CM-PE-118 Procedure for Project Close-out

Table of Contents

1. purpose
2. General
3. Responsibility
4. Procedure
5. Flowchart
6. References
7. Attachments

1. Purpose

This procedure outlines the minimum requirements for the close-out of projects.

2. General

When the work on a project is completed, proper records shall be prepared and important documents archived for possible future reference.

In addition the Company Project Experience Database (PED) needs to be updated to include the key metrics and profile of the completed project.

The project shall then be formally closed in Company Engineers & Constructors’ (Company) records.

3. Responsibility

The Project Manager is responsible for closing-out the project in accordance with this procedure.

The Manager General Services is responsible for transportation, records of destruction dates and final disposal of project files.

The Marketing Services Manager is responsible for updating and maintaining the Project Experience Database (PED).

4. Procedure

(Ref. Attachment 1 - Project Close-out Checklist)

4.1 As-built Drawings

Upon mechanical completion of the facilities the project construction manager shall collect all marked-up prints of the drawings that should be made as built in accordance with the Project Procedure and execution Manual (PPEM) and transmit them to the project engineering manager. The originals of these drawings shall then be updated in the most cost effective manner and issued "as-built". A reduced distribution schedule is appropriate.

4.2 Mechanical Catalog

The mechanical catalog (or any other form of final documentation) with contents as specified or referred to in the PPEM shall be printed, collated and transmitted to the Client.

One copy must be retained in the Home Office for future reference. (ref. 6.2)

4.3 Return of Originals

After completion of the as built drawings and the mechanical catalog, all originals of drawings as prepared or updated by Company shall be returned to the Client together with the up-to-date list of drawings, if so required.

Also (if requested) Client's originals (so called DR's) shall be returned.

When the deliverables include electronic data, a request shall be made to the Information Systems Group, to provide these deliverables in the form of diskettes or tapes.

All reproducibles of final vendor drawings shall be collected and sent to Client together with an up-to-date list, if so required.

4.4 Acceptance by Client

Having received all deliverables required by the contract and when the results of the tests specified are acceptable to the Client, he will issue a certificate of acceptance or any other document (e.g. letter) indicating that he has accepted the work done.

4.5 Project History Report

Upon completion of the work in each discipline the lead engineer shall collect and generate the information for his discipline as specified in the procedure and the guidelines for the Project History Report (ref.6.3). The Project manager shall send a Client Satisfaction Survey Form to the Client for completion.

The Project Manager collects this information and writes the Project History Report to which the final construction report and the filled out Client Satisfaction Survey Form are attached. The report must include a section on "Lessons Learnt".

Upon receipt of Client's acceptance, he can finalize the History Report and distribute to:

• General Manager

• Product Line Manager

• Department Heads

• Business Development Manager

It shall not be held pending for unresolved differences.

4.6 Disposition of the Files

4.6.1 Project Files

Upon receipt of the acceptance by the Client which may initiate a contractual guarantee period, the Project files can be stripped of unnecessary documents like planning documents, manhour estimates, documents included in the mechanical catalog and the like. The files are then packed in boxes and sent to the archives (ref. 6.7, 6.9).

Each box shall indicate:

• box number

• project number

• contents

• date of destruction.

The date of destruction shall as a minimum be 5 years after acceptance or any later date as required by contract or law. For quality related documents (see 4.6.4) is 10 years. Retention times must be checked with the legal department.

In the case that the Client has not accepted the work, the files shall be kept complete and accessible until all differences are resolved. If a longer period for resolving differences is expected, the project file may be completely packed in boxes and stored in the archives, but no date of destruction shall be indicated.

Microfilming will only be done for those documents which are of a high technical value for future reference such to the discretion of the Project Manager. Records of what is on microfilm shall be distributed and retained.

Electronic data shall be retained by the Information Systems Group upon request of the Project Manager.

Such request shall indicate which data must be retained and until what date.

4.6.2 Procurement Files

The procurement files shall be transferred to the Client or stored for a minimum of 5 years after acceptance, depending on the provisions in the contract and/or the PPEM.

Each box shall indicate Box number, Project number, contents and date of destruction.

4.6.3 Construction Files

The construction files shall be disposed as specified in the standard procedure for Field Office administration (ref. 6.5), the files to be retained shall be sent to the Project Manager for storage. The date of destruction shall be indicated.

4.6.4 Quality Related Documents

The documents listed below shall be retained for a period of 10 years as a minimum since Company's liability for due diligence in all phases of project extends significantly beyond the standard contract retention period of 5 years.

• Quality audit reports

• Safety audit reports

• Technical proposal and related documents

• Contract documents

• Project specification or scope definition for detail engineering

• Project specific procedures

• Records of multidiscipline reviews

• Interface control documents

• Change control documents

• As built design drawings

• Process flow diagrams, material balances and equipment data sheets

• Plotplans and elevations

• P&ID's with line tables (as built)

• Relief load and safety valve calculations

• Design calculations for concrete, structural steel, wall thicknesses and stress

• Inspection reports, test records, heat treatment records and non-conformance reports

• Authority approvals and drawings approved by Authorities

• Logic diagrams or loopsheets of safeguarding systems.

Boxes containing any of the above documents shall be marked with a date of destruction 10 years and one month after acceptance or any later date as required by contract or law.

4.7 Final Invoice

Upon receipt of Client's acceptance the final invoice must be prepared for lumpsum contracts. For reimbursable contracts, the final invoice will be prepared upon issue of the Project close-out notice.

4.8 Project Close-out Notice

When no further expenditures are expected and when the guarantee period has expired the project manager shall issue a close-out notice as per ref. 6.10.

4.9 Guarantee Period

During the guarantee period, the files containing vendor guarantees, process and mechanical calculations and correspondence including minutes of meetings must remain accessible.

During this period, the liability cover may partly be transferred to availability. The Project Manager shall make a written analysis of the outstanding liabilities and durations and make a recommendation to the product line and regional management to obtain approval for such a transfer.

4.10 Project Experience Database

The Marketing Services Department is responsible for maintaining a Project Experience Database (PED) which provides a ready reference of all projects executed within the office and throughout the company. This (electronic) Database provides the quantification of Company ; experience in the various sectors of our Business and is used to support Company Sales activities.

The Database is established in an Electronic Database (EDB) using MS-Access Software. It currently contains approx. 3000 records, each with some 20-30 fields of information.

Upon close-out of a project, the Project Manager is required to complete the “Project Resume” form plus a summary narrative briefly outlining the history and background of the project and submit this to the Marketing Services Manager.

Note: The “Project Resume” Data Sheet replaces the previous Company Project History Data Sheet (ref. Attachment 2).

5. Flowchart

6. References

7. Attachments

1. Project Close-out Checklist

2. Project Experience Database (PED) - Project Resume (REC10003)

Project Close-Out Checklist

Project Resume