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Project management plan
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- 2. Receiving Inquiry Preparing Quotation ReceivingOrder Engineering Input Procurement Project Weekly Review Risk Assessment Monthly Review Installation and Commissioning Change Order Management Logistics Quality Control Cost Control Monthly Review Production Customer Acceptance Documentation Close ProjectA A
- 3. Receiving Inquiry Preparing Quotation ReceivingOrder Engineering Input Production Project Weekly Review Risk Assessment Monthly Review Installation and Commissioning Change Order Management Logistics Quality Control Cost Control Monthly Review Procurement Customer Acceptance Documentation Close Project Customer Inquiry Bid T&C Tech. Requirement Info Required Commit to Quotation Submission Date Yes No Inquiry Review Clarify with Customer Assign and Log Inquiry Number Save Inquiry Documentation Accept InquiryNo Inform Customer Specify Reason Update Inquiry Log Inquiry Review Meeting Prepare Quotation Yes Responsible Business Development Manager Departments Involved: • State Manager • Design Manager • Operations Manager • Project Manager • Legal Department • Estimator Output: • Inquiry Review Form • Acceptance letter
- 4. Responsible: • Business DevelopmentManager • Estimator Departments Involved: • State Manager • Design Manager • Operations Manager • Project Manager • Legal Department Output: • Technical Proposal • Pricing Sheet • Cost & Price Analysis • Risk Assessment Receiving Inquiry Preparing Quotation Receiving Order Engineering Input Production Project Weekly Review Risk Assessment Monthly Review Installation and Commissioning Change Order Management Logistics Quality Control Cost Control Monthly Review Procurement Customer Acceptance Documentation Close Project Inquiry Acceptance Engineering Scope Yes Estimate design Hours Prepare Engineering Technical Proposal Use Go-by drawings and Bill Of Materials No Estimate Production Hours Send RFQ New Materials Prepare CPA and Technical Proposal Decide on Margin and Delivery Date Save all documents in Inquiry folder Submit the quote to the customer Perform Risk Assessment A A
- 5. Responsible: • Project Manager Output: •Contract Review • Internal Minutes of Meeting • Project Schedule • Risk Assessment • Cost Control Report • Invoicing plan • First Invoice • Project Execution Plan • Customer Minutes of Meeting • Issue Log Other Output: • Project Quality and Safety Plan • Communication Plan • Procurement Plan Receiving Inquiry Preparing Quotation Receiving Order Engineering Input Production Project Weekly Review Risk Assessment Monthly Review Installation and Commissioning Change Order Management Logistics Quality Control Cost Control Monthly Review Procurement Customer Acceptance Documentation Close Project Sales to PM Handover Contract Review Review Existing Procedures and Lesson Learned Identify Stakeholders Set Milestones and WBS Prepare Baseline Schedule Develop Cost Control Report Based on CPA Develop Quality and Safety Plan Hold internal Kick Off Meeting Perform Risk Assessment and Mitigation plan B Set Proper Communication Channels Assign PM and Site PM Develop a Procurement plan Prepare Invoicing Plan Submit first Invoice Complete the project Execution plan A Open Sales Order and Create Project Folder Kick Off Meeting With Customer Log Unresolved Issues and Submit minutes of Meeting A B
- 6. Receiving Inquiry Preparing Quotation ReceivingOrder Engineering Input Production Project Weekly Review Risk Assessment Monthly Review Installation and Commissioning Change Order Management Logistics Quality Control Cost Control Monthly Review Procurement Customer Acceptance Documentation Close Project Prepare Design Request Form Design and Technical Documents Review More information Needed Yes Contact Sales and Customer for Clarification Revise Design Request Form Receive and Review Designs No Design Match requirement Submit comments to Design Team No Issue Design to Customer for Approval Yes Customer Approved Design No Yes Submit Designs to Engineering Prepare Engineering Request Form Submit Technical documents and Approved Designs More information Needed Provide Clarification Revise Engineering Request Form Yes Receive Materials Take Off and Bill Off Materials Receive Manufacturing Drawings No Responsible: • National Design Manager • Engineering Manager Departments Involved: • Project Manager • Operations Manager • Production Supervisor Output: • Approved Design plans • Manufacturing Drawings • Bill Of Materials
- 7. Receiving Inquiry Preparing Quotation ReceivingOrder Engineering Input Production Project Weekly Review Risk Assessment Monthly Review Installation and Commissioning Change Order Management Logistics Quality Control Cost Control Monthly Review Procurement Customer Acceptance Documentation Close Project Add Project Deliverables to Production Schedule Receive and Review Manufacturing Drawings Comments on Drawings Submit Engineering Change Request Create Work Order and Routings Review Project Technical Requirement Release Materials Requisitions as needed Update Production Schedule and report any delay to PM Follow the Inspection and Testing Plan A A Coordinate with Quality for inspection Pick parts for Final Assembly Review WO variance Close WO and release Materials to Warehouse Responsible: • Production Supervisor • Operations Manager Departments Involved: • Project Manager • Engineering • Quality Output: • Approved Sample • Materials Requisitions • Assembled Products • Closed WO reports
- 8. Receiving Inquiry Preparing Quotation ReceivingOrder Engineering Input Production Project Weekly Review Risk Assessment Monthly Review Installation and Commissioning Change Order Management Logistics Quality Control Cost Control Monthly Review Procurement Customer Acceptance Documentation Close Project Receive Materials Requisition Submit RFQs to Approved Vendors and Subcontractors Receive and Review quotations Quotes meet requirements Send Technical Query to Engineering Engineering Approves TQ Decide on Vendor based on best Price and Delivery Request for a revised Quote Issue Purchase Order Follow up on Delivery and update PO if Needed Receive materials as per PO Review Procurement Plan Get Samples Approval by PM as needed Meet with Major Suppliers A A Responsible: • Procurement Manager • Project Manager Departments Involved: • Operations Manager • Production Supervisor • Engineering Manager • Logistics Supervisor • Warehouse Supervisor Output: • Request for Quotes • Quotes • Material Sampling • Purchase Orders • Suppliers Minutes of Meetings
- 9. Receiving Inquiry Preparing Quotation ReceivingOrder Engineering Input Production Project Weekly Review Risk Assessment Monthly Review Installation and Commissioning Change Order Management Logistics Quality Control Cost Control Monthly Review Procurement Customer Acceptance Documentation Close Project Invite for Internal Progress meeting Review Design Issues Update design Release Schedules Review Drawings Release Schedule Review NCR Review and discuss new Change orders Review Suppliers Deliverables Discuss Action Plan for any Delay Update Production Schedule Review and discuss any variances Review Schedule and Critical Path A B Update Issue Log Hold Customer Progress Meeting Review Schedule with the customer Update Site Installation Schedule Discuss Technical issues arisen Submit Minutes of Meeting Review Material Sampling Submit Progress Report to the customer A B C C Responsible: • Project Manager • Site Project Manager Output: • Weekly Internal Meeting Minutes • Updated issue Log • Updated Project Schedule • Progress Report • Customer Meeting Minutes
- 10. Receiving Inquiry Preparing Quotation ReceivingOrder Engineering Input Production Project Weekly Review Risk Assessment Monthly Review Installation and Commissioning Change Order Management Logistics Quality Control Cost Control Monthly Review Procurement Customer Acceptance Documentation Close Project Review the latest Risk Assessment Identify New Risks Identify Risk Owner Quantify the risk Highlight High Risks Establish Mitigation Plans Set Target Completion Date Follow up on the Mitigation plan Until Risk becomes low Responsible: • Project Manager Departments Involved: • Operations Manager • Production Supervisor • Engineering Manager • Materials Manager Output: • Updated Risk Assessment Form • Mitigation Plans
- 11. Receiving Inquiry Preparing Quotation ReceivingOrder Engineering Input Production Project Weekly Review Risk Assessment Monthly Review Installation and Commissioning Change Order Management Logistics Quality Control Cost Control Monthly Review Procurement Customer Acceptance Documentation Close Project Review WO Cost Report Highlight Any High Variance Identify Reason Cost can be adjusted Yes Adjust WO Cost Control Report No Update Project Cost Control Based On Actual Invoice Based on the invoice Plan and Milestones Submit Report to Upper Management for Approval Responsible • Project Manager Departments Involved: • Operations Manager • Materials Manager • Production Supervisor • Finance Manager • Estimator Output: • Updated WO Cost Control Report • Action Items Minutes • Updated Project Cost Control Report
- 12. Receiving Inquiry Preparing Quotation ReceivingOrder Engineering Input Production Project Weekly Review Risk Assessment Monthly Review Installation and Commissioning Change Order Management Logistics Quality Control Cost Control Monthly Review Procurement Customer Acceptance Documentation Close Project Receive Change Request Change Affect Design Communicate the Change request and put task on hold Review Change request with Design team Estimate Impact on Cost and Delivery Submit CO for Customer Approval Change Affect Production Change Affect Procurment Change Affect Installation Put Hold on Production and Procurement Review the Change with Engineering and Production Put Hold on Procurement Review Change with Procurement and suppliers Hold on the installation if started Review the change with Operation CO Approved Revise CO as per customer requirement Update all Department Revise affected Project Documentation Revise the Invoicing Plan and Cost Control Report Responsible: • Project Manager Departments Involved: • Business Development Manager • State Manager • Design Manager • Operations Manager • Legal Department • Estimator Output: • Approved Change Order • Revised Project Management Plan • Revised Invoicing Plan • Revised Cost Control Report • Revised Schedule
- 13. Receiving Inquiry Preparing Quotation ReceivingOrder Engineering Input Production Project Weekly Review Risk Assessment Monthly Review Installation and Commissioning Change Order Management Logistics Quality Control Cost Control Monthly Review Procurement Customer Acceptance Documentation Close Project Prepare Quality Plan Review Procedures and Initiate Inspection and Test Plan Inspect Incoming Materials and report any defect Perform Dimensional Inspection Coordinate with PM on Customer FAT Keep Track on Cost of Quality Prepare Material Dispatch Inspect and Report Work Done on Site Issue NCR and log it Prepare Manufacturing Record Book Sign Off the ITP A A Responsible: • Quality Manager Departments Involved: • Design Manager • Operations Manager • Project Manager • Production Supervisor • Materials Manager Output: • Quality Plan • Inspection and testing Plan • Non-Conformance Reports • Cost of Quality Report • Material Inspection and Dispatch Form • Punch List • Manufacturing Record Book
- 14. Receiving Inquiry Preparing Quotation ReceivingOrder Engineering Input Production Project Weekly Review Risk Assessment Monthly Review Installation and Commissioning Change Order Management Logistics Quality Control Cost Control Monthly Review Procurement Customer Acceptance Documentation Close Project Review Project Schedule Prepare Shipping Plan and coordinate with Site Accordingly Coordinate with Production on Materials Readiness Prepare Detailed Packing lists and Shipping Documents Save all related Photos and Shipping Documents on Project Folder Ship related Sales Orders in the system Responsible: • Logistics Supervisor • Project Manager Departments Involved: • Operations Manager • Legal Department • Finance Manager • Quality Department Output: • Packing lists • Shipping Documents • Backup Shipping photos
- 15. Receiving Inquiry Preparing Quotation ReceivingOrder Engineering Input Production Project Weekly Review Risk Assessment Monthly Review Installation and Commissioning Change Order Management Logistics Quality Control Cost Control Monthly Review Procurement Customer Acceptance Documentation Close Project I&C Kick-Off Meeting Dispatch Necessary resources on site Receive the materials on site and inspect it Follow I&C schedule for installation Report any Problem to Operation and PM Commission necessary Equipment Assist Quality inspectors in final Inspection Get Customer approval before discharging the team Responsible: • Operations Manager • Site Project Manager • Quality Manager • Project Manager Departments Involved: • Engineering Manager • Materials Manager Output: • Installation Check List • Approved Commissioning Procedures • Signed Off ITP
- 16. Receiving Inquiry Preparing Quotation ReceivingOrder Engineering Input Production Project Weekly Review Risk Assessment Monthly Review Installation and Commissioning Change Order Management Logistics Quality Control Cost Control Monthly Review Procurement Customer Acceptance Documentation Close Project Create Project Folder Save all Project Files Document all Transmitted Documents Keep Track on Design Approvals Prepare a final Documentation Package Save all Commissioning Documents Collect all materials Certifications and manuals Submit to Customer as per CMDL Prepare Customer Master Documentation List Responsible: • Document Controller Departments Involved: • Design & Engineering Manager • Project Manager • Quality Manager • Production Supervisor • Materials Manager Output: • CMDL • Document Transmittals • Approved Documents • Final Documentation Package
- 17. Receiving Inquiry Preparing Quotation ReceivingOrder Engineering Input Production Project Weekly Review Risk Assessment Monthly Review Installation and Commissioning Change Order Management Logistics Quality Control Cost Control Monthly Review Procurement Customer Acceptance Documentation Close Project Fill Project Closure Form Review Signed off ITP File the Customer Acceptance Form Submit Final Invoice Request & Review Customer Feedback Release all Resources Update Lessons Learned Handover the Project to Maintenance Team Report to Upper Management Project Closure Outcome Review Final Cost Control Report Review Suppliers Performance A A Responsible: • Project Manager • Site Project Manager Departments Involved: • Operations Manager • Estimator • Finance Manager • After Market Sales Manager • Quality Manager Output: • Approved Customer Acceptance Form • Final Cost Control Report • Updated Lessons Learned • Customer Feedback • Project Closure Check List
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