Termination/Closure Plan for Kerbs Construction

Summary of the provided content is a comprehensive plan for the termination/closure of the Kerbs construction project. The assignment provides an overview, Gantt chart, and closure schedule for the different categories of items including site execution, procurement, and miscellaneous works. It also includes communication requirements for closure and final documentation needed to confirm job completion. The plan ensures that all necessary steps are taken to close the project effectively, ensuring that all parties involved are informed and documentation is complete.

PROJECT AUDIT AND TERMINATION REPORT
KERB CONSTRUCTION PROJECT AT FISON AVE WEST
PPMP20010 Project Audit and
Termination Report
1 PROJECT INFORMATION
Project Name: Kerb Construction Project at Fison Ave West
Date: 8th September 2017
Project Ownership: Project Controls Department
Prepared by: Student’s Name, Project Manager, Contractor Farm
Distribution List:
Tejas Mehta, Project Manager
Head, TMR
Sponsor, Contractor Farm
Project Site Team Members, Contractor Farm
Head Office Project Members, Contractor Farm
2 AUDITABLE CATEGORIES
Auditable Category WBS ID and Item Description Applicable metrics
1. Performance /
Progress
(Estates
Services, 2017)
1.1 Change in cost during the
project life cycle due to
increase in resource
shortage
Yes, the baseline cost had to
be revised once
No, the cost was never
changed from its budget
1.2 Change in cost performance
index
Yes, the cost performance
index (CPI) got below 1
No, CPI never reached
below 1
1.3 Change in scope during the
project life cycle
Yes, scope increased for
twice instances
No, scope was same since
the planning stage of the
project
2. Compliance
(TechTarget,
2015)
2.1 The change in cost was due
to shortage of resources and
even increase in scope, so
was the change control
system used for the approval
of change request
Yes, the path described in
change control management
plan was followed
No, the management plan
was neglected and not
followed at all instances
2.2 All the statutory compliances
were obtained from the
Yes, the request letter or
application was approved by
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PROJECT AUDIT AND TERMINATION REPORT
KERB CONSTRUCTION PROJECT AT FISON AVE WEST
authorities for the project local authorities
No, the request was not
approved at first go
3. Quality (Shah,
2011)
3.1 The Kerb was built as per
the defined standard in
contract
Yes, kerbs was built by
strictly following the
standards
No, it could not be built, at
very few instance there were
lapse in quality, however
proper rectification was
attended
3.2 Was the CV (Cost Variance)
could be maintained positive
throughout the project
Yes, CV was +ve for the
whole life cycle
No, CV could not be
maintained +ve throughout
3.3 Was the SV (Schedule
Variance) could be
maintained positive
throughout the project
Yes, SV was +ve for the
whole life cycle
No, SV could not be
maintained +ve throughout
4. Change / Exit
(Microsoft,
2017)
4.1 The purchase of Kerb road
furniture was concluded
properly by submitting the
procurement documents too
Yes, all the items as per
contract supplied and
documentation also
completed
No, the items are delivered
as per contract, but the
documentation was not
submitted fully
4.2 The safety item supply and
installation contractor has
installed all the items at site
Yes, the contractor has
installed successfully and all
contractual closure
documentation submitted
The installation are done but
final document submission
after quality check is pending
yet
5. Risk
(Accounting-
Simplified,
2013)
5.1 All the risks are responded
according to the response
plan developed earlier
Yes, all the risks responses
are applied to the threats
No, all the risks responses
were not applied
5.2 All the identified
opportunities are explored to
enhance the occurrence
probability and impact
Yes, all the identified
opportunities are enhanced
No, the opportunities were
neglected and no effort was
made to enhance them
6. Best Practices /
Lessons to be
Learned
(Project Smart,
2017)
6.1 Always the execution
planning need to be done
with keeping rainy season in
mind and work should not be
planned in this time to avoid
any delay compared to
Yes, the criteria was
considered while planning
the execution phase
No, the criteria was not
considered for planning
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PROJECT AUDIT AND TERMINATION REPORT
KERB CONSTRUCTION PROJECT AT FISON AVE WEST
baseline
6.2 Procurement of critical items
like safety must be started in
advance to avoid last
moment rush and do extra
expenditure
Yes, the procurement was
done at early stage itself to
save time and money both
No, the procurement was not
done at early stage
3 AUDIT PLAN
Audit Category Item When will it be
conducted?
Who will
conduct?
Purpose
(discovery or
decision-making)?
Performance /
Progress
1.1 Cost audit after the
approval of change
order
Project Manager
& Sponsor
Decision-making
1.2 Monthly audit Project Manager Decision-making
1.3 Audit change
request status
Project Manager Decision-making
Compliance 2.1 Audit change
request status
Project Manager Decision-making
2.2 Quarterly audit Senior Executive,
Contractor Farm,
Discovery
Quality 3.1 Quality Audit, as per
request
Project Manager Discovery
3.2 Monthly audit Project Manager Decision-making
3.3 Monthly audit Project Manager Decision-making
Change / Exit 4.1 Procurement Audit
in-between the
progress & last one
after the task ends
Senior executive,
Contractor Farm
Discovery
4.2 Monthly Audit in-
between the
progress & last one
after the task ends
Senior executive,
Contractor Farm
Discovery
Risk 5.1 Monthly audit Project Manager Discovery
5.2 Monthly audit Project Manager Discovery
Best Practices /
Lessons to be
Learned
6.1 Monthly Audit in-
between the
progress & last one
after the task ends
Project Manager Decision-making
6.2 Monthly Audit in-
between the
progress & last one
after the task ends
Project Manager Decision-making
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PROJECT AUDIT AND TERMINATION REPORT
KERB CONSTRUCTION PROJECT AT FISON AVE WEST
4 PROJECT TERMINATION / CLOSURE
Controllable
Category
Item &
Explanation
PMBOK Knowledge Area
Input
Tool &
Technique Output
1. Deliverable 1.1 Delivery
of road safety
items got
delayed
Progress
status report
Audit Updated
documentation and
store in
organisational asset
The delivery of items required to maintain the proper safety at site got
delayed due to an accident at their shop
1.2 Overhead
for the job
increased
due to
allowance of
doing night
shift job only
Progress
status report
Audit Updated
documentation and
store in
organisational asset
During pre-monsoon and post-monsoon seasons the rains were
showering mostly at night only, so the duration increased with getting
any work done and hence the change in cost has happened
1.3 Because
of change in
scope of
work, the
requirement
of the safety
item also
changed
Progress
status report
Audit & Scope
verification
Updated
documentation and
store in
organisational asset
Since the scope of work got increased due to the change in route of
the bypass road which was required for maintaining extra safety
during night work and concreting using boom placer, the scope and
as well their supporting items also got changed
2. Configuration 2.1 The
written
approval
letter for the
kerbs at road
junctions
wanted to
increase the
width of
bypass road
and improve
the quality bit
more to allow
passage of
heavy load
vehicles too
Requirement
documents,
Scope
Statement
Audit & Scope
verification
Updated
documentation and
store in
organisational asset
& change in scope
Due to rain the shoulders of the road got washed out, so the design of
the road width was enhanced and the compaction ration requirement
too. So it was a change in scope and obviously needed additional
time and cost to complete.
3. Status
Accounts
3.1 Earned
value
analysis
Earned Value
Analysis
Audit Updated
documentation and
store in
organisational asset
The SPI, CPI, SV, CV and EAC need to be checked before the
termination to ensure the trend of progress the party could maintain
throughout the project
4. Logs 4.1 Site visit
need to be
done to take
photographs
of the
completed
works
Site Status
Report
Audit Updated
documentation and
store in
organisational asset
The finished job was required to be photographed for including with
the close-out report which is required to be submitted to Tejas Mehta,
TMR
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PROJECT AUDIT AND TERMINATION REPORT
KERB CONSTRUCTION PROJECT AT FISON AVE WEST
5. Issues 5.1 There
was delay in
obtaining the
approval
from local
authorities
Requirement
documents
Audit Updated
documentation and
store in
organisational asset
As discussed in point 2.1 in this section, the approval was delayed
due to want of change in scope
6. Procurements 6.1 Site
construction
work
completed
successfully
Baseline
Schedule
Audit Updated
documentation and
store in
organisational asset
The site work was delayed due to the intervention of different aspects
like change in scope, increase in quality standards, etc.
5 TERMINATION / CLOSURE PLAN
Overview:
After the job completion is declared by the site team for construction of Kerbs, the different
forms of audit and inspection (as discussed in above points) were used to confirm the job
completion and document the changes happened during the process in different knowledge
area of scope, time, quality, resources etc. Now, the overall project team need to concentrate
to close the project as per below schedule for different category of item. The site execution
head need to certify the completion of job at site and Procurement in-charge the receipt of
overall documentation required for final closure. Once all the job completion assurance and
final documentation received, the contract can be closed by providing a closure certificate.
Gantt chart:
Gantt chart provided with EVM assignment is unmanageable. Student is requested to
please paste it from the earlier file he has developed.
Closure schedule:
30-Aug 1-Sep 3-Sep 5-Sep 7-Sep 9-Sep 11-Sep 13-Sep 15-Sep 17-Sep 19-Sep
8 In continuation to EVM assignment 'Clearing
site area and Finalizing'
9 Closing and Handover
9.1 Supplier of Kerb road furniture
a Supply completed
b Inspection done
c Final Documentation received
d Review of material and documentation done
e Contract Closure certificate issued
9.2 Concrete group has executed properly
a Execution completed
b Inspection done
c Final Documentation received
d Review of works and documentation done
e Contract Closure certificate issued
9.3 All miscellaneous works like cleaning of site
& removal of temporary safety items done
a Execution completed
b Inspection done
c Final Documentation received
d Review of works and documentation done
e Contract Closure certificate issued
9.4 Handed over to TMR
Sl.
No. Activity 2017
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PROJECT AUDIT AND TERMINATION REPORT
KERB CONSTRUCTION PROJECT AT FISON AVE WEST
Communication for closure:
Activity /
Milestone List
Start
Date
End
Date
Whom to
inform
regarding
closure
Overall
Responsibility
of closure
confirmation
What is
required to be
inspected
Final closure
documentation
Closure
activity of
Supply of
Kerb
Furniture
1-Sep
2017
10-
Sep
2017
Furniture
supplier
Procurement
Manager /
Project
Manager
Supply scope
document,
Installation
completion
certificate,
final
documentation
Closure
certificate
Closure
activity of
Concreting
activity
5-Sep
2017
14-
Sep
2017
Concrete
supplier
Construction
Manager /
Project
Manager
Scope
document,
Execution
completion
certificate,
final
documentation
Closure
certificate
Closure
activity of all
miscellaneous
works like
cleaning of
site & removal
of temporary
safety items
9-Sep
2017
18-
Sep
2017
Labour
supplier
Construction
Manager /
Project
Manager
Scope
document,
Execution
completion
certificate,
final
documentation
Closure
certificate
6 REFERENCES
Accounting-Simplified. (2013). Audit Risk Model Inherent Risk, Control Risk & Detection Risk.
Retrieved September 8, 2017, from http://accounting-simplified.com:
http://accounting-simplified.com/audit/risk-assessment/audit-risk.html
Estates Services. (2017). The Key Performance Indicator Evaluation Process (KPI Process).
Retrieved September 8, 2017, from www.admin.ox.ac.uk:
https://www.admin.ox.ac.uk/media/global/wwwadminoxacuk/localsites/
estatesservices/documents/capitalprojects/KPI_Process_Guidance_Note.pdf
Microsoft. (2017). Audit Policy. Retrieved September 8, 2017, from
https://technet.microsoft.com:
https://technet.microsoft.com/en-us/library/cc766468(v=ws.10).aspx
Project Smart. (2017). A Cost-Effective Project Management Tool. Retrieved September 8,
2017, from https://www.projectsmart.co.uk: https://www.projectsmart.co.uk/lessons-
learned.php
Shah, D. (2011, December 19). Quality audit. Retrieved September 8, 2017, from
www.slideshare.net: https://www.slideshare.net/Dolita-Shah/quality-audit
TechTarget. (2015, March). compliance audit. Retrieved September 7, 2017, from
TechTarget: http://searchcompliance.techtarget.com/definition/compliance-audit
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