Controls & Planning

Start-Up Meeting
<Project No. / Project Name>
House Keeping

In case of an Mobile phones on Got a question? No email during

emergency Facilities silent please Please ask! Meeting
Agenda

Opening & Introductions

C&P Process Overview
C&P Purpose & Objectives
C&P Process Requirements
C&P Roles & Responsibilities
Key Performance Measures
C&P Contractual Requirements
C&P Reporting / Monthly Timetable
Next Steps & Meeting Close
Opening and Objectives

Project /Bid Manager and C&P Project

Owner
Opening Project /Bid Manager

Controls & Planning Function Importance

Commitment to C&P Process
Importance of Program & Time Management
Add other items
Objectives of Meeting - C&P Project
Owner
Establish the Controls & Planning Function Framework
Review & Develop the Controls & Planning Management Plan
Lay the foundation for effective;
Planning
Program execution
Project control

Level 3 Integrated Master Program

Basis of Schedule
Support and Training
Introductions and Expectations
Controls & Planning Overview

C&P Project Owner

Controls & Planning Overview

C&P Business Standard

C&P Process Lifecycle

LCPL Standard Program Hierarchy

Controls & Planning Business Standard
Context and Application
Minimum requirements for the successful
execution of the C&P function on LCPL
projects.

Applies to the tendering and execution of

construction projects undertaken by all
LCPL Group companies

Including any Alliance, Joint Venture or

other arrangement.
Controls & Planning Business Standard
Content Hierarchy
Sets Minimum Requirements & Key Accountabilities
Minimum Requirements
1. Organisation

2. Function

3. Business

Key Accountabilities

Key Accountabilities
1. C&P Business Owner

2. C&P Leader

3. Group Manager Controls & Planning

4. Project Manager / Bid Manager

5. C&P Project Owner

Minimum Requirements 6. Program Owners

Controls & Planning Business Standard
Function Requirements
All tenders and contracts will develop a Controls & Planning Management Plan (either as a

standalone Plan or a Sub-Plan to the Project Management Plan)

All tenders and contracts will develop and maintain a Level 3 Integrated Master Program

(L3 IMP). Integrated Master Programs are to be cross-functional and inclusive of the full

scope of works. The Integrated Master Program shall be substantiated by a Basis of

Schedule document that captures the key determinants of the program.

All tenders and contracts will develop a Level 1 Summary Schematic Program (SSP) to

communicate the overall project execution strategy as captured in the L3 IMP.

Controls & Planning Business Standard
Minimum Program Requirements
The L3 IMP will be developed and maintained using Primavera P6**. Summarised Master

Programs (Level 2) will likewise be developed and maintained in that toolset.

Use of Primavera P6 for the development and maintenance of Level 1, Level 4 and Level 5

programs is optional. Irrespective of the toolset used, alignment with the Integrated Master

Program shall be maintained at all times.

Progress and performance against all programs is to be measured against a realistic and

achievable baseline. All performance measures are to be quantifiable, measurable and assessed

against defined performance thresholds.

In all cases, programs are to be developed and maintained in accordance with the defined LCPL

Program Hierarchy and the associated Our Way process requirements and are to be cognisant of

contractual, legislative and stakeholder requirements

Controls & Planning Business Standard
Key Accountabilities - Projects
Project Manager / Bid Manager:
Approve the Controls & Planning Management Plan and ensure that it is consistent with the requirements
of the Leighton Management System;
Approve the program and the supporting Basis of Schedule;
Monitor and review program performance outcomes and facilitate corrective action where necessary.
Controls & Planning Project Owner:
Ensure the requirements of C&P Business standard and the associated Our Way processes are
effectively implemented on our projects.
Develop and implement the Controls & Planning Management Plan;
Develop, implement and control a cross functional Integrated Master Program in accordance with the
associated process requirements;
Monitor and review program performance outcomes and recommend corrective action where necessary.
Program Owners:
Develop, implement and control functional Execution Programs in accordance with the associated process
requirements;
Monitor and review program performance outcomes and take corrective action where necessary.
LCPL PROGRAM HIERARCHY
Required Required
at Tender throughout Delivery

LEVEL 1 Schematic Summary Program (SSP)

LEVEL 2 Summary Reporting Program (SRP)
LEVEL 1 SCHEMATIC SUMMARY PROGRAM
PROGRAM TYPE: Schematic Program
REQUIRED: Tender Final Review; At Project Baseline
Establishment; Updated for Quarterly Contract Review
PROGRAM PURPOSE: Key high level document to
communicate overall project execution strategy and
critical / near critical paths as captured in the L3 IMP
PROGRAM RELATIONSHIP: Dependent on Level 3
L1 program
RESPONSIBILITY: Planner
FORMAT: 1 Page, project specific, schematic with
&L2 annotations
TYPICALLY DEVELOPED BY: Planner
LEVEL 2 SUMMARY REPORTING PROGRAM
PROGRAM TYPE: Selective Summary Program
REQUIRED: Tender Final Review; At Project Baseline
Establishment; Updated Monthly
PROGRAM PURPOSE: Reporting planned and actual
dates for project at summary level.
PROGRAM RELATIONSHIP: Dependent on Level 3
program
RESPONSIBILITY: Planner
FORMAT: Selectively Summarised L3 IMP
TYPICALLY DEVELOPED BY: Planner in consultation
with senior project team.

SUMMARY
Integrated Master Program (IMP)

LEVEL 3 INTEGRATED MASTER PROGRAM

PROGRAM TYPE: Integrated Master Program
REQUIRED: Tender Final Review; At Project Baseline Establishment; Updated for Monthly Contract Review
PROGRAM PURPOSE: Cross functional strategic program to project completion. Demonstrates execution strategies
, key milestones, critical paths(s) and project wide resource requirements.
PROGRAM RELATIONSHIP: Underpins forecast final cost. Sets framework for Level 4 and Level 5
RESPONSIBILITY: Planner
L3 FORMAT: Bar Charts using Primavera P6 and Key Production Measure S-Curves / Histograms generated using
LEVEL 3

Primavera P6 / MS Excel
INTEGRATED TYPICALLY DEVELOPED BY: Planner in consultation with functional leads (e.g. Design, Procurement,
MASTER PROGRAM Construction).

LEVEL 4 EXECUTION PROGRAMS

PROGRAM TYPE: Functional Execution Program

REQUIRED: Prior to commencement of associated works; Updated Monthly
PROGRAM PURPOSE: Package / Area level planning to support the coordination and delivery of
logistics (e.g. Approvals, design, procurement, materials, labour, etc) to enable field execution of
LEVEL 5 Construction Execution Program (CEP)

construction
LEVEL 4 Construction Execution Program (CEP)

PROGRAM RELATIONSHIP: Planning parameters set by L3 IMP. May incorporate more aggressive
targets.
L4 RESPONSIBILITY: Execution Teams; FORMAT: Primavera P6 / MSP
TYPICALLY DEVELOPED BY: Functional leads (e.g. Design, Procurement, Construction), with
EXECUTION PROGRAMS support from Planner as required.

LEVEL 5 EXECUTION PROGRAMS

PROGRAM TYPE Functional Execution Program
REQUIRED: Prior to commencement of associated works; Updated Weekly
PROGRAM PURPOSE: Short term planning to enable coordination of construction activities on
site.
PROGRAM RELATIONSHIP: Detailed L5 CEP to achieve L4 CEP targets. Planning parameters
set by L4 Execution Programs.
L5 RESPONSIBILITY: SPE / Project Engineer
FORMAT: 4 Week Look Ahead (MS-Excel)
EXECUTION PROGRAMS TYPICALLY DEVELOPED BY: Project Engineer(s), Site Engineer(s), Design Team Leader(s)
 Tender
Manage & Maintain Program
Establish
1.1 Context
Apply Business Standard
Define Purpose &
Objectives
1.2 Framework
Define Roles and
Responsibilities
Define Measures
Controls & Planning
Management Plan
C&P Lifecycle Process Flow Chart
Governance
Plan
2.1 Develop Level 3 Master
Program
Structures
Assumptions
Work Calendars
External Constraints
Execution Strategies
Activities & Logic
Resource Assignments
Program Optimisation
Baseline Program
2.2 Develop Level 4 Programs
2.3 Develop Level 5 Programs
Basis of Schedule
Integrated Master Program
Schematic Summary Program
Detailed Site Execution Programs
Schedule Risk Analysis
Delivery
Capture & Communicate Progress
1 Tender Program Peer Review
(TPPR)
2 C&P Compliance Review
Tender Program Peer Review Report
C&P Compliance Review Report
Execute
3.1 Level 3 Master Program
Control
Measure Progress / Reforecast
Review Basis of Schedule
4.1 Level 3 Master Program
3.2 Level 4 Program Produce Performance Metrics
Measure Progress / Reforecast Analyse Performance Metrics
and Trends
3.3 Level 5 Program Address Variances
Measure Progress / Reforecast Identify Areas for Corrective
Action / Define Responses
- Increase resources
- Modify execution strategies
- Consider Alternatives
Manage Change
4.2 Level 4 & 5 Programs
Report Plan Percent Complete
Report Schedule Variance
Updated: Analyse Plan Complete and
Integrated Master Program Schedule Variance
Identify Areas for Corrective
Schematic Summary Program Action / Define Responses
Basis of Schedule
Site Execution Programs Progress & Performance Reports
Controls & Planning

Purpose and Objectives

C&P Purpose & Objectives

Present Draft Purpose and Objectives for the Controls & Planning
Function (as captured in draft C&P Management Plan)
List Items as captured in draft C&P Management Plan: e.g.
Ensure that at all times a realistic & achievable program exists
Provide early warning of issues allowing for suitable corrective action

Maintain buy-in from project team for effective operation of C&P

Provide timely & accurate performance reporting and schedule control

Ensure project wide resource & program constraints are recognised & managed.
Group Session
Purpose & Objectives

Review & Further Develop

Draft Purpose and Objectives for
Controls & Planning function.

Group Working Time = 15 minutes.

Capture on butchers paper
Nominate a Spokesperson.
Report back = 5 minutes per group.
Alignment Session
Purpose & Objectives

Finalise & Agree

Purpose and Objectives for
Controls & Planning function.

Group Working Time = 10 minutes.

Step through items and highlight
those for inclusion in final C&P
Management Plan
Controls & Planning

Process Requirements
C&P Process Requirements

Requirements Aim

Business Standard Protect LCPLs

Requirements Interest

Project Specific Ensure Project

Requirements Uniqueness Considered

Client Specific Protect Clients

Requirements Interest
C&P Process Requirements

Draft process requirements for the Controls & Planning Function

(as captured in draft C&P Management Plan)
List Items as captured in draft C&P Management Plan: e.g.

Group Session
C&P Process Requirements

Review & Further develop draft process requirements.

What are the requirements that you would like the Controls &
Planning function to undertaken on the project.

Group Working Time = 20 minutes

Capture on Butchers paper
Nominate New Spokesperson
Report back = 5 minutes per group
Alignment Session
C&P Process Requirements

Finalise & Agree

Project process requirements
for Controls & Planning
function.

Group Working Time = 10 minutes.

Step through items and highlight
those for inclusion in final C&P
Management Plan
Scheduled Break
C&P Roles & Responsibilities

Present draft Roles and Responsibilities for the Controls & Planning
Function (as captured in draft C&P Management Plan) and
overview of scope breakdown
List Items as captured in draft C&P Management Plan:
For Program Development, Execution and Control

Level Type Responsible Accountable Consult Inform

1 Schematic Summary <Enter Details> <Enter Details> <Enter Details> <Enter Details>
Program

2 Summary Reporting <Enter Details> <Enter Details> <Enter Details> <Enter Details>
Program

3 Integrated Master <Enter Details> <Enter Details> <Enter Details> <Enter Details>
Program

4 Construction <Enter Details> <Enter Details> <Enter Details> <Enter Details>

Execution Programs

5 Construction <Enter Details> <Enter Details> <Enter Details> <Enter Details>

Execution Programs
Group Session
C&P Roles & Responsibilities

Review & Further Develop

Draft roles & responsibilities for
Controls & Planning function.

Group Working Time = 10 minutes.

Capture on butchers paper
Nominate a Spokesperson.
Report back = 5 minutes per group.
Alignment Session
Roles & Responsibilities

Finalise & Agree

Roles & Responsibilities for
Controls & Planning function.

Group Working Time = 10 minutes.

Step through items and highlight
those for inclusion in final C&P
Management Plan
Controls & Planning

Key Performance Measures

Key Performance Measures

Present Draft Key Performance Measures for the Controls & Planning
Function (as captured in draft C&P Management Plan) and overview of scope
and critical work-fronts.

List Items as captured in draft C&P Management Plan

Key Performance Measure Program Level Unit of Measure
 Group Session
Key Performance Measures
Review & Further Develop
Draft Key Performance Measures
for Controls & Planning function.

Group Working Time = 10 minutes.

Capture on butchers paper
Nominate a Spokesperson.
Report back = 5 minutes per group.
Alignment Session
Key Performance Measures

Finalise & Agree

Key Performance Measures for
Controls & Planning function.

Group Working Time = 5 minutes.

Step through items and highlight
those for inclusion in final C&P
Management Plan
Controls & Planning

Contractual Requirements
 C&P Contractual Requirements

Present Contractual Requirements for the Controls & Planning Function (as
captured in draft C&P Management Plan)

List Items as captured in draft C&P Management Plan as referenced in

Commercial Risk Assessment (CRA) and/or Project Commercial Roadmap (PCR)

C&P RELATED CRA / PCR ITEMS

CRA /PCR Reference Item CRA /PCR Comment
Alignment Session
Contractual Requirements

Confirm Team Alignment,

Understanding & Awareness of
Contractual requirements for
Controls & Planning function.

Group Working Time = 5 minutes.

Note: This is a communication and
clarification session only. No
amendment to contract conditions is
expected.
Controls & Planning

Reporting Requirements &

Monthly Timetable
 C&P Reporting Requirements

Present reporting Requirements for the Controls & Planning Function (as
captured in draft C&P Management Plan)

List Items as captured in draft C&P Management Plan

Internal
Report Requirement Program Level & By Whom Issued To
Frequency
i.e. Project, Branch,
Division

External
Report Requirement Program Level & By Whom Issued To
Frequency
i.e. Contract Clause
C&P Monthly Timetable

Insert the C&P monthly timetable

 Group Session
C&P Reporting & Monthly Timetable
Review & Further Develop
Reporting requirements and/or
Monthly Timetable for Controls &
Planning function.

Group Working Time = 15 minutes.

Capture on butchers paper
Nominate a Spokesperson.
Report back = 5 minutes per group.
Alignment Session
C&P Reporting & Monthly Timetable

Finalise & Agree

Reporting requirements and
Monthly Timetable for Controls &
Planning function.

Group Working Time = 5 minutes.

Step through items and highlight
those for inclusion in final C&P
Management Plan
Controls & Planning Start Up

Next Steps
Next Steps

Complete Actions arising

Finalise Controls & Planning Management Plan
Develop Level 3 Integrated Master Program
Develop Basis of Schedule
Confirm C&P Training and Support Requirements
Level 3 Process Training
Level 4 / 5 Process Training
Controls & Planning for Managers Course
P6 Tool Training
Actions Arising

Item Description / Details Owner Due Date

Close