SKY PLANNERS : SKY147 PROJECT CLOSEOUT REPORT

Storage for Submarine Fiber cable 1.4 | 01 July 2012

PROJECT CLOSEOUT REPORT

SKY PLANNERS
Storage for submarine fiber Cable
VERSION: 1.2 REVISION DATE: 11 May 2011

Approval of the Project Closeout Report indicates an understanding and formal agreement that the project is
ready to be closed. By signing this deliverable, each individual agrees all administrative, financial, and
logistical aspects of the project should be concluded, executed, and documented as described herein.

Approver Name Title Signature Date

Project Manager, Sky

Davis D Parakal 1 August 2012
planner

Project Manager, Reliance

Sebin Thomas 25 July 2012
Globalcom

Chairman , Cochin Port

Shri Paul Antony IAS 25 July 2012
Trust

1. General Information
Project Name Date

Storage for submarine fiber cable (ID: SKY147) 01 August 2012

Agency

Sky Planners pvt. Ltd.

Contact Phone Email Fax

Co-operate office 0484- projectinfo@skypla 2381927497

2416849 nners.com
Project Manager Phone Email Fax

Davis D Parakal 989570318 davis@skyplanners.

9 com

DIR Document SKY147 Page 1

SKY PLANNERS : SKY147 PROJECT CLOSEOUT REPORT
Storage for Submarine Fiber cable 1.4 | 01 July 2012

Baseline Actual Variance % Variance

Start Date 01 June 2011 01 June 2011 0 0%
Finish 14 August 3 September 17 10.8%
Date 2012 2012
Days 397 430 33 10.8%

Administrative Closure
This project team is mainly led by a team of Project manager, Engineering
manager, labour manager, quality manager and Planning and account
manager. The Project Manager is the head of the project team. His main role is
to monitor the project consistently. He will be held responsible for any delay in
the project. In order to monitor effectively the Project Manager keeps
communicating with every department team leaders. The different channels for
the communications are the meetings, telephone, e-mails etc.
Planning manager is involved in the planning stage of the projects. Engineering
manager is the chief of engineering department. Engineering department deals
with all the engineering works like Storage requirements , Process, Structural,
Electrical, tracks etc. and also sub contracted work for construction. Labour
manager manages the outsourced labour man power and subcontracts for
logistics. Also he was in charge in procurement of materials. This project
requires various types of materials at huge quantities. Procurement of right
materials at right time is an important factor in this project. Any delay in
getting any materials from any vendors may affect the entire project. So the
procurement manger will be responsible for any delay in any material
procurement. The Manager maintains a good terms with the vendors by
communicating with them and giving the orders in advance so that the vendors
can deliver the materials at the correct time.
Quality department is controlled by the quality manager. Being one of the
objectives of the project, quality is very important. Quality should be monitored
and ensured consistently. All the documents should be submitted by the
various departments to Quality department. The quality manager’s role is to
verify the documents and ensure that it meets the standard requirements. He
will be responsible for any quality issues encountered in the project.
The project is delivered only after its is ensured that it meets all the
requirements and quality standards. The completed project will be handed over

DIR Document SKY147 Page 2

SKY PLANNERS : SKY147 PROJECT CLOSEOUT REPORT
Storage for Submarine Fiber cable 1.4 | 01 July 2012

to the Reliance Gobalcom at a formal meeting. The hard copies and soft copies
of all the documents related to the project will be submitted at the time.

Contract Closure
The Company has sub contracted the construction works to another firm. At the
end of the project all the outstanding settlements were cleared. A formal
meeting was called in order to announce the work completion and express
gratitude and share the success.

3. Checklist
3.1 Acceptance
Item Question Response

1 Did you sign the Acceptance to commission the storage service and agree that it is  Yes No
ready to be deployed?

2 Do you agree the project has sufficiently met the stated business goals and objectives?  Yes No

3 Do you fully understand and agree to accept all operational requirements, operational  Yes No
risks, maintenance costs, and other limitations and constraints imposed as a result of on
going operations of the project?

4 Do you agree the project should be closed?  Yes No

3.2 Project Artifacts

Ite Question Response

m

1 Have project documentation and other items ( Project Plan, code, financial records, status  Yes No
reports, memos ) been prepared, collected, audited and archived?

3.2 Have project documentation and other items (original contract, contract amendments,  Yes No
administrative files) been prepared, collected, audited, archived, as described in the Business
and project Plan ?

3.3 Were audits (project closeout audit, contract audit, financial) completed and results documented  Yes No
for future reference?

3,6 Information distribution and its storage locations:

Name Storage Location Method

Organization structure Data server online Electronic

DIR Document SKY147 Page 3

SKY PLANNERS : SKY147 PROJECT CLOSEOUT REPORT
Storage for Submarine Fiber cable 1.4 | 01 July 2012

Ite Question Response

m

Project charter Cooperate office cochin & Electronic Electronic & Hard Copy
server online

Work breakdown structure Cooperate office cochin & Electronic Electronic & Hard Copy
server online

Budget breakdown structure Cooperate office cochin & Electronic Electronic & Hard Copy
server online

Material lists Cooperate office cochin & Electronic Electronic & Hard Copy
server online

Meeting minutes and reports Cooperate office cochin & Electronic Electronic & Hard Copy
server online

Communication plan Data server online Electronic

Health & safety project risk Data server online Electronic

management report

Material specification sheets Cooperate office cochin & Electronic Electronic & Hard Copy
server online

Site drawings Cooperate office cochin & Electronic Electronic & Hard Copy
server online

Electrical drawings Cooperate office cochin & Electronic Electronic & Hard Copy
server online

Fiber Track drawings Cooperate office cochin & Electronic Electronic & Hard Copy
server online

Structural drawings Cooperate office cochin & Electronic Electronic & Hard Copy
server online

Vendor orders Cooperate office cochin & Electronic Hard Copy

server online

Lessons learnt Cooperate office cochin & Electronic Electronic & Hard Copy
server online

Project close out report Cooperate office cochin & Electronic Electronic & Hard Copy
server online

DIR Document SKY147 Page 4

SKY PLANNERS : SKY147 PROJECT CLOSEOUT REPORT
Storage for Submarine Fiber cable 1.4 | 01 July 2012

4. Project Costs and Schedule

EMV Parameter Value Comments

Actual Cost £3,499,600,000

Planned Value £3,500,000,000 £216,000 allocated for contingency

Earned Value £400,000 Labour management, Tax benefit and contingency didn’t used in the
project

Cost Performance Index 1.002 Project required significantly less resources to complete

Schedule Performance Index -1.08 Delay in material purchase and labour union issues

Note: The original project schedule was re-baselined in December 2012 when government personnel assigned to the project
were released from the project; reduction in scope.

5.Project Risks and Issues

Item Risk per Project Plan Open Issue

3.1 Change in scope of the project? Yes

 No

3.2 Physical risk like, construction quality or corrosion? Yes

 No

3.3 Environmental hazards after operation begins? Yes

 No

3.4 Pending payments or work? Yes

 No

3.5 Import tax hike and change in government policies  Yes

No

DIR Document SKY147 Page 5

SKY PLANNERS : SKY147 PROJECT CLOSEOUT REPORT
Storage for Submarine Fiber cable 1.4 | 01 July 2012

Project Lessons Learned

Various lessons learned from this project is documented and recorded for the
future references. As the project team has little experience in fiber optical
technology, the lessons learnt from this project would be quite useful for future
projects. The lessons learned are documented and recorded. The project
manager prepared these documents and forwarded to the quality department
and head quarters .The budgeting with contingency made the project cost
under the budget. Also allocation one core team member to manage the labour
outsourcing and their benefits and issues made the works go mostly with
schedule.

The error in the drawing affected track routing and company faced the
shortage of rollers to lay the track as a consequence. Even the least error in the
drawing would cause the delay to the entire project. Hence Engineers must pay
more attention while monitoring the work of the designers to prevent future
errors. The standards should be specific and not open to interpretation.
Engineers should have relevant knowledge and education in preparing the
design and documenting the report which should be verified by the team
leader. Moreover, the track rollers had to be ordered from the vendor and the
time of the order coincided with the period when the market remains close
resulting in a delay of one months to procure the materials. So it enhances the
significance of considering the contingency while ordering the materials. So in
future while ordering the critical materials some percentage of contingency
(20%) should be taken in to account so that the shortage in materials due to
the errors can be solved. On other hand if there are any materials in excess
amount, that can be accounted in for the next project . Even some vendors are
ready to return the extra materials.

The client recommendation for higher grade of materials for the covering lid
forced the company to revise the order and it caused a delay of two months to
get the materials As the orders had already been placed before the
recommendation, we had to revise the order which made a delay in procuring
the materials. Such situations can’t be predicted. Hence it has to be included in
the contract documents.

In addition to this company faced a major issue of the error occurred in the
stress analysis. Even though the stress analysis is generated by stress analysis
software, some human errors like entering the wrong data and usage of
inappropriate units occurred. However, these problems were solved through
over time work. So it cost additional man hours. It also delayed the milestone
achievement. This can be averted through efficient supervision by the team
leaders.

DIR Document SKY147 Page 6

SKY PLANNERS : SKY147 PROJECT CLOSEOUT REPORT
Storage for Submarine Fiber cable 1.4 | 01 July 2012

We must identify possible failure scenarios that may lead to critical situations
and perform independent verification. Where the consequences of a failure are
severe, it is recommended that an independent analysis be carried out.

Post-Implementation Plans
Action Planned Date Assigned To Comments

Post-Implementation Review of Business Outcomes 2 August 2012 Fang Cross check in view from
Stake holders

Team assessment meeting 3 August 2012 Davis Parakal

Project Party 5 August 2012 Hesam Involve stake holders and

Parsing the team with awards

Project team reassign meeting 10 August 2012 Senior Analyzing the Team
management , Davis assignment meeting report
Parakal the team will be re allocated
or re assigned to next
projects.

DIR Document SKY147 Page 7