2024

PROJECT MANAGEMENT
CONSULTANCY

PROJECT CONTROLS SCOPE

© Mo. Elsheikh
 PMC
Project Controls Scope

STAGE 01 - MOBILIZATION (30 DAYS)

This phase focuses on establishing the Consultant’s framework documentation and processes
during the mobilization period:

Phase 1 (0 - 14 days)
1. Provide a detailed mobilisation programme including a Forty-five-day (45) look-ahead
WORK STAGE DELIVERABLES

schedule.
2. Establish communication, reporting and authorization procedures to operate between the
Client, the Consultant, the Client’s other consultants and contractors through PMIS.
3. Establish Portfolio and Project level Project Execution Plan (PEP) frameworks based on
Client portfolio-level plan (Portfolio Management Plan PMP).
4. Submit a Master strategic programme, including strategic milestones per project for the
purpose of establishing a baseline programme.

Phase 2 (15 - 30 days)

1. The Consultant shall, within twenty-one (21) calendar days prepare and submit the Project
Master Schedule, this detailed programme shall be provided by the Consultant in
coordination with the relevant Client consultants/contractors for every project and
contract. This document shall then be the Contract Baseline Programme.
2. Prepare and submit the Planning and Control Package (Programme, Reporting, Claims, Risk
Management Documentation Control, Consultant’s/Contractor’s performance evaluation
requirements).
3. Establish, submit, and attain Client approval on the Project Execution Plan (PEP)
documents, workflows, and procedures for all Client project activities.
4. Set up and implement on PMIS the communication, document management, project
management processes, reporting, and authorization procedures to operate between the
Client, Consultant, the Client’s other consultants and contractors.

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STAGE 02– CONSTRUCTION

1. Pre-Start on Site:
Consultant shall, prior to any Contractor commencing the construction works, ensure
that the Contractor submits a detailed, control-level time programme (Contract
Baseline) in accordance with construction contract documents and follows Client’s
WORK STAGE DELIVERABLES

requirements.
2. Formulation and Monitoring of Risk Register :
Coordinate the production of a risk register, with input from all parties, to ensure
accountability and tracking of any risks to the project’s success.
3. Start of Construction Works :
A first-month programme, to a per-day level of detail, is to be obtained from the
contractor to ensure that works are commenced on time and are undertaken at
maximum efficacy from the outset.
4. Monitoring of Construction Works :
A. Monitor the progress of works on a continuous basis and undertake various methods
to ensure the works progress is in line with the contract program.
B. In the event of any work slippage by the consultants, the Consultant shall issue
necessary contractual notices to remedy the situation and recover the delays or faults.
C. In the event of any work slippage by the contractors, the Consultant in alignment with
the CSC shall issue any necessary contractual notice and take necessary actions.
D. In the event of any applications for requests for any change, or claims, the Consultant
shall prepare a detailed estimate and evaluation for such work and assist in the
negotiation and dispute resolution.
E. Advising the Client in the event of persistent failure by the Construction Supervision
Consultant(s) and Contractor(s) to comply with the Contract Documents and in the
event of an unsatisfactory rate of progress.
F. Ensure that Construction Supervision Consultant(s) and Contractor(s) KPIs evaluations
are evaluated and validated.

5. Hand over and Close-out :

Lead the handover and close-out phase of every contract/project and ensure that
Contractors provide final project close-out report.

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Project Controls Scope

A. Project Controls Systems

1. Develop and implement a set of policies, and procedures for: document management,
programmes and progress reporting documentation, cost control reporting, managing
claims and change, engineering, risks, and the contractor's and consultant’s performance
evaluation.
2. Create the necessary templates, forms, and PMWEB workflows to provide project
management services.
CONSULTANT DELIVERABLES

3. Advise and recommend any such additional procedure(s) that the consultant considers
would assist in the timely completion of the work. The content and extent of these
requirements can be modified by the Client, if necessary, to suit the Contract's
requirements.
B. Project Management Delivery System
1. Provide, submit, and get Client approval on the Project Execution Plan (PEP/s) on the basis
of the Client Portfolio Management Plan (PMP) which shall define all processes,
procedures, and responsibility matrix.
2. Perform and manage all tasks as listed in the PMP and project management standards for
the post-contract stages.
3. Prepare and submit a Project Execution Plan (PEP), which should include, but not be limited
to, the Project organizational structure; Project team responsibilities and reporting
relationships; and the Consultant’s strategy for managing the Project, coordinated plans
to collectively define, describe and encompass the Consultant’s proposed, systems
methods, procedures, confirmation processes, sequencing of activities, and the like and
shall show how these combined together demonstrate Client’s requirements.
4. The PEP shall include, among other things: A stakeholder management and
communication plan; an Environmental Management System (EMS); Schedule
management plan; Reporting system; Key performance index; Project master schedule;
Risk and opportunity management plan; QS and cost control system; Change control
management system; Contract administration plan; Claims management plan;
Construction supervision manual; Construction standards and specifications; Defects
liability period management plan; Communications and document management plan;
Quality management plan; Health, safety and security management plan; Environmental
management plan; Sustainability plan; Utility management plan; Traffic consent plan;
Engineering plan; Procurement plan; Public Relation management; Testing and
commissioning management; Operations and maintenance period management plan; and
Project transfer, handover and Consultant’s demobilisation plan.
5. Perform and manage all tasks as listed in PEP and project management standards for the
post-contract stages. PEP may be updated periodically to suit changes to the project
circumstances.

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C. Planning and Scheduling

1. Provide a detailed mobilisation programme and Project Master Schedule (Contract
Baseline).
2. As deemed necessary throughout the Project, the Consultant shall recommend and make
revisions to the Project Master Schedule.
3. During Contract execution, if approved explicitly by the Client for any changes to the
Contract with Schedule impact, then the Consultant shall prepare a Revised Plan based
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upon the revised schedule, revised resources deployment and revised milestones.
4. Monitor and review, on a weekly basis, the construction progress and performance and
advise the Client accordingly. This shall be done using planning software, Primavera (P6)
version 17.0 or above or other Client-approved software to achieve prompt and accurate
reporting.
5. Validate all types of Project schedules prepared by the Consultants and Contractors and
report to the Client on the overall compliance with milestone objectives and the viability
of the schedules and establish a permit/statutory approval schedule.
6. An interim update of planning documents shall be operated if deemed necessary at the
request of the Client (i.e. weekly, fortnightly, etc.).
D. Reporting
1. Establish a ‘PMWEB’ web-based reporting and information-sharing tool that will provide
web-based reports, analysis, and dashboard metrics to highlight critical data points and
actively share information with all necessary stakeholders.
2. Submit plans and periodic/final (Close-out) reports in-due time as requested by the client),
The report shall be in the format given the Client’s Requirements and Guidelines.
3. Submit an Inception Report after four weeks from the commencement of services. The
Report shall contain a detailed work programme and a brief description of the updated
work methods proposed for carrying out the services in accordance with the Terms of
Reference. The report shall also identify any significant issues and problems likely to be
encountered.
4. Upon request from the Client, the Consultant shall provide the updates for weekly project
dashboard reports in a format to be agreed upon by the Client to clearly detail the status
of all key elements of the Project or a part thereof as directed by the Client.
5. If deemed necessary by Client, other reports and presentations shall be generated by the
Consultant when asked to do so and assist in presentations by Client.

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E. Time Claims and Schedule Adjustments

1. Examine, review, and prepare evaluation recommendations of changes and claims, and
provide technical data and technical support to assist the Client establishing changes and
in resolving claims and disputes with the Consultants and Contractors, and participate in
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all negotiations necessary to settle claims.

2. Ensure the Client’s requirements are implemented for the Consultants’ and Contractors’
Time Claims, Schedule adjustments and Changes (Variations).
3. Establish, implement, and maintain systems to capture relevant and necessary
contemporary information relevant to anticipated or submitted claims and develop and
implement a dispute and claims management system that handles disputes and claims
expeditiously and fairly.
F. Project Records, Document Control
1. Prepare the Document Control Procedure within twenty-one (21) Calendar days of the
Contract's Effective Date, in compliance with the Client’s Document and Correspondence
Control Procedure.
2. Develop and maintain a digital Document Status Register on a weekly basis.
3. Ensure the integration with the Client’s Consolidated Document Management System to
store and manage all the uploaded application documents with appropriate business
hierarchy and folder structure have the ability to share this information and follow a
proper filing/archiving system for the required hard copies.
4. A distribution matrix must be prepared and put in place to guide the project team and all
parties in distributing all documentation to the proper recipients without delay.
5. Maintain a full set of documents during the period of contract phases.
6. Record retention periods will be a minimum of 10 years; unless defined in the applicable
procedures or method statement approved by the Client.
7. Contractual, regulatory, and legislative requirements may require longer minimum
retention periods, the Client is responsible for identifying the retention period according
to record type.

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G. Time Claims and Schedule Adjustments

4. Examine, review, and prepare evaluation recommendations of changes and claims, and
provide technical data and technical support to assist the Client establishing changes and
in resolving claims and disputes with the Consultants and Contractors, and participate in
CONSULTANT DELIVERABLES

all negotiations necessary to settle claims.

5. Ensure the Client’s requirements are implemented for the Consultants’ and Contractors’
Time Claims, Schedule adjustments and Changes (Variations).
6. Establish, implement, and maintain systems to capture relevant and necessary
contemporary information relevant to anticipated or submitted claims and develop and
implement a dispute and claims management system that handles disputes and claims
expeditiously and fairly.
H. Project Records, Document Control
8. Prepare the Document Control Procedure within twenty-one (21) Calendar days of the
Contract's Effective Date, in compliance with the Client’s Document and Correspondence
Control Procedure.
9. Develop and maintain a digital Document Status Register on a weekly basis.
10. Ensure the integration with the Client’s Consolidated Document Management System to
store and manage all the uploaded application documents with appropriate business
hierarchy and folder structure have the ability to share this information and follow a
proper filing/archiving system for the required hard copies.
11. A distribution matrix must be prepared and put in place to guide the project team and all
parties in distributing all documentation to the proper recipients without delay.
12. Maintain a full set of documents during the period of contract phases.
13. Record retention periods will be a minimum of 10 years; unless defined in the applicable
procedures or method statement approved by the Client.
14. Contractual, regulatory, and legislative requirements may require longer minimum
retention periods, the Client is responsible for identifying the retention period according
to record type.

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I. Risk Management
1. Prepare a Risk and Opportunity Management framework and submit a complete
Qualitative and Quantitative Risk Register.
2. Manage the project cost and commercial risk during the construction and maintenance
periods.
3. Structure a process for documenting and reporting on the status of identified risks on a
CONSULTANT DELIVERABLES

regular basis throughout the Project.

4. Manage the submission and approval of risk assessments for consultants’ and Contractors’
risks and conduct Construction Contract Project-wide risk management using documented
processes and procedures.
J. Performance Evaluation
1. The KPI regime identifying the elements, their respective weightings, KPIs setting, and
scorecards will be identified and provided to the Consultant for implementation and
compliance. The responsibility for the overall management of the KPI procedure rests with
the Client.
2. Submit on a monthly basis a report describing its performance, measured against the KPIs,
over the month.
3. Prepare a procedure to establish the KPIs evaluation to ensure that all performance criteria
are met to the level of the Client’s satisfaction for each of the Site Supervision Consultants,
other Consultants, and Contractors. Ensure that all parties' KPI evaluations are evaluated
and validated.
K. Project Management Information System (PMIS)
PMWeb is the Client’s selected Project Management Information System (PMIS) that will
be utilized by all partners engaged in the Client’s Projects.
The System manages all:
 Documentation access & controls
 Project Management Processes (Changes, Commitments, Claims, etc.)
 Workflows
 Submissions/Reviews/Approvals
 Reporting
The Consultant shall use the PMWEB as the primary means for distributing and
retaining/archiving all documents and communications passed between members of the
project team.
The Client has the right to define the software program or the application to be used for
the PMIS and its license requirements.
Access to the system will be under license and all partners must utilize its reporting
functions.
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L. Meetings
1. Convene/chair all meetings as required, including but not limited to meetings on progress,
CONSULTANT DELIVERABLES

design, stakeholder, coordination, construction, commercial and risk management.

Minutes of meetings shall be prepared by the Consultant and circulated/actioned till
resolution.
2. Quarterly or monthly executive meetings - Chair and minute executive meetings to report
on and obtain Client instruction on critical issues affecting project progress or cost;
frequency of meetings to be agreed between the Client and Consultant
3. Consultants/Contractors Start-Up Meeting- Chair and minute an initial start-up (kick-off)
meeting with each contractor or consultant new to the Project to explain project logistics
and documentation procedures.
4. Stakeholders progress meetings - Chair and minute regular progress meetings with all
stakeholders on the project with the aim of identifying and monitoring critical issues
affecting the progress of the Project.
5. Contractors progress meetings - Chair and minute regular progress meetings with all
contractors employed on the project with the aim of identifying and monitoring critical
issues affecting the progress of the Project.
6. Cost Meetings - Chair and minute regular cost meetings to review all cost and contract
issues arising on the Project and to confirm these are being dealt with effectively and in
accordance with the agreed procedures.
7. Client progress meetings – Monthly and Weekly meetings shall be held with the Client’s
project Controls team.

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