Progress Reporting Procedure

[Good Guys]

1.            PURPOSE

The purpose of this document is to explain the standard procedure for reporting the actual progress measured at various stages of the Project. This document also provides the guidelines for preparation and distribution of various types of progress Reports required at different execution levels of the Project.

2.            SCOPE

This document is applicable for preparation of all formal Progress Reports at various stages such as Engineering, Procurement, Construction and Commissioning of the Project. The scope of this document is limited to provide the methodology for preparation, the nature and maintaining the period of generation of the Progress Reports. This document will not explain the procedure to measure the actual progress of the Project. The actual progress of the Project will be measured in accordance with the “Progress Measurement Procedure No. HCM-T-PC-2-47”.

3.            DEFINITIONS

“COMPANY” is referred as a separate established entity and owner of the Project to receive the services from HEC as per the mutually agreed terms and conditions between HEC and COMPANY.

"CONTRACTOR" is Hyundai Engineering Co., Ltd (HEC) referred as a separate entity established to render services to the COMPANY on mutually agreed terms and conditions of the Contract.

4.            DESCRIPTION OF PROGRESS REPORTS

The CONTRACTOR will develop various types of standard progress reporting methods in order to monitor and control the progress at each execution level of the Project. The Progress Reports will cover actual status of all the regular as well as critical activities of the Project. The Progress Reports will be generated considering the standard progress measurement methods developed by the CONTRACTOR as per the “Progress Measurement Procedure No. HCM-T-PC-2-47”. CONTRACTOR will develop a schedule for preparation of the Progress Reports based on the type and nature of the Project requirements. The standard frequency for generation of the Progress Reports will be Weekly and Monthly. The CONTRACTOR may measure the progress on daily basis for critical items and report the same on weekly and monthly basis as per the Project requirements. The CONTRACTOR will start the preparation and distribution of the Progress Reports right from the beginning stage until handing over of the Project.

5.            TYPES OF PROGRESS REPORTS

In order to maintain the systematic progress reporting approach, the CONTRACTOR will decide progress reporting cycle based on the Project requirements. This progress reporting cycle may be revised upon change of progress reporting requirements of the Project. In general the CONTRACTOR will measure and report the progress on standard time intervals such as weekly, monthly, and quarterly as per the Project needs. The CONTRACTOR may also prepare a Special Progress Report irrespective of the standard progress reporting cycle as per the requirements of the Project. The details of all these type of reports are briefly explained hereunder.

5.1          Daily Progress Report

The CONTRACTOR will measure the progress on daily basis at Construction Site and record the same in the logbooks or daily progress registers. This Daily Progress Report may not be required to circulate to all the departments and people of the Project. However if any critical or milestone activities are involved in the Project the same will be reported and highlighted daily to all the concerned departments and people. The Daily Progress Reports will be reviewed and monitored by the concerned job engineer to identify day-to-day status of the Project at Construction Site.

CONTRACTOR will submit daily construction Progress Report to COMPANY Representative along with a daily activity report via e-mail as well as hard copies. The daily activity report will indicate the activities that are performed by the CONTRACTOR against the planned schedule. This daily activity report will be formally checked by Site Representative and forwarded to the Site Manager of the CONTRACTOR. The Site Manager will review the same and submit to the COMPANY for reference and records.

5.2         Weekly Progress Report

The actual progress noted or recorded on daily basis by the concerned job engineers will be summarized and a Weekly Progress Report will be generated. In general this Weekly Progress Report will be circulated within the departments and monitor the weekly progress status of the Project. The weekly report will be submitted to the COMPANY for information. The submission time and format of the report will be developed based on the Project and COMPANY requirement during execution stage of the Project. The Weekly Progress Report will basically include the following points.

5.2.1        Project Control

General description of the Project Control carried out in accordance with the physical progress of Engineering, Procurement, and Construction, etc

5.2.2        Engineering

The details of the works that are currently under progress along with a tabular form showing the current status of the Document Progress Register (DPR)

5.2.3        Procurement

The brief details of the works that are under progress and the current procurement status of the Project

5.2.4        Construction

The status of the construction activities that are under progress along with the network schedule

5.2.5        Precommissioning, Commissioning, and Start-Up

The brief details of the Precommissioning, Commissioning and Start-up activities carried out during the previous week against the planned schedule. The status of systems identification, check listing and their completion.

5.2.6        Quality and Safety

General description of Quality and Safety activities carried out during the previous week and a brief forecast for the following week

5.3         Monthly Progress Report

The CONTRACTOR will measure the progress of the Project as per the “Progress Measurement Procedure No. HCM-T-PC-2-47” at every month considering a specified cut off date. The measured progress will be presented in the form of systemized monthly reports. The Monthly Progress Report will be distributed to all the important departments and person of the Project.

The Monthly Progress Report consists of various aspects such as the progress achieved against the planned progress along with areas of concern and proposed solutions. The Monthly Progress Report will be generated considering a specified start and end cut off dates. The Monthly Progress Report will be submitted to the COMPANY on a specified date of particular month. The Monthly Progress Report will broadly consist of the following points.

5.3.1        Executive Summary

The overall aspects of the Project will be covered under this section in briefly as listed below:

1)    Overall schematic details of the Facilities

2)    A brief description of the main meetings held, main milestone achieved, main decision taken, main problems resolved, new problems if any encountered during the progress cut off period

3)    Summary of Project progress statistics for the areas and phases that are covered within specified cut off date of the current month

4)    Status of Milestone Key dates in a tabular form

5)    Schedule Narrative discussing the critical path, including any items that are going to delay in supply and the proposed necessary corrective measures to be taken to overcome the delay

The CONTRACTOR will control and track all the ITPs developed and used at various locations and stages of the Project. The individual Disciplines Managers are responsible to manage and control all the ITPs of the Project that are developed and used for their assigned works. The QA/QC Manager as centralized point will keep the records of all the ITPS developed by various Discipline Mangers of the Project. The following points will be noted for control of the ITPs of the Project.

5.3.2        Engineering

1)    A monthly description for each area, separately indicating all the events and also covering list of the major drawings issued to the COMPANY for review/approval

2)    Progress statistics in a tabular form for specified cumulative date of the current month

3)    The status of each Area by Discipline, drawings, and material requisition (Total number, Issued for Review, Issued for Construction, etc.) in a tabular form

4)    Activities planned for the following month giving the discipline-wise details for each Area

5.3.3        Procurement

1)    A detailed report on the monthly events of each Area providing details separately for all requisitions issued, purchase orders placed, equipment/bulk material dispatched, and received at Site

2)    Progress statistics in a tabular form for the current month and cumulative up to date

3)    Material Status Report

5.3.4        Construction

1)    A narrative of monthly events, separate for each Area providing the status of major construction of work at Site

2)    Progress statistics in a tabular form for the current month and cumulative up to date

3)    List of drawing/documents by which work front is under hold (Area wise)

4)    List of equipment/materials by which work front is under hold (Area wise)

5)    Activities planned for the following month giving the discipline-wise details for each Area

5.3.5        Pre-commissioning, Commissioning, and Start-Up

1)    Narrative of the monthly events separately for each Area providing major system milestone status

2)    Progress statistics in a tabular form for the current month and cumulative up to date

3)    List of outstanding Punch list items

4)    Activities planned for the following month giving the discipline-wise details for each Area

5.3.6        Project Control

1)    Narrative of monthly events, separate for each Area providing work accomplishment and Project Control during the month

2)    Updated bar chart for Area and Phases covered under the Contract

3)    Updated progress S Curves/Histograms

4)    Invoice register and payment

5.3.7        Quality and Safety

1)    Narrative of the monthly events, separately for Quality Assurance, Safety and specific areas of concern

2)    Safety problems encountered and foreseen for the following months with proposed remedial actions

6.            MONTHLY STATUS REPORT

The CONTRACTOR will update the following documents every month and submit along with the Monthly Progress Report as Monthly Status Report.

1)    Master Document Register (MDR)

Engineering deliverables will be monitored in detail by using Master Document Register (MDR). MDR will also have the detailed information such as the planned date, actual date, status, etc. of all the major activities of the Project.  The detailed information on maintenance of the Master Documents Register (MDR) will be referred from the Document Preparation and Control Procedure at Home Office (HCM-T-PC-2-61).

2)    Material Status Report

The Materials Status Report will include the following:

·            Equipment tag number or bulk material description

·            Purchase order number and date

·            Vendor name

·            Contractual delivery date (scheduled/forecasted/actual)

·            Percentage of progress achieved against planned progress

3)    Vendor Document Register

The Vendor Document Register will be maintained in systematic order for itemized equipment and will also be subdivided by equipment / tag number or requisition number. The list will include the Vendor’s name and Equipment/tag number.

7.            PROGRESS RECORDING PROCEDURE

The CONTRACTOR will measure the progress at each execution level of the Project as per the systemized “Progress Measurement Procedure No. HCM-T-PC-2-47”. The progress of the Project will be recorded and registered by an individual engineer/supervisor of the CONTRACTOR/Sub Contractor on daily basis. This daily-based progress measurement status will be recorded or updated at a centralized location from where the Project progress is controlled or monitored. The required Progress Reports will be generated or developed from this location as and when required with respect to the Project requirement.

8.            PREPARATION AND DISTRIBUTION OF PROGRESS REPORTS

The CONTRACTOR will record the progress of the Project on a standardized Progress Report form at each time of progress measured as per the Project requirements. The Daily and Weekly Progress Reports will be developed at the execution stage of the Project as per the COMPANY requirement. The CONTRACTOR will develop or generate standard type of Progress Report forms for the Monthly Progress Report, keeping in view to circulate the same to the corporate level of the Project. The typical contents of the Monthly Progress Report is as shown in the Attachment-1.

The Daily and Weekly Progress Reports will be distributed as per the requirement of the particular Project and COMPANY. Usually these reports will be circulated within the CONTRACTOR’s departments, however the same will be furnished to the COMPANY as per their requirements. The Monthly Progress Report will be distributed internally among the CONTRACTOR’s people and departments as well as externally to the COMPANY. The CONTRACTOR will develop a standard list for distribution of Monthly Progress Report.

9.            ATTACHMENT

Attachment 1- Contents of Monthly Progress Report

MONTHLY PROGRESS REPORT

Report No. X

(MONTH DD YYYY – MONTH DD YYYY)

PROJECT:

COMPANY:

CONTRACTOR:

             Distribution:

                  · COMPANY                                                                                             X Copies

                  · CONTRACTOR                                                                       X Copies

                  · OTHERS                                                                                                X Copies

M.R. No. _____

1            SECTION I - EXECUTIVE SUMMARY

1.1         Overall Project

1.1.1      Overall Schematic Details of the Project Facilities

1.1.2      Narrative Highlights

1.1.3      Summary of Project Progress Statistics

1.1.4      Milestone Key Dates Status

1.1.5      Bar Chart for Area & Phase

1.1.6      Progress Curve for Area & Phase

1.1.7      Histogram for Area & Phase

1.1.8   Areas of Concern (COMPANY & CONTRACTOR)

2.           SECTION II - DETAILED REPORT

2.1         Engineering

2.1.1      Summary

2.1.2      Progress Statistics

2.1.3      Drawings and Materials Requisition Status

2.1.4        Activities Planned for next period

2.2         Procurement

2.2.1      Summary

2.2.2      Progress Statistics

2.2.3      Material Status Report

2.3         Construction

2.3.1      Summary

2.3.2      Progress Statistics

2.3.3      List of Drawing/Documents (works under Hold)

2.3.4      List of Equipment/Materials (works under Hold)

2.3.5      Activities Planned for next period

2.4         Pre Commissioning and Commissioning

2.4.1      Summary

2.4.2      Progress Statistics

2.4.3      List of outstanding Punch List items

2.4.4      Activities Planned for next period

2.5         Project Control

2.5.1      Summary

2.5.2      Progress Statistics

2.5.3      Progress S Curves

2.5.4      Histograms

2.5.5      Invoice Register and Payment

2.6         Quality and Safety

2.6.1      Summary

2.6.2      Quality Audits, Project Procedure Status, NCR’s Status

2.7         Appropriate Project Pictures