Example of Procedure for Project Management

1. SCOPE

This procedure applies to all projects executed/supervised by XXX, including activities starting from planning for the project, and up to handing over of the project to the owner.  

2. PURPOSE

The purpose of this procedure is to establish and maintain an organizational framework for the process of supervising the execution of projects, which take place as part of the services provided by XXX

3. REFERENCE DOCUMENTS

3.1 XXX Quality Manual,
3.2 Procedure for Correction and Corrective Action.
3.3 Procedure for Logistics.
3.4 Procedure for QA
3.5 Procedure for Production.
3.6 Procedure for Purchase.
3.7 Procedure for Training.
3.8 All documents used by Consultant.

4.TERMS & DEFINITIONS

4.1 Project Consultant: wherever it is mentioned in this procedure, it means the Consultant’s Project Manager.

.5.0 RESPONSIBILITY AND AUTHORITY

5.1 Executive Director
5.2 Sr. Project Managers
5.3 Site Manager
5.4 Design Manager
5.5 Health And Safety Officer
5.6 Storekeeper
5.7 QA/QC Manager
5.8 Site Engineer
5.9 Site Surveyor & QS

6.0 DETAILS OF PROCEDURE

6.1 General

6.1.1 Once the contract is signed, Sr. Project Manager submits a file to the Concerned Site Manager, this file contains at least the following documents:

• Contract and tender documents.
• Priced bill of quantities (BOQ); along with price breakdown.
• Method Statement.
• Priced Resources.
• Project drawings & designs.
• All correspondence and studies related to the project.
•  A report that gives suggestion and a brief about the project

6.1.2 After signing a Project contract, the Executive Director in Coordination with Sr. Project Manager, assigns the project execution team which includes the following staff:

1.  Sr. Project Manager
2. Site Manager
3. Design Manager
4. Health And Safety Officer
5. Storekeeper
6. QA/QC Manager
7. Site Engineer
8. Site Surveyor & QS
9.  Any other staff required.

6.2 Issuing Production Work Order

6.2.1 Site Manager received the requirements from the Project Consultant/Client.
6.2.2 Site Project Manager checks the specifications and measurements according to the project requirements.
6.2.3 Site Manager sends the Work Order for Design Manager to start with the project design.
6.2.4 Site Manager approves the design and gets the final approval from the Project Consultant/Client.
6.2.5 Site Manager after getting the final approval from the Project Consultant /client, sends the approved work Order for the Design Manager to start manufacturing design.

6.3 Planning

6.3.1 Site Manager holds an opening meeting with the Project Team; in order to introduce the supervision team and exchange the related project documents with all concerned parties. During this meeting, Sr. Project Manager provides the attendees with all project forms and templates that should be used by the contracting team.
6.3.2 Site Manager supervises preparing the following set of documents in order to be submitted to the Sr. Project Manager;

1. Detailed project plans for each stage of the project (This includes Time Schedules, HR plans, and Procurement Schedules). These plans explain all activities, timeframes, workforce, and materials to be used for each stage.
2. Project’s organizational structure & project’s staff C.V’s.
3. Relevant designs & drawings.

6.3.3 Sr. Project Manager reviews submitted plans and requests for changes if needed; after discussing these changes with the Site Manager.
6.3.4 Sr. Project Manager provides revised plans to the Executive Director-Contracting for approval.
6.3.5 Executive Director-Contracting signs and stamps the plans indicating his approval. Copies of the approved plans are kept with the Sr. Project Manager and Site Manager for progress follow-up.
6.3.6 Based on the approved plan, the Site Manager Coordinates with the Project team in order to prepare a Procurement Schedule; indicating all planned purchases for the project. These forms should recursively be updated during the project; in accordance with the actual purchases and their dates.
6.3.7 Sr. Project Manager ensures that all received Submittals Forms from the Project Consultant /Client are logged using the Contractor’s Submittals Log (that is approved by the Project Consultant/client.
6.3.8 At the beginning of each week, the Site Manager prepares the Weekly Work Schedule for each project; indicating planned activities for the project in the upcoming week. Knowing that this schedule should be compatible with the project’s overall plan.
6.3.9 Once it is prepared, a copy of this plan should be submitted to Sr. Project Manager.

6.4 Approvals

6.4.1 Staff Approval:
6.4.1.1 Site Manager submits the project’s organizational structure (O.S.) and staff CVs, to the Sr. Project Manager for approval.
6.4.1.2 Sr. Project Manager compares the titles and qualifications of the submitted staff C.V.s and ensures that they comply with the contract’s agreed-upon requirements.
6.4.1.3 If the Site Manager is not satisfied with any of the staff, a formal letter is sent to the Sr. Project Manager to change that employee. This letter should indicate the reasons for not accepting the employee.
6.4.1.4 Staff is approved through formal letters sent by Executive Director – Contraction.
6.4.1.5 A copy of all sent approvals shall be maintained by the project’s Site Secretary.
6.4.2 Design:
6.4.2.1 The design planning is dependent upon the project and its needs, as soon as the Project has been assigned, the design is prepared as follows:

6.4.2.1.1 The review of design input (client needs and wants, acceptance criteria) taking note of any conflicting requirements, if any.
6.4.2.1.2 Any statutory/regulatory/safety obligations must be adhered to, irrespective of whether the client requests it.
6.4.2.1.3 The documented design output showing how the proposed service meets the Client’s input requirements are then verified.
6.4.2.1.4 Control changes/modifications to the established design are authorized by the Project Consultant/client and controlled by using the Work Order.
6.4.2.1.5 Validation of the design output is carried out by the client/consultant

6.4.2.2 Project Consultant /Client submits to Site Manager the relevant drawing(s) for the work to be completed. Afterward, the submitted Drawing is submitted to the site Manager and Design Manager. Submittals log is updated accordingly.
6.4.2.3 Design Manager receives the work order from the Site Manager.
6.4.2.4 Design Manager starts doing the design for the project and then sends it to Sr. Project Manager if there is any adjustment on the design the Design Manager will adjust it and resend it to the Design Manager.
6.4.2.5 Design Manager prepares the design which is subject to verification and checking in-house to ensure that it meets the requirements
6.4.2.6 Site Manager approves the design and gets the final approval from the Project Consultant /Client.
6.4.2.7 Design Manager after getting the final approvals issues to work order to production manager to start the production process as per the production procedure.
6.4.2.8 Site Manager after completing manufacturing design starts ordering the materials from Storekeeper.
6.4.2.9 Products are then installed as per the approved project plan.
6.4.2.10 The revisions of all documents/ drawings should be logged, archived, and maintained in a way that makes it easy to retrieve them.

6.4.3 Materials Approval
6.4.3.1 Site Manager should obtain approval of all materials used in the project from Project Consultant/Client.
6.4.3.2 Sr. Project Manager gets sample material for the production department.
6.4.3.3 Site Manager performs the necessary tests on a sample before approving the Material. If tests were unsatisfactory, the Site Manager coordinates with the production manager/procurement manager to solve the issue and get new material.
6.4.3.4 Site Manager Co-ordinates to get final approval from the Project Consultant/Client.
6.4.3.5 All approved samples are kept with the Site Manager in a specific room on the project site (Sample Room). Samples are identified using a label that includes martial name, origin, and supplier’s name. Samples room should be safe and access-controlled. In addition, it should provide all the necessary conditions to safeguard the kept samples.
6.4.3.6 Site Manager uses the approved sample to compare the actually used materials in execution.
6.4.3.7 Project’s Submittals Log is updated by the concerned Site Secretary with each received Submittal form.
6.4.3.8 Copy of test results and examination reports are kept in the specific project file by Site Secretary.

6.5 Storage – in site

6.5.1 Records are maintained for the receipt, inspection, acceptance, and issuing material as per the production procedure.
6.5.2 All stored products are identified clearly for easy accessibility.
6.5.3 Store Keeper control in and out products.
6.5.4 Regular Stocktaking is performed as per the production procedure.
6.5.5 If needed any unavailable material is ordered by the site Manager.
6.5.6 At the end of the project storekeeper sends all excess and damaged materials for the main store with the delivery note.

6.6 Project Execution Follow-up

6.6.1 During the project’s execution, Sr. Project Manager receives on a daily basis the Daily Project Report from the Site Manager that shows the day’s work progress.
6.6.2 In the presence of the related staff. The site Manager holds weekly meetings with the Sr. Project Manager to discuss the performed work and to plan for work to be performed next, problems or obstacles that may interrupt the project progress are discussed in the meeting as well.
6.6.3 Minutes of the meeting are prepared for each weekly meeting, which includes the date and time of the meeting, attendees, points discussed, the decision made, any pending issues to be investigated, and plans for the next week.
6.6.4 The minute of the meeting is signed by all attendees. Site Manager – through Site Secretary – keeps a copy of all minutes of meetings in the project’s files.
6.6.5 A copy of the minutes of the meeting is forwarded to Executive Director- Contracting.
6.6.6 At the end of each month, the Site Manager prepares a “Monthly Report” that summarizes the executed work during the month, in addition to the percentage of project completion, expenditure, cost of used materials and staff, and occurred major issues (if any). In addition, photos of the current status of the project are attached to this report before it is submitted to the Sr. Project Manager by a formal letter for approval.

6.7 Quality Control:

6.7.1 When a phase ends, or a work package is going to be handed over to the client, the QA/QC site checks whether the work is complying with the required specification.
6.7.2 In case of non-conformity, the QA/QC site Quality Control officer prepares a CIR in which he will explain the case, the root cause, and the required corrective action as explained in the Continual Improvement procedure.
6.7.3 QA/QC Site shall follow-up with the concerned staff and Site Manager to ensure implementing the corrective actions and closing the CIRs.

6.7.4 QA/QC site ensures that all measurement instruments used in the project are calibrated. The site Manager should maintain all calibration certificates, as well as he is responsible for maintaining the validity of the “Calibration Certificates” for all measurement items used in the site location. He should also maintain a Measurement Equipment List that includes all measurement equipment that is used on the site. This list should regularly be updated with the expiration dates of the equipment calibration – if applicable.

6.8 Variation Orders

6.8.1 A need for a variation order appears when changes in the design are required when the Project consultant/client decides to add, change or cancel some works or deal with damaged works caused by other parties.
6.8.2 Once there is a need for variations, an official Variation Order Form is prepared by the Site Manager and then approved by the Executive Director- Contracting.
6.8.3 In case the variation order includes the change in time and cost, the Site Manager coordinates with the Sr. Project Manager and Sr. Estimator in order to estimate that financial and technical (Schedule) changes related to the variation order.
6.8.4 Once the Variation Order is approved by Project Consultant/Client; the Site Manager coordinates with the Design Manager in order to reflect changes on the shop drawings as well as the project plan.
6.8.5 Variation order-related work can start only after obtaining the approvals from Project Consultant and Client on both drawings and offer.

6.9 Occupational Safety

6.9.1 Health & Safety Officer is responsible for making sure that all “safety” signs are well-prepared and distributed all over the workplace.
6.9.2 All employees shall ensure that their employees receive safety orientation prior to starting work on any project.
6.9.3 All Employees shall ensure that they comply with all safety regulations that apply by Kuwaiti local laws or by the agreement with the Company. A safety plan shall be prepared by the Health & Safety Officer. Through this plan, safety requirements are reflected in the site location.
6.9.4 The safety plan should be approved by the Site Manager before being put into action. after approval, a copy of this plan is sent to the Health & Safety Officer, who is responsible for making sure that all staff are complying with this plan.
6.9.5 On a regular basis, the Health & Safety Officer checks the work location in order to identify any safety violations.
6.9.6 In case of finding any safety violations, the Health & Safety Officer prepares a Safety Violation Notice, indicating the case, its causes, and what should be done in order to deal with this potentially hazardous situation.
6.9.7 A copy of the Safety Violation Notice is officially submitted to the concerned contractor/staff.
6.9.8 The details of the violation are discussed in the weekly progress meeting.
6.9.9 In case any accident takes place inside the work location, Health & Safety Officer fills the Accident Report; indicating the details of the case, what exactly happened and what is the root cause for the accident, and what was done in order to deal with the accident.
6.9.10 First Aid Kits should be maintained within the site location, whereas they could be used for minor accidents. However, for major accidents; Health & Safety Officer or any present employee should call for emergency
6.9.11 Project Site – Safety Checklist is provided to the Health & Safety Officer. In addition, all applicable health & safety work instructions are communicated to the concerned project staff.

6.10 Handing Over

6.10.1 At the end of each stage of the project and after doing necessary quality control checks, the Site Manager prepares a “request for inspection and approval” in order to be submitted to the Project Consultant/Client.
6.10.2 Project Consultant/Client inspects the finished work and, if rejected, he provides his written notes and reasons for rejection to the Site Manager.
6.10.3 Site Manager works with the concerned staff in order to deal with the Project Consultant/Client comments /feedback. He should ensure that the rejected work is corrected within the assigned time listed in the project schedule and in a way that is compatible with the contract signed.
6.10.4 When the project ends, the Site Manager prepares a formal letter to inform the Project Consultant/Client that the project is completed.
6.10.5 Based on the received letter, the Project Consultant/Client forms a committee that inspects the whole project’s contractual works and prepares a Snag List that contains a list of remaining works (if any).
6.10.6 Prepared Snag List is signed by both the Project Consultant/Client and the Site Manager.
6.10.7 Site Manager agrees with the Project Consultant/Client on the timeframe to finalize the work items mentioned in the Snag List. Afterward, this Snag list is signed by two sides of the contract.
6.10.8 After finishing all remaining works, the Site Manager sends another formal letter to the Project Consultant/Client, who checks the performed works again and – if acceptable – prepares and signs an “Accomplishment Letter” to indicate project completion.
6.10.9 All documents are filed in their proper files by the Secretary.

7.0 RETAINED DOCUMENTED INFORMATION

7.1 Weekly Work Schedule (QMS F 093).
7.2 Request for Substitution ( QMS F 094).
7.3 Daily Project Report ( QMS F 095).
7.4 Job Site Instruction ( QMS F 096).
7.5 Job Site Instruction Log ( QMS F 097).
7.6 Measurement Equipment List ( QMS F 098).
7.7 Variation Order Form ( QMS F 099).
7.8 Safety Violation Notice ( QMS F 100).
7.9 Accident Report (QF-PM-101).
7.10 Job Order ( QMS F 102)