Professional Documents
Culture Documents
Contents
Summary of Changes ........................................................... 2
1 Scope ................................................................................... 4
2 Conflicts and Deviations ....................................................... 6
3 References ........................................................................... 7
4 Definitions ............................................................................. 8
5 Instructions ........................................................................... 9
6 Responsibilities ................................................................... 22
Summary of Changes
Paragraph Number
Change
Previous Current Technical Change(s)
Type
Revision Revision
21 April 2020 29 June 2020
Clarified that for:
PEP roles and responsibilities shall be per CMS-RAPID
Section 1.1 Section 1.1 Clarification matrix.
CMS-RAPID matrix’s required deliverables which are subset
of PEP shall not be duplicated.
Added requirements for the PEPs of Accelerated Capital
Section 1.1 Section 1.1 Modification
Projects designated per SAEP-38.
Clarified that PEP is evolved during FEL1 Business Case, FEL2 Study
phase & DBSP phases, and FEL3 Project Proposal phase:
Section 1.3 Section 1.3 Clarification The Abbreviated PEP is approved prior to the release of PE
funds.
The Full PEP is to be approved by 30% PP phase
Replaced FEL definition with its parent system, the “Capital
Section 1.4 Section 4 Clarification Management System” and elaborated definition of
“Construction Agency”, Project Leader and Project Manager.
Added MSAERs cut-off-date. Also, added relevant or removed
unrelated references (added: SAEP-17, -38, -71, -72, -134, -
Section 2 Section 3 Clarification 302, -331, -1350 as well as AIM-201 and removed: SAEP-21,
SAEP-40, CMS Manuals and Saudi Aramco Cost &
Scheduling Manual and cancelled SAEP-125).
Section 3.2.8 Deleted obsoleted requirement of Deliverable Waivers
NA Deletion
Request, see CMS-RAPID matrix.
Section 3.3 Modification Added that Contracting Strategy Selection Guidelines available from
Section 5.3 PMOD may be useful in developing a Contracting Strategy.
Section 3.4 Clarification Elaborated procurement items that require special early attention, added
Section 5.4 requirement for Value Added Tax (VAT) and corrected title as Quality
Planning & Management.
Section 3.5 Modification Aligned preparation timing and responsibilities for Pre-Com & Mech.
Section 5.5 Completion Plan with RAPID matrix [SAEP-17] requirements.
Section 3.6 Modification Deleted redundant note about Operational Readiness Plan which is
Section 5.6 separate deliverable as per RAPID matrix [SAEP-17].
Section 3.8 Clarification Replaced reference to Saudi Aramco Cost & Scheduling Manual with
Section 5.8 SAEP-331.
Section 3.9.3 Deletion Deleted redundant requirement of Interface Management as it now
NA covered in SAEP-367.
Section 3.10 Modification Deleted redundant wording about VIPs as the same is now covered in
Section 5.10 SAEP-367.
Section Section Modification Clarified that similar facilities that differs in design or operation may
3.11.1.2 5.11.1.2 not be considered duplicate for HAZOP perspective.
NA Section 5.13 Addition Added new requirement for Modularization plan.
NA Addition Added new requirement for Capital Assets List including Functional
Section 5.19 Locations.
NA Addition Added new requirement for Enterprise Project Management (EPM)
Section 5.20 Utilization Plan.
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1. Scope
1.1 Definition
The Project Execution Plan (PEP) is a strategic planning document that defines
objectives, plans, requirements and related information necessary for optimum project
execution. It is a master reference guide that promotes common understanding and
alignment of all project participants.
The PEP is prepared by the Project Leader (FPD) during the FEL1 (Business Case) and
FEL 2 (Study & DBSP) stages, and is updated by the Construction Agency (Project
Manager) during FEL3 (Project Proposal) phase and onward with input from the
Integrated Project Team (IPT), the Proponent and other Saudi Aramco organizations
that have key roles in the project's planning and execution.
Note:
1. For stakeholders’ detailed roles and responsibilities related to PEP and its required
Capital Management System (CMS) deliverables (for example, Contracting Strategy,
Materials Procurement Strategy, Project Schedule, Pre-commissioning & Mechanical
Completion Plan, etc.) and their issuance timing, CMS-RAPID matrix will supersede this
SAEP-12, as applicable.
2. To fulfill requirements of respective PEP’s contents and to avoid duplicate efforts, once
PEPs related CMS-RAPID’s required deliverables are prepared and approved, those
shall be included in the PEP as appendices.
3. For Accelerated Capital Projects’ PEP, the responsibilities of Project Leader and Project
Manager are assumed by the Project Director (PD) from the Pre-FEED phase onward.
For details about Accelerated Capital Projects and Project Director, refer to SAEP-38.
For sample approval sheet of those PEPs, refer to Exhibit B.
1.2 Purpose
The PEP serves as a communication and coordination tool that formally establishes the
Project Leader’s/Manager's front-end project planning, with emphasis on identifying
issues critical to project success and defining strategies to address these issues. It is an
agreement endorsed by the IPT defining the execution strategy of the project.
The PEP provides strategic guidance in developing more detailed tactical planning and
execution tools as the project progresses. In one comprehensive document, the PEP
relates the approved project scope with contracting and materials plans, cost
information, summary schedules, value improving practices implementation,
departmental responsibilities, and project staffing requirements.
The Project Execution Plan is applicable to all Capital Projects (BIs). It has evolved in
three stages: the Initial PEP, the Abbreviated PEP, and the Full PEP during FEL1
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Business Case, FEL2 Study phase and DBSP phases, and FEL3 Project Proposal phase,
respectively.
Exception:
PEPs are waived for Maintain Potential Master Appropriation projects (see GI 20.720)
and CMS Digital Projects.
For a program that consists of several BIs, a single, combined PEP may be prepared
provided it addresses matters related to all BIs included in the program.
The PEP shall be issued in accordance with the timing outlined below, which is
designed to support the PEP's purpose of serving as a strategic planning tool:
To be developed and issued for approval by the Project Leader during the
Business Case phase. The Initial PEP is intended to provide a framework for
subsequent planning and as a minimum shall address the following items using
the best information currently available:
Contracting Strategy;
Project Schedule;
As the project progresses through follow-on phases, the Initial PEP is updated to
become the Abbreviated PEP.
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Any conflict between this document and other applicable Mandatory Saudi Aramco
Engineering Requirements (MSAERs) shall be addressed in writing to the EK&RD
Coordinator.
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Any deviation from the requirements herein shall follow internal company procedure
SAEP-302, Waiver of a Mandatory Saudi Aramco Engineering Requirement.
3. References
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4. Definitions
1) Capital Management System (CMS) is the general framework adopted by
Saudi Aramco for managing project activities, clarifying stakeholders’ roles
and responsibilities, and enabling timely and informed decision making for
Capital Projects. CMS manages the Front-End Loading (FEL) of capital
projects through a Stage Gate. Wherein, the RAPID (Recommend, Agree,
Perform, Input, Decide) matrix defines roles and responsibilities in the work
process related to the CMS and development of FEL deliverables in each
Stage Process. For more details, refer to SAEP-17.
2) Project Types A, B, C & C1 are categories assigned to projects based on
criteria evaluating cost and technical, commercial, and stakeholder
complexity. For details, refer to SAEP-71 which also address sequence of
projects (i.e., Portfolio Execution Planning).
3) Construction Agency is the organization assigned to execute the project.
This is the Saudi Aramco Project Management administrative area (for types
A, B and C projects) and the Proponent’s assigned organization (for C1 type
projects).
4) Proponent is the Saudi Aramco organization that owns, operates, and
maintains the completed facility. The Proponent is responsible for signing the
Mechanical Completion Certificate as owner of the facility.
5) Integrated Project Team (IPT) is a team composed of appointed members
from different organizations who work in an integrated manner and have clear
roles and accountabilities toward project planning and execution. For details,
refer to SAEP-17.
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5. Instructions
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the current Design Basis Scoping Paper and/or Project Proposal scope of
work.
5.3 Contracting
The contract development process is often intricate and interrelated and once actions
based on a particular strategy are initiated, it may not be practical or possible to
modify the strategy. An overall contracting strategy, which addresses all aspects of
the work, must be developed and presented by the contract proponent (Construction
Agency) to management at an early stage of every project. Development of the
contracting strategy shall conform to directives set forth in the Saudi Aramco
Procurement Manual (SAPM). The Contracting Strategy Selection Guidelines
available from PMOD may be useful in developing a Contracting Strategy.
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A Contracting Plan is required for each contract action (or related contract
actions) unless the requirement has been waived in writing by the
Contracting Representative. The Contracting Plan is the joint responsibility
of the Contracting Department and the contract proponent (Construction
Agency). After approval by the Contract Signatory, the Contracting Plan
shall be incorporated into the Project Execution Plan. For more detailed
instructions, refer to the Saudi Aramco Procurement Manuals (SAPM).
Prior to carrying out a detailed analysis as part of the Contract Plan, potential
contracting alternatives in the form of a summary level schedule comparison
shall be prepared (see sample format Exhibit E).
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project material requirements, their procurement and movement and it should define
the proposed procurement and traffic responsibilities of Saudi Aramco and the
Contractor(s).
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For reference and details, please refer to GI-0002.710. The Planning for Startup
best practice (see SAEP-367) is a useful reference and provides tools designed to
assist in developing early plan.
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The development of the Commissioning and Startup Plan (as an integral part of the
Operational Readiness Plan “ORP”- a separate deliverable per CMS-RAPID
matrix) is the responsibility of the Senior Operations Representative with input from
the IPT (including Project Manager, Safety and Industrial Security (S&IS),
Inspection, etc.) It also relies upon information from the Pre-commissioning &
Mechanical Completion plan, developed per above section 3.5. The Project
Manager is to provide oversight to ensure that commissioning and startup planning
is performed as an activity that is planned and tracked.
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5.13 Modularization
Describe the modularization plan (if applicable) for the project and clarify the level
of its usage, i.e. full or partial modularization. Also, address the impact of
modularization on contracting, procurement, cost, schedule, safety, quality and
logistics during the development of this plan.
Saudi Aramco Engineering Procedures (SAEP-360, -1350 & -72) incorporate
requirements for the identification, assessment and selection of modularization
approach and subsequent scoping during the FEL2 stage. As per SAEP-367, during
constructability workshops, IPT evaluates the outcome of the Modular Design
Assessment Study.
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Design and site investigation work required during the project proposal
development and detail design phases to determine as-built condition of existing
facilities.
Risk assessment for items that may impact the project cost estimate.
5.17.2 Construction
Highlight factors that can influence the project construction (e.g., site
location, security, other projects, etc.). Provide action plans to address any
concerns.
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6. Responsibilities
6.1 Preparation
For Initial and Abbreviated PEP preparation with input from IPT, coordination of
reviews, and obtaining approval signatures are the responsibility of the Project
Leader. Whereas, for the Full PEP those responsibilities transfer to the Construction
Agency’s Project Manager.
6.2 Approvals
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6.3 Distribution
The Project Leader is responsible for distributing the signed-off Initial and
Abbreviated PEPs. For Full PEPs, the Project Manager is responsible. Original and
electronic or hard copies of the Initial, Abbreviated and Full PEPs will be
distributed to signatories of Rev. 0 PEPs.
6.4 Confidentiality
In accordance with GI-0710.002, Classification of Sensitive Documents, PEPs are
to be classified as either “Restricted” or “Confidential” (for “major” expansions or
developments) and marked and handled accordingly.
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Exhibits
SECTION TITLE
- APPROVAL SHEET
- REVISION CONTROL
1 PROJECT SUMMARY
2 CONTRACTING
3 MATERIAL PROCUREMENT
6 PROJECT COST
7 PROJECT SCHEDULE
10 PROJECT SAFETY
11 ENVIRONMENTAL CONSIDERATIONS
12 MODULARIZATION
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_____________________________________ _____________
PROJECT LEADER DATE
FACILITIES PLANNING DEPARTMENT
CONCUR:
_____________________________________ ______________
DEPARTMENT MANAGER DATE
PROPONENT ORGANIZATION
CONCUR:
_____________________________________ ______________
PROJECT SPONSOR DATE
OPERATIONS ORGANIZATION
APPROVE:
_____________________________________ ______________
DEPARTMENT MANAGER or Higher DATE
CONSTRUCTION AGENCY
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_____________________________________ _____________
PROJECT MANAGER DATE
CONSTRUCTION AGENCY
_____________________________________ ______________
DEPARTMENT MANAGER DATE
CONSTRUCTION AGENCY
_____________________________________ ______________
GENERAL MANAGER DATE
CONSTRUCTION AGENCY
CONCUR:
_____________________________________ ______________
DEPARTMENT MANAGER DATE
PROPONENT ORGANIZATION
CONCUR:
_____________________________________ ______________
PROJECT SPONSOR DATE
OPERATIONS ORGANIZATION
CONCUR:
_____________________________________ ______________
ADMIN AREA HEAD DATE
PROPONENT ORGANIZATION
APPROVE:
____________________________________ ________________
ADMIN AREA HEAD DATE
CONSTRUCTION AGENCY
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_____________________________________ _____________
PROJECT MANAGER DATE
CONSTRUCTION AGENCY
_____________________________________ ______________
DEPARTMENT MANAGER DATE
CONSTRUCTION AGENCY DEPARTMENT
CONCUR:
_____________________________________ ______________
DEPARTMENT MANAGER DATE
PROPONENT ORGANIZATION
CONCUR:
_____________________________________ ______________
PROJECT SPONSOR DATE
OPERATIONS ORGANIZATION
CONCUR:
_____________________________________ ______________
ADMIN AREA HEAD DATE
PROPONENT ORGANIZATION
APPROVE:
_____________________________________ ______________
GENERAL MANAGER DATE
AREA CONSTRUCTION AGENCY
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_____________________________________ _____________
PROJECT MANAGER DATE
CONSTRUCTION AGENCY
CONCUR:
_____________________________________ ______________
DEPARTMENT MANAGER DATE
PROPONENT ORGANIZATION
CONCUR:
_____________________________________ ______________
PROJECT SPONSOR DATE
OPERATIONS ORGANIZATION
APPROVE:
_____________________________________ ______________
ADMIN AREA HEAD DATE
PROPONENT ORGANIZATION
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Exhibit B.5 – Approval Sheet for Abbreviated PEP (updated) and Full PEP
(Accelerated Capital Projects)
PROJECT EXECUTION PLAN
BUDGET ITEM NO.
PROJECT TITLE
_____________________________________ _____________
PROJECT DIRECTOR DATE
APPROVE:
_____________________________________ ______________
PROJECT SPONSOR DATE
OPERATIONS ORGANIZATION
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LSTK CONTRACT
IFP: mm/yy
Award: mm/yy
Compl: mm/yy LSPB CONTRACT
GES Service
Order Open Solicitation with Selective
PACKAGE Bidding
NO.2 IFP: mm/yy
Award: mm/yy IFP: mm/yy
Compl: mm/yy Award: mm/yy
MC: mm/yy
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Finance
Coordinator Business Admin
(Finance) Sr. Planning
Engineer
Coordinator
Planning Engineers Specialist Engineers Env. Engineer
(S&IS)
Business Admin
Future Project Manager/
Sr. Project Engr
Contracting Estimator
Finance Coordinator
Coordinator (CD) Scheduler
(Finance)
Mat. Procure. Cost Engr
Inspection Coordinator
Coordinator (MSO)
Sr. Planning
Engineer
Coordinator
Planning Engineers Specialist Engineers Env. Engineer
(S&IS)
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Inspection Business
Coordinator Administrator
HSE
Coordinator Cost Engr Scheduler
Material
Specialist Contract
CRCC Rep.
(MSO) Administrator
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