Process and Procedure for Monitoring, Assessing, Managing, and Reviewing Job Progress

1. Purpose To establish a clear and systematic approach for monitoring, assessing, managing, and
reviewing job progress, ensuring that EPC projects are delivered on time, within budget, and to the
required quality and safety standards.

2. Responsibilities

 Project Manager: Oversees the project lifecycle, ensures milestones are met, and manages
resources.
 Site Supervisor: Monitors daily activities, enforces safety protocols, and reports progress.
 Quality Control (QC) Team: Conducts inspections and ensures compliance with quality
standards.
 Procurement Team: Manages material and equipment delivery schedules.
 Risk Management Team: Identifies and mitigates project risks.
 Stakeholders: Provide feedback and ensure alignment with project objectives.

3. Procedure

3.1 Project Kick-off

1. Project Charter Review:

o Ensure all stakeholders understand project objectives, scope, and deliverables.
o Confirm alignment with contractual and regulatory requirements.
2. Resource Allocation:
o Assign roles and responsibilities.
o Develop a comprehensive project schedule using tools like Primavera or MS Project.
3. Stakeholder Communication Plan:
o Establish clear communication channels and reporting protocols.

3.2 Monitoring Job Progress

1. Daily Progress Reports:

o Site supervisors submit daily logs detailing work completed, issues encountered, and
resource utilization.
o Use digital tools for real-time updates (e.g., project management dashboards).
2. Weekly Review Meetings:
o Review progress against the schedule.
o Identify deviations, root causes, and corrective actions.
3. Key Performance Indicators (KPIs):
 o Track metrics such as productivity rates, budget variance, earned value, and safety
incidents.

3.3 Assessing Performance

1. Quality Inspections:
o Conduct regular quality checks at key milestones.
o Use industry standards like ISO 9001 and API for benchmarking.
2. Risk Assessments:
o Reassess risks periodically using risk matrices and mitigation plans.
o Update the risk register with new findings.
3. Stakeholder Feedback:
o Gather input from clients and team members to gauge satisfaction and identify
improvement areas.

3.4 Managing Issues and Changes

1. Issue Resolution:
o Document issues in an issue log.
o Assign responsibility and establish timelines for resolution.
o Use root cause analysis techniques like the 5 Whys or Fishbone Diagram.
2. Change Management:
o Evaluate the impact of change requests on scope, schedule, and budget.
o Use a formal change control process with approvals from relevant stakeholders.

3.5 Project Closure

1. Final Inspections:
o Conduct comprehensive checks to ensure all deliverables meet client expectations.
o Use punch lists to track outstanding items.
2. Handover Documentation:
o Provide the client with all relevant documents, including manuals, warranties, and
as-built drawings.
3. Post-Project Review:
o Hold a debrief session to review successes, challenges, and lessons learned.
o Archive all project documentation for future reference and continuous improvement
initiatives.
4. Key Criteria for Success

 Timely and accurate reporting.

 Effective communication among stakeholders.
 Proactive risk management and issue resolution.
 Adherence to quality, safety, and budget requirements.
 Achievement of client satisfaction and project objectives.

5. Best Practices

 Integrated Project Management Tools: Use software like Primavera, MS Project, or Procore
to streamline monitoring and reporting.
 Continuous Training: Provide ongoing training for staff on project management
methodologies such as Agile, Lean, and Six Sigma.
 Lessons Learned Database: Maintain a repository of insights from completed projects to
enhance future performance.
 Performance Dashboards: Utilize dashboards for real-time tracking of project KPIs and
milestones.

6. Document Control and Review This procedure shall be reviewed periodically to incorporate
updates and improvements based on project outcomes and stakeholder feedback.
Optimized Process and Procedure for Monitoring, Assessing, Managing, and Reviewing Job
Progress

1. Purpose

To establish a systematic and agile framework for monitoring, assessing, managing, and reviewing job
progress in EPC projects. This ensures timely delivery within budget while meeting quality, safety,
and client satisfaction criteria.

2. Responsibilities

 Project Manager: Oversees the project lifecycle, ensuring milestones are met, and manages
resources effectively.

 Scrum Master (where applicable): Facilitates sprint planning, daily stand-ups, and sprint
retrospectives to drive Agile practices.

 Site Supervisor: Tracks daily activities, enforces safety, and reports progress.

 Quality Control (QC) Team: Conducts inspections to uphold quality standards.

 Procurement Team: Manages material and equipment schedules.

 Risk Management Team: Identifies and mitigates risks.

 Stakeholders: Provide feedback to ensure alignment with project objectives.

3. Procedure

3.1 Project Initiation

Project Charter Review:

 Define and communicate objectives, scope, and deliverables.

 Ensure alignment with contractual and regulatory standards.

Resource Allocation:

 Assign clear roles and responsibilities.

 Develop a comprehensive project schedule using Primavera, MS Project, or Jira for Agile
projects.

Stakeholder Communication Plan:

 Establish communication protocols.

 Define cadence for reporting progress (e.g., daily updates, weekly reviews).

Sprint Planning (Agile Projects):

 Break down the project into sprints.

  Prioritize tasks based on client needs and business value.

3.2 Monitoring Job Progress

Daily Stand-ups (Scrum Projects):

 Site supervisors share daily updates, highlight blockers, and align on priorities.

Digital Reporting Tools:

 Use dashboards like Procore or Jira for real-time progress tracking.

Weekly Review Meetings:

 Compare actual progress to the project baseline.

 Analyze variances and adjust plans accordingly.

Key Performance Indicators (KPIs):

 Track metrics like earned value, budget variance, and incident rates.

 Use burndown charts for sprint progress in Agile projects.

Tracking Project Milestones and Deliverables:

 Develop milestone charts and Gantt charts for visual tracking.

 Example: Use milestones such as "Design Approval" or "Equipment Delivery" to measure

progress.

Performance Metric Reports:

 Generate and distribute weekly performance metric reports.

 Include metrics such as schedule adherence, cost performance index (CPI), and defect
density.

3.3 Assessing Performance

Quality Inspections:

 Perform inspections at critical milestones.

 Benchmark against ISO 9001 or API standards.

Risk Assessments:

 Continuously update the risk register using risk matrices.

 Use scenario planning to prepare for high-impact risks.

Stakeholder Feedback:

 Conduct regular satisfaction surveys.

 Incorporate feedback into continuous improvement cycles.

Monitoring Project Manager Performance Metrics:

 Track metrics such as decision turnaround time and stakeholder engagement effectiveness.

 Example: Ensure project manager addresses key blockers within 24 hours.

3.4 Managing Issues and Changes

Issue Resolution:

 Log issues in a centralized system (e.g., Jira, Confluence).

 Use root cause analysis techniques such as 5 Whys or Fishbone Diagram.

Issue Log Management:

 Maintain a detailed issue log, categorizing issues by severity and impact.

 Example: "Delay in material delivery" logged and assigned to procurement team.

Change Control Process:

 Assess impacts of change requests on scope, schedule, and budget.

 Formalize approvals through a Change Control Board (CCB).

3.5 Monitoring Schedule, Budget, and Scope

Project Schedule and Timeline:

 Use project tracking software to ensure timelines are met.

 Conduct bi-weekly timeline reviews and adjust tasks as necessary.

Budget and Cost Assessments:

 Compare actual costs to budget forecasts.

 Example: Create cost performance reports to identify overspending trends.

Scope Management:

 Use a scope statement to define boundaries and prevent scope creep.

 Conduct regular scope validation sessions with stakeholders.

3.6 Project Closure

Final Inspections:

 Conduct walkthroughs to confirm deliverables meet client expectations.

 Use punch lists to track unresolved items.

Handover Documentation:

 Compile manuals, warranties, and as-built drawings.

Post-Project Review:
  Conduct lessons-learned sessions with all stakeholders.

 Archive documentation for knowledge management.

4. Quality Control and Risk Management

Quality Reviews:

 Schedule bi-weekly quality review meetings.

 Example: Review test results and audit findings, generating detailed quality reports.

Risk Management Plans:

 Develop proactive plans with risk mitigation strategies.

 Example: "Implement dual-supplier strategy to mitigate supply chain risks."

4.1 Progress and Status Reporting

Progress Meetings:

 Schedule regular progress meetings with all key stakeholders.

 Example: Hold bi-weekly status reviews to discuss risks, issues, and deliverables.

Status Reports:

 Create comprehensive status reports summarizing project health.

 Include KPIs, risk status, issue log updates, and milestone achievements.

5. Key Criteria for Success

 Adherence to Agile principles for iterative delivery.

 Timely and accurate reporting of progress and risks.

 Effective stakeholder communication and collaboration.

 Proactive risk management.

 Consistent achievement of quality, safety, and budget goals.

6. Best Practices and Strategies

 Integrated Tools: Use platforms like Procore, Jira, or MS Project to centralize planning,
monitoring, and reporting.

 Agile Training: Train staff on Scrum, Kanban, or Lean methodologies.

  Continuous Improvement: Establish a lessons-learned database and leverage it for future
projects.

 Performance Dashboards: Utilize visual dashboards for real-time KPI tracking.

 Cross-Functional Collaboration: Foster synergy between project management, quality, and

risk teams.

7. Document Control and Review

This procedure will be reviewed periodically to incorporate advancements in project management

strategies, tools, and stakeholder feedback.
Project Monitoring and Control: A Complete Guide for TOSL Fabric Maintenance Projects

Introduction

In any project, particularly in high-stakes environments projects within TOSL, the monitoring and
control phase is a cornerstone of project success. It ensures that projects stay on track, meet
deadlines, adhere to budgets, and satisfy stakeholder expectations. This guide offers a detailed
breakdown of the critical processes, techniques, and tools involved in project monitoring and
control, with tailored examples to demonstrate how these concepts can be applied specifically within
the context of TOSL’s projects, including compliance with industry standards like API 653 and API 650
for tank inspection and maintenance, and the company’s integrated approach to HSE standards.

What is Monitoring and Controlling in Project Management?

Monitoring and controlling in project management involves the ongoing tracking of project
performance and the application of corrective measures when necessary. In TOSL’s case, this includes
the constant observation of resources, timelines, budgets, and quality standards. Monitoring and
controlling are vital to ensuring that projects stay aligned with regulatory requirements, operational
goals, and client expectations.

Key Activities:

 Project Monitoring: The process of tracking the ongoing performance of the project to
ensure it remains on course. This includes tracking milestones, checking schedules, managing
risks, and ensuring that quality standards are met.

 Project Controlling: Involves taking corrective actions based on the insights gathered during
the monitoring phase. This could include adjusting the budget, schedule, scope, or resource
allocation to address any deviations from the plan.

The Importance of Monitoring and Controlling in Projects

For TOSL, especially in Fabric Maintenance projects, the stakes are high. Monitoring and controlling
play a critical role in ensuring that projects are completed within specified guidelines, such as
compliance with ISO 9001 and other international standards, while maintaining an unwavering
commitment to HSE best practices. The consequences of poor monitoring can be severe, potentially
leading to project delays, cost overruns, safety incidents, or failure to meet regulatory requirements.

1. Identifying and Addressing Issues Early

Monitoring helps identify issues such as delays in material delivery, safety incidents, or discrepancies
in resource utilization. For example, during a project involving tank inspection (aligned with API 650
standards), the project manager might notice delays in the availability of welding materials, which
could impact the scheduled timeline. Proactive intervention might include sourcing alternative
materials or adjusting the project timeline to ensure there are no further delays.

2. Managing and Mitigating Risks

For projects with significant operational risks, such as tank repair and maintenance, constant risk
assessments are critical. For instance, if a project manager identifies a potential safety hazard, like
equipment malfunctions or environmental risks during a scheduled shutdown, quick intervention can
mitigate those risks, preventing costly accidents and ensuring compliance with HSEQ standards.

3. Ensuring Stakeholder Satisfaction

Regular monitoring helps ensure that stakeholders are kept informed and confident in the project's
progress. For example, during an API 653 tank inspection, regular status updates and progress
meetings with key stakeholders (e.g., regulatory bodies, internal team, and contractors) ensure
transparency and trust, thereby minimizing concerns or misunderstandings.

Monitoring and Controlling Process: 6 Steps to Better Projects

1. Define Your Monitoring and Controlling Activities For TOSL’s projects, this would include
tracking the following:

o Project Milestones: e.g., the completion of tank inspections, scaffoldings, or

insulation tasks.

o Performance Metrics: such as project KPIs, HSE performance, resource utilization,

and cost efficiency.

o Quality Assurance Reviews: e.g., weld integrity inspections in line with API 650 or
any other relevant standard.

o Scope Management: Ensuring that the project’s scope remains aligned with the
client’s expectations and regulatory requirements.

2. Collect and Analyze Data The project manager should regularly gather data on cost,
schedule, and resource usage, comparing them with the baseline project plan. For example,
comparing actual material costs against forecasted figures helps identify budget overruns
early.

3. Conduct Progress Meetings Regular meetings with all project stakeholders—internal teams,
clients, and contractors—should be conducted to review the progress of work and address
any arising issues. In a project, this could involve discussions on progress, findings, and client
feedback on safety performance.

4. Conduct Risk Assessments and Quality Reviews Conducting risk assessments throughout
the project ensures early identification of hazards. For example, a detailed quality control
review during tank inspections (in line with API 653) ensures that all work meets safety and
operational standards before progressing to the next phase.

5. Use Monitoring and Control Tools and Techniques TOSL can leverage tools like Gantt charts
for scheduling, performance dashboards for real-time project tracking, and resource
management software to allocate resources efficiently.
 6. Take Corrective Action Once deviations or issues are identified, corrective actions are critical.
This might involve resource reallocation, schedule adjustments, or revising project scopes.
For example, if unforeseen weather delays affect an insulation task, the project manager may
choose to adjust timelines and reassign resources to keep the project moving forward.

Monitoring and Control Techniques and Tools

1. Earned Value Analysis (EVA) EVA is a powerful technique for measuring project
performance, comparing the planned value, earned value, and actual cost. This technique
helps project managers assess if the project is on track regarding both cost and schedule. If
actual costs exceed the planned cost, corrective measures can be taken, such as reallocating
resources or adjusting the scope.

2. Milestone Tracking Tracking project milestones, such as the completion of scaffoldings,

inspection reports, and material deliveries, is crucial for ensuring the project stays on
schedule. Delays in one area (e.g., welding inspection) could cause a ripple effect on the
entire project timeline.

3. Risk Management For projects, risk management should be an ongoing activity. Proactively
identifying risks—such as delays in critical supplies or hazardous work environments—and
creating mitigation strategies ensures that safety and operational risks are kept to a
minimum.

4. Project Management Software TOSL can use project management tools like MS Project or
Primavera to visualize the project’s timeline, track progress, and allocate resources
effectively. These tools allow project managers to monitor milestones, identify delays, and
take corrective action in real-time.

5. Resource Management Software For better resource allocation, TOSL can integrate software
such as Resource Guru or other capacity planning tools to track the utilization of labour,
equipment, and materials across the project.

Project Monitoring and Control Checklist for Projects

1. Monitoring Stage:

o Schedule: Are all milestones being met on time?

o Budget: Is the project within its financial limits?

o Scope: Is the project scope being adhered to without scope creep?

o Quality: Are all inspections, tests, and reviews being conducted per standards (e.g.,
API 653 for tank inspections)?

o Risk: Are risks regularly assessed, and mitigation plans implemented?

2. Controlling Stage:
 o Data Analysis: Analyze deviations from the baseline.

o Prioritization: Address the highest-impact issues first.

o Corrective Actions: Implement any changes to schedules, budgets, or resources.

o Stakeholder Communication: Keep stakeholders informed and adjust plans as

needed.

Conclusion

Project monitoring and controlling are integral to ensuring the success of TOSL’s projects, whether
they involve complex tasks or critical safety assessments. By utilizing effective monitoring tools,
applying corrective actions proactively, and maintaining clear communication with all stakeholders,
TOSL can ensure that its projects remain on track and deliver high-quality outcomes on time and
within budget.
Process for Scheduling, Monitoring, and Providing Feedback for Work Assigned

1. Scheduling Work Assignments

1. Understand the Scope of Work:

o Review the contract requirements, project scope, and timelines.

o Break down the scope into specific, actionable tasks.

2. Resource Allocation:

o Identify team members and resources needed for each task based on skillset,
experience, and availability.

o Use resource management tools or software to assign work effectively.

3. Develop a Work Schedule:

o Create a timeline for task execution using Gantt charts or scheduling software.

o Assign clear deadlines and milestones for each task.

o Incorporate buffer time for unforeseen delays.

4. Communication of Work Assignments:

o Share the schedule and responsibilities with the team via project management tools
(e.g., Trello, Microsoft Project, Asana).

o Conduct a kickoff meeting to align expectations and clarify responsibilities.

2. Monitoring Progress

1. Real-Time Tracking:

o Use project management software to track the status of each task in real-time.

o Update task statuses (e.g., "Not Started," "In Progress," "Completed") as work
progresses.

2. Periodic Reviews:

o Schedule daily or weekly check-ins with team leads to review progress against the
schedule.

o Monitor key performance indicators (KPIs), such as task completion rate, quality
metrics, and resource utilization.

3. Issue Identification and Resolution:

o Identify potential bottlenecks or delays early using tracking dashboards.

o Escalate critical issues promptly and allocate additional resources if necessary.

4. Client Updates:
 o Share regular progress reports with the client, highlighting completed tasks,
upcoming milestones, and any challenges.

3. Feedback and Continuous Improvement

1. Performance Evaluation:

o Conduct formal performance reviews at the end of milestones or major tasks.

o Compare outcomes against KPIs and client expectations.

2. Gathering Feedback:

o Use surveys, feedback forms, or structured interviews to collect input from team
members and clients on the work process.

o Document lessons learned for future improvements.

3. Feedback Communication:

o Share feedback with the team during review meetings, highlighting strengths and
areas for improvement.

o Encourage open discussions to address concerns and implement suggestions.

4. Adjustments and Training:

o Update processes, schedules, or team assignments based on feedback.

o Provide additional training or resources to address identified skill gaps.

Optimized Process and Procedure for Monitoring, Assessing, Managing, and Reviewing Job
Progress in EPC Projects

1. Purpose

To establish a systematic, agile, and data-driven approach for monitoring, assessing, managing, and
reviewing job progress across EPC (Engineering, Procurement, and Construction) projects, ensuring
that TOSL’s projects are delivered on time, within budget, and in full compliance with quality, safety,
and client satisfaction requirements.

2. Responsibilities
• Project Manager: Oversees the entire project lifecycle, ensuring the timely completion of
milestones and efficient resource allocation. Regularly evaluates project performance against the
plan and implements corrective actions as necessary.
• Site Supervisor: Monitors daily activities on-site, ensures compliance with safety protocols, and
provides daily progress reports.
• Quality Control (QC) Team: Conducts routine inspections to ensure work meets quality standards
and regulatory compliance, such as ISO 9001 or API 653 for tank inspection.
• Procurement Team: Manages the timely delivery of materials and equipment, ensuring no delays
in the project schedule.
• Risk Management Team: Identifies potential project risks, tracks them throughout the project, and
implements mitigation strategies.
• Stakeholders: Provide feedback and ensure that project objectives align with organizational goals
and client needs.

3. Procedure

3.1 Project Initiation

 Project Charter Review:

o Define and communicate project objectives, scope, and deliverables.

o Ensure alignment with regulatory, quality, and safety standards (e.g., compliance
with API 650 for tank inspections).

o Confirm stakeholder roles and responsibilities.

 Resource Allocation:

o Assign project roles and responsibilities, ensuring proper resource utilization.

o Develop a comprehensive project schedule using tools like Primavera, MS Project, or

Jira for Agile projects.

 Stakeholder Communication Plan:

 o Establish clear communication protocols and define reporting cadence (e.g., daily
updates, weekly review meetings).

o Define reporting structure to stakeholders for transparency and accountability.

3.2 Monitoring Job Progress

 Daily Progress Reports:

o Site supervisors submit daily logs detailing work completed, issues encountered, and
resource utilization.

o Use project management dashboards or real-time reporting tools (e.g., Procore, MS

Project) for efficient tracking.

 Weekly Review Meetings:

o Review progress against the baseline schedule, identify deviations, and take
corrective actions.

o Discuss challenges faced and provide solutions to keep the project on track.

 Key Performance Indicators (KPIs):

o Track key metrics such as budget variance, productivity rates, earned value, and
safety incidents.

o Use real-time data to generate progress reports and adjust as necessary.

 Milestone Tracking:

o Use Gantt charts or milestone charts to track key project milestones, such as the
completion of design approval, equipment delivery, or inspection stages.

3.3 Assessing Performance

 Quality Inspections:

o Perform routine inspections at critical milestones (e.g., weld integrity for API 650
compliance).

o Ensure adherence to quality standards using industry benchmarks.

 Risk Assessments:

o Continuously update the risk register using risk matrices and mitigation plans.

o Conduct periodic reviews to reassess the risks and their mitigation.

 Stakeholder Feedback:

o Regularly engage with clients and internal teams to assess satisfaction and adjust the
project scope or direction as required.

o Collect feedback through surveys or meetings to incorporate lessons learned into

future planning.
3.4 Managing Issues and Changes

 Issue Resolution:

o Log issues in a centralized issue management system (e.g., Jira, Confluence).

o Assign responsibility for resolution and define timelines for closure.

o Use techniques like 5 Whys or Fishbone Diagram to identify root causes and apply
corrective actions.

 Change Management:

o Evaluate the impact of change requests on scope, schedule, and budget.

o Use a formal change control process with approvals from key stakeholders, such as
the Change Control Board (CCB).

3.5 Monitoring Schedule, Budget, and Scope

 Schedule and Timeline Management:

o Use project tracking software (e.g., Primavera, MS Project) to monitor project

schedules and timelines.

o Conduct bi-weekly reviews to ensure tasks are on track and adjust as necessary.

 Budget and Cost Control:

o Track actual costs against the planned budget.

o Generate cost performance reports, including Cost Performance Index (CPI) and
Earned Value Analysis (EVA), to identify overspending trends.

 Scope Management:

o Ensure the project scope is clearly defined and prevent scope creep by regularly
validating project boundaries with stakeholders.

o Conduct scope reviews with the project team to ensure alignment with client
expectations.

3.6 Project Closure

 Final Inspections:

o Conduct final inspections to ensure all deliverables meet client expectations and
compliance standards (e.g., quality checks for API 653 tank inspections).

o Use punch lists to track any outstanding issues for resolution.

 Handover Documentation:

o Provide the client with all relevant documentation, including manuals, warranties,
and as-built drawings.
  Post-Project Review:

o Conduct debriefs sessions with stakeholders to review project successes, challenges,

and lessons learned.

o Archive project documentation for future reference and to support continuous

improvement efforts.

4. Key Criteria for Success

 Timely and accurate progress reporting, including project milestones and KPI tracking.

 Clear, effective communication among stakeholders, ensuring alignment and collaboration.

 Proactive risk management and prompt issue resolution, ensuring the project stays on
course.

 Adherence to quality, safety, and budget requirements, with continuous alignment to client
expectations.

5. Best Practices and Strategies

 Integrated Project Management Tools: Leverage digital tools like Primavera, MS Project, or
Procore to centralize project planning, monitoring, and reporting.

 Continuous Training: Provide training on Agile, Lean, Six Sigma, and project management
methodologies to enhance team capabilities.

 Lessons Learned Database: Establish a database to document lessons learned and best
practices from completed projects, facilitating continuous improvement.

 Performance Dashboards: Implement dashboards for real-time KPI tracking and visualizing
project performance.

 Cross-Functional Collaboration: Foster teamwork across project management, quality, and

risk management teams for seamless project execution.

6. Document Control and Review

This procedure shall be reviewed periodically to incorporate updates based on project outcomes,
advancements in project management strategies, and stakeholder feedback.

Conclusion
By employing a robust monitoring, assessment, management, and review process, TOSL can ensure
EPC projects are successfully executed on time, within budget, and with the required quality and
safety standards. Proactive risk management, clear communication, and continuous improvements
are central to achieving client satisfaction and project success.

Process for Scheduling, Monitoring, and Providing Feedback for Work Assigned

1. Purpose
This process establishes a structured approach for scheduling, monitoring, and providing
feedback for work assigned within the organization. It ensures that tasks are completed
efficiently, on time, and meet the required standards, contributing to continuous
improvement and optimal resource utilization.

2. Responsibilities

o Project Manager: Develops and manages the project schedule, tracks progress, and
ensures work is completed on time and within scope.

o Team Leader/Supervisor: Oversees day-to-day work assignments, ensures workers

have necessary resources, and monitors performance.

o Employees/Workers: Execute tasks as per the schedule and report on their progress,
challenges, and completed work.

o Quality Control (QC) Team: Assures that the work meets quality standards through
regular checks and inspections.

o HR and Training Department: Supports with assigning appropriate personnel to

tasks based on skill and experience.

3. Procedure

3.1 Task Assignment and Scheduling

1. Work Breakdown Structure (WBS):

 Break down the project into smaller tasks or work packages.

 Example: For a fabrication project, tasks could include welding, cutting,

inspection, and material procurement.

2. Resource Allocation:

 Assign resources to each task based on availability, skills, and priority.

 Example: Assign an experienced welder to high-priority welding tasks while

ensuring less experienced workers are assigned simpler tasks.

3. Task Scheduling:

 Use project scheduling tools like MS Project, Primavera, or other scheduling

software to create a timeline for each task and establish deadlines.

 Example: A task like "Tank Inspections" might be scheduled to take three

days, with specific start and end dates.
 4. Milestone Identification:

 Set milestones for major task completions.

 Example: Milestone could be the completion of the design review or

inspection phase.

3.2 Monitoring Work Progress

5. Daily Progress Reporting:

 Employees provide daily updates on work completed, challenges faced, and

any delays encountered.

 Example: A site supervisor receives daily logs from workers detailing work
progress, safety issues, or equipment breakdowns.

6. Project Progress Meetings:

 Conduct weekly or bi-weekly review meetings to assess overall progress,

deviations from the schedule, and adjust resource allocation if necessary.

 Example: If a welding task is behind schedule, additional welders might be

allocated to speed up progress.

7. Key Performance Indicators (KPIs):

 Track and analyze KPIs like task completion rate, safety compliance, and
time-to-completion against the baseline schedule.

 Example: Track whether tasks like "Material Procurement" are within budget
and on schedule.

8. Resource Utilization:

 Monitor how effectively resources (labour, equipment, materials) are being

utilized through time tracking and resource management tools.

 Example: Use digital dashboards to track labour hours and material usage to
ensure work stays within budget.

9. Quality Inspections:

 Conduct regular inspections to ensure work quality aligns with project

requirements.

 Example: Inspect welds for compliance with API 650 standards and report
defects for rework.

10. Risk Monitoring:

 Regularly assess and monitor potential risks, adjusting the schedule and
resource allocation as needed to mitigate delays.
  Example: Monitor weather forecasts for outdoor projects and adjust
timelines for potential weather-related delays.

3.3 Providing Feedback

11. Real-Time Feedback:

 Provide immediate feedback to workers during daily progress reviews.

Highlight areas of improvement and recognize accomplishments.

 Example: A supervisor might immediately correct a worker if they miss a

safety protocol or acknowledge a worker for exceeding performance
expectations.

12. Performance Reviews:

 Conduct periodic performance reviews based on task completion, adherence

to quality standards, and safety compliance.

 Example: Monthly reviews might involve discussing the quality of completed

tasks, whether deadlines were met, and identifying improvement areas.

13. Corrective Actions for Delays:

 If tasks fall behind schedule, provide feedback in the form of corrective

actions. This could involve reassigning resources or adjusting work priorities.

 Example: If a specific task, like equipment installation, is delayed, the

supervisor might assign additional personnel or adjust the timeline to
minimize disruption.

14. Feedback Loop:

 Encourage open feedback from workers on how to improve processes, tool

utilization, and support. This promotes engagement and continuous
improvement.

 Example: In a post-task debrief, workers could suggest ways to improve

workflows or safety procedures for similar tasks in the future.

4. Key Criteria for Success

o On-time Completion: Tasks should be completed within the set deadlines.

o Quality Compliance: Work must meet the required quality standards.

o Effective Resource Management: Resources must be efficiently allocated and

utilized.

o Continuous Feedback and Improvement: Regular feedback loops to improve

processes, quality, and worker engagement.

o Stakeholder Satisfaction: All involved parties, including clients and stakeholders,

should be informed of progress and satisfied with the work completed.
 5. Best Practices

o Digital Tools: Utilize project management and time tracking software like MS Project,
Primavera, or Procore for scheduling and monitoring.

o Clear Communication: Establish clear communication channels for workers to report

progress, issues, and challenges.

o Employee Training: Regular training for workers to ensure they understand the tools
and standards for quality and safety.

o Risk Contingency Plans: Develop plans for potential project delays or issues,
including resource reallocation and time extensions.

6. Document Control and Review

o Documentation: All schedules, progress reports, and feedback should be

documented in a centralized system for future reference and continuous
improvement.

o Periodic Review: The process should be reviewed periodically to incorporate new

best practices, lessons learned, and changes in project requirements.

This structured process ensures that all tasks are scheduled, monitored, and adjusted in real time,
with clear communication and continuous feedback to ensure the work progresses effectively and
efficiently.
Process for Planning, Scheduling, Monitoring, Assessing, Managing, and Reviewing Jobs, and
Providing Feedback for Work Assigned

This process integrates planning, scheduling, monitoring, assessment, management, and feedback to
ensure that work is executed efficiently, safely, and meets quality standards. It is designed to align
with business objectives, improve productivity, and continuously develop employee skills.

1. Purpose

The purpose of this process is to establish a comprehensive and efficient approach for planning,
scheduling, monitoring, assessing, managing, and reviewing work tasks while providing continuous
feedback. This ensures that tasks are completed on time, within budget, and meet the required
quality and safety standards.

2. Scope

This process applies to all work assignments, including internal projects, client projects, and
maintenance tasks. It covers all phases, from initial planning to post-completion review and
feedback.

3. Key Stakeholders

 Project Manager: Oversees the entire process, ensuring alignment with the project
objectives.

 Team Leader/Supervisor: Directly manages work execution and provides guidance to

workers.

 Employees/Workers: Execute tasks according to the plan and report progress, challenges,
and completions.

 Quality Control (QC): Ensures that tasks meet the required quality standards.

 HR and Training: Ensures that workers are adequately trained and assigned appropriate tasks
based on skill levels.

 Safety Officers: Ensure compliance with safety standards.

4. Process Steps

4.1. Planning

1. Task Identification & Breakdown:

o Action: Break the overall project or work into smaller, manageable tasks or work
packages (Work Breakdown Structure, WBS).
 o Example: For a pipeline installation project, tasks may include excavation, pipe
laying, welding, coating, and inspection.

2. Resource Allocation:

o Action: Identify the resources (labour, equipment, materials) needed for each task.

o Example: Assign skilled welders, specific equipment like welding machines, and
materials (pipes, welding rods).

3. Risk Assessment:

o Action: Conduct a risk assessment for each task to identify potential safety,
operational, or quality risks.

o Example: Risk of exposure to hazardous materials during welding.

4. Time and Cost Estimation:

o Action: Estimate the time and cost for each task, ensuring alignment with project
deadlines and budget.

o Example: Welding may take three days at an estimated cost of $X based on labour
and materials.

4.2. Scheduling

1. Task Scheduling:

o Action: Use scheduling tools (MS Project, Primavera) to create a timeline, specifying
task start and end dates.

o Example: Schedule welding to begin on day 10 of the project and finish by day 12.

2. Milestones and Deadlines:

o Action: Set milestones for major task completions and critical deadlines to track
progress.

o Example: Completion of pipe laying by day 7, welding by day 12.

3. Contingency Planning:

o Action: Develop contingency plans for potential delays (e.g., weather conditions,
equipment breakdowns).

o Example: Add two buffer days to the welding task in case of equipment issues.

4.3. Monitoring

1. Daily Progress Tracking:

 o Action: Employees report daily progress, issues, and updates on task completion.

o Example: A welder submits daily reports on the number of joints welded and any
issues encountered.

2. Supervisor Check-ins:

o Action: Supervisors perform regular checks to ensure tasks are progressing as

planned and address any immediate concerns.

o Example: Supervisors conduct site inspections and confirm that safety procedures
are followed.

3. Key Performance Indicators (KPIs):

o Action: Track relevant KPIs (e.g., time-to-completion, quality metrics, safety

compliance) to evaluate task performance.

o Example: Measure welding quality, completion rate, and adherence to timelines.

4. Adjustments as Necessary:

o Action: Reallocate resources or adjust timelines based on progress or unforeseen

delays.

o Example: If welding falls behind schedule, additional welders may be added to speed
up progress.

4.4. Assessing

1. Task Performance Review:

o Action: Review the completion of each task against initial estimates for time, cost,
and quality.

o Example: Evaluate whether the welding was completed within the estimated time
and met quality standards.

2. Quality Assurance (QA) Inspections:

o Action: Conduct inspections at key stages to ensure quality standards are met.

o Example: Inspect weld joints to ensure they meet API 650 standards for tank
construction.

3. Safety Audits:

o Action: Perform safety audits to ensure compliance with health, safety, and
environmental regulations.

o Example: Review workers' adherence to PPE and safety protocols during welding
tasks.
4.5. Managing

1. Issue Resolution:

o Action: Address any issues, whether related to resource shortages, safety concerns,
or quality failures.

o Example: If materials are delayed, coordinate with procurement to expedite delivery

and avoid project delay.

2. Resource Optimization:

o Action: Ensure efficient use of resources by tracking utilization rates and reallocating
as needed.

o Example: If a team member completes their task ahead of schedule, assign them to
assist another team to ensure all work is progressing.

3. Stakeholder Communication:

o Action: Keep stakeholders informed on progress, issues, and key milestones.

o Example: Weekly status reports are sent to clients or senior management outlining
current task progress and any critical issues.

4.6. Reviewing

1. Post-Completion Review:

o Action: Conduct a formal review of each task to assess overall performance,

including quality, safety, time, and budget adherence.

o Example: After welding completion, evaluate if the work met quality standards and if
safety protocols were followed.

2. Lessons Learned:

o Action: Document lessons learned from each task to improve future planning,
scheduling, and execution.

o Example: If welding delays were due to poor equipment maintenance, plan for
better maintenance protocols in future tasks.

3. Client or Stakeholder Feedback:

o Action: Gather feedback from clients or stakeholders to assess satisfaction and

identify areas for improvement.

o Example: Post-project survey from the client on the overall quality and timeliness of
the work.
4.7. Providing Feedback

1. Real-Time Feedback:

o Action: Provide immediate feedback during task execution to ensure corrections are
made promptly.

o Example: If a welder is not following proper safety procedures, give immediate

feedback to correct behaviour on-site.

2. Performance Appraisal:

o Action: Regularly review worker performance and provide constructive feedback.

o Example: Monthly performance meetings with workers to discuss strengths, areas

for improvement, and opportunities for development.

3. Recognition and Rewards:

o Action: Recognize and reward exceptional performance, such as completing tasks

ahead of schedule or maintaining high-quality standards.

o Example: Award a certificate of recognition for exceptional performance in safety

adherence or quality assurance.

5. Tools and Techniques

 Project Management Software: MS Project, Primavera for scheduling and progress tracking.

 Time Tracking Tools: Timesheets, project dashboards.

 Quality and Safety Management Systems: Tools for tracking compliance with standards.

 Communication Platforms: Slack, Microsoft Teams for team communication.

 Performance Dashboards: Real-time tracking of KPIs.

6. Review and Continuous Improvement

 Ongoing Monitoring: Regularly update the process to address new challenges, incorporate
technological advances, and integrate stakeholder feedback.

 Process Refinement: Use lessons learned from past projects to refine planning, scheduling,
monitoring, and feedback processes for continuous improvement.

This integrated process ensures that jobs are planned, executed, and reviewed systematically, with
continuous feedback loops that drive both employee development and project success.
Here’s an enhanced version of the process, incorporating examples and detailed guidance on how to
facilitate the various stages. This will give a practical approach to each step, showing how to
implement, facilitate, and ensure successful execution.

1. Purpose

To deliver consistent, efficient, and high-quality work that aligns with organizational goals through
comprehensive planning, scheduling, monitoring, assessing, managing, reviewing, and feedback
mechanisms.

2. Scope

This process applies to:

 Internal Projects: Team-based assignments or department-specific work.

 Client Projects: External work based on contracts and client requirements.

 Maintenance Tasks: Periodic or corrective maintenance jobs in operations.

3. Key Stakeholders

 Project Manager: Facilitates the planning, coordinates resources, tracks progress, and
ensures the project meets objectives.

 Team Leader/Supervisor: Directs and supervises task completion, monitors performance,

and resolves issues.

 Employees/Workers: Execute tasks as per plan, report progress, and raise issues.

 Quality Control (QC): Ensures tasks meet required standards.

 HR & Training: Ensure proper training for employees, ensuring task competency.

 Safety Officer: Oversee safety compliance during task execution.

4. Process Steps

4.1. Planning

Facilitation Process:
Planning ensures that each task is well-defined, resourced, and accounted for in terms of time and
risk.

1. Task Identification & Breakdown

Facilitation:
 o Hold a brainstorming session with the team (including supervisors) to break down a
project into smaller, manageable tasks.

o Use a Work Breakdown Structure (WBS) to document and detail the tasks.
Example: For a pipeline installation project, tasks could include excavation, pipe
laying, welding, inspection, and coating. Each is a separate work package.

2. Resource Allocation
Facilitation:

o Use tools like resource allocation charts or Gantt charts to visually distribute
resources.

o Coordinate with the HR and procurement teams to ensure availability of skilled

personnel and materials. Example: If welding requires four skilled workers, and
material includes welding rods and pipes, list these resources along with the
estimated costs.

3. Risk Assessment
Facilitation:

o Conduct a Risk Management Session where supervisors and workers share potential
risks.

o Use a Risk Matrix to assess and prioritize risks. Example: Welding risks include
exposure to fumes, burns, and fire hazards. Identify these, assign likelihood and
impact scores, and mitigate accordingly.

4. Time and Cost Estimation

Facilitation:

o Collaborate with team leaders and use historical data to estimate time and costs for
each task.

o Use project management software (like MS Project or Primavera) for accurate

estimations. Example: Estimate 3 days for welding based on past data, and project a
cost of $500 per day for labour and materials.

4.2. Scheduling

Facilitation Process:
Scheduling is crucial to ensure that each task starts and ends on time while coordinating with other
tasks.

1. Task Scheduling
Facilitation:

o Input tasks, durations, and dependencies into scheduling tools like MS Project.
 o Share the schedule with all team members and stakeholders. Example: Welding
starts after excavation (day 10 to day 12). This needs to be scheduled to avoid delays.

2. Milestones and Deadlines

Facilitation:

o Define major milestones and set deadlines using the Gantt chart or project
dashboard.

o Ensure that the team understands these key milestones. Example: “Completion of
pipe laying by day 7,” “Welding finished by day 12.”

3. Contingency Planning
Facilitation:

o Establish buffer periods and identify backup resources for critical tasks.

o Create contingency scenarios for unforeseen delays. Example: Add two days to
welding in case of equipment failure or supply delays.

4.3. Monitoring

Facilitation Process:
Regular monitoring ensures tasks are on track and identifies issues early to avoid project delays.

1. Daily Progress Tracking

Facilitation:

o Implement a Daily Report system where each team member logs completed tasks,
challenges faced, and any changes.

o Supervisors review the reports and flag any discrepancies. Example: A welder
reports completing 5 out of 10 joints but facing an issue with the welding machine.

2. Supervisor Check-ins
Facilitation:

o Hold daily stand-up meetings where team leaders check in with their teams about
progress, roadblocks, and solutions.

o Supervisors use this opportunity to provide guidance and redirect efforts as needed.
Example: During a site check, the supervisor realizes the work rate is slower than
expected and reallocates some workers to assist.

3. Key Performance Indicators (KPIs)

Facilitation:

o Use real-time performance dashboards to monitor progress against KPIs like time-to-
completion, quality standards, and safety incidents.
 o Regularly review performance with the team to adjust tasks accordingly. Example:
KPIs for welding include the number of welds completed per day, quality assurance
scores, and any safety incidents reported.

4. Adjustments as Necessary
Facilitation:

o If any task is falling behind schedule or facing unforeseen issues, adjust timelines,
reallocate resources, or acquire additional support.

o Use project management tools to dynamically adjust and share the updated
schedules. Example: If welding is delayed due to material shortages, procurement
can expedite delivery to meet revised timelines.

4.4. Assessing

Facilitation Process:
This phase ensures each task is evaluated to verify quality, safety, and effectiveness.

1. Task Performance Review

Facilitation:

o Supervisors assess whether tasks are completed on time, within budget, and meet
quality requirements.

o Hold a post-task review meeting to assess work performance. Example: Once

welding is finished, assess whether all welds passed the required quality tests and if
the time allocated was realistic.

2. Quality Assurance (QA) Inspections

Facilitation:

o Schedule and execute QA inspections at key stages (e.g., post-welding inspection).

o Use inspection checklists to ensure that tasks meet predefined quality standards.
Example: After welding is completed, perform a non-destructive testing (NDT)
inspection for joint integrity.

3. Safety Audits
Facilitation:

o Conduct safety audits and ensure compliance with workplace safety standards.

o Review accident reports, if any, and implement corrective actions. Example: Conduct
an audit of the welding team’s PPE usage and confirm that all safety measures are
being followed.

4.5. Managing
Facilitation Process:
Effective management ensures that issues are addressed, and resources are utilized optimally.

1. Issue Resolution
Facilitation:

o Set up an issue resolution protocol where team members can report concerns or
problems, which are then escalated to the project manager.

o Ensure issues are dealt with swiftly to avoid delays. Example: If welding equipment
fails, immediate action is taken to resolve the issue by sourcing equipment from a
backup supplier.

2. Resource Optimization
Facilitation:

o Track resource usage against forecasts to identify underutilization or overuse of

resources.

o Reallocate resources based on task progress and project requirements. Example: If

certain workers finish early, reassign them to other tasks (e.g., a welder helps with
pipe laying if excavation is delayed).

3. Stakeholder Communication
Facilitation:

o Keep all stakeholders updated regularly (daily/weekly) on task progress and any
critical issues.

o Use communication platforms (e.g., Teams, Slack) to keep everyone informed.

Example: Weekly email updates sent to senior management on progress and
challenges.

4.6. Reviewing

Facilitation Process:
This final step ensures that lessons are learned, and feedback is provided for continuous
improvement.

1. Post-Completion Review
Facilitation:

o Organize a review meeting at the end of each task or project phase. This includes a
debriefing session with the team, supervisors, and stakeholders.

o Document successes and challenges for future reference. Example: After welding is
complete, the team conducts a debrief to identify what went well and what could be
improved.
 2. Lessons Learned
Facilitation:

o Encourage workers and supervisors to share lessons learned from completed tasks
and how to improve processes.

o Use a lessons learned repository for future reference. Example: If weather delays
affected work, a lesson learned might be to build buffer time for weather-related
setbacks in future projects.

3. Client or Stakeholder Feedback

Facilitation:

o Gather client feedback through surveys or direct meetings. Review this feedback
with the team to identify areas for improvement. Example: Send a satisfaction
survey to the client post-project completion to evaluate the overall quality and
timeliness of work.

4.7. Providing Feedback

Facilitation Process:
Effective feedback promotes learning and encourages continuous improvement.

1. Real-Time Feedback
Facilitation:

o Use one-on-one discussions or team meetings to provide real-time feedback during

task execution. Example: A supervisor notices poor safety practices and addresses
them immediately by reminding workers of protocols.

2. Performance Appraisal
Facilitation:

o Conduct monthly or quarterly performance reviews based on individual and team

performance.

o Provide constructive feedback with actionable steps for improvement. Example: An

employee who excels in safety and productivity might receive a formal recognition
certificate.

3. Recognition and Rewards

Facilitation:

o Develop a reward system to recognize employees who consistently meet or exceed

expectations.

o Use both monetary and non-monetary rewards. Example: Award certificates for
excellent work or a “Employee of the Month” program.
5. Tools and Techniques

 MS Project/Primavera: For scheduling and task tracking.

 Resource Allocation Tools: Gantt charts, resource planning software.

 Inspection Checklists: To ensure QA and safety checks are completed.

 Real-Time Dashboards: For tracking KPIs and project metrics.

 Communication Tools: Slack, Teams for regular updates.

6. Continuous Improvement

 Regularly assess feedback from both employees and stakeholders to improve future
processes.

 Adapt to changes in technology, regulations, and organizational needs.