Guide Project management & control guide for construction activities

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Table of contents

Page no

Purpose

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Scope

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Responsibilities

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Objective

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5 5.1

Project management process

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3 3 3 6 6 7 7 8 9 10 10 10 12 14 16 17 19

Project initiation & mobilization _______________________________ _______________________________ _______________________________ _______________________________ _______________________________ _______________________________

5.1.1 Set up & administration 5.1.2 Set up resources 5.1.3 Set up documentation 5.2 Project administration control

5.2.1 Project meeting

5.2.2 Drawing management protocol _______________________________ 5.2.3 Communication & reporting protocol _________________________ 5.2.4 Purchase & material store protocol 5.2.5 Bills/ invoice protocol 5.2.6 HR & A protocol 5.2.7 HSE protocol 5.3 5.4 5.5 5.6 Quality control Progress control Cost control Project closure _________________________

______________________________ ______________________________ ______________________________ ______________________________ ______________________________ ______________________________ ______________________________

Abbreviations

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21

History

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22

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Purpose: The purpose of standard operating procedure (SOP) or guideline is to describe the overall conceptual procedure for project management and control tasks for projects of India. These guidelines may differ from project to project considering its size, volume, cost of project & its timeline.

Scope: This procedure is applicable to all projects being executed under central project engineering department, Mumbai.

Responsibilities: The procedure is to carry out by all members of project engineering department under civil engineering functions. Procedure is to supervise by head of project engineering.

Objective: To describe the procedure to manage project work during a stage and prepare for the next stage. Also to controls project progress, quality of project products, resolves any issues identified during the stage, provides consistent reports to management as defined, commitments of the project team, safe working environment, expectations of the user and provides appropriate decision making information so that this stage can reach a successful conclusion and the project can progress to the next stage.

Project management process : Project management process will be an integrated framework for project organization, planning and control which is designed to ensure the timely and cost-effective production of all the endproducts, to maintain acceptable standards of quality, to achieve for the enterprise the benefit for which the investment in the project has been made.

5.1

Project initiation & mobilization Objective : To start the project work, in a way that gains agreement and commitment to the plan from the project team to set up the project administration, initiates the on-going day by day execution of stage activities, initiates the stage control procedures, so that the project team members can begin to work as a team for the success of the stage and project.

5.1.1

Set-up an administration The Project manager will assign each new project a project acronym which is to be used in all naming conventions.

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Task 01 Organization set up Assignment of relevant administrative task to specific project functions like Client/ user, Project management company (PMC), Construction design consultant (CDC),

Construction management consultant (CMC), Government liaison consultant (GLC), Construction contracting company (CCC) of project. Specific roles and responsibilities to allocate to all functions to act.

1. Organization chart of PMC 2. Organization chart of CMC 3. Organization chart of CCC

Task 02 Documents by PMC Project Management Company to admin their master index of the project in hard copy. 4. Purchase order/ work order/ Letter of intent. 5. Final bills of quantity (BOQ) duly signed & agreed by contractor as a site copy. 6. Contractor selection criteria form duly approved by functional authority. 7. Kick off meeting at construction site 8. Labor license along with Form 5 (Issued by client) 9. HSE meeting to brief relevant functional requirements. 10. HR meeting to brief relevant function requirements. 11. Nominated window person for day to day site coordination. 12. Communication address, mobile/ phone numbers/ email addresses. 13. Insurance of site workers and building under construction. 14. Specimen of signature of all concerns to project

Task 03 Documents by CDC Construction design consultant to admin their master index of the project in hard copy. 15. Nomination of project coordinator & project architect. 16. Nomination of window person for day to day site coordination 17. Communication address, mobile/ phone numbers/ email addresses. 18. Resume/ technical certificates of executives working on specific project. 19. Master index of drawing with specified release date in form of drawing schedule. 20. Advance copy of all drawings for study/ review/ quantification 21. Master index of material approval make/ sizes/ color shade etc. 22. Master index of final & approved finishing schedule. 23. Standard operating procedure for control of drawings, issue & circulation. 24. Standard operating procedure for project management & control for specific project.
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25. Final detail specification document duly agreed & signed by contractor as a site copy. 26. Final tender document duly agreed & signed by contractor as a site copy.

Task 04 Documents by CLC Government liaison consultant to admin their master index of the project in hard copy. 27. Prior approval drawings duly signed by GIDC (Gujarat/ Goa Industrial Development Corporation) authorities for specific project. 28. Prior approval drawings duly signed by DISH (Department of Industrial Safety & Health) authorities for specific project. 29. Prior approval drawings duly signed by FDA (Food & Drug Administration) authorities for specific project. 30. Prior approval of drawings duly signed by GPCB (Gujarat/ Goa Pollution Control Board) authorities for specific project. 31. Prior approval & duly signed document by Labor commissioner for registration of establishments employing migrant workman. 32. Prior approval & duly signed document by Labor commissioner for registration of establishments employing contract labor. 33. Prior approval & duly signed documents by HPC (High power Commission) for putting specific new industry in specific region.

Task 05 Documents by CCC Construction contracting company to admin their master index of the project in hard copy 34. Bank guarantee against advance/ mobilization/ retention etc. 35. Contractors organization chart. 36. Communication address, mobile/ phone numbers/ email addresses. 37. Equipment & machinery list to be mobilized at site. 38. Project summary schedule. (Management purpose) 39. Authorization letter of site representative with photo identity. 40. Nomination of window person for day to day site coordination. 41. Specimen of signatures of site executives. 42. Resume/ technical certificates of site executives. 43. Labor license / smart cards as per statutory requirements. 44. Certification of carpenter, welder, fabricator, electrician & plumber. 45. Certificate for special construction application jobs.

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5.1.2

Set-up resources The Project manager will prepare a master index of resources, which are to be used for PMC, CMC & CCC.

Task 01 Resource by PMC/ CMC Project Management Company / Construction Management Company to make master index to mobilize the resources required to kick off the project. 46. Organize Pooja/ earth breaking ceremony to start the project. 47. Provide training & induction to all workers/ executives/ contractors/ subcontractors as per specified method. 48. Provide water connection with calibrated water meter at single source along with approximate quantity of water required for project. 49. Provide electrical connection on metal construction panel at single source as per approval of electrical engineer. Estimate electrical load to be worked out along with approval process. 50. Provide construction area vacant to start construction work. 51. Provide permission to cut trees/ grass/ bushes from proposed site from authorities. List down quantity of cut trees and plant same quantity of new plants to save environment 52. Provide permissions for re-routing of function drainages/ pipes/ chambers/ septic tanks/ water tanks/ electrical poles/ electrical cables/ earthing pits/ storm water drainage/ fire pipes etc from authorities. 53. Display statutory/ safety/ cautionary/ notice boards at site for organization of construction site premises. 54. Display latest project drawings & details at site. 55. Provide map of temporary structures/ working spaces/ construction areas for mobilization of resources within project premises. 56. Organize safe, workable & prominent construction site offices for PMC/ CMC along with required facilities.

Task 02 Resources by CCC Construction contracting company to make master index to mobilize the resources required to kick off the project. 57. Concrete mix design considering local available materials. 58. Construction of temporary structures required to support project execution tasks.

5.1.3

Set-up documentation Electronic and hardcopy file structures are to set up to consistent maintenance and to admin project management procedure. All control and documentation procedures for the project
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should be established for team to understand what these are for, how they are used, and what their individual responsibilities are. This is initiated at project start up and updated regularly as the project progresses.

Task 01 Make master index of documents Project management company (PMC) / Construction Management Company (CMC) / Construction contracting company (CCC) to make master index of documents required to maintain as the project progresses.

Task 02 Decide frequency of document checking PMC/ CMC to establish frequency of review of all data/ documents, whish should specify responsible executive for updating data, reviewer to review/ analyze data and schedule of update/ review. Reviewer shall sign in register/ file on date of review with necessary comments. Information system shall be established to retrieve all documents. All documents shall be maintained at project office only. All documents shall be maintained up to minimum two years after actual handing over of project or financial closer, whichever is later. Any discrepancies/ ambiguity in the procedure shall be brought to the notice of PMC/ CMC immediately. 5.2 Project administration control The objective of project administration control is to control different administration process of the project in a way that generates/ collects and maintain all information to determine the causes of the deviation, so that the project work can be carried out as scheduled.

5.2.1

Project meeting Objective : To setup and manage an effective project team, in a way that ensures

that all project team members understand and accept their roles and responsibilities. To enables the project team to provide guidance to obtain executable decisions, guarantees ownership of the project by the project board, so that the project is organized for success.

Task .001

Determine frequency of project meeting

As a minimum the project team will meet at the end of each stage, including project Initiation, to review the achievements of the concluded stage and authorize proceeding to the next. The following table provides some qualitative guidelines for determining the frequency of project meetings, including those at the end of each stage.

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Task .002

Prepare for project meeting

It is the responsibility of the PMC/ CMC manager to schedule project meetings as per frequency required. Confirm the logistics of the meeting, namely date, time and venue. Creates the meeting agenda and assemble any additional documentation that requires as preparation for the project meeting. Distribute the meeting agenda and additional documentation at least 3 days prior to the meeting. Agenda items for discussion includes: a. Project progress b. Stage progress vs. schedule c. Actual stage costs vs. budgeted stage costs d. Quality Plan e. Issues Log (including specific decisions required) f. Change Requests (awaiting authorization)

g. Change Request Log h. Risk and mitigation measures Create the meeting minutes and distribute to all project members in form of soft copy (PDF) / hard copy. File a copy in the project documentation file and display on a notice board. Close all discussed points before next meeting. Unclosed/ unattended points shall be continued to reflect till it get closed. Closed points shall be reflected in different color with DONE remark for next two meetings to establish an information link.

5.2.2

Drawing management protocol Objective : To manage an effective construction drawing management system at

construction site with all necessary details, drawings, revision history & uninterrupted information to enables the project team to obtain executable decisions, so that the project is organized for success.

Task 001

Drawing administration

To prepare drawing schedule in the beginning of project showing list of drawings, those are required through out the project & tentative drawing issue date. To issue drawings at construction site in 7 sets. (1st Copy for Head office/ 2nd Copy for Client/ 3rd 4th 5th 6th copy for Contractor/ 7th copy for recommendations, comments or changes)
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To issue updated drawing schedule along with issuance of revised drawing & transmittal showing latest drawing status. To use Standard operating procedure to control drawing administration process. SOP should be revised with change or procedure or practice.

Task 002

Maintenance of drawing documentation

The under-listed documents shall be maintained at construction site to prepare, analyze, issue & circulate drawings to execute the project. I. Latest drawings file (Architectural/ Structural) II. Sketches III. VOID drawing file IV. Drawing issue register V. Drawing schedule (Architecture/ Structural/ Standard detail/ Room elevations)

5.2.3

Communication & reporting protocol

Objective : To manage an effective organizational communication system at construction site among various agency, different hierarchy (From top to bottom & visa versa) & inter-department to establish smooth, strong & uninterrupted information management, so that the project is organized for success. Effective communication is the prime key of project success. Organization chart will
show clear line of reporting.

59. Communication & reporting protocol 60. Roles & responsibilities of PMC 61. Roles & responsibilities of CMC 62. Roles & responsibilities of CCC

Task 001

Maintenance of reporting documentation

The under-listed documents shall be maintained at construction site to prepare & analyze all necessary data to understand status & progress of the project. VI. Daily labor reports VII. Stage wise photographs from specified angles Weekly VIII. Room coordination schedule IX. Flash report (Weekly/ fortnightly/ monthly) X. Actual start/ finish date of task (MS Project) XI. List of brought out items XII. Date on structural component XIII. Men-days losses XIV. Site attendances register

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5.2.4

Purchase & material store protocol

Objective : To establish & manage an effective logistic support to the construction activities by timely by timely planning, procurement, receipt and issue of construction material through out the project time. XV. Purchase order file XVI. Purchase requisition file XVII. Receiving report file XVIII. Status of Purchase order / Purchase requisition/ balance payments

5.2.5

Bills / invoice protocol Objective : To ensure timely payments to vendors/ labors/ suppliers/ contractors &

subcontractors. The system will monitor payment timelines mentioned in purchase order & payments made against (either against delivery/ cash payments/ reimbursements/ site expenses/ part payments) within a XX days as per mutual agreement by purchase & account department. Timely payments enable to produce enough cash flow to meet target date, so that the projects get completed with target profit & growth.

63. Bill & invoice protocol

Task 001

Maintenance of bill/ invoice documentation

The under-listed documents shall be maintained at construction site to support financial decision through out the project. XIX. Challans & bills (All material related to basic rates to calculate escalation) XX. MOM (Minutes of meeting) XXI. OGL before excavation XXII. Hidden work sketches/ photos/ joint measurement sheets XXIII. Specimen of signatures XXIV. Issue Log/ Site instruction register XXV. Correspondence with CMC/ CCC/ GLC

5.2.6

HR & A protocols Objective : The purpose of this protocol is to describe the HR & A procedure to

assure HR & A (Human resource & administration) control & legal compliance to admin all personals during execution of specific task at construction site. This procedure is applicable to all employee & contract employee during working hours or silent hours. The procedure is to be

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carried out by all executives, who are working at site and supervised by HR & A personal in compliance with the Aventis HR & A policy.

Task 001

HR & A implementation

All permits requisitions duly filled by site personal officer with required information and signed by initiating executive shall be sent to HR & A personal in prescribed format for its approval.

HR & A permit will include PF & ESIC registration number/ work permits/ labor license/ labor information to work at site. PF (Provident Fund) registration - This applies to comply legal payments for all labors/ executives. CCC has to pay Provident fund to government (as per government rules) and produce PF challan as a supporting document. Same data should be supported by salary register.

ESIC (Employee State Insurance Corporation) registration This applies to comply legal payments for all labors/ executives. CCC has to apply for ESIC number before execution of work at site. ESIC payment shall be made directly to government to comply legal requirements. PMC can directly pay and deduct same amount, if CCC doesnt pay ESIC payment to fulfill legal requirements. ESIC is applicable only for those workers/ executives, who are earning below 10000.00 INR/ month. Insurance policy under work contractor is required for all executives, who are earning 10000.00 INR/ month or above. Photo copy documents of ESIC & Insurance policy to be submitted to HR & A.

Work permits - This applies to get permissions to work after working ours (9.00 Am to 5.30 PM). Permission shall be to on prescribed format duly filled by required information & signed by PMC/ CMC/ CCC. Work permit format shall be submitted to security officer after sign of HR & A. Extension of permission can be given by security officer with note on format. Such permits are necessary for holidays, Sundays & silent hours.

HR & A shall ensure minimum wages & bonus payment made by contractor to their workers/ labors as per government rule. Contractor has to obtain labor license for deploying manpower (including labors/ executives etc.) more then 10 labors. Lady workers shall not be allowed to work after 6.30 PM or sunset. Pregnant lady/ child labors are also not allowed at construction site to work.

Man & material entry to specified to control unauthorized movement within premises.

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Vehicle movement shall not be permitted without PUC (Pollution under control) certificate & driving license. Personal material (construction material own by contractor) shall be recorded at security gate by supported document. Same can be taken out by presenting inward documents.

Task 002

Maintenance of HR & A documentation

The under-listed HR & A documents are required to be maintained at construction site. XXVI. PF challan/ Salary register XXVII. Executive/ labor attendance registers XXVIII. Visitors book/ suggestion book XXIX. Waste challan/ Gate pass XXX. Labor information for local police XXXI. ESIC forms XXXII. Work permits (For holidays/ silent hours) XXXIII. Specified site working hours

5.2.7

HSE protocols Objective : The purpose of this protocol is to describe the safety procedure to

assure HSE (Health, Safety & Environment) implementation to protect all personals, property and environment during execution of specific task at construction site. This procedure is applicable to work execution at site by employee & contract employee during working hours as well as silent hours. The procedure is to be carried out by all executives, who are working at site and supervised by HSE personal in compliance with the Aventis HSE policy.

Task 001

HSE implementation

All permits requisitions duly filled by safety officer with required information/ necessary preparation and signed by initiating engineers shall be sent to HSE personal in prescribed format for its approval. Ensure that the preparations made by the initiator are completely safe for the personals to carry out the work.

Safety permit will include hot work / excavation/ working at height/ confined space entry/ electrical work at site. Hot work - This applies to all jobs involving open flame or sparks in all areas of the working locations. Excavation - This applies to prevent damage to underground services and injury to personnel and is required to obtain for all excavations of the ground.

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Working at height - This permit is required for working at an elevation of more than 2 meters height. This includes to safe use of metallic ladders at work, safe walkway & railing for wall or floor cutouts/ open ended working platforms etc.

Electric work - This applies to all jobs involving electrical work on energized circuits concerning high-tension electrical systems. Confined space entry - A confined space is an area, which by design has limited openings for entry and exit, and has restricted natural ventilation, e.g. storage vessels, under ground tanks, ETP tanks, exhaust ducts, sewers.

The issuance of approval shall be done by HSE personal after physical checking of arrangements made for the specific task to be under taken with the permit. Also that will be review and confirm all the actions as per checklist have been executed.

Extension & closing of permits after completion of work will be done by HSE personal only. Only Project Manager shall authorize to approve permits other then standard working hours. Critical activities, which can effect to running plant such as connection with new building, termination from old building, shall be marked to HSE site personal with prior planning & discussion.

All permit formats will be documented in three copies. Copies will be distributed with 1st copy for HSE personal, 2nd copy for initiator, 3rd copy for security. In any case of accident, project manager will immediately report to Site HSE head immediately. HSE personal shall maintain photo documents for unsafe & critical activities to come out with preventive measures. Water material (debris/ excavated earth/ misc. material) to be disposed at designed location as specified by safety officer, well supported by approved documents. Safety helmets or apron shall be used of dedicated color to identify categorized manpower at site. (While color for executives, supervisors or engineers/ Green color for safety officer/ Yellow color for labors or workers/ Red color for electrician or fire men)

Visual display shall be put in practice as a part of induction/ training. (For ex PPE (Personal protective equipments) display/ Television display with audio/ video effects/ personal training etc.)

All documents will be maintained at site office only. Any discrepancies/ ambiguity in the procedure shall be brought to the notice of PMC/ CMC immediately.

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Task 002

Maintenance of HSE documentation

The under-listed HSE documents are required to be maintained at construction site. XXXIV. Safety permit duly signed by authorities (Hot work/ Working on height) XXXV. Excavation permit duly signed by authorities XXXVI. Site safety instruction register XXXVII. Labor induction register XXXVIII. Important telephone numbers & on site emergency plan XXXIX. Maintenance record of fire extinguishers at site

5.3

Quality control Objective : To confirm that a product is complete, in a way that ensures that

products meet defined technical standards, so that the related project activities can be signed off as completed and the project can progress.

Task .001

Define acceptance criteria

Work on a product can only be considered complete when the product has been tested against acceptance criteria, which have been previously established for the product. Fully equipped material testing laboratory shall be established to conduct product test at every required stages.

64. List if laboratory equipments

Task .002

Establishment of degree of quality control

Establish the degree of quality control to be applied to each product during the planning work for a stage. This step is used when a product is thought to be complete, and the product is either confirmed as complete, or corrected until it is confirmed as complete Task .003 Methodology statement/ process

The underlying quality principle applied in this methodology is that a quality product is achieved by using a quality process, and quality control is a final, but necessary step in that quality process. The quality process itself should be reviewed to ensure that it is achieving the objectives set for the process.

Task .004

Maintenance of quality control documents

The under-listed quality control documents are required to be maintained at construction site to ensure a quality product is achieved by using a quality control process.

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XL. Material testing reports a. Reinforcement b. Cement c. Brick/ block d. Fine aggregate (sand) e. Coarse aggregate (10mm / 20mm) f. Water

XLI. Checklist g. Concreting work h. Shuttering work i. j. Reinforcement work Internal/ external plaster

k. Brick/ block masonry work l. Painting work

m. Fabrication

XLII. Material manufacturing test reports (Steel/ Cement) XLIII. Finishing schedule XLIV. Site trial mix records XLV. Cement consumption register XLVI. Bar bending schedule XLVII. Cube testing register XLVIII. Cube calendar XLIX. Calibration of equipment/ machinery n. Universal compressive strength machine o. Weigh batcher p. Electronic weighting machine L. Sieve analysis q. Fine aggregate r. Coarse aggregate 1 (10 mm)

s. Coarse aggregate 2 (20mm) t. Combined grading curve

LI. Bulk age of sand LII. Silt content LIII. Moisture content LIV. Water absorption
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LV. Concrete slump record LVI. Concrete pour card LVII. Anti termite treatment register LVIII. Approved make list (Tender) vs. Approved make list (Actual) LIX. Storage of soil sample at level of required soil strata

5.4

Progress control Objective : To monitor and control progress on the project, in a way that confirm

that a product is complete, in a way that collects actual work and cost performance information, collects latest estimates to completion, compares actual performance with plan, determines the causes of the deviation, so that the project work can be carried out as scheduled. Task .001 Establish progress control procedure (Bar chart)

Bar chart is user friendly progress control procedures, which is to be defined during the project Initiation stage to form the basis of the progress control during project stages. procedures cover day to day progress tracking amongst the project team. Task .002 Capture performances & update schedule. These

Create the timesheets update the schedule by capturing actual start & completion date for task from each team member against planned schedule. Critical activities to be identified to analyze, monitor & control over all project duration.

Task .003

Replan Stage Schedule

Review the tracking Gantt chart and identify any deviation from the baseline. Establish why the deviation has occurred. Refer back to the Project control Factors to help determine the appropriate corrective action and adjust the schedule accordingly. Actions include:

a. accept a date slippage, within the project tolerance levels b. adjust staff availability c. reassign staff d. assign additional resources e. coach and motivate the staff to work more effectively f. resolve scheduling conflicts

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g. expedite fuller client participation h. reduce the number of tasks i. Task 004 substitute tasks

Maintenance of planning/ progress documents

The under-listed planning vs. progress related documents are required to be maintained at construction site to ensure implementation of project as per planning & monitor progress.

LX. Base-lined summary schedule LXI. WBS (work break-down system) schedule LXII. S Curve (Financial progress status) LXIII. Physical progress 5.5 Cost control Objective : To control the addition of work to the stage activities, in a way that

assesses the value of the change request, presents alternative solutions, assesses the impact of the alternative solutions, records all change requests and resulting actions, enables changes to completed products, so that the project team can make controlled changes to project scope, schedule and cost.

Task 001

Request change

This is a formal request from either a member of the project team, a client, a coordinator to make a change to the project scope or functionality. The originator must obtain sponsorship from an authority for the proposed change request. The proposed change request will be submitted on a change request form by the originator, before it can be accepted as a proposed change. Change can be in form of following details: j. Extra items

k. Additional quantity/ works l. Increased scope of work

The project manager will review the change request and assign it to someone to investigate alternative solutions. Task 002 Identify Alternative Solutions

Evaluate the change request and identify several alternative solutions. Assess the impact of each solution on:

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m. Functional Scope, including baseline products, tasks in progress and future tasks, n. Schedule, o. Effort, p. Cost. One solution may be to reject the change request. If a solution will force the stage out of tolerance, explicitly state this on the change request form.

Make a recommendation. Update the change request form with the alternative solutions, their respective impacts, and the recommendation.

Task 003

Decide change actions & implement

Present the change request, alternative solutions and recommendation to the project manager. The project manager is required to either accept the recommendation, chose an alternative solution, or request further investigation. Make appropriate schedule and other project plan adjustments and communicate these to team members impacted. Include activities to monitor progress and execute quality control on the changes. Task 004 Maintenance of cost control documents

As a project progresses, the people involved with the project develop a better understanding of what the end product should be and what they need to do to produce the product. This increased understanding manifests itself as changes to the stage activities, and changes to the products. This will disrupt: project and stage schedules, project and stage costs, project scope. Such changes cannot always be avoided, but their impact can be predicted and controlled.

Change requests may come from a variety of sources but they will require Project Board sponsorship to be processed. The originator will describe the change request and provide a justification. Alternative solutions, and their respective impacts on the project, will be identified and a recommendation made. The recommendation will be presented to the Project Board who will decide whether to accept it or make an alternative recommendation. The under-listed cost control documents are required to be maintained at construction site to monitor & control construction cost to ensure project completion within projected budget.

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The under-listed documents shall be maintained at construction site to support cost analysis during the project execution..

LXIV. Cost control requests/ Change control Log LXV. Extra item rate analysis LXVI. Bill abstract sheet compared with BOQ quantity LXVII. Certified RA bills & measurements LXVIII. Payment certificates LXIX. Joint measurement sheet LXX. Escalation LXXI. Material reconciliation statement (Cement/ Tor steel/ Structural steel) 5.6 Project Closure Objective : To formally close the project, in a way that establishes mechanisms for

the continued development or improvement of the final product of the project, to improves the standard process for this type of project, to updates the estimating model for this type of project, so that the project resources can be re-deployed.

Task 001

Project Completion

The objective of project completion is to complete all outstanding project work, in a way that reviews outstanding project items, resolves outstanding project items, so that the project can be formally closed. Below listed tasks are to conduct the project completion process. a. Review the Change Control log and close any outstanding items. b. Review the Issue Log and close any outstanding items. c. Review the quality control log and close any outstanding items from completed quality reviews. d. The project logs may be closed by transferring the items to a follow on project or to the maintenance process. e. Produce personal assessments for all project team members. f. Close and store project files. This may require forwarding some documents to other parts of the company (e.g. contracts correspondence). g. Prepare a report on the final actions taken, for approval in the Project Closure Meeting. h. Determine what needs to be accomplished in the Project Closure Meeting and decide who should attend.

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i.

Produce and circulate pre-meeting material (agenda, points of discussions, meeting notification, any required reading).

j.

Produce outline project closure report for review at the closure meeting.

k. Gain approval on closure actions.

Step 002

Process Improvement

The objective of process improvement is to review and update the process used by the project, in a way that involves both technical and business staff, covers the project process, techniques and organization, identifies things that worked well, identifies things that didn't work, identifies things were not necessary, identifies additional things that were necessary, improves the estimating model for the process, so that the organization can learn from this project and make similar future projects more successful. l. Carry out the review in the chosen way.

m. Record recommended changes to the process and estimating model. n. Review the recommended changes to the estimating model. o. Assess each change and decide if it is likely to apply to future projects of this type. Change the estimating model based on these decisions. Step 003 Final product evaluations

The objective of final product evaluation is to determine the overall quality of the final product and to implement a mechanism for improving or maintaining that quality, in a way that evaluates the product against the original objectives identifies outages in the final product determines how to address any outages, so that the overall project objectives can be met. Determine if any of the shortcomings with the final product need to be addressed. If there are any items that need action, decide on the best way of addressing the items. Options include:

p. do not close the project q. define a follow-on project r. Task 004 initiate a maintenance process Initiate maintenance process

If there is a need for on-going maintenance of the final product, a maintenance process should be initiated. If the organization does not have a maintenance process, this should be established. This should be a formal defined process that involves business and technical staff in the identification, approval for work, carrying out the work and quality control of work.

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Task 004

Maintenance of project closer documents

LXXII. Snag list LXXIII. Inventory list LXXIV. Area qualification document LXXV. Completion certificates LXXVI. Building stability certificate LXXVII. Contact information of vendor/ supplier/ contractor/ subcontractor LXXVIII. Hard copy of as built drawings (Architecture/ Structure/ Finishing schedule) LXXIX. Soft copy of as built drawings (Two sets of CD) LXXX. Spare material for maintenance LXXXI. Unit rate of construction cost (After final bill) LXXXII. Photographs (Construction process for record) LXXXIII. Quality control documents (Duly signed & closed with approvals) LXXXIV. Closer of all entry permits/ safety permits/ work permits LXXXV. Final running bill documents LXXXVI. Final reconciliation statement LXXXVII. Guaranty letter from contractor (For performance of ant termite work, water proofing work, object, equipment, instrument etc) LXXXVIII. Catalogue of object/equipment/ instrument etc. LXXXIX. Maintenance manual for object/ equipment/ instruments etc. XC. Operational manual for object/ equipment/ instruments etc. XCI. Hard copy/ soft copy of all communication made during projects XCII. Handing over keys of all rooms XCIII. Form handing over document XCIV. Final project report 6 Abbreviations: SOP PMC CDC CMC GLC CCC PO BOQ : : : : : : : : Standard Operating Procedure Project Management Company Construction Design Consultant Construction Management Consultant Government Liaison Consultant Construction Contracting Company Purchase Order Bills of Quantity
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 7 History:

HSE HRA DRG SCH

: : : :

Health Safety Environment Human Resource & Administration Drawing Schedule Gujarat Industrial Development Corporation Department of Industrial Safety & Health Food & Drug Authority Gujarat Pollution Control Board High Power Commission Purchase Requisition Receiving Reports Minutes Of Meeting Original Ground Level Provident Fund Employee State Insurance Corporation Pollution Under Control Effluent Treatment Plant Personal Protective Equipments Work Breakdown System Running

GIDC : DISH : FDA :

GPCB : HPC PR RR : : :

MOM : OGL PF : :

ESIC : PUC ETP PPE : : :

WBS : RA :

Edition Number

Effective date of SOP

Major changes incorporated

___________________________________________________________________END OF DOCUMENT____

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