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INSTRUCTIONS FOR GENERATING THE PROJECT COMPLETION REPORT

Purpose
The purpose of preparing a Project Completion Report (PCR) is to record all the salient features of a
completed contract so that it becomes a referral for statistical data, best practices and lessons for future
contracts.

Scope
The PCR should record the various data and details as per the standard format attached from inception
to completion / substantial completion of the project. It need not wait for the final handing over or
receipt of completion certificate.

Responsibility
It is the responsibility of the Project Head to ensure that the PCR is prepared and sent to Division Head
for final approval and onward transmittal to the Document Controller / Library and Estimation
Department as per the flow chart shown hereunder. In case a Project Head is withdrawn from the
project in the midway, he should get the PCR prepared with data since inception and till that point of
time and hand it over to his successor. The Successor will ensure that the subsequent data are entered
and the final PCR is sent to Division office / HO.

Target date for submission

The PCR is to reach the Division Head within 15 days of substantial completion and Division Head is to
hand it over to the Document Controller / Library and Estimation Department within 15 days thereafter.

• Project Information

1. Name of the work :

2. Location of Project :
3. Type of Contract :
4. Name of Owner/Employer :
5. Name of Consultant :
6. Name of Main Contractor :
(in case this is a Subcontract)
7. Date of award of Contract :
8. Contractual commencement date :
9. Actual commencement date :
10. Original Contract duration :
11. Original completion date :
12. Actual completion date :
13. Actual Contract duration :
14. Original Contract value :
15. Final Contract value -
BOQ amount :
Extra items amount :
Escalation payment :
Total amount :

• Salient features of the Project - Technical

• Scope of work
[Describe the scope of work to give an idea of the nature and magnitude of the project]

• Major items of work and quantities executed

Sl.No. Item Unit Qty.
1.
2.
3.
4.
5.
6.
 • Methodology for important activities
[Detailed methodology complete with drawings to be furnished as attachments]

Annexure I(a) : Methodology for ………….

Annexure I(b) : Methodology for ………….

Annexure I(c) : Methodology for ………….

• Name of design and build activities, if any

[Details of permanent works requiring our design are to be furnished]

• Name & address of external designers engaged

[external designer engaged for item (d) above]

Major constraints (technical) encountered and how these were

managed

• Salient features of the Project - Commercial

• Important Contract conditions

Sl.No. Heading Contract provisions in brief
1. Performance Guarantee
2. Mobilization Advance
3. Recovery of Mobilization Advance
4. Material / Secured Advance
5. Recovery of Secured Advance
6. Delay damages / LD
7. Bonus for Early Completion
8. Payment terms
9. Compensation for delayed payment
10. Retention / Security Deposit
11. Employer’s material
12. Price Adjustment
13. Scope / Quantity variation
14. Change in legislation
15. Electricity & water
16. Space for camp & office
17. Suspension & its consequences
18. Insurances
19. Dispute resolution
20.

• Statement of monthly Bills

Refer Annexure II(a) attached

• Final cost of the project & Comparison with Tender FTS

Refer Annexure II(b) attached.

• Risks review
[Review the Risks identified in FTS as well as the mitigation measures considered and
compare those with actuals]

• Brief details of major Commercial issues and how these were managed
[Furnish details of claims converted to Extra Items/Variations. Claims remaining as
disputes are not be mentioned here]

• Resources deployed

• Manpower
• Site organogram (only key team – Project Head and next level reporting to him)
Refer Annexure III attached

• Staff deployed
Sl. Responsibility Name Designation Duration Man-month Remarks
No. (months) provided in
FTS
1. Project In-charge Mr.------ DGM 23 20 AGM in FTS
2. Execution M 20 22
Mr.-----
3. Mr.------ AM 25 No AM in FTS
4. Mr.------ E 15 40
5. Mr.----- AE 22 18
6. Commercial
7.

• Workmen deployed (Muster roll)

Sl. Description Category Numbers Man- Man-month Remarks
No. months provided in
FTS
1. Plant operators H.Sk.
2. Sk.
3. Welders
4. Mechanics
5. Mech.Helpers
6. Electricians
7. Elect.Helpers
8.
9.

• Sub-contractor’s / PRW’s workmen deployed

Refer Annexure IV for month-wise deployment data.

• List of major Sub-contractors & their scope of work including performance rating
in 1-5 scale
Refer Annexure V.

• List of major PRWs & their scope of work

Refer Annexure VI.

• Major Plant & Equipment deployed vis-à-vis FTS provision

Refer Annexure VII*.

*Use the following format:

Sl. Name of Own / hired Numbers Machine- Machine- Remarks

No. Plant/Equipment months months
& capacity provided in
FTS
• Temporary works – Technical Note (attach as built drawings)

• Temporary Site Installations

Layout of office complex, casting yard, crusher unit etc. : Refer Annexure VIII attached.

Plan and sections of office, store, laboratory, labor hutments etc. : Refer Annexure IX attached.
[Mention unit costs]

• Enabling works
• Gantry, truss etc. fabricated for the project
Refer Annexure X attached. [Furnish scheme and drawings with BoM]

• Shuttering & Scaffolding mobilized for the project

Refer Annexure XI attached.

• Quality Control
• Achievements
[Highlight the innovations, improvements etc.]

• QAP developed at project

• Problems and remedies

[Problems associated with local materials, climatic conditions, constructability etc.]

• Project Performance – progress of work

• Mile Stones and achievements
Sl. Mile Details Initial date Revised Achieved on Remarks
No. Stone no. date
1.
2.
3.
4.

• Progress and program of work

Refer Annexure XII attached for Tender program vis-à-vis actual (major items/activities)

Refer Annexure XIII attached for Construction schedule (CPM Network) along with WBS.
[Furnish soft copy also]

• Statistical Data
• Cycle time of major activities
Sl. Main Activity Sub Activities Quantity Average Remarks
No. duration
1. Bridge 24 cum Day 1
foundation Excavation
(open)
a) PCC 1.5 cum Day 1
b) Re-bar 1.8 MT Day 2
c) Fixing of shuttering 16 sqm Day 3
d) Concreting 15 cum Day 3
e) Removal of shuttering 16 sqm Day 4
2.

• Maximum production achieved in major activities

Sl. Activity Resources deployed Maximum production Remarks

No. In any shift In any
month
1. Concrete Stetter BP-30cum – 1 230 cum 4700 cum
production no.
6cum TM – 8nos
 2. Crusher 1900 MT 43000 MT
production Metso 250TPH – 1no.
3. Bored Piling
4. Driven piling
5.
6.

• Plant output – major plant

Sl. Activity Plant used Recorded output Remarks
No. Name Capacity Maximum Average
1.
2.
3.
4.
5.
6.

• Wastage of major building materials

Sl. Material Unit Actual Theoretical Wastage % Remarks
No. consumption consumption wastage
(1) (2) (3) (4) (5) (6)=(4)- (7)=(6)/(5) (8)
(5)
i. Cement
ii. Boulder*
iii. Stone Aggregate
iv. Sand
v. Re-bar**
vi. Stressing cable
vii. Bitumen
viii.
*If used in crusher, difference between input and output.

** Wastage may be shown separately towards rolling margin, scraps generated and
unaccountable wastage

• Wastage of S & S materials

Sl. Item Size/type Unit Qty Qty Wastage %
No. Mobilized Returned Wastage
(1) (2) (3) (4) (5) (6) (7)=(5)-(6) (8)=(7)/(5)

i. Shuttering Plate 1200x600 No. 4320 4015 305 7%

 ii. Shuttering Plate 1000x500
iii. H-frame

iv. Adjustable prop

v. Pipe
vi. Cuplock
vii. Coupler
viii. Stirrup head
ix. Base plate

• GTE consumption - Inventory data

Sl. No. Inventory dated Value of GTE consumption Remarks
(Rs.Lacs)
1.
2.
3.

TOTAL
% of Contract value/TO

• Indirect Material (IDM) consumption

Value of IDM* consumed = Rs.-----Lacs [-------% of Contract value / TO]

*Items generally not specifically shown in Estimate/CTC

• Claims

• Claims already lodged

Sl. Brief Description Amount Status Remarks
No.
1.
2.
3.
4.

• Claims yet to be lodged

Sl. Brief Description Amount Status Remarks
No.
1.
2.
3.
4.

• Safety Records
• Injury Summary
Description PTD
Fatalities
Other Reportable Injuries
Minor Injuries
Turnover (Rs.Crores)
ITR

• Achievements / Appreciations

• Lessons Learnt
[List down important observations which will be useful for improving our performance in the next
project]
 • Recommendations for improvement

• Technical

• Methodology

• Progress of work

• Cost

• Contractual matters

• Administrative issues

• Future business prospect with same Client & Engineer

• Feed Back from strategic partners (Client and Subcontractors)

indicating areas of improvement, view on future partnership etc.

• Contact details of Client’s & Consultant’s officers

• Photographs