Project Initiation

So you’ve been assigned Project Manager on a new project, lucky you! Let’s step through what needs to be done once we’ve been awarded a contract from our client.

Many project management processes feed into one another, so it is important to follow this guide (in order) to minimise any speed bumps.

This guide will walk you through setting up your project through the following processes:

1. Handover with Bid Team
2. Project Setup Accounting
3. Admin Setup
4. Project Tracking
5. Project Execution Deliverables

Handover with Bid Team

The Bid Lead should initiate a project handover meeting once the contract has been awarded. Handover is important with key bid and project members to understand the Project Brief, KBR’s tender, KBR’s commercial position, and most importantly if there are any significant changes during tender negotiation.

The key items you should receive during handover include:

• Signed H12/H25 As-Sold QA (this might be the same as the As-Bid HOS - you need to confirm)
• HOS/EACB Set Up excel file
• Sharepoint link to the bid folder

Handover Meeting Requirement

If you were also the Bid Lead, a handover meeting can be combined with an internal project kickoff meeting.

Project Setup Accounting

Next, we need to set the project up in our accounting system - Microsoft Dynamics (MSD). Follow the steps outlined in the MSD Project Set Up Form.

Here’s a couple of helpful tips:

• Store all of the supporting documentation (i.e. Contract documents) in the Project Expansion folder
• The Market Sector A&F Lead for Transport is Scott Winks, CC in Gita Lata as well

What's my project number?

Your Project Sponsor should be able to guide you on the next available project number. Brisbane maritime projects (except defence) always start with BEJXXX.

Now hang tight and wait for a response from Gita that your new project has been set up in MSD, this will also prompt Document Control to set up the folder structure in Documentum, they’ll let you know when it’s sorted.

Is this for a new client?

There are additional processes that need to happen if this is for a new client. Talk to your Project Sponsor and/or the Accounts & Finance team.

Admin Setup

Next, we need to write up our Project Setup Forms, this is our blueprint and tells us the who, what, when, and how for the project.

IPMS Client Form

This form is for the setup of clients and subcontractors for Australian projects. PDF this document once filled out.

Deliverables List

We need to create file names for all of our deliverables, but there’s a bit of an art to it. Use the Coding and Control Report to help you define your deliverables. This includes all reports, drawings, cost estimates etc.

Report filename example

Say your first report deliverable for a maritime project is a Basis of Design Report. The filename would typically be BEJXXX-01-TD-CV-REP-0001.
TD = Technical Deliverables, CV = Civil, REP = Report, 0001 = Report number 1.

File Plan

Typically don’t need to alter the template much. Though if our client contract has a specific requirement (i.e. defence) for storage, submission, confidentiality then we need to document that here.

WOC Matrix

The WOC Matrix helps you identify the types of roles you will need on the project. Highlight the types of deliverables on the left hand side and across all the corresponding roles. The CTEs need to review and sign this as well.

PEP

The Project Execution Plan steps out the way in which our project will be conducted. It’s important to get this right to ensure smoother sailing throughout the project (and in case it gets audited!). The quickest way to work through the PEP is to find some examples from other projects on DCTM and build from that. A PEP must be completed and issued to Document Control before any project deliverables can be issued to the Client.

Roster

KBR is beginning to digitise a lot of these forms. The first to be rolled out is the Discipline Roster. This is where you assign roles such as Originate, Independent Checker, PM, and Tech Approver for each discipline. When you submit the roster, it will be sent to the CTEs for approval.

Good Practice

If the CTEs have not been involved in the bid process, then they have no idea what this random project roster they’re being asked to approve is about. So, before you submit the roster it is good practice to email your CTEs with a project overview and timeframe so they can accurately assess whether you have assigned the right people to the job.

Project Tracking

Project management is not just about following the process, it’s about keeping everything on track. This includes our program, deadlines, scope, minutes, and our resources. Use this handy Project Tracker Template.

Project Execution Deliverables

Other references

• Workday Project Managers 101: A Roadmap to Successful Project Management
• PM How-to Guide