JANGKA PRESTASI SDN BHD.

JABATAN KERJA RAYA MALAYSIA

PEJABAT PENYELENGGARAAN, JKR WILAYAH PERSEKUTUAN PUTRAJAYA
BANGUNAN LOT 2G5, ARAS G, UNIT SENGGARA, ARAS 3, BLOK F7,KOMPLEKS F,
PRESINT 2, 62654 PUTRAJAYA PUSAT PENTADBIRAN KERAJAAN PERSEKUTUAN,
62000, PUTRAJAYA.

KONTRAK PENGURUSAN FASILITI DAN PENYELENGGARAAN DIJABATAN

PENDAFTARAN NEGARA (LOT 2G5) , PRESINT 2, PUTRAJAYA BAGI
TAHUN 2019 SEHINGGA 2024
(No. Kontrak: JKR/PERS/WPP/19/2019)

MS ISO 9001: 2015

PREPARED BY APPROVER
NAME AHMAD SAIFUL RIDZWAN BIN JAHARUDDIN NAME MOHAMAD HANIF BIN MOHD NASIM

POST. SAFETY HEALTH OFFICER POST. FM

DATE 01.11.2019 DATE 01.11.2019

SIGNATURE SIGNATURE
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TABLE OF CONTENT

1. INTRODUCTION 3

1.1. Background 3

1.2. Purpose 3

1.3. Project Summary 4

1.3.1. Project Governance 6

1.4. Scope and Context 7

1.5. Definitions,Acronyms and Abbreviations 9

2. RISK MANAGEMENT PROCESS 9

2.1. Creating Context 11

2.1.1. Responsibility 11

2.1.2. Documentation 11

2.2. Risk Identification 11

2.2.1. Tools and Techniques 11

2.2.2. Risk Register 12

2.3. Risk Analysis 12

2.3.1. Updating Risk Register List 12

2.4. Risk Evaluation 13

2.5. Risk Treatment 13

2.5.1. Risk Analysis Template 13

2.6. Risk Monitoring and Reporting 13

KONTRAK PENGURUSAN FASILITI DAN PENYELENGGARAAN DIJABATAN PENDAFTARAN NEGARA (LOT 2G5) , PRESINT 2, PUTRAJAYA BAGI TAHUN 2019 SEHINGGA 2024
(No. Kontrak: JKR/PERS/WPP/19/2019)
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3. RISK MANAGEMENT ORGANIZATION 14

4. APPENDIX 16

4.1 Appendix A- Risk Management Plan

Template

4.2 Appendix B- Risk Register

4.3 Appendix C- Template Risk Analysis

4.4 Appendix D- Template Final Report Of Risk

4.5 Appendix E- Schedule Of Changes

LIST OF DIAGRAMS

Figure 1: Risk Management Process JPSB 10

KONTRAK PENGURUSAN FASILITI DAN PENYELENGGARAAN DIJABATAN PENDAFTARAN NEGARA (LOT 2G5) , PRESINT 2, PUTRAJAYA BAGI TAHUN 2019 SEHINGGA 2024
(No. Kontrak: JKR/PERS/WPP/19/2019)
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1. INTRODUCTION
1.1. BACKGROUND

The purpose of risk management is to ensure that the level of risk is effectively managed so that
the project is successfully completed in a timely, quality and cost. The risk management process
allows stakeholders involved in a project to identify possible risks and how those risks are
controlled as well as estimate costs and control strategies.

Good risk management will enhance understanding of how a project operates, provide
a roadmap to achieve strategic goals and objectives as well as confidence in how the risk is
managed.

Success in project management requires informed, proactive and timely risk management. The
objectives of this risk management plan and the approach taken are:

 Ensure that critical risks that impact the scope, schedule, cost, quality and / or change
management of project activities are proactively identified, linked, controlled and
communicated to superiors in a timely manner.

 Pay attention to key risks that impact projects, teams and individuals.

 Provide information that enables project management to focus on critical risks (e.g. high
probability and high impact) through effectively coordinated efforts.

 Ensure relevant stakeholders are informed and if applicable, participate in the risk control
process.

 Record project discussion information and risk control actions.

With this PPR, risks can be identified and addressed in the early stages of the project and
throughout the project life to enable the project to be completed as planned.

1.2 PURPOSE

This document describes how the project team for Facility Management and Maintenance d i
National Registration Department, Lot 2G5, Precinct 2, Putrajaya for the year 2019 until 2024 will
perform the task of managing risk for the project. It sets out the roles and responsibilities
of stakeholders in the risk process, risk management activities to be carried out, schedules and
budgets for risk management activities and subsequently the tools and techniques used.

This PPR presents the process of proactively implementing risk management as part of
overall Facility Management project management and
Maintenance at the National Registration Department, Lot 2G5, Precinct 2, Putrajaya for the year
2019 until 2024 . Risk management is a program management tool for evaluating and controlling
events that can have a detrimental effect on a project.

KONTRAK PENGURUSAN FASILITI DAN PENYELENGGARAAN DIJABATAN PENDAFTARAN NEGARA (LOT 2G5) , PRESINT 2, PUTRAJAYA BAGI TAHUN 2019 SEHINGGA 2024
(No. Kontrak: JKR/PERS/WPP/19/2019)
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This PPR will:

 Acts as a basis for identifying alternatives to achieve goals in time, quality and cost.

 Assist in decision making on budget and financing priorities.

 Provide risk information by recording results on milestones.

 Allow project health monitoring during the project.

This PPR describes methods for identifying, analyzing, emphasizing key risks; develop a risk
management plan and plan adequate resources to deal with risk.

It clarifies specific responsibilities for risk management and determines the process of
documenting, monitoring and reporting aspects that need to be addressed.

1.3 PROJECT SUMMARY

The following is a summary of the premises / facilities based

the details of the maintenance contract are as follows; -

Project Title :
Facility Management For National Registration Department , Lot 2G5, Precinct 2, Putrajaya.
Main Contractor : Jangka Prestasi Sdn Bhd (JPSB)
Contract Number : JKR / PERS / WPP / 19/2019
Contract Duration : 60 Months
Tender Value : RM 39, 016, 881.90
GST value : RM 2, 341, 012.91
Contract Value : RM 41, 357, 894.81
Site Owned Date : 1 Nov 2019
Expiry Date : October 30, 2024
Number of Levels :
15 floors, 4 basements and open parking
On-site Address : Maintenance Office, Level G, Tower Block, Putrajaya National Registration
Department Office, No. 20, Persiaran Perdana, Precinct 2, Government Administration Center
Federal, 62551 Federal Territory of Putrajaya.

Scope of services in progress:

A.Facility Management Services

KONTRAK PENGURUSAN FASILITI DAN PENYELENGGARAAN DIJABATAN PENDAFTARAN NEGARA (LOT 2G5) , PRESINT 2, PUTRAJAYA BAGI TAHUN 2019 SEHINGGA 2024
(No. Kontrak: JKR/PERS/WPP/19/2019)
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B.Engineering Operations Engineering & Maintenance Services
C.Technical Advice and Proposed Services

Work activities performed:

a) The work a Landscape ( Landscape Services )

b) Structural and Civil Works ( Civil & Structural Services )

c) The work Electrical ( Electrical Works )

d) Works Mechanical ( Mechanical Works)

e) The work of the External (External Civil Works)

KONTRAK PENGURUSAN FASILITI DAN PENYELENGGARAAN DIJABATAN PENDAFTARAN NEGARA (LOT 2G5) , PRESINT 2, PUTRAJAYA BAGI TAHUN 2019 SEHINGGA 2024
(No. Kontrak: JKR/PERS/WPP/19/2019)
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1.3.1 PROJECT GOVERNANCE

JKR
DIRECTOR OF JKR
ZONE II

JKR JKR
BUILDING SENIOR
SURVEYOR MECHANICAL
ENGINEER

JKR JKR JKR

ASSISTANT ASSISTANT ASSISTANT
ELECTRICAL MECHANICAL ENGINEER
ENGINEER ENGINEER

CONTRACTOR (JPSB)
DIRECTORS OF THE
COMPANY

CONTRACTOR (JPSB)

FACILITY MANAGER

CONTRACTOR
CONTRACTOR (JPSB) CONTRACTOR (JPSB)
(JPSB)
MECHANICAL ELECTRICAL
CIVIL ENGINEERS
ENGINEER ENGINEERS

KONTRAK PENGURUSAN FASILITI DAN PENYELENGGARAAN DIJABATAN PENDAFTARAN NEGARA (LOT 2G5) , PRESINT 2, PUTRAJAYA BAGI TAHUN 2019 SEHINGGA 2024
(No. Kontrak: JKR/PERS/WPP/19/2019)
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1.4 SCOPE AND CONTEXT

PPR helps identify the procedures necessary to manage risk throughout project implementation.

In addition to risk, PPR also records the parties responsible for managing risk, how risks are
identified throughout the project life cycle, and how control and improvement plans are prepared
and implemented.
 Decisions will not be reconsidered once a decision has been made (unless important new
facts are obtained).

 The sole proprietor is responsible for each risk although several individuals / departments
are required to control it.

 Act on extremely high risks first and report progress.

 Set a realistic completion date and then strive to meet it.

 Treat risk at an appropriate level (ie Project Manager, team, client and contractor).

 The team / individual / department in charge must lead, determine and agree on the level
of risk.

Document the planned risk treatment and the actual treatment action taken. This
document acts as the main input to root cause analysis , key learning, metrics and risk
analysis.

 For unexpected high-impact risks, 24-hour results may be required or as prescribed by

the Project Manager. In such a case, the existing members of the team will make a
decision.

Risk management is best provided at an early stage of a project. The documents provided are
then updated periodically throughout the implementation of the project. The process of preparing
and updating this document involves the project team, clients and contractors.

Project planning and management should involve a process of identifying risks and necessary
regulatory actions .

Risk management also works in conjunction with issue management. The main difference
between issue management and risk management is the inherent element of uncertainty in
risk. Risks that could impact the project should be identified and managed through this PPR.

Issues and risks are closely related to each other where issues can contribute to risk and risk can
also contribute to issues.

During the preparation of PPR, the principles listed below guide the entire risk management
process.

KONTRAK PENGURUSAN FASILITI DAN PENYELENGGARAAN DIJABATAN PENDAFTARAN NEGARA (LOT 2G5) , PRESINT 2, PUTRAJAYA BAGI TAHUN 2019 SEHINGGA 2024
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 Decisions will not be reconsidered once a decision has been made (unless important new
facts are obtained).

 The sole proprietor is responsible for each risk although several individuals / departments
are required to control it.

 Act on extremely high risks first and report progress.

 Set a realistic completion date and then strive to meet it.

 Treat risk at an appropriate level (ie Project Manager, team, client and contractor).

 The team / individual / department in charge must lead, determine and agree on the level
of risk.

Document the planned risk treatment and the actual treatment action taken. This
document acts as the main input to root cause analysis , key learning, metrics and risk
analysis.

 For unexpected high-impact risks, 24-hour results may be required or as prescribed by

the Project Manager. In such a case, the existing members of the team will make a
decision.

KONTRAK PENGURUSAN FASILITI DAN PENYELENGGARAAN DIJABATAN PENDAFTARAN NEGARA (LOT 2G5) , PRESINT 2, PUTRAJAYA BAGI TAHUN 2019 SEHINGGA 2024
(No. Kontrak: JKR/PERS/WPP/19/2019)
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1.5 DEFINITIONS, ACRONYMS AND ABBREVIATIONS

The definitions, acronyms and abbreviations used for this report are given as follows:

PP Project manager
PgrR Risk Manager
PgrP program manager
PPR Risk Management Plan
WBS Work Breakdown Structure
CPM Critical Path Method
UPE economy planning Unit
APK Work Change Instructions

Specific definitions are shown in Appendix D.

2.0 RISK MANAGEMENT PROCESS

This section describes the risk management process of the PWD project and provides an
overview of the risk management approach for Facility Management and Maintenance at the
Government Building Complex Lot 2G5, Precinct 2, Putrajaya for 2019 until 2024

Risk management is defined as an action or method of risk control. These include risk planning,
risk assessment, developing risk management methods, risk monitoring to determine how those
risks have changed and documenting the overall risk management program.

Figure 1 shows the entire risk management process that has been provided in Facility
Management and Maintenance at the Government Building Complex Lot 2G5, Precinct 2,
Putrajaya for the year 2019 until 2024 . Each of the risk management functions shown in the
diagram is discussed in the next paragraph, along with specific procedures for implementing it

KONTRAK PENGURUSAN FASILITI DAN PENYELENGGARAAN DIJABATAN PENDAFTARAN NEGARA (LOT 2G5) , PRESINT 2, PUTRAJAYA BAGI TAHUN 2019 SEHINGGA 2024
(No. Kontrak: JKR/PERS/WPP/19/2019)
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CONTEXT FORMATION

 Strategic & organizational context

 Context of risk management
 Criteria formation
 Structure choice
 Early planning

RISK RECOGNITION

 What can happen?

 How it can happen?

RISK ANALYSIS
COMMUNICATION AND NEGOTIATIONS

Determine existing
control
Determine Determine

MONITORING AND REVIEW

possibility severity

Determine risk
rate

 CompareVALUATION
with criteria

 Set risk priorities

Yes

No

RISK TREATMENT
 Recognize treatment choice
 Evaluate treatment choice
 Treatment choice
 Prepare treatment plan
 PRF report

Figure 1: Risk Management

Implementation Process

KONTRAK PENGURUSAN FASILITI DAN PENYELENGGARAAN DIJABATAN PENDAFTARAN NEGARA (LOT 2G5) , PRESINT 2, PUTRAJAYA BAGI TAHUN 2019 SEHINGGA 2024
(No. Kontrak: JKR/PERS/WPP/19/2019)
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2.1. CREATING CONTEXT

Creating a context for Facility Management and Maintenance at Government Building Complex
Lot 2G5, Precinct 2, Putrajaya for 2019 until 2024
contains preliminary activities necessary to successfully implement a risk management program.

This PPR acts as the basis for detailed and continuous risk planning. Risk planning is detailed in
the Risk Planning Template (see Appendix A).

2.1.1. RESPONSIBILITY

The Project Manager (or representative or risk manager if any) is responsible for risk planning,
using this PPR as the basis of Planning which covers all aspects of risk management including
assessment, addressing options and monitoring risk treatment activities.

Project Managers monitor team activities to ensure they are consistent with PPR. Revisions to
the next plan are made when necessary to assess significant changes as a result of actions
taken.

Each individual involved in the process of design, production, operation and support of the
project is part of the risk management process. This involvement should be ongoing and should
be considered as part of the common management process.

2.1.2. DOCUMENTATION

This PPR outlines the basic documentation and reporting requirements for the project. Team
members should identify any additional requirements to effectively manage risk. Any additional
requirements should not conflict with the basic requirements in this PPR.

2.2. RISK IDENTIFICATION

Risk identification is the first step in the assessment process. The basic process involves a
complete review of Facility Management and Maintenance at the Government Building Complex
Lot 2G5, Precinct 2, Putrajaya for the year 2019 until 2024 to determine the critical events that
can prevent the project from achieving its objectives. All subsequent identified risks are
documented in the Risk Register (see Appendix B).

2.2.1. TOOLS AND TECHNIQUES

The tools and techniques used in the identification and treatment strategies for this project are as
follows: -

□ Brainstorming, with facilitators and stakeholders.

□ Interview with stakeholders.
□ Scenario, business analysis and event tree modeling.
□ Dependency modeling .
□ Experience from other projects, metrics and data as well as commonly used methods.

KONTRAK PENGURUSAN FASILITI DAN PENYELENGGARAAN DIJABATAN PENDAFTARAN NEGARA (LOT 2G5) , PRESINT 2, PUTRAJAYA BAGI TAHUN 2019 SEHINGGA 2024
(No. Kontrak: JKR/PERS/WPP/19/2019)
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□ Review of project information, including plans, analysis and design.
□ Checklist.
□ Other: …………………………………….

Note: Tick [√] in the appropriate box

2.2.2 RISK REGISTER

The main output of the risk identification phase is the risk register. The risk list for this project is
as in Appendix B.

Note: At this stage, only the identified risk list will be displayed in the risk list. Next, the listed risks
will be selected for analysis.

2.3. RISK ANALYSIS

Risk analysis can be carried out using the same methods used to identify risks and it is an
ongoing process.

Project or program risks are analyzed to identify:

 Estimates of the likelihood that the risk will occur (preferably using quantitative methods);

 Estimated risk impact on cost, time, quality and other impacts on project objectives;

 The owner of the most appropriate risk; and

 Potential risk impact on third parties such as projects and organizations.

There are three cases where the risk may not need to be managed:

 Chances are it is too small

 The impact is insignificant and does not need to be treated

 Risk is outside the project; in this case the outside owner must take responsibility for it.

2.3.1. UPDATING THE RISK REGISTER LIST

The risk register list is updated with possible and impact information and is followed by the risk
rate as in Appendix B.

KONTRAK PENGURUSAN FASILITI DAN PENYELENGGARAAN DIJABATAN PENDAFTARAN NEGARA (LOT 2G5) , PRESINT 2, PUTRAJAYA BAGI TAHUN 2019 SEHINGGA 2024
(No. Kontrak: JKR/PERS/WPP/19/2019)
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2.4. RISK EVALUATION

Risk assessment can be made by assessing the following risk situations:

 Acceptable risk, acceptable risk and does not require treatment, but is kept for review.

 Rejected Risk, risk assumed not to exist after analysis or insignificant.

 Significant risks need to be treated and also need to be given priority.

2.5. RISK TREATMENT

The process of identifying, evaluating and coordinating risks is implemented in the early stages
of construction.

Next, appropriate control / treatment methods are given to the identified risks.

For each risk identified, there must be a Ministry / Department / Company / Individual assigned
directly in the control / treatment work.

Resource allocation (finance / employees / place) will be provided for each risk that requires this
control / treatment work.

Treatment is intended to reduce the likelihood of the risk occurring or if unavoidable at least it
can reduce the effects of failure. The provision of treatment requires input from stakeholders and
coordination with the Project Manager.

The Contingency Plan, on the other hand, needs to be developed at an uncontrollable risk /
treatment or treatment at that risk does not show signs that it can be resolved.

2.5.1. RISK ANALYSIS TEMPLATE

The risks that have been identified will have a significant impact on the next project will be
analyzed as found in Appendix C.

On the template, it is reported that control / treatment is necessary (also New Treatment) for
each risk. Next, this control / treatment is taken as an action in the Project Management Plan.

2.6. RISK MONITORING AND REPORTING

The Project Manager is responsible for the overall monitoring and management process of each
identified risk. However, these tasks can be performed by the Risk Officer directly involved for
the project.

KONTRAK PENGURUSAN FASILITI DAN PENYELENGGARAAN DIJABATAN PENDAFTARAN NEGARA (LOT 2G5) , PRESINT 2, PUTRAJAYA BAGI TAHUN 2019 SEHINGGA 2024
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It is a must for planning work and preparation of work schedule (CPM) to be implemented taking
into account the risks that have been identified.

Actions for these identified risks are subsequently incorporated into the Work Breakdown
Structure (WBS) . Linkage (related to before and after activities) is also included for this
identified risk. With this, the effects of risk on cost, schedule and quality can be identified.

The status of the risk situation (whether completed, still in action or there is a new risk) should be
reported in a technical meeting, site meeting or review meeting (as appropriate).

However, the length of time between meetings and subsequent meetings depends on the risk
situation (weekly, monthly, bi-monthly or quarterly).

3.0 RISK MANAGEMENT ORGANIZATION

The risk management organization for Facility Management and Maintenance at the
Government Building Complex Lot 2G5, Precinct 2, Putrajaya for 2019 until 2024 is not a
separate organization, but integrated into the existing project structure.

Risk Managers are usually assigned as the overall coordinator of the Risk Management
Program.

Note: This role, in many projects is handled by the Project Manager, but depending on the size of
the project, this role can be performed by a specially appointed person.
The Risk Manager is responsible for:

 Maintain this PPR.

 Report to PP on project risk status.

 Supervise efforts to reduce extreme and high risk to acceptable levels.

 Organize training in risk management.

 Facilitate risk assessment / workshop.

Provides a summary of the risks, reports and documents required to review the project
and the process of obtaining milestone results .

The Program Manager approves the risk management plan and receives the latest report on the
project risk status from the Project Manager or Risk Manager.

The project team is responsible for performing risk management tasks as per this PPR. These
responsibilities include the following:

Review and recommend to the Risk Manager any changes to the overall risk
management approach based on lessons learned .

 As directed, update project risk assessment made during the project phase.

KONTRAK PENGURUSAN FASILITI DAN PENYELENGGARAAN DIJABATAN PENDAFTARAN NEGARA (LOT 2G5) , PRESINT 2, PUTRAJAYA BAGI TAHUN 2019 SEHINGGA 2024
(No. Kontrak: JKR/PERS/WPP/19/2019)
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 Review and prepare to justify the risk assessment made as well as the proposed risk
treatment plan.

Report the risk to the PP, and be informed to the PgrR through the Risk Register or Risk
Analysis Template.

 Ensure that risks are considered at each project review.

It is also important that the user / owner organization is fully involved in the risk management
process, and identifies the risks associated with future project deliverable operations .

KONTRAK PENGURUSAN FASILITI DAN PENYELENGGARAAN DIJABATAN PENDAFTARAN NEGARA (LOT 2G5) , PRESINT 2, PUTRAJAYA BAGI TAHUN 2019 SEHINGGA 2024
(No. Kontrak: JKR/PERS/WPP/19/2019)
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4.0 Appendix :

4.1 Appendix A- Risk Management Plan Template

4.2 Appendix B- Risk Register
4.3 Appendix C- Template Risk Analysis
4.4 Appendix D- Template Final Report Of Risk
4.5 Appendix E- Schedule Of Changes

KONTRAK PENGURUSAN FASILITI DAN PENYELENGGARAAN DIJABATAN PENDAFTARAN NEGARA (LOT 2G5) , PRESINT 2, PUTRAJAYA BAGI TAHUN 2019 SEHINGGA 2024
(No. Kontrak: JKR/PERS/WPP/19/2019)