Project Inception

Basic Out puts ( Definition)

CY payment Finalize
CY agreement Confirm-TM,admin

Things to be Defined
Internal Req/ plan by/excicution/ Strengths vs compatitors

Weaknesses vs compatitors
 Mathametical EXPRe , Target limits, Time
Critical factors to mesure success frame

Dependancies monitor/measuring/Feedback Method

A.1 SCHEMATIC DESIGN PHASE
Defined As In agreement
1. Obtain Client’s statement of requirements.

2. Investigate site conditions and constraints.

3. Advice on the need for other specialized Consultant’s services if required and the
scope of their services.

4. Study the statuary requirements and if necessary, consultation with local authorities
such as Urban Development Authority, Municipal or Provincial Councils. Environment
Authority and any other authority having jurisdiction on construction projects.

5. Analyze the Client’s requirements, prepare fully developed brief, outline proposals and
an approximate construction cost for the Client’s approval.
6. Establish design criteria and concepts and develop the schematic design based on the
approved outline proposal, estimate approximate construction cost and obtain Client’s
approval.
7. Prepare Total Cost Estimate (TCE) for the project inclusive of all connected services
and external works with allowance for contingencies and price escalations in terms of
Financial Regulations of the Government of Sri Lanka.

( SMART Definition)

Things to be Defined
Internal Req/ plan by/excicution
1. Discuss Client’s requirements including time scale and financial limits, assess these and advice on how to proceed.

2. Obtain Client’s statement of requirements.

3. Investigate site conditions and constraints.

4. Advice on the need for other specialized Consultant’s services if required and the scope of their services.

5. Obtain detailed site investigation and survey reports from specialist Consultants as required.
6. Study the statuary requirements and if necessary, consultation with local authorities such as Urban Development
Authority, Municipal or Provincial Councils. Environment Authority and any other authority having jurisdiction on
construction projects.

7. Determination of legal requirements for environment monitoring, assessment and/or impact statement including
the preparation of environmental impact statements.

8. Consult with local authorities and statutory bodies and obtain outline-planning consent.
9. Analyze the Client’s requirements, prepare fully developed brief, outline proposals and an approximate construction
cost for the Client’s approval.
10. Review Client’s decision on outline proposal and approximate construction cost, and if necessary, amend the
outline proposal or suggest alternative proposals and obtain Client’s approval for the revised approximate construction
cost.
11. Establish design criteria and concepts and develop the schematic design based on the approved outline proposal,
estimate approximate construction cost and obtain Client’s approval.
12. Indicate to the Client possible commencement and completion dates of construction programs of the project and
advice the Client of the implications of any subsequent changes on the cost of the project and on the programs.

13. Advice on the need for resident supervisory staff if required.

14. Review Programme for Consultancy services and obtain Client’s approval accordingly.
Strengths vs compatitors

Weaknesses vs compatitors
Critical factors to mesure success

Achiving Targets of SD Completion

Dependancies
Mathametical EXPRe , Target limits, Time frame

No of SD Complitions/Targete No of Sd complition

monitor/measuring/Feedback Method
A.2 Design Development Phase
Defined As In agreement
1. Obtain Client’s approval of the type of construction, quality of
materials, schedule of finishes and standard of workmanship.

2. Indicate to the Client on the probable cash flow for the execution of
the project and advice the Client to arrange the funds accordingly.

3. Submit a set of Architectural and other relevant drawings necessary

for the Client to check whether his requirements have been totally
satisfied in the design, and obtain his approval.
4. Prepare drawings and other documents for submission by Client for
obtaining approval from local authorities and other statutory bodies.
Assist the Client in obtaining such approvals.

Things to be Defined
Internal Req/ plan by/excicution
1. Obtain Client’s approval of the type of construction, quality of
materials, schedule of finishes and standard of workmanship.
2. Prepare Total Cost Estimate (TCE) for the project inclusive of all
connected services and external works with allowance for contingencies
and price escalations in terms of Financial Regulations of the
Government of Sri Lanka.

3. Obtain Client’s approval for the schematic design and TCE.

4. Indicate to the Client on the probable cash flow for the execution of
the project and advice the Client to arrange the funds accordingly.
5. Advice the Client of the consequences of any subsequent changes on
the cost and construction programme.
6. Prepare drawings and other documents for submission by Client for
obtaining approval from local authorities and other statutory bodies.
Assist the Client in obtaining such approvals.
Strengths vs compatitors

Weaknesses vs compatitors
Critical factors to mesure success

Achiving Targets of DD Completion

Dependancies
Mathametical EXPRe , Target limits, Time frame

No of DD Complitions/Targete No of DD complition

monitor/measuring/Feedback Method
A.3 Construction Document Phase
Defined As In agreement
1. Finalize contract strategy.
2. Prepare Architectural, Structural and other Engineering services working
drawings.
3. Prepare Bills of Quantities and technical specifications of materials and
workmanship.
4. Prepare Draft bid documents complete with sufficient information and details
to enable a contractor to prepare a tender.
5. Prepare Firm Total Cost Estimate (FTCE) based on priced Bill of Quantities.
If there is a variation of the FTCE from the previously approved TCE of the
project, inform the Client confidentially, and obtain his approval before
proceeding further.

Things to be Defined
Internal Req/ plan by/excicution/monitor/Feedback
1. Finalize contract strategy.
2. Prepare Architectural, Structural and other Engineering services working
drawings.
3. Submit a set of Architectural and other relevant drawings necessary for the
Client to check whether his requirements have been totally satisfied in the
design, and obtain his approval.
4. Prepare Bills of Quantities and technical specifications of materials and
workmanship.
5. Prepare Firm Total Cost Estimate (FTCE) based on priced Bill of Quantities.
If there is a variation of the FTCE from the previously approved TCE of the
project, inform the Client confidentially, and obtain his approval before
proceeding further.
Strengths vs compatitors

Weaknesses vs compatitors
Critical factors to mesure success
Achiving Targets of CD Completion

Dependancies
Mathametical EXPRe , Target limits, Time frame
No of CD Complitions/Targete No of CD complition

monitor/measuring/Feedback Method
Bidding and Negosiation
Defined As In agreement
1. Assist the Client in issuing Tender documents.
2. Assist the Client in conducting pre-bid meetings if
necessary.
3. Submit the priced Bill of Quantities under sealed cover to
the Client.
4. Assist the Technical Evaluation Committee in evaluating the
tenders received.
5. Submit draft Letter of Award for issue by the Client.
6. Prepare Contract agreements for signing between the
Client and the successful bidder.

Things to be Defined
Internal Req/ plan by/excicution/monitor/Feedback
Strengths vs compatitors

Weaknesses vs compatitors
Critical factors to mesure success
Achiving Targets of BN Completion

Dependancies
Mathametical EXPRe , Target limits, Time frame
No of BN Complitions/Targete No of BN complition

monitor/measuring/Feedback Method
A.5 Construction Phase

As In agreement

1. 1. Hand over the site to the Contractor including approving setting out Plan.

2. Carry out periodic inspection of work to monitor quality and progress of work.

3. Conduct fortnightly progress review meetings at site and submit report to the Client. If
requested

4. Attend monthly progress review meetings conducted by the Client.

5. Approve all materials used in the construction work.

6. Measure work and certify interim claims of the contractor.
7. Value extra works and variations, and obtain prior approval of the Client before execution.
Submit any additional information as required by the Client for the revision of estimate or any
other approval for the completion of the project.
8. Monitor cost of construction of works and advise the Client in advance if there is likely to be
an increase of TEC.
9. Carry out inspection upon notice of completion by the Contractor and notify the contractor for
necessary action (matters to be attended) before taking over.
10. Assist the Client to take over the completed works and the in checking of the inventory.
11. Carry out final inspection and issue certificate of completion with the approval of the Client
together with list of defects and/or list of minor outstanding works.
12. Measure completed works and issue certificate of payment on practical completion. Submit
the Financial Statement of Work at completion in the format given by the Client.
13. Assist the Client in resolving contractual disputes other than matters referred to Arbitration.

14. Accept the final bill on completion of all outstanding work (other than rectification of defects)
and check and issue the final payment certificate within the frame set out in the construction
contract agreement.
N1. Coordinate and liaise between Client, Consultant, Contractor and nominated Sub
Contractor.
N2. Issuing “Construction Issue Drawings” to Contractor for Construction Purposes.

Things to be Defined
Internal Req/ plan by/excicution/monitor/Feedback

1. Hand over the site to the Contractor.

2. Engage resident supervisory staff as required.

3. Carry out periodic inspection of work to monitor quality and progress of work.

4. Conduct fortnightly progress review meetings at site and submit report to the Client. Attend monthly
progress review meetings conducted by the Client. Submit Monthly Operational Summary as stated in Clause
11 of the Condition of Engagement – Part II
5. Approve all materials used in the construction work.
6. Measure work and certify interim claims of the contractor.
7. Value extra works and variations, and obtain prior approval of the Client before execution. Submit any
additional information as required by the Client for the revision of estimate or any other approval for the
completion of the project.
8. Monitor cost of construction of works and advise the Client in advance if there is likely to be an increase of
TEC.
9. Carry out inspection upon notice of completion by the Contractor and notify the contractor for necessary
action (matters to be attended) before taking over.
10. Carry out final inspection and issue certificate of completion with the approval of the Client together with
list of defects and/or list of minor outstanding works.
11. Assist the Client to take over the completed works and the in checking of the inventory.
12. Measure completed works and issue certificate of payment on practical completion. Submit the Financial
Statement of Work at completion in the format given by the Client.
13. Assist the Client in resolving contractual disputes other than matters referred to Arbitration.

14. Accept the final bill on completion of all outstanding work (other than rectification of defects) and check
and issue the final payment certificate within the frame set out in the construction contract agreement
Strengths vs compatitors Critical factors to mesure success

9- Cy response to complition notice information

10,11 - Issue Take over certify after final inspections

jointly

Projects taknen over by client-Completed

12- Preparation of summery monthly

Weaknesses vs compatitors Dependancies

IT

Admin

Sup staff

Appoint separate officer

No Responds by Cy staff
Mathametical EXPRe , Target limits, Time frame
No confiarmation requests from cy staff pending
from PMU older than 1 wk - 0
No confirmations pending to cy div older than 1
month - 0

100%-
NO of pending arrangements(Inform client, CED, CEE,
contractor, cy participants) for 100% confirmed CA,CQS,
projects to hand over older than 1wk - 0 PM, DGM

update p list
y/n

monitor/measuring/Feedback Method
A.5 Maintenance Phase
As In agreement
1. Check and submit “as-built” drawings prepared by the Contractor to the Client.

2. Submit a complete set of final drawings including all revisions to the original drawings.
3. Check and submit service agreements prepared by the relevant Specialist Contractor for
plants and equipment installed in the completed works. Coordinate training program for
Client's staff to operated systems and plants.
4. Review warrantees and guarantees submitted by the Contractor.
5. Inspect the works during the Maintenance Period and prepare a list of defects and
notify the Contractor to rectify such defects.
6. Issue maintenance certificate at the end of maintenance period
7. Issue final certificate releasing retention at the end of maintenance period.

Things to be Defined
Internal Req/ plan by/excicution
1. Check and submit “as-built” drawings prepared by the Contractor to the Client.
2. Submit a complete set of final drawings including all revisions to the original
drawings.
3. Check and submit service agreements prepared by the relevant Specialist
Contractor for plants and equipment installed in the completed works. Coordinate
training program for Client's staff to operated systems and plants.
4. Review warrantees and guarantees submitted by the Contractor.
5. Inspect the works during the Maintenance Period and prepare a list of defects and
notify the Contractor to rectify such defects.
6. Issue maintenance certificate at the end of maintenance period
7. Issue final certificate releasing retention at the end of maintenance period.
Strengths vs compatitors

Weaknesses vs compatitors
Critical factors to mesure success Mathametical EXPRe , Target limits, Time frame

Dependancies monitor/measuring/Feedback Method

Project Inception

Basic Out puts ( Definition) Internal Req/ plan by/excicution/

Identify Cy payment stages - way to track

Update a summery with relavance to project
list

Monthly financial Requirement+safty margin

Collection of payments intime
earliest alert on financial shotages

Things to be Defined
 Critical factors to Mathametical EXPRe , Target limits, Time
Strengths vs compatitors mesure success frame

Weaknesses vs compatitors Dependancies monitor/measuring/Feedback Method

Project Inception

Basic Out puts ( Definition) Internal Req/ plan by/excicution/

Confirmities Control
System Data/Definitions
NC Control

Things to be Defined
Strengths vs compatitors Critical factors to mesure success

Weaknesses vs compatitors Dependancies

Mathametical EXPRe , Target limits, Time frame

monitor/measuring/Feedback Method
Adm Sec Pions

Basic Out puts ( Definition)

Staff support IT Support SUPLY SERVICES
MACHINERY MAINTANCE
PURCHACING (cost qulity and time control)
Doc Tranfering, posting
Recors
Book keeping
Stores
Backing up data
Gust Satisfaction
Arrange events (Sheduled and special)

Project List maintain, no register, provide sub no,

provide assit and information to stakehoders
provide assit and verified information to employees
on processes with confirmation
HR cordinate
immidiate soltions for minor inquries

Things to be Defined
Internal Req/ plan by/excicution/ Strengths vs compatitors

Weaknesses vs compatitors
Storage lack
No tracking of docs
 Mathametical EXPRe , Target limits, Time
Critical factors to mesure success frame

Dependancies monitor/measuring/Feedback Method

Project Inception

Basic Out puts ( Definition) Internal Req/ plan by/excicution/

finalizing Definitions methodologies and tragets, convey
them to bottom
Motivation, Mosly trangal ,not sal, aware leaving jobs,
provide pleasing environment, and basic needs
Conpensations
Optimum Staff Management
Guidance
Trining
New Profit opprtunities
broaden scope future tendancies

reduce costs
Financial Awareness
Accepting employees and stake holders Complains,
trquests, apprisiations

resoponsive in most effective and efficient collect feedbak

Develop reputation of sec by developingconveying and
marketing strategies
Upgrading policies and resources in right time

Things to be Defined
 Critical factors to
Strengths vs compatitors mesure success Mathametical EXPRe , Target limits, Time frame

Weaknesses vs
compatitors Dependancies monitor/measuring/Feedback Method
Hesitant fo Confirmations
Lack of motivation
Not knowing Procedures and appropiate practices
Not comprihensing objectives / not appling underlaying in everyday work
uncertanty
Lack of definitions
not taking care of fresh employes
no appriciation for commitment/work done
not understanding between diferant processional environments sits, irrelavant doubt and critisism based disisions
No strategic approches, Fails agains strategies of external parties
not aware of written information letters
tendancy to violate processes intentionally
lack of Experience/competancy to hold the responsibilities
Lack of commitment/Motivation/incensities
lack of unity\caring
waste of resoreses base on weak procedures
lack of qualit in purcheses
out dated technology and not upgrading in right time TM)
Being humanic and Full of options Alternatives towards issues tather than negetive
Violating operating processes