Start-Up Meeting

<Project No. / Project Name>

CONTROLS & PLANNING

HOUSE KEEPING

In case of an Mobile phones on Got a question? No email during

emergency… Facilities silent please Please ask! Meeting
 AGENDA
 Opening & Introductions
 C&P Process Overview

 C&P Purpose & Objectives

■ C&P Process Requirements
■ C&P Roles & Responsibilities
■ Key Performance Measures
■ C&P Contractual Requirements
■ C&P Reporting / Monthly Timetable
■ Next Steps & Meeting Close
OPENING AND OBJECTIVES

PROJECT /BID MANAGER AND C&P

PROJECT OWNER
OPENING – PROJECT /BID MANAGER
 Controls & Planning Function Importance
 Commitment to C&P Process

 Importance of Program & Time Management

 Add other items

 OBJECTIVES OF MEETING - C&P
PROJECT OWNER
 Establish the Controls & Planning Function Framework

 Review & Develop the Controls & Planning Management Plan

 Lay the foundation for effective;
 Planning
 Program execution
 Project control

 Level 3 Integrated Master Program

 Basis of Schedule

 Support and Training

INTRODUCTIONS AND EXPECTATIONS
CONTROLS & PLANNING OVERVIEW

C&P PROJECT OWNER

CONTROLS & PLANNING OVERVIEW
 C&P Business Standard
 C&P Process Lifecycle
 LCPL Standard Program Hierarchy
CONTROLS & PLANNING BUSINESS
STANDARD Context and Application
 Minimum requirements for the successful
execution of the C&P function on LCPL
projects.
 Applies to the tendering and execution of
construction projects undertaken by all LCPL
Group companies
 Including any Alliance, Joint Venture or other
arrangement.
CONTROLS & PLANNING BUSINESS
STANDARD
Content Hierarchy
Sets Minimum Requirements & Key Accountabilities
Minimum Requirements
1. Organisation

2. Function

3. Business

Key Accountabilities

Key Accountabilities
1. C&P Business Owner

2. C&P Leader

3. Group Manager Controls & Planning

4. Project Manager / Bid Manager

5. C&P Project Owner

Minimum Requirements 6. Program Owners

CONTROLS & PLANNING BUSINESS
STANDARD
Function Requirements
 All tenders and contracts will develop a Controls & Planning
Management Plan (either as a standalone Plan or a Sub-Plan to the
Project Management Plan)

 All tenders and contracts will develop and maintain a Level 3

Integrated Master Program (L3 IMP). Integrated Master Program’s are
to be cross-functional and inclusive of the full scope of works. The
Integrated Master Program shall be substantiated by a Basis of
Schedule document that captures the key determinants of the program.

 All tenders and contracts will develop a Level 1 Summary Schematic

Program (SSP) to communicate the overall project execution strategy
as captured in the L3 IMP.
CONTROLS & PLANNING BUSINESS
STANDARD
Minimum Program Requirements
 The L3 IMP will be developed and maintained using Primavera P6**. Summarised Master Programs (Level
2) will likewise be developed and maintained in that toolset.
 Use of Primavera P6 for the development and maintenance of Level 1, Level 4 and Level 5 programs is
optional. Irrespective of the toolset used, alignment with the Integrated Master Program shall be maintained
at all times.
 Progress and performance against all programs is to be measured against a realistic and achievable baseline.
All performance measures are to be quantifiable, measurable and assessed against defined performance
thresholds.
 In all cases, programs are to be developed and maintained in accordance with the defined LCPL Program
Hierarchy and the associated Our Way process requirements and are to be cognisant of contractual, legislative
and stakeholder requirements
CONTROLS & PLANNING BUSINESS
STANDARD
Key Accountabilities - Projects
Project Manager / Bid Manager:
 Approve the Controls & Planning Management Plan and ensure that it is consistent with the
requirements of the Leighton Management System;
 Approve the program and the supporting Basis of Schedule;
 Monitor and review program performance outcomes and facilitate corrective action where necessary.
Controls & Planning Project Owner:
 Ensure the requirements of C&P Business standard and the associated Our Way processes are
effectively implemented on our projects.
 Develop and implement the Controls & Planning Management Plan;
 Develop, implement and control a cross functional Integrated Master Program in accordance with the
associated process requirements;
 Monitor and review program performance outcomes and recommend corrective action where
necessary.
Program Owners:
 Develop, implement and control functional Execution Programs in accordance with the associated
process requirements;
 Monitor and review program performance outcomes and take corrective action where necessary.
 Required Required
LCPL PROGRAM HIERARCHY at Tender throughout Delivery

LEVEL 1 Schematic Summary Program (SSP)

LEVEL 2 Summary Reporting Program (SRP)
LEVEL 1 – SCHEMATIC SUMMARY PROGRAM LEVEL 2 –SUMMARY REPORTING
PROGRAM
PROGRAM TYPE: Schematic Program PROGRAM TYPE: Selective Summary Program
REQUIRED: Tender Final Review; At Project Baseline REQUIRED: Tender Final Review; At Project Baseline
Establishment; Updated for Quarterly Contract Review Establishment; Updated Monthly
PROGRAM PURPOSE: Key high level document to PROGRAM PURPOSE: Reporting planned and actual
communicate overall project execution strategy and dates for project at summary level.
critical / near critical paths as captured in the L3 IMP PROGRAM RELATIONSHIP: Dependent on Level 3
PROGRAM RELATIONSHIP: Dependent on Level 3 program
L1 program
RESPONSIBILITY: Planner
RESPONSIBILITY: Planner
FORMAT: Selectively Summarised L3 IMP

&L2 FORMAT: 1 Page, project specific, schematic with

annotations
TYPICALLY DEVELOPED BY: Planner
TYPICALLY DEVELOPED BY: Planner in consultation
with senior project team.

SUMMARY
Integrated Master Program (IMP)

LEVEL 3 – INTEGRATED MASTER PROGRAM

PROGRAM TYPE: Integrated Master Program
REQUIRED: Tender Final Review; At Project Baseline Establishment; Updated for Monthly Contract Review
PROGRAM PURPOSE: Cross functional strategic program to project completion. Demonstrates execution strategies
, key milestones, critical paths(s) and project wide resource requirements.
PROGRAM RELATIONSHIP: Underpins forecast final cost. Sets framework for Level 4 and Level 5

L3
RESPONSIBILITY: Planner
FORMAT: Bar Charts using Primavera P6 and Key Production Measure S-Curves / Histograms generated using
LEVEL 3

Primavera P6 / MS Excel
INTEGRATED TYPICALLY DEVELOPED BY: Planner in consultation with functional leads (e.g. Design, Procurement,
MASTER PROGRAM Construction).

LEVEL 4 – EXECUTION PROGRAMS

PROGRAM TYPE: Functional Execution Program

REQUIRED: Prior to commencement of associated works; Updated Monthly
PROGRAM PURPOSE: Package / Area level planning to support the coordination and delivery of
logistics (e.g. Approvals, design, procurement, materials, labour, etc) to enable field execution of
LEVEL 5 Construction Execution Program (CEP)

construction
LEVEL 4 Construction Execution Program (CEP)

PROGRAM RELATIONSHIP: Planning parameters set by L3 IMP. May incorporate more aggressive
targets.
L4 RESPONSIBILITY: Execution Teams; FORMAT: Primavera P6 / MSP
TYPICALLY DEVELOPED BY: Functional leads (e.g. Design, Procurement, Construction), with
EXECUTION PROGRAMS support from Planner as required.

LEVEL 5 – EXECUTION PROGRAMS

PROGRAM TYPE Functional Execution Program
REQUIRED: Prior to commencement of associated works; Updated Weekly
PROGRAM PURPOSE: Short term planning to enable coordination of construction activities on
site.
PROGRAM RELATIONSHIP: Detailed L5 CEP to achieve L4 CEP targets. Planning parameters

L5
set by L4 Execution Programs.
RESPONSIBILITY: SPE / Project Engineer
FORMAT: 4 Week Look Ahead (MS-Excel)
EXECUTION PROGRAMS TYPICALLY DEVELOPED BY: Project Engineer(s), Site Engineer(s), Design Team Leader(s)
 Tender
Manage & Maintain Program
Establish
– 1.1 Context
– Apply Business Standard
– Define Purpose &
Objectives
– 1.2 Framework
– Define Roles and
Responsibilities
– Define Measures
Controls & Planning
Management Plan
C&P Lifecycle Process Flow Chart
Governance
Plan
– 2.1 Develop Level 3 Master
Program
• Structures
• Assumptions
• Work Calendars
• External Constraints
• Execution Strategies
• Activities & Logic
• Resource Assignments
• Program Optimisation
• Baseline Program
– 2.2 Develop Level 4 Programs
– 2.3 Develop Level 5 Programs
Basis of Schedule
Integrated Master Program
Schematic Summary Program
Detailed Site Execution Programs
Schedule Risk Analysis
Delivery
Capture & Communicate Progress
– 1 Tender Program Peer Review
(TPPR)
– 2 C&P Compliance Review
Tender Program Peer Review Report
C&P Compliance Review Report
Execute
– 3.1 Level 3 Master Program
Control
• Measure Progress / Reforecast
• Review Basis of Schedule
– 4.1 Level 3 Master Program
– 3.2 Level 4 Program • Produce Performance Metrics
• Measure Progress / Reforecast
• Analyse Performance Metrics
and Trends
– 3.3 Level 5 Program • Address Variances
• Measure Progress / Reforecast • Identify Areas for Corrective
Action / Define Responses
- Increase resources
- Modify execution strategies
- Consider Alternatives
• Manage Change
– 4.2 Level 4 & 5 Programs
• Report Plan Percent Complete
• Report Schedule Variance
Updated: • Analyse Plan Complete and
• Integrated Master Program Schedule Variance
• Identify Areas for Corrective
• Schematic Summary Program Action / Define Responses
• Basis of Schedule
• Site Execution Programs
Progress & Performance Reports
CONTROLS & PLANNING

PURPOSE AND OBJECTIVES

 C&P PURPOSE & OBJECTIVES
 Present Draft Purpose and Objectives for the Controls & Planning
Function (as captured in draft C&P Management Plan)
List Items as captured in draft C&P Management Plan: e.g.
 Ensure that at all times a realistic & achievable program exists
 Provide early warning of issues allowing for suitable corrective action
 Maintain buy-in from project team for effective operation of C&P
 Provide timely & accurate performance reporting and schedule control
 Ensure project wide resource & program constraints are recognised & managed.
 GROUP SESSION
PURPOSE & OBJECTIVES
 Review & Further Develop
 DraftPurpose and Objectives for Controls &
Planning function.

 Group Working Time = 15 minutes.

 Capture on butchers paper

 Nominate a Spokesperson.

 Report back = 5 minutes per group.

 ALIGNMENT SESSION
PURPOSE & OBJECTIVES
 Finalise & Agree
 Purpose and Objectives for Controls &
Planning function.

 Group Working Time = 10 minutes.

 Step through items and highlight those
for inclusion in final C&P
Management Plan
CONTROLS & PLANNING

PROCESS REQUIREMENTS
C&P PROCESS REQUIREMENTS

Requirements Aim
Protect LCPL’s
Business Standard Interest
Requirements

Project Specific Ensure Project

Requirements Uniqueness Considered

Client Specific Protect Client’s

Requirements Interest
 C&P PROCESS REQUIREMENTS
 Draft process requirements for the Controls & Planning Function (as
captured in draft C&P Management Plan)
List Items as captured in draft C&P Management Plan: e.g.




 GROUP SESSION
C&P PROCESS REQUIREMENTS
 Review & Further develop draft process requirements.
 What are the requirements that you would like the Controls & Planning
function to undertaken on the project.

 Group Working Time = 20 minutes

 Capture on Butchers paper

 Nominate New Spokesperson

 Report back = 5 minutes per group

 ALIGNMENT SESSION
C&P PROCESS REQUIREMENTS
 Finalise & Agree
 Projectprocess requirements for
Controls & Planning function.

 Group Working Time = 10 minutes.

 Step through items and highlight
those for inclusion in final C&P
Management Plan
SCHEDULED BREAK
 C&P ROLES & RESPONSIBILITIES
 Present draft Roles and Responsibilities for the Controls & Planning
Function (as captured in draft C&P Management Plan) and overview
of scope breakdown
List Items as captured in draft C&P Management Plan:
For Program Development, Execution and Control

Level Type Responsible Accountable Consult Inform

1 Schematic Summary <Enter Details> <Enter Details> <Enter Details> <Enter Details>
Program

2 Summary Reporting <Enter Details> <Enter Details> <Enter Details> <Enter Details>
Program

3 Integrated Master <Enter Details> <Enter Details> <Enter Details> <Enter Details>
Program

4 Construction <Enter Details> <Enter Details> <Enter Details> <Enter Details>

Execution Programs

5 Construction <Enter Details> <Enter Details> <Enter Details> <Enter Details>

Execution Programs
 GROUP SESSION
C&P ROLES & RESPONSIBILITIES
 Review & Further Develop
 Draftroles & responsibilities for Controls &
Planning function.

 Group Working Time = 10 minutes.

 Capture on butchers paper

 Nominate a Spokesperson.

 Report back = 5 minutes per group.

 ALIGNMENT SESSION
ROLES & RESPONSIBILITIES
 Finalise & Agree
 Roles & Responsibilities for Controls &
Planning function.

 Group Working Time = 10 minutes.

 Step through items and highlight those
for inclusion in final C&P
Management Plan
CONTROLS & PLANNING

KEY PERFORMANCE MEASURES

KEY PERFORMANCE MEASURES
 Present Draft Key Performance Measures for the Controls & Planning
Function (as captured in draft C&P Management Plan) and overview of scope
and critical work-fronts.
 List Items as captured in draft C&P Management Plan
Key Performance Measure Program Level Unit of Measure
GROUP SESSION
KEY PERFORMANCE MEASURES
■ Review & Further Develop
– Draft Key Performance Measures for
Controls & Planning function.

■ Group Working Time = 10 minutes.

■ Capture on butchers paper
■ Nominate a Spokesperson.
■ Report back = 5 minutes per group.
 ALIGNMENT SESSION
KEY PERFORMANCE MEASURES
 Finalise & Agree
 Key Performance Measures for Controls
& Planning function.

 Group Working Time = 5 minutes.

 Step through items and highlight those
for inclusion in final C&P
Management Plan
CONTROLS & PLANNING

CONTRACTUAL REQUIREMENTS
C&P CONTRACTUAL REQUIREMENTS
 Present Contractual Requirements for the Controls & Planning Function (as
captured in draft C&P Management Plan)
 List Items as captured in draft C&P Management Plan as referenced in
Commercial Risk Assessment (CRA) and/or Project Commercial Roadmap (PCR)

C&P RELATED CRA / PCR ITEMS

CRA /PCR Reference Item CRA /PCR Comment
 ALIGNMENT SESSION
CONTRACTUAL REQUIREMENTS
 Confirm Team Alignment,
Understanding & Awareness of
 Contractual requirements for Controls &
Planning function.

 Group Working Time = 5 minutes.

 Note: This is a communication and
clarification session only. No
amendment to contract conditions is
expected.
CONTROLS & PLANNING

REPORTING REQUIREMENTS &

MONTHLY TIMETABLE
C&P REPORTING REQUIREMENTS
 Present reporting Requirements for the Controls & Planning Function (as
captured in draft C&P Management Plan)
 List Items as captured in draft C&P Management Plan
Internal
Report Requirement Program Level & By Whom Issued To
Frequency
i.e. Project, Branch,
Division

External

Report Requirement Program Level & By Whom Issued To

Frequency
i.e. Contract Clause
C&P MONTHLY TIMETABLE
 Insert the C&P monthly timetable
GROUP SESSION
C&P REPORTING & MONTHLY TIMETABLE
■ Review & Further Develop
– Reporting requirements and/or
Monthly Timetable for Controls &
Planning function.

■ Group Working Time = 15 minutes.

■ Capture on butchers paper
■ Nominate a Spokesperson.
■ Report back = 5 minutes per group.
 ALIGNMENT SESSION
C&P REPORTING & MONTHLY
TIMETABLE
 Finalise & Agree
 Reporting requirements and Monthly
Timetable for Controls & Planning
function.

 Group Working Time = 5 minutes.

 Step through items and highlight those
for inclusion in final C&P
Management Plan
CONTROLS & PLANNING START UP

NEXT STEPS
 NEXT STEPS
 Complete Actions arising
 Finalise Controls & Planning Management Plan

 Develop Level 3 Integrated Master Program

 Develop Basis of Schedule

 Confirm C&P Training and Support Requirements

 Level 3 Process Training
 Level 4 / 5 Process Training
 Controls & Planning for Managers Course
 P6 Tool Training
 ACTIONS ARISING
Item Description / Details Owner Due Date
CLOSE