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    Interface Management Presentation

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    This document introduces interface management and provides details on its key aspects. Interface management is a process that formally documents and tracks the exchange of information between project participants. It aims to mitigate risks by facilitating communication across organizational boundaries. The document outlines what an interface is, why interface and interface management are important, who is affected, and how the interface management process works including its organizational structure, documentation requirements, and typical workflow.

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    Interface Management Presentation

    Uploaded by

    labunas
    583 views25 pages
    This document introduces interface management and provides details on its key aspects. Interface management is a process that formally documents and tracks the exchange of information between project participants. It aims to mitigate risks by facilitating communication across organizational boundaries. The document outlines what an interface is, why interface and interface management are important, who is affected, and how the interface management process works including its organizational structure, documentation requirements, and typical workflow.

    Original Description:

    Introduction to Interface Management

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    This document introduces interface management and provides details on its key aspects. Interface management is a process that formally documents and tracks the exchange of information between project participants. It aims to mitigate risks by facilitating communication across organizational boundaries. The document outlines what an interface is, why interface and interface management are important, who is affected, and how the interface management process works including its organizational structure, documentation requirements, and typical workflow.

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
    Download as pdf or txt
    583 views25 pages

    Interface Management Presentation

    Uploaded by

    labunas
    This document introduces interface management and provides details on its key aspects. Interface management is a process that formally documents and tracks the exchange of information between project participants. It aims to mitigate risks by facilitating communication across organizational boundaries. The document outlines what an interface is, why interface and interface management are important, who is affected, and how the interface management process works including its organizational structure, documentation requirements, and typical workflow.

    Copyright:

    © All Rights Reserved
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    of 25

    Introduction to

    Interface Management

    By Ketan Shanishchara, P.Eng., PMP


    May 3, 2014

    Table of Content
    What is Interface?

    What is Interface Management?


    Why Interface & Interface Management?
    Who is Affected by Interface Management
    How does Interface Management Process work

    Interface Management Organization Structure


    Interface Management Process Requirements
    Interface Management Documentation
    Interface Management Storage Location
    Activities in Interface Management Process
    Interface Management Process Flow Diagram
    Basic Rules to Follow While Filling Out Interface Agreement (IA)
    When can the IA be generated?

    Questions & Answers

    What is Interface?
    An interface is defined as a boundary or point of connect
    between entities working on a common project. This point
    can be:
    Physical - Physical interaction between components
    e.g. flange connection details, cable connections, etc.
    Functional - Functional Requirements between systems
    e,g. DCS controls for communication, fire alarms, etc.
    Contractual - Interactions between subcontractors/suppliers
    e.g. scope of work, exclusion, assumption, etc.
    Organizational - Information exchanged between disciplines
    e.g. drawing back grounds, use of the latest design revisions
    Knowledge - General information exchanged between parties
    e.g. schedule, site specific logistics, etc.
    Resource - Points of dependencies between equipment, material, and
    labor suppliers
    e.g. sharing resources like accommodation, utilities, transportation,
    etc. with other organizations

    What is Interface Management?


    The Interface Management is a process that is
    designed to provide a method to formally
    document and track the exchange of
    information between project participants and
    to monitor the performance of all participants
    in making available the required information.
    Interface Management is a risk mitigating
    process.

    Why Interface?

    Why Interface? (contd.)

    Why Interface? (contd.)

    Why Interface Management?

    Effective management of the interfaces will facilitate good communication


    and transparency across these boundaries and allow each party to
    request, offer or exchange data and technical information in the best
    interest of the Project.
    A formal communication process of effective interface management
    provides an auditable trail to project decisions and developments.
    As the number of different entities and scope of a project increases, so
    does the risk associated with interfaces.
    Informal or Improper interfacing can negatively impact the cost and
    schedule of the project and lead to excessive re-work.
    This process enhances awareness of critical issues to large audience of
    stakeholders
    Many expensive project failings are reported worldwide that are resultant
    of informal interface management processes.

    Why Interface management? Emails wont do?


    The answer is NO.
    The Interface Management process encourages meaningful
    communication between the various project stakeholders,
    assisting in breaking down barriers between organizations.
    The requirement to provide specific, detailed requests means
    that the party making the request must give careful thought
    t the
    to
    th d
    details
    t il off th
    the iinformation
    f
    ti requested,
    t d and
    d tto th
    the ti
    timing
    i
    of the delivery of information as opposed to composing
    informal email which contains interface information that may
    be key to the success or failure of the project.
    The Interface Management process promotes clear, accurate,
    timely, and consistent communication for exchanging
    interface information towards process success.

    Who is Affected by Interface Management

    How does Interface Management Process work

    Interface Management Organization Structure


    To meet the intent of interface management, each organization
    shall nominate a representative as Interface Manager to act
    as a single point of contact for all interface correspondences
    between the parties;
    Interface Manager of each organization has overall
    responsibility for implementation and maintenance of the
    interface management process through out the project life
    cycle by following the
    interface management work process;
    recording and logging the interface agreements;
    monitoring and chasing progress;
    ensuring that schedule requirements are maintained;
    and highlighting any area of concern to the top management
    team of the project.

    Interface Management Organization Structure (contd.)


    Interface manager of each organization must promote effective
    and timely communication and exchange of information
    between participants;
    The Owner nominates the Lead Interface (LI) who has the
    overall responsibility to lead the interface management process
    with all parties engaged on the Project;
    Discipline leads, being the subject experts within each
    organization, are responsible and accountable for identifying
    respective interfaces, and effectively responding to Interface
    requests in timely manner.

    Interface Management Process Requirements


    In order to ensure an effective exchange of critical
    information for project success, the process must be
    simple to understand and follow to coordinate
    activities directly with other project participants.
    Process must be formal, robust and transparent to all
    participants, and more importantly must be
    managed by someone who is aware of the criticality
    of the process for project success.
    Process requires a management structure with the
    ability to cross the relevant participants boundaries
    without impacting or overriding the contractual
    relationships.

    Interface Management Documentation

    Interface Agreement Form


    The Interface Agreement (IA) contains interface information and
    Need Date by which the interface data to be made available for
    resolution;
    IA shall be the only recognized document for the sharing of interface
    information between all parties;
    There is one IA per interface with Unique identifier /numbering for
    each IA;
    The IA may contain more than one item as long as the general topic
    and need dates are the same. The description of the interface should
    be specific and detailed to avoid misunderstanding of the interface
    requirements;
    IA form can be supported by Interface Data Package, i.e. documents
    and/or drawings that have relevance to interfaces such as P&IDs, Plot
    Plans, battery limit tables, tie points etc.;
    IA residing on the shared site for users actions and status review.

    Interface Agreement Form


    Doc No.

    170216-0000-BA00-FRM-0002
    Project

    Interface No :

    KSPC Legacy Project


    Group
    Area

    Number

    Rev :

    Revision Date

    IA Title :

    Need Date

    IA Short Description:

    Forecast Date

    Supplier :

    Receiver :

    Interface Contact :

    Interface Contact :

    Technical Contact :

    Technical Contact :

    Company Contact :

    Company Contact :

    IA Details (Deliverable/Activities Description) :

    Sample format of Blank


    Interface Agreement (IA)

    IA Discussions / Comments :

    IA Discussions / Comments :

    IA Deliverables/Activities to be DELIVERED (Doc title/description and document rev/coding reqd for docs)

    Interface AGREED

    SUPPLIER:

    RECEIVER:

    Date
    Printed Name :

    Date
    Printed Name :

    DATE Interface Deliverables DELIVERED/Activities COMPLETED

    Date:

    Interface CLOSE OUT AGREED

    SUPPLIER :

    RECEIVER :

    Date
    Printed Name :

    Date
    Printed Name :

    Interface Management Documentation (contd.)

    Interface Data Register (IDR)


    The IDR is a consolidated list that records the status of current
    Interface Agreements (IA) identified with assigned action for each IA
    within the parties;
    IDR resides on the shared site for users actions and status review;
    Lead Interface (LI) Manager own and maintain the IDR as an active
    document and distribute to all parties as required
    required. Parties having the
    read access can also review the IA status and print the current IDR
    report from the shared site at any time;
    IDR is reviewed within Interface Managers on prescribed time
    frequency in meetings.

    Sample format of
    Interface Data Register (IDR)

    Interface
    Register

    IA No.

    IA TITLE

    IA DELIVERABLES/ACTIVITIES from
    SUPPLIER

    Supplier

    Receiver

    IA Revision #

    IA Revision Date

    NEED Date

    FORECAST Delivery
    Date

    ACTUAL Delivery
    Date

    Agreed IA Close Out


    Date

    Comments

    Interface Management Documentation (contd.)

    Interface Data Package :


    Interface Data Package (IDP) consists of document containing
    Information that has relevance to Interfaces e.g. PFD, P&IDs, Plot
    Plans, battery limit tables, tie points etc. to support the specific IA;
    The customized interface data package shall be attached with
    individual IA as deemed necessary for effective communication in
    resolving that particular interface agreements.

    Interface Management Information storage location


    The interface management documents reside
    on the common web server where all the
    parties involved in Interface Management can
    read.
    The interface managers are the people who
    should have read and upload rights, other
    team members can have read only rights.
    the process will notify all users with an auto
    email update for any specific IA status update
    on the web server.

    Activities in Interface Management Process


    Identification and recording an interface
    Creating an interface agreement (IA)
    Agreeing/ Resolving interface
    Monitoring the status using Interface Data Register
    ( )
    (IDR)
    Reporting the status using Interface Data Register
    (IDR)
    Sign-off and Closing the interface agreement (IA)

    Interface Management
    Process Flow Diagram

    Basic Rules to Follow While Filling Out


    Interface Agreement (IA)
    Breakdown the complex interface into multiple small
    manageable interfaces
    IA is used for two distinct entities- Originator and Responder
    (no cc to multiple parties);
    IA should be unidirectional from Originator to Responder and
    back;
    IA should be specific and simple to understand and with only
    one request per IA;
    Single IA should not be used to capture multiple items
    (difficult to track the response);
    IA should have a specific and realistic Need Date.

    When can the IA be generated?


    As soon as the discipline lead identifies or
    foresees that he/she requires certain details from
    other parties to complete or to complement their
    own work, he/she in consultation with their
    Interface Manager can initiate the IA.
    Discipline lead should ideally review the project
    schedule to determine the realistic NEED DATE
    for each IA.
    The success of interface management process lies
    with early identification and generation of IA.

    Questions & Answers

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