213_procedure_0-Project Multi-Office Engineering Execution Plan
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procedure execution plan...
Description
PEP 213
PROJECT MULTI-OFFICE ENGINEERING EXECUTION PLAN
Page 1 of 9 Rev. Date: 16 Apr 2009
TABLE OF CONTENTS SECTION
PAGE NO.
1.0
PURPOSE AND SCOPE..............................................................................2
2.0
DEFINITIONS..............................................................................................2
3.0
REFERENCES............................................................................................2
4.0
PROCEDURE..............................................................................................4
5.0
RECORDS...................................................................................................9
6.0
FORMS AND EXHIBITS..............................................................................9
CONFIDENTIAL AND PROPRIETARY Copyright © 2008 Washington Group International, Inc. (Ohio) ALL RIGHTS RESERVED
PEP 213
PROJECT MULTI-OFFICE ENGINEERING EXECUTION PLAN
Page 2 of 9 Rev. Date: 16 Apr 2009
1.0
PURPOSE AND SCOPE
The purpose of this procedure is to establish a consistent and uniform approach for the preparation of a Project Multi-Office Engineering Execution Plan that is to be integrated into the Engineering Execution Plan (PEP 203). This procedure applies to all projects that have engineering in their Scope of Work. 2.0
DEFINITIONS
2.1.
Multi-Office Execution
Multi-office execution is the concurrent execution of a project across more than one of the Company’s office locations. This PEP addresses multi-office execution of engineering work. Multi-office execution may also include executing engineering work with partner organizations or subcontractors. 2.2.
Project Multi-Office Engineering Execution Plan
The Project Multi-Office Engineering Execution Plan documents the project team's plan for multi-office execution. The Project Multi-Office Engineering Execution Plan is to be included with, and approved as part of, the Engineering Execution Plan (EXP). A preliminary Project Multi-Office Engineering Execution Plan is prepared during the proposal / bid stage. The detailed plan is prepared after project award consistent with the development of the EXP. 2.3.
Issue Authorization and Maintenance for Use
The Functional Lead of Engineering is responsible for the maintenance of this procedure and will review the procedure annually to determine any necessary updates. Should an individual employee have a suggestion for improvement or modification to this procedure, he or she may mark-up a copy of the PEP and send to the Functional Lead of Engineering for review. The Functional Lead of Engineering will review the recommended changes and respond back to the employee on plans to address the suggestions. Changes to the procedure will be distributed to other Corporate Department Managers and Corporate Functional Leads for their concurrence. When the reviews are complete, the Functional Lead of Engineering will consolidate and recommend changes to this PEP to the President, Washington Services who has the authority to issue revisions to this PEP. 3.0
REFERENCES
3.1.
PEP 200, Project Initiation
3.2.
PEP 201, Scope of Work Document
3.3.
PEP 202, Project Execution Plan
3.4.
PEP 203, Engineering Execution Plan
3.5.
PEP 204, CAE/CAD Execution Plan
3.6.
PEP 206, Lessons Learned Program
3.7.
PEP 316, Record Filing, Retention, Retrieval, and Destruction of Documents CONFIDENTIAL AND PROPRIETARY Copyright © 2008 Washington Group International, Inc. (Ohio) ALL RIGHTS RESERVED
PEP 213
PROJECT MULTI-OFFICE ENGINEERING EXECUTION PLAN
Page 3 of 9 Rev. Date: 16 Apr 2009
3.8.
PEP 317, Document Control and Distribution
3.9.
PEP 318, Electronic Document Management
3.10. PEP 319, Project Communications 3.11. PEP 361, Compliance With State Law Regarding The Practice of Engineering 3.12. PEP 601, Preparation of Project Completion Report
CONFIDENTIAL AND PROPRIETARY Copyright © 2008 Washington Group International, Inc. (Ohio) ALL RIGHTS RESERVED
PEP 213
PROJECT MULTI-OFFICE ENGINEERING EXECUTION PLAN
Page 4 of 9 Rev. Date: 16 Apr 2009
4.0
PROCEDURE
4.1.
Process Work Flow Chart
Figure 4.1.1
Receive Direction to Proceed With Pre-Project Planning
Determine if Multi-Office Engineering Execution is Appropriate for the Project
Prepare Preliminary Project MultiOffice Engineering Execution Plan
Engineering Work Hour Budget and Schedule
CAE/CAD Execution Plan ( PEP 204) Project Communications Procedure (PEP 319)
Project Organization
Receive Authorization to Proceed/Notice to Proceed from Client (PEP 200)
Prepare Project Multi-Office Engineering Execution Plan
Incorporate Project MultiOffice Engineering Plan Into Engineering Execution Plan ( PEP 203)
Update Project Multi-Office Engineering Execution Plan as Needed
Project Scope of Work Document (PEP 201)
Work Processes and Tools
Project Controls Plan/Approach
Quality Assurance Plan/Approach Provide Lessons Learned Feedback (PEPs 206 & 601)
Update Engineering Execution Plan (PEP 203) CONFIDENTIAL AND PROPRIETARY Copyright © 2008 Washington Group International, Inc. (Ohio) ALL RIGHTS RESERVED
PEP 213
PROJECT MULTI-OFFICE ENGINEERING EXECUTION PLAN
Page 5 of 9 Rev. Date: 16 Apr 2009
4.2.
Process Work Flow A.
Prior to Project Award - Develop Preliminary Project Multi-Office Engineering Execution Plan
Action By:
Action:
Project Engineering Manager (PEM)
1. Receives direction to proceed with pre-project planning (PEP 200, Project Initiation). 2. Develops the preliminary scope, schedule, and work hour estimate for engineering. 3. Initiates a multi-office execution planning meeting with the lead office’s Manager of Engineering (MOE) and Principal Engineers to determine the project’s potential for multi-office engineering execution.
Manager of Engineering
4. Determines candidate offices for multi-office execution.
Project Engineering Manager
5. With the approval of the Project Manager, moves forward with multi-office execution planning based on appropriateness of multioffice execution for the project. If the PEM decides not to proceed with multi-office execution, then the PEM will document the basis for the decision in a written memo to the MOE and Project Manager. 6. Prepares a preliminary Project Multi-Office Engineering Execution Plan.
Principal Engineers (in Lead Office)
7. Supports the PEM in preparation of the preliminary Project MultiOffice Engineering Execution Plan and coordinates with counterparts in the other participating offices.
Project Engineering Manager
8. Distributes preliminary Project Multi-Office Engineering Execution Plan to the Manager of Engineering, the Managers of Discipline Engineering, and the Functional Lead of Engineering.
B.
After Project Award - Develop Project Multi-Office Engineering Execution Plan
Action By:
Action:
Project Engineering Manager
1. Develops the project’s baseline scope, schedule, and work hour budget for engineering. 2. Prepares the Project Multi-Office Engineering Execution Plan. 3. Reviews Project Multi-Office Engineering Execution Plan with the MOEs and Principal Engineers for each office/discipline participating in the project. 4. With the approval of the Project Manager, incorporates the Project Multi-Office Engineering Execution Plan within the Engineering Execution Plan (PEP 203) for the project. 5. Updates the Project Multi-Office Engineering Execution Plan
CONFIDENTIAL AND PROPRIETARY Copyright © 2008 Washington Group International, Inc. (Ohio) ALL RIGHTS RESERVED
PEP 213
PROJECT MULTI-OFFICE ENGINEERING EXECUTION PLAN
Page 6 of 9 Rev. Date: 16 Apr 2009
Action By:
Action: when the project circumstances change and issues a revised EXP. 6. Provides prompt feedback to the Manager of Engineering regarding any multi-office execution issues needing attention.
Managers of Engineering and Principal Engineers C.
7. Support the project team to achieve project goals through effective multi-office execution.
Provide Lessons Learned and Feedback
Action By:
Action:
Project Engineering Manager and Supervising Discipline Engineers
1. Provide Lessons Learned feedback regarding multi-office execution – per PEP 206, Lessons Learned Program and PEP 601, Preparation of Project Completion Report.
4.3.
Instructions
4.3.1.
Prior to Project Award - Develop Preliminary Project Multi-Office Engineering Execution Plan A.
The Project Engineering Manager shall work with engineering management as early as possible to develop the project’s multi-office execution approach as the basis for preproject planning.
B.
The approach shall be documented in a Preliminary Project Multi-Office Engineering Execution Plan which shall: 1. Identify the office locations participating in the project. 2. Identify (by discipline) the estimated Engineering work hours for the project, the approximate % engineering work hours by location, and the approximate % of engineering work hours subcontracted. 3. Describe anticipated multi-office execution benefits from cost reduction, resource constraints, workload balance, and/or other benefits. 4. Define the assignment of work scope by office and discipline. Project work scope assignments shall be based on an integrated project work breakdown structure. a. Exhibit 213-01 “ITRC Division of Responsibility – Romania” has been developed to facilitate definition of the scope of work split between the Romanian office and a domestic US office by engineering discipline. This exhibit defines the basis for work to be executed in Romania. 5. Include a summary of resource requirements by location (staffing peak by discipline, key skills required, access to engineering/design tools). 6. Describe the project’s organizational roles, responsibilities, relationships and interfaces among the participating offices as these relate to the engineering work. CONFIDENTIAL AND PROPRIETARY Copyright © 2008 Washington Group International, Inc. (Ohio) ALL RIGHTS RESERVED
PEP 213
PROJECT MULTI-OFFICE ENGINEERING EXECUTION PLAN
Page 7 of 9 Rev. Date: 16 Apr 2009
7. Describe general plans for the electronic interface of key systems across the participating offices. Identify any areas of concern and include action plans for resolving the concerns. Include IT as a participant in this planning. The planning for each system will be led by the function having “ownership” of the system, i.e. Engineering for CAE/CAD and analytical software systems, Project Controls for Scheduling and Progress Measurement systems, Project Administration for Document Management systems, Procurement for Materials Management systems, etc. 8. Describe how the engineering disciplines will implement consistent work practices across the project. The work practices will comply with the Company’s Project Execution Procedures (PEPs), Engineering Standards, the Engineering Execution Plan, and the Project Execution Plan. C.
It is not intended that the Preliminary Project Multi-Office Engineering Execution Plan duplicate information included elsewhere in the Pre-Project Planning. Multi-office execution planning should be completely embedded in all aspects of pre-project planning.
D.
The Project Engineering Manager, in deciding whether or not to utilize multi-office execution, shall give consideration to: 1. Cost reduction (by multi-office execution). 2. Resource constraints (mitigated by multi-office execution). 3. Efficient global staff utilization through workload balance (achieved by multi-office execution). 4. These, and any other, considerations should be thoroughly discussed and evaluated in the Project Engineering Manager’s meeting with the lead office’s Manager of Engineering and Principal Engineers.
4.3.2.
After Project Award - Develop Project Multi-Office Engineering Execution Plan A.
Upon receipt of the Authorization to Proceed/Notice to Proceed the Project Engineering Manager shall begin preparation of the Project Multi-Office Engineering Execution Plan as part of preparation of the Engineering Execution Plan (EXP).
B.
The project’s Supervising Discipline Engineers shall confirm with their Manager of Discipline Engineering (through their local Principal Engineers) that resource availability/capability in the participating offices supports the project’s staffing needs.
C.
The Project Engineering Manager shall verify that other elements of the Engineering Execution Plan - such as Task Definition, Design Approach, CAE/CAD Execution Plan (PEP 204), Document Lists with Scheduled Issue Dates, Work Hour Budget, and Engineering Staffing Plan – address, are consistent with, and support the Project MultiOffice Engineering Execution Plan.
D.
The Project Engineering Manager shall ensure that other elements of project execution planning – such as the Project Controls approach, QA Plan, Project Procurement Plan, CONFIDENTIAL AND PROPRIETARY Copyright © 2008 Washington Group International, Inc. (Ohio) ALL RIGHTS RESERVED
PEP 213
PROJECT MULTI-OFFICE ENGINEERING EXECUTION PLAN
Page 8 of 9 Rev. Date: 16 Apr 2009
Project Document Management plan, etc. – address and support effective multi-office execution.
4.3.3.
E.
The Project Multi-Office Engineering Execution Plan shall be approved, issued and maintained as part of the Engineering Execution Plan (PEP 203). The Project MultiOffice Engineering Execution Plan shall be revised as necessary to reflect changes regarding scope and execution requirements. The EXP will be reissued.
F.
In some circumstances a project may initially plan not to use multi-office execution, but may later change this decision. A Project Multi-Office Engineering Execution Plan shall be promptly prepared to support effective project execution using the multi-office execution approach.
Project Multi-Office Engineering Execution Plan Contents A.
The Project Multi-Office Engineering Execution Plan shall: 1. Identify the office locations participating in the project. 2. Identify (by discipline) estimated or budgeted Engineering work hours for the project, the approximate % engineering work hours by location, and the approximate % of engineering work hours subcontracted. 3. Describe anticipated multi-office execution benefits from cost reduction, resource constraints, workload balance, and/or other benefits. 4. Define the specific assignment of work scope by office and discipline. Project work scope assignments shall be based on an integrated project work breakdown structure and the project’s Scope of Work Document (PEP 201). a. Exhibit 213-01 “ITRC Division of Responsibility – Romania” has been developed to facilitate definition of the scope of work split between the Romanian office and a domestic US office by engineering discipline. This exhibit defines the basis for work to be executed in Romania. 5. Include a summary of resource requirements by location (staffing peak by discipline, key skills required, access to engineering/design tools). The Engineering Staffing Plan, in a separate section of the EXP, should identify staffing by office and by discipline across the project’s duration. 6. Describe any planned steps to assure excellent communication across the project team and the offices participating in the project. Clarify the lines of communication within the project team, with the client, and with other project stakeholders (suppliers, subcontractors, regulatory agencies, etc.). 7. Describe the project’s organizational roles, responsibilities, relationships and interfaces among the participating offices as these relate to the engineering work. 8. Describe specific plans for the electronic interface of key systems across the participating offices. Identify any areas of concern and include action plans for CONFIDENTIAL AND PROPRIETARY Copyright © 2008 Washington Group International, Inc. (Ohio) ALL RIGHTS RESERVED
PEP 213
PROJECT MULTI-OFFICE ENGINEERING EXECUTION PLAN
Page 9 of 9 Rev. Date: 16 Apr 2009
resolving the concerns. Include IT as a participant in this planning. The planning for each system will be led by the function having “ownership” of the system, i.e. Engineering for CAE/CAD and analytical software systems, Project Controls for Scheduling and Progress Measurement systems, Project Administration for Document Management systems, Procurement for Materials Management systems, etc. 9. Describe how the engineering disciplines will implement consistent work practices across the project. The work practices will comply with the Company’s Project Execution Procedures (PEPs), Engineering Standards, the Engineering Execution Plan, and the Project Execution Plan. 10. Confirm that multi-office execution has been clearly and fully addressed in the project’s Compliance Plan for engineering licenses (PEP 361, Compliance with Laws Regarding the Practice of Engineering). B.
5.0
It is not intended that the Project Multi-Office Engineering Execution Plan duplicate information included elsewhere in the Engineering Execution Plan or in the Project Execution Plan. Multi-office execution planning should be completely embedded in all aspects of project planning.
RECORDS
A copy of the Project Multi-Office Engineering Execution Plan and subsequent revisions are retained in the project files for the duration of the project as part of the Project Execution Plan (See PEP 202). After project completion the project files are processed in accordance with the procedure for Record Filing, Retention, Retrieval and Destruction of Documents (see PEP 316). 6.0
FORMS AND EXHIBITS
6.1
213-01 (MM) ITRC Division of Responsibility – Romania
CONFIDENTIAL AND PROPRIETARY Copyright © 2008 Washington Group International, Inc. (Ohio) ALL RIGHTS RESERVED
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