Preparation of Project Management Plan Document No: CPD-GUD-005 Issue Date: 03-12-2024 Revision: 01 Classification: Restricted Document security classification applies to this document. Please familiarize yourself to the requirements This document is the property of NWS. Neither the whole nor any part of this document may be published, reproduced, stored in a retrieval system, or disclosed and/or transmitted to others in any form or by any means without prior written consent of document owner. i Document Authorisation This document is authorised for issue. Reviewed by Approved by Name: Mohammed Al -Makhmari Name: Moosa Al -Hanshi Date: 02-12-2024 Date: 03-12-2024 Signature: Signature ii Revision History The following is a brief summary of the most recent revisions to this document. Details of all revisions prior to these are held on file by the issuing department. Revision No. 01 Date 28-11-2024 Author Scope / Remarks Najiya Al Siyabi Integrate the following documents into one due to the merge between Haya and Diam: - Project Management Plan Template - GUD-PRJ-014 Preparation of Project Management Plan (PMP) by Consultant /Contractor for Haya Water Infrastructure Projects Document No: CPD-GUD-005 Revision: 01 Classification: R TABLE OF CONTENTS i Document Authorisation ............................................................................................................... 2 ii Revision History ............................................................................................................................... 2 1. Introduction ................................................................................................................................. 4 1.1. Objective .................................................................................................................................. 4 1.2. Scope ......................................................................................................................................... 4 1.3. Distribution/Target Audience ............................................................................................. 4 1.4. Review and Improvement ................................................................................................... 4 1.5. Definitions ................................................................................................................................ 4 1.6. Abbreviations .......................................................................................................................... 5 2. Project Management Plan (PMP) Format and Submittal................................................. 5 2.1. Introduction (Executive Summary) ................................................................................... 5 2.2. Project Scope Management Plan....................................................................................... 6 2.3. Project Schedule Management Plan................................................................................. 6 2.4. Project Cost Management Plan .......................................................................................... 7 2.5. Project Quality Management.............................................................................................. 8 2.6. Project Health, Safety, and Environment (HSE) Management .................................. 8 2.7. Project Human Resources Management ......................................................................... 8 2.8. Project Communication Management ............................................................................. 9 2.9. Project Risk Management .................................................................................................. 10 2.10. Project Issue Management............................................................................................ 10 2.11. Project Procurement Management ............................................................................. 10 2.12. Project Change Management....................................................................................... 11 2.13. Document Control Management................................................................................. 11 2.14. Project Closing Management ....................................................................................... 11 3. Associated Document Information...................................................................................... 12 Page 3 of 12 Preparation of Project Management Plan Controlled version of this document is available in IMS. Any printed copies are uncontrolled Document No: CPD-GUD-005 Revision: 01 Classification: R 1. Introduction 1.1. Objective The Project Management Plan (PMP) summarizes the project undertaken and defines organization, processes, roles and responsibilities that govern the project team. The processes described in the PMP are required to monitor and report progress in integrated approach utilizing cost, time, quality, health and safety, and document management parameters. This document serves. • To formalize the requirements in the preparation and production of Project Management Plan (PMP) by the Consultant/Contractor • To assist Nama Water Services (NWS) project managers and others with delegated responsibility for managing NWS projects • To ensure consistency management practices across all projects of NWS 1.2. Scope The scope of this document covers external consultants hired by NWS to manage projects in its behalf and contractors contracted by NWS to execute/construct the works in accordance with the contractual requirements. 1.3. Distribution/Target Audience All NWS project employees involved with the management of projects, consultants/contractors, and stakeholders (as applicable). 1.4. Review and Improvement This document shall be reviewed in line with Control of Documented Information Procedure (QHSSEPRO-001) 1.5. Definitions Consultant the party contracted by NWS to manage the design and/or construction of Project/s in on its behalf. Contractor the party contracted by NWS to execute/construct the works in accordance with the contractual requirements. External Interface interface with local authorities, such as Ministry of Housing, MEDC, Ministry of Regional Municipalities & Water Resources, Muscat Municipality for Landscaping Areas, Muscat Municipality for Road, Dewatering by Ministry of Environment, Muscat Municipality for Excavation Permit, Muscat Municipality for Building Permit, ROP, Omantel, Nawras, etc. Internal Interface interface with the other departments within NWS Milestone a significant point or event in the project Page 4 of 12 Preparation of Project Management Plan Controlled version of this document is available in IMS. Any printed copies are uncontrolled Document No: CPD-GUD-005 Revision: 01 Classification: R Project Management Plan (PMP) is a framework that serves as the top-level document for the project from which all other management and administrative documents are derived. The PMP also communicates the overall management strategy and the responsibilities, authorities, and procedures guiding all aspects of the Project and delineates the process by which project performance is measured. Project Manager is the person assigned by the performing organization to achieve project objectives. Project Schedule is the planned dates of performing scheduled activities and the planned date of meeting the scheduled milestone. Stakeholder person or organization that actively involved in the project, or whose interests may be positively or negatively affected by execution or completion of the project. A stakeholder may also exert influence over the project and its deliverables. 1.6. Abbreviations CPD Capital Projects Delivery PMP Project Management Plan PM Project Manager WBS Work Breakdown Structures NWS Nama Water Services company 2. Project Management Plan (PMP) Format and Submittal The Consultant/Contractor shall prepare and submit a complete PMP to NWS for its review and comment within the prescribed time, number, and type of copies required under the contract. As required minimum, and unless otherwise approved by NWS, the Consultant’s/Contractor’s PMP shall address, incorporate and/or capture the following major subjects/topics for design and construction of projects: 2.1. Introduction (Executive Summary) 2.1.1. Project Overview Provide detailed project information, including: • • • • • • Project Title Client / Consultant / Contractor Names Project Location Project Contract Start and Completion Dates Project Budget Geographical Distribution of Works (and any other relevant information) Page 5 of 12 Preparation of Project Management Plan Controlled version of this document is available in IMS. Any printed copies are uncontrolled Document No: CPD-GUD-005 Revision: 01 Classification: R Describe the life cycle that will be used to accomplish the project. This may include phases, timeframes within each phase, and specific deliverables for each phase. 2.2. Project Scope Management Plan The project scope management plan is a component of the project management plan that describes how the scope will be defined, developed, monitored, controlled, and verified throughout the project lifecycle. 2.2.1. Definition of Scope (Project Scope Statement) Describe in brief the Project Scope with Key Attributes. That should include but not limited to the following: a) Project Objectives b) Project Deliverables - List key Project Deliverables along with their acceptance criteria c) Site Considerations d) Project Assumptions e) Project Constraints 2.2.2. Scope Baseline Work Breakdown Structures (WBS) Insert the WBS and its dictionary or provide a reference to where it is stored. 2.2.3. Scope Control (Verification) Describe the Process of tracking the scope changes and how Changes to the detailed project scope statement will be processed. 2.3. Project Schedule Management Plan The project schedule management plan is a component of the project management plan that establishes the activities for developing, monitoring, and controlling the project or program. 2.3.1. Project Schedule Management Approach A. Scheduling Tools and Techniques Define Schedule Management approach in terms of • Identify the tools and techniques that will be used for schedule development and management (e.g., Gantt charts, critical path method, project management software). • Level of Detail - Specify the level of detail to be included in the schedule • Units of measure - Define the units of measure for scheduling (e.g., hours, days, weeks). • Organizational Procedures - Reference organizational procedures that will be followed in development of schedule. Page 6 of 12 Preparation of Project Management Plan Controlled version of this document is available in IMS. Any printed copies are uncontrolled Document No: CPD-GUD-005 Revision: 01 Classification: R B. Develop Schedule 2.3.2. • Schedule is developed based on CPD-GUD-001 Project Baseline Program Submission Guideline • Insert the project’s schedule baseline or provide a reference to where it is stored. Project Milestones Insert the project’s milestone list or provide a reference to where it is stored. Milestone Milestone Description Completion of Pipeline in Supply water in XXX area XXX 2.3.3. Type Milestone Dates Mandatory XX-XX-XXXX Schedule Monitoring & Controlling • Rules of performance measurement (SV, SPI) • Explain how the schedule will be updated, what information is required to update and at what frequency, how often you will be updating, etc. • Control thresholds (percentage deviations from the baseline) • How will you be dealing with variances to schedule? • How will you get back on schedule? • What is the process in case of changes, who has authority to approve changes? 2.3.4. Reporting (Progress Reports) List the Reports to be submitted and define the Report frequency 2.4. Project Cost Management Plan The project cost management plan is a component of the project management plan that describes how costs will be planned, structured, and controlled. 2.4.1. Cost Management Approach A. Cost estimate approach: to be prepared based on Project BOQ and assigned to the activities in the project baseline program. B. Cost Baseline: Insert the project’s S-curve or provide a reference to where it is stored. C. Insert Planned yearly VOWD 2.4.2. Cost Monitoring & Control • Rules of performance measurement (EVM, VOWD) • How will you be dealing with variances related to cost? Page 7 of 12 Preparation of Project Management Plan Controlled version of this document is available in IMS. Any printed copies are uncontrolled Document No: CPD-GUD-005 • What is the process in case of changes? • Who has authority to approve changes? 2.4.3. Revision: 01 Classification: R Reporting List the Reports to be submitted and define the Report frequency 2.5. Project Quality Management The project Quality management plan is a component of the project management plan that describes how Quality will be planned, structured, and controlled. Project Quality Plan to be submitted for approval from NWS’s QHSSE department and attached here. Refer to QHSSE-SPC-003 Project Quality Management Plan. 2.6. Project Health, Safety, and Environment (HSE) Management The project HSE management plan is a component of the project management plan that describes how HSE will be planned, structured, and controlled. Project HSE Plan to be submitted for approval from NWS’s HSE unit (Projects Development Division) and attached here. Refer to QHSSE-SPC-002 HSE Management Plan Specifications. 2.7. Project Human Resources Management The Project Human-Resource Management Plan is a component of the Project Management Plan that describes how the roles and responsibilities, reporting relationships, and staff management will be addressed and structured. 2.7.1. Project Organization Charts 2.7.2. Personnel Roles and Responsibilities (Role / Authority / responsibility / Competency should be addressed) 2.7.3. Key Personnel Change Notification 2.7.4. Responsibility Assignment Matrix RACI (As per project requirements) List Deliverables of Project Manager Planner Project Quantity Mechanical Electrical Quality Safety Engineer Surveyor Engineer Engineer Engineer Engineer *Key: R – Responsible for completing the work A – Accountable for ensuring task completion/sign off C – Consulted before any decisions are made I – Informed of when an action/decision has been made. Page 8 of 12 Preparation of Project Management Plan Controlled version of this document is available in IMS. Any printed copies are uncontrolled Document No: CPD-GUD-005 Revision: 01 Classification: R 2.8. Project Communication Management This project communication management plan is a component of the project management plan that describes how project communication will be planned, structured, monitored, and controlled. A. The components of the Communication management Plan include: • • • • • • • • • • Stakeholder communication requirements Language, format, content, and level of detail Time frame and frequency Person responsible for communicating the information, authorizing release of confidential information, receiving the information Communication technologies Resources allocated for communication activities, including time and budget Escalation process Method for updating and refining the communications management plan Glossary of common terminology Communication flowchart & constraints B. Communication Matrix The communication matrix to be included as below or as per the project requirements (the following are some examples) Communication Type Objective Communication Kickoff Meeting Introduce the project team and the project. Review project objective Review status of the project with the team. Project Team Meetings Design Review Meeting Monthly Project Status Meetings Project Status Reports of Medium Frequency Audience • Face to Face Once Project • NWS • Project Team Manager • Agenda • Meeting Minutes • Face to Face • Conference Call • Face to Face Weekly • Project Team Project Manager As Needed • Project Technical Staff • Agenda • Meeting Minutes • Agenda • Meeting Minutes Monthly Project • CPD management Manager • PMO Project • Project Manager Sponsor • Project Team • PMO Discuss and develop technical design solutions for the project. Report on the status of • Face to Face the project to • Conference management. Call Report the status of the • Email, project including activities, progress, costs and issues. Daily Weekly Monthly Owner Technical Lead Deliverable • Meeting • Minutes • Project Status Report Page 9 of 12 Preparation of Project Management Plan Controlled version of this document is available in IMS. Any printed copies are uncontrolled Document No: CPD-GUD-005 Revision: 01 Classification: R 2.9. Project Risk Management The project risk management plan is a component of the project management plan that describes how risk management activities will be structured and performed. 2.9.1. Methodology and Approach Define processes how risk management will be conducted by referring existing NWS Risk & Issue Management procedure. Define tools and data sources that will be used to perform risk management on the project. A. Risk Identification & Assessment B. Risk Mitigation Plan C. Risk Register 2.9.2. Risk Management Procedure CPD-PRO-007 NWS Risk Management of Infrastructure Projects Procedure 2.9.3. Risk Monitoring & Controlling Risk reviews will be conducted quarterly, and the Risk Register will be updated accordingly. 2.10. Project Issue Management The project issue management plan is a component of the project management plan that describes the process for identifying, documenting, tracking, and resolving project issues as they arise during the project lifecycle. An issue is any obstacle or problem that, if not addressed, could affect project progress, scope, cost, quality, or timelines. 2.10.1. Methodology and Approach A. Identifying Issue and Using Prescribed Form B. Issue Mitigation Plan C. Issue Log 2.10.2. Issue Management Procedure CPD-PRO-002 NWS Issue Management of Infrastructure Project Procedure 2.10.3. Issue Monitoring & Controlling Issues reviews will be conducted monthly, and the issue log will be updated accordingly. Special follow-up for critical issues is crucial. 2.11. Project Procurement Management The project procurement management plan is a component of the project management plan that describes how the project team will acquire goods and services from outside the organization. It describes how the procurement processes will be managed from developing procurement documents through contract closure. Page 10 of 12 Preparation of Project Management Plan Controlled version of this document is available in IMS. Any printed copies are uncontrolled Document No: CPD-GUD-005 • Procurement Schedule • Material Approval Schedule • Storage Level and Location • Factory Acceptance Test • Site Acceptance Test Revision: 01 Classification: R 2.12. Project Change Management Describe how change will be managed throughout the Delivery Stage of this project by referring to the CPD Change Management procedure. This should include Change Management processes, roles and responsibilities, tools and techniques and reporting. • Change governance • Change identification and request management • Impact analysis • Change approval process • Change tracking log 2.13. Document Control Management • Control of Documented Information Procedure (QHSSE-PRO-001) • Document Control Log • Project Filing Structure • Electronic Document Management System (EDMS) Administration 2.14. Project Closing Management The purpose of the project closing plan is to formalize the completion of the project by ensuring all project objectives are met, deliverables are handed over, contractual obligations are fulfilled, and project resources are released. It also ensures lessons learned are documented for future reference. 2.14.1. Project Closure Activities • Completion of Deliverables • Contractual Closure • Administrative Closure • Resource Release Page 11 of 12 Preparation of Project Management Plan Controlled version of this document is available in IMS. Any printed copies are uncontrolled Document No: CPD-GUD-005 2.14.2. Revision: 01 Classification: R Lessons Learned Document lessons learned throughout the project lifecycle. 2.14.3. Final Project Reports Prepare and distribute final project reports to all relevant stakeholders. 2.14.4. Client Handover and Transition A. Handover of Project Documents: Deliver all relevant project documents to the client, including: • As-built drawings • Operations and Maintenance (O&M) manuals • Warranties and guarantees • Certificates of compliance B. Training and Support C. Warranty Period Monitoring 3. Associated Document Information Up Stream documents Document Title Document Number Responsibility Document Title Records Document Number Responsibility Page 12 of 12 Preparation of Project Management Plan Controlled version of this document is available in IMS. Any printed copies are uncontrolled
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