Get Programme at Gwalior

GET PROGRAMME AT GWALIORPROJECT MANAGEMENT TRAINING AT PUNJ LLOYD10th JULY 2009

TOPICS;1. Site Environment2. HR Activities at Site3. Planning Site Activities4. Mobilization of Site for Four M (Man, Material, Machine, Money)5. Site Organization6. Execution Planning Schedule7. Site Store Management8. Billing and Scheduling

If project content is allowed to change freely, the rate of change will exceed the rate of progress.If any can go wrong, it will.

What is a Project

A project is a planned non repetitive enterprise undertaken to achieve planned result within a time limit and a cost budget with Limited Resources.

1 - SITE ENVIRONMENT

PhysicalLocation of SiteWeatherFacilities available

Conveyance Accommodation Food Local Language Entertainment Connectivity Banks / Schools / Hopitals Safety & Security

Behavioral Interpersonal Relations Motivation Commitment towards Organization / Project Goal Sense of Belonging Recognition

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Growth Potential Organizational Culture

SocialLand Acquisition / CompensationPoliticalSons of the SoilEnvironmental / EcologicalSocio / Cultural Factors – undesirable activities / conditions around Project

2 - HR ACTIVITIES AT SITE

Various Acts Applicable to SITES: Contract Labour (Regulation & Abolition) Act 1970 Employees Provident Funds And Miscellaneous Provisions Act, 1952 Employees State Insurance Act 1948 Equal Remuneration Act 1976 Minimum Wages Act 1948 Payment of Bonus Act 1965 Payment of Wages Act 1936 Personal Injuries (Emergency Provisions) Act 1962 Weekly Holidays Act 1942 The Child Labour (Prohibition and Regulation) Act 1986 Workmen’s Compensation Act 1923 Labour Welfare Fund Act 1953

IMPORTANT POINTS DURING SITE MOBILIZATION:INSURANCES

Transit Insurance Erection All Risk / Storage cum Erection Insurance WC insurance

CONTRACT LABOUR LICENCE:First apply for Certificate of Registration to ALC or DLC as may be the case and then issue Form V to your Contractor for him to apply and obtain Labour License for maximum number of workmen to be employed at site.

PF CODE : Each Contractor has to obtain PF Code for workmen engaged by him.

ESI REGISTRATION :Each Contractor has to obtain ESI Registration if the area of work is covered under ESI. Other wise WC Insurance needs to be taken by the contractor.

MAINTENANCE OF VARIOUS REGISTERS / RECORDS Ensure that All the required Records / Registers are properly maintened.

REFER THE CHECK LIST GIVEN AS HARD COPY.

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3 – PLANNING SITE ACTIVITIES

OPENING THE SITE

Site Mobilization

First Survey – Collect all informationScout Party -

• Establish Base Camp

• Establish Communication

• Give Signal for others to ArriveEstablish Organization for Site Management

First Survey

Before Mobilization of any site – of any size – One should have all relevant Information regarding that Site.

Form No. I) is given as guidelines to Various Information required.Obtain complete details of all suppliers, details of order on them and their contact detailsDecide how you are going to monitor the Project Schedule/Progress

Scout Party to Establish Base Camp

Establish Own OfficeEstablish Communication Channels – Phone / Fax

E mail Courier

Arrange required conveyanceEstablish StoreEstablish Own ResidenceFind out various Statutory Requirements to comply withCarry out Detailed Market SurveyEstablish Labor CampArrange Water / Electricity / Raw Material / Consumables

Give Signal for others to ArriveStaffContractor / LaborsConstruction Equipments

You have now MOBILIZED THE SITE.

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Inform HO / Client – as usually it is linked to release of Payments

4 - FOUR M (MAN, MATERIAL, MACHINE, MONEY)

What is needed?How much is needed?When is it needed?Where it is available?Who will arrange?What is minimum critical limit required?If made available how much maximum you can utilize effectively?What else will be needed to handle / use / retain / train / service the resources?

Why proper Planning is needed?To avoid uneconomical peaks and valleys.To utilize available resources most effectively.To avoid idling of any resource due to unavailability of any of 4M above.To avoid stoppage of any work due to unavailability of any of 4M.To even out the usage of rare skill and critical equipment.To forecast and arrange supporting Facilities / Material / Training required.

Some tips for Planning of 4M:Man:Sons of SoilAvailability in near by areas.Difficult to removeNeeds Training / SupervisionAt the time of recruitment have proper screening proceduresNeeds Basic Facilities if brought from far off areas.Should know exact requirement of Duration / skill Have some unavoidable nuisance value Rare Skills pose special problems

Material:Divide as Capital Goods, Critical Equipments, Imported Equipments, Long Delivery Items, Bulk Material, Material required for construction, material required for pre-commissioning checks and for Commissioning, locally procured material, CRITICAL MATERIAL REQUIRED DURING CONSTRUCTION.Make requirement planning based on Construction Planning.

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If you are not arranging Construction Material, ensure that Contractor gives his Material Planning which tallies with your planning.Right from beginning have contact details of all suppliers, transportersArrange for proper Site QC and Quantity Checks for proper control and monitoringIf you expect any OD Equipment, have proper details of equipment and Roads, Bridges, Over Bridges, Transmission Lines, unloading locationsFor any OD equipment, you should have all contact details of respective Police, Traffic Police, Electrical Authorities, Authorities for Roads and Bridges, alternate approaches, Unloading Arrangements,

SITE PURCHASE

HOW PROJECT SITE PURCHASE IS DIFFERENT

All Capital Goods / Plants are usually very long delivery and cost intensive items which need to be ordered much before Site is born

Just in Time concept has less importance especially in India. It changes to NOT AT SITE = NOT AVAILABLE WHEN NEEDED.

For major requirements Project team should decide the Supplier, Rates and Delivery Schedule well in advance, i.e. for items like

o Cemento Steel Sections / Roundso Stone / Sando Construction Equipmentso Cableso Bulk & special Consumables

Major Responsibilities of Site Purchase Team isThose items which are procured in Bulk, is available near site and quantity

is huge e. g. Sand, Bricks, Stone, Diesel etc. for which Transportation is also substantial (some times even water)Emergency Procurement of

Spare PartsConsumablesShort Supplies by Plant/Equipment supplierDamaged Parts

Chasing all suppliersEscorting-when Over Sized Equipment has reached your vicinity Difficulties experienced during site purchases

Requirement is known only at the last momentUnknown marketLack of correct specificationLack of supporting infra structureProcurement Team is always under tremendous pressure as it is they who

are in forefrontQuantity is very less

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Inexperienced StaffNo familiarity with material to be procuredUsually it is One Time RequirementUsual Suppliers do not care for site manDue to obvious reasons site procurement rate is usually more than what it

is for bulk from HO

How to manage Site PurchaseFix Responsibilities of Procurement correctlyCollect details of material/suppliers well in advanceUnderstand consumption pattern and importance of NON-

AVAILABILITY of that particular material from continuity of work point of view

Have a close control over Min-Ordering–Qty in StoreTake regular feedback from actual consumer regarding availability,

quality and after sales service providedDraw procurement plan in advance in consultation with PM

Total QuantityRequirement ScheduleList out available suppliers and evaluate themNegotiate rate, payment terms and delivery schedule Always have contingency plan ready

MACHINES:We will consider only construction Equipments here.Know Policy of your organization about procurement e.g. Purchase, Hire, Bring from other Site, Hire Purchase or to be arranged by other agency.Need requirement planning to match Project RequirementIf you are not arranging these equipments, then demand your contractor to make and commit one Check its suitability and availability to match site conditionsEnsure Proper Operating and Maintenance Staff.Check for proper experience and Authorization of Operators.Confirm if any Registration is needed with local RTOEnsure that critical spares are maintainedEnsure that Equipment’s Drive matches with available resources e.g. don’t bring Electrically Operated equipment where Electricity is not available, similarly to use Diesel Driven equipment where Sufficient Electrical Power is available, will be a waste.As far as possible bring equipments of same make and model.Keep the information of nearest Service centers and spares’ dealers handy.Try to keep Equipment’s Hand Book and Spares Book handy.Insist for Test Certificates of All Material Handling and Lifting Equipments, Tools & Tackles, Electrical Equipments to be obtained from Competent Authorities.

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Check for Physical Appearance of All Material Handling and Lifting Equipments, Tools & Tackles, Electrical Equipments. CHECK FOR DRINKING HABITS OF ALL OPERATORS AND ENSURE THAT NO BODY REPORTS ON DUTY IN DRUNK CONDITION.

MONEY:Only thing required from Site Manager is Cash Flow. Usually Corporate Policy Decides Mode of transfer of Funds and Authorization to use and withdraw money.How much and when will be decided to suit Project Execution Planning.As far as possible try to use minimum possible CASH at site. Plan for secured withdrawal and carrying cash to site.If Site and Bank is far apart, and money you handle is large, let proper Agency handle it.Take proper Insurance coverage for Cash Carrying.As far as possible withdraw in smaller amounts.Use Cheques as far as possible for money disbursement. Ensure that your Budget and Requisition is sent in Time.As Site Manager ensure that Site Account is sent in proper format and in time. At times there may be some requirement to spend beyond your authorization. Such situations need to be tackled individually and in accordance with your Corporate Policy.

5 - SITE ORGANIZATION

Requirement of Site Organization 1- Size of Organization should match with Project Requirements like – total value,

duration, Technical complicacy, Various Functional Requirements, Site conditions etc.

2- Requirements and Policies of Parent Organization and Client i.e. Some Organizations Insist on very Elaborate Reporting Systems, for some Account is more important, Some insist on close monitoring of Expenses and Purchases, Some client insist for separate Safety Officer, Engineer QC, Labor Officer etc.

3- No. of workers / contractors4- Build a Team, not rival Groups5- Authorities and Responsibilities should be clearly defined6- Communication Channel should be clearly Defined7- As far as possible work should be divided in such a way that one gets the type of

work he is expert in and has only one Head to report.8- Though work is divided, there should not be a Water Tight Compartment for areas

of work so that there is awareness of work status and requirement to other persons too and each one can contribute in over all Site Working.

9- It should provide effective supervision and Control at all levels.

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10- There should be smooth and natural Delegation of Power for Harmony & Efficiency.

There can be many types of Site Organizations. Broadly these can be classified as follows: Functional Organization Line OrganizationLine and Staff OrganizationMatrix Organization.

Make one to suit your requirements

Each has its own Advantages and Disadvantages.

YOU HAVE NOW SUPPORTING STAFF, OFFICE AND RESOURCESNote: Make it a Point to get all necessary Personal Details as per form No. from every one, Staff as well every one working for you, directly or indirectly, preferably with a Photo. This comes handy during any eventuality.

6 – EXECUTION PLANNING SCHEDULING6 – EXECUTION PLANNING SCHEDULING

PLAN AND PROCEDUREPLAN AND PROCEDURE

To control and co-ordinate all steps of the Project effectively and efficiently during the necessary period of the project, we will be fully responsible for the following phases of the project :

1. Project Management.2. Field Construction.3. Quality Control and Assurance.

1. PROJECT MANAGEMENT –

Project Management shall be executed with structured patterns and methods to effect maximum control over the outcome of the project by means of the following basic activities :

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a) Planning.b) Budgeting.c) Scheduling.d) Forecasting.e) Reporting.

a) Planning : Project planning includes all the job guidelines, objectives, scope, statements, work definition, resource allocation and activity planning schedule.

b) Budgeting : We will establish anticipated requirement of expenses for the project, provide the basis of supplier’s bids and generate resources, quality and amounts.

Budgeting and Control Functions are as below –

Participate in the development of a project execution plan. Establish an accounting coding system for the project. Establish a cost budget for the execution of all phases of the

project within planning and contractual stipulation. Establish and maintain monitoring, reporting and forecasting

system. Establish and maintain an early warning system capable of

detecting deviations from the project plan / budget.

c) Scheduling : Three distinct levels of schedule shall be established as below -

Management Schedule. Project Schedule. Control Schedule.

d) Forecasting : We will estimate periodically the anticipated final job, taking into account all the factors, which have developed during the progress of project.

The first forecast shall be made when 40% of engineering work is completed and the second, just prior to field move-in. When total

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status of the project is established, the new forecast shall be compared with the previous forecast. Detailed explanations of differences in quantities, cost or other factors between forecasts shall be developed from an analysis of variance in each element

e) Reporting : Monthly report shall be made with the following categories –

Progress Report Cost Report Financial Report

PROGRESS REPORT includes narrative discussion and utilizes tabulations and progress curves to depict and highlight project accomplishments during the month.

The relative information shall be compiled from both main office and the job site.

This report shall be expressed in percentage by comparing the completed works with those of forecast.

COST REPORT IS DESIGNED TO SUMMARIZE THE PREVIOUS MONTH’S COST ACCUMULATES total cost to date and present a forecast of future expenditure with monetary status statement in relation to contract budget.

This information shall be also compiled from both main office and job sites and includes narrative discussion utilizing tabulation and graphics to depict the overall project status.

FINANCIAL REPORT SHALL express the monetary progress of the project.

This report shall be kept in co-operation with management who is constantly informed on outlays.

This report shall be prepared by the accountant in association with all relevant data sources.

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2. FIELD CONSTRUCTION –

Before field construction begins the following construction planning activity shall be performed by the construction manager in conjunction with the overall project planning and engineering.

Optimizing the constructibility of the design. Establishing construction methods and techniques. Estimating field manpower requirement. Establishing labour relation policies and setting up the pre-job

conference and equipment make-up meeting. Selecting construction equipments and tools.

Determining requirements for designing temporary construction facilities.

Establishing the work to be performed by directly hired labour as opposed to subcontract labour.

a) Construction Management :

Construction Management comprises Managing, Administrating and co-ordinating the construction contracts to assure proper construction methods, etc.

Following functions shall be included in the construction management services:

Reviewing various programmes to accomplish the work including construction schedule, manpower and equipment usage.

Co-ordinating the schedules with client and subcontractors.

Assuring work adherence to establish construction schedules.

Inspecting construction works to ensure good workmanship and their to sound construction practices.

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Co-ordinating the activities of various subcontractors to avoid conflicts in scheduling, unnecessary peaking of manpower at site and interference between activities.

b) Field Engineering :

Field Engineering shall include the establishment of horizontal and vertical survey control points, engineering document control, drawing and specification interpretation, quality and general office engineering functions.

Following functions shall be included in the Field Engineering Services.

Receiving and distributing drawings and specifications.

Providing continuous quality surveillance to ensure that the work is executed in accordance with the plan and specifications.

Preparing and issuing field requisition for material and equipment, as required.

Preparing as-built drawing and field sketch.

Obtaining field information and transmitting to Engg. Dept. as required.

Interpreting drawings and specifications.

Monitoring the construction material inspection and testing results.

Maintain photographic records of work progress.

Establishing vertical and horizontal survey control point at each camp site.

c) Administrative Service :

Administrative Services include receiving, administering and accounting for the project expenses, developing procedures in

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method and report and assisting in Government and Public Relations, as required.

Following functions shall be included in the Administrative Service.

Establishing general ledger account to reflect the assets and liabilities of the project.

Maintaining cost account as required to prepare cost forecast.

Maintaining payroll function for the construction management staff.

Ensuring proper communication between main office and the site office.

Providing in-country procurement services, if required.

Obtaining and maintaining insurance coverage.

Preparing reports to determine insurance premium for worker’s compensation, public liabilities, property damages and other insurance coverage.

Co-ordinating various insurance programmes.

Preparing financial report as required.

Providing other administrative services and support for the construction, as required.

d) Material Services :

Material Services include receiving, inspecting, sorting and issuing materials and equipments, establishing procedures to meet site conditions and preparing report to inform others of material delivery status.

Following functions shall be included in Material Services -

Checking the receipt of material for quality and condition.

Preparing Receiving Report.

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Segregating shipment for transportation to various camp sites.

Maintaining cards showing quantity received and issued and stock-on-hand.

Conducting physical inventories, if required.

Preparing material status report.

Segregating various classes of material and setting-up security areas for specified items to reduce loss and pilferage.

Developing from and report for requisition, control and issue of material.

Reporting receipt, quantity and condition of material against purchase order and vendor’s packing list, etc. to account for payment of invoices.

Notifying vendor of delayed materials.

e) Planning and Control :

Planning and Control include obtaining data for preparation of project schedule and budgets, periodic updating of schedules and budgets to reflect actual progress and cost and implementing various schedules and cost engineering techniques to ensure project completion in time and within budget.

Following functions shall be included in Planning and Control Services -

Obtaining information for preparing all schedules.

Co-ordinating with the superintendents during preparation and revision of all schedules.

Preparing detailed schedule, if required.

Monitoring progress of the entire project.

Reporting to construction manager any significant variation in actual performance from the schedule and suggesting methods of corrective action.

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Preparing progress report.

Preparing project account code.

Preparing periodic report showing commitment to date and forecasting final cost versus budget.

Preparing cost trend when a deviation from the budget is apparent.

f) Labour Relations :

Labour Relations consist of all personnel functions for Construction Management Staff. Supervision of labour relations pertain to the execution of contract, establishing and monitoring safety programme and executing a security programme in accordance with the project policy.

Following functions shall be included in Labour Relations Services –

Establishing policy and procedures for personnel management.

Establishing labour relations, arbitrating as deemed appropriate in case of any labour dispute.

Issuing periodic safety report and recommending and enforcing correction to unsafe practices.

Preparing and processing accident report.

Arranging for and monitoring the security of all construction activities as required.

3. QUALITY CONTROL AND ASSURANCE –

We utilize many unique systems, methods and techniques developed for effective control and assurance of quality required by contractual agreement, codes, industry standards and company policies and practices. To assure maximum control of quality, all recommended procedures and techniques are detailed in manuals and procedures to

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instruct Construction Management and Field Superintendent as well as all assurance and quality control engineers.

Our programme is based on three distinct functions with unique requirements and qualified specialists. The three functions are :

Quality Assurance. Quality Control. Inspection.

a) Quality Assurance :

Quality Assurance Engineer checks the quality control and inspection records to make certain correctness of quality requirements, correct interpretation and inspection as well as proper documentation. He also ensures that the quality control problems are brought to the attention of Construction Manager.

b) Quality Control :

Quality Control Engineer is responsible for publishing quality control procedure to comply with the requirements of quality control and to assure that the system is constructed in accordance with good construction practices. Procedures state the measurements and tolerances of the tools / equipments and techniques to be used to complete the inspection for acceptance of the item. All these procedures are reported and properly documented.

c) Inspection :

Inspection Engineer is responsible for directly checking the accomplished work and work-in-progress. He verifies that the work is accomplished in accordance with quality control procedures and that it complies with the requirements in quality and quantity. The Inspection Engineer is responsible for making the observations, accepting the work and completing the documentation, which reflects this acceptance. He is also responsible for notifying the proper authority when the work does not comply with the requirements and threatens to cause a delay in schedule. He uses tools and equipments as specified by the Quality Control Procedures.

7- SITE STORE MANAGEMENT

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Main Functions of Store1. Receipt of Material2. Verification for Quality and Quantity 3. Record keeping of Receipt, Unloading and Issue4. Safe and proper Storage of material so that any thing is easily retrievable5. To maintain minimum level of inventory if necessary6. Supplier’s Bill Certification7. In case some receipts and issues are debit-able, then make necessary notes8. To comply with various formalities of Excise, Sales Tax / VAT and Road

Permits etc.9. Packing and Transporting - if necessary10. Re-conservation if needed11. Requirements of Insurances and Claims as may be necessary

HOW SITE STORE & MANUFACTURING STORE DIFFERS Types of Material is Different for Project and that for

Manufacturing Repetition is very less Capital Goods form a major part Project Store is Temporary Material Flow/Consumption Pattern is Different. Wastage/Scrap generation is very high Material Codification is less important

Various types of Stores:Bulk Material StoreCapital Equipment StoreElectrical Item StoreStationery StoreConstruction Equipment StoreLiquid / Chemical / Paint StoreMachine Part StoreGas Cylinder StoreSteel Raw Material StoreCovered Store for Cement etc.Consumable StoreScrap Store

Various Records to be maintained by Store:

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1. Material Entry Register2. Incoming Details’ Record

a. Suppliers’ Invoicesb. Road Permitc. Incoming DCd. Incoming Excise Recordse. Material Rejection Recordf. Suppliers’ Invoices Certificationg. Location Identification of material for very Large Stores

3. GRIN4. Stock Register5. Daily issue Register6. Register of Local Purchase7. Register of Issue / Dispatch8. Local Purchase Register9. Shelf Life / Re-conservation Plan10. Cost Centre/Contractor wise Consumption Register – Item Wise11. Cost Centre/Contractor wise consumption cost register if needed – Item Wise12. Insurance Related Records

Now we can Develop Various Formats. How ever for reference few forms are made available.

LOCATION SELECTION/LAYOUT1. Centrally Located with proper approach2. Enough Covered/Open Space 3. Well Ventilated4. Proper Stacking Arrangements5. Well Segregation of Different Types of Materials to be Stored/Handled6. Safety Precautions

STORE TAKES CARE OF MATERIAL’S RECEIPT, RECORD, STORAGE AND ISSUE. NOW FEW TIPS REGARDING STORE MANAGEMENT:

1. TAKE CARE TO PREVENT a. PHYSICAL DAMAGEb. THEFT / PILFERAGEc. OBSOLESCENCE (SHELF LIFE EXPIRY)d. IDENTITY- LOSS OF MATERIAL

2. SEGREGATE TOTAL STORES ON FOLLOWING LINESa. VOLUME OF MATERIAL

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b. COSTc. CONSUMPTION PATTERN i.e. FAST MOVING OR SLOW MOVINGd. SUSPTABILITY TO WEATHERe. SUSPTABILITY TO THEFTf. FLAMMABILITYg. EXPLOSIVENESSh. RADIOACTIVITYi. AREA OF CONSUMPTIONj. CRITICALITY FROM WORK CONTINUITY POINT OF VIEW

SOME IMPORTANT TIPS REGARDING SAFETY

1 – Keep First Aid Box at proper place and teach Basic First Aid to every one2 – Keep Adequate numbers of Fire Fighting Equipments and conduct Training Programs3 – Insist for Safety Gadgets i) Safety Shoes

ii) Safety Gogglesiii) Face Maskiv) Safety Belts

v) Safety Helmetsvi) Welding / cutting Hand Glovesvii) Welding Screens

4 – Always keep torches / Emergency lights handy5 – Never allow loose electrical connections6 – Always use Grinding machine Wheel Guards7 – All lifting tackles & Equipments should be certified for Load Bearing Capacity by competent authority at least in the beginning of Site8 – Check License of all drivers / Crane Operators9 – All dangerous openings / working Places should be Barricaded10 – Display all important Contact phone nos. prominently at convenient places.11 – Always insist for Load Chart at the time of hiring any Crane. Never believe on their words.

8 - BILLING

Site Invoicing depends on Type of Project, Price Structure (whether Taxes & Duties are included in price), Supply & working methodology and Payment Terms. It can be classified into following categories:

A- Invoicing for Supplies B- Invoicing for Services / Labor JobsInvoicing for Supplies attracts various taxes and duties where as for Labor Jobs it is Service Tax

Civil works on only - unit labor rate basis – for this site measurement has to be certified at site in MB

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Civil work including material supply on Total LS Basis – for this work done is to be certified at siteTotal Plant Supply – for this Billing Breakup (based on Mile Stones) is prepared, got approved by client, then Mile Stone Wise Invoicing is doneFor Direct Bought-out some times Sale in Transit is preferred.

Records Needed for Site Billing

Authorization of person concerned Contract Documents

Billing BreakupMeasurement BooksRegistration under appropriate categories of Taxes

Total Payments are usually broken up as follows:Advance with OrderPayment Against submission of DrawingsPayments Against Site MobilizationPayment against material supplyProgressive Pro-rata Payment on completion of part work Payment after work is completePayment after Trials are overPayment after Performance Guarantee Run are accepted

Depending on Size of Project and Policies of Organization first decide whether all Invoicing will be from HO or Site.

Deciding Factors:1. Size of Project2. Value of Project3. Organizational Policies4. Duration of Site Activities5. Payment Terms6. Facilities available at site7. Taxes and Duties8. Payment mode of Client9. Location of Bankers

Some Organizations prefer all Invoicing from HO only where as for some all Supplies are billed from HO and Labor works are invoiced from Site.

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Requirements for Invoicing:- Appropriate Staff for Measurements Proper Infrastructure for Record Keeping Proper Knowledge about Taxes and Duties Correct understanding about Contract Terms & Conditions

Advantages of HO BillingCentralized RecordingHO gets Automatic confirmation of Progress Better control on over all Cash FlowBetter management of Tax BurdenBetter management of Bank Facilities

Coordination with HO

1 – Communication2 – Reporting

ProgressCommercialRequirements of Material/ResourcesTechnical Clarifications/ModificationsDiscussions/MOM

3 – Movement of Materials4 – Movement of Personnel5 – Movement of Documents 6 – Queries regarding suppliers/contractors & their services

IT SHOULD BE ONE TO ONE COMMUNICATION ONLYThe Project Manager at Site should communicate with one Designated Coordinator in HO and vice versa.

Procedure:1. Make Inward and Outward Register of Documents Flow2. Freeze Style and procedure for giving Reference No. 3. Decide types of various Reports4. Decide Formats of various Reports5. Decide frequency of Reporting6. Decide recipient of reports7. Make Guidelines for Mode of Dispatch of Reports/Documents

In spite of availability of Mobile Phones / e mails, Importance of Records of Dispatch and Receipt is not reduced. On the contrary, some ISO procedures demand serial references of all communications and Proof of Receipt

Various Reports:

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Man Power ReportWork Progress ReportReport of Submissions of Documents to clientInvoicing ReportReport of Discussions with clientReport of Material Movement

InwardOutward

Report of various Statutory Requirements Stock StatementReport of ExpensesBudgetReport of Vehicle movement and expensesAccident Report

TYPICAL SITE REPORTINGTYPICAL SITE REPORTING SCHEDULESCHEDULE

Sr. No.

Report To Responsibility / sender

Mode of Despatc

h

Frequency

1. Site Report HOD Site In Charge Fax/e

mail

Daily

2. Site Account HOD Site In Charge / Commercial Officer

Courier 2nd & 17th of Every Month

3. Copy of Site Vehicle LogBook

HOD Site In Charge / CO.

Courier Monthly on 2nd

4. Copy Constn. Eqpt. LogBook

HOD Site In Charge / CO.


5. Site Staff Attendance Record

P&A Site In Charge / Commercial Officer


6. Site Labour Attendance / OT Record

HOD Site In Charge / CO

Courier Monthly on 3rd

7. Summary of Labour Attendance & OT


Fax / e mail

Monthly on 1st

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8. Copy of Inward Register


Courier Monthly on 1st

9. Er. Equipment List


Courier Monthly on 10th

10. Site Fund Requisition

HOD Site In Charge Fax e mail

Monthly on 25th

11. Accident Report HOD(if necessary

even at Residence)

Site In Charge Phone / Fax / e

mail

Immediate

12. Receipt of Damaged / Short Consignment

HOD / Stores

Site In Charge / CO

Fax e mail

Immediate

DE-MOBILIZATION OF SITE

IT ALL DEPENDS ON TYPE AND SIZE OF PROJECT

Major Activities:1. Obtain work completion Certificate2. If it is a Process Plant then Hand over site to Commissioning Team3. Complete following:

a. Invoicing b. Material Reconciliation c. Certification of Measurementsd. Certification of Subcontractors’ bills & make their Final Bille. Get Subcontractors consent of Final Summery including Debit/Credit

Notes if any.f. Close Site Account / Bank Accountg. Make Final Summery of all pending Pointsh. Ensure that all subcontractors have paid Full & Final Payments to their

labors and take their undertaking to this effecti. Take All Dues Cleared Certificate from your direct suppliers as well as

from those which supplied to Subcontractors.j. Serve Proper Notice of Closure of all Activities to all Concerned Govt.

Departments.k. Ensure that all Telephones / Mobiles are suitably returned / disconnected

( if not done this can be very serious HAZARD in future ) l. Dispose off Scrap as per Company Policy.m. Make a detailed report of Pending Insurance claims.n. Segregate All Documents as below and take appropriate action:

i. Commercial Documents to be Preserved and sent to HO with List and Receipt

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ii. Contractual Documents to be Preserved and sent to HO with List and Receipt

iii. Documents to be handed over to Client with Receipt – make a copy to be sent to HO

iv. Documents which can be destroyedo. Discontinue hired vehicles etc. and vacate Hired Residencesp. Demolish or Hand over all temporary construction to client as may be

required.q. Retrench all Temporary staff / workers hired directly.

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