Projects Directorate Planning & Control Dept.

Specifications for Planning & Scheduling

In a process to monitor and control project effectively and efficiently, the following detailed requirements and procedures shall govern the planning and scheduling activities under this contract: 1. Scope: The scope of this procedure includes the following: The development of schedules which represent the plan for execution of the services consistent with ADWEA requirement and reflecting the total scope. A monitoring system which continually compares actual performance with planned performance and allows early review and corrective/preventive actions on deviations. 1.1 Plan: The contractor shall submit the project plan as per the following detail: 1..1 Work Breakdown Structure (WBS) (See Attachment-A) Detailed Construction Schedule Construction Schedule shall be prepared in Primavera Project Planner (P3) / MS Project taking into consideration the WBS and shall include at least the following fields: a. Activity ID b. Activity Description c. Original Duration d. Early Start e. Early Finish f. Late Start g. Late Finish h. Total Float All activities shall be linked properly and logically. A Critical Path shall be shown clearly in the program. WBS shall be prepared up till such a level that any activity shall not be more than 20 days except where not appropriate or pertinent.

1..2

Project Phase:

Date: May 2008

Document: W-G-SS006

Rev. 0

Sheet 1 of 4

Projects Directorate Planning & Control Dept.

1.1.3

Resources Histogram & Cash Flow S-Curve: The schedule shall be loaded with resources (man-hours & budgeted cost) to generate Physical Progress and Cash Flow S-Curves, which shall be submitted by contractor along with Baseline Construction Schedule. Contractor shall submit Manpower and Equipment Histogram, which shall be generated from Construction Schedule by categorywise i.e. (Electrician, Plumber, Labours, etc.).

1.1.4

Revised Program : In case if there is an approved Variation Order (VO) with respect to change in project completion date or addition or reduction in contract value, or if contractor decides to change his construction strategy or method, he shall then submit for approval, a revised program incorporating the changes. Revised Program shall show a comparison between originally approved baseline and the proposed revised program. Once this revised program is approved, it shall become new baseline for further monitoring and reporting purposes. Recovery Program: Contractor may be asked to submit a recovery program by client or consultant in case he fails to comply with plan. Contractor shall justify and bring in all efforts to complete the project in time.

1.1.5

1.2

Progress Measurement System (Monthly Report Format) Contractor shall prepare a system to measure the progress of project at any stage considering the detailed construction program planned dates and resources to calculate the weightages and progress S-Curves. A proposed WBS assigned with preset weightages is attached (Attachment A) as a guideline. These weightings can be adjusted according the type of work or project with the consent of consultant and client. Any progress measurement system shall at least contain the following: 1.2.1 1. 2. 3. 4. 5. Logs: Engineering/Drawings Submittal & Approval Log (Attachment-B) Materials Submittal & Approval Log (Attachment-C) Supplier/Vendor/Sub Contractor Submittal & approval Log. (Attachment-D) Procurement & Delivery Log (Attachment-E) Construction / Commissioning Log (Attachment-F)

Project Phase:

Date: May 2008

Document: W-G-SS006

Rev. 0

Sheet 2 of 4

Projects Directorate Planning & Control Dept.

1.2.2

S-Curves: By obtaining the data from above mentioned logs, contractor shall submit SCurves to monitor the planned & actual situation. Following S-Curves shall be submitted: 1. Progress S-Curve for Engineering and Design Submittal & Approval 2. Progress S-Curve for Material Submittal & Approval 3. Progress S-Curve for Sub Contractors/Vendors 4. Overall S-Curve for Home Office Services 5. Progress S-Curve for Procurement Activities 6. Progress S-Curve for Construction & Commissioning Activities 7. Overall Progress S-Curve for whole project 8. Updated Cash Flow S-Curve (Planned Value & Earned Value) A typical format for Progress S-Curve is enclosed (Attachment-G). For developing the Overall Progress S-Curve the contractor shall consider the ADWEA proposed weightage system for above mentioned major activities as per (Attachment-H). Contractor shall use cost to calculate weightages for Procurement Activities and Man-Hours for every thing else.

1.2.3

Summary Sheet: Contractor shall submit an overall one page summary sheet which shall show progress as of previous month, current month & cumulative at a level1 or level-2 detail as per proposed WBS (Attachment-I). Updated (As-Built) Construction Program : Contractor shall submit an updated construction program along with monthly report showing the comparison between baseline and actual site data. This updated construction program shall contain at least the following data: 1. Activity ID 2. Activity Description 3. Original Duration 4. Planned Start 5. Planned Finish 6. Actual / Expected Start 7. Actual / Expected Finish 8. Planned %age Actual %age Total Float
Date: May 2008 Document: W-G-SS006 Rev. 0 Sheet 3 of 4

1.2.4

9. 10.
Project Phase:

Projects Directorate Planning & Control Dept.

11.

In bar area of program both baseline (target) bars and actual bar shall be shown to provide clear graphical comparison between planned and actual activities.

1.3

General / Other Requirements: 1. The contractor shall submit a Detailed Construction Schedule and proposed Progress Measurement System including plan data with in or not later than specified mobilization period. 2. Updated Construction Schedule & Progress Measurement System including actual data (as monthly progress report) on approved format shall be submitted by 25th of each month. 3. A soft copy of program and progress measurement system shall also be submitted along with each report. 4. Contractor shall maintain a full time site / project based competent Planning Engineer whose resume shall be prior approved by Consultant & ADWEA. 5. A proposed Planning Engineer may also need to appear for a test or interview to assess his suitability for project if it is required so.

Project Phase:

Date: May 2008

Document: W-G-SS006

Rev. 0

Sheet 4 of 4

Contractors Logo

Consultants Logo

ABU DHABI WATER & ELECTRICITY AUTHORITY (ADWEA)

NO. CONTRACT NO

PROJECT TITLE

MONTHLY REPORT
REPORT NO.

Month - Year

SUBMITTED BY

APPROVED BY

PROJECT MANAGER

ADWEA REPRESENTATIVE

MAIN CONTRACTOR :

Progress Measurement System

ATTACHMENT-A

Work Breakdown Structure

Project 100%

Home Office Services 10%

Procurement / Delivery 50% - 60%

Construction / Installation 30% - 40%

Design and Drawings Submittals and Approvals 60%

Material Submittals and Approvals 30%

Sub Contractors / Vendors / Suppliers Submittals and Approvals 10%

Contractors Logo

Consultants Logo

Contract No.
Contract Title

ENGINEERING DELIVERABLE REGISTER Cut off Date

S. No. Drawing/ Document Number Submission / Review Status Description Budgeted Man-hours Weightage % SCH Start Draft Complete
55% 65%

ATTACHMENT - B

Issue - 1 Submitted Reviewed

Issue - 2 Submitted
75%

Issue - 3 Submitted
85%

Final Issue (IFC)

90%

Activity Earned Progress % Man-hours

Weighted Progress %

Reviewed
80%

Approved 100%

5%

70%

Substation:
Equipment Layout
1 PLAN FORECAST ACTUAL 2 PLAN FORECAST ACTUAL 3 PLAN FORECAST ACTUAL 4 PLAN FORECAST ACTUAL

PLAN FORECAST ACTUAL

PLAN FORECAST ACTUAL

PLAN FORECAST ACTUAL

PLAN FORECAST ACTUAL

PLAN FORECAST ACTUAL

10

PLAN FORECAST ACTUAL

TOTAL

0%

Total Achieved :

0%

Contractors Logo

Consultants Logo

Contract No.
Contract Title ATTACHMENT - C

MATERIALS SUBMITTAL / APPROVAL SCHEDULE Cut off Date

Sl. No.

Material Submittal Ref.#

Description

Weightage Factor %

Sch.

Prepare MR/PR

Float Enquiry & Receive Offer

Complete Tech. Evaluation & Submit to Consultants

Submit to ADWEA Receive ADWEA for Approval Approval

Activity Progress %

Weighted Progress %

Remarks

10%
1 10.00% PLAN FORECAST ACTUAL 2 10.00% PLAN FORECAST ACTUAL 3 10.00% PLAN FORECAST ACTUAL 4 10.00% PLAN FORECAST ACTUAL 5 10.00% PLAN FORECAST ACTUAL 6 10.00% PLAN FORECAST ACTUAL PLAN FORECAST ACTUAL 8 10.00% PLAN FORECAST ACTUAL 9 10.00% PLAN FORECAST ACTUAL 10 10.00% PLAN FORECAST ACTUAL

30%

50%

80%

100%

10.00%

TOTAL

100.00%

0.00%

Contractors Logo

Consultants Logo

Contract No.
Contract Title ATTACHMENT - D

SUB CONTRACTORS SUBMITTAL / APPROVAL SCHEDULE Cut off Date

Sl. No.

Submittal Ref.#

Description

Sch.

Budgeted Weightage Man-Hours %

Issue RFQ Receive Finalise for Bids Bidder List Bids 20% 25%

Compl. Evaluation & Submit to Consultants 80%

Receive ADWEA Approval 90%

Award Sub Contrator P.O Issued 100%

Activity Earned Man- Weightage Hours Progress % Achieved

Name of S/C

Remarks

SUBCONTRACTORS 1 PLAN FORECAST ACTUAL 2 PLAN FORECAST ACTUAL 3 PLAN FORECAST ACTUAL 4 PLAN FORECAST ACTUAL 5 PLAN FORECAST ACTUAL 6 PLAN FORECAST ACTUAL 7 PLAN FORECAST ACTUAL 8 PLAN FORECAST ACTUAL 9 PLAN FORECAST ACTUAL 10 PLAN FORECAST ACTUAL

0.00%

TOTAL

0.00%

Contract No.
Contractors Logo Consultants Logo

Contract Title

MANUFACTURING & DELIVERY STATUS REGISTER Cut off Date

Sl. Material Delivery Ref.# No. CIVIL MATERIALS 1 PLAN FORECAST ACTUAL 2 PLAN FORECAST ACTUAL 3 PLAN FORECAST ACTUAL 4 PLAN FORECAST ACTUAL 5 PLAN FORECAST ACTUAL 6 PLAN FORECAST ACTUAL 7 PLAN FORECAST ACTUAL 8 PLAN FORECAST ACTUAL 9 PLAN FORECAST ACTUAL 10 PLAN FORECAST ACTUAL TOTAL 0.00% Description Assigned Weightage % Sch. Name of Vendor Purchase Order Issued 10% Start Fabrication / Manufacturing 30% Start Material Despatch / Shipment 50% Start Material Complete Delivery at Site Delivery at Site 90% 100%

ATTACHMENT - E

Activity Progress %

Weighted Progress %

Remarks

0.00%

Contract No.
Contractors Logo Consultants Logo

Contract Title

ATTACHMENT - F

CONSTRUCTION & COMMISSIONING Cut off Date

Activity ID

Activity description

Budgeted Individual Quantity (MH) Weight Factor

Previous Month % complete

This Month % Complete

Cumm. Percent Planned

Cumm. Percent Actual Complete

Earned Progress 0.00%

Progress Variance (%Actual%Planned)

0.00

0.00%

0.00%

1 of1

Contract No.
Contractors Logo Consultants Logo

Contract Title

OVERALL PROGRESS 'S' - CURVE Cut off Date

ATTACHMENT - G

100% 90% 80% 70%

PROGRESS

60% 50% 40% 30% 20% 10% 0%

Jul-07 Aug-07 Sep-07 Oct-07 Nov-07 Dec-07 Jan-08 Feb-08 Mar-08 Apr-08 May-08 Jun-08 Jul-08 Aug-08 Sep-08 Oct-08 Nov-08 Dec-08

MONTHS
Cummulative Planned
MONTHS Cummulative Planned Cummulative Actual
Jul-07 Aug-07 Sep-07 Oct-07 Nov-07 Dec-07 Jan-08 Feb-08

Cummulative Actual
Mar-08 Apr-08 May-08 Jun-08 Jul-08 Aug-08 Sep-08 Oct-08 Nov-08 Dec-08

0.48% 0.69%

2.52% 2.32%

4.53% 3.53%

8.54% 6.66%

11.25% 8.69%

16.53% 12.15%

22.46% 15.77%

28.68%

38.33%

47.68%

58.93%

68.32%

78.54%

86.78%

91.30%

96.33%

98.65%

100.00%

Contractors Logo

Consultants Logo

ATTACHMENT - H

Progress Measurement System (Proposed WBS)

WBS S. No. Activity Description Level-1 Level-2 Level-3 Level-4 Basis of Measurement of Weightages

1
1.1 1.1.1 1.1.2 1.2 1.2.1 1.2.2 1.3 1.3.1 1.3.2

Home Office Services

Engineering & Design XYX XYX Material Approval XYX XYX Sub Contractors/Suppliers/Vendors XYX XYX

10% 60% by Contractor by Contractor 30% by Contractor by Contractor 10% by Contractor C by Contractor 50% 100% 40% 90% by Contractor by Contractor by Contractor 10% by Contractor by Contractor Man-Hours Man-Hours Man-Hours Man-Hours Man-Hours by Contractor Cost Man Hours Man-Hours Man-Hours Man-Hours Man-Hours Man-Hours Man-Hours

2
2.1

Procurement & Delivery

Long Lead Items

3
3.1

Construction
Construction Activities XYX XYX XYX

3.2

Pre-Commissioning & As Built XYX XYX

Contractors Logo

Contract No.
Consultants Logo

Contract Title

ATTACHMENT - I

MONTHLY PROGRESS REPORT

Cut off Date
Previous Month Progress Plan Actual This Month Progress Plan Actual Cummulative Progress Plan Actual

S. No.

Description

Weightage

Variance

Remarks

Overall
2.1 Home Office Services 2.1.1 Design & Drawings Approval 2.1.2 Materials Approval 2.1.3 Sub Contractors Approval 2.2 Procurement & Delivery 2.2.1 Long Lead Items 2.2.2 Bulk Items 2.3 Construction & Commissioning 2.3.1 Sub Station 2.3.2 33/11 KV Cables Laying 2.3.3 Package Unit 2.3.4 Over Head Lines 2.3.5 Commissioning and PAC

100.00%
10% 60.00% 30.00% 10.00% 50% 40.00% 60.00% 40% 35.00% 25.00% 18.00% 20.00% 2.00%