Project Site management - Facade perspective; trainings, procedures, systems,

1. Project Site Management
Arshad Khan

2. Objectives - 1
A set of rules that defines
 what needs to be done,
 when it needs to be done, and
 who is responsible for doing it.
 It includes a set of
◦ policies,
◦ procedures,
◦ standards,
◦ processes,
◦ practices,
◦ tools,
◦ techniques, and tasks that apply to the technical challenges
of the project.

3. Objectives - 2
 To have specific objectives that need to be
supported by our own project culture, tailored to
suit Projects of varying complexity and size.
 Implement, train and even more important
creating, and maintaining an appropriate
Administrative system.

4. Objectives - 3
 Plan, co-ordinate and control the complex and diverse
activities of projects.
 To extend support to the respective Project Managers
to ensure better time management on technical
matters.
 Introduce the concept of total quality management,
with the responsibility for quality shared by all staff
from top management downwards.

5. Training
 Training on the following areas to be
done

6. 1. Inventory Control System
• Create Stock Master
• Prepare Goods Received Note
• Prepare Material Issue Voucher
• Prepare Delivery Challan
• Prepare NCR
• Perform regular Stock Audit and filed
• Manage Tools Register
• Weekly cleaning of Warehouse
• Manage Stock Control Program
• File and manage document control.

7. Invoice Control System
 Register all Incoming Invoices with Serial Number
 Attach GRN for all material receipt except for services
performed.
 Store personnel to initial confirmation of receipts and for
services the respective person’s initial, confirming service
carried out,
 Copy of updated PO with previous receipts if any, attached.
 Original copy of Invoice or certified true copy stamped and
initialed by Supplier.
 Obtain Project Manager’s signature
 Update Invoice Register
 Prepare Transmittal to H.O.
 Request receiving copy from HO.
 File and manage document control.

8. Fixed Assets
 Check against Purchase Order.
 Register Fixed Assets details.
 Prepare Fixed Assets label.
 File separate copy of PO and Invoices in
Fixed Asset File.
 Obtain signature on Fixed Assets
assigned. Copy to be sent to HR.
 Perform periodical Audit

9. Site Request & Purchase Requisition
 Ensure clear detail information of items are
available.
 Indicate PMS Release number is made available
for Releases.
 Where Inventory Codes are available to indicate
on Site Requests.
 Update and generate request.
 Obtain Site/Project Manager’s signature
 File according to sequence numbers.
 Prepare Transmittal to Purchasing/Factory
accordingly.
 Monitor status of request weekly.

10. NCR
o Identify and confirm prior to raising NCR.
o Investigate cause of problems.
o Record in database.
o Distribute copies to respective departments for
immediate action.
o To close NCR within 7 days of creation.
o Book out NCR materials and store them separately and
accounted for.
o Dispose them according to NCR instructions.
o Monitor status of NCR every week.

11. Job Responsibilities
For reporting staff

12. Administrator
Transport Management
Purchase Requisition
Purchase Order
Fixed Assets
Good Received Note
Delivery Challan
Material Issues
File Management
Manage Incoming Invoices
Stores

13. Accountant
Manage Incoming Invoices
Reports Cash and Bank
Coordinate Payments to Suppliers
Coordinate Petty Cash Requirements
Invoice & Transmittals to RO
Weekly Cash Audit
Petty Cash Management

14. Front Office Admin
 Incoming/Outgoing Calls
 Incoming/Outgoing Documents
 Daily Attendance
 Invoice Control

15. Store-in-Charge
 Good Received Note
 Delivery Challan
 Material Issues
 Stores

16. Start
Identify
RequirementsStart
Prepare PR with
clear details
Approval Site
Manager
No
Terminated
Purchasing
Store Supplier
Record in
System
End
Yes
Purchase Procedure
Prepare Site Request with
clear details
Factory
Site Request
P.R.
PO Copies Site
Factory

17. Start Identify
RequirementsStart
Prepare Site Request with
REL No
Approval Site
Manager
No
Terminated
Logistics Hosur Factory
Store
Record in
System
End
Yes
Site Request Procedure
Factory prepares Materials
available
Yes Dispatch to SiteNo
Materials Receipt

18. Invoice Control Procedure
Start Assign Security
Control No
Verify attach DC,
GRN, PO
Enter all data to Invoice
Register in System
Approval by Snr Project
Manager
Copies with Attachments
Prepare Transmittal
Update System with Docket
No
File Complete Set
Discrepancies
NCR or Debit Note
Sent to HO
Accounts
Purchasing NCR Dept RHQ

19. Fixed Assets Procedure
Start Received Physical
Assets
Check against PO
Requester to sign for Asset
Received
Record in System all details of the
Assets
Copy of Invoice/PO/GRN to be
filed separately
Create GRN
Perform regular Audit
Copy to HR for items issued to
Personnel
Start

20. Stock Control Procedure
Start
Received Materials
Check against PO
Check Materials for
discrepancies
Record in System and Locate
Materials
Copy of Invoice/PO/GRN to be
filed separately
Create GRN
Materials Request
Material Issue Voucher
Prepare and Issue
Material
Update SystemPhysical Verification of
Materials
NCR Pass
Discrepancies
Material Request