16.02-GuideLines for Preparing Weekly Project Performance Report (Rev-7)

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GUIDELINES FOR PREPARATION OF WEEKLY PROJECTPERFORMANCE REPORT

Annexure 01Rev 07

Date: May 13, 2004

Cut Off Date Mention the date till which data in the Weekly Project Performance Report is valid. This

date should correspond to the last working day of last week.

Report Date Mention the date on which the Weekly Performance Report has been compiled.

1. Proe!t S!"e#u$e%

1.1. ontractual !tart "ate Mention here project start date as per contract.

1.&. ontractual ompletion "ate Mention here project completion date as per contract. This date

can only be revised if client approves time e#tension in writing.

1.'. $#pected ompletion "ate Mention here e#pected completion date of the project as

forecasted.

&. Pro(re))%

&.1. This Week %&'

(.).). *riginal Plan Mention plan &age for the week as per *riginal Plan %ontractual'. This

figure will be taken from "PM! report.

(.).(. +.,. Plan Mention plan &age for the week as per +atest ,orecast Plan %Revised -greed

Plan with lient'. This figure will be taken from "PM! report.

(.).. -ctual Mention -ctual Progress &age for the week. This figure will be taken from

"PM! report.

&.&. Project To date %&'

(.(.). *riginal Plan Mention Project To "ate plan &age as per *riginal Plan %ontractual'. This

figure will be taken from "PM! report.

(.(.(. +.,. Plan Mention Project To "ate plan &age as per +atest ,orecast Plan %Revised

-greed Plan with lient'. This figure will be taken from "PM! report.

(.(.. -ctual Mention Project To "ate actual progress &age. This figure will be taken from

"PM! report.

&.'. Project Man/hours

(..) *riginal / Mention discipline/wise total project man/hours as per *riginal Plan that was

basis of 0-pproved Project 1udget2. The man/hours should include both "escon and

subcontractor man/hours.

(..( +atest ,orecast Mention discipline/wise total project man/hours as per +atest ,orecast

Plan. The man/hours should include both "escon and subcontractor man/hours. 3t may

please be noted that for calculating +, ,orecast man/hours change in original standard man/

hours per unit is not allowed. -ny change in original project man/hours should be due tovariation in 4uantities.

Attachment 16.2


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Annexure 01Rev 07

Date: May 13, 2004

&.*. $fficiency

(.5.). This week Mention overall Project efficiency for the week. This figure will be taken from

"PM! report.

(.5.(. To date Mention overall Project To "ate efficiency. This figure will be taken from "PM!

report.

'. Pro!ure+e,t Statu)%This status is up to the end of last week'

'.1. Pro!ure+e,t -e!$u#/,( S/te Fa!/$/t/e)0 %3ncludes Project !pecific 3tems6 onsumable and

P*+ only'

.).). Total 1udget This figure is taken from -pproved Project 1udget and is sum of tota$

u#(ete# pro2/)/o,for Project !pecific 3tems %"irect Materials'6 "irect onsumable6 P*+

of onstruction $4uipment and P*+ for vehicles only.

.).(. 1udgeted against actual to/date progress Mention the budgeted procurement amount

against actual to/date progress %(.(.'. This should include Project !pecific 3tems %"irect

Materials'6 "irect onsumable6 P*+ of onstruction $4uipment and P*+ for vehicles only.

Please refer to -ttachment ).

.).. -ctual umulative %-s of +ast Week' This figure is amount of total P*s issued for

purchase of Project !pecific 3tems %"irect Materials'6 "irect onsumable6 P*+ of

onstruction $4uipment and P*+ for vehicles only.

.).5. 7ariance 3t is difference of .).( and .).

.).8. Total $#pected -t ompletion This is total procurement for Project !pecific 3tems %"irect

Materials'6 "irect onsumable6 P*+ of onstruction $4uipment and P*+ for vehicles only6

e#pected at completion of the project.

'.&. Pro!ure+e,t -For S/te Fa!/$/t/e) o,$30

.(.). Total 1udget This figure is taken from -pproved Project 1udget and is sum of tota$

u#(ete# pro2/)/o, for !ite ,acilities Project !pecific 3tems %"irect Materials'6 "irectonsumable6 P*+ of onstruction $4uipment and P*+ for vehicles only.

.(.(. 1udgeted against actual to/date progress Mention the budgeted procurement amount for

!ite ,acilities against actual to/date progress %(.(.'. This should include Project !pecific

3tems %"irect Materials'6 "irect onsumable6 P*+ of onstruction $4uipment and P*+ for

vehicles only. Please refer to -ttachment ).

.(.. -ctual umulative %-s of +ast Week' This figure is amount of total P*s issued for

purchase of !ite ,acilities Project !pecific 3tems %"irect Materials'6 "irect onsumable6 P*+

of onstruction $4uipment and P*+ for vehicles only.

.(.5. 7ariance 3t is difference of .(.( and .(.

Attachment 16.2


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Annexure 01Rev 07

Date: May 13, 2004

.(.8. Total $#pected -t ompletion This is total procurement for !ite ,acilities Project !pecific

3tems %"irect Materials'6 "irect onsumable6 P*+ of onstruction $4uipment and P*+ for

vehicles only6 e#pected at completion of the project.

*. F/,a,!/a$ Statu) / %This status is up to the end of last week'

*.1. urrency Mention currency for the financial figures %Rs.6 9! :6 -$"6 ;R6 !R etc.'

*.&. *riginal ontract 7alue Mention ontract value as given in signed contract with the client.

*.'. +i4uidated "amages %ontractual' Mention figure as per +" clause in the contract.

*.*. 3nvoice !ubmission "ate %-s Per ontract of last invoice' Mention contractual submission date

for last invoice submitted.

*.4.-ctual 3nvoice !ubmission "ate %+ast 3nvoice' Mention actual submission date for last invoice

submitted.

*.5. Progress 3nvoice %This covers only progress invoice /,!$u#/,(e#tra work figures e#cluding all

advances'

5.ive total figure for -ctual and -ccrued 3nvoices.

5.


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Annexure 01Rev 07

Date: May 13, 2004

5.@.


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Annexure 01Rev 07

Date: May 13, 2004

*.19.*utflow

5.)C.) -ctual *utflow Mention all payments made to date. This includes payments

made to employees6 contractors6 suppliers etc.

5.)C.( 1udgeted against to/date actual progress / Mention the total budgeted inflow

against actual to/date progress %(.(.'. ,or details6 please refer to -ttachment ).

5.)C. 7ariance !ubtract 5.)C.) from 5.)C.(.

*.11. Receivable %$#cluding Retention Money' Mention all payments due from client

e!$u#/,(Retention Money.

*.1&. Payable Mention all payments due to employees6 contractors6 suppliers etc. This

/,!$u#e)Retention Money payable to contractors6 suppliers etc.

*.1'. >ross *perating?Working apital This is also called urrent -ssets and is sum of the

followingJ

5.).). Receivable %,rom lient'

5.).(. 3nventory %P!3 = onsumable = P*+'

5.).. Retention Money with lient

5.).5. ash in hand and 1ank 1alance

*.1*. Get *perating?Working apital This is obtained by subtracting urrent +iabilities

from urrent -ssets %or >ross *perating?Working apital'. urrent +iabilities is sum of the

followingJ

5.)5.). Payable %To employees6 contractors6 suppliers etc.'

5.)5.(. Retention Money Payable %To contractors6 suppliers etc.'

5.)5.. -ccrued $#penses Payable These are e#penses incurred but not yet paid.

5.)5.5. +etter of redit %+?' payable to banks.

*.14. 3nventory

5.)8.). 3nventory %P!3 = onsumable = P*+' Mention inventory for P!36 onsumable and P*+

from !tore !ystem %G!T*R$ or !1T/3*G'

5.)8.(. 3nventory %!caffolding = !huttering = Tools' Mention inventory for !caffolding6

!huttering6 Tools from !tore !ystem %G!T*R$ or !1T/ 3*G'

5.)8.. 3nventory %$KP parts' mention inventory for $KP parts from !tore !ystem %G!T*R$ or

!1T/3*G'

5.)8.5. 3nventory %Total' mention total for all inventory heads mentioned above.

Attachment 16.2


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Annexure 01Rev 07

Date: May 13, 2004

4. :ua$/t3 Co,tro$

4.1. GRs 3ssued Mention total no. of GRs generated during the reported week and from project

start.

4.&. GRs losed / Mention total no. of GRs closed from project start.

4.'. -Rs 3ssued Mention total no. of -Rs generated during the reported week and from project

start.

4.*. P-Rs 3ssued Mention total no. of P-Rs generated during the reported week and from project

start.

5. ;SE

5.1. +T3 %+ost Time 3njury' / Mention total no. of +T3 incidences reported during the reported week and

from project start.

5.&. RW3 %Restricted Work 3njury' / Mention total no. of RW3 incidences reported during the reported

week and from project start.

5.'. ,irst -id / Mention total no. of ,irst -id cases reported during the reported week and from project

start.

5.*. Gear Miss / Mention total no. of Gear Miss incidences reported during the reported week and

from project start.

6. A,a$3)/)%-ctual figure should be reported up to two decimal places and in absolute currency figure

%say -$" per man/hour'6 not in thousands or millions'

6.1. Revenue per $arned MH %1udget -verage' / Mention total budgeted revenue divided by total

original budgeted man/hours %including sub/contractor'. 3t can be calculated as %5.


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Annexure 01Rev 07

Date: May 13, 2004

6.7. Total ost %Without P!3' per $arned MH %1udgeted To/date' / 3t can be calculated as 5.@.)C?

E%(..) L (.(.'?)CCF

6.8. Total ost %Without Materials' per $arned MH %-ctual To/date' / Mention Total %-ctual = -ccrued'cost todate %Without P!3'6 divided by earned man/hours. 3t can be calculated as [email protected]?E%(..( #

(.(.'?)CCF

7. Co++e,t) o, 2ar/a,!e) -/f a,30 >ive your comments on variances from the budget?target. -nyother comments6 which have relevance with the weekly performance report6 may also be included.

Attachment 16.2


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Annexure 01Rev 07

Date: May 13, 2004

Atta!"+e,t 1

;o< to !a$!u$ate u#(ete# tota$ 2a$ue) a(a/,)t a!tua$ to=#ate pro(re))>

There could possibly be many different ways of calculating this value6 but the basis of this calculationM9!T be the approved project budget on "escons standard format. -ny method can be adopted forcalculating this value6 provided the method has sound mathematical basis.-s an e#ample6 we propose a method for calculating budgeted revenue against actual to/date progress.%Please note that for simplicity values for a few months have been taken.'

1asic 3nformation e#tracted form 1udget !ummaryJ- 1 C D "

Month N 5 4 5 @

umulativeProgress%&'

O ).(5 1.6 '.1 O

umulativeRevenue

O )CC 149 &99 O

$#ample aseJ

+ets assume that we desire to calculate budgeted cumulative invoice against actual to/date progress of(&. 3n this case6 we can easily note that the progress of (& lies between cumulative progress in columns and ". This implies that the corresponding cumulative revenue value also lies between correspondingvalues in columns and ". Gow the following e4uation can be used to calculate 1udgeted Revenueagainst (& progressJ

1udgeted Rev. at (& progress D um Rev. in C = %-ctual Progress um. Progress in ' L %um. Rev. in " um. Rev. in '

%um. Progress in " um. Progress in '

D )8C = E%( / ).@'?%.) / ).@'F L %(CC )8C' D )

16.02-GuideLines for Preparing Weekly Project Performance Report (Rev-7)

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