Project Management System Procedures

Reference: PMO-WI-016

Rev: 1

Date of Impl: 18-Oct-10

Kingdom of Bahrain Ministry of Works

Project Management System Procedures

Service & Maintenance Projects

REFERENCE: PMO-WI-016 REVISION: 1

Kingdom of Bahrain MoW Project Management System Ministry of Works

MoW PMS - Chapter 15 - SM Projects - Procedures Page 2 of 25


Rev: 1


DOCUMENT CONTROL

Revision History

DATE REV# SECTION CHANGE BY DESCRIPTION OF CHANGE 15-Dec-09 0 Georges B. Abrial

(PMO) Initial release

18-Mar-10 1 -1.Origination Phase -8.Closeout Phase -Appendix-A

Saliha Ismail(PMO) -Hammad Khaliq

Pg#5-8 Added Origination Phase its Input Out and text Pg#15 Amended Overview Diagrams Updated -Replaced Tender & Award (Consultation) to Consultant Selection -Replaced Construction Implementation to Implementation -Replaced Tender & Award (Procurement Implementation to Tender & Award

Reviewed by Role Date

Terry Gostling, Hammad Khaliq Abdul Khaliq, Ahmad Yasni Yahya

PMO April, 2010

Approved by Date Signature

PMO Board September, 2010




Rev: 1


Table of Contents 0. Introduction ........................................................................................................................... 4 1. Origination Phase ................................................................................................................... 4 2. Initiation Phase ...................................................................................................................... 6

Overview ................................................................................................................................ 6 Inputs .................................................................................................................................... 6 Outputs .................................................................................................................................. 7 Process Flow .......................................................................................................................... 7

3. Consultant Selection Phase ..................................................................................................... 8 Overview ................................................................................................................................ 8 Inputs .................................................................................................................................... 8 Process Flow .......................................................................................................................... 9

4. Planning Phase ....................................................................................................................... 9 Overview ................................................................................................................................ 9 Inputs .................................................................................................................................... 9 Outputs ................................................................................................................................ 10 Process Flow ........................................................................................................................ 10

5. Analysis & Design Phase ........................................................................................................ 11 Overview .............................................................................................................................. 11 Inputs .................................................................................................................................. 11 Outputs ................................................................................................................................ 11 Process Flow ........................................................................................................................ 11

6. Tender & Award Phase .......................................................................................................... 12 Overview .............................................................................................................................. 12 Inputs .................................................................................................................................. 12 Outputs ................................................................................................................................ 12 Process Flow ........................................................................................................................ 12

7. Implementation Phase .......................................................................................................... 13 Overview .............................................................................................................................. 13 Inputs .................................................................................................................................. 13 Outputs ................................................................................................................................ 14 Process Flow ........................................................................................................................ 14

8. Close-out Phase .................................................................................................................... 14 Overview .............................................................................................................................. 14 Inputs .................................................................................................................................. 15 Outputs ................................................................................................................................ 15 Process Flow ........................................................................................................................ 15




Rev: 0.0

Date of Impl: 15-Dec-09

0. Introduction

This document defines the process flow required for each phase of the Service and Maintenance Project Life Cycle as outlined and discussed in documents:

PMS Generic Life Cycles

PMS Gate Governance

PMS Project Classification

PMS PM Directive

PMS - Guidelines: Service & Maintenance.

Each section provides an overview of the project life cycle phase, the associated inputs / outputs and process flow.

1. Origination Phase

Overview The Origination Phase formally recognizes the existence of an initiative that may result in the development of a project. The initiative should be linked to the strategic business objectives of the Ministry. A MoW project begins with the identification of a need, problem or opprotunity to be addressed by the Ministry, its departments or branches. Included in the Origination Phase are the development of a high-level Business Case; identifiction of key stakeholders; project classification, the application for funding the project; submission for financial or technical to the appropriate authorities. It concludes with a documented decision to proceed to the Initiation Phase.

The development of a Business Case should include but not limited to the following:




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Rational/background for the project

Identification of the strategic fit to Mo W overall strategy/objectives

High level assumption, constraints and risks

Preliminary/budget estimate

High level Schedule

Dependencies

Master Plan

Key project stakeholders and project organisation (governance) structure

Project strategy or approach, which determines which phases, will be performed by MoW staff and which will be outsources.

Inputs Inputs:

Historical information etc.

Overall funding for the initiatives identified

Approved PPM List of works from Initiative List

Outputs Outputs:

Project Sponsor appointed

Approved Project Requirements/Initial Business Case

Other supporting documents

Application to MoF for budget

Process Flow The schematic in Appendix A illustrates the process flow of the processes and templates for use by the Business Developer to




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complete the Initiation Phase.

2. Initiation Phase

Overview

The Initiation Process formally commits the performing organization to activate the project. The Initiation Phase defines the project objectives and produces the Project Charter, Preliminary Scope Statement and updated Business Case. The inputs to the initiation process include elements of general management processes such as the initial product description, the respective business case, the performing organization’s strategic plan, historical information regarding previous projects, previous project plans, actual results and preliminary constraints and assumptions.

This phase ends when the Sponsor/Steering Committee/Gate Review Committee approves the project charter, preliminary scope, release of resources (core team) and project funding to begin the next phase – Consultant Selection or Planning as required.

Inputs Inputs:

Project Sponsor Appointed

Approved Project Requirements/initial Business Case

Other Supporting Documents and historical information etc.

Overall Project Funding Identified




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Outputs Outputs:

Project Steering Committee Appointed

Project Manager Assigned

An updated Business Case

Financial & Technical Approvals as required

Confirm Project Classification

Approved Project Charter

Approved Preliminary Scope Statement

Approved Funding for the next Phase

Process Flow The schematic in Appendix A illustrates the processes and flow of the processes and templates for use by the Project Team to complete the Initiation Phase




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3. Consultant Selection Phase

Overview

The Consultant Selection Phase performs the processes related to the execution of the MoW tendering procedures. The tendering of a MoW contract is clearly articulated in the standard MoW Tendering procedure, which is governed by the Tender Law and is driven by the Tender Board policy, to which all government agencies must comply. One of the key interim outputs during this phase is the Request for Proposal (RFP). This is a critical document in that it captures the technical, commercial, and legal aspects of the project. This document would form the basis for the final agreement between the Ministry and the Vendor, which is the main output of this phase. All projects must meet the requirements of this procedure in order for the tender to proceed. The project requires the approval of the Tender Board for the tender process to be executed and the tender awarded. This phase ends when the Sponsor/Steering Committee/Gate Review Committee approves the awarding of the contract and funding to begin the next phase - Planning.

NOTE: For some projects, this phase may occur after the

Planning Phase, i.e. completion of the Project Execution Plan

is necessary before the appointment of an external consultant;

or in cases where the project will be managed in-house, this

phase may not be required at all.

Inputs Financial & Technical Approvals as required

Approved Project Charter

Approved Preliminary Scope Statement

Updated and Approved Business Case

Outputs Contract awarded to consultant





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Process Flow The schematic in Appendix A illustrates the processes and flow of the processes and templates for use by the Project Team to complete the Consultant Selection Phase.

4. Planning Phase

Overview

The Planning Phase produces a comprehensive Project Execution Plan (PEP) which identifies the tasks necessary to produce required products / services. It provides plans for managing all aspects of the project including scope, time, cost, quality, resources, communication, risk and procurement. The planning phase acknowledges that requirements and conditions may change as the project proceeds and includes development of project change control procedures to manage the changes.

This phase ends when the Sponsor/Steering Committee/Gate Review Committee approves the Project Execution Plan and project funding to begin the next phase – Analysis & Design.

Inputs Contract awarded to Consultant

OR

Outputs from Initiation Phase




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Outputs Approved Project Budgeting and Funding

Defined Project Organization

Agreed upon Roles & Responsibilities

Confirmed Project Staffing

Confirmed Project Classification

Defined Project Audit Plan

Completed Technical Surveys

Completed Utilities Planning

Approved Project Execution Plan


Process Flow The schematic in Appendix A illustrates the processes and flow of the processes and templates for use by the Project Team to complete the Planning Phase.




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5. Analysis & Design Phase

Overview

The Analysis & Design Phase utilizes the MoW processes to ensure a cost effective design which satisfies all requirements. In this phase alternate solution strategies are identified and evaluated. An analysis of the strategies is completed to select the best solution approach based on explicit criteria and a recommendation is made.

This phase ends when the Sponsor/ Steering Committee/Gate Review Committee approves design specifications and project funding to begin the next phase - Tender & Award

Inputs Approved Project Budgeting and Funding

Defined Project Organization

Agreed upon Roles & Responsibilities

Confirmed Project Staffing

Confirmed Project Classification

Defined Project Audit Plan

Completed Technical Surveys

Completed Utilities Planning

Approved Project Execution Plan

Outputs Work Order Authorization Issued

Bills of Quantities Produced

Permits / Approvals Received

Approved Design Drawings

Approved Performance & Specifications


Process Flow The schematic in Appendix A illustrates the processes and flow of the processes and templates for use by the Project Team to complete the Design & Analysis Phase.




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6. Tender & Award Phase

Overview

The Tender & Award Phase performs the processes related to the execution of the MoW tendering procedures. The tendering of a MoW contract is clearly articulated in the standard MoW Tendering procedure, which is governed by the Tender Law and is driven by the Tender Board policy, to which all government agencies must comply.

All projects must meet the requirements of this procedure in order for the tender to proceed. The project requires the approval of the Tender Board for the tender process to be executed and the tender awarded.

This phase ends when the Sponsor/Steering Committee/Gate Review Committee approves the awarding of the contract and project funding to begin the next phase – Implementation.

Inputs Work Order Authorization Issued

Bills of Quantities Produced

Permits / Approvals Received

Approved Design Drawings

Approved Performance & Specifications


Outputs Implementation Plan Approved

Contract awarded to contractor


Process Flow The schematic in Appendix A illustrates the processes and flow of the processes and templates for use by the Project Team to complete the Tender & Award Phase.




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7. Implementation Phase

Overview

The Implementation Phase carries out the Project Execution Plan. The activities, outlined in the plan for definition, design, development and deployment of the required products/services, as well as to manage the project and provide required project outputs, are performed.

Project status reports are produced and distributed on a regular basis to all stakeholders, including team members, Sponsors, and Project Steering Committee.

This phase ensures the project is progressing as planned. It applies quality assurance techniques to ensure product deliverables meet the specifications outlined in the quality management plan and introduces corrective action to eliminate unsatisfactory performance.

This phase provides effective change management for all aspects of the project including overall change control, scope change control, schedule control, cost control, quality control, and risk response control.

This phase ends when the Sponsor/Steering Committee/Gate Review Committee approves the completion of the deliverables and project funding to begin the next phase – Close-out.

Inputs Implementation Plan Approved

Contract awarded to contractor




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Outputs Completed Cost Statement

Completed O & M Manual

Completed As-built Drawings

Training & Coaching Conducted

User Acceptance Certificate Issued

Completed Inspection, Testing & Commissioning

Completed Project Deliverables / Work Order


Process Flow The schematic in Appendix A illustrates the processes and flow of the processes and templates for use by the Project Team to complete the Implementation Phase.

8. Close-out Phase

Overview

The Close-out Phase documents the final outcomes of the project both in terms of product delivery and project management delivery. Products and/or services are delivered, project actual results are reported, project contracts are closed and project lessons learnt are finalised and documented.

It is the responsibility of the Project Manager to ensure the tasks which extend beyond the project close-out are formally handed over to the relevant authority, the Director or Owner. The task includes but is not limites to the Administration of the Warranty Period.




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Inputs Completed Cost Statement

Completed O & M Manual

Completed As-built Drawings

Training & Coaching Conducted

User Acceptance Certificate Issued

Completed Inspection, Testing & Commissioning

Completed Project Deliverables / Work Order

Outputs Formal handover of continuing tasks

Completed and Accepted Project Deliverables

Joint Certificates Signed

Project Completion Report Issued

Lessons Learnt Documented

Sponsor and Client Sign-off

Retention money released and project finances closed

Warranty Administration Role assigned

Project Documentation Archived

Project Transferred to Client

Lesson Learnt finalised.

Process Flow The schematic in Appendix A illustrates the processes and flow of the processes and templates for use by the Project Team to complete the Close-out Phase.




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Appendix




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A

Phase 0 – Origination PhaseB

usin

ess

As U

su

al

FR

DC

ED

Bu

sin

ess

De

ve

lop

er

Dire

cto

rate

PM

OS

PS

Create

IDEA

Setup

EDMS IDEA

Folder

(DIM)

Input to PPM

(Strategic

Alignment)

Input

Input

Identify List

of Initiatives

Business

Case

Required

Initiatives continue

Identify

Business

Case Team

Refine the

Business

Case

Input

Schedule

Budget

Risks

Reactivation

Dependencies

Master Plan

Potential Project?

Identify

Sponsor And

Project

Manager

Approve List with

budget figures

(validation process)

Input

Obtain

Budget

Approval

Input to PPM

(Project Data)

Identify

Projects List

Budget

Initiative

List

No

(Adjust)

No

Yes

Input

Input

Prepare

Activation

FormActivation

Form

Ask Budget

MOF

Activate

Project

EDMS Project

Folder (Copy DIM to

Origination folder)

To INITIATION

Phase

HE Approval

YES

NO

HE Approval

High Level

Business

Case




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MWH

Template

Initiation Phase – Service & Maintenance Projects

Dire

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rate

Dire

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rate

Sp

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PM

OC

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/ F

RD

CE

D / F

RD

Pro

ject

Ma

na

ge

r

Pro

ject

Ma

na

ge

r

Approve

business

case?

Gate 1

Project Charter

Approved?

Accept Project

classification?

Financials

Approved?

To Phase 2

PLANNING

C.1.11 Issue

Service

Consultation

(As Required)

Technicals

Approved?

MWH

Template

C.1.1

Activate

Project

Business Case

C.1.4 Prepare /

Update Business

Case

C.1.2 Appoint

Project

Steering

Committee

C.1.3 Appoint

Project

Manager

NO

Input

YES

Project Charter Classification

Matrix

Input

Verify project

classification

Recommend

Project Team

Scope Statement

C.1.5 Assess

Project

Classification

C.1.6 Develop

Project Charter

Approve

Project Charter

& Preliminary

Scope

Statement?

C.1.7 Develop

Preliminary Scope

Statement

C.1.8 Appoint

Project TeamInput

YES

C.1.10

Obtain

Financial

Approvals as

required

YES

Rework,

Cancel or

DeferNO

NO

C.1..9 Obtain

Technical

Approvals

NO

YES

NOYES

NO

MWH

Template




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Phase 2 – TENDER & AWARD (Consulting) – Service & Maintenance Projects

Ga

te R

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Co

mm

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/ F

RD

Dire

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Pro

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on

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/

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Re

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(CC

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(CC

R)

Sp

on

so

rS

po

nso

rP

roje

ct

Ma

na

ge

r

NO YES

S.2.4 Prepare

Tender Documents

From Phase 1

PLANNING

Input

S.2.10 Sign

Contract

Input

S.2.7 Produce

Tender Evaluation

Report with

Recommendation

Input

S.2.6 Administer

Tender Procedure

Rework,

Cancel or

Defer

S.2.11 Submit

Cash Flow & Work

Schedule

MWH

Template

S.2.3 Obtain

Tender Board /

MoF Approval to

Issue Tender

Gate 2

Contract

Signed?

Input

S.2.12

Order To

Commence

To Phase 3

Planning

Input

S.2.2 Administer

Prequalification

Procedures

S.2.1 Prepare

Prequalification

Documents

S.2.8 Obtain Tender

Board / MoF Approval

to Award Contract

MWH

Template

Input

S.2.9

Issue

Letter of

Award

Input

S.2.5 Establish

Evaluation

Criteria

Input

Input Input

MWH

Template

MWH

Template




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Phase 3 – PLANNING – Service & Maintenance ProjectsC

ED

/ F

RD

CE

D / F

RD

Co

nsu

lta

nt /

Co

ntr

acto

r

Re

pre

se

nta

tive

(CC

R)

Ga

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Co

mm

itte

eD

ire

cto

rate

Sp

on

so

r &

Pro

ject T

ea

m

Pro

ject

Ma

na

ge

r

To Phase 4

DESIGN &

ANALYSIS

S.3.18

Conduct

Utilities

Planning

Gate 3

Project

Execution Plan

Approved?

S.3.1 Define

Scope in

Detail

Scope Statement

From Phase 2

TENDER &

AWARD

(Consulting)

Rework,

Cancel or

Defer

S.3.17

Conduct

Technical

Surveys

S.3.3 Prepare

Work

Breakdown

Structure WBS

S.3.16 Develop

Project

Execution Plan

PEP

S.3.2 Confirm

Project

Classification

Classification

Matrix

S.3.6 Prepare

Project

Schedule

S.3.13 Prepare

Project

Communication

Plan

S.3.9 Prepare

Human

Resource

Management

Plan Resource Mgmt Plan

S.3.10

Prepare Risk

Management

Plan

S.3.4 Prepare

Organization

Breakdown

Structure

S.3.12

Develop

Project Cost

Estimate &

Cost Mgmt

Plan

S.3.14 Prepare

Quality

Management Plan

Schedule Comm. Plan

Risk Mgmt Plan

Quality Mgmt Plan OBS

Cost Mgmt Plan

Input to all

above activities

Input to all

above activities

MWH

TemplateMWH

Template

YESNO

S.3.5 Prepare

Procurement

Management

Plan Procurement Mgmt Plan

S.3.7

Prepare

Monitor &

Control

Plan

S.3.11

Determine

O&M Manual

RequirementsMWH

Template

S.3.15 Prepare

Project Audit

Plan

MWH

Template

S.3.8

Establish

Lessons

Learnt

Process

Input




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Phase 4- DESIGN & ANALYSIS - Service & Maintenance Projects

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(CC

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Dire

cto

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CE

D / F

RD

Pro

ject

Te

am

Pro

ject

Ma

na

ge

r

Gate 4

Design Specification

Approved?

From Phase 3

PLANNING

To Phase 5

TENDER &

AWARD

(Procurement /

Implementation)

S.4.2 Conduct

Prequalification Process for

Contractors

S.4.1 Conduct

Prequalification for Products

& ManufacturersS.4.5 Issue Work

Order

Authorization

S.4.6 Prepare

Work

Methodologies

Work Order

Approved?

Work

Methodologies

Approved?Input

S.4.9 Obtain relevant permits /

approvals and liaise with

utilities for project

requirements)

S.4.8 Prepare Bills of

Quantities

S.4.12 Prepare

Design &

Specifications

S.4.3 Develop Performance

Reliability Specifications

S.4.4 Conduct

Required Surveys /

Assessments

Input

Input

MWH

Template

MWH

Template

Rework,

Cancel or

Defer

MWH

Template

MWH

Template

S.4.7 Review &

Validate Work

Methodologies

NO

YESNO

MWH

Template

YESNO

YES

Input

S.4.11 Prepare

Design SpecsS.4.10 Liaise with

Utilities




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Phase 5 – TENDER & AWARD (Procurement / Implementation) – Business Improvement Projects

Ga

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/ F

RD

Dire

cto

rate

Pro

ject T

ea

mC

on

su

lta

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/

Co

ntr

acto

r

Re

pre

se

nta

tive

(CC

R)

Co

nsu

lta

nt

/

Co

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acto

r

Re

pre

se

nta

tive

(CC

R)

Sp

on

so

rS

po

nso

rP

roje

ct

Ma

na

ge

r

NO YES

S.5.9

Issue

Letter of

Award

S.5.8 Obtain Tender

Board / MoF Approval

to Award Contract

S.5.3 Obtain

Tender Board /

MoF Approval to

Issue Tender

Input

Input

From Phase 4

Design &

Analysis

Gate 5

Contract

Signed?

S.5.2 Administer

Prequalification

Procedures InputInput

S.5.4 Prepare

Tender Documents

Input

S.5.11 Submit

Cash Flow & Work

Schedule

MWH

Template

To Phase 6

Construction &

Implementation

Input

S.5.6 Administer

Tender Procedure

Rework,

Cancel or

Defer

MWH

Template

S.5.5 Establish

Evaluation

Criteria

Input

S.5.12

Order To

Commence

S.5.10 Sign

Contract

Input

Input

S.5.7 Produce

Tender Evaluation

Report with

Recommendation

MWH

Template

S.5.1 Prepare

Prequalification

Documents

Input

MWH

Template




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Phase 6 – CONSTRUCTION & IMPLEMENTATION - Service & Maintenance Projects

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Co

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/

Co

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pre

se

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(CC

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Dire

cto

rate

CE

D / F

RD

Pro

ject

Te

am

Pro

ject

Ma

na

ge

r

To Phase 7

Close-out

S.6.14

Coordinate with

Utilities

S.6.15 Evaluate

Work Executed

S.6.13 Produce /

Update O&M Manuals,

As Built Drawings &

Technical Information

Gate 6

Project

Deliverables

Completed?

From Phase 5

TENDER &

AWARD

(Procurement /

Implementation)

Rework,

Cancel or

Defer

S.6.17 Pre-

Contract

Meeting

S.6.19

Utilities

Meeting

Input

S.6.4 Manage

Contract

Administration

S.6.1 Track

Project Schedule

Status

Report S.6.5 Manage

Organizational

Change

S.6.11

Transition to

O&M

S.6.6 Quality

Assurance &

Control

procedures

S.6.10 Conduct

Final Testing &

Commissioning

S.6.3 Review

method

statements for

doing work S.6.12 Issue User

Acceptance Certificate

& Declaration

S.6.2 Track

Project Cost

MWH Cash

Flow Template

S.6.9 Conduct

Interim

Inspection &

Testing

S.6.7 Monitor &

Control Issues

Changes & RisksIssues Log

S.6.8 Conduct

Training &

Coaching

Input to all

above activities

Input to all

above activities

YESNO

MWH

TemplateMWH

Template

MWH

Template

MWH

Template

MWH

Template

Change Control Log

Risk Register

Input

S.6.18 Order

to Commence

& Site

PossessionMWH

Template

S.6.16 Process

Interim Payments

Input

Input

Input to all

above activities




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Phase 7 – CLOSE-OUT- Service & Maintenance ProjectsG

ate

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Sp

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Pro

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Te

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/

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(CC

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/

Co

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Re

pre

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(CC

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CE

D /

FR

D

CE

D /

FR

DP

roje

ct

Ma

na

ge

r

Pro

ject

Ma

na

ge

r

S.7.9

Complete

Project Close-

out Checklist

S.7.1 Finalize

Training &

Coaching

S.7.2

Complete

Snags &

Outstanding

Items List

Project Close-

out Checklist

Input

S.7.4 Conduct

& Document

Lessons

Learnt session

S.7.5 Prepare

Project

Completion

Report

Project

Completion

Report

S.7.7

Archive

Project

Document

ation

Close Project

& Transfer to Client

S.7.10 Handover

O&M Manuals

AS Built Drawings

Technical Information

From Phase 6

CONSTRUCTION /

IMPLEMENTATION

Lessons

Learnt

S.7.3 Issue

Joint

Certificates

(Defects

Liability

Period)

S.7.8

Release

Project

ResourcesMWH

TemplateMWH

Template

MWH

Template

Input to all

above activities

S.7.6 Assign

Warranty

Administration

Role

S.7.11

Issue

Payment

Certificate

S.7.11

Approve

Payment

Certificate

S.7.11

SIgn

Payment

Certificate