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MANAGEMENT PLAN

Subject : Management responsibility & Procedure For


Project Management
1.

Purpose :
To establish procedure for
a)
Project planning,
b)
Project execution and administration,
c)
Servicing

2.

Scope:
For all aspects of Project Management from commencement stage to final handing over of the
project.

3.

Responsibility:
In-charge (Project Site)
Heads
Project manager (PM)
Financial Controller

4.

Method:

4.1

Project Planning:

4.1.1

Selection of In-charge (Project Site): Depending upon the size of the project, the category
from which In-charge(Project Site) is to be selected is decided, namely, Supervisory or
Managerial category, by Heads. The individual is then identified based on the nature of the
project, experience and seniority of the incumbent by the Heads and approval is obtained
from the MD.

4.1.2

Project Scheduling: In-charge (Project Site) / PM based on Client/ Consultants overall


program of works, prepares Project Plan in the form of Bar Chart in MS project for HVAC &
Mechanical works and submits to Client/Consultant for approval if necessary. Any comments
or shifts in program received from Client/Consultant are then reflected in the final Project
Plan or In-charge (Project Site) / PM discusses/ prepares project plan considering overall
completion date for Electrical & Mechanical works in consultation with Client who may
prepare master project plan.. If Client does not prepare master project plan, project plan
prepared for Electrical and Mechanical works is used to monitor/review the progress.

4.1.3

Preparation of Quality Plan: In-charge (Project Site) / PM prepares a Quality management


Plan for the project. Work instructions (method statements) are prepared on site activities
wherever required by the Client/Consultant.

4.2

Mobilisation:

4.2.1

Manpower: In-charge (Project Site) / PM draws up a plan for the mobilisation of manpower
including a histogram related to various categories of skilled and unskilled workmen required
for the Electrical and Mechanical works over the project period. The selection and recruitment
of personnel is carried out as per Procedure for Recruitment. The In-charge (Project Site) /
PM are also part of the recruitment of any new staff who might be required for successful
execution of the project.

4.2.2

The planning for mobilisation includes the following activities:

a) The accommodation and related facilities for the labour, general, supervisory and
management staff.

b) The office and other temporary infrastructure facilities (if required) at site for carrying out
the project works.

c) Resource mobilisation on the project is done as per contractual requirements.


4.2.3

Finance, Bonds and Guarantees: our Financial controller and Finance manager arranges
Finance facilities, Bonds, insurance and Guarantees

4.2.4

Engineering: our Design Engineer carries out Engineering as per the Procedure for Design
Control.

4.2.5

Procurement of Products: Products are procured by our procurement cum Estimation


engineer.

4.3

Project Execution and Administration:

4.3.1

Billing: Bills are submitted as per contract requirements by In-charge (Project Site) / PM.
Monthly information on bill amount and status is informed to MD.

4.3.2

Variations and Claims: Situation involving variations and claims are identified and
communicated in writing to Client/Consultant indicating the time and cost implication and
follow-up is made for early settlement of the same. Record is kept by In-charge (Project
Site) / PM and communicated periodically to Finance manager.
4.3.3 Cash flow: Cash- flow is monitored by In-charge (Project Site) / PM to ensure that it is within
the approved bank limits.

4.3.4
a)

Project Monitoring:
The project plan is periodically monitored and updated by In-charge (Project Site) /PM either
during the meetings with Client/Consultant or internally as necessary. Record of changes in
project plan is maintained either by minutes of meeting or by revised plan. If delay in any
activity not within the control of Mechanical Division affects the project plan, it is
communicated to Service co-coordinator / Client / Consultant by In-charge (Project Site) / PM.
If delay in activity is caused by reasons attributable to Mechanical Division, action is taken to
ensure that overall completion of project is not delayed or delay is minimized. In-charge
(Project Site) / PM maintains and periodically reviews Material Submission Status,
Procurement Status & Drawing Status and takes necessary action to ensure timely completion.

4.3.5 Correspondence: Record of all letters exchanged with Client / Consultant are maintained.
Copies of such letters are sent to staff concerned for action/information.
4.3.6

Project Accounts, Audit & Control of capital items:

4.3.6.1 Mechanical Division adheres to accounting procedures in maintaining project accounts.


Depending on the size of the project periodic internal financial audit is carried out.
4.3.6.2 Each capital item is assigned an identification number and full particulars of the capital item
such as date of purchase, purchase cost, location, depreciation, is recorded in the Fixed Asset
Register, which is maintained by the Accountant dealing with the project. These capital items
are physically verified at periodic intervals and verification sheets are signed by In-charge
(Project Site) / PM and the Accountant concerned. If any variances are observed between
physical and book quantities such discrepancies are immediately reported to the Head
concerned / MD / GM (E&M) for appropriate action.

4.3.8

Receipt, Storage and Issue of Products: The receipt, storage & issue of products is done as
per Procedure for Clearing by store in charge & reports to PM Every week.

4.3.9

Installation:

a)

In-charge (Project Site) / PM in consultation with Client / Consultant identifies the work
fronts available to commence installation of Mechanical works.

b)

The installation is carried out based on approved drawings, contract specifications and good
engineering practices.

a)

Appropriate safety and good housekeeping practices are followed as detailed in Procedure for
Safety, Environment and Housekeeping.

4.3.10 Inspection, Testing and Commissioning: The inspection, testing and commissioning
activities are carried out as per Procedure for Inspection and Testing
4.4

Servicing:

4.4.1

Servicing: After preliminary handing over of the project, in case In-charge (Project Site) is
not retained during the Defect Liability period, he hands over the charge of the project to the
person nominated by MD. Servicing is done as per Procedure for Servicing

4.4.1

Training: Where contractually required, training on Operations and Maintenance of systems


is imparted to Clients personnel at the appropriate time.

4.4.4

Final Handing Over: Upon expiry of the maintenance period, the work is deemed to be
finally handed over and contractual liability ceases. The final handing over certificate from
the Client/Consultant is obtained if required as per contract terms.

4.5

Demobilisation:

4.5.1

During the stage of demobilisation, surplus material and capital items are transferred to other
project sites or central store.

5.

Records:
Copies of the following related to the Project Management are maintained by In-charge
Project Site) /Project Manager till the completion of contractual liability or longer if found
necessary.

a)
b)
c)
d)

Project Plans.
Correspondences with Client / Consultant / H.O. / Subcontractors/ any other agency.
Mobilisation Plan.
Project Status Reports.

e)
g)

f)
h)

Billing, Variations and Claims.


Cost and Profitability Statements.
Material Submission, Procurement & Drawing Status Reports.
Quality Plans.