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| 04.PR008 Invoicing and Closing Out |
1.1 Check and update systems
- Check all project documentation is complete, as per the PDP
- Check Share to ensure all issued documents have been uploaded to the project site
- Check document register to ensure there are no documents left in draft for the project
- Check any mobilisations in ERP to ensure dates are correct - check against offshore timesheets if unsure
- Check all tasks are completed in the project and move the project to closed. Any remaining tasks must be completed before the project can be close out.
- If equipment was sent offshore, ensure all mobilisation records have been uploaded to the system, the asset register is up to date and all equipment has been returned.
- If any deliveries were made for the project, ensure all delivery notes and photos have been uploaded to the system |
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1.2 Empty project box
Project box to be emptied, parts archived and any spares tidied away. Ensure copies of all documentation are taken, dispose of any documentation not required.
Return the empty box to storage in the goods in area.
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1.3 Project team feedback
Record any formal or informal feedback from the project team. Log a summary as a note against the opportunity. If there are any key points for concern, discuss with the Operations manager. |
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| 05.PR014 Change in already indentified risk to project deliverables |
1.1 Risk of not achieving a deliverable identified
I/P from 05.PR001
Originator to notify project team. |
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1.2 Options reviewed / discussed within project team
Project team discuss with the aim of finding a solution. |
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1.3 Identify measures that mitigate risk of not achieving a deliverable
If measures are identified, update project documents and tasks - go to the planning process.
If measures are not identified, go to 1.4 |
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1.4 Discuss with Operations Manager
Discuss with Operations Manager to see if a solution can be found. |
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1.5 Identify measures that mitigate risk of not achieving a deliverable
If measures are identified, update project documents and tasks - go to the planning process.
If measures are not identified, go to 1.6 |
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1.6 Discuss with Account Manager
Discuss with Account Manager to see if a solution can be found. |
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1.7 Identify measures that mitigate risk of not achieving a deliverable
If measures are identified, update project documents and tasks - go to the planning process.
If measures are not identified, go to 1.8 |
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1.8 Discuss with Business Development director
Discuss with BD Director to see if a solution can be found. |
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1.9 Implement agreed actions
Implement actions as agreed with the Business Development director, update project documents and tasks - go to the planning process. |
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| 05.PR017 Setting Up Project Boxes |
1.3 Store All Items
Place all items in the box. Ensure any preservation requirements, as detailed in the goods in process, are put in place.
If items are fragile ensure that appropriate packaging is used inside the box to prevent any damage from occurring.
If items are electronic, ensure correct anti-static packaging is used, if appropriate. (Silver anti-static bag)
Any accompanying paperwork should also be stored in the project box.
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| 05.PR030 Change in project scope |
1.1 Project team discuss
The input is from 05.PR001 - Project Delivery.
Project team discuss to define issues surrounding change and assess impact on deliverables. (e.g. cost, programme, etc.…)
If possible, discuss potential solutions to present to Operations Manager. |
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1.2 Discuss with Operations Manager
Project team to consult Operations Manager at earliest opportunity on change.
Operations Manager to advise on way forward:
1.If no change required - return to delivery process
2.Change to be dealt with, within Operations - go to planning process
3.Consult Key Account Manager - continue with process |
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1.3 Discuss with Account Manager
Project team to consult Key Account Manager at earliest opportunity on change in scope, significant enough to warrant further consultation.
Key Account Manager to advise on way forward:
1.If no change required - return to project delivery process
2. Accepted change to deliverables - proceed as agreed in discussion and update plans accordingly - go to planning process
3. Significant change in scope, such as additional Engineering effort required, then proceed to 00.PR001 - Core process. |
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| 05.PR031 Formal contract review process |
1.1 Formal contract review is due
I/P from 05.PR001 Project Delivery
Project team, Operations Manager, Technical Lead and Account Manager notified that a formal contract review is due, as per pre-defined timescales in the project quality plan, project delivery plan and project programme. |
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1.2 Project team to write agenda and circulate
Project team to set date, time and format of meeting (e.g. review contract quality plan, review performance, etc.) and distribute agenda.
Agenda to include:
-Quick summary of what the project is (5 mins)
-Review of current status
-Review of previous performance (i.e over a defined time period - e.g. 1 year or 6 months, etc)
-Good points
-Bad points
-AOB
-Actions - any actions from the meeting are to be entered into ERP before the meeting ends |
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1.3 Tasks to be assigned
Project team to define tasks and assign accordingly for any preparation work involved. |
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1.4 Hold meeting
Meeting to be held in accordance with agenda. |
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1.5 Actions
Any actions from the meeting to be added to ERP (SMART) deadlines, before the meeting is finished. |
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1.6 Return to project delivery process
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| 05.PR032 Project review process |
1.2 Review plan
Project team review progress against project plan. If issues are identified, for example a change in budget or scope, go to the Project delivery process.
Issues include anything requiring a change to the agreed plan. For example, this could include: task becoming so overdue that deadline could be missed, late delivery from a supplier, deadlines changing, etc. |
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1.3 Review individual workloads
Project team review individual workloads. If issues are identified go to Project delivery process. |
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1.5 Update tasks in ERP
The project team individuals are responsible for updating their project tasks. Time is to be allocated against each task before it is closed. Reference the project delivery guidance note for this.
Link to 05.GD015 Project delivery guidance note |
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1.6 Return to Project delivery process
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