PROJECT EXECUTION PLAN

FOR

FEASIBILITY STUDY FOR REPAIR OF 1 NO. BOX

CAISSON OF SMP, KOLKATA

DOCUMENT NO.: CSL/CKSRU/RK0006/RQ001

XX August 2020

COCHIN SHIPYARD- KOLATA SHIP REPAIR UNIT

(CKSRU)

a unit of

Report Issue and Revision Record

Report Details

Report Title: Project Execution Plan

 Project Title: Feasibility study for through repair of 1 No. Box Caisson of SMP, Kolkata

Report Ref Number: CSL-CKSRU-RK0006-RQ001 Customer Reference: Mech/C/960 dated 30.07.2020

This report is restricted to: Syama Prasad Mookherjee Port (SMP), Kolkata

Amendment Record
Revision Description of Amendment Originator/Author Signature

0 Original Issue SP

Authorisation
Revision Checked by: Authorised by: Issue Date:
0 SP RG 22-08-2020

Previous issues of this document shall be destroyed or marked SUPERSEDED

This report (including any enclosures and attachments) has been prepared for the exclusive use and benefit of the
addressee(s) and solely for the purpose for which it is provided. Save to the extent provided for in the Company's Terms and
Conditions the Company assumes no liability to the addressee(s) for any claims, loss or damage whatsoever suffered by the
addressee(s) as a result of any act, omission or default on the part of the Company or any of its servants, whether due to
negligence or otherwise. No part of this report shall be reproduced, distributed or communicated to any third party without the
prior written consent of the Company. The Company does not assume any liability or owe any duty of care if this report is used
for a purpose other than that for which it is intended or where it is disclosed to or used by a third party.

Distribution List
Name Company
Shri. Shoven Mukherejee SMP

Shri. Arnab Basu SMP

Contents

1 Introduction.................................................................................................................................. 4
1.1 General...................................................................................................................................... 4
1.2 Objectives of this PEP............................................................................................................... 5
1.3 Commercial Summary............................................................................................................... 5

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2 Project Management Framework.................................................................................................5
2.1 Policy......................................................................................................................................... 5
2.2 Project Objectives...................................................................................................................... 6
2.3 CSL Scope of Work................................................................................................................... 6
2.3.1 Preparatory Works............................................................................................................ 6
2.3.2 Thickness Gauging............................................................................................................ 6
2.3.3 Reporting........................................................................................................................... 6
2.4 Project Schedule........................................................................................................................ 7
3 Key Responsibilities of the Project Team.....................................................................................7
3.1 Roles and Responsibilities – CSL..............................................................................................7
3.1.1 Project Manager – Cornelius Soreng, AGM(CKSRU).....................................................7
3.1.2 Project Commercial Lead – Sajin P Samuel, SM(SRC)..................................................7
3.1.3 Project Safety Engineer – Sudhir Randwa, PO(Safety)..................................................8
3.2 Roles and Responsibilities - SMP..............................................................................................8
3.2.1 Project in Charge– Shoven Mukherejee, Dy CME-II, SMP.............................................8
3.3 Familiarization........................................................................................................................... 8
3.4 Third Party Verification.............................................................................................................. 8
3.5 Class & Approval....................................................................................................................... 8
4 Project Management................................................................................................................... 8
4.1 Project Organization.................................................................................................................. 8
4.2 Planning..................................................................................................................................... 9
4.3 Project Management Tools........................................................................................................9
4.4 Milestone Schedules.................................................................................................................. 9
4.5 Criteria, Codes and Specifications...........................................................................................10
4.6 Communication Plan................................................................................................................10
4.7 Meetings.................................................................................................................................. 10
4.8 Cost Control............................................................................................................................. 10
5 Document and Data Control......................................................................................................10
5.1 Master Document Register......................................................................................................10
5.2 Identification and traceability....................................................................................................11
5.3 Review..................................................................................................................................... 11
5.4 Checking.................................................................................................................................. 11
5.5 Correspondence...................................................................................................................... 11
6 Confidential Information............................................................................................................. 11
7 Finance & Accounting................................................................................................................ 12
7.1 Timesheets and Expenses.......................................................................................................12
7.2 Invoices Submission................................................................................................................ 12
8 Health, Safety & Environmental.................................................................................................12
8.1 Safety Meetings....................................................................................................................... 12
8.2 Induction Training.................................................................................................................... 12

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 8.3 HS&E Awareness.................................................................................................................... 12
8.4 Risk Identification & Management............................................................................................12
8.5 Personal Protective Equipment................................................................................................12
8.6 Enclosed Space Entry.............................................................................................................12
8.7 Incident Reporting & Investigation...........................................................................................12
8.8 Emergency response............................................................................................................... 13
Annexure A: Project Schedule......................................................................................................14

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1 Introduction
Cochin Shipyard Limited (herein after CSL) have been contracted by Syama Prasad Mookherejee Port, Kolkata
(herein after SMP) for the feasibility study of feasibility study for through repair of 1 No. Box Caisson of SMP,
Kolkata for use at NSD Lock entrance Class/Industry standards, rules and requirements. The work will be
executed by CSL-Kolkata Ship Repair Unit (CKSRU).

Scope of the study includes provide scaffolding around caisson gate, arranging ventilation blowers and lights,
portable ladders, checking the Oxygen level with gas detector in various chambers, access and removal of mud,
spot grinding and UT gauging as per Class/Industry standards and issue CSL QC reports. The report will establish
current state of the caisson gate and its feasibility study for the economical repair.

This document describes the overall project management plan from Cochin Shipyard Limited, Kochi, for the
execution of the project and how it will be organized with focus on quality delivery of the project within agreed
schedule.

1.1 General
The scope of work is to provide UT gauging of the box caisson as per Class/Industry standards and issue CSL QC
reports as mentioned in the deliverable agreed as part of contract.

The following definitions apply to this document:

CLIENT / ASSET OWNER:

CLIENT: Syama Prasad Mookherejee Port, Kolkata

SITE: NSDD2, CKSRU, Kolkata

PROJECT NO.: RK0006

WORK ORDER: Mech/C/960 dated 30.07.2020

Abbreviations:

As a guide, the following abbreviations may be found in this document:

PEP Project Execution Plan

PMT Project Management Team
PT Project Team
QMS Quality Management System
QA / QC Quality Assurance / Quality Control
HSE Health Safety & Environment
TQ Technical Query
CRS Comment Response Sheet
TBA To Be Advised

1.2 Objectives of this PEP

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The intent of this document is to identify and briefly describe the project requirements and to define CSL’s project
procedures which will be used to ensure completion of the project to the full satisfaction of the client.

It forms the foundation for the common standards, processes and procedures needed to ensure effective
management of the project scope between all parts of the project organisation.

The PEP describes how the project activities as per the agreed scope of work are to be monitored to assure
quality, safety and conformance with the requirements and specifications throughout the life of the project.

This PEP document also provides the basis for the project QHSE management system.

1.3 Commercial Summary

The commercial basis of the contract under which the work will be carried out is a lump-sum performance fee for
CSL. Full details of the commercial terms of this project can be found in the Contractual Agreement/Purchase
Order Ref. issued to CSL by SMP on 30th July 2020.

1 Project Management Framework

1.1 Policy
The CKARU project team and its partners will work together to ensure that the project is delivered safely,
economically, meeting quality and HSE requirements associated with the project.

All functions will work in accordance with the Quality, Health, Safety and Environmental (QHSE) management
systems in place at CSL. The quality management system (QMS) will comply with the requirements of EN ISO
9001:2015.

Safety will take priority over all other matters - this is to ensure that a positive safety culture is created and that
anyone working on the project can highlight safety issues and, if necessary, stop the affected operations.

Similarly, the project team will contribute to a positive quality and safety culture by:

 Using people with proven competence and continually developing their workforce’s capability and
competence;
 Ensuring that all critical phases of their project are supported by comprehensive risk management, excellent
QHSE planning and by providing all necessary support in the form of instructions, procedures, training and
physical resources;
 If necessary, use sub-contractors and suppliers with proven capabilities, ensuring that specified
requirements are met;
 Communicating openly and cooperating fully with all other stakeholders involved in the project;
 Systematically identifying improvement opportunities for the benefit of the project as a whole.
 All personnel assigned to the project shall ensure that their tasks are executed to the highest professional
standards and in accordance with both the applicable company specifications and the appropriate
procedures. CSL operates Quality Assurance Systems based upon ISO 9001:2015 and all project
personnel are required to be familiar with the essential elements of the respective systems as applicable to
their work.
 It is the responsibility of the CSL Project Manager to ensure that all work is executed in accordance with the
CSL Quality & Safety Management System in general, and this Project Execution Plan in particular.

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1.2 Project Objectives
The key objective of CSL is to ensure that the client receive professional services for feasibility study of feasibility
study for through repair of 1 No. Box Caisson of SMP, Kolkata for use at NSD Lock entrance Class/Industry
standards, rules and requirements that meets their functional requirements.

Project specific metrics are to be established by the Project Manager. Performance Indicators established
specifically for the project are listed below. These will be reported and subject to review on a monthly basis.

þ Progress update to the Client

þ The project is adequately resourced
þ Target project internal review on the project.
þ Report all concerns and complaints raised by the Client.
þ Conduct reviews at key stages.
þ Initiate one to one performance feedback session with the Client.

1.3 CSL Scope of Work

Scope of the study includes provide scaffolding around caisson gate, arranging ventilation blowers and lights,
portable ladders, checking the Oxygen level with gas detector in various chambers, access and removal of mud,
spot grinding and UT gauging as per Class/Industry standards and issue CSL QC reports. The report will establish
current state of the caisson gate and its feasibility study for the economical repair.

1.3.1 Preparatory Works

This includes:

 Providing Access to various locations of the caisson

 Arranging ventilation and lights
 Checking Oxygen level with gas detector in various chambers
 Cutting access for facilitating mud removal from internal chambers

1.3.2 Thickness Gauging

UT Gauging shall be done by IRS approved agency as per applicable IRS rule applicable. Copies of valid Class
certificate for carrying out thickness measurement, valid calibration certificate for the equipment, qualification
certificate for the technician etc. to be submitted.

Spots for UTG shall be grinded/buffed smoothly if value is not obtained at present surface condition. Quantity of
UT gauging points shall be finalised based on IRS rule requirement.

Thickness measurement locations are to be selected to provide the best representative sampling of areas likely to
be most exposed to corrosion considering cargo and ballast history and arrangement and condition of protective
coatings.

1.3.3 Reporting
Thickness measurement report shall indicate the location of measurements and original thickness as per the
drawings provided, the thickness measured, allowable diminution, diminutions in linear units as well as in %.
Reporting shall be both represented in table as well as schematically. Report is to give the date when the
measurements were carried out, type of measurement equipment, names of personnel and their qualifications and
has to be signed by the operator.

1.4 Project Schedule

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The overall project schedule is 08 calendar weeks from 4 th August 2020, the acceptance date of SMP Purchase
Order dated 30th July 2020. For further details on scheduled date for each deliverable, refer to the latest ‘Project
Schedule’ [Appendix B].

2 Key Responsibilities of the Project Team

Project Management would be carried out by the Project Management Team (PMT). The PMT would be led by the
Project Manager and shall be responsible for the successful execution of the Project. Adequate resources shall
be deployed to undertake the technical challenges and control the entire operations under the contract. The PMT
would be based at CKSRU premises in NSD, Kolkata for the duration of the project.

The following is a description of the key role / personnel in the project and the responsibilities for each individual
role.

2.1 Roles and Responsibilities – CSL

2.1.1 Project Manager – Cornelius Soreng, AGM(CKSRU)

– Define the project goals and objectives
– Approve the management tools developed for the project and potential variations or
changes
– Authorize final acceptance of the outcomes
– Has the final accountability for the project
– Management of communication lines in the project
– Day to day responsibility for the project execution & management of all project activities
– Responsible for establishing management support
– Establish all necessary functions in the project
– Continuously evaluate the project priorities and activities, & subsequently initiate changes
to the Project Execution Plan (PEP).
– Resolve issues in timely manner
– Progress Reporting
– Preparation of agendas and Minutes of Meetings (MOM) for project meetings
– Pursue and monitor that all actions from meetings are followed up
– Follow up the approval process of documents
– Responsible for QA and HSE related issues in the project and recording the issues

2.1.2 Project Commercial Lead – Sajin P Samuel, SM(SRC)

– Handles all commercials matter related to the projects
– Prepares Work Completion Certificates
– Subcontracting
– Ensuring financial control for the project
– Invoicing
– Participate in project meetings

2.1.3 Project Safety Engineer – Sudhir Randwa, PO(Safety)

– HSE responsibility
– Ensure safety at work site
– Conduct safety induction, toolbox talks
– Checking of Oxygen level in confined spaces
– Issue Access passes, safe entry permits, work permits
– Participate in project meetings
– Reports to Project Manager

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2.2 Roles and Responsibilities - SMP

2.2.1 Project in Charge– Shoven Mukherejee, Dy CME-II, SMP

– Distribute received information from CSL to relevant key personnel in the Client’s
organization/other stake holders
– Is the contact point for CSL, for all issues to be raised
– Approval of documents, drawings and reports provided by CSL
– Attend regular meetings with CSL as and when necessary.
– Provide CSL with necessary information for the execution of the SOW in right time
– Respond to requests from CSL and provide timely feedback to avoid delays in design

2.3 Familiarization
A project kick off meeting with SMP will be arranged by client during the initial stages of the project. Familiarization
of new personnel to the project will be based on that a mentor from the relevant discipline will introduce the new
personnel to the already established procedures and plans. The responsible person for the discipline shall ensure
that new personnel are thoroughly familiar with everything that is necessary for the person to perform all activities
in a correct way and in compliance with approved procedures and specifications.

2.4 Third Party Verification

Not Applicable

2.5 Class & Approval

Not Applicable

3 Project Management
The scope of work and all relevant aspects related to the execution of the work is managed by CSL through a
dedicated project team and competent contractors.

3.1 Project Organization

The project organization is put together to ensure safe and efficient performance throughout the project duration.
The project has a dedicated Project Manager who is in control of the project performance and the involved
personnel and processes. The Project Manager will be the single point of contact for the project.

A dedicated team comprising of the following shall be used to meet the project objectives. The necessary
competence in terms of education, training, skills and experience shall be recorded in a competency assurance
matrix.

þ Project Manager
þ Charging Engineer
þ HSE Engineer
þ QA/QC Personnel
þ Project Commercial Manager
þ Contractor assigned for the work

There will be a few contract positions within the project team to meet the peak demand during the project
execution but as a minimum standard, all project lead discipline engineers will be full time permanent staff of CSL.
This allows the size of the team to be increased when required and resources to be better utilised to achieve the
project goals with minimum cost and schedule.

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3.2 Planning
The project is broken down into various activities to get a full overview of the complexity of the project. Certain
project management tools like Project Monitoring System (PMS), Project Schedule and weekly progress reports
are developed for the project. The Project Manager in cooperation with the project team will identify the need for
resources.

The Project Manager will provide complete and accurate information on the execution of the work. The objectives
of the project planning are as follows:

Full overview of the project

– To monitor and control the work and progress

– To be able to assimilate the effect of any changes to the plans
– To provide Client with the required level of information for progress reporting

3.3 Project Management Tools

The following project management tools will be used in the project:

– Master Document Register

– Progress Reports
– Project Schedule (Appendix A)
3.4 Milestone Schedules
The project milestones are as follows:

KEY MILESTONES ACTIVITY DATE

PO FROM CLIENT 01 August 2020

PO ACCEPTANCE 04 August 2020

MILESTONE 1 Tendring of work package 05 August to 19 August 2020

MILESTONE 2 Work Award to L1 contractor 22 August 2020

MILESTONE 3 Kick Off meeting 24 August 2020

24 August – 19 September
MILESTONE 4 Execution of work
2020
MILESTONE 5 Upon submission of Report 29 September 2020

3.5 Criteria, Codes and Specifications

Thickness measurement will be carried out based on the Indian Register of Shipping Rules and Regulations for
the Construction and Classification of Inland Waterways Vessels, Part 1, Ch 2, Sec 2.2.1.2, Thickness
Measurement.

3.6 Communication Plan

Good internal and external communication lines are crucial to ensure all necessary information is distributed to all
relevant personnel. Project manager will be single point of contact from CSL for the project.

In general, all communication shall be in a written format to keep track of the history.

All technical queries and comments raised after the completion of a technical document review are communicated
to the Client using a Technical Query or Comments Response Sheet (CRS).

3.7 Meetings

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Meeting and/or telecom with Client & Class (if required) will be held to ensure good communication and to clarify
outstanding issues. The regularity of the communication is dependent on the information and clarifications to be
handled and the different parties that are involved. Progress meetings for the project will be held on a regular
basis with key personnel in the project organization and Client to ensure everybody is updated on the necessary
information and the progress.

All official meetings shall have a pre-defined and agreed agenda that will be issued to all parties concerned.
Notification shall be sent to all attendees by e-mail or telephone in due time before the meeting. All highlights from
meetings shall be written in Minutes of Meeting (MOM) and distributed to the attendees. MOM’s will not be a
technical or contractual discourse, but confined to clarifications and action items.

Meetings will be scheduled based on the requirements of the project. Otherwise progress, concerns etc. will be
communicated through email.

3.8 Cost Control

The Project Manager shall check and annotate project specific man-hour weekly reports, travel invoices and
external invoices to keep track of all costs related to the project and to keep the project cost within the agreed
budget with Client.

4 Document and Data Control

Throughout the project several documents and drawings will be produced. Efficient document control will be
exercised to make sure all project documentation, information and correspondence sent and received are handled
in a systematic manner. All documentation and document control shall comply with the requirements stated in this
document.

4.1 Master Document Register

All documents related to the project shall be controlled and registered in the Master Document Register (MDR).
The purpose of the MDR is to accurately track and record the status of each document, including third party
documents, at any stage of the project. It is the responsibility of the document controller to ensure the MDR is
maintained in an up-to-date status with correct information. Information presented in the MDR includes but not
limited to document information, revision status, responsibilities, issue dates and percentage completion,
Document Filing status etc.

The document controller ensures that all documents and written correspondence are filed and stored electronically
in a folder structure. The register is to be maintained by the document controller and back-up of the register is
performed daily by the IT-Department to ensure safe keeping of information.

All Project data shall be retained for the duration required by the Contract and as per the Control of Records.

4.2 Identification and traceability

All project outgoing documents shall be referenced and numbered in accordance with Document formats and
templates.

All document numbering shall be done according to document control system and submitted and registered in the
MDR.

4.3 Review
It is critical to review critical parts of the report to ensure its compliance to applicable standards and client overall
project requirements. The overall work shall be reviewed and key stages have been identified for the same. At
suitable stages, systematic reviews of work shall be performed in accordance with the planned arrangements. The
project manager will be responsible for convening review meetings with representatives of functions concerned
with the work stages being reviewed.

4.4 Checking

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All documents that are produced are subject to checking for accuracy of information in the project, as a verification
of the content, the formats and the information in the issued documents before issuing to Client/Class. Checklists
shall be used and completed before issuing document externally. The review is based on three control steps:

Prepared:

The person developing a document will perform a thorough check of the document prior to issuing for internal
review/approval.

Checked:

The document will be thoroughly checked by a qualified engineer in CKSRU, Kolkata.

Approved:

The Project Manager will review the document and ensure the necessary checks are performed and verify that the
document is of a sufficient quality to issue for external review.

Verification of all deliverables to ensure the output complies with technical specifications shall be as follows:

 Self-checks by the person performing the work

 Discipline checks by specialist with competence on the specific area and discipline
 Project Manager approval of the output
For documents and engineering reports with any interface outside the specific discipline, the verification will
include an inter-discipline check.

4.5 Correspondence
The Project Manager shall be copied in all e-mail correspondence. If any important information is received in just a
hardcopy, the same shall be scanned and file the hardcopy in an archive. Important correspondence shall be
logged in the Correspondence folder on the Project Folder.

5 Confidential Information
All information related to the project shall be handled with a level of confidentiality that is agreed at the time of
signing the contract between Client and CSL.

If required, Non-disclosure agreement can be mutually agreed and signed, when both Client and CSL decide to do
so.

6 Finance & Accounting

6.1 Timesheets and Expenses
Time sheets shall be completed on a weekly basis by all project team members and internally forwarded to the
project administrator in a timely manner.

6.2 Invoices Submission

Final invoices will be submitted to Client at the end of the project in line with the Purchase Order signed on 30 th
July 2020.

7 Health, Safety & Environmental

The Project Manager will take responsibility that the requirements outlined within this plan are followed throughout
the project. Line management of individual employees will be responsible for their safety. Clear communication
between the project team and line management is therefore paramount to successful execution of project.

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The project manager will be responsible for ensuring that all persons on the project are aware of their HSE
responsibilities and will ensure that audit and review of compliance is undertaken with the assistance of HSE
Engineer.

7.1 Safety Meetings

All Project Progress review meetings will include the topics of health, safety and environmental issues on the
agenda.

7.2 Induction Training

The execution team shall attend the required safety induction training and tool box meetings provided by the
Shipyard prior to commencing work on site.

Employee’s records are held at CKSRU Office, which includes a training history of each individual. In addition,
records of safety training and Toolbox Talk attendance are to be kept on site.

7.3 HS&E Awareness

HS&E awareness shall be a live issue and CSL shall promote and encourage the development of ideas from all
parties participating in the Project for including in the Awareness Programmes.

Safety Alerts and Notices should be circulated within the site management team and posted on safety notice
boards.

7.4 Risk Identification & Management

For tasks of a potentially hazardous nature, CSL will carry out risk assessments in accordance with the standard
operating procedure for Hazard Identification and Risk assessment in order to reduce the risks to the lowest level
that is reasonably practicable.

7.5 Personal Protective Equipment

The Project Manager and HSE Engineer shall ensure that the provision and use of Personal Protective Equipment
for the project team is strictly in accordance with the CSL’s PPE standards.

7.6 Enclosed Space Entry

No one shall not enter a confined space unless all the requirements which are outlined within the standard
operating procedure for confined space entry are fully complied with.

7.7 Incident Reporting & Investigation

All accidents to persons, plant or property shall be reported, irrespective of the severity of the accident. The
project team are instructed and encouraged to report unsafe acts, conditions, and near misses. Reporting of
accidents / incidents shall be in accordance with the standard operating procedure.

7.8 Emergency response

For the purposes of this project, in the event of an emergency on project sites it is essential that project personnel
always adhere to Project Site’s Emergency Response Procedures.

It is essential that all project personnel clearly understand the actions to be taken in the event of an emergency.
These include emergency evacuation, escape and rescue.

All stakeholders shall actively participate in the on-site emergency response and evacuation, escape and rescue
drills initiated by the client / shipyard.

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13
Annexure A: Project Schedule

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