the old bricks been laid together? (3) Do new bricks match the type and colour of the existing? (4) Has all cutting been done with a splitter or grinder? (5) Has all broken bricks been removed after compaction? (6) Has the grouting filled all spaces between bricks?

Insert Pictures e) Asphalt 1. What asphalt product has been used Hot / Cold 2. Name of product? ..
(1) If a HOT product is used: (a) Is the dispatch notes attached? (b) Has the temperature of each batch been recorded during placement (every 20min)? (c) Is the temperature records attached?

3. What thickness is the asphalt mat? . mm - Insert Pictures 4. Has the tack coat been evenly applied to backfill, side walls, and existing asphalt? - Insert
Pictures

5. Has a joint seal been applied to new/old asphalt joint? - Insert Pictures 6. Has the asphalt been tested for density?
(1) If YES by whom? .... (2) Date of test? .. (3) Test results? ..

Insert Pictures f) Flag stones

(1) Has min 25mm bedding sand been placed as a base? (2) Has the old flag stones been laid together? (3) Do new flagstones match the type and colour of the existing? (4) Has all cutting been done with a grinder? (5) Has all broken flag stones been removed before grouting? (6) Has the grouting filled all spaces between bricks? (7) Grout mix that has been used: (a) Sand type: .. (b) Cement ratio: .

Insert Pictures g) Ceramic / granite tiles 1. Has a screed been laid? 2. Thickness of screed? ..mm 3. Do new tiles match the type and colour of the existing? 4. Has all cutting been done with a grinder or tile cutter? 5. Has all broken tiles been removed before grouting? 6. Has the grouting filled all spaces between tiles? 7. Grout mix that has been used: Insert Pictures 9) Rehabilitation of site

a) Has all spoil and rubble been removed from site? b) Has all kerb inlets along the route been cleared of soils and rubble? c) Has all vegetation been replaced where possible? d) Has the route been broomed and/or washed down? e) Has all road markings been repainted where excavation has taken place?

Entry Spec
See Attached

DFA Spec
See Attached

HOD
A completed HOD is a HOD that complies with ALL of the points below and is saved on the server.
SSR Google Topo BTS PIC BTS Layout Details must be factual & as Complete as possible Must be 100% Factual distances signed off with Sub. Must be 100% Factual distances signed off with Sub. Must be after installation is 100% Must be a 100% Factual replica showing all containers, gates, etc. on site. Must show installed service (i.e. Galv. Conduit, Cable Tray, etc.) Must Have A Spur Total and Entry Total text block Must have photo of each HH Must have photo of Installed Galv. Conduit & / Cable Tray Must have photo of container Entry Must have photos of where the trench runs (site must look good!) Buildings must be in 3D Create second Construction drawing without distances if need be for more space. Photo must show Vodacom & DFA HH (if DFA HH installed) Photo must show Vodacom & Route status (if DFA HH not installed) Must be completed 100%, Signed and scanned individually. No empty blocks, use N/A. Must have separate Entry FAC & Spur FAC Must be completed 100%, Signed and scanned individually. No empty blocks, use N/A. Must be completed 100%, Signed and scanned individually. No empty blocks, use N/A. Must be completed 100%, Signed and scanned individually. No empty blocks, use N/A.

Line Diagram Construction Drawing

Route Status

CAC/FAC/LLAC Civil Acceptance Certificate

Final Acceptance Certificate Landlord Acceptance Certificate Contractors Doc Tick Sheet DCP

Must be done every 50 meters Must be 100% factual & completed, Signed.

DIT Must be 100% factual & completed , Signed.

OTDR Must be check for accuracy. (VB only) Pre Photo Every meter of the site must be visible on the collection of photo's Extra photo's must be taken of possible obstacles, road crossings, drive ways, etc. Post Photo Every meter of the site must be visible on the collection of photo's Extra photo's must be taken of obstacles, road crossings, drive ways, etc. Min 3 photos of each HH from outside Min 5 photos of each HH from inside Sista Foam Frame Alan caps Joint / End Caps Drainage Pit Over All inside (from top) Photos of the Container Entry Photos of the whole BTS site, especially installed services Roll-out Photo Barricading Trench Depth Backfilling layers Sifting taking place Compacting taking place with Proper PPE, Whackers & Water Duct layed in Trench Warning Tape Layed in Trench Trench Line All Inspection Pits All Drill pits & During drill All HH Pits just before HH placement Anything out of the ordinary PO Copy from server Way leave Signed by Way leave owners. Scan whole doc in Quote. Copy original quote and "save as" (full original doc name)_Final-BOM. At the end. This must be completed on final, signed actuals! Drill Register Drill register must be placed in "Quote" folder with scanned Drill reports for each Drill / Bullet

Pre FAC
3. Pre FAC is to be booked with the SHEQ department a minimum of 48hrs before the final CAC. 4. During the Pre FAC the SHEQ officer will measure the site with the SM and actuals will be forwarded to the office. 5. A Snag List will be compiled of all faults on your site. Please note if snags are found you have failed to build the site correctly. Note that the site must be in a state of readiness for final CAC when the Pre FAC is done. 6. The DIT and DCP tests will be completed in the presence of the SHEQ Officer who will sign off that it passed. 7. Photos of the DIT and DCP test will be handed in as proof that they passed.

FAC / CAC

Contractors/Supplier Documentation Tick Sheet Attention: Region: Site Name: VOF/VCW Reference: Coordinates Lattitude: Longitude:

Documentation Description

BTS Documentation Tick Sheet Yes No

Inspector Comments

As-Build Planning(Visio drawing and Map Info/AutoCAD) Civil Acceptance Certificate Final Acceptance Certificate Density Compaction Penetration Duct Integrity Test Way-Leave Pack site plan RFQ Tax Invoice Quote Purchase Order Order/Civil Works Order ATP Note: I/we hereby as the Supplier Acknowledge that the Above Checklist is True and Accurate and undertake full responsibility for of All DIT/DCP test performed and will be liable to replace or repair any civil difficulties that might arise from other contractors installing (Floating/Splicing) of infrastructure enhancement or any other migration within time period of 1 year in access of build as stipulated in my Supplier Contractual Agreement between I/we & Vodacom.

Contractor: Name: Date: Signature:

Contractor Name

Regional Tx Specialist: Name: Date:

PM Rep: Name: Craig/Johan Date: Signature:

Sign here

Signature:

Contractor Evaluation

FNI Contractor Site Evaluation Form

Contractor: Evaluator: Site: Date: Description of evaluation
1 2 3 4 5 6 7 8 9 10 10.1 10.2 10.3 10.4 10.5 11 12 13 14 Site File Audit on Kick of (Site File Audit Sheet) Condition and availability of all PPE and Equipment Adherence to all Client and Way leave Spec Standard of workmanship Professionalism on site Adherence to OHSA Accuracy and neatness of H&S file Efficiency (accuracy and speed) in carrying out instructions given by FNI and the Client House keeping Production rate Trenching Bedding Duct Installation Padding and Backfilling Re instatement Quality of re instatement Size of Snag list Quality of HOD Pack Final File Audit

Points allocated

1 to 10
0 0 0 0 0 0 0 0 0 0

Sub Total 0 0 0 0 0

Total: Overall Rating: 1 to 10 Number of Instructions on file 0 Number or Non Conformances 0

0 0 0 0 0 0

Comments: Piet does a good job in general and is always on site first and get s his team going early in the morning, but his site file is constantly on a bad state.

Action to be taken: He has to buy a new file and have a safe place in his vehicle to store the file.

Road Crossing / Road Cuts

No road cuts will be done without: 1. 2. 3. 4. Proper cable locating proving too many services for a Horizontal Directional Drill Report from drill company that road is un drillable Inspection pits that show hard rock or boulders Email with proof and request for Road Cut send to Wayleave Department and General Manager 5. Wayleave approval in righting have been received back from the relevant municipality 6. Amended PO was created and issued to the subcontractor Backfill Soil removed will be mixed in this ratio for reinstatement: 1 x Bag Cement to 2 x Lanes backfill Backfill will be done in: 1. 2. 3. 4. 200mm intervals Double the normal water sprinkled for compaction (dependent on soil moisture) Do not over wet as asphalt cannot be placed on wet trench Reinstate with hot asphalt

Please note the contractor will be held responsible to fix sagging trenches