TABLE OF CONTENTS

1.0 PURPOSE

2.0 SCOPE

3.0 DEFINITIONS

4.0 PROCEDURE

4.1 SCHEDULING REQUIREMENTS & RESPONSIBILITIES

4.2 PROGRESS MEASUREMENT
4.3 RESOURCE PLANNING
4.4 SUB-CONTRACTORS, VENDORS & CONSTRUCTION CONTRACTORS
4.5 INTERACTIVE PLANNING
4.6 TYPES OF SCHEDULES
4.7 LEVEL 1 - MAJOR MILESTONE SCHEDULES
4.8 LEVEL II - INTERMEDIATE MILESTONE SCHEDULES
4.9 LEVEL III - DETAILED WORK SCHEDULES
4.10 LEVEL IV - SCHEDULING STUDIES, LOOKAHEADS ETC

5.0 AUDITS / RECORDS

6.0 ATTACHMENTS/APPENDICES

6.1 HIERARCHY OF SCHEDULE DELIVERABLES

6.2 TYPICAL LEVEL I SCHEDULE
6.3 TYPICAL LEVEL II BAR CHART
6.4 TYPICAL LEVEL II MANPOWER HISTOGRAM
6.5 TYPICAL LEVEL II PROGRESS ‘S’ CURVE
6.6 TYPICAL LEVEL III SCHEDULE
6.7 TYPICAL SUMMARY WBS REPORT
1.0 PURPOSE

The purpose of this procedure is to define the requirements for the planning and scheduling
activity on projects. The objective is to develop plans and schedules and then to monitor,
analyse, report and forecast performance in such a manner that projects are delivered on or
ahead of schedule. This objective will be achieved if:

• Planners/schedulers fully understand the scope of the project and are pro-active both in
interpreting the Clients requirements and producing project schedules.

• The project team effectively ‘buys-in’ and owns the project schedule.

• Planning and scheduling information and documentation is produced which can be

effectively utilised by project team members.

• The schedule is pro-actively analysed & reviewed to identify any potential restraints
to progress. Any restraints identified being reviewed with all appropriate project team
members, including the Project Manager.

• Any Specific project requirements should be identified and included in the Project
Quality Plan

• The objectives of the Global / Regional / Industry / Quality Systems are met

The Planning Manager is responsible for allocating planning resources, planning

departmental budgetary control and maintenance of the quality procedures.

2.0 SCOPE

This procedure is applicable to all planning and scheduling activities from project kick-off to
project closure. These activities include schedule generation and subsequent maintenance,
progress measurement and reporting and resource planning. This will necessitate the
incorporation of information provided by sub-contractors, vendors and construction
contractors.

3.0 DEFINITIONS

Planning The breakdown of work into its component events, and the
sequencing, resourcing and strategy of those events.

Scheduling Detailed assignment of logic, durations & start/finish dates to

project activities, within the overall plan.

Schedule/Programme Pictorial or tabular representation of the time phased events

or activities required to execute the project. May be based
on a critical path network (CPN).

Critical Path Network (CPN) A representation of activities and/or events with their inter-
relationships and dependencies.

Milestone An event selected for its importance in the project and/or

activity/deliverable.

Precedence Network A network diagram in which the nodes symbolise the project
activities.

Productivity/Efficiency Ratio of hours earned versus hours expended.

Spent/Burnt Actual hours expended on project activities, up to the report

date.
 Earned Hours Performance Budget work-hours x % complete.

Performance Measurement The original project quality, HSE, budget & contract duration
Baselines objectives set by Management at Commencement.

Change Process The formal system by which key parameters of cost, scope
and schedule are changed

PBS Project Breakdown Structures – defines an hierarchical

structure by which the work is to be done - can include
structures for Work, Cost, Contract, Organisation, Risk,
Resources etc

4.0 METHOD

4.1 SCHEDULING REQUIREMENTS AND RESPONSIBILITIES

Every project shall have a plan and/or a schedule which will be prepared by the Project
Planner/Scheduler in co-ordination with the Project Manager, Construction Manager,
Contracts Administrator and Discipline Leads. For minor projects, engineering studies, etc.
the Project Manager may elect to prepare the schedule. Milestone schedules shall be
sufficient for small projects.

Plans and schedules will be updated and issued at a minimum of monthly intervals and more
frequently if deemed necessary by the Client or the Project Manager.

The recommended information that a schedule should contain is:

• Activity number and description

• Original base line target start and finish dates
• Current planned start and finish dates
• Actual start and finish dates
• % complete
• Forecast start and finish dates

Critical activities must be identified. Detailed schedules should be developed on a rolling wave
principle.

All planning deliverables will contain a signature block and be approved for project use by the
Project Planner/Scheduler, Discipline Leads, Construction Manager, Project Controls
Manager, Project Manager, and by the Client (where appropriate).

It is the responsibility of the Project Planner/Scheduler to make the project team aware of the
key milestones. The Project Planner/Scheduler must inform the Project Manager of all
scheduling problems or potential problems. It is the Project Manager’s responsibility to hold
the project team accountable for making the necessary recoveries and meeting all further
milestones, thus ensuring successful project completion.

The Project Planner/Scheduler shall utilise the recent project experience of other planners &
departments as well as the cost & schedule department databases for planning norms.

The Company standard for computer-assisted planning/scheduling systems is Primavera P5.

Other computer systems may be used as appropriate, but only with the prior approval of the
Project Controls Manager. Precedence network techniques are preferred but not mandatory.

The Company maintains a number of schedule & resource templates which can be utilised for
projects. Specific Company layout, resource and activity coding is set out within these
templates and the P5 User Manual.
 The project shall be structured to enable the collection of progress and work-hour expenditure
such that roll up from detailed levels to higher summary levels is possible.

Occasionally the schedule basis should be recorded.

Occasionally a schedule duration risk analysis is required to be undertaken on projects at Key

Gate Stages. Planners should refer to the Planning Manager when utilising the Risk Analysis
Tool (Pertmaster).

4.2 PROGRESS MEASUREMENT

The Planner/Scheduler is responsible for ensuring that the various progress measurements
used throughout the project are a fair representation of the actual project progress. As a
minimum, the following should be provided:

Studies/Engineering/ Actual % complete vs scheduled % complete. Work-hours

Design expended vs budget work-hours. Productivity.
Forecast work-hours at completion.

Procurement Schedule of planned, actual and forecast order and delivery

dates, summary of enquiry/PO packages issued.

Contracts Schedule of tender compilation and issue, tendering period,

tender return, tender evaluation, award and completion
dates for each construction contract package.

Construction Actual % complete vs scheduled % complete.

Validation (Pharma) No. of Docs identified v currently approved

Start-up/ Commissioning No. of systems accepted vs total number of systems

4.3 RESOURCE PLANNING

The Planner/Scheduler is also responsible for providing information to assist with the
management of resources required to execute the work. These tasks include, but are not
limited to:

• At the earliest possible stage, using the best available data, by assessing the
Scope of Services and material quantities to provide management with an
overall resource overview of the project.

• From the project approved budgets assess the quantities of major resources required,
issue discipline resource manpower requirement to Project Manager and Lead Discipline
Engineers and determine if the supply may be a limiting factor.

• Where limitations occur pro-actively identify resolution by:

co-ordinating and re-sequencing activities

providing sufficient warning so that resources can be obtained
Recommend other actions such as work sharing, sub-contracting, etc.

• Provide and update forecasts of discipline manpower requirement and other facilities

4.4 DESIGN SUB-CONTRACTORS, VENDORS AND CONSTRUCTION CONTRACTORS

 Whenever major portions of the engineering, procurement, construction, or start-up are
performed by the Client or others, the Planner/Scheduler must co-ordinate the planning and
scheduling effort and ensures it satisfies the master project schedule. The following
approach shall be used:

• Seek and obtain details of Client schedule requirements (e.g. shutdown windows) and
incorporate into the master schedule.

• Establish an IT environment in which schedule data can be shared & efficiently managed
between parties

• Review the Purchase Order and Sub Contract Planning & Scheduling detailed
requirements or co-ordination procedures

• Issue the necessary schedules to the Vendors and Sub-contractors showing the required
key start and finish dates. Critical and interface activities must be highlighted.

• Request comments and receive Vendors’ and Sub-contractors’ proposed schedules in

the format that is required, along with other documentation required to support and
monitor the schedule i.e. work-hour histograms, Progress ‘S’ curves, productivity
tabulations, etc.

• Review these schedules with the project team to enable subsequent review and
agreement with the Vendor/Sub-contractor. When accepted by the Vendor/Sub-
contractor, incorporate into the master schedule.

• Ensure that reported progress meets the requirements of the project and that sufficient
time is given to analysing the data to highlight variances and propose corrective actions
as necessary.

4.5 INTERACTIVE PLANNING

At various stages in each project, interactive planning sessions may be held with the Client
and the Project team (including, where relevant, sub-contractors, vendors and construction
contractors) with the intention of obtaining buy-in to the agreed schedule by all parties. This
is designed to facilitate the production of an integrated project schedule which highlights the
key constraints and major issues which impact successful execution. Alignment with key
execution strategies is essential. The main tool is a time phased wall mounted bar chart
which should be readily accessible to all parties involved in the project and can form the basis
of the detailed schedules as well as recording key risks, assumptions and opportunities.

4.6 TYPES OF SCHEDULE

The Planner/Scheduler must produce documents that help co-ordinate, inform and optimise
the schedule of a project. This can only be achieved if such documents are well thought out,
agreed with the Project Manager and Discipline Leads and issued in a timely fashion.

Each project should be examined and, along with the Project Manager, a determination made
as to which types of schedules will be appropriate. The schedules to be utilised shall be
stated in the Project Procedures.

Upon receipt of instructions to proceed with the project, and prior to the first issue of the
agreed Project Schedule, the project will be controlled with advanced 30 day or 60 day
project initiation action list / Start Up Schedule to ensure that early activities are identified and
acted upon to protect the overall schedule.

The following types of schedules have been categorised for convenience, refer to
Attachment 6.1.
4.7 LEVEL 1 - MAJOR MILESTONE SCHEDULES

Purpose Generally used to summarise the overall project performance for

project management and client information purposes.

Typical Applications Proposals, at the planning stages of a major project, small studies,
engineering projects with a low level of complexity, few activities and
short duration, as a monthly summary of Level II and III schedules.

Contents Schedule shall identify contract milestones, significant engineering,

procurement, construction and operations milestones, other
significant milestones and/or constraints. Normally restricted to one
bar per discipline.

Layout/Format Refer to Attachment 6.2 for typical.

Timing/Frequency Updated and issued monthly within five working days of the close-out
date.

4.8 LEVEL II - INTERMEDIATE MILESTONE SCHEDULES

Purpose To inform groups of major constraints, due dates, manning levels,

progress achievement, etc. and the critical path.

Typical Applications Major proposals and studies, engineering projects with a medium
level of complexity, small construction projects, contract payment
milestones.

Contents Schedule will be a further breakdown of Level 1 reflecting major

activities for each phase i.e. engineering, procurement, construction
and commissioning.

Manpower histogram will indicate each phase manning

requirement.

Progress ‘S’ Curve for each phase will indicate schedule % complete
and actual % complete.

Layout/Format Schedule will be a bar chart or logic network with critical path
identified, refer to Attachment 6.3.

Manpower histogram will indicate schedule manning levels vs actual

manning levels for each phase, refer to Attachment 6.4 for typical.

Typical Progress ‘S’ curves are shown on Attachment 6.5.

Timing/Frequency Updated and issued at least monthly, within five working days of the
close-out date.

4.9 LEVEL III - DETAILED WORK SCHEDULES

Purpose To inform all disciplines as to the status and progress of individual

work packages, and of critical path issues.

Typical Applications On all complex engineering-only projects and all EPC projects. Also
on smaller projects where elements of the schedule are extremely
critical and, hence, need to be managed at this level.

Contents Schedule detailed into controllable and identifiable work activities

which can be “rolled-up” to Level II. The schedule should identify key
issue activities for deliverable types. The schedule will normally be
 generated from precedence logic network with critical path identified,
refer to Attachment 6.6 as typical which also includes a schedule
risk analysis example.

Layout/Format ‘S’ Curves will be generated (per discipline) to monitor scheduled vs

actual progress.

Manpower histograms will be produced to identify individual discipline

manning requirements.

Summary WBS Report - Document will be produced to provide an

overview of the project status. It will contain original work-hour
budget, unapproved change notices, approved change notices,
current budget, work-hours expended, % achieved, productivity
achieved, productivity to go, forecast work-hours to complete and
forecast work-hours at completion, refer to Attachment 6.7 as
typical of DD&E and Site Reports.

Display summary information on project notice board

Typical Analysis Typically at this level the schedule should be analysed for the top 5
critical paths and the current critical activities highlighted to the team.
The logic and durations within these critical paths should be
continually addressed to ensure schedule robustness.
Forecast man hours / productivity to go and resourcing levels should
be analysed for consistency
Trend analysis on key parameters e.g. Material deliveries to site,
pipe work productivity, schedule float usage etc

Timing/Frequency Update continually. To be issued monthly by the 5th working day

after the close-out date.

4.10 LEVEL IV - SCHEDULING STUDIES/LOOK-AHEADS ETC

Purpose To finitely manage aspects of the master schedule. To keep the

discipline leads and field personnel informed of upcoming tasks.

Typical Application On any project that has special scheduling needs defined by the
Project Controls Manager in the Project Procedures. Every
construction project that involves direct control of the labour.

Contents Scheduling of individual deliverables, drawings, data sheets,

specifications, line lists, requisitions, purchase orders, materials,
process systems, RoS / Forecast On Site Delivery Dates etc. within
the Level III activities etc. that may be necessary to properly manage
the project. This activity should be done by the individual disciplines.

Layout/Format As per the project needs. Two week look-ahead’s for field activities.
Display summary information on project notice boards

Timing/Frequency As required. Two week look-ahead’s are rolling every week and
issued at least two working days before the first week and should be
reviewed at the progress meeting as to their viability.

An example of an effectively targeted overall 2 + 2 report is shown in Attachment 6.8 which

also forms the basis of the agenda and minutes of a progress meeting

5.0 AUDITS / RECORDS

 It is expected that, as part of the Quality System to maintain ISO accreditation, project will be
audited against this procedure on an annual basis. Non – conformances raised will be closed
out by the project planner & planning manager. The planning manager may require specific
audits more frequently.

The project detailed schedule is a quality record. Baseline data, schedule updates, key
changes to scope and methodology should all be recorded and kept within the filing and
document record system for subsequent contract requirements, post project close out &
reporting. The Project Close Out procedure requires an analysis of the key project
parameters for subsequent use on further projects and cost & schedule database upkeep of
metrics & benchmark data.

6.0 ATTACHMENTS

See ‘Table of Contents’.

 ATTACHMENT 6.1

HIERARCHY OF SCHEDULE DELIVERABLES

LEVEL 1 OVERALL DELIVERABLES

PROJECT

1) BARCHART/SCHEDULE OF MILESTONES

LEVEL II

NON 1) BARCHART/SCHEDULE DISCIPLINE

ENGINEERING ENGINEERING CONSTRUCTION COMMISSIONING MAJOR ACTIVITIES
2)'S'-CURVES-INDIVIDUAL CURVE FOR
EACH PHASE
LEVEL III 3) MANPOWER HISTOGRAM-GROUP
MANNING REQUIREMENT

SUB- COMMISSIONING
ENGINEERING PROJECT DISCIPLINES
MANAGEMENT CONSTRUCTION CONTRACTORS/ 1) NETWORK/BARCHART DETAILING
DISCIPLINE MECH/ELECT WORK PACKAGES
PROJECT MANAGEMENT VENDORS
PROCESS/ ETC 2) 'S' CURVE-INDIVIDUAL DISCIPLINE
PIPING, ETC SERVICES CURVES
PROCUREMENT 3) MANPOWER HISTOGRAMS-DISCIPLINE
MANNING REQUIRMENTS
ETC 4) SUMMARY WBS REPORT EXPENDED/
ACHIEVED/FORECAST/PRODUCTIVITY/ETC.

LEVEL IV

DOCUMENT FORECAST TO BARCHARTS/ SYSTEM

PROCUREMENT COMPLETE 'S' CURVES/ SCHEDULE
SCHEDULE/ STATUS REPORT/
2 WEEK HISTOGRAMS
FORECAST TO 2 WEEK
LOOKAHEADS COMPLETE LOOKAHEADS
 ATTACHMENT 6.2

TYPICAL LEVEL I SCHEDULE

Owner’s example to be placed here

 ATTACHMENT 6.3

TYPICAL LEVEL II BAR CHART

Owner’s example to be placed here

 ATTACHMENT 6.4

TYPICAL LEVEL II MANPOWER HISTOGRAM

Owner’s example to be placed here

 ATTACHMENT 6.5

TYPICAL LEVEL II PROGRESS ‘S’ CURVE

Owner’s example to be placed here

Owner’s example to be placed here

 ATTACHMENT 6.6

TYPICAL LEVEL III SCHEDULE

Owner’s example to be placed here

Owner’s risk example to be placed here

 ATTACHMEN 6.7

TYPICAL SUMMARY WBS REPORT

Owner’s example to be placed here

Owner’s example to be placed here

 ATTACHMEN 6.8

TYPICAL TARGETTED PERIOD REPORT

Owner’s example to be placed here