Planning and Progress reporting system

Projects Directorate Planning & Control Dept.

Project Phase: Date: May 2008 Document: W-G-SS006 Rev. 0 Sheet 1 of 4

Specifications for Planning & Scheduling

In a process to monitor and control project effectively and efficiently, the following detailed requirements and procedures shall govern the planning and scheduling activities under this contract: 1. Scope:

The scope of this procedure includes the following: • The development of schedules which represent the plan for execution of the

services consistent with ADWEA requirement and reflecting the total scope. • A monitoring system which continually compares actual performance with

planned performance and allows early review and corrective/preventive actions on deviations.

1.1 Plan: The contractor shall submit the project plan as per the following detail:

1..1 Work Breakdown Structure (WBS)

(See Attachment-A)

1..2 Detailed Construction Schedule Construction Schedule shall be prepared in Primavera Project Planner (P3) / MS Project taking into consideration the WBS and shall include at least the following fields: a. Activity ID b. Activity Description c. Original Duration d. Early Start e. Early Finish f. Late Start g. Late Finish h. Total Float All activities shall be linked properly and logically. A Critical Path shall be shown clearly in the program. WBS shall be prepared up till such a level that any activity shall not be more than 20 days except where not appropriate or pertinent.



1.1.3 Resources Histogram & Cash Flow S-Curve: The schedule shall be loaded with resources (man-hours & budgeted cost) to generate Physical Progress and Cash Flow S-Curves, which shall be submitted by contractor along with Baseline Construction Schedule.

Contractor shall submit Manpower and Equipment Histogram, which shall be generated from Construction Schedule by category–wise i.e. (Electrician, Plumber, Labours, etc.).

1.1.4 Revised Program:

In case if there is an approved Variation Order (VO) with respect to change in project completion date or addition or reduction in contract value, or if contractor decides to change his construction strategy or method, he shall then submit for approval, a revised program incorporating the changes. Revised Program shall show a comparison between originally approved baseline and the proposed revised program. Once this revised program is approved, it shall become new baseline for further monitoring and reporting purposes.

1.1.5 Recovery Program:

Contractor may be asked to submit a recovery program by client or consultant in case he fails to comply with plan. Contractor shall justify and bring in all efforts to complete the project in time.

1.2 Progress Measurement System (Monthly Report Format)

Contractor shall prepare a system to measure the progress of project at any stage considering the detailed construction program planned dates and resources to calculate the weightages and progress S-Curves. A proposed WBS assigned with preset weightages is attached (Attachment – A) as a guideline. These weightings can be adjusted according the type of work or project with the consent of consultant and client. Any progress measurement system shall at least contain the following:

1.2.1 Logs:

1. Engineering/Drawings Submittal & Approval Log (Attachment-B) 2. Materials Submittal & Approval Log (Attachment-C) 3. Supplier/Vendor/Sub Contractor Submittal & approval Log. (Attachment-D) 4. Procurement & Delivery Log (Attachment-E)

5. Construction / Commissioning Log (Attachment-F)



1.2.2 S-Curves: By obtaining the data from above mentioned logs, contractor shall submit S-Curves to monitor the planned & actual situation. Following S-Curves shall be submitted: 1. Progress S-Curve for Engineering and Design Submittal & Approval 2. Progress S-Curve for Material Submittal & Approval 3. Progress S-Curve for Sub Contractors/Vendors 4. Overall S-Curve for Home Office Services 5. Progress S-Curve for Procurement Activities 6. Progress S-Curve for Construction & Commissioning Activities 7. Overall Progress S-Curve for whole project 8. Updated Cash Flow S-Curve (Planned Value & Earned Value)

A typical format for Progress S-Curve is enclosed (Attachment-G). For developing the Overall Progress S-Curve the contractor shall consider the ADWEA proposed weightage system for above mentioned major activities as per (Attachment-H). Contractor shall use cost to calculate weightages for Procurement Activities and Man-Hours for every thing else.

1.2.3 Summary Sheet:

Contractor shall submit an overall one page summary sheet which shall show progress as of previous month, current month & cumulative at a level-1 or level-2 detail as per proposed WBS (Attachment-I).

1.2.4 Updated (As-Built) Construction Program:

Contractor shall submit an updated construction program along with monthly report showing the comparison between baseline and actual site data. This updated construction program shall contain at least the following data: 1. Activity ID 2. Activity Description 3. Original Duration 4. Planned Start 5. Planned Finish 6. Actual / Expected Start 7. Actual / Expected Finish 8. Planned %age

9. Actual %age 10. Total Float



11. In bar area of program both baseline (target) bars and actual bar shall be shown to provide clear graphical comparison between planned and actual activities.

1.3 General / Other Requirements:

1. The contractor shall submit a Detailed Construction Schedule and proposed Progress Measurement System including plan data with in or not later than specified mobilization period.

2. Updated Construction Schedule & Progress Measurement System including actual data (as monthly progress report) on approved format shall be submitted by 25th of each month.

3. A soft copy of program and progress measurement system shall also be submitted along with each report.

4. Contractor shall maintain a full time site / project based competent Planning Engineer whose resume shall be prior approved by Consultant & ADWEA.

5. A proposed Planning Engineer may also need to appear for a test or interview to assess his suitability for project if it is required so.

Contractors Logo Consultants Logo

ABU DHABI WATER & ELECTRICITY AUTHORITY (ADWEA)

CONTRACT NO

PROJECT TITLECONTRACT NO.

MONTHLY REPORTREPORT NO.

Month - Year

SUBMITTED BY APPROVED BY

PROJECT MANAGER ADWEA REPRESENTATIVE

MAIN CONTRACTOR :

Progress Measurement System

Work Breakdown StructureATTACHMENT-A

Project

100%

Home OfficeServices

10%

Procurement / Delivery

50% - 60%

Construction / Installation30% - 40%

Design andDrawings

Submittals and Approvals

60%

Sub Contractors / Vendors / Suppliers

Submittals andApprovals

10%

Material Submittals

and Approvals30%

Submitted Reviewed Submitted Reviewed Submitted Approved

5% 55% 65% 70% 75% 80% 85% 90% 100%

Substation:Equipment Layout

1 PLAN

FORECAST

ACTUAL

2 PLAN

FORECAST

ACTUAL

3 PLAN

FORECAST

ACTUAL

4 PLAN

FORECAST

ACTUAL

5 PLAN

FORECAST

ACTUAL

6 PLAN

FORECAST

ACTUAL

7 PLAN

FORECAST

ACTUAL

8 PLAN

FORECAST

ACTUAL

9 PLAN

FORECAST

ACTUAL

10 PLAN

FORECAST

ACTUAL

TOTAL 0 0% 0 0%

Contract No.

ENGINEERING DELIVERABLE REGISTER

Draft Complete

S. No.

Earned Man-hours

Issue - 1 Issue - 2 Weighted Progress %

Weightage %

Contract Title

Cut off Date

Drawing/ Document

Number

Activity Progress %StartDescription Budgeted

Man-hours SCH Final Issue (IFC)

Issue - 3

Submission / Review Status

Total Achieved :

Contractors Logo Consultants LogoB-ATTACHMENT

10% 30% 50% 80% 100%

1 10.00% PLANFORECASTACTUAL










TOTAL 100.00% 0.00%

Contract TitleContract No.

Sch. Submit to ADWEA for Approval

Prepare MR/PR

Weighted Progress % Remarks

MATERIALS SUBMITTAL / APPROVAL SCHEDULE

Description Receive ADWEA Approval

Cut off Date

Sl. No.

Weightage Factor %

Float Enquiry & Receive

Offer

Complete Tech. Evaluation &

Submit to Consultants

Material Submittal Ref.#

Activity Progress

%

Contractors Logo

Consultants Logo C-ATTACHMENT

SUBCONTRACTORS 20% 25% 80% 90% 100%

1 PLAN

FORECAST

ACTUAL

2 PLAN

FORECAST

ACTUAL

3 PLAN

FORECAST

ACTUAL

4 PLAN

FORECAST

ACTUAL

5 PLAN

FORECAST

ACTUAL

6 PLAN

FORECAST

ACTUAL

7 PLAN

FORECAST

ACTUAL

8 PLAN

FORECAST

ACTUAL

9 PLAN

FORECAST

ACTUAL

10 PLAN

FORECAST

ACTUAL

0 0.00% 0 0.00%

SUB CONTRACTORS SUBMITTAL / APPROVAL SCHEDULE

Sch. Budgeted Man-Hours

Weightage %

Activity Progress %

Sl. No.

Contract No.Contract Title

Submittal Ref.# Description Earned Man-

HoursIssue RFQ

for Bids RemarksAward Sub Contrator P.O Issued

Compl. Evaluation &

Submit to Consultants

Receive ADWEA

Approval

Cut off Date

Receive Bids

Name of S/C

Finalise Bidder List

Weightage Achieved

TOTAL

Contractors Logo

Consultants Logo D-ATTACHMENT

CIVIL MATERIALS 10% 30% 50% 90% 100%

1 PLAN

FORECAST

ACTUAL

2 PLAN

FORECAST

ACTUAL

3 PLAN

FORECAST

ACTUAL

4 PLAN

FORECAST

ACTUAL

5 PLAN

FORECAST

ACTUAL

6 PLAN

FORECAST

ACTUAL

7 PLAN

FORECAST

ACTUAL

8 PLAN

FORECAST

ACTUAL

9 PLAN

FORECAST

ACTUAL

10 PLAN

FORECAST

ACTUAL

TOTAL 0.00% 0.00%

Start Material Delivery at Site

Start Material Despatch / Shipment

Material Delivery Ref.#

Cut off Date

Sl. No.

Start Fabrication / ManufacturingName of VendorSch.

Contract TitleContract No.

Description

MANUFACTURING & DELIVERY STATUS REGISTER

Assigned Weightage %

Activity Progress %

Weighted Progress % RemarksPurchase Order

Issued Complete

Delivery at Site

Contractors Logo Consultants Logo

E-ATTACHMENT

Activity ID Activity description Budgeted Quantity (MH)

Individual Weight Factor

Previous Month % complete

This Month % Complete

Cumm. Percent Planned

Cumm. Percent Actual

Complete

Earned Progress

Progress Variance (%Actual-

%Planned)0.00%

0.00 0.00% 0.00%

CONSTRUCTION & COMMISSIONING

Cut off Date

Contract No.Contract TitleContractors

LogoConsultants

Logo

F-ATTACHMENT

1 of1


OVERALL PROGRESS 'S' - CURVE

Cut off Date

40%

50%

60%

70%

80%

90%

100%

PRO

GR

ESS

Contractors Logo Consultants LogoG-ATTACHMENT

MONTHS Jul-07 Aug-07 Sep-07 Oct-07 Nov-07 Dec-07 Jan-08 Feb-08 Mar-08 Apr-08 May-08 Jun-08 Jul-08 Aug-08 Sep-08 Oct-08 Nov-08 Dec-08

Cummulative Planned 0.48% 2.52% 4.53% 8.54% 11.25% 16.53% 22.46% 28.68% 38.33% 47.68% 58.93% 68.32% 78.54% 86.78% 91.30% 96.33% 98.65% 100.00%

Cummulative Actual 0.69% 2.32% 3.53% 6.66% 8.69% 12.15% 15.77%

0%

10%

20%

30%

Jul-07 Aug-07 Sep-07 Oct-07 Nov-07 Dec-07 Jan-08 Feb-08 Mar-08 Apr-08 May-08 Jun-08 Jul-08 Aug-08 Sep-08 Oct-08 Nov-08 Dec-08

MONTHS

Cummulative Planned Cummulative Actual

Level-1 Level-2 Level-3 Level-4

1 Home Office Services 10%

1.1 Engineering & Design 60%

1.1.1 XYX by Contractor Man-Hours


1.2 Material Approval 30%



1.3 Sub Contractors/Suppliers/Vendors 10%

1.3.1 XYX by C Man-Hours

Progress Measurement System(Proposed WBS)

S. No. Activity DescriptionWBS Basis of

Measurement of Weightages

Contractors Logo

Consultants Logo

H-ATTACHMENT

1.3.1 XYX Contractor Man Hours


2 Procurement & Delivery 50%

2.1 Long Lead Items 100% by Contractor Cost

3 Construction 40%

3.1 Construction Activities 90%

XYX by Contractor Man-Hours



3.2 Pre-Commissioning & As Built 10%



Plan Actual Plan Actual Plan Actual

100.00%

2.1 10%

2.1.1 60.00%

2.1.2 30.00%

2.1.3 10.00%

2.2 50%

2.2.1 40.00%

2.2.2 60.00%

2.3 40%

2.3.1 Sub Station 35.00%

2.3.2 33/11 KV Cables Laying 25.00%

2.3.3 Package Unit 18.00%

2.3.4 Over Head Lines 20.00%

2.3.5 Commissioning and PAC 2.00%

MONTHLY PROGRESS REPORT

Overall

This Month ProgressWeightage

Home Office Services


Variance Remarks

Cummulative ProgressDescriptionS. No.

Previous Month Progress

Cut off Date

Design & Drawings Approval

Bulk Items

Construction & Commissioning

Materials Approval

Sub Contractors Approval

Procurement & Delivery

Long Lead Items

Contractors Logo Consultants Logo I-ATTACHMENT

Documents

Planning and Progress reporting system