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West Qurna Phase 2 Project

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Project Close-Out Report Template


for xxxxx

Rev. DATE DESCRIPTION PREPARED BY CHECKED BY APPROVED BY AUTHORIZED BY


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REVISION LIST
REV.
DATE MADE BY PAGE NO. DESCRIPTION
NO.

ALL ISSUED FOR REVIEW

Revision Issue Revision description Comments


code status

A IDC Issue for Discipline Check

B,C, -W IFA Issue for Approval

IFR Issue for Review

IFI Issue for Information

IFE Issue for Enquiry

IFD Issue for Design

IFC Issue for Construction

00, 01... AFC Approved for Construction Revision code is used for
approved documents
AFP Approved for Procurement

AFU Approved for Use

Z CAN Cancelled Revision code is used for


cancelled documents
F1, F2… FR Field Revision Revision code for Field Revision
documents
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X1, … AB As-Built Revision code for As-Built


documents
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TABLE OF CONTENTS

1. PURPOSE..................................................................................................................................................... 5

2. DEFINITION ................................................................................................................................................ 5

3. REFERENCES ............................................................................................................................................... 5

4. CONTENTS.................................................................................................................................................. 5

APPENDIX 1 – Minimum Requirement of the Project Close-out Report ............................................... 6

1. PROJECT DESCRIPTION ........................................................................................................................... 6

2. PROJECT CONTROLS ORGANISATION .................................................................................................. 6

3. PROJECT SCHEDULE ................................................................................................................................. 7

4. PROJECT COST .......................................................................................................................................... 8

5. PROJECT CHANGE MANAGEMENT ....................................................................................................... 9

6. PROJECT RISK MANAGEMENT ............................................................................................................. 11

7. COMPLETIONS ......................................................................................................................................... 12

8. QUALITY ASSURANCE (Q/A) ................................................................................................................. 13

9. HEALTH SAFETY AND ENVIRONMENT ............................................................................................... 14


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1. PURPOSE

The purpose of this document is to identify the minimum contents for the development of
PROJECT Close-out Report.

2. DEFINITION

Name Description
COMPANY LUKOIL MID EAST LIMITED
CONTRACTOR xxxxx

PROJECT xxxxxx

Book G of FINAL DOCUMENTATION as set out in COMPANY’s


Close-out Report
“Final Document Handover Procedure”

3. REFERENCES

Document Number Document Title


8015-0150-LMEL-00-000-IM-PP-00003_01 FINAL DOCUMENTATION HANDOVER
PROCEDURE
… …
… …

4. CONTENTS

Refer to Appendix 1 - Minimum Contents of Project Close-out Report


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APPENDIX 1 – Minimum Requirement of the Project Close-out Report

1. PROJECT DESCRIPTION
1.1 Site Location
Short description about geographical location and appropriate map(s).

1.2 Brief History


Short description about background of the project.

1.3 Scope of Work


Summary scope of work

1.4 Design Basis


Summary design basis

1.5 Summary Schedule and Cost

Baseline Actual Variance % Variance


Start Date [mm/dd/yyyy] [mm/dd/yyyy] [000 days] [00.0%]
Finish Date [mm/dd/yyyy] [mm/dd/yyyy] [000 days] [00.0%]
Man Hours [000 hours] [000 hours] [000 hours] [00.0%]
( if available)
Man Days [000 days] [000 days] [000 days] [00.0%]
( if available)
Budget [US$ 0,000s] [US$ 0,000s] [US$ 0,000s] [00.0%]

2. PROJECT CONTROLS ORGANISATION


2.1 Organization
Provide CONTRACTOR’s organization chart, both in office and site.

2.2 Personnel demobilization and reassignment


Provide with plan controlled run-down and demobilization, or reassignment of project
controls personnel.
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2.3 Lessons Learned


Summarize project lessons learned including the cause of issues, reasoning behind the
corrective action chosen, recommendations to improve and other types of lessons learned
in such as below but not limited:
- were number of people in project control team enough to control a project
- Whether special skills and knowledge were necessary for a project controls team
which was not identified during an interview, what key competency are required for
a project control success.
- were any trainings provided and which
Identify and discuss specific issues that challenged the project/project team.

3. PROJECT SCHEDULE

3.1 Baseline Schedule vs. Actual Completion Dates


Showing level-3 baseline schedule (latest approved from the Contractor) comparing to
the actual achievement dates.

3.2 Schedule Analysis: Original Scope Schedule with major reasons for deviations
Summarize deviations/delays / milestone slippages happened in the project with brief
reasons

3.3 Contractor’s Schedule Performance Evaluation


Project team’s overview on Contractor’s schedule performance, describe efforts to catch
up schedule and the results, highlight both strong points and weak points during project
course.

3.4 Vendor’s Schedule Performance Evaluation (if applicable)


Project team’s overview on Vendor’s schedule performance, highlighting both strong
points and weak points during project course.

3.5 Schedule Metrics


Presentation of schedule metrics generated from the actual project schedule
performance. Some examples: KPI’s plan vs. actual, Planned vs. Actual duration of
construction key items, Manhour Productivity throughout project months, etc.
It is the responsibility of the Contractor to archive and submit the following project
documentation:
It shall include but not limited to the following metrics/reports/tables:
- Key Milestone Performance
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- Long Lead Item delivery schedule facts


- Project Critical Path
- High Level Productivity Metrics
- Progress Table
- Manpower Histogram
- Material Status Report
- Progress S-Curve
- Final Schedule
- Final Monthly and Weekly report

3.6 Lessons Learned


Summarize project lessons learned including the cause of issues, reasoning behind the
corrective action chosen, recommendations to improve and other types of lessons
learned in such as below but not limited:
- Root-cause analysis
- Look-back analysis
- Integration Cost control, Management of Change processes and impact on
project scheduling and planning performance
- key scheduling and planning practices, process, standards and methodologies
used
- Schedule Assurance process used
- key success factors to achieve KPIs, which source used to gather data
- key systems and tools were used and their linkage
Identify and discuss specific issues that challenged the project/project team.

4. PROJECT COST

4.1 Project Cost Close Out Process


The close out process the project cost should follow Contractor’s Cost Control
procedure and company requirements.

4.2 Close Out Package


It is the responsibility of the Contractor to archive and submit the following project
documentation:
 Final Cost Report.
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 Comparison of Initial Contract Price vs. Actual costs and reasons for difference
 Contract Final Invoice and Payment reconciliation
 Final asset breakdown structure with respective cost allocation

4.3 Cost Analysis: Original budget with major reasons for deviations
Summarize all Variation Orders (VOs) with brief description on the reasons.

4.4 Cost Metrics


Presentation of cost metrics generated from actual project cost performance. Some
examples: Distribution of EPC cost, Equipment cost vs. Total cost, Labor cost vs.
Equipment cost, etc.

4.5 Lessons Learned


Summarize project lessons learned including the cause of issues, reasoning behind the
corrective action chosen, recommendations to improve and other types of lessons
learned in such as below but not limited:
- Root-cause analysis
- Look-back analysis
- Integration with Scheduling and Planning, Management of Change processes
and impact on project cost control performance
- Key Cost Control practices, process, standards and methodologies used
- Cost Assurance process used
- Key success factors to achieve accurate forecasting and budgeting, which
source used to gather data
- Key systems and tools were used and their linkage
Identify and discuss specific issues that challenged the project/project team.

5. PROJECT CHANGE MANAGEMENT

5.1 Change Management Close Out Process


The close out process of all project changes should follow Change Management
Procedure and Company requirements.

5.2 Project Change Management Register


Presentation of closed out Change Proposal Register generated from actual project
performance. Some examples: numbers of Change Proposals vs. Contract Value, Top 5
reasons of project changes vs. Change Proposal value, Source, criteria etc.
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5.3 Change Management Analysis


- Brief description/analysis of cumulative data provided in Change Register.
- Brief description/analysis of key data provided in Change Registers (criteria,
sources, authority level involved in approval process)

5.4 Lessons Learned


Summarize project lessons learned including the cause of issues, reasoning behind the
corrective action chosen, recommendations to improve and other types of lessons
learned in such as below but not limited:
- Look-back analysis
- Scope definition at the project initiation stage and its impact on changes
- Statistic of approval time spent from the change proposal initiation till the
Variation Order approval by Company, based on Change Register.
- Key systems and tools were used and their linkage
Identify and discuss specific issues that challenged the project/project team.
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6. PROJECT RISK MANAGEMENT

6.1 Project Risk Register


Summary of Risk Register

6.2 Risk Management Analysis: Risk mitigation plan and implementation


Brief description about the mitigation plan and implementation, project performance
evaluation on managing the risks, Top Risks identified, Average Assessment Score,
whether the risk impacted or was managed away, what we did to manage it etc.

6.3 Risk Management Metrics


Presentation of Risk Management matrices generated from actual project performance.

6.4 Risk Management Reports


Presentation of Risk reports that includes:
- Key Risks during Contract award stage
- Key risks realized
- Original Predicted P50 finish date for project key milestones and completion
- Date milestone and completion was achieved.
- Explanation for any changes to analysis dates. (Risks disappeared, New Risks
etc.)

6.5 Lessons Learned


Summarize project lessons learned including the cause of issues, reasoning behind the
corrective action chosen, recommendations to improve and other types of lessons
learned in such as below but not limited:
- key risks that occurred that were not identified at the start of the project
- key risks that we failed to manage successfully
- key risks where actions were ineffective
- key risks which were managed successfully
- key systems and tools were used and their linkage
Identify and discuss specific issues that challenged the project/project team.
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7. COMPLETIONS

7.1 General
(1) Organization
(2) Schedule
(3) Progress Report
7.2 Commissioning

(1) Approved /Certified Operation Manual (Procedure)


(2) Pre-commissioning (Major systems)
- Provide data record for completion (SCMS)
(3) Commissioning
- Reports by system (process only)
(4) Operating Log
(5) Test Run Record & Report
(6) Performance Report
- Commissioning change reports
7.3 Operation

(1) Operating Log


(2) Operation Record & Report
(3) Maintenance Record & Report
7.4 Trouble Shooting

(1) Trouble Shooting General


7.5 Operator Training

(1) General (Planning, Report)


(2) Training Program
7.6 Operation Manual
(1) Operation Manuals
(2) Maintenance Manuals
7.7 Operation Readiness & Assurance
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8. QUALITY ASSURANCE (Q/A)

8.1 Project Quality Plan – PQP

8.2 Quality Organization Chart(s)

8.3 Reference List of all Project Quality Procedures

8.4 QA Program - Summary of Audits performed

(1) Internal System Audits – Summary of NCR, CAR and Recommendations


(2) Vendor Audits – Summary of NCR, CAR and Recommendations
(3) Site QC Audits – Summary of NCR, CAR and Recommendations
8.5 Summary of Engineering, Procurement and Construction NCR’s

8.6 Lessons Learned Register

8.7 Key Performance Indicators Statistics – KPI’s

(1) Time between opening & closing NCR


(2) % of reoccurring NCR’s - Trends/ Disciplines
(3) Statistical data from inspection i.e. – Pass / Failed
(4) NCR statistics per item, section, discipline, sub-contractor, other
(5) Project weld repair rate
8.8 Vendor / Sub contractor Performance Evaluations

(1) Quality / Schedule / Delivery / Customer Satisfaction (how satisfied with service
and product)
(2) Quality related letter register
(3) Concession/ Deviation request register
(4) Project QA Report
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9. HEALTH SAFETY AND ENVIRONMENT

9.1 Safety Performance Indicators:

(1) Leading Indicators (Audits and Observations).


(2) Lag Indicators (Negatives and Positives).

9.2 Projects Risk Analysis:

(1) PTD Top 5 at Risks Conditions/ Behaviors.


(2) PTD Top 5 Safe Conditions/ Behaviors.

9.3 Incident Severity Statistics:

(1) PTD Man hours including incident trends (graph).


(2) Summary on Fatality incident and Lessons leant.
(3) Summary on LTI’s incident and Lessons learnt.

9.4 HSE Incentive Programs:

(1) Indicate Project HSE Milestone Achieved. (Describe in brief Summary What
Organization did differently to achieve these Milestones).

9.5 Project HSE Impediments:

(1) Project Issues that Affect HSE negatively e.g. lack of resources/ incompetency / In
Country Logistics issues etc.

9.6 Project HSE Positives:

(1) Systems, Standards, Procedure & Best practice implemented By Organization that
positively affected HSE.

9.7 Project HSE Conclusion:

(1) PTD HSE Overview & Lessons learnt.

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