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Vendor Progress Reporting ProcedureS.pdf
- 1. VENDOR PROGRESS REPORTING PROCEDURE REV.DESCRIPTION Prepared Checked Approved DATE Prepared By : SAZEH Planning and Project Control Dep. Sazeh Consulting Engineers Document Title : VENDOR PROGRESS REPORTING PROCEDURE
- 2. Sazeh Consulting Engineers DocumentTitle : VENDOR PROGRESS REPORTING PROCEDURE Date : Prepared By: SAZEH Planning and Project Control Dep SHEET: 3 OF 3 REV. REPORTS 1-1- Monthly Progress Report Monthly progress reports should be prepared by vendor according to the attached sample format and vendor shall issue the report to the Purchaser (Refer to Appendix I) according to the attached format & with cut-off date 15th day of each Gregorian month and issue the report at 18th of that month. This report should be issued via email with relevant transmittal. This monthly report shall include updated VDI, updated time schedule, updated sub order status & photographic report as attachments. The reports will be reviewed by Purchaser (Refer to Appendix I & depends on the responsibility assignment of specific vendors to the related Purchaser) and in case of acceptance, they will forward it to LUFC / MC for review, check & issuing their comments. 1-2- Expediting the vendor’s activities Purchaser (Refer to Appendix I) should be informed about the detailed status of each order activities by relevant vendors. Consequently Purchaser will be able to answer raised queries by vendors and will be able to expedite vendors in a way to prevent from any probable delay (compared to agreed & approved vendor baseline time schedule). Purchaser is always responsible to check & analyse vendor’s baseline schedule important start & finish dates with available Lordegan Project Baseline Schedule in order to prevent from any serious delay in delivery of project equipment and materials that are in the critical path of Lordegan Baseline Project. 1-3- Weight values & Progress Calculation Method The weight percentages for Engineering, Procurement, Fabrication & Delivery stages of any vendor WBS will be defined & finalized in the Kick- Off Meeting based on the attached WBS format. Presence of Planning & Project Control specialist of Purchaser & MC in the Kick-Off Meeting is an obligation. Vendor is responsible to issue a complete VDI table including all engineering activities needs to be done in the scope of a package. This VDI table should include weight values, Plan Start & Finish Dates. Moreover; this VDI table is the base for Engineering works and must be calculative for measuring the progress of Engineering works every month. This VDI format table needs to be approved by the Purchaser. Consortium & HAMPA(Hedco) should send a copy of the approved VDI to MC.
- 3. Sazeh Consulting Engineers DocumentTitle : VENDOR PROGRESS REPORTING PROCEDURE Date : Prepared By: SAZEH Planning and Project Control Dep SHEET: 3 OF 3 REV. Vendor should prepare a list of procurement items which need to be purchased for fabrication of a specific package. This procurement table should include weight values, Plan Start & Finish Dates. Moreover; this procurement table should be calculative for measuring the progress of Procurement activities every month. This procurement format table needs to be approved by the related in charge organization (MC or Consortium or HAMPA(Hedco)). Consortium & HAMPA(Hedco) should send a copy of approved procurement table to MC. 1-4- Time schedule & S curves Vendor must issue the preliminary EP & Fabrication schedule for fabricating a package in the Kick-Off Meeting. After finalization of VDI & Procurement detailed table & all necessary fabrication activities between Vendor & related responsible body, Vendor is responsible to prepare & issue its detailed EP & Fabrication schedule for fabricating a package exactly based on the approved detailed WBS. This detailed time schedule is the basis for defining the Plan Start & Finish Dates for all activities of a package and also for creating a Plan S curve. 1-5- Requisition(Reporting Procedure) If a PO included more than one package, the related WBS of that PO in the monthly report should include a summary progress table for all packages and the detailed progress table for each individual package.
- 4. Sazeh Consulting Engineers DocumentTitle : VENDOR PROGRESS REPORTING PROCEDURE Date : Prepared By: SAZEH Planning and Project Control Dep SHEET: 3 OF 3 REV. 2-APPENDIX I (According to the Attached Excel file)
- 5. Sazeh Consulting Engineers DocumentTitle : VENDOR PROGRESS REPORTING PROCEDURE Date : Prepared By: SAZEH Planning and Project Control Dep SHEET: 3 OF 3 REV. 2-APPENDIX II VENDOR REPORTS DISTRIBUTION AND ADDRESS LIST Report Distribution List : R o w Report Type PDF Copy + Native editable file Report Cut of Date Report Issue Date 1 Monthly Reports for vendors under Consortium responsibility Consortium to check & if possible approve the report & finally send it to DCC of MC(Based on attach flow chart) 15th Gregorian Months 18th Gregorian Months 2 Monthly Reports for vendors under Hampa(Hedco) responsibility Hampa(Hedco) to check & if possible approve the report & finally send it to DCC of MC(Based on attach flow chart). 15th Gregorian Months 18th Gregorian Months 3 Monthly Reports for vendors under MC responsibility MC to check & if possible approve the report & finally send it to DCC of MC (Based on attach flow chart). 15th Gregorian Months 18th Gregorian Months Address List : R o w Name Position Email Address Tell Office 1 Hedco DCC email DCC LordeganAH@Hedcoint.com - 2 Sazeh DCC email DCC dcc-mc-lr-t@sazeh.co.ir - 3 Consortium DCC email DCC dcc@avhf.cn - 4
- 6. Sazeh Consulting Engineers DocumentTitle : VENDOR PROGRESS REPORTING PROCEDURE Date : Prepared By: SAZEH Planning and Project Control Dep SHEET: 3 OF 3 REV. 3- APPENDIX III SAMPLE OF VENDOR’s PROGRESS REPORTS The reports sample format is according to this appendix. However, due to dynamic nature of the vendor works, any further changes to the contents of this report will be possible by MC.