‫بــلــــمــونـــت فرونــتـــيــر للخدمات النفطية‬

Belmont-Frontier Petroleum Services

PROCEDURE FOR MONTHLY PROJECT STATUS

REVIEWS

DOCUMENT CONTROL
Document ID Document Name Comment
BA-PE-PSR-215 Procedure for Monthly Project Status Reviews

Date Version Description Originator Reviewer Approver

18-11-2017 0 Project Management IA MJ NH
PROCEDURE FOR MONTHLY
‫بــلــــمــونـــت فرونــتـــيــر للخدمات النفطية‬
PROJECT STATUS REVIEWS Belmont-Frontier Petroleum Services

Document Number: BA-PE-PSR-215 ISSUE WITH BID Dated: 18-11-2017

CONTENTS
1. Purpose

2. General

3. Responsibility

4. Procedure

5. Flowchart
PROCEDURE FOR MONTHLY
‫بــلــــمــونـــت فرونــتـــيــر للخدمات النفطية‬
PROJECT STATUS REVIEWS Belmont-Frontier Petroleum Services

Document Number: BA-PE-PSR-215 ISSUE WITH BID Dated: 18-11-2017

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.
PROCEDURE FOR MONTHLY
‫بــلــــمــونـــت فرونــتـــيــر للخدمات النفطية‬
PROJECT STATUS REVIEWS Belmont-Frontier Petroleum Services

Document Number: BA-PE-PSR-215 ISSUE WITH BID Dated: 18-11-2017

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.

1. 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
PROCEDURE FOR MONTHLY
‫بــلــــمــونـــت فرونــتـــيــر للخدمات النفطية‬
PROJECT STATUS REVIEWS Belmont-Frontier Petroleum Services

Document Number: BA-PE-PSR-215 ISSUE WITH BID Dated: 18-11-2017

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.
PROCEDURE FOR MONTHLY
‫بــلــــمــونـــت فرونــتـــيــر للخدمات النفطية‬
PROJECT STATUS REVIEWS Belmont-Frontier Petroleum Services

Document Number: BA-PE-PSR-215 ISSUE WITH BID Dated: 18-11-2017

5. Flowchart