Manpower project planning for saudi aramco project ksa

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Project: Manpower & Management Service to Saudi Aramco Project – KSA

Project Information

Project Name: Supply of Manpower & Equipment

Contract No: xxxxxxxx

Effective From: 01st March, 2015

Total # of person: >300 human powers

Target Date: 01st of September, 2015

Project Duration: For one year (extendable)

By: Ghulam Abbas

Project Manager [email protected]

Manpower Project Planning

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List of Manpower to be required

Team A

Sr. No Positions Nationality

Remark

Non Saudi

1 GPS Operator 16

2 Dozer Pusher 6

3 Labors 12

4 Vibrator Mechanic 8

5 Pushers 8

6 Mechanic helper 8

7 Vibro Operators 62

8 Layout Forman ( Line Foreman) 1

9 Troubleshooter 20

10 Layout Group ( Labor ) 70

11 Pickup Labor

12 Loading Labor 16

13 HSE Assist 1

14 Electrician 3

15 Radio Opr. 2

16 Cable & Geo Repair Man 4

17 Diesel Tanker Helper ( Labor 1

18 Cable & Geo Repair Labor 4

19 AC Technician 1

20 Plumber 1

21 Store Keeper 1

22 Welder 3

23 Auto Electrician 1

24 Fuel man 1

25 Carpenter 1

26 Workshop Mechanic 8

27 Mechanic Helper

28 STP Operators & WTP 1

29 Watchmen & Labor

30 Transportation Sup.

31 Dedicated Light Drivers 9

32 Dedicated Heavy Drivers 17

Total 286

Out of 286 workers, 154 are available; to be mobilized from the seismic crew Oman. The rest

workers would be segregated according to visa awarded by Ministry.

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Objective:

• To understand the client and its requirements.

• To deliver manpower on time, within budget, and to the required

category.

• To build an effective project team and having a clear

understanding what expected of them.

• To maintain cost Effective worker’s supply

Project Phases

Phase 1 Initiating planning Completion of legal documents, visa obtaining,

and initiating planning process

Phase 2 Organizing & Scheduling the

Tasks

Job description, Job dimension and who would report

to whom, backup of employee-clear path

Phase 3 Operations & Controlling the

project’s activities

Control project activities, Communication and

coordination with project team, Resolving issues

Phase 4 Reporting & Completion Stage

Reporting to CEO, Associate partners, Management

as briefed

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Summary List enclosed page 14 & detail of workers on separate excel spread sheet.

Action Plan for processing of Visa Starting from first week of April - 2015

Option 1 Time Period for completion of Task

April May June July August September Remarks

Legal documents completion

Visa clearance & obtaining process

Visa forwarding to awarded country

Collection of Cvs & Screening of workers

Final Selection & Visa processing

Ticketing & arrival in the Kingdom

Final mobilization to site

The arrivals of manpower would be on or before of 15th

of May and 15th

of August – 2015

respectively to complete the necessary legal procedures which take around a week such as:

• Medical Examination (repeated as required in the kingdom)

• Insurance Coverage (Healthcare insurance )

• Preparation of Iqama

Phase 1 – Initiating Project

April May June July August September Remarks

Legal documents completion

Visa clearance

Submitting documents to embassy

Clearance receiving from embassy

Prepare to move in the kingdom

Ticketing & Arrivals -shifting to accomodation

Completion of Iqama, insurance, medical etc

Final mobilization to site

DescriptionTime Period for completion of Task

154 woerkers would be moved from Siesmic work oman

Action Plan for Mobilizing of Oman CrewStarting from first week of April - 2015

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• Gosi Insurance (Work injury & compensation)

• Driver license (if applicable)

• Provide PPE to all the employees as per agreed standard

• Training & Orientation upon arrivals

Sharing information

The updated status of manpower would be intimated with the XXXXX officials to avoid any

delay in project implementation.

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*Need Legal lawyer consultancy to deal with the critical situation in the kingdom.

Sources of Manpower

Without Visas Visa Granted

Eligibility to legally work in the Kingdom


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Arranging Manpower

• External Sources (to arrange manpower by TPA or supplier’s contract)

• Internal Sources ( to arrange manpower if visas granted)

External Sources

• TPA-Third party contract

• Direct Recruitment internally

Procedures:

TPA Agreement (Suppliers, Contractors, Sub-contractors)

• To sign an cost effective agreement with TPA

• Manpower Screening

• Manpower Selection (Test, interview, technical questionnaire etc)

• Prepare list of Selected Candidates with their profession’s card

• Documents attestation of selected candidate (if requires)

• Change of Sponsor of all workers from TPA to Xxxxx Group of Companies

• Consultancy from Legal lawyer

Direct Recruitment

• Publish in the local newspaper

• Publish in the famous expatriate websites

• Collections of CVs & Screening

• Manpower Interview & Selection

• Prepare list of Selected Candidates, with their profession’s card

• Documents attestation of selected candidate (if requires)

• Change of profession of workers if requires

• Change of Sponsor (Kafeel) of all workers to Xxxxx Group of Companies

• Mobilization as per prefixed schedule


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Procedures:

Internal Source (Visa Granted)

1. To obtain Visas

2. Segregate according to countries – based on the nationality, decided by the Ministry

3. Select agency (complete or partial outsourcing)

4. Award them all visas (Wakala)

5. Chamber of commerce stamps for wakala

6. Transfer visas to agency

7. Publish in the newspaper –countrywide (agent responsibility)

8. Collections of CVs by agents

9. Prior screening by agent (agent with conduct tests/interview and award a written

certificate that he found fit in his job, assurance are compulsory to avoid any confusion)

10. Our delegation visits to designated country

11. Final checks, Interview by our delegation

12. Prepare list of Selected Candidates

13. Compulsory checks (age, Passport, police clearance, medical etc)

14. Documents attestation of selected candidate (if requires)

15. Medical report (GAMCA)

16. Submit all cases to Embassy

17. Arranging tickets of “visa stamped staff”

18. Travelling information dispatch to Xxxxx Office

19. Receiving of Staff at airport

20. Shifting to designated place or temporary accommodation, foods, transportation

(Management needs to arrange)

Reporting Level: Interim and Completion of phase 1 report with the target v/s

achievements result.


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Organizing and Scheduling the team

To organize and getting best expected result from the team, a two days “Training and and

orientation” would be provided to all team members about the following key points, and sharing

clear picture among employees. Some steps can be removed after observing the competency of

worker and importance of the job.

• Clear job description

• Who would report to whom

• Backup of Employee

• Work environment

• Boost up their skills by frequently feedbacks

Projected team Coordination flow

Project Manager

Site Supervisor

/Secretary

Workers

Camp Boss

XXXXX Team

leader

Phase 2 – Organizing the Team

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Project Team Method & Skills Replacement

Building a high perform team

• Selection of team member

• Clear picture of project objective

• Skills and competency are perfect matched

• Transparent and detail details job description for every staff member

• What is to be done and when, expectation from them

• Backup & Replacement

• Motivation and care about them and their contribution

Country Office – Al khobar

S.No Designation Proposed Remarks

01 Project Mangaer 01 In Support staff, number can be increased after

observing the actual work burden and a prior approval

would be obtained from the management. 02 HR Manager 01

03 Operation Officer 01

04 Documents

controller

01

05 Accountant 01

06 PRO Saudi 01

07 Drivers 02

Site Office – Control level

S.No Designation Proposed Remarks

01 Camp Boss 01 For direct coordination with XXXXX’s official, and

project staff in the Kingdome. 02 Supervisor/Secretary 01

Phase 2, Interim & completion report to be submitted to management

Phase 2 – Organizing the Team

Name: ABC

Designation: Camp Manager

Backup: XYZ

Designation: Supervisor

Name: XYZ

Designation: Supervisor

Backup: DMO

Designation: Assistant

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Managing Operational activities

Operation department would utilize all protocols and turnkeys to support their

project team, increase high level of work efficiency and reporting to head office

with their achievements. A clear picture of the path would be shared among the

team, in term of group weekly meetings, and revised copy of last information

would also be shared to the management.

A Strong communication System to be developed to avoid any incident which can make

trouble in operational activities.

Phase 3 – Operation & Controlling the Project’s Activities

Camp Boss……..

Daily Tasks

Requirements

Procurements

Payroll Sheet

Complaints

Resignation/

Replacement

Emergency/

Incident

Site Office -

Project Team

KSA branch H.O. Oman

Support Function

Assessment

Human Resource

Finance team

Instruction

Operation

Solution Guidelines

Reporting

Team leader-

XXXXX

Auditing

Progress

Feedback

Legal

Others

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Problems Login Sheet

Sr. Time Concerned

No Starts Closed Laps department Status

1 01-04-15 Site office KSA Labour strick due to not paid salary8:00 12:00 4:00 high Finance Lack of funds/ problem resolved closed

2 02-04-15 Site office KSA Vehicles out of service 9:00 11:00 2:00 Mid Operation Communication gap closed

DescriptionDepartment/LocationDate Priority Action planReport time

Prioritize the issues

There are several issues to be faced during the project implementation, it should be segregated

according to its nature of incident as well as priority, and solve them according to company

policy. Some problems need more attention and heeds to immediately reporting to the

management or as per the situation happened. The communication channel should be cleared for

resolving all such issues and resolve without delaying. A list of problems should be revised with

all concerned department with the basic aim to “not to repeat same mistake again”.

Phase 3, Interim & completion report to be submitted to management

Phase 3 – Operation & Controlling the Project’s Activities

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Project Performance Reports

• Phase-wise Reports (interim & completion)

• Incident & Accident Report

• Weekly Project Performance Report

• Monthly Performance Report – covering all month activities

• Yearly Project Performance Report – Covering yearly

achievements

• Project Completion Report

• Project handover Report (if required in any stage)

How can it work more efficiently?

Management Information System (Technology checks and control)

• Develop strong management information system

• All Data login into MIS – Comprehensive Database Sys such as

complaints, incidents, personnel, payroll, financial activities,

• Reporting to site office, head office and associated partners as required

• Quick and fast System would be launched to get instant reporting

Phase 4 – Progress Reports