Project Start to Closure Cycle

1. Process Information

1.1 Process Name: Project Start to Closure Cycle

1.2 Main Owner: Operations Department

1.3 Process Developer: Operations Manager

1.4 Involved in Process: Operations Manager (OM)

Project Manager (PM)
Quality and H&S Manager (QHS)
Team Leaders (TL)
Accounting Manager (AM)
Country Manager (CM)

1.5 Distributed To: CEO

Country Manager
Operations Manager
Project Manager
Quality and H&S Manager (QHS)
Accounting Manager (AM)
Team Leaders
QM

2. Process Description

2.1 Purpose

This process illustrates the main steps between the start and closure of a project, the communication with
all concerned parties, and the records needed throughout the cycle.

2.2 Description

It covers the main steps for starting a new project, maintaining communication with the customer,
coordinating with sub-contractors (if any), project managers, team leaders and team members,
implementing works for accomplishing the project, closing the project, and finally ensuring issuance and
possession of invoicing records and documents evidencing completion of all works.

2.3 Steps Prior to Work Implementation

 When the customer decides to request a service, or deploy work for a certain number of sites through a
service supplier, he/she will send – usually by email – a request for biding in order to select the most
suitable terms after conducting the proper survey and ensuring availability of relevant equipment.
In some cases, the customer may ask the service supplier to do the Site Survey.

Prepared by: Ops Mgr Project Start to Closure Cycle QTS-21:OPS00237 Rev. A
Approved by: CEO Page 1 of 3 Date: 15/11//2021
 After subsequent negotiation of pricing, work processing, payment terms and scheduling, the customer
shall decide to which service supplier the project shall be awarded.

 Once approved, the signature of a contract will be requested by both parties in order to carry on with
the project under defined terms and conditions.

Any original contract co-signed with QTS has to be kept in a specific folder as well as in the server as
scanned copy.

 In the case that the project is awarded to QTS, an introductory kick-off meeting is conducted with the
customer in order to further elaborate on details, tasks, roles, timeline, means of implementation,
required records, and objectives.

 After the kick-off meeting, the project can be executed, whilst maintaining consistent communication
with the customer in case of any changes

QTS has to get back to the customer within a short period of time in case of any discrepancy in the terms
and conditions.
 Upon receiving the Purchase Order and any relevant documentation from the customer, the execution
phase begins.

Refer to the “Implementation Process”, reference Number QTS-14:OPS0111 Rev. C

2.4 Communication

The project manager needs to consistently communicate with the customer and to coordinate with QTS’
operations manager and the team leaders, who in turn have to coordinate with the team members, in order
to carry out a successful implementation (installation, integration, clearance, and acceptance) of the
project, whilst maintaining professionalism, quality in deliverables, safety, cyber and data security, and
good maintenance of tools and cars.

The team leaders should continuously update the project manager and inform him/her of any work
accidents or incidents occurring on site.
Throughout the project execution and up to its completion, the project manager should ensure receiving
and book keeping the records of all accomplished work with the client.

2.5 Acceptance of Completed Work

The project manager shall inform the customer and the operations manager at QTS- duly and regularly -
about the completion of every phase of the work.
This could be done via email, unless the customer requests to fill a specific document.
The Quality and Health and Safety manager at QTS should audit the work standards and H&S applied
measures and coordinate immediately any discrepancy for correction through the QHS reports he/she
issues.
The customer shall conduct an acceptance test to demonstrate and verify that the services have been
performed in line with the requirements of the project agreement and have met the acceptance criteria.
He/she will issue specific reports in this regard that the project manager should ensure having them as
records.
Prepared by: Ops Mgr Project Start to Closure Cycle QTS-21:OPS00237 Rev. A
Approved by: CEO Page 2 of 3 Date: 15/11//2021
3. Records

Any completed work/project should be confirmed via a work closure record, which can be in the form of
an Acceptance Certificate or an email indicating approval of the project with a signature from the client.
Another method could be, like Huawei, who would record their closures on their own projects portal.
Eventually, the operations manager has to make sure that all the official project closure records are to be
filed in the server under Operations Section/Work Completion Folder.
The project manager in parallel shall have his internal data and records for work follow up, control,
acceptance and closure.
The operations manager has to make sure he has received, compiled from the project managers and filed
all projects related documents especially the official ones related to the acceptance and closure.
In case there is no record from the customer, he has to arrange to create an official acceptance/work
closure record accepted and acknowledged by the customer.
For every project closure and prior to invoicing, the accounting manager is required to ensure that the
acceptance/closure record is in hand internally.

4. Invoicing

Upon completion of work/closure of project, and based on the issued PO’s agreed terms and conditions
with the client, an invoice is issued by the accounting manager and sent to the client after necessary
validation and signature by the CEO.
Each invoice package should at least contain:
 A copy of a purchase order
 An invoice format with sufficient details regarding the customer and QTS addresses and contacts,
project reference, work description or breakdown, and prices
 Supporting documents, such as Acceptance Certificate

The accounting manager is to keep a record of invoices and payments and shall follow up with the
customer on any dues.

Payment terms differ depending on each ccustomer’s terms.

5. Confidentiality and Respect of Client’s Data and Belongings

Any confidential and critical information provided by the client and shared with the senior management,
such as prices or terms, shall not be shared with any subordinates.
No QTS employee has the right to change or use the customer’s documents, software, or equipment
without prior instruction, permission, and approval of the customer.
QTS employees are to handle with care all of the customer’s belongings entrusted to QTS.

Prepared by: Ops Mgr Project Start to Closure Cycle QTS-21:OPS00237 Rev. A
Approved by: CEO Page 3 of 3 Date: 15/11//2021