Summary of Project Managers Tasks and Tools - PDF

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					      3. MANAGEMENT

               Project management in Deltamarin includes:

               −    Contacts to client's organisation
               −    Project planning and scheduling
               −    Project follow-up and reporting
               −    Technical and interface co-ordination
               −    Leadership of the project team
               −    Analysing the results of the project

               Quality assurance system of Deltamarin is the basis for project management.

               Deltamarin's control procedure includes following items:

               −    Project planning, contract and planning reviews
               −    Work Breakdown Structure (WBS) and cost control
               −    Project organisation
               −    Project QA plan
               −    Project source data follow-up
               −    Project scheduling and resource control
               −    Reporting
               −    Project meetings
               −    Project documentation, recording and filing
               −    Project change control
               −    Project design document validation control
               −    Final report

               Summary of Project Managers Tasks and Tools

                                                             1
                                                         evaluation of the
               close out report 12                                             2
                                                         order & contract
               for body of knowledge
                                                         review               defining the work
                                                                              breakdown structure (wbs)
     keeping a       11
     diary of the project
                                                                                           3 Defining the project
quality assurance 10                                                                           organisation
of drawings/ documents


     reporting of 9                                                                        4
     alterations                                                                        building up a quality
                                                                                        assurance C- manual
                                                                                5
        building up the 8
                                                                               defining basic information
        filing system, Delta-Doris
                                                                               needed, source data
                                       agreement of 7a       planning 6
                                       reporting and         and scheduling
                                       meeting practice 7b   of the project
The QA-C manual plays an important role for the project manager, describing
work procedures and instructions how he can build-up his project
management system.

One of the most important tasks - if not even the most important - of the
project manager at the start-up stage is preparing the project plan/quality
plan. The following table gives a list of contents for a typical quality plan.

List of contents for a typical quality plan / project plan
1.      Scope of work
2.      Organization and communication
3.      Schedule and drawing list
4.      Work breakdown structure and hour report
5.      Project reviews
        - contract review
        - design review
6.      Project meetings
7.      Checking of drawings
8.      Filing
9.      Reports, source and progress
10.     Document info, mailing and copying
11.     Modification procedure
12.     Quality control
13.     Cad and data transfer
14.     Confidentiality

The first step is to agree upon the project plan with the customer. After that it
is the project manager’s tool to supervise his project ant to ensure that the
customer’s requirements are fulfilled according to the contract.

Planning

Contract review and project evaluation is the first thing to start with the project
team.
Basic characteristics of the project are defined including main information of
the vessel, scope of the work and main items of the contract. All related
documents are listed and distributed as necessary.

The project manager is responsible for the project supervisor or for the
management group of the company. The project manager with his project
group is taking care of accomplishing the project. The discipline managers
and project secretary are further key people.

Customer contact persons as well as other important partners are to be
shown in the organisation chart as well as contact levels.
                                                                                                                                                                         Raisio      Client
 SHIP PROJECT                                                                                                                                                            Finland
                                                                                DELTAMARIN LTD
 DESIGN ORGANIZATION CHART
 OF DELTAMARIN LTD                                                              Managing Director                                                                                                   SHIPYARD
                                                                                J Laiterä
 29.4.1999 Rev. 1 KH/hk

                                                                                PROJECT MANAGER
                                                                                M Lundsten
                                                                                                                                                                                                  PROJECT MANAGER
                                                                                                                                                                                                  NN
                                               PROJECT SECRETARY                                     PROJECT ASSISTANCE
                                               NN                                                    K Herrala




                                                                     PROCUREMENT                        DETAIL DESIGN                                   SITE TEAM
                                                                     R Hellsten                         T Nurmi                                                                                   DESIGN TEAM
                                                                                                                                                                                                  AT THE
                                                                                                                                                                                                  SHIPYARD



                                                                                                                                                                                      DM
                                                                                                                                                                                      SITE TEAM
                      CLASSIFICATION
      BUILDING PLAN




                                                                                                                       V Kemppainen
                                       V Kemppainen




                                                                                                        P-P Kyttänen




                                                                                                                                                            MACHINERY
                                                                                                                       OUTFITTING




                                                                                                                                                                        ELECTRICAL
                      P-P Kyttänen
                                       OUTFITTING




                                                                           MACHINERY
      M Lietepohja




                                                                                        ELECTRICAL




                                                                                                                                                                        H Pekkinen
                                                                                        H Pekkinen




                                                                                                                                      INTERIOR
                                                                           P Virtanen
                                                      INTERIOR




                                                                                                                                                            H Salama
                                                                                                                                      K Förbom
                                                      K Förbom




                                                                                                                                                 H Lehtiö
                                                                 J Leino




                                                                                                                                                 HVAC
                                                                                                        HULL
                                                                 HVAC




An example of a project organisation with key-people and main
responsibilities. It is a project based organisation not a line based.


The project schedule is presented as bar charts, with information of the total
design time, start and end dates, of the time for each discipline and each
document or group of documents, and responsible designer for each
document, dates for main events (milestones) as delivery date, feedback and
scheduled meetings.
DELTAMARIN LTD, FINLAND                                                                                                                                                     PROJECT FOLLOW-UP SHEET
Revision date:Fri 14.4.00                                                                                                                                                                                                                                                  Page:2
                                              PROJECT: DETAIL DESIGN SCHEDULE OF HULL
                                                                                            Oct ’99      Nov ’99      Dec ’99      Jan ’00 Feb ’00  Mar ’00      Apr ’00      May ’00      Jun ’00      Jul ’00      Aug ’00       Sep ’00      Oct ’00      Nov ’00      Dec
  DWG.NR.      Drawing Name                                                     Dsr        40 41 42 43 44 45 46 47 48 49 50 51 52 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50
71-201-03356             SECT. 72, 5.DECK AND BHDS. BELOW, FR.102-FR.117           PK                                                75%
71-201-03355             SECT. 92, 6.DECK AND BHDS. BELOW, FR.102-FR.117            TMT                                              80%
71-201-03450             SECT. 7, ENGINE FOUNDATIONS                                 RS                                                  100%
                         SECT. 51, 4.DECK AND BHDS. BELOW, FR.86-FR.101              MH                                                       75%
                         SECT. 71, 5.DECK AND BHDS. BELOW, FR.86-FR.101             PeJ                                                       50%
                         SECT. 91, 6.DECK AND BHDS. BELOW, FR.86-FR.101             TMT                                                       35%
                         SECT. 45, 4.DECK AND BHDS. BELOW, FR.55-FR.69               VS                                                               45%
                         SECT. 65, 5.DECK AND BHDS. BELOW, FR.55-FR.69               MZ                                                               70%
                         SECT. 85, 6.DECK AND BHDS. BELOW, FR.55-FR.69              (MH)                                                              25%
                         SECT. 46, 4.DECK AND BHDS. BELOW, FR.70-FR.85               VS                                                               41%
                         SECT. 66, 5.DECK AND BHDS. BELOW, FR.70-FR.85               MN                                                               15%
                         SECT. 86, 6.DECK AND BHDS. BELOW, FR.70-FR.85               MH                                                               50%
                         SECT. 24, MACHINERY ROOM, FR.47-FR.58                      MJV                                                                     20%
                         SECT. 41, AFTER PEAK                                       PeJ                                                                        20%
                         SECT. 44, 4.DECK AND BHDS. BELOW, FR.39-FR.54               VS

                         SECT. 64, 5.DECK AND BHDS. BELOW, FR.39-FR.54               MZ

                         SECT. 84, 6.DECK AND BHDS. BELOW, FR.39-FR.54               MH

                         SECT. 23, AFT SHIP, FR.35-FR.46                             SS                                                                              12%
                         SECT. 22, AFT SHIP, FR.23-FR.34                             RS                                                                                       5%
                         SECT. 43, 4.DECK AND BHDS. BELOW, FR.23-FR.38              HeJ                                                                                      60%
                         SECT. 63, 5.DECK AND BHDS. BELOW, FR.23-FR.38               VS

                         SECT. 83, 6.DECK AND BHDS. BELOW, FR.23-FR.38

                         SECT. 105, 7.DECK AND BHDS. BELOW, FR.55-FR.69

                         SECT. 125, 8.DECK AND BHDS. BELOW, FR.55-FR.69

                         SECT. 145, 9.DECK AND BHDS. BELOW, FR.55-FR.69

                         SECT. 21, AFT SHIP, AFT-FR.22                               MZ




  Planned work                                             Final Delivery, actual                                         Rolled Up Split                                                    Production Start
  Progress                                                 External Tasks                                                 For Approval, planned                                              Final Source Data to DM
  Summary                                                  Project Summary                                                For Approval, actual                                               Contract Review
  Final Delivery, planned                                  Split                                                          From Approval                                                      Design Review




        Typical project main schedule.


        S-curve with planned progress and man-hours in a very important tool for the
        project manager to follow up the general progress of the work. The manning
        plan is made to show the required capacity for each discipline as a function of
        time.
                                                                                                                         Date:31.3.1999
               DELTAMARIN
                        KH/16.8.1998
                                                                                                     DM SHIP PROJECT /
                                                                                                     S-CURVE OF HULL

                                                                                                                                                                                                                                                 120
                                                                                                                                                                                                                                                 115
                                                                                                                                                                                                                                                 110
                                                                                                                                                                                                                                                 105
                                                                                                                                                                                                                                                 100
                                                                                                                                                                                                                                                 95
                                                                                                                                                                                                                                                 90
                                                                                                                                                                                                                                                 85
                                                                                                                                                                                                                                                 80
                                                                                                                                                                                                                                                 75
                                                                                                                                                                                                                                                 70
                                                                                                                                                                                                                                                                PROGRESS




                                                                                                                                                                                                                                                 65
                                                                                                                                                                                                                                                 60
                                                                                                                                                                                                                                                 55
                                                                                                                                                                                                                                                 50
                                                                                                                                                                                                                                                 45
                                                                                                                                                                                                                                                 40
                                                                                                                                                                                                                                                 35
                                                                                                                                                                                                                                                 30
                                                                                                                                                                                                     PLANNED                                     25
                                                                                                                                                                                                     ACTUAL                                      20
                                                                                                                                                                                                                                                 15
                                                                                                                                                                                                     PROGRESS                                    10
                                                                                                                                                                                                                                                 5
                                                                                                                                                                                                                                                 0
                     18 20 22 24 26 28 30 32 34 36 38 40 42 44 46 48 50 52 1                                                                                                            3        5        7        9 11 13
                                                                                                                   WEEKS

        Example of S-curve of planned progress and man-hours prepared at the
        planning phase.
                                                                DM SHIP PROJECT / CAPACITY CURVE OF DM DESIGN

            90
                                                                                                                                                                                            HULL, DETAIL

                                                                                                                                                                                            ELECTRICAL, DETAIL
            80
                                                                                                                                                                                            MACHINERY, DETAIL

                                                                                                                                                                                            HVAC, DETAIL
            70                                                                                                                                                                              INTERIOR, DETAIL

                                                                                                                                                                                            PROCUREMENT

            60                                                                                                                                                                              ELECTRICAL, BASIC

                                                                                                                                                                                            MACHINERY, BASIC

            50                                                                                                                                                                              HVAC, BASIC
  PERSONS




                                                                                                                                                                                            INTERIOR, BASIC

                                                                                                                                                                                            OUTFITTING, BASIC
            40
                                                                                                                                                                                            CLASSIFICATION OF HULL,
                                                                                                                                                                                            BASIC
                                                                                                                                                                                            GENERAL, BASIC
            30


            20


            10


            0
                 11

                      14

                           17

                                20

                                     23

                                          26

                                               29

                                                       32

                                                                35

                                                                      38

                                                                              41

                                                                                     44

                                                                                            47

                                                                                                    50




                                                                                                                                 10

                                                                                                                                           13

                                                                                                                                                16

                                                                                                                                                       19

                                                                                                                                                                22

                                                                                                                                                                     25

                                                                                                                                                                           28

                                                                                                                                                                                 31

                                                                                                                                                                                       34

                                                                                                                                                                                              37

                                                                                                                                                                                                   40

                                                                                                                                                                                                         43

                                                                                                                                                                                                              46

                                                                                                                                                                                                                   49

                                                                                                                                                                                                                          52
                                                                                                          1

                                                                                                                 4

                                                                                                                          7
                                                                                                               WEEKS


Example of project manning plan.


Work breakdown structure means dividing the project into parts according to
discipline responsibilities, main groups of documents, document numbering
system, and any specific project related requirements. Necessary codes for
follow-up of design hours and other costs are considered as well.


 SHIP PROJECT
 DELTAMARIN DESIGN
                                                                                                          PROJECT NUMBER
 15.4.1999 KH/hk Rev. 2                                                                                        2303




                  MANAGEMENT                                                  BASIC DESIGN                                                  PROCUREMENT                                            DETAIL DESIGN




                 General
                      2303000100
                 Secretary
                      2303000103
                 Scheduling
                      2303000105
                                               CLASSIFICATION




                 Inv. travelling
                      2303000120
                                                                 OUTFITTING




                                                                                                                                                                                      OUTFITTING
                                                                                                              MACHINERY




                                                                                                                                                                                                                               MACHINERY
                                                                                                                              ELECTRICAL




                                                                                                                                                                                                                                           ELECTRICAL
                                                                                                                                                     TURNKEYS
                                                                 230324….




                                                                                                                              230329….
                                               230323….




                                                                               230325….


                                                                                             230326….


                                                                                                              230327….




                                                                                                                                                     23038…..




                                                                                                                                                                                      23034…..




                                                                                                                                                                                                                                           23039…..
                                                                                                                                                                          23033…..




                                                                                                                                                                                                               23036…..


                                                                                                                                                                                                                               23037…..




                 Not inv. travelling
                                                                                                                                                                                                   23035…..
                                                                               INTERIOR




                                                                                                                                                                                                   INTERIOR




                      2303000121
                 Inv. copies
                                                                                             HVAC




                                                                                                                                                                                                               HVAC
                                                                                                                                                                          HULL




                      2303000126
                 Not inv. copies
                      2303000127
                 ADP
                      2303000150
                 Basic, classification
                      2303230030
                 Basic model
                      2303233000                Acc to           Acc to            Acc to        Acc to       Acc to          Acc to                 Acc to               Acc to      Acc to        Acc to     Acc to          Acc to       Acc to
                 Outfitting                    ID no             ID no         ID no         ID no            ID no           ID no                  ID no                ID no       ID no        ID no       ID no           ID no       ID no
                      2303240040
                 Interior
                      2303250050
                 HVAC
                      2303260060
                 Machinery
                      2303270070
                 Electrical
                      2303290090




Work breakdown structure for an engineering project.
            Source data or client information is one of the important project documents to
            be prepared at the start-up of a new project. The designer needs information
            to be able to start the design process as well as when proceeding with the
            design.

            It is essential to have all specifications and other contract documents,
            vendors’ equipment documentation, yard standards and it is preferable to
            have reference documentation as possible.

            Information is needed for the systematical follow-up; including system
            number, document name, description of necessary information, date when
            requested, needed and received and any deviation remarks.

            For managing this information a suitable system is required in order to collect
            the necessary information, e.g. input for certain design area or missing
            information.


Source Data Listing Last                              PXXXX NBxxxxxxxxxxxxxxxxxx                         Date: 21.8.2002

ID      RelName                                  Dwg. No          Rev. DM/BP Server                    Dev.Remarks
                                                                                                Exp Rec.
62016   -                                        7530-R17603
             Diagram of Black Water System, D7-D10                25.7   8.8.2000                     0032      preliminary
63001   -    Heating and Cooling for Air Conditioning                                            0026        -9
64001   -    Study of Air Conditioning Duct Routing                                              0026        -9
64002   -    Air Conditioning Routing Scheme                                                     0026        -9
64003   -    Air Conditioning and Ventilation Sharing Scheme                                     0026        -9
64004   -    Fan Rooms and Air Inlets                                                            0033        -2
64005   -    Air Conditioning Moistening System                                                  0033        -2
64006   -    Air Conditioning and Ventilation Systems                                            0033        -2
64007   -    Air Intakes and Outlets                                                             0028        -7
64008   -    Trunk Sharing Scheme                                                                0026        -9
64009   -    Air Conditioning Duct Routing                                                       0028        -7
64010   -    Ventilation Routing Scheme of Machinery Spaces                                      0026        -9
64011   -    Ventilation Routing Scheme of Deck Stores                                           0026        -9
64012   -    Car Deck Ventilation, D1-D5         0028-1370-01-2   7.7    14.7.2000               0026 0028   -3 novenco
64013   -    Fire Dampers                                                                        0032        -3
64014   -    Equipment: Fans for Cargo Space Ventilation                                         0032        -3
64015   -    Car Deck Ventilation, D6-D7         0028-1370-01-1   7.7    14.7.2000               0026 0028   -3 novenco
64016   -    Ventilation Deck1-2                 3700-A00301      8.8    10.8.2000                    0032
65001   -    Waste Flow Scheme                                                                   0028        -7
65002   -    Waste Handling System Diagram                                                       0035         0
65003   -    Waste Handling Room Arrangement                                                     0035         0
65004   -    Shredder System
66001   -    Diagram of Water Fire Extinguishing 7240-R15001      31.5   14.7.2000               0028 0028   -1
66002   -    Sprinkler System Diagram                                                            0036         1
66003   -    Drencher System Diagram                                                             0028        -7
66004   -    CO2 Room Arrangement                                                                0035         0
66005   -                                        7240-R15002
             Diagram of Water Fire Extinguishing D3-D6            31.5   14.7.2000                    0028
66006   -                                        7240-R15003
             Diagram of Water Fire Extinguishing D7-D10           31.5   14.7.2000                    0028
69001   -    Fire Fighting Devices                                                               0035         0




                                Missing Source Data                                  PXXXX                                    21.8.2002       1(3)
                                 ID          Name
                                          Rel.                                           Dwg. No.             Exp. Rec. Dev. Remarks
                                 16003    -     Yard Standards                                                                    0030: not available
                                 17009    -     TB standard structure                    SBF_DB_FSTD                              0023: not necessary
                                 17010    -     TB references                            SB_REFDB                                 0023: not necessary
                                 32007    -     Tank Top                                                                          not necessary
                                 32009    -     Deck 2 and Bulkheads Below                                                        see 32008
                                 42001    -     Chain Lockers and Pipes                                                           not necessary
                                 42002    -     Anchor Pockets                                                                    not necessary
                                 42004    -     Freeing Port Calculation
                                 45006    -     Tendering Equipment Arrangement                                                   not necessary
                                 45007    -     Accommodation Ladder Arrangement                                                  not necessary
                                 52003    -     Ship's Offices
                                 52004    -     Purser's Offices
                                 52005    -     Steward's Offices




            Example of missing source data list.
Filing system

A major engineering and design project includes thousands of produced
documents, requiring a lot of source data and other managing information.
For managing this vast amount of information a comprehensive filing system
is required. Some documents are produced only as CAD-files others in paper
copies. Correspondence, memorandums, etc. need to be filed as well.

Typical files for a major design project include basic information, (yard’s
standards and information), source data / client information, inspection copies
(own documents with markings for corrections etc.), delivered documents,
approved / commented documents and correspondence (covering letters,
faxes, etc.).

Each document in the file must have a dedicated number; different colours in
different files and each document file should include a list of contents. When
material from the files is removed a “borrower’s card” must be used showing
the location of the document.

CAD-files are easy to be arranged in a main computer system according to
disciplines, where at least subdirectories should be arranged for ready,
delivered and update status of each document indicating also inspections and
revisions.

Potential problems

It is advisable to evaluate at the very early stage what kind of risks and
potential problems a new project may include, such as new rules and their
interpretations, missing or delayed source data, excessive time for feed-back,
underestimated required capacity, new technical solutions and configurations,
prototype equipment etc.

Possible corrective actions for each item should be carefully thought in
beforehand.
And if a problem arises a short and quick response system should be
planned.

Follow-up and reporting

A regular follow-up is arranged on weekly or fortnightly basis at least for
progress of work, in percentage, used design hours, percentage of hours,
milestones, source data, separate open questions and possible problems and
modifications.

Results of follow-up are reported, usually monthly or fortnightly. S-curves and
other graphical form of showing information are used.

Modification management

Usual updatings due to normal iterative process and modifications due to
changes should be handled separately.

Updatings should be done in a reasonable way. It is not advisable to correct
immediately all the typing errors and minor mistakes, which are not significant
from the performance point of view, especially if all inspectors have not yet
given their feed-back. Otherwise it may be, that seven or eight updates are
made instead of the normal one to three.

Each modification is reported for the client, including at least: reason for
modification, effect on schedule, costs, weight, stability and any other specific
requirement. Modifications should generally be handled centralised via project
manager, not between individual designers and inspectors. Modifications
should be agreed without delays, minor ones in a week, major ones in two
weeks time. Design should not be modified without an agreement in
beforehand.