departmental procedure project management dp: pmx - bhel · pdf file ·...

Departmental Procedure Project Management

DP: PMX (Aligned to Quality Manual and ISO 9001:2008)

This manual is to be returned to Head (PMX) when the individual has no further requirement for it or when he ceases to be an employee of BHEL. Individuals in possession of the Controlled Copies will receive revisions as and when issued.

Issue No. 05

Controlled Copy

Date of Issue: 16.03.2010

Revision No. 00

Issued to:

Effective Date: 16.03.2010

Control Number: DPPM:0001/10

Issued by :

Head/PMX

Bharat Heavy Electricals Limited Power Sector Western Region

Shree Mohini Complex

Nagpur 440001

DEPARTMENTAL PROCEDURE Issue No. : 05

FOR PROJECT MANAGEMENT Rev. No : 00 . Date : 16/03/10 Page : 01 of 01

TABLE OF CONTENTS

S. NO. CHAPTER

IDENTIFICATION DESCRIPTION

NO. OF PAGES

LATEST REV. NO.

EFFECTIVE DATE

01

02

03

DP:PMX

TABLE OF CONTENTS

DEPARTMENTAL

PROCEDURE FOR PMX

SUMMARY OF

REVISIONS

01

17

01

00

00

00

16/03/10

16/03/10

16/03/10

REVIEWED BY APPROVED BY

HEAD (MSX)

HEAD (PMX)

DEPARTMENTAL PROCEDURE FOR Issue No. : 05 Rev. No. : 00

PROJECT MANAGEMENT Date : 16.03.10 Page : 1 of 17 DP: PMX

Reviewed by Approved by Head (MSX) Head (PMX)

BHARAT HEAVY ELECTRICALS LIMITED, POWER SECTOR WESTERN REGION

PS : WR

1.0 SCOPE

This procedure details the processes of the Project Management function , its

organization, responsibilities and activities involved in execution of these

processes to meet requirements of QMS and continually improve its

effectiveness in PSWR.

2.0 PRIMARY DOCUMENTS

2.1 Quality Manual

2.2 Standard Procedures (SP 02,03,06,07,08,09,10,11,12 and 13)

3.0 PROCESS MAPS

The sequence and interaction of processes are shown in process map.

Internal Customers are as indicated in Process map. Their expectations are:

a) Timely availability of inputs and requirements.

b) Completeness of inputs.

4.0 ORGANISATION, RESPONSIBILITY AND DEFINITION OF TERMS USED

The functional organization chart of PMX is enclosed.

4.1 PROJECT CO ORDINATOR - The individual or body with the responsibility

for managing a contracted Project by coordinating project management functions

among Customer, Consultant ,Manufacturing units, engineering centres,

PMG(IO/IS/PS),Marketing and site in the field of Engineering, supplies, Erection,

testing and Commissioning etc in line with CIS and contract documents.





PS : WR

4.2 ACTIVITY - An operation or a specific action to be completed to aid the fulfillment

of the project as a whole.

5.0 ACTIVITIES

Following activities are performed at PMX.

5.1: Act as the main nodal agency for the region for execution of assigned project and as a communication channel between various concerned agencies.

Receive Contract Information Sheet from Commercial

Head PMX to Nominate Project Coordinator

Receive contract documents from Commercial.

5.2: Preparing Physical and Financial Turn over budget.

Prepare Physical and Financial Turn Over plan for the project for the

current financial year and quarterly for the next financial year in line

with the contractual schedule.

Receive the yearly Budget from ongoing project sites for review and

finalization.

5.3: Monitoring Turnover (Physical & Financial), Billing and Cash collection.

5.4: Monitoring Sub contractors / Vendors progress for corrective action.

5.5: Planning and monitoring of identified inputs for meeting contract Commitments.

Receive approved L-1 schedule from PM





PS : WR

Prepare L2 schedule for Construction and E & C and submit to PM

for finalization of L-2 Sch.

Receive approved L-2 schedule from PM and forward to site.

Monitor L2 schedule and raise alarm wherever necessary.

Communicate site Opening/Closing.

Finalize packages for sub-contracting, prepare tender specifications,

sub-contracting estimates and place indent on Purchase department.

Finalise Broad billing schedule with customer in association with

commercial / Marketing (Power Sector/ Industry Sector/IO).

5.6 :Site Related coordination

Plan, monitor and control of infrastructure and enabling works

Development and review of installation schedule, identification,

provision & co ordination of major inputs for installation activities at

site.

Planning & providing support services to sites including coordination

within region.

Reviewing site performance with Construction managers and

concerned for corrective action.

5.7: Resolution of customer complaints related to region.

Process customer complaints / Feed back as described in SP08





PS : WR

5.8: Improvement of Customer Satisfaction

Action planning on perceptions received based on survey for enhancement of customer satisfaction as per SP 13.

5.9: Improvement in cycle time & other areas Critical to Quality (CTQ) 5.10: Facilitating Contract Closing

Expedite liquidation of technical and commercial issues with

Customer pertaining to Region and intimate to Commercial.

6.0 RECEIVE CONTRACT INFORMATION SHEET

Receive Contract Information Sheet (CIS) from commercial in format COM-F07.

7.0 NOMINATION OF PROJECT COORDINATOR

Head (PMX) nominates a Project Coordinator (PC) on receipt of information from

commercial regarding expected contracts and responsibility of Project

Management. and informs -

a. Individual through HOD

b. Commercial Centre (PSCM)

c. Head (Region)

e. All HOF’s

f. Head (IO / Industry Sector / CPMG)





PS : WR

8.0 RECEIVE CONTRACT DOCUMENTS

PC shall obtain contract documents from Commercial.

9.0 L-2 SCHEDULES

9.1: PC shall prepare L2 schedule for installation and forward to

Project manager.

9.2: PC will obtain consolidated approved L2 schedule from

Project Manager and distribute the same as follows :

i. Construction Manager

ii. HEAD TSX

iii. Head Quality

10.0 PREPARATION OF TENDER SPECIFICATION AND ESTIMATES FOR PLACING INDENT FOR SUBCONTRACTING

10.1: PC to finalise sub contracting packages in consultation with Purchase / TSX/ ISX

for subcontracting purpose.

10.2: PC to collect information and technical details from manufacturing units /

Engineering Centers for preparation of tender specifications.

10.3: PC to prepare tender specification in line with the contract requirements and

furnish the same to Purchase deptt while raising indent.

10.4: PC to prepare detail estimate for the sub packages and get approval from

competent authority.





PS : WR

11.0 QUALITY PLAN SUBMISSION SCHEDULE 11.0.1: PC shall obtain field quality plan submission schedule from Head (quality) and forward to Customer / Construction / Project Manager. 11.0.2: PC shall monitor the schedule and expedite the approval of Quality plans by Customer/Consultant. 12.0 SUBCONTRACTING 12.1: PC shall identify various subcontracting packages and prepare a

Schedule for award of subcontracts.

12.2: PC shall obtain the tender inputs from various units/engineering centers and

prepare the tender documents.

12.3: PC shall prepare the detailed estimate for respective packages.

12.4: PC shall raise Indents for products and services.

12.5: Technical Bid evaluation for product /services.

12.6 PC shall obtain the list of sub-vendor / Sub- Contractor with credentials from

Purchase for customer approval wherever applicable.

12.7 List of Sub-vendors / Sub-Contractors shall be furnished to Customer for

comments / approval

12.8 PC shall obtain approval from customer and forward to purchase for further

necessary action





PS : WR

13.0 SITE OPENING / CLOSING 13 1 Project Coordinator shall communicate to the concerned

(Units/Customer etc.) regarding site opening / readiness of site to receive

materials.

13.2 Project Coordinator shall monitor balance work for closing of site.

13.3 Project Coordinator shall communicate to all concerned regarding site

closing.

14 PROGRESS REVIEW AND REPORTING

14.1: Project coordinator shall attend project review meeting with Customer

/ Consultant and concerned units / work centres.

14.2: Review progress with respect to schedules (L1 & L2) and advise the

concerned for corrective action wherever required.

14.3: Project Coordinator shall brief the highlights of the record notes of

meetings to HOD/HOF.

14.4: Head (PMX) or his nominee shall review progress of project with

respect to schedules with PC every month. Head (PMX) shall seek

higher level intervention through Head Region / MCM wherever

required.

14.5: PC shall prepare the list of critical inputs required to achieve planned

turnover / milestone & follow up with the concerned for its timely availability.





PS : WR

14.6: Head/PMX will communicate the critical issues to PMG for its

liquidation every month through PRE MCM.

14.7: Project Coordinator shall arrange relevant documents required for

execution of work from Engineering Centres/Units.

14.8: Head (PMX) or his nominee shall review the subcontracting

Indent/PO with concerned department and take necessary actions

wherever required.

14.9: Project Coordinator shall monitor progress of enabling

works/Infrastructure facility. Area of concern to be taken up with

concerned dept for corrective action.

14.10: Project Coordinator shall obtain progress report from site and review

with Head PMX on critical issues.

14.11: On receipt of CIS, project coordinator shall give the requirement of

enabling works with other input detail to PMX-Civil for preparation

of tender documents, BOQ, Specification, drawings and

departmental estimate.

14.12: PMX Civil shall prepare all the above details and process a note for

approval of departmental estimate by competent authority.

14.13: On approval of estimate, project coordinator shall place an indent to

Purchase department.





PS : WR

14.14: Similar procedure shall be followed for main civil packages for EPC

project. In case of EPC Project, BOQ and specification shall be

obtained from engineering division i.e. PEM/PED.

15.0 CUSTOMER COMPLAINT AND FEEDBACK Process customer complaints/feedback as described in SP08.

16.0: CONTRACT CLOSING 16.1: SUB-CONTRACTORS

16.1.1 PC shall co-ordinate with site and other concerned to

liquidate various issues/pending points like balance work, time

extension, Extra item/Additional works, quantity variation, ORC, final

bills etc.

16.1.2: Project coordinator to communicate to concerned for corrective

action.

16..2: CUSTOMER Project Coordinator shall co-ordinate with commercial and site to liquidate

various issues/pending points.

17.0 DOCUMENT CONTROL

Document and data used in the department are controlled as per SP 02.

18.0 PLANNING

18.1: PERFORMANCE PLANNING

18.1.1: Objectives for the function are drawn in line with QM 5 every year.

18.1.2:.Annual individual targets are set, measured and reviewed as per

Performance management system.





PS : WR

18.2: RESOURCE MANAGEMENT

Resources are deployed so as to improve the effectiveness and enhance

customer satisfaction.

18.3: IDENTIFICATION OF COMPETENCIES

Competencies of individuals are identified as per Performance Management

System.

18.4: IDENTIFICATION OF TRAINING AND DEVELOPMENT NEEDS

18.4.1: Training needs of the department are identified as per SP-11 and

forwarded to HR dept.

18.4.2: On receipt of communication from HR dept, Head (PMX) shall depute

individuals for training programs.

18.4.3: On completion of training evaluation is done by HOF/HOD and sent to

HR dept.

18.5: MEASUREMENT, ANALYSIS AND REVIEW

Monthly review is conducted for the following –

a) Objectives, plan and target

b) Customer complaint feedback

c) Non Conformance Reports/ Audit result

d) Contract closing

e) On going projects

f) Planning

g) Changes in QMS

h) Any other point





PS : WR

18.6: IMPROVEMENT ACTIVITIES

Improvement areas are identified and reviewed as per SP. 13. Following areas

are given thrust:

18.0.6.1: Customer perception survey

18.0.6.2: Feedback from monthly Review meeting at HQ.

19.0 CONTROL OF NONCONFORMING PRODUCT

For activities performed by deviating from procedure, approval of authority

approving the procedure is taken.

20.0 CORRECTIVE AND PREVENTIVE ACTION

a) Corrective actions on recorded Audit observations shall be as per SP 07.

b) Corrective and preventive actions shall be as per SP06 and SP07

c) Head (PMX) shall initiate preventive measures to avoid recurrence of such non

conformances.

d) Head (PMX) shall communicate to head (Qly) & MR cases which require input

from other units / departments.

e) Head (PMX) / Nominee shall maintain data of all non-conformance and

corrective actions.

21.0 STATUTORY AND REGULATORY REQUIREMENTS

Project Coordinator will coordinate for adherence to statutory and regulatory

requirements at installation sites.





PS : WR

22.0 RECORDS AND RETENTION PERIOD

SL NO DESCRIPTION OF RECORD RETENTION PERIOD LOCATION

1. Schedule folder Till closure of contract PC

2. Correspondence files Till closure of contract PC

3. Records notes / Minutes of meeting Till closure of contract PC

4. Progress reports Till closure of contract PC

5. DP-PMX master folder Till next issue Head (PMX)

6. Document Control Register (DCR)

7. Non-conformance review records 2 Years HOD

23.0 LIST OF SOFTWARES DEVELOPED/ USED

Softwares provided by IT department are used.





PS : WR

24.0 FORMATS USED

S. No. Description Format No. Type

01 Non-conformance report PW-021 I

02 Internal quality audit report, observation notes PW-022 I

03 Training needs identifications PW-027 0

04 Indent PW-009 0

05 Contract information sheet COM-F07 I

06 Daily status report of commissioning SOX-F38 I

07 Daily status report of commissioned unit SOX-F39 I

08 Pending points report SOX-F40 I

09 Erectable analysis & Rolling Plan for 3 months SOX-F41 I





PS : WR

25.0 ABBREVIATIONS USED

ABBREVIATION EXPANSION

ACT Actual

CIS Contract Information Sheet

CONSUL Consultant

CUST Customer

DESGN Designation

DP Departmental Procedure

EC Engineering Centre

HOD Head of the Department

HOF Head of Function

HQ Head Quarters

I Inputs

I/O Input and Output

MSX Management Services

MQC Management Quality Committee

MR Management Representative

O Output

PC Project Co-ordinator

PM Project Manager

PMX Project management

QLY Quality

REV Revision

REV NO. Revision Number





PS : WR

S. NO. Serial Number

SCH. Schedule

SIGN Signature

PROJ Construction Management

SP Standard Procedure

TSX Technical Services

Q M Quality Manual





PS : WR

Project Coordinator

Head Project MGMT

(PMX)





PS : WR

DEPARTMENTAL PROCEDURE FOR Issue No.: 05 PROJECT MANAGEMENT Rev. No . : 00 Date : 16.03.10 Page : 1 of 1

DP: PMX



PS: WR

SUMMARY OF REVISION

Sl. No. Clause/Page/Format No.

Rev. No. Date Nature of Change

01 Table of Content 00 16.03.10 Aligned in line with QM Issues 05 and SP Issue 04

02 DP : PMX 00 16.03.10 Aligned in line with QM Issues 05 and SP Issue 04

03 Summary of Revision 00 16.03.10 Aligned in line with QM Issues 05 and SP Issue 04

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