Project Controlling Guideline

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					This is a guide that gives a company’s project controllers and calculators an overview
about the tasks that must be completed for the project. This guide also provides an
overview of timelines, master plans, and provides detailed descriptions of each task.
Additionally, this guide can be customized to provide for any additional industry-specific
language that may be necessary. This document is useful for small businesses and
other entities that want to provide guidelines to their project controllers for completing a
project.
Procedure

Project Controlling Guideline
                                                            Project Controlling Guideline




1.     INTRODUCTION ........................................................................................................ 3
1.1.    Objectives of Project Controlling Guideline ..................................................................................... 3
1.2.    Structure of Project Controlling Manual............................................................................................ 3
1.3.    Short overview about standard forms used...................................................................................... 3


2.     JOB DESCRIPTION PROJECT CONTROLLER / CALCULATOR ........................... 3
2.1.    Key activities of Project Controlling / Calculation ........................................................................... 4
2.2.    Responsibility of Project Controlling but not in charge of doing................................................... 4
2.3.    Follow up an Monitoring through Project Controlling ..................................................................... 4


3.     TIME LINE AND REFERENCE TO PROJECT MANAGEMENT MASTER-PLAN .... 4

4.     LIST OF DOCUMENTS LINKED WITH THIS STANDARD ....................................... 5

5.     CONTACT .................................................................................................................. 5




                    Prepared                                     Approved                             Released

                        K                                            M                                    Z
                       Date                                         Date                                 Date

                   28.01.2010                                   31.01.2009                           31.01.2009




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                                                     Project Controlling Guideline




       1. Introduction

1.1.     Objectives of Project Controlling Guideline

The Project & Calculation Processes are part of the complex share of responsibilities between existing CO.
plants and regions with regional projects, which will be supported by the HQ and the corporate activities for
the start-up of new plants in new regions.
The defined Processes are the frame for the Project Controlling and Calculation tasks and responsibilities.

The purpose of this guideline is to give all Project Controllers and Calculators:
    o an overview about the tasks and responsibilities with a job description.
    o an overview about the time-line within the master-plan of start-up projects
    o a detailed description of each task in the form of a project controlling manual.

1.2.     Structure of Project Controlling Manual

The main tasks of Project Controlling and Calculation are structured in work packages which describe the
necessary inputs, the necessary works of the Project Controller or Calculator and a description of the kind of
closing the work package. This makes the job of the project controller / Calculator measurable. The work
packages are sorted chronically as per the time-line, the different tasks have to be fulfilled in a project.

All necessary databases, tools and forms are directly linked to the respective work package(s).

1.3.     Short overview about standard forms used
         o   Assembly and Pre-logistics calculation Form with calculation forms of main functions (AP, LG, IT, QM, PE)
         o   Business Case study Form
         o   Change Calculation Form
         o   Project Reporting Forms: HR-Report, Invest-Tracking, Travel-Cost-Report
         o   Sales Controlling: Margin tracking Form
         o   Other auxiliary Forms (e.g. wage calculation Form)



       2. Job Description Project Controller / Calculator
All described tasks and responsibilities in the context of Project Controlling and Calculation are locally
dedicated in the following way:

The Project Controlling and Calculation of Key Projects, which applies to the scope of work of existing CO.
plants and Regions (SI and Start-up activities for future serial activities in existing CO. plants and Regions),
have to be done by local Controlling Departments.
The project controlling of headquarter activities for all projects have to be done by C-CF/BA-Projects &
Calculation (PC). The respective reporting of these activities has to be sent to the local Controlling
Departments.

Generally the local Controlling Departments will be supported on request by C-CF/BA-PC in the usage of the
respective processes, standards and tools. C-CF/BA-PC will also support on request the local project-
controlling- and calculation-tasks.

In case there is no existing CO. plant or Region (new project) the whole project controlling and calculation will
be done by C-CF/BA-PC until the tasks are transferred to a local controlling department.




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     2.1.       Key activities of Project Controlling / Calculation

            o   Calculation and Cost Estimation
            o   Project Planning & Project Reporting
            o   Travel Costs Monitoring and Ruling
            o   Support Sales, Purchase, HR and Project Management
            o   Value Flow: Definition of requirements at link to ERP-System
            o   Manage project controlling issues

     2.2.   Responsibility of Project Controlling but not in charge of doing
     !mainly responsibilities in case of start-up a new plant / new legal entity
          o Set-up CO. Standards, Philosophy and templates
          o Set-up accounting – first steps
          o Programs of state support and subsidies
                                                          rd
          o Legal issues: Entity registration, contracts 3 party and suppliers
          o Set-up change management
          o Banking and financing – first steps
          o External services and facility management

     2.3.       Follow up an Monitoring through Project Controlling

            o   Project-review-meetings
            o   Introduction of plant controller (in case of start-up of new plant / new legal entity)


            3. Time line and reference to Project Management master-plan




   Kick-Off                                                                                                      100 days
 200-350 days                                                                                                    after SOP
  before SOP                                                                                      SOP



Project-        Project-Teambuilding        Invest                      Recruit. Dep. Heads
                                                                                                         Handover to Plant
Team            Planning                    Layout Planning             Detail Planning                  Pre-Series Analysis
                First Contact to OEM        Technical Planning          Pre-Series                       Start of Prod.



                                            Project-Reporting
                Set-Up Office                                           Handover to Plant
Project-        Legal Issues
                                            Invest Tracking
                                                                        Controller / Accountant
                                            Financing                                                    Support of
Controller      Business Plan                                           Plan VII or Plan XI              Local Controller
                                            Detail Costing
                Order Calculation                                       Set-Up Accounting                (if needed)
                                            Support Sales,
                Travel Costs Opt.                                       Change Management
                                            Purchase & HR




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    4. List of documents linked with this Standard
Project Controlling Manual

    5. Contact




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DOCUMENT INFO
Description: This is a guide that gives a company’s project controllers and calculators an overview about the tasks that must be completed for the project. This guide also provides an overview of timelines, master plans, and provides detailed descriptions of each task. Additionally, this guide can be customized to provide for any additional industry-specific language that may be necessary. This document is useful for small businesses and other entities that want to provide guidelines to their project controllers for completing a project.
This document is also part of a package Project Planning Templates 11 Documents Included