Scheduling and Reporting Requirements for Engineering, Design, Procurement, Construction

TABLE OF CONTENTS

1. PURPOSE
2. SCOPE
3. RELATED DOCUMENTS.
4. GENERAL
   1. Work Break Down Structure (WBS)
   2. Level 2 Schedule (L2)
   3. Level 3 Schedule (L3)
   4. Level 4 Schedules (L4)
5. PROGRESS REPORTING
   1. GENERAL
   2. Progress Curves
   3. Histograms
   4. Productivity
6. WEEKLY/MONTHLY PROGRESS MEETINGS
   1. GENERAL
   2. Weekly/Monthly Progress Reports

1.0   PURPOSE

This specification  defines the scheduling and reporting requirements  for engineering, design,  procurement,  construction  and fabrication  contracts  that are  not covered  in other specifications.

2.0   SCOPE

This specification applies to all EPC, engineering, design, procurement, fabrication and construction  contracts.  In  some  instances,  specific  examples  or  requirements  are specified that relate to a particular discipline; these shall be applied appropriately  to other disciplines. This specification shall be applied in conjunction with the project-specific scope of work documents  and  the  appropriate  engineering  standards  referred  to  in  the  contract package transmittal.

The   project-specific   scope   of  work   documents   and   project   specifications   has precedence  over  this  general  scope  of work  specification.  No  exceptions  shall  be permitted without the written approval of the Company.

The Company shall have access to all relevant planning and progress documents. The Contractor   shall  provide  copies  of  all  Contractor   Schedules   and   relevant   data information.

The  Contractor  shall  ensure  that  all  reported  schedule  information  is  an  accurate record  of  the  Work  status  as  determined   from  the  planning   system.  All  such information shall be subject to audit by the Company.

The Contractor shall provide hard copy and electronic transfer in Primavera P6 Rel 7 of the Contractor’s control data for analysis and verification by Company. No exception to Primavera P6 Rel 7 shall be permitted without the written approval of the Company.

The Contractor’s organization of planning and progress measurement shall follow the requirements detailed below.

3.0   RELATED DOCUMENTS

General Scope of Work for Construction Contracts

DOC0000415341     Typical Work Break Down Structure

DOC0000415342     Typical Progress Graphs

4.0   GENERAL

4.1   WORK BREAK DOWN STRUCTURE (WBS)

The Contractor shall prepare a project wide model providing a framework for contract management and control, which shall encompass the complete Scope of Work for the contract  divided  into  identifiable  Work  Packages  to provide  the  necessary  level  of detail  i.e.  units  of  measurement,   quantity  and  manhours  for  effective  progress measurement, accountability and control. For  guidance  and  clearer  understanding,   refer  to  Attachment  1  –  Typical  Work Breakdown Structure (DOC0000415341).

Note:  The Work Breakdown elements can be interchangeable to suit the Contractor’s method of working. The WBS should be submitted as part of the Bid Package.

4.2   LEVEL 2 SCHEDULE (L2)

The Contractor shall prepare a high level summary bar chart within the main elements of the WBS that identify the Project Milestones, Interface milestones and key events that depict the logical activity sequence and key relationships between discipline, trade activities and contract phases.

The L2 shall be submitted with the Bid Package and revised later to reflect changes in the Contract Award Package.

4.3   LEVEL 3 SCHEDULE (L3)

The Contractor shall prepare a Level 3 schedule, which shall be a ‘live’ model network that is logically  linked to define the Scope of Work. The L3 shall be  the  tool for a meaningful  schedule  analysis,  providing  identification  of  float,  critical  path(s)  and resource bottlenecks. It shall be developed to embrace the total life and scope of the Contract from the effective date to the final acceptance.

The Level 3 shall provide the schedule windows for the Level 4 Detailed Schedules and Control  Documents.  All Contract  Milestones  and Interface  Milestones  shall  be clearly identified  and integrated  into the network  logic,  ensuring  the inclusion  of all activities necessary to achieve completion.

The L3 schedule should be aligned with the WBS and L2 and submitted  within  two weeks after Letter of Intent or Contract Award, for Company review.  Following review of  the  documents,  a  meeting  with  Contractor  and  Company  shall  be  arranged  to discuss  the  schedule  comments  and  Contractor’s  procedures/methods  of progress measurement to finalise the schedule.

The approved schedule will form the baseline for reporting and payment.

4.4   LEVEL 4 SCHEDULES (L4)

The Level 4 Detailed  Schedules  shall be prepared  by the Contractor  to  quantify in detail, weight  and measure  the Scope of Work within each L3 work  section  of the WBS.  These documents and their supporting data bases should be made accessible to the Company during progress audits and inspections.

These  schedules  shall be the Contractor’s  principle  production  control  tools,  which shall provide the basis for the day to day implementation of the Scope of Work, as well as being the mechanism for progress tracking and progress measurement.  The Level 4 shall  be resource  and  cost  loaded  in line  with  the  BOQ  to produce  the  overall physical progress complete on the L3 schedule activities.

The Level  4 Detailed  Schedules  and Contract  documents  shall  include  but not  be limited to:

• Drawings and/or Drawing Registers
• Weld count and isometric tracking index
• Schedule of Requisitions
• Equipment and Material Status Reports
• Equipment Delivery Schedule
• Subcontractor Schedules
• Interface Schedules
• Prefabrication Status Reports
• Detailed Build and Load-Out Schedules
• Detailed Testing Schedules
• Heavy Lift Schedule (by others, liaison required)
• Transport Schedule (by others, liaison required)
• Site Materials Received and Material Matching Reports
• Manpower Reports
• Detailed Schedule for Temporary facilities

The  Contractor  shall  add  to this list as necessary  throughout  the project  duration. Additional schedules and documents shall be provided by Contractor where requested by Company, to demonstrate  effective control of the contract e.g. rules of credit and progress evidence.

5.0   PROGRESS REPORTING

5.1   GENERAL

Throughout the life of the contract, the Contractor shall develop, maintain, update and report  against  a  series  of  Progress  Control  Curves,  Manpower  Histograms  and Resource Efficiency (Productivity). These graphical representations shall be generated directly from the approved schedules and shall form the basis of the physical progress control system.

For guidance  and  clearer  understanding,  refer  to Attachment  2 – Typical  Progress Graphs (DOC0000415342).

The Contractor’s  schedule and progress measurement  packages  shall be  submitted four weeks after Letter of Intent or Contract Award, for Company review.

5.2   PROGRESS CURVES

The  progress  curves  and  source  information  shall  be  produced  in  a  hierarchical structure demonstrated  by the Contractor’s  WBS.   The graphical progress data shall give an overall progress summary report.

The  Contractor  shall,  on  a  weekly  basis,  evaluate  work  complete  and  show  the physical progress status; where this deviates from the approved plan, the Contractor shall produce a forecast to completion curve.

The curves shall be supported by a table of the weightings and progress figures for each WBS element.

5.3   HISTOGRAMS

The  Contractor  shall  submit  Manpower  histograms  which  shall  illustrate  the  same proportion of work scope as covered by the Progress Graphs. The numbers of planned personnel shall be shown below the histogram with space for actual figures during the reporting phase. A forecast shall be produced as necessary to support the progress curves. The histogram shall clearly indicate the assumed man-hours per man week.

5.4   PRODUCTIVITY

The Contractor shall keep up to date records and report each week on the productivity of the work force. The productivity factors, based on earned (or achieved) man-hours divided   by  actual   (or  expended)   man-hours,   shall   be   used   by  Contractor   to demonstrate the performance of the Work and to substantiate that adequate manning levels are being provided to meet the Work Schedule.

Additionally, the Contractor shall report weekly, in tabular format or within the Level 4 schedules,  both the productivity  in terms  of expended  man-hours  per  unit of each category of Work installed and the actual quantity achievement  against the quantity planned for each of the major categories of Work, such as:

• Tonnage of structural steel fabricated and erected.
• Equipment items installed.
• Number/tonnage/metres of spools fabricated,  installed,  straight  pipe  installed, field welds complete (split large bore and small bore).
• E&l cable length installed and terminated.
• Number and weld inches of welds, by material type, passed and failed.
• Number of hydrostatic tests completed and accepted.
• Number of instrument loops checked, tested and accepted.
• Systems flushed and reinstated.
• Systems painted and insulated.
• Metres of insulation installed on pipe, sq. m. on equipment.

6.0   WEEKLY/MONTHLY PROGRESS MEETINGS

6.1   GENERAL

The Contractor shall prepare and issue Weekly/Monthly  Progress Reports (as agreed by the contract) to inform Company of the Work and Contract status.  The reporting requirements  shall  not  relieve  Contractor  of  its  obligations  to  promptly  notify  the Company any matters that significantly affect the completion of the Work.

Ad hoc reports and/or presentations may be requested from Contractor, as required by Company,  to  focus  on  a specific  subject,  e.g.  action  plans  to  overcome  potential schedule problems or recover progress slippage.

6.2   WEEKLY/MONTHLY PROGRESS REPORTS

Weekly/Monthly progress reporting shall be achieved through a status review meeting (timing to be agreed at site level) with a formal narrative produced by Contractor which shall consist of but not limited to:

• A safety report giving a brief description of the work in progress and include reference to visits by non-project personnel and lost time incidents
• Updated Progress sheets
• Weekly labour and equipment sheets
• Weekly Manpower (both direct and indirect)  by trade and major  equipment being used in each work area
• Weather conditions
• Monthly updated Level 3 Schedule against the Baseline
• Monthly Updated Progress Curves
• Monthly Updated Histograms
• Monthly Updated Productivity Graphs
• Photographs