PROJECT MANAGEMENT

MANUAL
PMO-MANUAL

Prepared by:

Reviewed by:

Manual Version: 01
Aug 02, 2022
 CONTENTS

Preface...................................................................................................................................................5

Chapter 1: Project Conceptualization.............................................................................................6

Survey & Feasibility study.............................................................................................................6

The purpose of feasibility studies is to..................................................................................7
Defining Stake Holders (Engineering Consultant, Consultant for the project Wetting
Subsidiary etc.................................................................................................................................7
A stakeholder map might assess:...........................................................................................8
SWOT Analysis / Pre-bid Risk Review.........................................................................................9
Strength, Weakness, Opportunity, and Threat (SWOT) Analysis.....................................9
Preparation for detail Project Report (DPR).............................................................................10
Contents of a detailed project report.....................................................................................10
Financial arrangement.................................................................................................................10
Permissions (if required)............................................................................................................10

Chapter 2: Project Initiation...........................................................................................................12

Project Award from BD to Execution Team...............................................................................12

Organogram / Team Building.....................................................................................................12
SOP............................................................................................................................................12
PFD............................................................................................................................................13
Land & Land Development..........................................................................................................14
Site Development / Site Mobilization.........................................................................................14

Chapter 3: Project Execution..........................................................................................................15

Engineering...................................................................................................................................15
Procurement.................................................................................................................................15
Supplier Tracking.........................................................................................................................17

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 Civil Construction.........................................................................................................................19
Erection/Installation (Mech/Elec/C & I) Including availing Permanent Power....................20
SOP............................................................................................................................................20
Process Flow Diagram (PFD)..................................................................................................21
Checklist....................................................................................................................................22
Commissioning & Trial run.........................................................................................................23
SOP:...........................................................................................................................................23
Process Flow Diagram (PFD) :................................................................................................24
Checklist:...................................................................................................................................26
Client Invoicing.............................................................................................................................26
Quality...........................................................................................................................................27
Vendor/Contractor Billing..........................................................................................................27
SOP............................................................................................................................................27
PFD............................................................................................................................................28
Checklist :..................................................................................................................................28

Chapter4 : Project Closure...............................................................................................................30

Technical Closure.........................................................................................................................30
Commercial Closure.....................................................................................................................30

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 PREFACE

The main objectives of this Project Management Handbook are to raise understanding

regarding project management and provide an adaptable guidance for complete project
Life cycle.

The project management life cycle consists of four steps: initiating, planning, executing,
and closing.

By setting the practical guidance and clear figures for project management, the Project
Management Handbook can increase the efficiency and quality of project management
and helps to manage projects effectively.

Effective project management ensures that the organization is focused and that the right
work is done correctly and in the most time and cost-effective manner. Communication is
managed effectively, and specific quality matrix been achieved.

Project Management Handbook emphasizes what project management is and why it

exists by defining project management and, later, setting out a selection of project
management approaches.

It facilitates project management from a wider perspective and defines a set of approaches
and concepts to support future projects and the delivery of day-to-day project
management work.

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 CHAPTER 1: PROJECT CONCEPTUALIZATION

The project conceptualization phase of the project delivery process is intended

to give sufficient definition to a proposed project so that a reliable budget
estimate can be made.
……………………………………………..

Survey & Feasibility study

Feasibility studies are preliminary studies undertaken in the very early stage of a project.
They tend to be carried out when a project is large or complex, or where there is some doubt
or controversy regarding the proposed development. If an environmental impact
assessment (EIA) is required, this may involve assessments best undertaken as part of
feasibility studies.

The purpose of feasibility studies is to

i. Establish whether the project is viable.

ii. Help identify feasible options.
iii. Assist in the development of other project documentation such as the business
case, project execution plan and strategic brief.

On large or complex projects, there may be a number of different feasibility studies carried
out, sometimes requiring different skills, and considering issues such as:

 Planning permission.
 The likelihood that an environmental impact assessment will be required.
 Other legal/statutory approvals.
 Analysis of the budget relative to client requirements.
 Assessment of the potential to re-use existing facilities or doing nothing rather
than building new facilities.
 Assessment of any site information provided by the client.
 Site appraisals, including geotechnical studies, assessment of any contamination,
availability of services, uses of adjoining land, easements and restrictive
covenants, environmental impact, and so on.
 Considering different solutions to accessing potential sites.
 Analysis of accommodation that might be included or excluded.
 Assessment of the possible juxtaposition of accommodation and preparing
basic stacking diagrams.
 Assessing operational and maintenance issues.
 Appraisal of servicing strategies.

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  Programmed considerations.
 Procurement options.

Defining Stake Holders (Engineering Consultant, Consultant for the project Wetting Subsidiary etc.)

The term 'stakeholder' refers to anyone that has an interest in a project and can influence its
success.

It is important to identify stakeholders in a project as early as possible. They may include the

following.

 Members of the client organization (such as user panels, champions and

department heads).
 Other user groups (such as customers, residents, occupants, and visitors).
 Funders and shareholders.
 The local authority building regulations, licensing and planning departments.
 Other statutory authorities and non-statutory consultees.
 Special interest groups such as heritage organizations and environmental bodies.
 Suppliers.
 The emergency services.
 Statutory undertakers (utilities companies).
 Insurance and warranty providers.
 investors

Stakeholders may not all have the same objectives. It is important therefore to

identify areas of convergence and areas of difference between them and to manage
individuals whose expectations are unlikely to be met.

A first step in considering how to interact with stakeholders can be the preparation of

a stakeholder map or stakeholder matrix e.g.  A Rough Guide to Stakeholder Mapping

A stakeholder map might assess:

 The likely impact of the development on the stakeholder.

 The issues that they will have an interest in.
 Their likely position.
 Their ability to influence the development.
 Their potential impact on the project.
 Potential mitigating actions.

A stakeholder map allows a plan to be developed for how to manage the involvement of

different stakeholder groups. Clearly, a stakeholder that the project will significantly impact upon, who has a

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 strong ability to influence the development and is likely to be against it, will require a great deal of attention.
This may result in the preparation of a stakeholder management
plan outlining strategies for stakeholder communication and consultation.

Where the intention is to involve stakeholders in the development of the project, they should be involved early
on to allow them to influence key stages such as brief development, rather than just allowing them to comment
on designs after they have been completed (see the article consultation process for more information).

Stakeholders can provide useful feedback (and an indication of the likely response to a subsequent planning

application), however, as they may not be experienced in building projects, and their actions may be beyond the
control of the client, their involvement requires careful organization, and a clearly understood mandate. Large
or complex projects may benefit from a professional third-party facilitator to ensure
that stakeholder involvement is properly managed.

A variety of communicating methods can be used to help stakeholders properly understand the project (such

as 3D visualizations), and a variety of consultation methods can be adopted:

 One to one consultations.
 Meetings.
 Focus groups.
 Questionnaires.
 Exhibitions and open-days.
 Workshops.
 Websites.
 Printed materials.
 The use of specialist toolkits and games.

Stakeholder management should be an ongoing process not a one-off event, and the stakeholder

map and management plan may need to be updated throughout the life of the project.

SWOT Analysis / Pre-bid Risk Review

Strength, Weakness, Opportunity, and Threat (SWOT) Analysis

 What Is SWOT Analysis?

 How to Do a SWOT Analysis
 How to Use a SWOT Analysis
 SWOT Analysis Example
 Frequently Asked Questions About SWOT Analysis
 The Bottom Line

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 Strength Weakness

SWOT

Opportunity Threat

Preparation for detail Project Report (DPR)

A detailed project report is extremely important in order to turn the idea of your project into a reality.
A DPR acts as a ladder towards success to make your project reach great heights. If the project report is
prepared by putting a tremendous amount of effort into details, you will surely get good results later.

Contents of a detailed project report

 A detailed project report must include the following information:
 Brief information about the project
 Experience and skills of the people involved in the promotion of the project
 Details and practical results of the industrial concerns of the promoters of the project
 Project finance and sources of financing
 Government approvals
 Raw material requirement
 Details of the requisite securities to be given to various financial organizations
 Other important details of the proffered project idea include information about
management teams for the project, details about the building, plant, machinery, etc.

Financial arrangement

Project finance is the funding (financing) of long-term infrastructure, industrial projects,

and public services using a non-recourse or limited recourse financial structure. The debt
and equity used to finance the project are paid back from the cash flow generated by the
project.

Project financing is a loan structure that relies primarily on the project's cash flow for
repayment, with the project's assets, rights, and interests held as secondary collateral.
Project finance is especially attractive to the private sector because companies can fund
major projects off-balance sheet (OBS).

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 Permissions (if required)
Statutory & Legal Compliance

Environment Permissions
CTE, PVC & Plan Approval
Utilities (For Construction Purpose)
ROW Permissions
Other Permissions
i)
ii) EPF and ESIC Act 1952 & 1948
iii) Insurance act
iv) Labor act
v) Fire & Safety
vi) Factory Act

a) I-DPR

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 CHAPTER 2: PROJECT INITIATION

Project Award from BD to Execution Team

Organogram / Team Building
An organogram is a graphical representation of an organization’s structure. It’s
used to show hierarchical relationships between managers and the people who
report to them, as well as departments. An organogram is a useful tool for
organizations to both visualize reporting relationships and communicate
employees’ names, skills, and contact information.

SOP
Points to be considered while preparing organogram and team building.
a) Purpose: -
To provide a standard operating procedure for defining Role and Responsibilities of
employees in an organization and Departmental Organogram.

b) Scope: -
The scope of this SOP is applicable defining Role and Responsibilities of employees in
all the departments as well as preparation of departmental organogram at [company
name].

c) Responsibility:
Head of Departments:
To prepare an organogram for the department as per hierarchical structure.
To issue a job responsibility for the work to be assigned to the employee.
Employee:
To read and understood the job responsibility and accept it. To ensure that training with
respect to assigned role is completed before accepting the job responsibility.
Human Resource (HR) Department:
Approved Job responsibilities of all the employee shall be maintained by HR
department in respective employee files.
Definitions:
Job responsibility or Job description: A job responsibility is a description of
duties and tasks to be performed during job role assigned by employer or within
the department

PFD

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 Organization chart

CMD

CEO

COO

Procuremen
PMO HR/Admin Execution Engineering Audit
t

Planning
Asst. Admin Asst. HR Project GM PR manager
Head

Sr. Planning
Planning Engineer Project Store Account
Managrer manager manager manager
Finance

Constructio
n Manager

Civil Electrical Mechanical

Engineer Engineer Engineer

Land & Land Development

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 i) Land Procurement
ii) Authority Permission (if any)
iii) PVC (Plot Validation Certificate)
iv) Zoning Certificate
v) Distance Certification
vi) Plan Approval

Site Development / Site Mobilization

i) Topography Survey & Soil Testing
ii) Area Grading
iii) Fencing / Boundary Wall / Temporary Gates
iv) Construction Power with Internal Networking
v) Construction Water
vi) Temporary Site Office (Porta Cabin / Security Office etc.)
vii) IT related Development
viii) Store Development
ix) Green Area Development
x) Approach Road & Drainage Development
xi) Health & Safety Procurement
i) Insurance (EAR & CAR marine cum transit)

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 CHAPTER 3: PROJECT EXECUTION

Engineering
ii) Basic Engineering
iii) Management of Engineering Deliverables
iv) Monitoring Scope variation

Procurement
v) Civil Contractor

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 PFD:

Tendering

Complete Purchase
Requisition Form

Submit for Approval

Amend Order to Meet

Requirements No Approved

Submit Approved
Purchase Requisition
form to accounting &
Request Purchase Order

Recieve Purchase Order

Contact Vendor and

give Purchase order

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 vi) E & M Vendor
vii)Misc. Vendor

Supplier Tracking

PFD:
MATERIAL MANAGEMENT – MATERIAL RECEIPT

Start

PAGE 16 OF 31 Coordinate with vendor and

Review the material and update
the gate entry register with vendor intimate user dept. of expected
detail delivery.
 Forward Copy of GRN with Documents
to Operation Team at HO

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 Civil Construction
Receiving of GFC & GA Drawings
Freezing of Method Statement
Contractor Mobilization (Labor & Machinery)
Execution work

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 a) Civil work
i. Excavation
ii. Shuttering & Centering Work
iii. Steel Work
iv. Concreting
b) Mechanical work
c) Electrical work

Erection/Installation (Mech/Elec/C & I) Including availing

Permanent Power
Receiving of mechanical Equipment’s
Handover from Civil Execution to Erection Team
Erection of Mechanical/Electrical/ C&I unit as per approved Drawing
Documentation of Erection

SOP
a) Preparation of Design basis
b) Completion of alignment sheet, construction Drawing, Equipment layouts etc.
c) Preparation of General arrangement Drawing
d) Arrangement of power source & prepare requisition of material etc.
e) Review detailed technical specification of mechanical, Electrical and C& I equipment’s.
f) Carryout Technical evaluation of bids
g) Review Contractor documents
h) Preparation of platform for erection.

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 Process Flow Diagram (PFD)

Review of Technical
Power Source
Specification

Review of
QA-QC testing
Contractor/Vendor

Preparation of
Planning
Checklist

Input Drawing
Erection Preaparation of
Platform

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 Checklist

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 Rev No. Reason for Revision Prepared By Checked By Approval by

Rev 00 New procedure

Rev 01 Standardization of procedure

Document Title
Luthra Group of Company Execution Safety Procedure

Document Ref No. Date of Issue :

Commissioning & Trial run

SOP:
a) Make sure all construction and Erection works related to Mechanical, Electrical, C
& I completed in all respect and clearance is available for commissioning.
b) Ensure that erection protocols are handed over to client and clearance is available
for taking up commissioning.
c) Ensure availability of related approved Drawing, Operation & Testing manuals etc.
d) Ensure sufficient manpower, special tools & spare parts are necessary for the
commissioning.
e) Carry out pre-start-up inspection and ensure all temporary erection arrangements
are removed.
f) Ensure barricading, safety signs etc are arranged as applicable
g) Carry out necessary lubrication wherever necessary
h) No load trial run and Equipment operation to make vibration and safety device
checks and other required operating test and adjustments
i) Carry out pre-commissioning activities like Flushing, blowing, chemical cleaning
etc.
j) Signing off commissioning protocols and release of equipment for service

PAGE 22 OF 31
 Document Title
Luthra Group of Company Execution Safety Procedure

Document Ref No. Date of Issue :

Process Flow Diagram (PFD) :

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 Resourse
arrangment like
Manpower,
drawings etc.

Planning
Framework of
required
Commissioning
fuel ,consumbal
Team
es Material etc

Commissioning

Development of
Development of
Checklist &
Commissioning
commissioning
Sequence
procedures

Defining
commissioning
schedule

Rev No. Reason for Revision Prepared By Checked By Approval by

Rev 00 New PFD

Rev 01 Standardization of procedure

Document Title
Luthra Group of Company Execution Safety Procedure

Document Ref No. Date of Issue :

Checklist:
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 Sl.no Description Y N Remarks
All safety equipment are in place and
1
functional
2 Emergency procedures are known
Medical & first aid consideration have
3
been arranged
All inspection equipment has been
4
completed
5 Availability of approved Drawings
6 Ancillary work completed
7 Availability Erection Detail Dwg.
Operation Philosophy Approval
8
Completed
O&M Manual & Commissioning Checklist
9
Approval Completed
10 Manpower availability
11 Method statement Freeze
12 Necessary Spare parts available
Define and document requirement at the
commencement of each phase and
13
appropriate update throughout the
process
Verify document compliance as each
14
phase

Rev No. Reason for Revision Prepared By Checked By Approval by

Rev 00 New pr

Rev 01 Standardization of procedure

Client Invoicing
i) Submission of Performa invoice
ii) Submission of Supporting doc’s (If required)
iii) Submit Tax invoice

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 Quality

1) Bought out item

a. Quality Assurance Plan (QAP)
b. Third Party Inspection (TPI) – if required
c. Incoming material inspection report (IMIR)
2) Quality assurance at site
d. Stagewise inspection during construction & Erection
e. Submit inspection report

Vendor/Contractor Billing

SOP

Following points should be verify during checking of Contractor billing.

 Measurement sheet shall certified by site Engineer

 Invoice Supported by a valid PO/WO.
 Original Tax Invoice (Format as prescribed by Company).
 SES & GRN/Delivery Challan available
 Project Insurance from contractor available and valid
 PF/ESI Challan/ state compliance, as applicable provided by
contractor
 Cumulative Certified value is not more than the contract price
 Bill certification in accordance with the terms of the WO/PO
 Reconciliation statement along with monthly bill
 The contract sum mentioned the payment certificate is in accordance
with PO/WO
 Taxes charged by the vendor/contractor are as agreed in the PO/WO
 Advance (s) paid recover as per the term of PO/WO.
 Whether retention money is deducted as per the PO/Wo

Note: Payment modality shall be fixed during PO Drafting.

PFD

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 Start

Receive Performa invoice for advance from

contractor based on terms of contract

Review Performa Invoice and

fill payment advice

Forward approved payment

advice to finance team

Collect RAS Bill from Contractor on Record reason for discrepancy,

monthly basis with supporting docs. Inc. rectify and re submit the bill to
labour PF client by contractor

Scrutinize Bills for accuracy and

completeness Prepare material reconciliation
statement

Compare Measurement Sheet with

work done as claimed by Contractor Scanned Invoice with
recommended amount to HO

Reconcile RA Bill and

Compare Measurement Review Cross Check by Project
Sheet Division & Submit RA Bill to
Finance for Payment

Discrepanc End
y Found

Checklist :

Sl.No Particulars Yes/No Remarks

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 . /NA
1 Invoice supported by a valid PO/WO
2 Original Tax Invoice
3 Invoice submitted by vendor/contractor is
prescribed by company
4 GRN/Delivery Challan available
5 Project Insurance from contractor available and
valid
6 Bank Guarantee/corporate guarantee available and
valid
7 PF/ESI challans/ state compliance, as applicable
provided by the contractor
8 Cumulative certified value is not more than the
contract price
9 Bill certification is in accordance with the terms of
the WO/PO
10 The contract sum mentioned in the payment
certificate is in accordance with WO/PO
11 Taxes charged by the vendor / contractor are as
agreed in the PO/WO
12 Advance(s) paid recovered as per the term of
PO/WO
13 Whether retention money is deducted as per the
PO/WO
Notes if any….

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 CHAPTER4 : PROJECT CLOSURE

Technical Closure
iv) Pre-commissioning & trail Run Doc’s
v) Punch Point Closure
vi) Completion of Facility
vii)PG Test (Performance Guaranty Test)
viii) Operational Handover to Client

Commercial Closure
ix) Contractual Claims Closure
x) Vendor PO Closure
xi) Completion of Client Billing

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 SOP
a.
b.
c. Steel Work

d. RCC Work :-
1. Shoring Shuttering arrangement
2. Level Marking as per drawing
3. Safety Measures
Method Statement
1) Excavation :-

PFD

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 1) Excavation :-
Identify need for Clearty define Prepare Site
Excavation work scope Contractor
Person in-charge Competent Engineer

Site visit for Field Varification Execute work

Inspection using Checklist Contractor
Supervisor Supervisor

Check the Completion of

excavation each Work
day RFI closure
Contractotr
Engineer

Check list

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