pm process execution checklist

Proj. Inf.Project Name:9AAD 102 455, rev -Project number:October 2, 2001PM:Checklists synchronized with Process Description 9AAD 102 047 -Succeeding 3BPA 000 149_AFill out the above information in column "B" and the data is automatically copied to the top of all thefollowing check lists.Applicable Check Lists81.1Order Preparation81.2Expand Project Team81.3Internal Project Kickoff81.4Customer Project Kickoff81.6Customer Satisfaction Management81.7Project Team Management81.8Financial and Cost Management81.9Reporting81.1Change Management81.11Project Opportunity Management81.12Project Procurement Management81.13Risk Management81.14Planning & Schedule Management81.15Acceptance/Takeover81.16Warranty/Aftercare81.17Project Closeout Review

81.1Project:0Project no.:0PM:0Order Preparation81.1Item DescriptionCommentsContract Analyzed considering the following:Handover Checklist completed by sales.Purchase order/contract compared with ABB's offer/ as sold spec. Discrepancies addressed.Purchase order/contract defines scope and delivery limitsQuotes revalidated (external and internal purchases, services, etc.).Labor estimates for engineering, installation, startup, project manage-ment and other functions valid and based on the as sold scope.Direct cost, such as; Letter of Credit fees, Commission, Agent fees, Duties, and Performance Guaranties covered.All applicable allocation fees, such as; Business Unit, Research & Development, Product Responsible Unit etc. included.Warranty cost included (or back to back with vendors).Cashflow positive or cost of interest budgeted for.Contract based on ABB Terms and Conditions, or appr. by Legal.Risk Review Report from Sales reviewed.Project financial plan include coverage for any foreseeable risk.Delivery schedule can be met or negotiated with customer.Payment milestones can be met.Margin improvement and project grown opportunities identified.Contract includes procedure for Contract Changes.Activities delegated for review by other functions/stages clarified.Open issues documented, addressed and/or management notified.Order Entry completed.Business system procedureOrder Acknowledgement completed and sent out.Basic Project Schedule completed.Process Plan completed and approved.Quality Plan completed.Communication Plan completed.Correspondence Log maintained.Correspondence filed in project files.Project files organized in compliance with established standard.Project documents and information kept on electronic format whenever possible.Customer Documentation Plan completed.Project Description completed.Applicable milestone invoice issued (ref 81.8)

&C&36Checklist&L&F, &D&C&P

81.2Project:0Project no.:0PM:0Expand Project Team81.2Item DescriptionCommentsResources required for the as sold scope determined/identified.Project team members nominated.Customer/Industry experience and customer preferences considered.Roles and Responsibility of Team members defined.Lead Engineer understands that the leadership role includes:to orient/inform new project engineers of project scope and objectivesto lead and delegate specific tasks with clear roles and responsibilitiesresponsibility for overall technical solutionresponsibility to insure that schedule and time commitments are met


81.3Project:0Project no.:0PM:0Internal Project Kickoff81.3Item DescriptionCommentsMeeting agenda distributed to attendees.Attendance by crucial individuals (Sales, Lead Engineer etc.) ensured.Internal Kickoff Meeting conducted, covers:Orientation of new team members to the project.Review project scope, define delivery limits with list of exclusion and interface requirements between customer and ABB equipment.Establish and agree to communication plan.Clarify Roles and Responsibilities of Project Team members.Review Contract Specification.Establish/Review Process Plan.Establish/Review Quality Plan.Review and commit to Project Schedule (and Resource Plan).Define progress report principals and frequency.Identify information required and minute applicable Action Items.Identify deviations from normal design standard.Project Growth Opportunities/Margin Improvements.Project Risk evaluation.Agree on reporting format and meeting frequency.Ensure accurate minutes are taken and distributed to Team members. Commitment confirmed.


81.4Project:0Project no.:0PM:0Customer Project Kickoff81.4Item DescriptionCommentsMeeting agenda distributed to attendees.Meeting agenda confirmed with customer, applicable items added.Attendance by crucial individuals (Sales, Lead Engineer etc.) ensured.Customer Kickoff Meeting conducted, covers:Introduce ABB Project Organization and team members to Customer.Obtain Customer Project Organization.Customer participation in ABB project execution.Review/agree on project scope (System Solution, Equipment, Services, Documentation, Supply Limits, Interface and Testing).Establish and agree to communication plan. Roles and Respons-ibilities (whom to contact). Routines for document approvals.Promote electronic data exchange (dwg's, doc. etc.) whenever possible.Establish and agree to the method used for project changes/claims and minor alterations (+/- list).Potential impact of changes to schedule and price discussed.Opportunities for additional sales considered.Review and agree to Project schedule (Milestones, Document submittals/approvals, Design freezing, Deliveries).Identify information required and minute applicable Action Items.Agree on reporting format and meeting frequency.Introduce ABBs Customer Survey, and Customer Complaint Resolution Processes to the customer.Agree on method of commercial acceptance (suggest ABBs Acceptance document).Review contract Terms and Conditions.Review contract Warranty terms.Ensure that accurate minutes are taken and distributed.Meeting minutes should preferable be taken by ABB, if possible printed during the meeting, agreed upon, and signed by all parties.Data for Engineering, site conditions, ambient data etc., received/clarified.


81.6Project:0Project no.:0PM:0Customer Satisfaction Management81.6Item DescriptionCommentsCustomer expectation known.Regular contact with customer held.What customer consider important known.As sold specification describes the project adequately to set customer expectation.Customer correspondence aim to set customer expectation.Team members aware of the customers expectations and how to meet these.Work performed in a manner consistent with expectations detailed in project documentation.Timing for Customer Satisfaction Surveys established.Customer Project Review/Meetings conducted, covers:Review Project Status.Review Project Schedule.Review open Queries/Changes.Identify open items and minute Action Items/Queries as applicable.Review level of customer satisfaction.


81.7Project:0Project no.:0PM:0Project Team Management81.7Item DescriptionCommentsTeam members properly informed of project scope/objectivesRoles and Responsibility clearly defined.Team meetings well prepared and covers:Project Scope.Project status.Project schedule.Resource conflicts identification.Information required identified and documented.Project Queries.Project Changes (and Claims).Project Growth Opportunities.Project Risk.Resource Conflicts resolved in conjunction with functional management.Functional management informed of Resource Conflict consequences for the project.Performance Assessment completed.Training and development needs identified.Team members with advancement capacity identified.Line management and Human Resource department informed.


81.8Project:0Project no.:0PM:0Financial and Cost Management81.8Item DescriptionCommentsProject cost (as defined during Contract Review) monitored.Hours and cost booked against applicable cost code.Project financials reviewed on a periodic basis in conjunction with review of schedule, cost to complete, cashflow, etc.Management informed of significant financial deviations.Prerequisites for customer invoicing fulfilled.Favorable payment conditions negotiated.Timely and accurate invoicing including any required document issued.Contract Management issues addressed.Bank GuarantiesPerformance BondsLetter of CreditCustomer called to ensure receipt and acceptance of invoice.Support from Legal and Finance department requested as required.Contract requirements communicated to Legal and Finance department.


81.9Project:0Project no.:0PM:0Reporting81.9Item DescriptionCommentsRegular and timely input from team members received.Reports generated by adding text to information from; Planning and Schedule Management, Cost and Financial Management, etc.Templates used to standardize report format.Project review meetings/reports held/issued, and includes:Project Scope.Activity status and progress to date (versus planned).Financial status (Cost and Cost to complete, Cash flow).Confirmation of team members work load and utilization.Project Growth Opportunities.Project Risk/Issues/Concerns and actions to resolve them.Customer Project Report issued, typically includes the following:Project Schedule.Status.


81.10Project:0Project no.:0PM:0Change Management81.10Item DescriptionCommentsIssues with technical, financial or schedule impact logged as queries.Queries resolved timely.Query/Change/Claim procedure defined.Change request logged as a Query.Possible claims logged (from/to: Customer, Third Parties, Suppliers etc.) as a Query.Change request reviewed with team members as required.Impact (financial, schedule, quality) of change request assessed.Involved parties informed of consequences of change, whether approved or not.Decision to implement change or not done.Change requester informed of decision.Customer initiated change quoted/agreed upon.Customer acceptance/change order received.Change deemed necessary but not approved listed as a claim/risk.Change Note/PO change to vendors issued.Suggested change for improvement handled as an opportunity.Root cause of internal changes identified/eliminated.Change Note completed and closed.Change will be considered in the related review process.Contract carefully followed to minimize the risk for claim.Every action (change order negotiation etc.) to avoid claim taken.Claims listed as a project risk and considered in financial planning.Claims or plus-minus list resolved regularly.Claims or plus-minus list resolved at the end of the project (by exception only).


81.11Project:0Project no.:0PM:0Project Opportunity Management81.11Item DescriptionCommentsProject Team alert to find Opportunities


81.12Project:0Project no.:0PM:0Project Procurement Management81.12Item DescriptionCommentsForecast information communicated to Supply & Demand Chain Management, as applicable.Technical information, quality and delivery requirements (including commercial aspects) communicated to suppliers.All aspects (technical, timeliness, completeness and value of bid, supplier capability, risk, etc.) validated before selection of supplier.Crucial documentation ordered separately/tied to payment.Products with the same delivery time, from the same supplier, ordered at the same time.Orders include all required data in agreed upon format.Suppliers informed of applicable changes as early as possible.Order acknowledgements checked to ensure that everything is included and matches the agreed upon delivery, warranty, terms and conditions etc.Regular status reports for monitoring requested.Manufacturing location identified and OK per contract/with customer.Suppliers informed (in writing) of order cancellation as early as possible.Arrangements for customers participation in FAT made.FAT specifications defined by engineering.Shipping instructions included in orders.Customer and authorities document needs identified.ABB standard packing instructions/method used.Supplier informed of project specific packing and marking.Project specific packing lists and/or documentation requested.Proof of delivery requested.Shipping damages or missing parts reported (to insurance company and others as applicable).Accurate failure information communicated to suppliers for warranty claim.


81.13Project:0Project no.:0PM:0Risk Management81.13Item DescriptionCommentsRisk Review Report from Sales received.Risk Review Report reevaluated/updated during Project Startup.Risk insurance considered/obtained.Immediate action to manage/avoid any and all potential risk taken.


81.14Project:0Project no.:0PM:0Planning & Schedule Management81.14Item DescriptionCommentsInput to generate and/or update schedule provided by Team Leads.Milestone schedule expanded with sufficient details to measure and monitor performance throughout the project.Project Schedule produced based on applicable template.Resource requirement throughout the project defined, with input from Project Team Leads.Project activities divided into work packages.Responsibility to complete each work package, on schedule and within budget, assigned to one Project Team member.Large tasks divided into smaller work packages, by the Project Team Leads, when applicable.The project Team Leads are responsible to provide information for the detailed Project Schedule.Project schedules should be approved/committed to, and regarded as contracts by project team members.


81.15Project:0Project no.:0PM:0Acceptance/Takeover81.15Item DescriptionCommentsAcceptance document/ABB letter of notification issued.Acceptance document includes:Time and placeParticipants (in case of a meeting)Inspection / measures carried outAgreed upon additional actions / other informationWarranty periodApplicable signaturesConditional acceptance received (minor items outstanding).Open action items, including time for resolution, listed.


81.16Project:0Project no.:0PM:0Warranty/Aftercare81.16Item DescriptionCommentsCustomer informed of ABB's service offering.Customer informed of how to obtain spare parts.Customer informed of how to claim warranty.Local service organization informed of delivery/service/warranty obligations to customer.


81.17Project:0Project no.:0PM:0Project Closeout Review81.17Item DescriptionCommentsProject closeout review/report conducted/issued and includes:Project reference, customer/end user name, short project description.Experience from all participants.Comments regarding:Project ManagementEngineeringCommissioningTime ScheduleSW revisionsEquipment changesManufacturingLocal ABB organizationInspection and TestCustomer SatisfactionPerformance of internal / external suppliers.Financial review.Engineering reuse and hours used/planned.What have we done well, what can be improved.How we can improve our processes.


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