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    Progress & Maintenance

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    Anushke Hennayake
    The document outlines 31 items and procedures that the Project Manager is responsible for maintaining at the project site and office, including documentation such as site diaries, log books, progress reports, safety records, and quality assurance reports. The Project Manager must supervise all operational and administrative functions, ensure all required documents are properly filed and updated, and regularly report daily, weekly, and monthly progress to the Country Manager.

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    © All Rights Reserved
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    Progress & Maintenance

    Uploaded by

    Anushke Hennayake
    28 views4 pages
    The document outlines 31 items and procedures that the Project Manager is responsible for maintaining at the project site and office, including documentation such as site diaries, log books, progress reports, safety records, and quality assurance reports. The Project Manager must supervise all operational and administrative functions, ensure all required documents are properly filed and updated, and regularly report daily, weekly, and monthly progress to the Country Manager.

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    Progress and maintenance procedures

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    The document outlines 31 items and procedures that the Project Manager is responsible for maintaining at the project site and office, including documentation such as site diaries, log books, progress reports, safety records, and quality assurance reports. The Project Manager must supervise all operational and administrative functions, ensure all required documents are properly filed and updated, and regularly report daily, weekly, and monthly progress to the Country Manager.

    Copyright:

    © All Rights Reserved
    Download as DOCX, PDF, TXT or read online from Scribd
    Download as docx, pdf, or txt
    28 views4 pages

    Progress & Maintenance

    Uploaded by

    Anushke Hennayake
    The document outlines 31 items and procedures that the Project Manager is responsible for maintaining at the project site and office, including documentation such as site diaries, log books, progress reports, safety records, and quality assurance reports. The Project Manager must supervise all operational and administrative functions, ensure all required documents are properly filed and updated, and regularly report daily, weekly, and monthly progress to the Country Manager.

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    © All Rights Reserved
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    VS HYDRO (PVT) LTD

    MEMORANDUM
    FROM
    TO
    COPIES
    SUBJEC
    T
    DATE

    Country Manager Kenya


    All Project Managers
    MD, CEO, COO
    Progress & Maintenance

    Country Managers Standing Orders VSH/KEN/CM/SO/001


    Progress and Maintenance of the Project Site & Office
    Project Manager is the overall in charge of the Project site & office and responsible in all
    respect for all the operational & administration functions of the project. He should
    personally supervise and make sure that following documents / items are in place and
    properly maintained at the site / office.
    1. All Standing Orders, Additions to Standing Orders, Memorandums and Special
    Instructions issued by the Head office or Country office must be properly filed
    and kept for reference.
    2. Document index (Each document file should have a number)
    3. Site Diary Should be maintained by the Project Manager or a responsible
    person appointed by the Project Manager during his absence
    4. Log Book Following data to be included with date & time where applicable.
    a. Daily progress
    b. Special incidents
    c. Contractors stock arrivals
    d. Arrival & departure of visitors visitors comments should be written in red
    e. Amendment, changes to the original plans including the name & the
    signature of the person who made the change
    5. Monthly work forecast / Monthly resource forecast Project manager should
    prepare these documents & submit to the county office at least one calendar
    month before the first day of the relevant month.
    6. Daily progress report / Daily resource utilization PM in consultation with
    relevant supervisors should fill these documents & file for record.
    7. Weather chart / Rain gauge Rain gauge should be installed at a suitable
    location and the weather chart should be filled daily as appropriate.
    8. Gant chart Progress of each work should be marked daily.
    9. Day work sheet To be filled by sub-contractors and submit for PMs approval
    on completion of days work. Project Manager should check each entry with
    supervisor prior to approve the work sheet.
    10. Monthly progress report PM in consultation with relevant supervisors should
    prepare the progress each calendar month and submit a copy to country office
    not later than the 10th day of the following month.

    11. Variation order In case a variation to the existing design has been ordered,
    the PM should document the same clearly in this form and obtain the signature
    of the person who made the order.
    12. Records of the meetings with sub-contractors PM should make sure that all
    the issues discussed at the meeting are properly recorded & informed to
    relevant parties.
    13. Audit Reports Whenever an audit has been carried out, the PM should make
    sure that the auditor to enter his comments and place the signature on the form
    for Audit Report (VSH/DRF/112|2011).
    14. Vehicle running chart Driver should enter the data on completion of each
    journey and obtain the signature of the user. PM should check this at least
    once a week.
    15. Running Hours record of hired machinery Data should be entered daily and
    the driver / operator and the supervisor should place their signature. At the end
    of each month the sub-contractor should submit this for PMs approval. A copy
    of approved data sheet should attach when submitting bills.
    16. Attendance register (Both VSH staff & out sourced staff) These forms should
    be filled daily and kept for records.
    17. Over time Approval Whenever there is a requirement to work overtime the
    supervisor should fill this form and obtain the approval from PM advance. And
    on completion of the work OT details should be filled in section three of the
    same form.
    18. Leave register Every VSH employee should obtain approval from PM (Leave
    Application VSH/DRF/205) prior to proceed on leave.
    19. Stock book Stock arrivals & issues should be marked with date & time. And
    also with the names & the signatures of the personnel involved.
    20. Petty cash book Each transaction should be marked separately and
    supporting documents are to be filed.
    21. Drawing register Updated drawings are to be attached with the superseded
    drawings
    22. Bar schedule PM will receive a duly perfected bar schedule along with the
    design drawings of all concrete structures. This should be used as a check list
    when steel reinforcement acceptance is being done.
    23. Work monitoring record The supervisors should check the actual work done
    under their supervision against the design drawings at least once a week to
    make sure that the construction goes as per the design.
    24. Project approvals All the approvals received for project work must be properly
    filed and kept for reference.
    25. Quality assurance reports The following quality assurance documents should
    be perfected as per the instructions given in the Construction Quality System of
    VSHydro (pvt) Ltd. and all these documents should be numbered and relate to
    the relevant progress bill.
    I. Material receipt

    II. Sand acceptance certificate


    III. Metal acceptance certificate
    IV. Steel reinforcement acceptance certificate
    V. Form-work acceptance certificate
    VI. Approval to concrete
    VII. Concrete curing report
    VIII. Post concreting quality report
    IX. Concrete test cubes crushing & strength report
    26. Adequate safety gears (Helmets, Goggles, Boots, Gloves, etc) Supervisors
    must indicate the requirement of the safety gears to carry out the work under
    their supervision to the PM in advance. And PM should make sure that
    adequate No of safety gears are available to carry out the project work. All the
    safety equipment must be taken into a stock and a list of available safety
    equipment must be displayed at the office.
    27. Project Display Board must be placed at the entrance indicating the following
    details.
    I. Project Name
    II. Name of the Developer
    III. Name of the main contractor
    IV. Project Capacity
    V. Project area and site map, etc
    28. Site Map must be displayed at the site office too.
    29. Safety signs / warning signs, direction boards Safety signs / warning signs /
    direction boards are to be displayed where necessary.
    30. Location of the main Project structures should be clearly indicated with lengths
    of channel & penstock in reverse order.
    31. First aid kits Every First box should be equipped with a printed copy of the list
    of items and emergency first aid procedures as per my standing order no.
    VSH/KEN/CM/SO/003. And all the necessary first aid items must be
    maintained in it at all times.
    32. Notice board / State board (At site office) Days deployment summery,
    progress of the work, Special issues, etc are to be displayed.
    Further the Project Manager should update the county manager daily via e-mail or
    telephone on days progress and any special incidents took place at the site during the
    day.
    Weekly progress should be submitted to the country office on or before the Wednesday
    of the following week.
    Monthly progress should be submitted to the country office on or before the 5 th day of the
    following month.

    ..
    Lt. Commander; Ruwan Mapa (SLN Retired)
    Country Manager Kenya
    VS Hydro (Pvt) Ltd

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