Procedure for Project Management

isoconsultantkuwait.com/2019/02/07/procedure-for-project-management

February 7, 2019

1. SCOPE
This procedure applies to all projects executed/supervised by XXX, including activities
starting from planning for the project, and up to handing over of the project to the
owner.

2. PURPOSE
The purpose of this procedure is to establish and maintain an organizational framework
for the process of supervising the execution of projects, which take place as part of the
services provided by XXX

3. REFERENCE DOCUMENTS
3.1 XXX Quality Manual,
3.2 Procedure for Correction and Corrective Action.
3.3 Procedure for Logistics.
3.4 Procedure for QA
3.5 Procedure for Production.
3.6 Procedure for Purchase.
3.7 Procedure for Training.
3.8 All documents used by Consultant.

4.TERMS & DEFINITIONS

4.1 Project Consultant: wherever it is mentioned in this procedure, it means the
Consultant’s Project Manager.

.5.0 RESPONSIBILITY AND AUTHORITY

5.1 Executive Director

5.2 Sr. Project Managers
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5.3 Site Manager
5.4 Design Manager
5.5 Health And Safety Officer
5.6 Storekeeper
5.7 QA/QC Manager
5.8 Site Engineer
5.9 Site Surveyor & QS

6.0 DETAILS OF PROCEDURE

6.1 General

6.1.1 Once the contract is signed, Sr. Project Manager submits a file to the Concerned
Site Manager, this file contains at least the following documents:

Contract and tender documents.

Priced bill of quantities (BOQ); along with price breakdown.
Method Statement.
Priced Resources.
Project drawings & designs.
All correspondence and studies related to the project.
A report that gives suggestion and a brief about the project

6.1.2 After signing a Project contract, the Executive Director in Coordination with Sr.
Project Manager, assigns the project execution team which includes the following staff:

1. Sr. Project Manager

2. Site Manager
3. Design Manager
4. Health And Safety Officer
5. Storekeeper
6. QA/QC Manager
7. Site Engineer
8. Site Surveyor & QS
9. Any other staff required.

6.2 Issuing Production Work Order

6.2.1 Site Manager received the requirements form the Project Consultant/Client.
6.2.2 Site Project Manager checks the specifications and measurements according to the
project requirements.
6.2.3 Site Manager sends the Work Order for Design Manager to start with the project
design.
6.2.4 Site Manager approves the design and gets the final approval from the Project

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Consultant/Client.
6.2.5 Site Manager after getting the final approval from the Project Consultant /client,
sends the approved work Order for Design Manager to start manufacturing design.

6.3 Planning

6.3.1 Site Manager holds an opening meeting with the Project Team; in order to
introduce the supervision team and exchange the related project documents with all
concerned parties. During this meeting, Sr. Project Manager provides the attendees
with all project forms and template that should be used by the contracting team.
6.3.2 Site Manager supervises preparing the following set of documents in order to be
submitted to the Sr. Project Manager;

1. Detailed project plans for each stage of the project (This includes Time Schedules,
HR plans, and Procurement Schedules). These plans explain all activities,
timeframes, workforce, and materials to be used for each stage.
2. Project’s organizational structure & project’s staff C.V’s.
3. Relevant designs & drawings.

6.3.3 Sr. Project Manager reviews submitted plans and requests for changes if needed;
after discussing these changes with the Site Manager.
6.3.4 Sr. Project Manager provides revised plans to the Executive Director-Contracting
for approval.
6.3.5 Executive Director-Contracting signs and stamps the plans indicating his
approval. Copies of the approved plans are kept with the Sr. Project Manager and Site
Manager for progress follow-up.
6.3.6 Based on the approved plan, Site Manager Coordinates with Project team in order
to prepare a Procurement Schedule; indicating all planned purchases for the project.
This forms should recursively be updated during the project; in accordance with the
actual purchases and their dates.
6.3.7 Sr. Project Manager ensures that all received Submittals Forms from the Project
Consultant /Client are logged using the Contractor’s Submittals Log (that is approved by
the Project Consultant/client.
6.3.8 At the beginning of each week, Site Manager prepares Weekly Work Schedule for
each project; indicating planned activities for the project in the upcoming week.
Knowing that this schedule should be compatible with the project’s overall plan.
6.3.9 Once it is prepared, a copy of this plan should be submitted to Sr. Project
Manager.

6.4 Approvals

6.4.1 Staff Approval:

6.4.1.1 Site Manager submits the project’s organizational structure (O.S.) and staff CVs,
to the Sr. Project Manager for approval.
6.4.1.2 Sr. Project Manager compares the titles and qualifications of the submitted staff
C.V.s and ensures that they comply with the contract’s agreed-upon requirements.

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6.4.1.3 If Site Manager is not satisfied with any of the staff, a formal letter is sent to the
Sr. Project Manager to change that employee. This letter should indicate the reasons for
not accepting the employee.
6.4.1.4 Staff is approved through formal letters sent by Executive Director –
Contraction.
6.4.1.5 A copy of all sent approvals shall be maintained by the project’s Site Secretary.
6.4.2 Design:
6.4.2.1 The design planning is dependent upon the project and its needs, as soon as the
Project has been assigned, the design is prepared as follows:

6.4.2.1.1 The review of design input (client needs and wants, acceptance criteria) taking
note of any conflicting requirements, if any.
6.4.2.1.2 Any statutory/regulatory/safety obligations must be adhered to, irrespective of
whether the client requests it.
6.4.2.1.3 The documented design output showing how proposed service meets the
Client’s input requirements are then verified.
6.4.2.1.4 Control changes/modifications to the established design are authorized by
Project Consultant/client and controlled by using the Work Order.
6.4.2.1.5 Validation of the design output is carried out by the client/consultant

6.4.2.2 Project Consultant /Client submits to Site Manager the relevant drawing(s) for
the work to be completed. Afterwards, the submitted Drawing is submitted to the site
Manager and Design Manager. Submittals log is updated accordingly.
6.4.2.3 Design Manager receives the work order from the Site Manager.
6.4.2.4 Design Manager starts doing the design for the project and then sends it for Sr.
Project Manager if there is any adjust on design the Design Manager will adjust it and
resend it to Design Manager.
6.4.2.5 Design Manager prepares the design which is subject to verification and
checking in-house to ensure that it meets the requirements
6.4.2.6 Site Manager approves the design and gets the final approval from the Project
Consultant /Client.
6.4.2.7 Design Manager after getting the final approvals issues to work order to
production manager to start the production process as per the production procedure.
6.4.2.8 Site Manager after completing manufacturing design starts ordering the
materials from Storekeeper.
6.4.2.9 Products are then installed as per the approved project plan.
6.4.2.10 The revisions of all documents/ drawings should be logged, archived, and
maintained in a way that makes it easy to retrieve them.

6.4.3 Materials Approval

6.4.3.1 Site Manager should obtain approval of all materials used in the project from
Project Consultant/Client.
6.4.3.2 Sr. Project Manager get sample material for the production department.
6.4.3.3 Site Manager performs the necessary tests on a sample before approving the
Material. If tests were unsatisfactory, Site Manager coordinates with the production
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manager/procurement manager to solve the issue and get new material.
6.4.3.4 Site Manager Co-ordinates to get final approval from the Project
Consultant/Client.
6.4.3.5 All approved samples are kept with the Site Manager in a specific room in the
project site (Sample Room). Samples are identified using a label that includes martial
name, origin, and supplier’s name. Samples room should be safe and access-controlled.
In addition, it should provide all the necessary conditions to safeguard the kept
samples.
6.4.3.6 Site Manager uses the approved sample to compare the actually used materials
in execution.
6.4.3.7 Project’s Submittals Log is updated by the concerned Site Secretary with each
received Submittal form.
6.4.3.8 Copy of tests results and examination reports are kept in the specific project file
by Site Secretary.

6.5 Storage – in site

6.5.1 Records are maintained for receipt, inspection, acceptance and issuing material as
per the production procedure.
6.5.2 All stored products are identified clearly for easy accessibility.
6.5.3 Store Keeper control in and out products.
6.5.4 Regular Stocktaking is performed as per the production procedure.
6.5.5 If needed any unavailable material are ordered by the site Manager.
6.5.6 At the end of project storekeeper sends all excess and damaged materials for the
main store with the delivery note.

6.6 Project Execution Follow-up

6.6.1 During the project’s execution, Sr. Project Manager receives on a daily basis the
Daily Project Report from the Site Manager that shows the day’s work progress.
6.6.2 In the presence of the related staff. Site Manager holds weekly meetings with the
Sr. Project Manager to discuss the performed work and to plan for work to be
performed next, problems or obstacles that may interrupt the project progress are
discussed in the meeting as well.
6.6.3 Minutes of the meeting is prepared for each weekly meeting, which includes date
and time of the meeting, attendees, points discussed, the decision made, any pending
issues to be investigated, and plans for the next week.
6.6.4 The minute of the meeting is signed by all attendees. Site Manager – through Site
Secretary – keeps a copy of all minutes of meetings in the project’s files.
6.6.5 A copy of the minutes of the meeting is forwarded to Executive Director-
Contracting.
6.6.6 At the end of each month, Site Manager prepares a “Monthly Report” that
summarizes the executed work during the month, in addition to the percentage of
project completion, expenditure, cost of used materials and staff, and occurred major

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issues (if any). In addition, photos of the current status of the project are attached to
this report before it is submitted to the Sr. Project Manager by a formal letter for
approval.

6.7 Quality Control:

6.7.1 When a phase ends, or a work package is going to be handed over to the client, the
QA/QC site checks whether the work is complying with the required specification.
6.7.2 In case of non-conformity, QA/QC site Quality Control officer prepares a CIR in
which he will explain the case, the root cause and the required corrective action as
explained in the Continual Improvement procedure.
6.7.3 QA/QC Site shall follow-up with the concerned staff and Site Manager to ensure
implementing the corrective actions and closing the CIRs.

6.7.4 QA/QC site ensures that all measurement instruments used in the project are
calibrated. Site Manager should maintain all calibration certificates, as well as he is
responsible for maintaining the validity of the “Calibration Certificates” for all
measurement items used in the site location. He should also maintain a Measurement
Equipment List that includes all measurement equipment that is used in the site. This
list should regularly be updated with the expiration dates of the equipment calibration –
if applicable.

6.8 Variation Orders

6.8.1 A need for a variation order appears when changes in the design are required when
the Project consultant/client decides to add, change or cancel some works or deal with
damaged works caused by other parties.
6.8.2 Once there is a need for variations, an official Variation Order Form is prepared by
Site Manager and then approved by the Executive Director- Contracting.
6.8.3 In case the variation order includes the change in time and cost, Site Manager
coordinates with the Sr. Project Manager and Sr. Estimator in order to estimate that
financial and technical (Schedule) changes related to the variation order.
6.8.4 Once the Variation Order is approved by Project Consultant/Client; the Site
Manager coordinates with the Design Manager in order to reflect changes on the shop
drawings as well as the project plan.
6.8.5 Variation order-related work can start only after obtaining the approvals from
Project Consultant and Client on both drawings and offer.

6.9 Occupational Safety

6.9.1 Health & Safety Officer is responsible for making sure that all “safety” sings are
well-prepared and distributed all over the workplace.
6.9.2 All employees shall ensure that their employees receive safety orientation prior to
starting work on any project.
6.9.3 All Employees shall ensure that they comply with all safety regulations that apply
by Kuwaiti local laws or by the agreed with the Company. A safety plan shall be
prepared by the Health & Safety Officer. Through this plan, safety requirements are
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reflected in the site location.
6.9.4 The safety plan should be approved by the Site Manager before being put into
action. after approval, a copy of this plan is sent to the Health & Safety Officer, who is
responsible for making sure that all staff are complying with this plan.
6.9.5 On a regular basis, the Health & Safety Officer checks the work location in order to
identify any safety violations.
6.9.6 In case of finding any safety violations, Health & Safety Officer prepares a Safety
Violation Notice, indicating the case, its causes and what should be done in order to
deal with this potentially hazardous situation.
6.9.7 A copy of Safety Violation Notice is officially submitted to the concerned
contractor/staff.
6.9.8 The details of the violation is discussed in the weekly progress meeting.
6.9.9 In case any accident takes place inside the work location, Health & Safety Officer
fills the Accident Report; indicating the details of the case, what exactly happened and
what is the root cause for the accident and what was done in order to deal with the
accident.
6.9.10 First Aid Kits should be maintained within the site location, whereas it could be
used for minor accidents. However, for major accidents; Health & Safety Officer or any
present employee should call for emergency
6.9.11 Project Site – Safety Checklist is provided to the Health & Safety Officer. In
addition, all applicable health & safety work instructions are communicated to the
concerned project staff.

6.10 Handing Over

6.10.1 At the end of each stage of the project and after doing necessary quality control
checks, Site Manager prepares a “request for inspection and approval” in order to be
submitted to the Project Consultant/Client.
6.10.2 Project Consultant/Client inspects the finished work and, if rejected, he provides
his written notes and reasons for rejection to the Site Manager.
6.10.3 Site Manager works with the concerned staff in order to deal with the Project
Consultant/Client comments /feedback. He should ensure that the rejected work is
corrected within the assigned time listed in the project schedule and in a way that is
compatible with the contract signed.
6.10.4 When the project ends, Site Manager prepares a formal letter to inform the
Project Consultant/Client that the project is completed.
6.10.5 Based on the received letter, Project Consultant/Client forms a committee that
inspects the whole project’s contractual works and prepares a Snag List that contains a
list of remaining works (if any).
6.10.6 Prepared Snag List is signed by both the Project Consultant/Client and the Site
Manager.
6.10.7 Site Manager agrees with the Project Consultant/Client on the timeframe to
finalize the work items mentioned in the Snag List. Afterwards, this Snag list is signed
by two sides of the contract.
6.10.8 After finishing all remaining works, the Site Manager sends another formal letter
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to the Project Consultant/Client, who checks the performed works again and – if
acceptable – prepares and signs an “Accomplishment Letter” to indicate project
completion.
6.10.9 All documents are filed in their proper files by the Secretary.

7.0 RETAINED DOCUMENTED INFORMATION

7.1 Weekly Work Schedule (QMS F 093).
7.2 Request for Substitution ( QMS F 094).
7.3 Daily Project Report ( QMS F 095).
7.4 Job Site Instruction ( QMS F 096).
7.5 Job Site Instruction Log ( QMS F 097).
7.6 Measurement Equipment List ( QMS F 098).
7.7 Variation Order Form ( QMS F 099).
7.8 Safety Violation Notice ( QMS F 100).
7.9 Accident Report (QF-PM-101).
7.10 Job Order ( QMS F 102)

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