EMPG – Roles of Functions

2
 Sales Process – Receipt of Tender
Submission of credentials & Receipt of Tender Documents Visit proposed sites along with
presentations to Client / viz., Commercial Conditions, identified PM to gather
Consultants / PMC and Technical Specification, information about location,
ensuring Blue Star is Drawings, List of makes and accessibility, logistic plan etc.
qualified for obtaining an Bill of Quantities (BOQ).
enquiry / tender.
2
3
1

6
4 5
Preparation & Submission
Detailed study of tender Preparation of Commercial of Techno-commercial pre-
documents and floating Pre bid checklist & bid queries followed by
enquiries to vendors. obtaining comments from pre-bid meeting with client
commercial team as per and consultant and
OBG including bank obtaining the clarifications
guarantee format vetting. through MOM /
3 addendum.
 Sales Process – Preparation of Estimation
a) Receipt of vendor offers and techno-commercial scrutiny of offers.

b) Preparation of detailed estimate sheet (excel format) based on :

i. Vendor offers for major equipment's and non-standard items.
ii. Rate contracts for standard low-side items.
iii. Standardized Labour prices.
iv. PMC estimate guidelines.
c) Signoff from DH / PM for PMC and labour costed and signoff from Procurement for material cost.

d) Peer review of the estimates to be done by other regional sales managers for project value greater than 25
crores and less than 50 crores.

e) For Project value greater than 50 Crores, documents shall be prepared as per OBG and a detailed report is sent
to the Management Committee for approvals.
f) For Lumpsum / Design & Build projects, Engineering teams supports sales team in terms of Design / Quantity
take off /drawing preparation. The input is taken for the preparation of BOQ .

g) For any project which requires EMD / solvency especially Government. EMD request ( F/Comm/01) is sent to
Business Head through commercial for necessary approval. For all private customers EMD shall be avoided.
4
 Sales Process –Offer Submission
Preparation and submission of bid as per Client template and submission comprising the following
documents :

Offer letter with techno-commercial clarifications inline to our OBG.

Technical data-sheets.

Priced BOQ.

Stamped tender documents.

Project Schedules / Organogram / Labour Histograms & other docs as a standard.

Prepare VA / VE ( Value Addition & Value Engineering ) and submission to client on appropriate time.

5
 Sales Process – Negotiation & Contract Structuring

a) Attending post-bid meetings with stake holders such as client / Architect / Consultant / PMC / QS. Initial
meetings would mainly cover technical clarifications and understanding of project requirements.

b) Amendment in BOQ may be issued by client due to design changes and after our technical meetings. We shall
revise our offers based on addendums, pre-bid clarification and amended BOQ.

b) Commercial negotiation meetings are conducted after technical closure where-in pricing feedback is shared by
customer.

c) Short-listed vendors shall be called for final negotiation meeting and confirmation shall be communicated to
the successful vendor.

d) Final contract value along with payment terms and other key commercial terms shall get frozen during final
meeting and subsequent correspondence.

e) Final offer letter shall be sent to client comprising of mutually agreed terms along with final price break-up.

6
 Sales Process – Purchase Order & Internal Handing Over

a) Client shall issue the LOI to Blue Star as a e) Handing over documents shall include ~ Job
token of acceptance. Detailed Purchase order handing over form (ACP - EM - II - D01), LOI,
to be followed up with Client. Purchase order & OA, Tender documents,
MOMs, Final BOQ / price break-up and final
b) Submitting the documents as prescribed in costing.
OBG to Divisional Head through regional
commercial for Job approval request. f) Bank Guarantees for Advance is submitted to
customer with the help of Commercial team.
c) Upon Internal Job approval, Order Sales team further follows up and collects
acknowledgement to be provided to Client advance from the customer.
through Commercial team. g) Site kick-off meeting (external) shall be
d) Internal kick-off meeting shall be conducted conducted by the Client within 10 days from
along with engineering, construction, the date of issuance of LOI / PO. Blue Star
procurement, commercial and legal team. The team for handling the project gets introduced
presentation file shall include stake-holder to Client and other stake-holders.
details, project description, scope of works, list h) Engg. / Construction team takes over the
of makes, key techno-commercial terms, project.
target dates, Verbal commitments,
Assumptions, Risks & mitigation etc.

7
 Sales Process – SAP Activities
a) SAP project creation as per prescribed template shall be completed within 14 days from the date of receipt of
PO.
b) SAP Project no. shall be allocated by commercial team for new project creation in G & H series depending on
the nature of project .
c) SAP process involves Project creation, Network creation, SBOM & DBOM upload.
d) Sales engineer updating the BOM template which is available in excel format with all relevant data such as :
i. Short description of BOQ line items.
ii. Cost break-up including PMC & contingencies.
iii. Selling break-up.
iv. SAP material / labour codes for each item as per the latest codes.

e) Upon preparation of BOM template, to be shared to Engineering & Cxn team for vetting of WBS, Labour
bifurcation & correctness of codes and obtain the feedback.
f) Based on the feedback, the BOM template to be updated and upload the BOM as per guidelines. If any error
notified by system the same to be corrected and re-uploaded.
g) After successful upload, request mail shall be sent to Commercial along with Cost summary & PO duly signed
by Sales/ DH /Commercial for PR / PC creation, budget update & job release.
8
9
 Engineering Workflow - Pre-order Stage

01 02 03 04

Technical Support Specialized Jobs Lumpsum and D&B REVIT Walk through
Supporting Sales team Supporting the sales Supporting Sales team Preparation of Plant
for understanding of team for specialized for the quantification Room & Electric room
technical nuances in the requirements like for Lumpsum Jobs. drawings specific to the
tender and guiding on design for Low RH, project for generating a
need basis. Clean room, Data Preparation of design, walk through for
Centres, Electrical Sub basic layout & BOQ showcasing the REVIT
Stations , UL / FM for D&B Jobs. capabilities.
projects etc.

10
Engineering Workflow - Order Receipt Stage

 Internal & External kick off Meeting with Sales & Client respectively.

 Detailed Studying & complete understanding of the tender Drawings,

Battery limits, Scope and Specifications.

 Preparation and submission of Preliminary DART format - “Engg Scope and

Time” to Client and copy to Commercial team.

 Checking the BOM prepared by sales and sharing the feed backs on cost
bifurcations & material codes.

 Request for detailed Inputs from the Client / Consultants / Architect to

carry out engg activities
a) Latest Services Drawing (Design intent Drgs) in AutoCAD / REVIT
b) Architectural drawings in AutoCAD / REVIT.
c) Structural Drawings in AutoCAD / REVIT
d) Latest Reflected Ceiling Plan Drgs in AutoCAD / REVIT
11
 Engineering Workflow – Detailed Engineering
a) Receipt of Job Handing Over from Sales along with detailed Costing Sheet.

b) Release of Excel PR for Long lead items (along with srutinized Sales offers) and co-ordinating with the
procurement team for the technical vetting for multiple vendors.

c) Performing Design Validation Process like Heat load, Pump Head, Electrical Load, voltage drop and Lux level
calculations, fixture calculations etc. Approval from customer, where applicable.

d) Preparation and Submission of Shop Drawings and obtaining approval from Consultants / Clients.

e) Providing Good For Construction Drawings (GFC) to CXN team to site execution activities.

f) Updation of the DBOM in SAP based on drawing approvals.

g) Submission of Technical Data sheets for materials and obtaining approval from Consultants / Clients.
h) Preparing & sending the Request for Information ( RFI ) to Client / Consultants and updating the tracker for
request & response details.
12
 Engineering Workflow – Detailed Engineering Contd.,
i. Updating the trackers like Input tracker, drawing and TDS Trackers based on receipt of the documents and
circulate to all stake holders on Weekly / Bi-weekly basis.
j. Release of Material Purchase Requisition (PR) in SAP inline with the Technical Data Sheet, based on the Design
BOM, as per GFC Drawings.

k. Preparation of Engineering Change Note (ECN) in SAP for the below cases :
1) Correction / replacing the SAP codes for BSL Factory Materials as per factory codes.
2) Correction of Material / work Order Cost (within the BOQ line) when non-billable material to be ordered as
part of the Billable BOQ like the following scenarios :

Mechanical - Rubber Pads & Bellows for AHU’s and Pumps.

Electrical - Elbows, Bends, Couplers, Base Saddles, Wooden screw, Back Box for Switches,
threaded rod, Anchor fastener, Copper Lugs, etc.
Plumbing &
Fire fighting - Fittings such as Joints, elbows, Tee’s, couplers, end caps, clean out plugs etc.

13
 Engineering Workflow – Detailed Engineering Contd.,

k) Preparation of Engineering Change Note (ECN) in SAP for the below cases : (Continued...)
3) Correction of Material Codes based on the required Specification / Pressure Rating of the material. Some
cases as below :

Mechanical - Butterfly Valve uploaded with PN10, but required PN16.

Electrical - Cable tray uploaded as Hot Dip galvanized, but required pre-galvanized.

l) Generating request for Budget supplement (WBS wise) based on consumption and ordering requirement.
m) Coordination with Procurement team for the release of PO and Manufacturing Clearance / Delivery. Updating
of PRTSS (as per BPR process) and circulating to internal team and client as per requirement.
n) Blue Star Factory Coordination for Internal Ordering, obtaining Technical data sheet and GA drawings from
Factory / Product teams.

o) Follow up with factory & warehouse team for movement of the material and ensuring delivery to project Site.

14
 Engineering Workflow – Detailed Engineering Contd.,
p) Preparation of Variation request based on approved drawings and obtaining change orders / mail
confirmations from client. Sales support to be taken for NT rate analysis and pushing approval with customer.

q) Create record for delay in Engineering process (input /approval from client, consultants) affecting the overall
project duration, share copy of the reference with DART doc ref. to commercial / Project manager / Delivery
head.

r) Preparation of Customer Change Note (CCN) in SAP based on the mail approvals (based on VH approval) /
amendment orders received from client and release of subsequent PR’s.

s) Partial handing over of the Engineering activities based on the area wise / milestone based approval and
variation statement made based on available DBOM of the Approved / GFC drawings, within 10% of overall
project duration as per KRA defined.

t) Correction of System CVR (as per Auto-CVR Process), by checking the projected cost and keeping a check the
overall project margin. Keep Project manager and Delivery Head informed of the increase / decrease in margin
for PR/PC correction.
15
Engineering Workflow - Construction and Handing over Stage

01
Preparation
Preparation ofof As-Built
As-Built Drawings
Drawings based
based on
on the
the inputs
inputs received
received from
from the
the site
site team
team on
on
changes
changes during
during execution
execution against
against GFC
GFC drawings
drawings // feedback
feedback from
from site
site team.
team. Submission
Submission of
of
multiple
multiple sets
sets (as
(as per
per tender
tender requirement)
requirement) to
to Client
Client with
with transmittal
transmittal for
for records.
records.

02
Final
Final Engineering
Engineering handing
handing over
over to
to construction
construction upon
upon completion
completion of
of design
design process
process along
along
with
with current
current status
status of
of variation
variation submission
submission // approval
approval and
and updated
updated system
system CVR,
CVR, within
within
20%
20% ofof overall
overall project
project duration.
duration.

03 Support to construction team based on requirement towards technical support / design

concerns during Commissioning stage and obtaining approvals from customer.

04
Job closure activities in SAP based on final certification, including closing of pending
commitments, by coordinating with Procurement (for PO) and Construction executive
(for WO).

16
17
 Commercial Workflow - Pre Sales
Collating company level financial data & providing documents for pre-qualification of Tender.

Arranging Due diligence report for new clients through external agencies and providing a brief note on client credibility to sales
team.

Detailed study on commercial conditions.

Making pre-bid comments with brief explanation on risks involved & deviations against OBG along with mitigation suggestions.

Checking the EMD requirements as per tender and arranging EMD by the way of DD / BG against approvals as per approval
Matrix.
BG text vetting and discussing with clients / PMC / QS for problematic conditions eg., assignment / open ended and obtaining
the confirmation for modification of clauses to avoid the liability and process delay after award.

Guiding sales for making pre-bid queries on commercial terms.

Arranging Solvency certificate, auditor reports for financials, taxation documents, turn over details etc., as per tender
requirements.
For large value tenders, preparing Task force reports (as per OBG) on commercial terms & helping sales for making executive
summary.
18
 Commercial Workflow - Award of Contract
Preparation of post bid comments Checking uploaded SBOM / DBOM
and guiding sales to make Accounting the advance payment
/ Final Cost sheet in line with
necessary documents as per OBG with proper tax code, GL, Customer
Division approvals on Revenue /
guidelines for Division approval. code & WBS.
Cost / Margin.

Against receipt of order, analyzing

the terms & conditions and issuing Obtaining Client details like GST, Updating booking register, PR, PC,
Order acknowledgment in PAN, TAN & Communication details Budget and releasing the Job &
consultation with Sales / to create customer master and network in SAP as per norms.
Engineering /Construction. arranging customer codes in SAP.

Co-ordination with sales/client for

Arranging & Submission of ABG, Updating the authorization matrix
contract agreement preparation
CPBG along with advance receipt for Work flow & Datamatics
with necessary annexures and sign
and follow up for advance. approvals.
off.

Booking process based on OBG Obtaining BG approvals as per Arranging Insurance as per Tender
guidelines and Division approvals. “Delegation of Authority Matrix”. requirements.

19
 Commercial Workflow - Execution
g) Preparation of Billing annexure in SAP
a) Approval of LOI & work orders in work flow and circulating Input/output analysis to
with respect to tax codes based on vendor GST respective PM’s for every RA Bill
active status, services registered as per GST <

certificate and filing of returns. g) Circulating the JMR / OS / REB / Jobwise TOP
base Invoice data / PMC tracker every month to
b) Receipt of MDCC from construction and Construction Team.
confirming to procurement for delivery.
h) Review the job exposure / healthiness
c) Approving work order Invoices in Datamatics preceded by DH with Project Managers on
and releasing exposure blocks in SAP. every month 5th & 25th.
d) Raising scrap invoices for site scraps as per
i) Enhancement of Budget as per approval matrix
internal control mechanism like weighment
based on request.
slip / collection of payment prior to take off.
e) Incase of any imported materials : j) Renewal of BG & Insurance for running jobs,
preparation of High Sea Sales SO & BSME beyond scheduled completion period.
Quotation, SO, and obtaining Proforma Invoice
k) Obtaining online SEZ endorsements from
and Export Invoice from EXIM team.
Clients / SEZ officer by every quarter for Zero
rated tax Invoices.
20
 Commercial Workflow - Receivable Management

1 2 3
Submission of Tax
Preparation of Tax Invoice Invoice with
Checking Billing
every month for each updated
annexure/ abstract as
project with relevant tax statement of
per payment terms
rate and appropriate sale accounts to client
duly certified by
order type. every Invoice.
PMC/QS/Client.

Collection follow up for running

Maintaining customer Reconciliation
jobs & old outstanding's in the
wise statement of with Client’s
following Intervals:
accounts with all account Quarterly
details viz, Adv. adj., Weekly : Mail Once.
TDS, retention, hold if
any etc., Fortnightly : Client Visit Making Payment
Every Two Days : Calls receipts &
Outstanding knock
Monthly : Contractual Letter off.

4 5 6
21
 Commercial Workflow - Claim Management

1 2 3 4 5 6 7

Preparation and
submission of Follow up with
Maintaining the Sending Lodging of
Circulating EOT EOT letters based Client on weekly
DART Engg Scope contractual Preparation of Insurance claims,
tracker every on Engineering / basis and
& Project Site letters as per Price Variation / document
month by 10th to Construction attending the
staffing formats DART received Overstay claims submission &
PM’s with copy to inputs prior to 10 meetings with
submitted to from Engg / Cxn & submission follow-up for
DH & RCM days of construction
Client. every month settlement.
completion team.
period

22
 Commercial Workflow - Job Closure
a) Follow up with Construction team for updation of JC format as per BPR from day one as Commissioning.
b) Verification of documents for job closure such as :
i. Final Certification from Client / PMC.
ii. Warranty Establishment Certificate / Service HO Docs.
iii. Input / Output Analysis.
iv. Final CVR.
c) Making final Invoice as per certification.
d) Making Credit notes for deductions if any as per final certification.
e) Arranging PBG / RBG as per final certified value & warranty period.
f) Preparation for Job closure request and obtaining Division Approval.
g) Making PR / PC changes and plough back Contingencies.
h) Arranging provision entries as per approval for cost to be incurred.
i) Making Teco Closure in SAP.
j) Final SAP closure after clearing of commitments, credit balances & network closure.

23
 Commercial Workflow - Accounting - Monthly
Transaction Date
Checking > 100 % POC & X – element cost & adjusting against provisions Before month end finance closure for
/ W Element transfer project entries
Analyzing ODE and making the transfer entries to Projects / other Divn /
Every Month 15th
other branches
Reviewing ECN / CCN based PR/PC changes every month and accounting
Second Working Day
in BBCR
Before month end finance closure for
Adjustment of Form 9 outstanding with advance / unadjusted credits
project entries
Accounting TDS & GST TDS based on 26 AS credits & taxation
Every Month -20th
department reports

Every Month 20th ( Within 5 days from the

OR & CE analysis
date of receipt from SAPMIS )

Reviewing and uploading system CVR every month in star vault as per
Before 25th as per BPR Process
Auto CVR process

24
 Commercial Workflow - Accounting

Transaction Time Frame

Analyzing purchase variance / other savings during execution and changing

Quarterly
PR/PC against Divn approval.
Analyzing the Balance provision / Creditor OS / Debtor OS / GRIR and
Quarterly
proposing for write back every Qtr.

Providing information's & documents for statutory audit purpose. Quarterly

Handling Internal & ISO Audits. Need Basis

Document / Record keeping for OS collection , taxation and legal purpose. Concurrent

25
 Commercial Workflow - MIS

Daily Monthly Quarterly Yearly

Collection Flash Billing Flash

Billing projections
BBCR ABP Workings
Billing Flash PR/PC impact
Collection Forecast (FC) Current / Non Current
Pending Approvals Actual Collection Vs FC debtors
of previous month Audit documents
Job list – Safety
Movement of Old OS
Form-9
JMR
PMC
EOT
Rolling FC
Invoicing report - TOP

26
27
 Procurement Work flow – Tender Stage

Supporting sales team on finding vendors for new products as per tender BOQ.

Getting the technical data sheet or compliance & arranging meeting for technical clarifications.

Sharing the current price trend in market & Price Lists to Sales team.

Making RC for Class B/C items for ease of doing business.

Vetting sales stage discounts taken in costing.

Coordination with Sales team & Vendors to obtain final price for all Capital materials.

“B” Class item meeting technical specifications during tender stage.

Negotiate order on back-to-back along with price validity confirmation.

28
 Procurement Work flow - Pre ordering Stage
Internal / External Kick-off meeting
Engineering Co-ordination Procurement activity
after Receipt of Customer LOI

• Receipt of Excel PR along with sales • Preparation of Comparative

stage quotes & Customer technical statement
• Attending Internal kickoff meeting specifications. • Techno commercial discussion along
along with stakeholders.
• Discussion with Engineering team on with engineering / construction to
• Procurement kick-off meeting acceptance of technical points. define scope of work.
Summary to be updated
• Floating Fresh enquiry to non- • Arranging for Reverse Auction & final
• Understand customer terms and approved vendors, based on vendors negotiation with vendors
conditions along with warranty and price and technical compatibility. • Obtain approval of Check List from
price validity.
• Getting compliance of technical Engineering, Construction &
• Verification of Pre-bid MOM, if any specifications & Data sheets from Commercial
deviation points submitted and vendors. • Preparation of purchase approval for
accepted by customer.
• Confirmation from Engineering team positive or negative variance and
after techno commercial discussion issuance of Letter of Intent
with vendors. • Obtaining GA Drawings / Data sheets
from vendor and sharing to
Engineering team.
29
 Procurement Work flow - Sourcing
• Vendor evaluation for all new vendors during creation and existing vendor on yearly basis (Random
sampling).
• Creation of vendor code in coordination with CFS/Taxation/SAP team.
• Registration of vendors in Bank for Vendor Finance Scheme (VFS).
Documentation
• Follow-up to obtain dispatch instruction from commercial.

• Follow-up with engineering team for SAP PR.

• Creation of SAP LOI for blocking the budget for material procurement as per BPR Process.
• Trigger SAP LOI in Workflow and obtain approval as per Authority Matrix for LOI.
• Once LOI is approved, update budget & quantity by Purchase Order Variance module as per BPR process
• Create SAP PO based on approved LOI, as per Authority Matrix for PO.
SAP Based • If order negotiated under SITC, 3 line PO to be released (Supply, installation & Commissioning) as per
BPR Process.
• Issue PO to vendor along with Dispatch instruction and any other special instruction as per project
requirement.

30
 Procurement Work flow - Post Ordering Stage

Follow-up Review & Other Activities

• Manufacturing Clearance from Engineering team. • Updating PRTSS in SAP.

• Delivery schedule from vendor. • Review with Engineering team based on PRTSS for on
• Coordinate with Project team & Commercial team for time delivery.
getting MDCC from customer as per new BPR process. • Coordination with Datamatics & vendors for clearing
• Vendor & transporter on regular basis to ensure of old GRIR, Debit balance, Advance lying in system,
delivery of materials as per Project timelines. GST block removal, Original invoice block removal,
• Document follow up with vendor like Invoice, LR, Test New vendor onboarding.
certificate for MIR clearance. • Monthly MIS, Cash flow projection on payables to
• Coordinate with vendors for creation of Advance. management.
Shipment Note (ASN) in Datamatics portal for Invoice • Scrap disposal from project sites after approval of
booking. Delivery head & concerned stakeholders.
• Invoice approval from construction team in • Coordinating with Vendors for Account reconciliation,
Datamatics portal, Bill booking & release of payment closure of open POs in SAP prior to SAP Job Closure.
as per payment terms agreed. • Maintaining documents for audit purpose till 5 Years.

31
32
 Construction Workflow - Pre Order Stage & Taking over from Sales
PRE SALE:
a) Co-ordinate with sale team to finalize the PMC cost and Non-standard labour items based on tender
specifications, scope of works and condition.

Taking over from Sales :

a) Attending Internal kick off meeting and obtaining the following documents :
i. Sales handing over form
ii. Customer correspondence till LOI
iii. Purchase order and contract agreement
iv. Priced BOQ
v. Tender - Commercial conditions
vi. Tender - Technical Specifications
vii. Tender Drawings
viii. Final Costing
ix. Checking SAP upload template and providing inputs for material / labour / PMC splitups
x. Order acceptance
xi. Updated Project X- Ray report

33
 Construction Workflow - Pre-Planning activities
a) Study and understand the contract documents & Project X-ray report.
b) Estimate project staffing requirement and obtain division approval through DH.
c) Attend the External kick-off meeting to understand/obtain client’s communication protocol, review frequency
and formats, civil project schedule, work area priorities, accountability for coordination,
customer/consultant/PMC setup and billing annexure formats.
d) Create project schedule, material delivery cum invoice planner along with Engineering team and get approval
from client.
e) Preparing PMC tracker base data.
f) Mobilization and establishment of site facilities like Site office, site store, site records, Construction power,
Construction equipments, Amenities, Safety aids etc.,
g) Preparation of Cash flow chart.
h) Preparation of Labour Histogram.
i) Preparation of Monthly Progress Review (MPR) formats.
j) Obtain Statutory compliance like risk insurance policies and labour license etc.,
k) Make necessary arrangements for Implementation of SIMS.
34
 Construction Workflow - Coordination with Engineering

a) Partially taking over the documents from Engineering:

i. Drawing Progress Monitor Tracker
ii. Technical Data Sheet Tracker
iii. Tracker for Design Calculation
iv. Approved GFC drawings - 3 Sets ( As per DPM tracker)
v. Approved Data Sheets - 1 Set (As per TDS tracker)
vi. RFI Tracker & datas
vii. Variation statement based on DBOQ
viii. Design concept trough schematic diagram if required.

b) Obtain final hand over from Engineering team after completion of entire design and drawings approval and
received the order amendment based on the final DBOQ.

35
 Construction Workflow - Site Start up works
a) Preparation, submission and obtain approval of the following:
i. Safety Plan
ii. Quality Plan
iii. Materials Inspection report (MIR) for billable items
iv. Work Method Statement (WMS) for all activities
v. Hazard Identification and Risk Assessment (HIRA)
vi. Installation check list & Inspection Test Plan (WIR - Work inspection report)
vii. Material Erection Report (MER)
viii. Pre Commissioning check list
ix. Commissioning Reports
b) Obtain fitness approval of construction equipments and power tools etc., from client/PMC HSE team.
c) Safety Undertaking letter from Project Associates.
d) Safety induction, screening, medical check-up staffs and Workers.
e) Prepare Self audit cum declaration form.
f) Mock up approval from client to be obtained within 21 days from site work mobilisation.
36
Construction Workflow - Safety Management Requirements

• Safety Engineer • Drinking Water

• Safety steward for every 40 workers • Toilet - 1 No per 25 workers
• Induction Room • Dining / Rest Room
• First Aid Room • Double insulated cables
• Emergency Lights • Industrial plug tops
• Display of PPE’s – safety park • 30 mA ELCB/RCCB
• EHS statistic board • Full body double lanyard harness with
shock absorber
• Personal Protective Equipments • Fire Extinguishers
• MOU with nearby Hospital • Fire buckets with stand
• Display of EHS policy • Fire blanket
• Display of Emergency contact details

37
 Construction Workflow - EHS Activity

Daily Weekly Fortnight Monthly

Preparation &
Tool box talk meeting Mass housekeeping in  Inspection of reporting of monthly
PPE’s inspection work place and stores safety harness EHS MIS
Work permit area Inspection
Inspection of construction Preparation of weekly construction
equipment and power tools report equipment and power
Job specific training tools with color code
Compliance audit at Inspection fire
work area and stores fighting equipment
Fist aid box ispection
Lifting tools
inspection
motivational program
fire fighting demo
training
Site EHS committee
meeting

38
 Construction Workflow – Statutory Compliance

a) Preparation & submission of form II a) Preparation of attendance for Staffs

Licenses & Insurance

to client for obtaining form III & V and Workers

Daily Updates
b) Application of labour license b) Induction for new project associate
c) WC Policy workers.
d) EAR & MARINE Policy c) UAN & ESI Account opening
processing

a) Labour Attendance (Form XXVI) a) Wage register preparation

Monthly Updates
b) Wage Register (Form XXVII)
Monthly Updates

b) Preparation of PF & ESI document

c) Wage slips (Form XXVIII)
d) Accident register (Form XXVII) c) Submission of Statutory compliance
documents client.
e) Advance and deduction register
(Form XXIX)
f) ESI & PF details.
 Construction Workflow - Project Associate Management
a) Estimate trade wise man power requirement with support of RMG.

b) Review with RMG team and Identify the PAs based on Job Allocation Plan sheet.

c) Share the tender drawings and BOQ with standard rates and need to obtain minimum 3# offers for non-
standard items.

d) Negotiate and finalize the trade wise PAs and obtain the signoff on the detailed scope of works, construction
schedule, C class items specitication, statuatory requirement and Safety requirements etc.,

e) Initiate the LOI process and issuance within 7 days from the date of contract finalisation.

f) Conversion of LOI to work order and sign off by both parties.

g) Issue one set of GFC drawings for execution.

h) Review the construction schedule every week and take the necessary precautionary actions to ensure
availability of adequate man power, tools and machineries etc., Criticial issues to be highlighted to RMG.

40
 Construction Workflow - Project Associate Management Contd..

i) Review Statutory requirement on monthly basis along with HR team, like timely raising the ESI/PF challan
etc.,

j) PA has to submit monthly invoice before 20th, inline with client certification.

k) Project manager to ensure issue of amendment order on monthly basis as per the project requirement.

l) Coordinate with PAs for creation of Advance Shipment Notice (ASN) and approval in Datamatics portal for
invoice booking.

m) Follow up with PA’s for filing the GST returns and remittance of payment as per timeline beofre processing
next RA bill.

n) Releasing the payments based on the pay out obtained from RMG team and coordinating for removal of
payment blocks.

o) Retention payment will be released after receipt of NOC letter and post job closure.

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 Construction Workflow - Material Handling

Receipt of confirmation from Procurement on the Material dispatch information.

Submission of MDCC and obtain approval from client.

Submission of approved MDCC to commercial for dispatch clearance.

After receipt of materials at site, submission of Material Inspection Report (MIR) and obtain the approval from client.

Update the materials entry in Goods Inward Registr (GIR) & SIMS.

Against Material issue slip duly authorised by constuction engineer, materials to be issued for execution.

Update the SIMS and GOR for outwards materials.

Based on inward and outwards details, materials stock details will be shared by every week to concern team.

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 Construction Workflow - Execution - Daily

a) Preparation of attendance for Staffs and Workers.

b) Assign the works based on the schedule to respective team.
c) Preparation, submission and obtain approval of safety work permits for the respective works like Hot work,
Height work, Confined space work, General work permits etc.,
d) Prepare and submit the Daily Progress Report to Client/PMC.
e) Coordinate with client/PMC for further clearances based on the DPR report.
f) Carry out site walk, identify quality issues and action improvements.
g) Review work progress with respective incharge with updated schedule and provide the action plan to mitigate
any delay in progress.
h) Closing or renewal of safety permits based on site requirement.

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 Construction Workflow - Execution - Weekly
a) Prepare, circulate and review the Weekly Progress Reports with client contains the following documents:

i. Update of Previous week MOM.

ii. Updated DPM tracker received from Engineering Team.

iii. Updated TDS tracker received from Engineering Team.

iv. Construction weekly plan (Last week & Present week).

v. Procurement Status.

vi. Clearance/work front issue.

i. Labour manpower tracker.

vii. Invoicing & Outstanding payment status.

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 Construction Workflow - Execution – Weekly Contd..

b) Review status of Site work Instruction received from Client / PMC.

c) Review of any NCRs actions.

d) Prepare, submit and obtain approval of Installation check list from client/PMC.

e) Prepare, submit and get approval of MER for previous week certified check list works.

f) Project Schedule to be updated fortnightly based on the present condition and to be reviewed with client
during weekly meeting.

g) Prepare, Review and circulate the following trackers fortnightly and circulate to Billing Engineer.

i. MIR Tracker
ii. WIR Tracker
iii. MER Tracker

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 Construction Workflow - Execution - Monthly
a) Update Monthly Progress Review Formats of following:
i. MPR 1 - Project Schedule review outcome
ii. MPR 2 - Sales Deliverable
iii. MPR 3 - Critical Engineering actions
iv. MPR 4 - Critical Purchase actions
v. MPR 5 - Critical construction actions
vi. MPR 6 - Critical commercial actions
vii. MPR 9 - Job closure
b) Circulate updated MPRs to internal stake holders on 28th of every month and discuss on 5th of
following month.
c) Submission of BOQ abstract and obtain approval from client and generate Tax Invoice.
d) Review and obtain approval of additional claim viz quantity variation, scope changes, re-works, SWI, any
additional works done at site submitted to client.
e) Prepare Monthly Progress review - MPR 10 and circulate to client by first week of following month.
f) Prepare MPR - 11 and get it authorized by DH and circulate to ROM.
g) Update the PMC Tracker & review of System CVR
h) Preparation of Operation & Maintenance Manual.
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 Construction Workflow - Execution – Documentation

• SR 05 - DPM Tracker
• SR 01 - Contract • SR 25 - Site Safety
Agreement Records • SR 06 - TDS Tracker

• SR14B- Check Lists

• SR 02 - Tender • SR 26 - Statutory Doc.
Document • SR15/16 -
Measurements

• SR 21 - MOM

• SR 24 - PA Management

Static Daily Weekly

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 Construction Workflow - Execution – Documentation Contd..

•SR 04 - RFI
•SR 07 - GFC dwgs (2 sets)
•SR 09 - GIR
•SR 10 - MIF
•SR 11 - GOR
•SR 12 - Delivery Challan
• SR 03/08 - Project Schedule • SR 22 - Invoices •SR 13 - MIR
•SR 14A - Work Standards
•SR17 - Variation Claim
•SR 18 - SWI
•SR19 - Client Incoming Doc
•SR 20 - Client Outgoing Doc
•SR 23 - Scarp Disposal

As & When need

Fortnightly Monthly
basis

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 Construction Workflow - Pre-Comm/Commissioning
Review & Obtain the approval of following :

1
• Final quantity certification

2
• Escalation claim submitted if any

3
• NCR & Snag points sign off

4
• Preparation of As Built Drawings

5
• Pre-Commissioning check list

6
• Documentation of test reading

7
• Testing and Commissioning reports

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 Construction Workflow - Job Closure

Internal Process External Process

• Update MPR - 9 - Job Closure Format • Certification of Final Contract Value from client
• Input Out Analysis
• Warranty Establishment certificate sign off from client
• Arrive Final Contract Value
• Submission & obtain acknowledgement for O & M
• Handing over Warranty certificate to Service team manuals and As built drawings.
along with ABD, O&M, Snag list sign off etc.,
• Arranging tri-party meeting with client and service • Obtain contract completion certificate and
team, for hassle free DLP services. appreciation letter from client

• Coordinating with stake holders for DBOM correction • Obtain NOC letter from PAs
as per final contract value and short closing
commitments in SAP. • Follow up for Final Invoice Payment outstanding.
• Preparation of Final CVR
• Submission of all above documents to commercial for
JC

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