3 ct8 art qap poc project team organization

PROJECT OF HIGHRISE BUILDING – SERVICES IN LANDZONE CT8 PROJECT MANAGEMENT QUALITY ASSURANCE PLAN-PROJECT TEAM ORGANISATION AND RACI MATRIXORIGINAL ARTELIA VIETNAM Fl.11, HQ Building 193 C3 Bà Triệu Ha Noi Tel.: +84 (04) 3734 7260 DATE: NOV 2017 REF: CT8.ART.QAP.POC PROJECT OF HIGHRISE BUILDING – SERVICES IN LANDZONE CT8 project management QUALITY ASSURANCE PLAN-PROJECT TEAM ORGANISATION AND RACI MATRIXORIGINAL REVISION 00 01 COMMENTS DRAFT for comment DATE 01/11/2017 st submission 02 03 LƯU CHUYỂN TỚI Client – MY DINH REAL ESTATE INVESTMENT JOINT STOCK COMPANY PM - ARTELIA  Consultants/ Contractors  / CT8.ART.QAP.POC / NOV 2017  A PROJECT OF HIGHRISE BUILDING – SERVICES IN LANDZONE CT8 project management QUALITY ASSURANCE PLAN-PROJECT TEAM ORGANISATION AND RACI MATRIXORIGINAL CONTENTS PROJECT TEAM ORGANISATION CHART _ RACI MATRIX JOB DESCRIPTIONS _ 3.1 PROJECT DIRECTOR 3.1.1 ROLE _ 3.1.2 ASSIGNMENT INVOLVED _ 3.1.3 RESPONSIBILITY AND AUTHORITY _ 3.2 TEAM LEADERS - CS 3.2.1 ROLE _ 3.2.2 ASSIGNMENT _ 3.3 MEP MANAGER _ 3.4 SITE ENGINEER _ 3.5 PROJECT ASSISTANT 3.6 DOCUMENT CONTROLLER _ / CT8.ART.QAP.POC / NOV 2017 B PROJECT OF HIGHRISE BUILDING – SERVICES IN LANDZONE CT8 project management QUALITY ASSURANCE PLAN-PROJECT TEAM ORGANISATION AND RACI MATRIXORIGINAL PROJECT TEAM ORGANISATION CHART The project organisation chart shows the various entities involved in the project and their relationship to one another Please refer to the organization chart in Appendix It is noted that this document can be updated during the project execution RACI MATRIX The RACI matrix is a simple approach for defining organizational roles and responsibilities based on an understanding of the activities and decisions under consideration The initials “RACI” stand for Responsible, Accountable, Consult and Inform The RACI matrix is simply a table with tasks and decisions down the left side and organizational entities across the top The RACI initials are defined as follows:  Responsible: Individuals or groups that actually “do” the work, whether or not they are answerable for the results There MUST be at least ONE “R” per line  Accountable: The single individual or group that will be held directly accountable to ensure that the work is accomplished and should receive rewards or reprimands based on how well it is performed This person is “answerable” for the results There MUST be ONLY ONE “A” per line  Consult: Person or organization that MUST be consulted prior to the final recommendation or decision If this person does not agree with proposed action they should escalate the issue to the person with the “A”, to achieve resolution, otherwise the person with the “A” may proceed as proposed  Inform: Person or organization that MUST be informed after the proposal is final This person is required either to abide by the decision, or they must be informed because their work will be significantly impacted Extract of RACI Matrix: / CT8.ART.QAP.POC / NOV 2017 PROJECT OF HIGHRISE BUILDING – SERVICES IN LANDZONE CT8 project management QUALITY ASSURANCE PLAN-PROJECT TEAM ORGANISATION AND RACI MATRIXORIGINAL JOB DESCRIPTIONS 3.1 PROJECT DIRECTOR 3.1.1 ROLE The Project Director handles all aspects of the mission ordered by the Client, such as:  Responsibility for the objectives related to the mission 3.1.2  Coordination of the actions and parties taking part in the execution of the mission  Periodic information issued to the Client  Compliance by himself/herself and his/her team within the provisions of the Organization Manual and Method Notes  Management of the operational team ASSIGNMENT INVOLVED In order to prepare and execute the mission and on the basis of the tender file and contract, the Project Director must:  Elaborate the Project Execution Brief (PEB), which defines the objectives and contents of the mission, the organization and means in place to successfully carry it out, and the follow-up methods which will be applied to share among project teams and send it to Quality Management Department  Based on Quality Assurance Plan provided by Quality Management Dept, prepare detailed and specific Quality Assurance Plan for the project he is in charge to present it to client as an evidence for Artelia professional working practice / CT8.ART.QAP.POC / NOV 2017 PROJECT OF HIGHRISE BUILDING – SERVICES IN LANDZONE CT8 project management QUALITY ASSURANCE PLAN-PROJECT TEAM ORGANISATION AND RACI MATRIXORIGINAL 3.1.3  Identify the hazardous situations and establish the Occupational Health and Safety (OHS) plan of the project Analyze incidents and accidents in order to prevent reoccurrence and contribute to the improvement of the OHS performance (in coordination with safety committee and Quality Management Dept.)  Prepare and manage potential sub-contractors (definition of their missions, consultation file, interrogation file, selection, offer analysis and choice proposal, project contracts preparation, verification of mission completion, control of compliance to OHS rules, payment, evaluation)  Elaborate and maintain a reporting system, prepare and submit the report to the Client on a regular basis (at least monthly)  Attend coordination meetings with the Client  Manage design output (follow-up of drawings and their approval by third parties)  Manage changes, variations, claims raised by the design team  Check design aspects that could potentially affect the quality, functionality, cost or completion time of the project  Prepare cost estimate, budget and cash-flow Prepare and follow-up its own budget Manage the cost control  Ensure consistency of architectural design with structural and M&E design  Make sure that necessary surveys or audits are organized and ordered  Ensure actions are implemented for obtaining necessary permits  Checks consistency and completeness of tender package prepared by the consultant  Coordinate the tender evaluation and negotiation process with architectural works contractor(s)  Prepare the contract with all relevant documents to the contractors  Prepare the valuation for the monthly interim certificates submitted by the Contractors  Evaluate the consequences that could be incurred in the case of a modification in the contents or the conditions of the mission, and the actions required  Participate in the identification of events, evolutions and malfunctions, and suggest corresponding corrective actions RESPONSIBILITY AND AUTHORITY  The Project Director is assisted by an operation team, as clarified in the Project Execution Brief He/she has the necessary authority and autonomy for the successful execution of the mission  The Project Director executes his/her mission by applying the provisions specified in the note or letters of delegation of responsibility 3.2 TEAM LEADERS - CS 3.2.1 Role To handle the Construction Supervision mission, Artelia set up teams of Site Engineers Each team is managed by a “Team Leader” / CT8.ART.QAP.POC / NOV 2017 PROJECT OF HIGHRISE BUILDING – SERVICES IN LANDZONE CT8 project management QUALITY ASSURANCE PLAN-PROJECT TEAM ORGANISATION AND RACI MATRIXORIGINAL He/she also assists the Project Director in reaching the target defined in the Mission and in reporting to the Client 3.2.2 3.3 Assignment  Collect data for the reports and help the Project Director to prepare it  Review work contractor(s) methods (feasibility, required equipment, coordination with others)  Organize approval of all finishes and outfit equipment (timely submission of samples and supply of Client’s own equipment)  Manage Artelia site supervisors/engineer  Plan quality checks to be carried out during the construction, in particular all head of series  Carry out spot quality and safety checks on architectural works and hold record  Control and review contractor’s own quality checks  Organize and attend inspection prior hand over – write down list of snags  Ensure that snagging and remedial works are carried out by M&E contractors  Obtain operating and maintenance manual of all installed equipment  Obtain as-built documentation from architectural works contractor  Provide support for the preparation of contractor’s final account statement MEP MANAGER The MEP Manager is in charge of all building services aspects on the project He sets up a quality control process with the Contractors with proper workflow and work inspection request to ensure that works are properly checked on time, particularly during each critical phase He assists the Project Director and the Construction Manager during the design, tender and construction phases, particularly when meeting with third parties  Manage design output (follow-up of drawings, calculation notes and their approval by third parties) done by the M&E engineer appointed by the Client  Attend coordination meeting with the Client and the designers regarding the M&E trades  Check design aspects that could potentially affect the quality, functionality, cost or completion time of the project  Ensure consistency of M&E design with architectural and structural design  Ensure availability of required public utilities (water supply, drainage, power, telecom…)  Participate in preparation of detailed structure time schedule  Coordinate the tender evaluation and negotiation process with M&E contractor(s)  Prepare the contract with all relevant documents for the M&E contractors  Attend coordination meeting with structural engineer to define on shop drawings openings in the building structure (synthesis of building services)  Provide data (project progress, change and quality management, statistics, main issues encountered and solved) related to M&E for the project management report  Review M&E contractor(s) methods (feasibility, required equipment, coordination with others) / CT8.ART.QAP.POC / NOV 2017 PROJECT OF HIGHRISE BUILDING – SERVICES IN LANDZONE CT8 project management QUALITY ASSURANCE PLAN-PROJECT TEAM ORGANISATION AND RACI MATRIXORIGINAL 3.4  Make sure that contractor’s shop drawing have been reviewed and approved by relevant parties and kept up to date  Organize approval of all mechanical, electrical, plumbing equipment and endings (timely submission of samples and supply of Client’s own equipment)  During the construction stage, manage Artelia site supervisors  Attend site coordination meetings during construction stage  Carry out spot quality and safety checks on structural works and hold record  Control and review contractor’s own quality checks  Manage M&E contractor’s change requests, verifying that changes are in line with the Client’s interests (Investment/running costs) and maintain record  Organize and attend commissioning tests  Organize and attend inspections by authorities (in particular fire protection system)  Ensure that snagging and remedial works are carried out by M&E contractors  Obtain operating and maintenance manual and remedial works are carried out by M&E contractors of all installed equipment  Obtain as-built documentation from M&E contractors  Provide support for the preparation of contractor’s final account statement SITE ENGINEER The site engineer or site supervisor is ensuring that works on site are carried out according to the standards and the contract requirements He/she is entitled to instruct the contractor’s foremen or supervisor when such requirements are not met He/she shall make sure that the contractor is not delaying its works by setting with him clear daily target, in accordance with the project schedule The site engineer works under the Construction Manager’s supervision, and for their related field  Keep record of design, shop drawings and ensure that contractors are working with the latest approved design (“for construction”)  Supervise works – in particular material entering in the building - on a continuous basis, ensuring that construction is carried out in compliance with latest design and technical specifications  Ensure relationship with local authorities or neighbors  Check works daily progress against agreed time schedule and report to the construction manager  Check quantities in case of discrepancies found with the BoQ  Day to day site coordination between contractors  Ensure that site organization, access and traffic management is in accordance with the Contractor’s method statement  Ensure that site is kept constantly clean and safe and that works are carried out in compliance with local safety regulations – report any incident to the PM team  Ensure that supplies arrive on time, are flawless and are correctly stored  Carry out quality checks as per check-lists and hold record  Control and review contractor’s own quality checks / CT8.ART.QAP.POC / NOV 2017 PROJECT OF HIGHRISE BUILDING – SERVICES IN LANDZONE CT8 project management QUALITY ASSURANCE PLAN-PROJECT TEAM ORGANISATION AND RACI MATRIXORIGINAL 3.5  Make sure that recorded defects are timely made good  Report any unforeseen event or design insufficiency to the PM team  Participate in the preparation of the project management report  Attend commissioning tests and carry out inspections prior hand-over – draft snagging lists  Attend inspections by authorities (in particular fire protection system)  Ensure that snagging and remedial works are carried out by contractors PROJECT ASSISTANT The Project Assistant has to assist the Project Manager for all the administrative tasks The Project Assistant works under the Project Manager’s supervision 3.6  Management of office supplies and stationary  Translation of English documents into Vietnamese and vice versa  Recording of documents and maintaining log files (invoices, payments, quality checks…)  Typing of mails, minutes  Distribution of information and documents to the various project participants  Maintain filing system (hard and soft copy) according to Artelia procedures with appropriate labelling of files and documents  Petty cash control DOCUMENT CONTROLLER Document Controller has to assist the Project Director for all the administrative tasks Document Controller work under the Project Director’s supervision  Reporting to PM  Management of office supplies and stationary  Translation of English documents into Vietnamese or reverse  Recording of documents and maintaining log files (invoices, payments, quality checks…)  Distribution of information and documents to the various project participant  Maintain filing system (hard and soft copy) according to ARTELIA procedures with appropriate labelling of files and documents / CT8.ART.QAP.POC / NOV 2017