Table of Contents
1. Purpose
This procedure is applicable to projects being executed by Company and by joint ventures.
To establish a policy and procedure for management, at each project execution location, to review status of projects.
To establish a procedure for forwarding project status review information to Corporate Company on a regular and consistent basis during project execution.
To improve the level of involvement of department management in execution and control of projects.
To ensure that problems identified in the monthly project status review meetings are resolved.
2. General
Monthly project status reviews shall be held, as a minimum, for all significant ongoing projects. Each review shall follow the procedure outlined in Section 5.0. A Phase I type project that has the potential for conversion to a Phase II project shall be included in these monthly reviews.
3. Responsibility
The Manager Technical Operations is responsible for assuring compliance with this procedure.
4. Procedure
4.1 Monthly Project Status Reviews
4.1.1 The monthly review shall be presented by the Project Manager and if desirable by key member(s) of the project team. Present at all times during the presentation shall be the following members of management of the office of Group or their delegate:
- General Manager
- Senior Program Managers
- Manager Technical Operations
- Manager Engineering
- Manager Projects Management Services
- Procurement Manager
- Process Manager
- Financial Manager
- Construction representative (as required)
- Contract/Legal
It is anticipated that each project is presented during a period of 15-60 minutes depending on the project, activity level and number of outstanding issues. Lump sum EPC type projects should be allocated about one hour.
A yearly schedule of reviews shall be issued by the Manager Technical Operations at the start of each year.
4.12 Completed copies of "Monthly Project Status Report" (Attachment 1) shall be distributed to attendees a few days before the monthly review takes place. The Monthly Project Status Report is intended to be utilized as follows:
-
presented by Project Manager to management and department heads on a monthly basis during project execution.
- as a confidential internal report, to be used to report project status on a summary level and to identify areas of concern or problems to Company Management for its information and action.
- The Monthly Project Status Report is comprised of four (4) sections, each on a separate sheet:
- Section I General Project Information
- Section II Home Office
- Section III Home Office Procurement Status
- Section IVA Construction Status - Direct Hire Execution
or
- Section IVB Construction Status - Subcontract Execution
- Section V Home Office Materials
All projects being reported shall include Section 1 plus the Section(s) covering the scope for which Company is responsible. (Example: An engineering-only project is reported using Section 1 and 2.)
The Project Manager, or his delegate, making the presentations shall focus on highlights, exceptions, achievements, and items of concern for each section rather that just reading the forms.
Note: The following additional information shall be presented at the review along with above forms to cover adequately project status:
a. detailed list of areas of concern
b. appropriate curves to indicate progress, productivity, quality status etc.
c. visual aids to highlight specific items
d. highlight positive achievements
e. sensitivity analysis for jobs where some component or the entire project cost is fixed. This risk analysis is required to be prepared monthly for Lump Sum EPC Projects.
4.1.3 The Executive Summary Report - ESR (see Attachment 2)
This summary is used for executive and corporate management reviews and shall be reviewed during the monthly reviews to confirm agreement prior to presentation to Company management.
4.1.4 During the monthly project status reviews the Current Cost Outlook (CCO) may be presented by the Project Manager (ref.6.1) to support the ESR.
4.1.5 Project Controls is responsible to coordinate the preparation and issue of the reports in a timely manner to meet the review dates.
However, the Project Manager is responsible for the preparation of the form and accuracy of the data.
4.1.6 The Manager Technical Operations shall ensure that summary minutes are issued following these review meetings. These minutes shall also indicate what actions have to be taken to resolve current identified problems or to avoid potential problems.
4.1.7 As follow-up, the problems identified in these project review minutes shall be reported on until resolved.
4.2 Final Report Issue
When a project is completed, a final issue of the report shall be made, clearly indicating that it is the final issue.
The Manager Technical Operations shall maintain a file of final reports as a ready reference to compare current performance to past projects.
5. Flowchart
6. References
|
Document Number |
Title |
Level |
|
| 6.1 |
CM-PE-9.. |
Current Cost Outlook (later) |
2 |
7. Attachments
- "Monthly Project Status Report" forms - sheets 1 through 4A and 4B (typical example)
- Executive Summary Report (ESR) (typical example)