Table of Contents
1. Purpose
The purpose of this procedure is to stipulate the requirements for the preparation of a project history report and to provide guidance to project managers and task force personnel responsible for its production as to the extent of the level of detail and minimum requirements of such a report.
2. General
The objective of the project history report is to provide a comprehensive record of all important aspects of the project, supported by comments from the Project Manager concerning the performance during the execution of all parties. This will be achieved by providing a summary of project activities and statistics, an analysis of the execution in terms of time, cost, safety and quality and by highlighting learning points with recommendations regarding future execution strategies, organization, procedures and methods to be applied. The history report should provide essential feedback to improve our estimating and sales database.
The Project History Report shall be provided for all projects, unless waived by the Manager of Projects. The report shall cover the period from contract award until completion of Company services and should be issued (within 2 weeks) immediately after completion of Company Project activities and acceptance by the client. For detailed activities, see flowchart (5.0).
The complete summary of the history of a project shall be obtained from the Project History Report, however for specific phases or aspects reference will be made to the final process report or the final construction report, the final cost report, etc.
The Project Manager should also obtain, as part of the project close-out activities if possible the following:
- Final site photographs and permission to publish.
- Final press release.
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Clients reference letter, addressed to the Vice President of European Operations.
The final disposition of documents, (ref. 6.1) may only be done when the Project History Report is completed and approved.
3. Responsibilities
3.1 The Manager of Projects is responsible for ensuring that Project History Reports are prepared as appropriate and for their retention.
3.2 The Project Manager is responsible for the compilation and issue of the Project History Report.
3.3 Lead task force personnel, or other selected by the Project Manager, are responsible for the provision of comprehensive and detailed input to the Project History Report.
4. Procedure
4.1 Format
The format and typical contents of the Project History Report shall be in accordance with (ref. 6.8).
4.2 Preparation
4.2.1 General Guidelines
Prior to project completion, the Project Manager shall initiate preparation of the Project History Report.
The time required for and spent in preparation of the report shall be booked preferably to the job number as part of the estimated budget.
The lead task force personnel shall timely submit to the Project Manager the project history data for review and inclusion in the final report.
Additional notes which will clarify the execution of the project shall be added. All copies in the book shall be the final or latest issue. When appropriate references to other documents shall be made in order to prevent duplication.
4.2.2 Specific Guidelines for attached typical Project History Report
Please note that many of the following items should only be addressed if applicable and/or if required to report "learnings" and make recommendations. For specific guidance see also ref. 6.3 and 6.7.
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Section 1.2 Financial Conditions and Status Head Contract:
Materials control
Construction labour (direct hire and/or subcontracts). 3.0. Give general information on overall project program, with major milestones: including contract award date, start of engineering and drafting work, design package completion date, start of construction activities, placement and delivery dates of critical items, mechanical completion date, overall acceptance by Client, etc. Note: Provide comments for long delays with causes (e.g. strikes, design, material shortage); general market conditions and price changes during project due to escalation, etc. 3.1 Give reference to or make a summary of the project execution philosophy followed, and indicate possible advantages/ disadvantages. 3.2 Give a summary of the QA philosophy followed; make reference to the Quality Plan if required. Refer to scheduled audits and follow-up. 3.3 Give a summary of the Safety Philosophy followed; make reference to the Safety Plan if required. 3.4 Procedures and Methods a. Highlight briefly the important advantages and disadvantages of various procedures and methods used effecting the job. Discuss problems which arose and present recommendations for future work and improvement of Company Quality Management System. 3.5 Client Relations Attach organization scheme of "key" Client personnel involved in the project and give a brief outline of Client's organization. Describe Client's performance/cooperation, if required, with respect to a. Development of basic design data. b. Development, review and approval of basic \drawings including process flow diagrams, engineering flow diagrams and utility flow diagrams, plot plans, electrical key diagrams, etc. c. Review and approval of the drawings. Indicate extent of review and approval action required. d. Review and approval of material and equipment requisitions, bid tabs and purchase orders. e. Finalizing contractual agreements. f. Review and approval of change orders. g. Requirements for automated control/reporting. Acceptance of Company systems and costs. h. Any other areas. Indicate frequency, location and success of meetings held. 3.6 a. Give brief analysis of the project, highlighting important and unusual items, such as effect of major changes, significant delays etc. 5.0 Project Controls and Cost a. Attach the planning and progress charts. b. Explain reasons for differences between scheduled and actual progress, e.g. shorthanded, delays in developing basic design information, delays in approvals by Client and/or authorities, etc. c. Discuss systems utilized to control costs, manhours and change orders if learnings can be drawn from this and give recommendations on project control systems for future projects. d. Indicate number of change orders and engineering design adjustments and/or attach change order register. Highlight major changes which resulted in delays of design package completion. e. Describe unusual Client's (or third party) requirements or claims, if any, and the impact on the project. 6.0 Engineering and Design a. Refer to "U" engineering summaries in project cost report and give reasons for overrun/underrun of engineering manhours. b. Comment on divisions of work by project engineering team if required. c. Comment on general performance if required. d. Provide specific comments on the design of equipment and systems per Company code of accounts if required. Project manager should obtain comments of specialist engineers, design coordinators and other relevant personnel prior to presenting his comments and recommendations. e. Highlight problems, if any, experienced with equipment vendors. Give recommendations to prevent these problems for future projects. Refer where Client interference during design was significant. f. Indicate advantages/disadvantages of automated design equipment (CAD, APD) if required. g. Discuss reasons for manhour overruns/underruns in design disciplines if required. h. Discuss systems used to produce layout drawings (CAD), isometrics (manual or APD), material control (PMC), etc., if required. 7.0Procurement
8.0 Construction a. Give a review of the Construction Execution and any Engineering executed in the field. b. Describe construction organization with special emphasis on lines of communication between home office project management and field construction management, including field problems and recommendations to improve. c. Highlight important recommendations from the final construction report. d. Indicate major field changes due to engineering errors and Client interference, number of total isometrics to be re-fabricated in the pipe shop and in the field due to mistakes. e. Shortage of material, to be bought in the field, due to incorrect take-off, loss, damage and Client interference, etc. Include a summary of surplus material if applicable. f. Refer to subcontracts plan and reason for deviations from that plan. 9.0 Start-upa. Discuss problems, if any, encountered during start-up of plant. b. Highlight problems, if any, experienced with particular equipment and/or equipment suppliers. c. Give recommendations on how to prevent these problems in future. d. Review the use of service contractors. e. Review start-up engineer's reports, summarize recommendations to correct deficiencies that may have developed during start-up. |
4.2.3 Mechanical Catalogue
In the project History Report it shall be indicated whether a mechanical catalogue is available.
4.2.4 Final Close-out Process Report
The process report should provide a brief description of the facility highlighting areas of specific importance and learnings from the project, especially during commissioning and start-up, with recommendations for future process or other improvements. In the project history report under Section 2.0, a reference shall be made to the final process (commissioning) close-out report, which forms an integral part of the overall project history report.
The original process report shall remain under custody of the Company process department (for retention see 6.5).
4.2.5 Final Construction Report
The final construction report for the project should provide a complete, condensed account of the project construction phase, including cost data, safety data, and construction learnings for future Company projects.
In the Project History Report a reference shall be made under Section 8.0 to the Final Construction Report, which forms an integral part of the overall project history report.
The original Final Construction Report shall remain custody of the Company Construction Department (for retention see 6.5).
4.3 Approval
The Project Manager shall formally approve/sign the Project History Report on the cover sheet, as issue I "Released for Information".
All changes to the document shall be identified as defined in ref. 6.6.
4.4 Distribution
The Project History Report is a confidential document with limited distribution and shall be copied as a minimum for the Manager of Projects, one copy for routing to the Managing Director also a copy to the Vice President of Sales and the General Manager.
Copy for routing to Operational Department Managers (including Manager of Q.A.). Further copies will be made at the discretion of Company management.
A copy of the Project History report shall also be stored in the archive as part of the project documentation, (Ref. 6.5).
5. Flowchart
| Project History Report Actions |
Responsibilities |
|||||
| Initiate | Prepare | Approve | Issue | |||
|
|
PE(M)
PM/PD
PCM/SE
PCM
PM/PD
MOPR |
PCM/SE PE(M) |
PM
PM/PD
PM/PD
PM/PD
PM/PD |
PRM
SCM
PCM
PS
|
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Flowchart - (Cont’d)
|
Legend: |
PE(M) |
= |
Project Engineer (Manager) |
|
|
PM/PD |
= |
Project Manager/Project Director |
|
|
PCM |
= |
Project Construction Manager |
|
|
MOP |
= |
Manager of Projects |
|
|
EC |
= |
Engineering Coordonator/Clerk |
|
|
CE |
= |
Cost Engineer |
|
|
LE |
= |
Lead Engineer |
|
|
CS |
= |
Construction Supermarket |
|
|
PS |
= |
Project Secretary |
|
|
PLE |
= |
Process Lead Engineer |
|
|
MOPR |
= |
Manager of Process |
|
|
MOP |
= |
Manager of Projects |
|
|
DM |
= |
Deoartment Manager |
|
|
PL |
= |
Planner |
|
|
PSM |
= |
Project Services Manager |
|
|
PRM |
= |
Procurement Manager |
|
|
SCM |
= |
Subcontract Manager |
|
|
COE |
= |
Commissioning Engineer |
|
|
SE |
= |
Site Engineer |
6. References
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|
Document Number |
Title |
Level |
6.1 |
CM-PE-111 |
Final Disposition of Project Documentation |
2 |
6.2 |
CM-PE-114 |
Preparation of Mechanical Catalogues |
2 |
6.3 |
BN-CO-103 |
Final Construction Report |
3 |
6.4 |
CM-PE-113 |
Microfilming of Project Documents |
2 |
6.5 |
CM-PE-116 |
Archive and Storage of Project Documentation |
2 |
6.6 |
CM-MA-102 |
Document Issue Code and Change Identification |
2 |
6.7 |
BN-EG-UE101 |
Final Process Close-out Report |
5 |
6.8 |
BN-W-UK003 |
Project History Report |
4 |