Project Completion Plan Preparation Procedure

This procedure describes the requirements on the forward planning for the completion of a project to ensure that a coherent completion plan is developed well in advance of the end of a project.

This then ensures that all activities associated with the completion of a project can start at an optimum time and in a coordinated fashion.

The Project Director is responsible for the preparation of  the Completion Plan and its execution. The Project Director may however delegate others in writing to prepare the project completion plan, and manage the completion process.

All contract, specification, statutory, and other relevant documents shall be reviewed in the completion plan preparation process to identify requirements at completion, including for the client and involved third parties.

Meetings with clients and third parties should be held to reach consensus on the requirements at completion.

Contents of Project Completion Plan

The completion plan shall clearly specify the project requirements at completion and assign responsibilities for each item.  It should include an organization chart as well as Completion Schedules. The Completion Plan shall address the issues described below as a minimum:

• Completion Strategy Statement
• Practical Completion and Handover
• Inspection and Testing
• Commissioning
• Meetings
• Certification
• Definition of defects, operations and maintenance, and whose responsibility
• Defects Liability Period
• Final Completion requirements
• Demobilization planning
• Commercial Resolution
• Disposal of assets

Project Completion Strategy

The Completion Strategy shall consider all of the following:

Safety, Environment and Quality issues

Completion organisation and resources, including during the Defects Liability Period

Completion objectives

Agreements that affect Practical Completion Requirements

Contract requirements

Authority requirements

Early involvement of approving authorities

Client responsibilities

Early commitment by Client to completion date

Outstanding design issues

Procurement issues

Resources

Practical Completion and Handover

The  following  items  shall  be  considered  as  part  of  the  practical  completion  and  handover preparations:

• Acceptance criteria
• Authorities and approvals
• Certification by design consultants etc
• Documentation to be provided under the contract including O&M manuals
• Commissioning
• Spare parts
• Tenancy and fit-out interfaces
• Training and operation and maintenance considerations
• Warranties
• As-Built Drawings

Plan Approval

Completion Plan shall be approved by client, with client acceptance of their responsibilities.