Project-Execution-Plan.docx

PROJECT EXECUTION PLAN

Project Execution Plan ---------------------------- Project

1

Client

:

Contract No

:

Cost Centre No

:

Commencement Date

:

Project Duration

:

Project Name


Project Name

Document Control Document Information Information Document Id Document Owner Issue Date Last Saved Date File Name

[Document Management System #] [Owner Name] [Date] [Date]

[Name]

Document History Version

Issue Date

Changes

[1.0]

[Date]

[Section, Page(s) and Text Revised]

Document Approvals Role

Name

©

Project Sponsor

Project Review Group

Project Manager ©

PCD Manager (if applicable) Procurement Manager (if applicable) Finance Manager (if applicable) HR Manager (if applicable)

2

Signature

Date

PROJECT EXECUTION PLAN Contents 1. Overview 1. Executive Summary 2. Management Summary 2. Project Scope

1. Included 2. Excluded 3. Organization 1. Organizational Boundaries and Interfaces i. Client ii. Sub-contractors iii. Suppliers 2. Project Organization i. Steering Committee ii. Project Team 3. Project Organization Chart

4. Project Constraints 1. Project Constraints 2. Critical Project Barriers 3. Long Lead Items 5. Schedule and Budget 1. Work Breakdown Structure 2. Schedule and Milestones 3. Resources 4. Budget 6. Risk Management 7. Sub-contract Management 8. Communication and Reporting 9. Sign Off Sheet

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Project Name


Project Name

1. Overview 1.

Executive Summary

The first step to completing a Project Execution Plan is to write an Executive Summary. This section will summarize the entire document by describing the background for the project and the proposed Vision, Goals and Timeframes. So summarize each of the sections in this document concisely by outlining the:   

History, requirements and proposed solution Project vision, goals deliverables and timeframes Resources, budget and success criteria.

[Write your content here] i.

Background

1. History/ Lessons Learned Before describing the proposal in depth, you need to provide a brief historical view of the related projects, so that it sets the context upon which the project will be initiated. As this is the basis upon which the project is created, you need to describe all of the relevant history that has taken place up until now.

[Write your content here] 2. Requirements From the lessons learned stated above if you have any requirements to avoid problem or risk areas, you can mention them here. [Write your content here] ii.

Proposal

In the background section above, you have described the general basis upon which the project will be created. You've described the problem or opportunity that exists in the business and the solution that the project needs to deliver. In this section, it is now time to describe the project that you are proposing is initiated.

iii. Vision and Goals State the vision and goals of the project. They need to be “Smart” which means Specific , Measurable, Action orientated, Realistic and Time based. Where possible, try and link in the business problem or opportunity into the Vision so that the project team knows exactly what is being solved by the vision. [Write your Vision here]

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Project Name

[Write your Goals here]

2.

Management Summary

DATE OF COMMENCEMENT

:

DATE OF COMPLETION

:

DURATION (Days)

:

CONTRACT VALUE

:

PROVISIONAL SUM

:

2. Project Scope Clarify what the project will (and will not) deliver, in order to avoid future shifts in the level of ambition.

i.

Included

ii.

Excluded

State what is specifically excluded from the project but what the customer may expect to be included. This could, for example, be clarifying that training of end-users is excluded. This project will exclude …

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Project Name

3. Organization Describe the internal project organization and all organizational issues affected by the project result or the project is dependent on

i.

Organizational Boundaries and Interfaces

i. Client Client Name

:

Team Leader : Engineers in charge :

ii. Sub-contractors

Sl. Subcontractor Name No.

Scope of Work

Target Finish Date

Remarks

Material Supplied

Target Finish Date

Remarks

iii. Suppliers

Sl. Supplier Name No.

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ii.

Project Organization

iv. Steering Committee

Project Team

Procurement Team

HR Team

PCD

Finance Team

v. Project Team

PROJECT MANAGER

PLANNING ENGINEER

MECHANICAL ENGINEER

MECHANICAL FOREMAN

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ELECTRICAL ENGINEER

ELECTRICAL FOREMAN

CIVIL ENGINEER

CIVIL FOREMAN

Project Name


iii.

Project Constraints

Sl. Constraint Items No.

iv.

Project Name

Type of Constraint

Constraint Date

Remarks

Critical Activities/ Long Lead Items

Sl. Description No.

Duration

Remarks

4. Schedule and Budget i.

Work Breakdown Structure

Sl. No

Description

TOTAL WT %

Cum. Plan % Remarks Progress %

1

HSE, PHSER & EIA STUDIES

2

ENGINEERING

3

PROCUREMENT

4

CONSTRUCTION

5

TRAINING

6

TESTING & PRE-COMMISSIONING

7

COMMISSIONING Total

8

WT


ii.

Schedule and Milestones

i.

Schedule

Detailed Project Schedule in bar chart format shall be attached.

iii.

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Milestones

Project Name


ACTIVITY ID

iv.

ACTIVITIY DESCRIPTION

Start

Project Name

Finish

Remarks

Resources

In order for your sponsor to approve the Project Execution Plan, they will want to have an understanding of the amount of resources required to undertake it. Complete the following table which sets out the generic resources including people, equipment and materials needed to undertake the project. These are only generic figures to give the Project Sponsor an idea of the level of resourcing required to finish the project. Project Resources Type

Quantity

Notes

[list here]

[list here]

[list here]

[list here]

[list here]

[list here]

[list here]

[list here]

[list here]

v.

Budget

A summary of Project budget can be provided.

5. Risk Management Describe the procedure to be used for managing risks in the project. The procedure should specify who is responsible for risk management, when risk situation is regularly considered (e.g. at each project status meeting), and which r oles risks are communicated to, etc. Also refer to the Risk Management Plan (or Risk Sheet) where the risks are listed, assessed, and mitigation and contingency is defined.

3. Risk Assessment The initial Risk Assessment (following page) attempts to identify, characterize, prioritize and document a mitigation approach relative to those risks which can be identified prior to the start of the project. The Risk Assessment will be continuously monitored and updated throughout the life of the project, with monthly assessments included in the status report (see Communications Plan) and open to amendment by the Project Manager.

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Project Name

Because mitigation approaches must be agreed upon by project leadership (based on the assessed impact of the risk, the project’s ability to accept the risk, and the feasibility of mitigating the risk), it is necessary to allocate time into each Steering Committee meeting, dedicated to identifying new risks and discussing mitigation strategies. The Project Manager will convey amendments and recommended contingencies to the Steering Committee monthly, or more frequently, as conditions may warrant.

Project Risks Risk

Details

Likelihood

[list here]

[list here]

[list here]

[list here]

[list here]

[list here]

[list here]

[list here]

[list here]

Project Issues Issue

Details

Impact

[list here]

[list here]

[list here]

[list here]

[list here]

[list here]

[list here]

[list here]

[list here]

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Project Name

Initial Project Risk Assessment Risk

Risk Level L/M/H

Likelihood of Event

Mitigation Strategy

Project Size Person Hours

H:

Over 20,000

Certainty

Estimated Project Schedule

H:

Over 12 months

Certainty

Team Size at Peak

H: Over

15 members

Certainty

Number of Interfaces to Existing Systems Affected

H: Over

3

Certainty

Assigned Project Manager, engaged consultant, comprehensive project management approach and communications plan Created comprehensive project timeline with frequent baseline reviews Comprehensive communications plan, frequent meetings, tight project management oversight Develop interface control document immediately

Project Definition Narrow Knowledge Level of Users Available documentation clouds establishment of baseline Project Scope Creep

M: Knowledgeable

Consultant Project Deliverables unclear Vendor Project Deliverables

Cost Estimates Unrealistic

Timeline Estimates Unrealistic

Number of Team Members Unknowledgeable of Business

12

of

Likely

user area only M: More than 75% complete/current

Likely

L: Scope

generally defined, subject to revision

Unlikely

L: Well

Unlikely

defined

Assigned Project Manager(s) to assess global implications Balance of information to be gathered by consultant Scope intially defined in Project execution Plan, reviewed monthly by three groups (Project Manager and Steering Committee) to prevent undetected scope creep Included in Project execution Plan, subject to amendment Included in Project execution Plan, subject to amendment

clearly defined

Somewhat likely

L:

Thoroughly predicted by industry experts using proven practices to 15% margin of error M: Timeline assumes no derailment

Unlikely

Included in Project execution Plan, subject to amendment as new details regarding project scope are revealed

Somewhat likely

Timeline reviewed monthly by three groups (Project Manager and Steering Committee) to prevent undetected timeline departures

L:

Unlikely

Project Manager and consultant to identify knowledge gaps and provide training, as necessary

M: Estimated,

not

Team well versed in business operations impacted by technology

PROJECT EXECUTION PLAN Risk

Risk Level L/M/H

Likelihood of Event

Project Name

Mitigation Strategy

Project Leadership Steering Committee existence Absence of Commitment Level/Attitude of Management Absence of Commitment Level/Attitude of Users Absence of MidManagement Commitment

L: Identified

and

Unlikely

Frequently seek feedback to ensure continued support Frequently seek feedback to ensure continued support

enthusiastic L: Understands value & supports project

Unlikely

L: Understands

value & supports project L: Most understand value & support project

Unlikely

Project Team Availability

M: Distributed

team makes availability questionable

Somewhat likely

Physical Location of Team prevents effective management Project Team’s Shared Work Experience creates poor working relationship Weak User Participation on Project Team

M: Team

is dispersed among several sites

Likely

M: Some

have worked together before

Somewhat likely

L: Users

are part-time team members

Unlikely

User Group Participants coordinated by full time employee

L: Procurement

Unlikely

N/A

Methodology familiar to team L: Well-defined

Unlikely

N/A

L: Well-defined

Unlikely

N/A

Frequently seek feedback to ensure continued support Frequently seek feedback to ensure continued support

Unlikely

Project Staffing Continuous review of project momentum by all levels. Consultant to identify any impacts caused by unavailability. If necessary, increase committmment by participants to full time status Use of Intranet project website, comprehensive Communications Plan Comprehensive Communications Plan

Project Management Procurement Methodology Used foreign to team Change Management Procedures undefined Quality Management Procedures unclear

and

accepted

6. Sub-contract Management List which part of work is out-sourced to which sub-contractor. Refer to the sub-contractor’s agreement that should include or refer to the statement of work, the execution process, milestones, quality assurance, configuration management, communication structure, hand-over procedure, acceptance criteria, and quality audits.

Sub-contractor Company Contact

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Sub-contracted Work

Ref. to subcontract

Remark


Project Name

7. Communication and Reporting State the principles for reporting and distributing information within the project for the different groups of internal and external stakeholders. Include, for example, how often the reporting will take place, the type of reports or information, the type of media in which it is presented, and the type of meetings that will take place. a) Internal communication and reporting: ensure that all information is available to those who need it. – Plan project meetings, how often they take place, and who will participate – Define how project information will made available to the internal stakeholders (e.g. project library) – Define how and how often sub-projects and sub-contractors report to the project manager – Define who participates milestone meetings – Define how events will be communicated b) External communication and reporting: – Define what information will be provided to which stakeholders – Define how and how often information will be provided to which stakeholders often (e.g. project report) – Plan regular meetings with external stakeholders (e.g. SteCo meetings)

Type of Communication

Method / Tool

Frequency/Sch edule

Information

Participants / Responsibles

Project Meetings

Excel sheet

Weekly and on event

Project Mgr Project Team

Sharing of project data

Shared Project Server

When available

Milestone Meetings

Excel sheet

Final Project Meeting

Excel sheet

Before milestones M6

Project status, problems, risks, changed requirements All project documentation and reports Project status (progess) Wrap-up Experiences

Type of Communication

Method / Tool

Frequency/Sch edule

Information

Participants / Responsibles Project ManagerSubProject Managers SteCo Meetings

Internal Communication:

Project Mgr(s) Project Team Members Project Mgr Subproject Mgr Project Mgr Project Team

External Communication and Reporting: Project Report

Excel sheet

Monthly

Project status progress forecast - risks

SteCo Meetings

Excel sheet

Monthly

Project Manager, SteCo

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Project Name

Sign-off Sheet

I have read the above Project execution P lan and will abide by its terms and conditions and pledg e my full commitment and s upport for the P roject execution P lan. Project Sponsor: Date Project Manager: Date Steering Committee: Date Steering Committee: Date Steering Committee: Date Steering Committee: Date Steering Committee: Date Steering Committee: Date Steering Committee: Date Steering Committee: Date Steering Committee: Date Steering Committee: Date Steering Committee: Date Steering Committee: Date Steering Committee: Date Steering Committee: Date Steering Committee: Date

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Project Name

Project-Execution-Plan.docx

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