Project Procedure IMP 16
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Transcript of 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
Version: 0.0; Issue Date: 09/10/2012
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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Ref No: IMS‐PJ‐03
Version: 0.0; Issue Date: 09/10/2012
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Ref No: IMS‐PJ‐04
Version: 0.0; Issue Date: 09/10/2012
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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Ref No: IMS‐PJ‐05
Version: 2.0; Issue Date: 12/06/2014
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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Ref No: IMS‐PJ‐06
Version: 0.0; Issue Date: 09/10/2012
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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Ref No: IMS‐PJ‐07
Version: 1.0; Issue Date: 12/06/2014
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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Ref No: IMS‐PJ‐08
Version: 0.0; Issue Date: 09/10/2012 Commissioning Request
Ref. : Date :
To : Fax :
Attn. :
From :
Project : Plot # :
Client : Area :
Consultant :
Description
…………………………………………………………………………………………………………………………………………………………………
…………………………………………………………………………………………………………………………………………………………………
…………………………………………………………………………………………………………………………………………………………………
…………………………………………………………………………………………………………………………………………………………………
……………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………
…………………………………………………………………………………………………………………………………………………………………
…………………………………………………………………………………………………………………………………………………………………
…………………………………………………………………………………………………………………………………………………………………
…………………………………………………………………………………………………………………………………………………………………
…………………………………………………………………………………………………………………………………………………………………
…………………………………………………………………………………………………………………………………………………………………
………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………
For any assistance at site, please contact
Mobile No.
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Ref No: IMS‐PJ‐09
Version: 1.0; Issue Date: 12/06/2014
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
Ref No: IMS‐PJ‐10
Version: 0.0; Issue Date: 12/10/2013
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