GET PROGRAMME AT GWALIOR

PROJECT MANAGEMENT TRAINING AT PUNJ LLOYD

10th JULY 2009
TOPICS;
1. Site Environment
2. HR Activities at Site
3. Planning Site Activities
4. Mobilization of Site for Four M (Man, Material, Machine, Money)
5. Site Organization
6. Execution Planning Schedule
7. Site Store Management
8. Billing and Scheduling

If project content is allowed to change freely, the rate of change will exceed
the rate of progress.
If any can go wrong, it will.
What is a Project
A project is a planned non repetitive enterprise undertaken to achieve planned result
within a time limit and a cost budget with Limited Resources.
1 - SITE ENVIRONMENT
Physical
Location of Site
Weather
Facilities available
Conveyance
Accommodation
Food
Local Language
Entertainment
Connectivity
Banks / Schools / Hopitals
Safety & Security
Behavioral
Interpersonal Relations
Motivation
Commitment towards Organization / Project Goal

Sense of Belonging
Recognition
Growth Potential
Organizational Culture

Social
Land Acquisition / Compensation
Political
Sons of the Soil
Environmental / Ecological
Socio / Cultural Factors undesirable activities / conditions around Project
2 - HR ACTIVITIES AT SITE
Various Acts Applicable to SITES:
Contract Labour (Regulation & Abolition) Act 1970
Employees Provident Funds And Miscellaneous Provisions Act, 1952
Employees State Insurance Act 1948
Equal Remuneration Act 1976
Minimum Wages Act 1948
Payment of Bonus Act 1965
Payment of Wages Act 1936
Personal Injuries (Emergency Provisions) Act 1962
Weekly Holidays Act 1942
The Child Labour (Prohibition and Regulation) Act 1986
Workmens Compensation Act 1923
Labour Welfare Fund Act 1953
IMPORTANT POINTS DURING SITE MOBILIZATION:
INSURANCES
Transit Insurance
Erection All Risk / Storage cum Erection Insurance
WC insurance
CONTRACT LABOUR LICENCE:
First apply for Certificate of Registration to ALC or DLC as may be the case and
then issue Form V to your Contractor for him to apply and obtain Labour License
for maximum number of workmen to be employed at site.
PF CODE :
Each Contractor has to obtain PF Code for workmen engaged by him.
ESI REGISTRATION :
Each Contractor has to obtain ESI Registration if the area of work is covered
under ESI. Other wise WC Insurance needs to be taken by the contractor.
MAINTENANCE OF VARIOUS REGISTERS / RECORDS
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Ensure that All the required Records / Registers are properly maintened.
REFER THE CHECK LIST GIVEN AS HARD COPY.
3 PLANNING SITE ACTIVITIES
OPENING THE SITE
Site Mobilization
First Survey Collect all information
Scout Party
Establish Base Camp

Establish Communication

Give Signal for others to Arrive

Establish Organization for Site Management
First Survey
Before Mobilization of any site of any size One should have all relevant
Information regarding that Site.
Form No. I) is given as guidelines to Various Information required.
Obtain complete details of all suppliers, details of order on them and their contact
details
Decide how you are going to monitor the Project Schedule/Progress
Scout Party to Establish Base Camp
Establish Own Office
Establish Communication Channels Phone / Fax
E mail
Courier
Arrange required conveyance
Establish Store
Establish Own Residence
Find out various Statutory Requirements to comply with
Carry out Detailed Market Survey
Establish Labor Camp
Arrange Water / Electricity / Raw Material / Consumables
Give Signal for others to Arrive
Staff

Contractor / Labors
Construction Equipments
You have now MOBILIZED THE SITE.
Inform HO / Client as usually it is linked to release of Payments

4 - FOUR M (MAN, MATERIAL, MACHINE, MONEY)

What is needed?
How much is needed?
When is it needed?
Where it is available?
Who will arrange?
What is minimum critical limit required?
If made available how much maximum you can utilize effectively?
What else will be needed to handle / use / retain / train / service the resources?
Why proper Planning is needed?
To avoid uneconomical peaks and valleys.
To utilize available resources most effectively.
To avoid idling of any resource due to unavailability of any of 4M above.
To avoid stoppage of any work due to unavailability of any of 4M.
To even out the usage of rare skill and critical equipment.
To forecast and arrange supporting Facilities / Material / Training required.
Some tips for Planning of 4M:
Man:
Sons of Soil
Availability in near by areas.
Difficult to remove
Needs Training / Supervision
At the time of recruitment have proper screening procedures
Needs Basic Facilities if brought from far off areas.
Should know exact requirement of Duration / skill
Have some unavoidable nuisance value
Rare Skills pose special problems
Material:
Divide as Capital Goods, Critical Equipments, Imported Equipments, Long Delivery
Items, Bulk Material, Material required for construction, material required for pre-

commissioning checks and for Commissioning, locally procured material, CRITICAL

MATERIAL REQUIRED DURING CONSTRUCTION.
Make requirement planning based on Construction Planning.
If you are not arranging Construction Material, ensure that Contractor gives his Material
Planning which tallies with your planning.
Right from beginning have contact details of all suppliers, transporters
Arrange for proper Site QC and Quantity Checks for proper control and monitoring
If you expect any OD Equipment, have proper details of equipment and Roads, Bridges,
Over Bridges, Transmission Lines, unloading locations
For any OD equipment, you should have all contact details of respective Police, Traffic
Police, Electrical Authorities, Authorities for Roads and Bridges, alternate approaches,
Unloading Arrangements,
SITE PURCHASE
HOW PROJECT SITE PURCHASE IS DIFFERENT

All Capital Goods / Plants are usually very long delivery and cost intensive items
which need to be ordered much before Site is born
Just in Time concept has less importance especially in India. It changes to NOT
AT SITE = NOT AVAILABLE WHEN NEEDED.
For major requirements Project team should decide the Supplier, Rates and
Delivery Schedule well in advance, i.e. for items like
o Cement
o Steel Sections / Rounds
o Stone / Sand
o Construction Equipments
o Cables
o Bulk & special Consumables
Major Responsibilities of Site Purchase Team is
Those items which are procured in Bulk, is available near site and quantity
is huge e. g. Sand, Bricks, Stone, Diesel etc. for which Transportation is
also substantial (some times even water)
Emergency Procurement of
Spare Parts
Consumables
Short Supplies by Plant/Equipment supplier
Damaged Parts
Chasing all suppliers
Escorting-when Over Sized Equipment has reached your vicinity
Difficulties experienced during site purchases
Requirement is known only at the last moment
Unknown market
Lack of correct specification
Lack of supporting infra structure
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Procurement Team is always under tremendous pressure as it is they who

are in forefront
Quantity is very less
Inexperienced Staff
No familiarity with material to be procured
Usually it is One Time Requirement
Usual Suppliers do not care for site man
Due to obvious reasons site procurement rate is usually more than what it
is for bulk from HO
How to manage Site Purchase
Fix Responsibilities of Procurement correctly
Collect details of material/suppliers well in advance
Understand consumption pattern and importance of NONAVAILABILITY of that particular material from continuity of work point
of view
Have a close control over Min-OrderingQty in Store
Take regular feedback from actual consumer regarding availability,
quality and after sales service provided
Draw procurement plan in advance in consultation with PM
Total Quantity
Requirement Schedule
List out available suppliers and evaluate them
Negotiate rate, payment terms and delivery schedule
Always have contingency plan ready
MACHINES:
We will consider only construction Equipments here.
Know Policy of your organization about procurement e.g. Purchase, Hire, Bring from
other Site, Hire Purchase or to be arranged by other agency.
Need requirement planning to match Project Requirement
If you are not arranging these equipments, then demand your contractor to make and
commit one
Check its suitability and availability to match site conditions
Ensure Proper Operating and Maintenance Staff.
Check for proper experience and Authorization of Operators.
Confirm if any Registration is needed with local RTO
Ensure that critical spares are maintained
Ensure that Equipments Drive matches with available resources e.g. dont bring
Electrically Operated equipment where Electricity is not available, similarly to use Diesel
Driven equipment where Sufficient Electrical Power is available, will be a waste.
As far as possible bring equipments of same make and model.
Keep the information of nearest Service centers and spares dealers handy.
Try to keep Equipments Hand Book and Spares Book handy.

Insist for Test Certificates of All Material Handling and Lifting Equipments, Tools &
Tackles, Electrical Equipments to be obtained from Competent Authorities.
Check for Physical Appearance of All Material Handling and Lifting Equipments, Tools
& Tackles, Electrical Equipments.
CHECK FOR DRINKING HABITS OF ALL OPERATORS AND ENSURE THAT NO
BODY REPORTS ON DUTY IN DRUNK CONDITION.
MONEY:
Only thing required from Site Manager is Cash Flow.
Usually Corporate Policy Decides Mode of transfer of Funds and Authorization to use
and withdraw money.
How much and when will be decided to suit Project Execution Planning.
As far as possible try to use minimum possible CASH at site.
Plan for secured withdrawal and carrying cash to site.
If Site and Bank is far apart, and money you handle is large, let proper Agency handle it.
Take proper Insurance coverage for Cash Carrying.
As far as possible withdraw in smaller amounts.
Use Cheques as far as possible for money disbursement.
Ensure that your Budget and Requisition is sent in Time.
As Site Manager ensure that Site Account is sent in proper format and in time. At times
there may be some requirement to spend beyond your authorization. Such situations need
to be tackled individually and in accordance with your Corporate Policy.

5 - SITE ORGANIZATION
Requirement of Site Organization
1- Size of Organization should match with Project Requirements like total value,
duration, Technical complicacy, Various Functional Requirements, Site conditions
etc.
2- Requirements and Policies of Parent Organization and Client i.e. Some
Organizations Insist on very Elaborate Reporting Systems, for some Account is
more important, Some insist on close monitoring of Expenses and Purchases,
Some client insist for separate Safety Officer, Engineer QC, Labor Officer etc.
3- No. of workers / contractors
4- Build a Team, not rival Groups
5- Authorities and Responsibilities should be clearly defined
6- Communication Channel should be clearly Defined
7- As far as possible work should be divided in such a way that one gets the type of
work he is expert in and has only one Head to report.
8- Though work is divided, there should not be a Water Tight Compartment for areas
of work so that there is awareness of work status and requirement to other persons
too and each one can contribute in over all Site Working.

9- It should provide effective supervision and Control at all levels.

10- There should be smooth and natural Delegation of Power for Harmony &
Efficiency.
There can be many types of Site Organizations. Broadly these can be classified as
follows:
Functional Organization
Line Organization
Line and Staff Organization
Matrix Organization.
Make one to suit your requirements
Each has its own Advantages and Disadvantages.
YOU HAVE NOW SUPPORTING STAFF, OFFICE AND RESOURCES
Note: Make it a Point to get all necessary Personal Details as per form No. from every
one, Staff as well every one working for you, directly or indirectly, preferably with a
Photo. This comes handy during any eventuality.

6 EXECUTION PLANNING SCHEDULING

PLAN AND PROCEDURE

To control and co-ordinate all steps of the Project effectively and efficiently during
the necessary period of the project, we will be fully responsible for the following
phases of the project :
1.
2.
3.

1.

Project Management.
Field Construction.
Quality Control and Assurance.

PROJECT MANAGEMENT

Project Management shall be executed with structured patterns and

methods to effect maximum control over the outcome of the project by
means of the following basic activities :
a)
b)
c)
d)
e)

Planning.
Budgeting.
Scheduling.
Forecasting.
Reporting.

a)

Planning : Project planning includes all the job guidelines,

objectives, scope, statements, work definition, resource allocation
and activity planning schedule.

b)

Budgeting : We will establish anticipated requirement of expenses

for the project, provide the basis of suppliers bids and generate
resources, quality and amounts.
Budgeting and Control Functions are as below

c)

Participate in the development of a project execution plan.

Establish an accounting coding system for the project.
Establish a cost budget for the execution of all phases of the
project within planning and contractual stipulation.
Establish and maintain monitoring, reporting and forecasting
system.
Establish and maintain an early warning system capable of
detecting deviations from the project plan / budget.

Scheduling : Three distinct levels of schedule shall be established

as below

Management Schedule.
Project Schedule.
Control Schedule.

d)

Forecasting : We will estimate periodically the anticipated final

job, taking into account all the factors, which have developed during
the progress of project.
The first forecast shall be made when 40% of engineering work is
completed and the second, just prior to field move-in. When total
status of the project is established, the new forecast shall be
compared with the previous forecast. Detailed explanations of
differences in quantities, cost or other factors between forecasts
shall be developed from an analysis of variance in each element

e)

Reporting :
categories

Monthly report shall be made with the following

Progress Report
Cost Report
Financial Report

PROGRESS REPORT
includes narrative discussion and
utilizes tabulations and progress curves to depict and highlight
project accomplishments during the month.
The relative information shall be compiled from both main office
and the job site.
This report shall be expressed in percentage by comparing the
completed works with those of forecast.

COST REPORT
IS DESIGNED TO SUMMARIZE THE
PREVIOUS MONTHS COST ACCUMULATES total cost to
date and present a forecast of future expenditure with monetary
status statement in relation to contract budget.
This information shall be also compiled from both main office
and job sites and includes narrative discussion utilizing
tabulation and graphics to depict the overall project status.

FINANCIAL REPORT SHALL express the monetary progress

of the project.

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This report shall be kept in co-operation with management who

is constantly informed on outlays.
This report shall be prepared by the accountant in association
with all relevant data sources.

2.

FIELD CONSTRUCTION
Before field construction begins the following construction planning activity
shall be performed by the construction manager in conjunction with the
overall project planning and engineering.

a)

Optimizing the constructibility of the design.

Establishing construction methods and techniques.
Estimating field manpower requirement.
Establishing labour relation policies and setting up the pre-job
conference and equipment make-up meeting.
Selecting construction equipments and tools.

Determining requirements for designing temporary construction

facilities.
Establishing the work to be performed by directly hired labour as
opposed to subcontract labour.
Construction Management :
Construction Management comprises Managing, Administrating
and co-ordinating the construction contracts to assure proper
construction methods, etc.
Following functions shall
management services:

be

included

in

the

construction

Reviewing various programmes to accomplish the work

including construction schedule, manpower and equipment
usage.

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b)

Co-ordinating the schedules with client and subcontractors.

Assuring work adherence to establish construction schedules.

Inspecting construction works to ensure good workmanship and

their to sound construction practices.

Co-ordinating the activities of various subcontractors to avoid

conflicts in scheduling, unnecessary peaking of manpower at
site and interference between activities.

Field Engineering :
Field Engineering shall include the establishment of horizontal and
vertical survey control points, engineering document control,
drawing and specification interpretation, quality and general office
engineering functions.
Following functions shall be included in the Field Engineering
Services.

Receiving and distributing drawings and specifications.

Providing continuous quality surveillance to ensure that the work

is executed in accordance with the plan and specifications.

Preparing and issuing field requisition for material and

equipment, as required.

Preparing as-built drawing and field sketch.

Obtaining field information and transmitting to Engg. Dept. as

required.

Interpreting drawings and specifications.

Monitoring the construction material inspection and testing

results.

Maintain photographic records of work progress.

Establishing vertical and horizontal survey control point at each

camp site.
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c)

Administrative Service :
Administrative Services include receiving, administering and
accounting for the project expenses, developing procedures in
method and report and assisting in Government and Public
Relations, as required.
Following functions shall be included in the Administrative Service.

d)

Establishing general ledger account to reflect the assets and

liabilities of the project.

Maintaining cost account as required to prepare cost forecast.

Maintaining payroll function for the construction management

staff.

Ensuring proper communication between main office and the

site office.

Providing in-country procurement services, if required.

Obtaining and maintaining insurance coverage.

Preparing reports to determine insurance premium for workers

compensation, public liabilities, property damages and other
insurance coverage.

Co-ordinating various insurance programmes.

Preparing financial report as required.

Providing other administrative services and support for the

construction, as required.

Material Services :
Material Services include receiving, inspecting, sorting and issuing
materials and equipments, establishing procedures to meet site

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conditions and preparing report to inform others of material delivery

status.
Following functions shall be included in Material Services -

e)

Checking the receipt of material for quality and condition.

Preparing Receiving Report.

Segregating shipment for transportation to various camp sites.

Maintaining cards showing quantity received and issued and

stock-on-hand.

Conducting physical inventories, if required.

Preparing material status report.

Segregating various classes of material and setting-up security

areas for specified items to reduce loss and pilferage.

Developing from and report for requisition, control and issue of

material.

Reporting receipt, quantity and condition of material against

purchase order and vendors packing list, etc. to account for
payment of invoices.

Notifying vendor of delayed materials.

Planning and Control :

Planning and Control include obtaining data for preparation of
project schedule and budgets, periodic updating of schedules and
budgets to reflect actual progress and cost and implementing
various schedules and cost engineering techniques to ensure
project completion in time and within budget.
Following functions shall be included in Planning and Control
Services

Obtaining information for preparing all schedules.

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f)

Co-ordinating with the superintendents during preparation and

revision of all schedules.

Preparing detailed schedule, if required.

Monitoring progress of the entire project.

Reporting to construction manager any significant variation in

actual performance from the schedule and suggesting methods
of corrective action.

Preparing progress report.

Preparing project account code.

Preparing periodic report showing commitment to date and

forecasting final cost versus budget.

Preparing cost trend when a deviation from the budget is

apparent.

Labour Relations :
Labour Relations consist of all personnel functions for Construction
Management Staff. Supervision of labour relations pertain to the
execution of contract, establishing and monitoring safety
programme and executing a security programme in accordance
with the project policy.
Following functions shall be included in Labour Relations Services

Establishing policy and procedures for personnel management.

Establishing labour relations, arbitrating as deemed appropriate

in case of any labour dispute.

Issuing periodic safety report and recommending and enforcing

correction to unsafe practices.

Preparing and processing accident report.

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3.

Arranging for and monitoring the security of all construction

activities as required.

QUALITY CONTROL AND ASSURANCE

We utilize many unique systems, methods and techniques developed for
effective control and assurance of quality required by contractual
agreement, codes, industry standards and company policies and
practices. To assure maximum control of quality, all recommended
procedures and techniques are detailed in manuals and procedures to
instruct Construction Management and Field Superintendent as well as all
assurance and quality control engineers.
Our programme is based on three distinct functions with unique
requirements and qualified specialists. The three functions are :

a)

Quality Assurance.
Quality Control.
Inspection.
Quality Assurance :
Quality Assurance Engineer checks the quality control and
inspection records to make certain correctness of quality
requirements, correct interpretation and inspection as well as
proper documentation. He also ensures that the quality control
problems are brought to the attention of Construction Manager.

b)

Quality Control :
Quality Control Engineer is responsible for publishing quality control
procedure to comply with the requirements of quality control and to
assure that the system is constructed in accordance with good
construction practices. Procedures state the measurements and
tolerances of the tools / equipments and techniques to be used to
complete the inspection for acceptance of the item. All these
procedures are reported and properly documented.

c)

Inspection :

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Inspection Engineer is responsible for directly checking the

accomplished work and work-in-progress. He verifies that the work
is accomplished in accordance with quality control procedures and
that it complies with the requirements in quality and quantity. The
Inspection Engineer is responsible for making the observations,
accepting the work and completing the documentation, which
reflects this acceptance. He is also responsible for notifying the
proper authority when the work does not comply with the
requirements and threatens to cause a delay in schedule. He uses
tools and equipments as specified by the Quality Control
Procedures.
7- SITE STORE MANAGEMENT
Main Functions of Store
1. Receipt of Material
2. Verification for Quality and Quantity
3. Record keeping of Receipt, Unloading and Issue
4. Safe and proper Storage of material so that any thing is easily retrievable
5. To maintain minimum level of inventory if necessary
6. Suppliers Bill Certification
7. In case some receipts and issues are debit-able, then make necessary notes
8. To comply with various formalities of Excise, Sales Tax / VAT and Road
Permits etc.
9. Packing and Transporting - if necessary
10. Re-conservation if needed
11. Requirements of Insurances and Claims as may be necessary
HOW SITE STORE & MANUFACTURING STORE DIFFERS
Types of Material is Different for Project and that for
Manufacturing
Repetition is very less
Capital Goods form a major part
Project Store is Temporary
Material Flow/Consumption Pattern is Different.
Wastage/Scrap generation is very high
Material Codification is less important
Various types of Stores:
Bulk Material Store
Capital Equipment Store
Electrical Item Store
Stationery Store
Construction Equipment Store
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Liquid / Chemical / Paint Store

Machine Part Store
Gas Cylinder Store
Steel Raw Material Store
Covered Store for Cement etc.
Consumable Store
Scrap Store

Various Records to be maintained by Store:

1. Material Entry Register
2. Incoming Details Record
a. Suppliers Invoices
b. Road Permit
c. Incoming DC
d. Incoming Excise Records
e. Material Rejection Record
f. Suppliers Invoices Certification
g. Location Identification of material for very Large Stores
3. GRIN
4. Stock Register
5. Daily issue Register
6. Register of Local Purchase
7. Register of Issue / Dispatch
8. Local Purchase Register
9. Shelf Life / Re-conservation Plan
10. Cost Centre/Contractor wise Consumption Register Item Wise
11. Cost Centre/Contractor wise consumption cost register if needed Item Wise
12. Insurance Related Records
Now we can Develop Various Formats. How ever for reference few forms are made
available.
LOCATION SELECTION/LAYOUT
1. Centrally Located with proper approach
2. Enough Covered/Open Space
3. Well Ventilated
4. Proper Stacking Arrangements
5. Well Segregation of Different Types of Materials to be Stored/Handled
6. Safety Precautions

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STORE TAKES CARE OF MATERIALS RECEIPT, RECORD, STORAGE AND

ISSUE. NOW FEW TIPS REGARDING STORE MANAGEMENT:
1. TAKE CARE TO PREVENT
a. PHYSICAL DAMAGE
b. THEFT / PILFERAGE
c. OBSOLESCENCE (SHELF LIFE EXPIRY)
d. IDENTITY- LOSS OF MATERIAL
2. SEGREGATE TOTAL STORES ON FOLLOWING LINES
a. VOLUME OF MATERIAL
b. COST
c. CONSUMPTION PATTERN i.e. FAST MOVING OR SLOW MOVING
d. SUSPTABILITY TO WEATHER
e. SUSPTABILITY TO THEFT
f. FLAMMABILITY
g. EXPLOSIVENESS
h. RADIOACTIVITY
i. AREA OF CONSUMPTION
j. CRITICALITY FROM WORK CONTINUITY POINT OF VIEW
SOME IMPORTANT TIPS REGARDING SAFETY
1 Keep First Aid Box at proper place and teach Basic First Aid to every one
2 Keep Adequate numbers of Fire Fighting Equipments and conduct Training Programs
3 Insist for Safety Gadgets i) Safety Shoes
ii) Safety Goggles
iii) Face Mask
iv) Safety Belts
v) Safety Helmets
vi) Welding / cutting Hand Gloves
vii) Welding Screens
4 Always keep torches / Emergency lights handy
5 Never allow loose electrical connections
6 Always use Grinding machine Wheel Guards
7 All lifting tackles & Equipments should be certified for Load Bearing Capacity by
competent authority at least in the beginning of Site
8 Check License of all drivers / Crane Operators
9 All dangerous openings / working Places should be Barricaded
10 Display all important Contact phone nos. prominently at convenient places.
11 Always insist for Load Chart at the time of hiring any Crane. Never believe on their
words.

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8 - BILLING

Site Invoicing depends on Type of Project, Price Structure (whether Taxes &
Duties are included in price), Supply & working methodology and Payment
Terms. It can be classified into following categories:
A- Invoicing for Supplies B- Invoicing for Services / Labor Jobs
Invoicing for Supplies attracts various taxes and duties where as for
Labor Jobs it is Service Tax
Civil works on only - unit labor rate basis for this site measurement has to be
certified at site in MB
Civil work including material supply on Total LS Basis for this work done is to
be certified at site
Total Plant Supply for this Billing Breakup (based on Mile Stones) is prepared,
got approved by client, then Mile Stone Wise Invoicing is done
For Direct Bought-out some times Sale in Transit is preferred.
Records Needed for Site Billing

Authorization of person concerned

Contract Documents
Billing Breakup
Measurement Books
Registration under appropriate categories of Taxes

Total Payments are usually broken up as follows:

Advance with Order
Payment Against submission of Drawings
Payments Against Site Mobilization
Payment against material supply
Progressive Pro-rata Payment on completion of part work
Payment after work is complete
Payment after Trials are over
Payment after Performance Guarantee Run are accepted

Depending on Size of Project and Policies of Organization first decide whether all
Invoicing will be from HO or Site.

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Deciding Factors:
1. Size of Project
2. Value of Project
3. Organizational Policies
4. Duration of Site Activities
5. Payment Terms
6. Facilities available at site
7. Taxes and Duties
8. Payment mode of Client
9. Location of Bankers
Some Organizations prefer all Invoicing from HO only where as for some all Supplies are
billed from HO and Labor works are invoiced from Site.
Requirements for Invoicing: Appropriate Staff for Measurements
Proper Infrastructure for Record Keeping
Proper Knowledge about Taxes and Duties
Correct understanding about Contract Terms & Conditions
Advantages of HO Billing
Centralized Recording
HO gets Automatic confirmation of Progress
Better control on over all Cash Flow
Better management of Tax Burden
Better management of Bank Facilities
Coordination with HO
1 Communication
2 Reporting
Progress
Commercial
Requirements of Material/Resources
Technical Clarifications/Modifications
Discussions/MOM
3 Movement of Materials
4 Movement of Personnel
5 Movement of Documents
6 Queries regarding suppliers/contractors & their services
IT SHOULD BE ONE TO ONE COMMUNICATION ONLY
The Project Manager at Site should communicate with one Designated Coordinator in
HO and vice versa.
Procedure:
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1.
2.
3.
4.
5.
6.
7.

Make Inward and Outward Register of Documents Flow

Freeze Style and procedure for giving Reference No.
Decide types of various Reports
Decide Formats of various Reports
Decide frequency of Reporting
Decide recipient of reports
Make Guidelines for Mode of Dispatch of Reports/Documents

In spite of availability of Mobile Phones / e mails, Importance of Records of Dispatch

and Receipt is not reduced. On the contrary, some ISO procedures demand serial
references of all communications and Proof of Receipt
Various Reports:
Man Power Report
Work Progress Report
Report of Submissions of Documents to client
Invoicing Report
Report of Discussions with client
Report of Material Movement
Inward
Outward
Report of various Statutory Requirements
Stock Statement
Report of Expenses
Budget
Report of Vehicle movement and expenses
Accident Report

TYPICAL SITE REPORTING

SCHEDULE

Sr.
Report
No
.
1. Site Report

To

Responsibility
/ sender

HOD

Site In Charge

2.

Site Account

HOD

3.

Copy of Site

HOD

Site In Charge /
Commercial
Officer
Site In Charge /

Mode of Frequency
Despatc
h
Fax/e
Daily
mail
Courier
Courier

2nd & 17th of

Every
Month
Monthly on

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Vehicle LogBook
4. Copy Constn.
Eqpt. LogBook
5. Site Staff
Attendance
Record
6. Site Labour
Attendance / OT
Record
7. Summary of
Labour
Attendance & OT
8. Copy of Inward
Register
9. Er. Equipment
List
10. Site Fund
Requisition
11. Accident Report

HOD
P&A
HOD

CO.
Site In Charge /
CO.
Site In Charge /
Commercial
Officer
Site In Charge /
CO

Courier
Courier

Monthly on
3rd

HOD

Site In Charge /
CO

Fax / e
mail

Monthly on
1st

HOD

Courier

HOD

Site In Charge /
CO
Site In Charge /
CO
Site In Charge

HOD

Site In Charge

Fax e
mail
Phone /
Fax / e
mail

Monthly on
1st
Monthly on
10th
Monthly on
25th
Immediate

Site In Charge /
CO

Fax e
mail

HOD

(if necessary
even at
Residence)

12. Receipt of
Damaged / Short
Consignment

Courier

2nd
Monthly on
2nd
Monthly on
2nd

HOD /
Stores

Courier

Immediate

DE-MOBILIZATION OF SITE
IT ALL DEPENDS ON TYPE AND SIZE OF PROJECT
Major Activities:
1. Obtain work completion Certificate
2. If it is a Process Plant then Hand over site to Commissioning Team
3. Complete following:
a. Invoicing
b. Material Reconciliation
c. Certification of Measurements
d. Certification of Subcontractors bills & make their Final Bill
e. Get Subcontractors consent of Final Summery including Debit/Credit
Notes if any.
f. Close Site Account / Bank Account
g. Make Final Summery of all pending Points
h. Ensure that all subcontractors have paid Full & Final Payments to their
labors and take their undertaking to this effect
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i. Take All Dues Cleared Certificate from your direct suppliers as well as
from those which supplied to Subcontractors.
j. Serve Proper Notice of Closure of all Activities to all Concerned Govt.
Departments.
k. Ensure that all Telephones / Mobiles are suitably returned / disconnected
( if not done this can be very serious HAZARD in future )
l. Dispose off Scrap as per Company Policy.
m. Make a detailed report of Pending Insurance claims.
n. Segregate All Documents as below and take appropriate action:
i. Commercial Documents to be Preserved and sent to HO with List
and Receipt
ii. Contractual Documents to be Preserved and sent to HO with List
and Receipt
iii. Documents to be handed over to Client with Receipt make a
copy to be sent to HO
iv. Documents which can be destroyed
o. Discontinue hired vehicles etc. and vacate Hired Residences
p. Demolish or Hand over all temporary construction to client as may be
required.
q. Retrench all Temporary staff / workers hired directly.

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