Project Procedure IMP 16

8/18/2019 Project Procedure IMP 16

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AMENDMENT SHEET

ISSUE/

REV. #

SUBJECT OF THE AMENDMENT REVIEWED BY

& SIGNATURE

AUTHORIZED BY

& SIGNATURE

DATE

1/0 First Issue M.R MD 27/01/2013

1/1

Clause 5.3 Project Execution –

A stamp “issued for fabrication” is added. M.R MD 12/10/2013

1/1

Clause 5.3 Project Execution –

Material Delivery (SDRF): Internal Order

Equipment List

[IMS

‐PJD

‐10]

‐ PJD‐02 form has been updated. M.R

MD

12/10/2013

1/2 Forms IMS‐PJD‐05 , 07 & 09 were

updated M.R MD 12/06/2014

1/3 Forms IMS‐PJD‐05 is updated M.R MD 04/12/2014


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1. Purpose and Scope

To define the mechanism to be adopted by the Projects Department for ensuring proper

planning of Project activities and achieving practical completion on time. Ensure all Projects

administration and

construction

activities

are

identified,

planned

and

carried

out

in

a

controlled manner. Ensure Project mobilization is achieved in a smooth and timely manner

and so minimize disruption to future construction works.

Ensure that Execution, monitoring, controlling and closed out for the Projects are carried out

as Planned for the project.

To established

correlation

between

various

departments

reporting

to

Projects

Department

whose functionality either related to projects or Projects Department.

This procedure is applicable to the following operations:

1. All type of Projects jobs carried out in the site and the installation at sites.

Safe handling of products to ensure safety to products and personnel.

Control of material returned from sites.

Safety of

personnel

in

sites.

Identification of products to establish traceability.

Monitoring and measurement of integrated management system

Compliance to legal and other requirements

3. Responsibility

Project Manager:

Responsible for planning, Execution of Project, Managing Communications, Managing

Stakeholders, Managing Risks and Controlling drawings (Shop drawings & Constructions

drawings) and specifications.

Site Engineer/Supervisor:

Supervision of installation / erection jobs Coordination with client’s representative for site

inspections.

QC In‐charge:


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4. Definitions and Abbreviations

Sub‐contracting: Any job which is issued to another agency / organization, which has to be

returned to MW.

5. PROCESS

5.1 Initiation of Project

Once the Project Notification MEMO is received by Projects department from Sales

department/Management, Project Manager will depute the Project Engineer/s for the

Project, who

will

be

coordinating

with

various

departments

for

successful

completion

of

the

project.

He will look into the contract financial agreement and will raise the invoice request

(Performance Bond /bank guarantee request) accordingly.

5.2 Planning

The Project

Engineer

will

create

a project

plan/schedule

and

Project

Manager

will

ensure

that

project is planned as per Contractual Requirements and communicate to all other

departments.

Projects Department shall ensure that issues related to Procurement and Purchase, selection

of subcontractors, deployment of workforce (allocation of work force as per the project plan)

and execution at site are regularly monitored.

All necessary contract documents shall be handed over to the Project Engineer/Manger upon

his nomination (Through ‘Notification MEMO’) by Sales Department/Management. Such

documents may include but not limited to;

Terms and Conditions of Contract

Contract Specifications

Bills of

Quantities

Contract Drawings and Amendments

Plans of Existing Services

Tender Program

Site investigation report, if any

Record of Existing Site Conditions


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The Project Manager shall study the above information and the overall concept of operations

for the project work and communicate all the above to the project staff through “Kick off”

meeting with Sales.

Project Engineer

will

prepare

a drawing

and

document

list

and

will

issue

a formal

“design

request” (IMS‐ PJD‐ 02) to Design/Engineering Manager. Design/Engineering Manager will

review the list and will modify it if needed to add/remove any drawings as per requirement

he anticipated.

The Project Manager along with the Project Engineer shall provide a master execution

program/project schedule (via Primavera/MS Project/any program provided by management)

for the

purpose

of

programming,

co

‐ordination

and

future

monitoring

of

work

progress.

The

program should include all requirements related to the project activities required

contractually from start to finish, including pre‐ and post‐installation/erecting activities (e.g.

engineering, procurement, mobilization, execution, project close‐out, demobilization etc.).

The Project Manager shall submit the project Schedule, PQP (if applicable), HSE Plan (if

applicable), Drawings, Method of Statements, and Environmental Management Plan (EMP) if

applicable, to the consultant and client for approval.

Copies of document stated must be communicated and distributed to all relevant functions

for the purposes of smooth execution of projects.

The Project Manager and Engineers shall monitor the master program with a view to

procuring critical goods, materials or any subcontract order placement. Special attention

must be given to procurement lead‐in/ delivery periods. A procurement schedule (included in

Project Schedule)

should

be

drawn

up

by

the

Project

Engineer

giving

details

of

goods

/

services required and latest order dates.

Material and service requisitions related to the project shall be raised through MRF (Material

Requisition Form ‐ IMS‐PJD‐03) by project engineer with authorized signatory (MD/Project

Manager/Finance Manager) and a log to be maintained for all such request.

The project

Schedule

should

be

regularly

monitored

during

the

course

of

the

project

to

ensure that works are proceeding as programmed by Project Manager. Any deviations or

delays to the progress of the works as shown in the program shall be brought to the attention

of the General Manager for further action.

Amendment to the base line of project Schedule shall be forwarded to Consultant and Client


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Where works are behind scheduled program, Project Manager along with the Project Team

shall develop and highlight the methods to Management bringing back the delayed works on

to the track (i.e., providing extra resources, subletting the work, additional shifts, proposing

alternative materials, etc.).

5.3 Project Execution

The Project Engineer/s is/are responsible for ensuring that all necessary Project

administration works are being addressed in coordination with Project Manager. These may

include (as and where applicable);

Project correspondence

Selection of necessary Project staff by management.

Project organization chart and lines of communication

Project filing system and documentation

Necessary contract documentation

Project site layout plan

Project Quality requirement

Health and

safety

requirements

Environmental requirements

Information receipt and issue control ‐ including drawings, Materials

Staff and subcontractor induction guidelines

Preparation of method statements as applicable

Frequency of progress / co‐ordination meetings

Dates and formats for submission of payment certificate

Submission weekly

and

monthly

reports

Drawing Control Log (IMS/DN/01)

Internal Order Equipment List (IMS‐PJD‐10)

Logistics Request Form (IMS‐PJD‐05)

Project Program/schedule

Variations logs.

Project

Manager

shall

coordinate

with

various

departments

to

obtain

building

permit

and

NOCs from SEWA/DEWA/FEWA/ADWEA/Etisalat/DU, and all other related authorities if

applicable.

Land Surveying:


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Document Review:

The Project Manager / Engineer shall review all documents and drawings received and

communicate to all project stake holders.

The Project Manager and Engineers are responsible for all site mobilization activities. Prior to

mobilization, the Project Manager and Engineer should visit the site with a view to

familiarizing himself with the location and surrounding facilities.

The Project Manager and Engineers shall study the project specification, drawings and

contract documents and prepare a plan for execution works in accordance with construction

industries’ best

practice.

The

Plan

is

then

submitted

and

discussed

with

General

Manager

for

approval. Project Manager and Engineer shall coordinate with Design Team and prepare a site

layout plan which shall be submitted for consultant/client approval.

The Project Manager and Engineer shall arrange for all necessary resources to be made

available for site mobilization in coordination with various concern departments.

The Project Manager and Engineer are responsible for ensuring that all required notices (IF

APPLICABLE) to

Local

Authorities

have

been

placed

or

are

being

arranged

so

as

to

ensure

timely mobilization and avoid delays when construction work commences.

Material Delivery (SDRF):

The Project Manager and Engineer shall arrange Internal Order Equipment List [IMS‐PJD‐10]

including the Electrical Load Schedule List prior to start the material procurements.

Project Engineer will issue a “Logistics request form” (LRF) [IMS‐PJD‐05] to the logistic in‐

charge for all the material that has been received in MW store to transfer that to site for the

installations.

All site activities should be regularly monitored and controlled by the Project Manager.

Installation & Service Team:

Project Manager/Engineer will issue a request for installation [IMS‐PJD‐06] of delivered

material to the Installation & Service Manager for the installation. This form must be

accompanied by

( “ ” ) d b


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Production Team:

Project Manager/Engineer will issue a request for Fabrication [IMS‐PJD‐09] to the Production

Manager for any type of works needs to be done within the workshop. This form must be

accompanied

by

detailed

fabrication/shop

drawings

stamped

with

“ISSUED

FOR

FABRICATION” and signed by Design Department Head.

Workmanship:

All site activities should be regularly monitored and controlled by the Project Manager or his

delegated deputy for correctness of work practices. Prior to the installation, the Project

Department must

submit

“construction

drawings”

along

with

installation

request

to

the

maintenance department for the work execution. Such instruction must be approved in

accordance with Document Control procedure (IMS/MW/IMP‐01).

Payment Valuations:

The Project Manager / Engineer shall value completed works, including off ‐site works and

materials on‐site if allowed under the contract, at required intervals throughout the duration

of the contract and prepare a valuation accordingly for presentation to the Customer’s Representative. A copy of each valuation should be given to the Finance Department for

follow up purposes.

5.4 Variations initiated by Client / Consultant or by MENA Water

All instructions received from the Consultant/Client must be reviewed by Project Manager

and where

MENA

Water

considers

the

instruction

constitutes

a variation

to

the

contract

this

must be handled as detailed by contract special conditions clause and specifications.

The Variation Updates log (IMS‐ PJD‐ 07) which is used to identify, notify and track any item

that may result in time and / or cost impact is maintained by the Project Manager and Sales

Manager.

5.5 Monitoring and Control

The Managing Director shall conduct meetings at monthly basis according to project

requirement, as applicable, with all Projects Manager/team to discuss. These meetings should

be “Minuted” and distributed to all concerns. This meeting may discuss following:


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Design issues

Logistics issues

HSE issues

Variations

Payment status

Risks

Other issues related to the project

The Project Manager shall conduct monthly progress meeting with the project staff. He shall

maintain a progress report.

The Project

Manager

and

Engineers

shall

attend

weekly

and

monthly

progress

meeting

with

the consultant and client / project staff as per requirement. During this meeting the progress

and future short/long term requirements of the project will be discussed with a view to

ensuring that adequate resources are available / planned to enable continuation as

programmed or identification.

The Project Manager shall produce a report of the progress of the works and submit this to

the Client

Representative

at

the

specified

intervals,

if

applicable.

Project Manager is solely responsible for entire site and has rights to remove or take

necessary action against in‐house sub‐contractors, external sub‐contractor or client

nominated sub‐contractors if they fail to deliver quality, environment or Health and safety

requirements.

5.6 Quality Control (Inspection and Testing)

Material inspection request [IMS‐PJD‐04] shall be issued by Project Engineer in case any

equipment/part/whatsoever fabricated outside the MW factory. This inspection will be done

by internal QC department

In progress inspection request, either in client format or in MW format [IMS‐PJD‐05], shall be

raised by Project/Site engineer and forward to the client for inspection and approval. A

proper “Inspection

Log”

will

be

maintained.

In

case

of

projects

where

QC

Engineers

are

not

full time, the responsibility of Inspection will be on Project/site Engineer to obtain necessary

approval from consultant/client. The PQP forms (if applicable) shall be used.

5.7 Project Closeout


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Commissioning request [IMS‐PJD‐08] shall be issued by Project Engineer to the “Operation &

Maintenance Engineer” department.

This form should include, but not limited to, following

O&M manual of the plant

Manufacturer dossier (instruction manuals)

Control Philosophy

Electrical/ Mechanical/Process Drawings (As built/issue to construction as

applicable)

Once successful

internal

commissioning

has

taken

place

client

will

be

requested

(as

per

client’s protocol) to witness the works and for onwards handing over to the Customer or his

Representative. Such hand over and any subsequent maintenance should be undertaken in

accordance with the contractual requirements.

When all the works under the contract are complete or, where phased hand over is required

and the relevant phase is complete, the Project Manager and Engineer shall request the

Client’s

Representative

to

inspect

the

works

as

required

by

the

contract

specification

and

Local authority regulations. Where unsatisfactory works are identified this shall be recorded

as snags. Again, such elements shall be re‐inspected upon rectification. Records of the

snagging inspection and re‐inspection shall be maintained as per PQP.

When all works are complete to the satisfaction of the Client Representative the Project

Manager/ Engineer should formally request a Certificate of Practical Completion to be issued.

At such time the contractual maintenance period shall commence and contractual

maintenance shall

be

carried

out

in

accordance

with

the

contract

specifications.

At the end of the maintenance period, upon successful completion of all necessary

maintenance works the Project Manager shall formally hand over the works with no further

obligation to the contractor and request that the Final Certificate be issued as appropriate.

The Invoice shall be raised by Accounts with reference to Project Completion/part completion

as requested

by

project

engineer

time

to

time.

Inspection records shall be made available to the client upon request. The inspection records

will indicate the inspection status and authority of inspection.

Project Manager/engineer will request design department to issue “as built drawings” of the


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Operation Manuals, Warranty and Guarantees are obtained from various sub‐contractors and

submitted to the clients with acknowledgements.

6. Records

‐ Invoice/BG/PB request form [IMS – PJD ‐ 01]

‐ Drawing Request form [IMS‐ PJD‐ 02]

‐ Project Schedule (via Primavera/MS Project/any program by management)

‐ Material Request form [IMS‐PJD‐03]

‐ Material Inspection (for material fabricated outside factory) [IMS‐PJD‐04]

‐ Logistics Request Form [IMS‐PJD‐05]

‐

Installation

request

form

[IMS‐

PJD‐

06]

‐ Variation Log [IMS‐PRD‐07]

‐ Commissioning request form [IMS‐PJD‐08]

‐ Fabrication request form [IMS‐PJD‐09]

‐ Internal Order Equipment List [IMS‐PJD‐10]

Production/Project Manager/QC In‐charge/Maintenance Engineer shall maintain the

following records for the specified period:

Project schedule shall be maintained for all jobs. Retention of the record is two years after

completion of jobs.

Drawing, In‐process and Final inspection reports and third party inspection reports, if any, and

job completion report shall be maintained for two years after completion of projects.


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FORMS Ref No: IMS‐PJ‐01

Version: 0.0; Issue Date: 09/10/2012

INVOICE REQUEST

Date Invoice Req. No.

Project Project/Job No

Client Contact No.Requested For: (Please tick as required)

Bank Guarantee Performance Bond Invoice Request(BG) (PB)

Is there any Particular Client Format for BG/PB? Yes / NoIf yes, attached with request? Yes / No

Currency to be used (Please tick as required) USD AED Euro SDG Any Other

Invoicing Details Amount in Figure

Contract Amount A

Variation Contractual Amount B

New Contract Amount C = A+BInvoiced Before D

Amount to be invoiced with this

request E

Balance amount to be invoiced(after this invoice) C – D – E

Amount to be invoiced in Words(with this request)

Requested By Approved by


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Ref No: IMS‐PJ‐02


DESIGN / ENGINEERING REQUEST

Date Request. No. DR/

ProjectProject/JobNo

Client Contact No.

Any particular Specifications applicable to the contract: Yes/ No

If yes, Specifications attached: Yes/ NoContractual /Conceptual Drawings available: Yes/ No

If Yes, drawings attached with request: Yes/ No

Any Particular Requirement /Constraint from Client Yes/No

If Yes, Please specify in details

Drawings RequiredFill as per requirement (Expand as necessary)

TypeC/AB/I /F Required Date

C= Construction Drawing AB = As Built I = Info F = Fabrication

Requested By: Received By:

Name:

Signature:

Name:

Signature:


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INSPECTION REQUEST

Project/Job No Project/Job No

Request Date Inspection Date

Supplier/Manufacturer Contact Person

Contact No./Cell No. Address

LPO/Contract No.Latest/ApprovedDrawing No.

Details of Inspection Required:

Dimensional Interim Painting Final

Any Special Requirement

Observations

Inspection Result : Pass Fail

Requested By Inspected By

Project Engineer /Manager QC Engineer

To Be Filled By QC Engineer


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LOGISTIC REQUEST FORM

To be submitted 5 – 7 days prior to the required shipping dateDate IPO / LPO No.

Project PMA / SCT No.

ClientDelivery SiteContact No.

Tentative Delivery / Arrival Date:

Means of Transport: By Air By Sea By Road

Incoterms: Insurance:

All Material in Store Direct from Supplier to Client:Detail of Material:

Description of material to be Transferred/Received Attached Documents

Special ArrangementsCrane/Machinery required for loading & unloading Yes/ NoIf yes, please specify

Gate Pass/ Any particular permission required to access site: Yes/ NoIf yes, please specify Yes/ No

Requested By Received by Logistic In-charge

Material Verified by QC Material Ready and Packed by Store in-charge

Name & Signature: Name & Signature:

Date: Date:


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INSTALLATION/SERVICES REQUEST FORM

(This request to be issued at least 10 days in advance)

Date Request. No. FS/

Project

Project/Job

No

Client

Site Contact

Name & No.Installation/Services Starting Date: -------------------------------------------------------------

Date of Equipments/Materials availability at Site: ----------------------------------------Site Preparation Works Required before Start the Job? Yes/No If Yes, please specify

Requested Completion Date: -------------------------------------------------------------Drawings Attached (with Construction Stamp) 3 sets of hard copy or soft copy in pdfformat.

P&ID Mechanical Electrical Installation Manual

Specify Drawings No. attached (with Revision No’s)

Special Arrangements/Restriction by Client Any arrangements to be done by Field Services/Restriction Yes/ No

If yes, please specify

Scope of Work is attached: Yes/ No

Requested By: Received By:

Name:

Signature:

Name:

Signature:


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Variation Request Form

Date Request. No.

Project

Project/Job

No

Client

Requested by

Variation Details:

Scope Drawings Time Costs

Estimated Variation (Attach detail variation estimate with this form)

Reason of Request

Origin of Variation

Requested by Client Internal Request

If requested by Client, please specify

Name Designation

Request DateRequest ref # (Email,Letter, verbal

Request Attached Yes/No Other Details/ Risks/Payment Method

Requested By Approved by Approved by Approved by


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Version: 0.0; Issue Date: 09/10/2012 Commissioning Request

Ref. : Date :

To : Fax :

Attn. :

From :

Project : Plot # :

Client : Area :

Consultant :

Description

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…………………………………………………………………………………………………………………………………………………………………

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For any assistance at site, please contact

Mobile No.


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FABRICATION REQUEST FORM (This request to be issued at least 3 days in advance)

Date Request. No.

Project

Project/Job

No

Client Site L/C No.

Fabrication completion required date: ……………………………………………………..……………...

Drawings: with “ISSUED FOR FABRICATION” Stamp.

Fabrication Mechanical Electrical

Specify Drawings No. attached (with Revision no’s)

Special Arrangements/Restriction by Client

Any arrangements to be done by Field Services / Restriction (at site) Yes/ No

If yes, please specify

Requested by Approved by Received by Received by Works final

completed on

Works final

inspected on

Project

Engineer

Project

Manager

Production

Manager

QC

in‐charge

Production

Manager

QC

in‐charge

Dated: Dated: Dated: Dated: Dated: Dated:


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-----------------------------------------------------------------------------------------------

PRINTED VERSION OF THIS DOCUMENTS SHALL BE CONSIDERED AS UNCONTROLLED…

DISCLAIMER:

This document is the property of MENA WATER FZC. No part of this publication may be reproduced, stored in a retrieval system in any form, or transmitted by any means, without the prior written permission of M/s.

MW Managing

Director.

ISSUE / REV.: 1/ 2

DATE: 12/06/ 2014

ISO 9001‐2008, EMS 14001‐2004 and OHSAS 18001‐2007

FILE: IMP 16 Page 21 of 22



Internal Order Equipment list

Delivery date: Delivery Address Invoice Address In charge total sale

Order date Sale: total costProject: Project

Manager:Factor #DIV/0!

Product: Engineering:

Order No. Logistic

Client :

Location ForeignPurchase

Coordinator: Coverage Rate Local Purchase

conditions: Total cost Total sale Manufacturing

COST WITHOUT

OVERHEAD

Item No Sub. Item DESCRIPTION Qty UNIT PRICE IN EUROTOTAL

PRICE IN

EURO

UNITPRICE IN

EURO

TOTALPRICE IN

EURO

SUPPLIERITEM

ART

DELIVERY IN

WEEKSSTATUS

1.00 1.00

1.01

1.02

2.00 2.00

2.01

2.02

TOTAL PRICE

* MANF MANUFACTURE

REQUIREMENTS BY OTHERS *FP Foreign purchase

*LP Local purchase

*STC Stock


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-----------------------------------------------------------------------------------------------

PRINTED VERSION OF THIS DOCUMENTS SHALL BE CONSIDERED AS UNCONTROLLED…

DISCLAIMER:

This document is the property of MENA WATER FZC. No part of this publication may be reproduced, stored in a retrieval system in any form, or transmitted by any means, without the prior written permission of M/s.

MW Managing

Director.

ISSUE / REV.: 1/ 2

DATE: 12/06/ 2014

ISO 9001‐2008, EMS 14001‐2004 and OHSAS 18001‐2007

FILE: IMP 16 Page 22 of 22

ELECTRICAL LOAD SCHEDULE

S.NO ITEM CAPACITY QTY POWER SINGLE

AGGREGATE (KW)

RATED VOLTAGE

(AC/50 HZ)

CONNECTED

POWER (KW)

OPERATIONAL

POWER(KW)

DAILY RUN

TIME(H)

DAILY POWER

CONSUMPTION

(KWH/DAY)

1

2

3

4

5

6

7

8

Total Connected Load kW

35%

Spare

Load

kW

Total load A

Incomer Size A