Table of Contents
1. Purpose
The purpose of this procedure is to provide information and instructions in order to establish a standard method for the planning of a project and facilitate the execution of the project in a structured manner.
This procedure shall apply to all projects, unless otherwise directed by the Project Manager.
2. General
Described are the main activities that are required to make a project plan.
The project plan as described includes Home Office project activities and the preparation of a basic construction plan. The Construction Plan is to be further detailed by the Construction Planning Engineer.
The Project Manager and Lead Engineer are responsible for the contents herein. The Planning Engineer is delegated to obtain required information. Procurement, Construction, Lead Discipline Engineers and other parties involved in the preparation of the project plan will provide information as required.
The planning and scheduling of a project is carried out using a four level planning system. Each level contributes specific parts to the project organization.
Level 1 is a general overview used as a management document. It represents the highest level and least detailed schedule. Level 1 schedules display in bar chart format the major work functions, targets, project objectives and constraints. The subcontract strategy must be set when construction is part of the project scope. The overall objectives defined by the level 1 schedule must have agreement and Support of all key personnel involved with the project. The Level 1 plan can be supplemented with manpower schedules and progress curves.
See attachment 2 for an example of a Level 1 plan.
Level 2 is a summarization of Level 3 in a bar chart format. It is used for project control purposes. The level 2 can only be finalized after the level 3 is completed. The summarization must be in accordance with the Work Breakdown Structure (WBS) of the project.
Level 3 is the most detailed level of planning done by the Planning Engineer and is set up in a network format. Each task contains information such as weighted manhours, planned number of deliverables and manpower requirements. The level 3 schedules are the basis on which schedule deviations to the project execution plan are identified and contains basic information used for the preparation of reports.
Level 4 plan is made by the Lead Engineer. This plan shall match with the requirements from the level 3 plan. The preparation of the level 4 plan is not described in this procedure.
3. Responsibilities
The following functions in the project organization have responsibilities described in this procedure:
- Project Manager (or his delegate)
- Lead Engineer
- Planning Engineer
The Project Manager and the Lead Engineer are responsible for the contents herein. The Planning Engineer is delegated to obtain required information.
3.1 Project Manager
The responsibilities of the Project Manager:
- Provide the Planning Engineer with all necessary information to enable project planning.
- Approve the scope of work for the Planning Engineer.
- Establish a WBS. This WBS should be defined in-line with other project control tools, such as Document Control and Cost Control.
- Define key work package milestones for project work packages.
- Approve the work packages and planning work items.
- Approve all project planning schedules.
- Review the project status.
- Decide if the current plan can be maintained or re planning/ scheduling is necessary.
3.2 Lead Engineer
The responsibilities of the Lead Engineer:
- Provide the Planning Engineer with a list of work packages and planning work items needed for the execution of his scope of work.
- Obtain agreement with the Project Manager and the Planning Engineer on the timing of his activities in the project plan.
- Provide Progress Information on his part of the project.
- Establish and maintain a Level 4 plan. This plan shall match with the requirements from the Level 3 plan.
3.3 Planning Engineer
The responsibilities of the Planning Engineer:
- Prepare, if required, or agree with planning scope of work.
- Prepare a level 1 plan and regular updates.
- Prepare a level 3 plan and regular updates, if required in the planning scope of work.
- Support the Lead Engineers with advice and assistance regarding the level 4 plans.
- Establish agreement with the Lead Engineers on the timing of activities.
- Establish agreement on the project status with the Lead Engineers and the Project Manager.
- Analyze the project status.
- Provide planning reports and narratives in accordance with the Planning scope of work.
- At the job end create a job close report and archiving.
- The Planning Engineer is responsible for obtaining the information that is needed to make and maintain the project plan.
4. Procedure Description
The following phases are identified when creating a project plan:
- Planning Scope Definition
- Acquiring Planning Information
- Creating the Project Schedule
- Maintaining the Project Schedule
- Project Close Out
4.1 Description of the Phases
Planning Scope Definition
The Project Manager provides the Planning Engineer basic project data, contractual requirements and project requirements. With this information the Planning Engineer defines his scope of work. The Project Manager approves the planning scope of work.
Acquiring Planning Information
The Planning Engineer is proactive in obtaining the required information to make a project plan. The Project Manager and the Lead Engineer are responsible for the contents of the provided information.
Creating the Project Schedule
With the provided information the Planning Engineer creates a project schedule according to the planning scope definition.
Maintaining the Project Schedule
During the project the Planning Engineer acquires actual data. The actual data is used to update the schedule. The updated schedule is analyzed by the Planning Engineer. After analyzing, the Planning Engineer reports the results to the Project Manager.
Project Close Out
When the project has ended, the Planning Engineer makes a planning job close report and takes care of proper archiving of planning information of the project.
4.2 Flowchart Description
Description of each box of the flow chart in section 5.
Project Manager
Planning information and requirements. The Project Manager has to provide the Lead Planning Engineer with information, based on contractual and internal requirements. The information shall be provided early in the project, up to date and contain at least the project scope (EPC), planning budget, planning resources and project milestones.
Planning Scope
Project Manager decides whether a planning scope description is necessary for his project. If a planning scope description is not required, the Planning Engineer makes only a Level 1 plan.
Planning Engineer
Definition of the planning scope of work. This is a description of the planning deliverables for this project (include timing and frequency). The planning scope shall also contain information such as staffing, budget and manhour estimate for the Planning Department. See attachment 1.
Project Manager
Approval of the planning scope. If not approved, redefine the planning scope until it is approved.
Planning Engineer
Level 1 Planning Schedule. This is a bar chart that shows the major work functions, targets, project objectives and constraints. See attachment 2 for an example.
Approval and agreement Level 1
Agreement with the Lead Engineers on the planning schedule is required. The Project Manager approves the Level 1. This schedule masters time frames for engineering, procurement and construction activities. The time frames are required for the preparation of the Level 3 network.
Project Manager
Establish a WBS and define key deliverable milestones. A WBS is required to divide the project in controllable parts. Key deliverable milestones are required for project control purposes.
Lead Engineer
Submit a list of all work packages and planning work items in the project for his discipline, grouped by WBS. This list must cover his scope of work.
Project Manager
Approval of the work packages and planning work items. If not approved, the Lead Engineer updates the list of work packages and planning work items until it is approved.
Planning Engineer
The Planning Engineer creates, with all provided information, when a logic is made timing and resources are added. This results in a level 3 bar chart schedule plan. This schedule is the basis of further activities of the Planning Engineer.
All Participants
Review of the Level 3 bar chart schedule. The Project Manager, Lead Engineers and the Planning Engineer shall review the level 3 bar chart schedule and give their opinion. All opinions shall be taken into consideration and as far as possible incorporated in the Level 3 plan.
Project Manager
The Project Manager approves the Level 3 Schedule. After approval from the Project Manager the Level 3 schedule is a project controls document, which shows the timing of project activities. Now a level 2 planning schedule can be made by summarizing the level 3 schedule.
In-line with the level 1 schedule.
The time frames in the Level 1 schedule shall be the same as the time frames in the Level 3 schedule. However, because more details are known from the project, adjustment of the Level 1 schedule is possible. The Project Manager decides if adjustments shall be made.
Planning Engineer
Update Level 1 Planning Schedule. During the project the Planning Engineer inputs actual data to the level 1 schedule and writes a report on the project status.
All participants
During the project a progress measurement system will be used to indicate the status of each network task.
Planning Engineer
Analysis and regular planning reports and narratives. The Planning Engineer analyzes the project status and reports his conclusion to the Project Manager. In the planning scope of work is listed which reports, narratives and their frequency the Planning Engineer shall make.
Project Manager
Review of the project status.
Maintain Current Plan.
The Project Manager decides if the current plan can be maintained or needs rescheduling.
5. Flowchart
6. References
|
|
Document Number |
Title |
Level |
| 6.1 |
CM-PE-119 |
Procedure for Document Control |
2 |
| 6.2 |
BN-W-UE301 |
Work Instruction for the Numbering of Project Documents |
4 |
| 6.3 |
CM-PE-920 |
Project Executive Control |
2 |
7. Attachments
7.1 Planning Scope Information Sheet
7.2 Typical Level 1 Schedule
