Project Manger and his respomsibilities

The position of project manager  gives lot of pleasure when given the opportunity to handle the entire project as in charge. While start executing the project the problems face by project managers are huge in spite of huge freedom enjoyed by him. Who is a project  manager and what are all his responsibilities?, While doing the estimates for quoting certain works the team of business sales persons collect the input data’s from various departments involved in the project to access the amount of expenses the company may have to spend on account of various departments. Based on the inputs the project quote is prepared and with various discussions and clarifications the project is awarded to the winning bidder .Once the bid is awarded to the winning bidder the company is legally responsible with respect to the terms and conditions agreed by the company during discussions with the owner. The owner/clinet inform the winning bidder through a letter/ mail their willingness to accept the company to execute the work for them. This mail is called as letter of acceptance (LOA or LOI in some cases)  Based on the LOI the company starts their work. The first step the company does is to nominate a person who will take the responsibility of executing the total work as agreed by his company. This person is named as project manager of the project. Based on the priced quoted by the company the details are handed over to project manager for his review. The input details prepared by the sales department are called as estimates quoted which is already agreed and approved by all the responsible persons. Based on the estimates handed over by the sales the project manager starts his work. He is authorised to change any part of the estimate according to his convenience and flexibility keeping the bottom line of the company in tact. At the end of the day the project manager is totally responsible for the successful execution of the project satisfying the client and keeping the company’s profit in position. The budget prepared by the project manager is called as control budget in many companies. When the project starts the project manager conduct a meeting inviting all department in charges involved in the project along with the nominated sub ordinate by him to assist him in his daily activities while executing the project. His assistant is called as project engineer. He will be helping the project manager in getting the inputs from various departments, correspondence with clients . In normal cases the project engineer will be a junior level person who in turn will be groomed as a future project manger. The meeting conducted by the project manger is named as kick off meeting. Or it can be called as introductory meeting since the company management officially declare the nomination of the project manger to all the team members. Clock start rolling  for the project manger..The team members from various departments who will   be associated with this particular project and how much duration they will be available for the project. The number of persons anticipated for the project along with the duration is a prefixed data since the details are initially spelt out by them to the sales department while quoting for the project. In case if the project manger wants to have some change in man power he can do it and subsequently the additional cost implication must be offset by him in other. The second step in the execution of the project is introduction of the project manager to the owner/ client and makes them clear that the project manger will be responsible from the executing company’s side for the project. The owner will have a single point responsibility so that all the details/problems are discussed with him and solution for the problems if any are to be solved by him. On introduction of project manger to the owner through sales department of the company they detach from the link and the project manger connect the link. The project manger insists for the contract with the owner/client. The contract document prepared by the owner/ client is viewed and commented by the project manger and describencies if are brought to the knowledge of sales persons and along with the sales persons the matter is persuaded with client and incorporated  covering the interest of the company. From that time onwards the project manger co ordinates with different departments and periodical check up of control budget is conducted. If any differences are found conduct meeting with departments and get it corrected. Once the work pick up co ordination for the onsite work also the responsibility of the project manger. A man responsible to take care of the site activities is called as construction manger/ site incharge.The site in charge  will be totally stationed at site and will be executing site works and sent reports on daily basis to the project manager. The problems at site while executing the project is total responsibility of the construction manger. However resources to carry out the site work in.a successful way is to be organised by the project manger and it becomes his part of work..Even though site in charge works at site major decisions the owner/client approaches the project manger. With successful co ordination with every one when the project manger complete the project in schedule keeping in tact the profit of the company dealing and solving the issues of the project with clients satisfied opinion emerges out as a successful project manager 

Engineering, procurement and construction contract

 

Out of the different contracts the Engineering procurement and construction contract (EPC)follows the  most common project finance  path. In the EPC contract the contractor is entrusted with the  obligation  to build and deliver the project facilities on a turnkey basis. In these type of contract the contract is awarded to a well established and resourceful contractor who has thorough knowledge about the project on a lump sum fixed price . The price is based on acceptance of a certain specifications, and with certain performance warranties. In the EPC contract the completion date of the project and the effective date of the contract plays very vital role.Is quite complicated in terms of legal issue, therefore the project company and the EPC contractor need sufficient experience and knowledge of the nature of project to avoid their faults and minimize the risks during contract execution.

The terms EPC contract and turnkey contract are interchangeable. EPC stands for engineering (design), procurement and construction. In the Turnkey contract the owner of the project provides some basic agreed facilities and rest of the remaining works of the projects are to be carried out by the contractors and hand over the project to the owner in such a way that l it will need to be done by the owner  to do is turn the key and the facility will function as intended. Alternative forms of construction contract are a project management approach and alliance contracting. Basic contents of an EPC contract are:

·         Description of the project

·         Price

·         Payment

·         Completion date

·         Completion guarantee and Liquidated damages:

·         Performance guarantee and LDs

·         Cap under LDs

Decription of the project: Every project is described prior to fixing of the price of the project cost. In case of Thermal power plant the capacity of the plant to be produced in terms of MW and how many units, what are all the major systems to be provided in place . further project description narrates what is the specification for major equipments ,process guarantees, time of completion are specified

600 MW Thermal Power Plant

Price on EPC contracts are decided as single lump sum price for completion of the entire project.. Since EPC contracts are voluminous in nature with long duration from  date of beginning to date of commercial operation of the project the price is divided as design and engineering component price,cost for supply of the materials with specified terms and for civil and site services a separate price.. The price is always linked with certain important deliveries of equipments and in case of site services with completion dates of major mile stones.

Payment : Even though price is fixed separately for  design and engineering, supply of equipments ,civil and site services the contractor must be provided with free access to collect the money on completion of certain activities. In order to facilitate this the payment terms are framed in the contract when the payment must be made to the contractor and what percentage of money to be released. It is further discussed among the contractor and owner and billing break up is agreed. Based on which the contractor gets his money on completion of the obligations

Always the payment done by the owner to the contractor is safeguarded by an agreed project completion schedule with starting date or effective date of the contract and completion date of the contract. Theses two mile stones are most important and all the other intermittent activities can be adjusted to achieve the final date. The schedule thus prepared is called project schedule and being followed by every one of the project to achieve the final date of completion in a successful way.

In the contract agreed between the owner and the contractor it is very clearly mentioned the liquidated damages not in form of penalty to be paid by the contractor to the owner in case if the contract is not fulfilled as agreed. However the penalty is applicable only it is legally proved by the owner that the obligations mentioned in the contract are not properly carried out. Normally in power projects the liquidated damages are imposed for the performance of the equipments supplied by the contractor in terms of heat rate to be met by the contractor along with auxiliary power consumption. Another type of liquidated damage is for the delay in completion of the project due to the fault of the contractors .

There is always a cap agreed and mentioned  in the contract for the delay and performance in terms of money which is prefixed while siging the contract

Financial closure

The financial closure of the project is an arrangement to be done by the owner of the project before start of the project and to meet the financial requirements of the project from the beginning until commissioning and start of production of the project. Normally the project takes off its full momentum on completion of the financial closure since parties involved in executing the projects are secured of their money for the responsibility entrusted to them. .Project finance is the long-term of finance of infrastructure and industrial projects based upon the projected cash flows of the project rather than the balance sheets of its sponsors. Usually, a project financing structure involves a number equity investors and group of investing banks or other lending institutions that provide loans  to the operation of the project..Commonly while the bankers and lending institutions provides the loan the borrower cannot be heldresponsible for any amount in excess of the security for the loan, even if the value of such  security falls below the level it  had been anticipated for it at the time of the allotment of  loan , which are secured by the project assets and paid entirely from project cash flow, rather than from the general assets or credit worthiness of the project sponsors, a decision in part supported by financial modeling  The financing is typically secured by all of the project assets, including the revenue-producing contracts. Project lenders are given legal claim of theproperty to secure the payment of a debt or the satisfaction of an obligation   on all of these assets and are able to assume control of a project if the project company has difficulties complying with the loan terms.

Generally, a special purpose entity  is created for each project, thereby protecting other assets owned by a project owner from the damaging effects of a project failure. As a special purpose entity, the project company has no assets other than the project. In order to satisfy the lending companies or lending banks it becomes most important from the owner for their  Capital contribution to show that their company is financially sound and capable to take up the project. In general project financing has been most commonly used in the, transportation, telecommunications industries as well as sports

The  most important component of the project finance is to analyses the elements of  risk involved in the project. A project may be subject to a number of technical, environmental, economic and political risks. Particularly in developing countries and emerging markets the elements of risks are high "Several long-term contracts such as used to align incentives and deter opportunistic behaviour by any party involved in the project.  The patterns of implementation are sometimes referred to as "project delivery methods .Further the risks cannot be born only by owner can be distributed among number of parties involved in the project along with sharing the profit of the project with parties taking part in the project by sharing it with  construction, supply, off-take and concession agreements, along with a variety of joint-ownership structures. There are several parties in a project financing depending on the type and the scale of a project. The most usual parties to a project financing are;

1.   Sponsor (owner of the project)

2.   Lending institutions  and banks lending loans

3.   Financial Advisors

4.   Technical Advisors

5.   Legal Advisors

6.   Debt Financiers

7.   Equity Investors

8.   Regulatory Agencies

9.   Multilateral Agencies

The lending institutions and financing Banks do not hand over the entire finance of the project in a single stage. The finance required for the project is released on stages so that the project progresses in proper way and can be finished on schedule.

A riskier or more expensive project may require limited recourse financing secured by a surety from sponsors. Limited recourse lending was used to finance maritime voyages in ancient Greece and Rome. Its use in infrastructure projects dates to the development of the Panama Canal, and was widespread in the US oil and gas industry during the early 20th century. However, project finance for high-risk infrastructure schemes originated with the development of the North Sea oil fields in the 1970s and 1980s. Such projects were previously accomplished through utility or government bond issuances, or other traditional corporate finance structures.

The new project finance structures emerged primarily in response to the opportunity presented by long term power purchase contracts available from utilities and government entities. These long term revenue streams were required by rules implementing PURPA, the Policy resulted in further deregulation of electric generation and, significantly, international privatization following amendments to the Public Utilities Holding Company Act in 1994. The structure has evolved and forms the basis for energy and other projects throughout the world.

Starting of project-introduction

Staring of a project-Introduction”

The process through which the expected final product is achieved successfully in terms of time and finance with the co ordination and effect of group of resources can be called as the implementation of the project. The project can vary from product to product depending on the production of the final product. Whatever the product produced at the end it require a standard procedure which we call as project implementation procedures. To conceive a project the accurate estimation of the finance and resources are most essential. The final user of the product in the project is normally called as the owner of the project. The resources required for completion of the projects are deployed either by one company or group of companies are called as contractors of the project. The co ordination between the owner and the contractors during the implementation of the project including either in supply of technical knowhow required for the project or validating the technology supplied either by the contractors or themselves are called as project consultants. These three parties form important roles in the implementations of the project. To carry out the works of individual parties they sure require some mechanism through which their companies earn money. Hence all the companies make their own estimates in achieving their goals without slipping their responsibilities and make profit for the company. It is quite obvious the success of the project not only depends upon the accurate estimate of the owner but also the correctness of the estimates of their working partners like contractors and consultants.       

Owners Estimate: The cost estimates of owners/project consultants/and contractors varyfrom every ones point of view.. The cost estimate of the owner is of normally on a macro basis. Based on the previous experience of the cost incurred in other projects of the same nature and capacity, is considered as basic element for the cost estimates ,taking in to considerations of the escalation factor as per index , duration when the old project was implemented and the present one. Any project can be compared with the human body. Like we have different parts of the body even project have various elements starting from conception till production of the  end product. From inception the feasibility study whether the project is viable in terms of profit and run on long run. Followed by financial and check up of required inputs followed by rough estimate of the project. Many of the projects stops at this stage due to various reasons like UN availability of required in puts. Further progressing projects continue with project work like process engineering/design and engineering .Supply chain management group forms and construction in continuation with testing and commissioning. Even though there are many activities in a project the construction activity plays an important role since it falls on the tail end of the project .Whichever losses and finance for the company is to be managed by the construction group hence its role in project is most important

Even though many micro activities are involve in completion of a project it is worth it to list here the major activities which forms the prime part of a project. It may be an industrial project or others the following steps need to be full filled
1. Feasibility study

2. General estimation of the project

3. Financial tie ups

4. Development of HR and required team to carry out his project

5. Scheduling of the project

6.Tie up  with process engineering company

7.Tie up with design and detailed engineering company

8.Find out major eligible equipment manufacturers

9 Development of infra structure activities

10 To start on site work

11.Testing and commissioning

These are the major heads of activities required to complete the project in macro level. The details of which i shall explain in some other post While a company decided to go ahead with a product the location of the factory wherein the product is produced plays a very vital role. To start with the place must be easily approachable. Connected with near by cities by road/water or air. The infra structure facilities like electricity to operate the plant at competitive cost /one or few of the raw materials required to produce the end product is available either there itself or in the nearby locality. Ample empty space required for the construction of the factory including the place for future expansion. Availability of local force while construction of the factory and for further maintenance of the factory. Availability of construction hiring equipments in the nearby towns. Even though the above cite facilities are very much necessary  ,leading financial institutions and Banks for transaction on day to day basis throughout the starting and till completion of the project are also most important matter to be considered.

                                           To name a project is common for the procedure to identify the  production end products. But in industry it is differentiated by the name of the end product. For Example   power production industries call this project as Power plant project.  Production of chemicals are called chemical plants.  Manufacture of  petrochemicals are called as petro chemical project.  Like  wise other products like cement ,steel, textile, IT are named with their name as projects.

                                           Thermal power plants are most essential need in growing countries to fulfil their power requirements. Mostly Thermal power plants are constructed where sufficient quantities of coal are available in the place itself or in the nearby vicinity where from it can be easily transported. Depending upon the availability of other commodities and inputs the location of the Thermal power plant is decided. Even though there are other sources of power production Thermal power plants are widely used considering the cost of coal is cheaper. Except for few countries the coal cost is very much comparable with other fuels like Diesel/Naphtha etc. In countries like India wherein petrochemical fuels are of scarcity they wholly depend upon thermal power plants. Otherwise the construction cost and maintenance of Thermal power plants over a period of time works out to be most efficient compared to Diesel and other fuels. Countries like China  had already constructed and operating the power plants more than 1000 MW, countries like India still operate with 650 MW maximum . In recent past few 800 MW Thermal plants are under construction. Owing to the large requirement of power up to 30 million MW in future India has plenty of opportunities or the power companies from India and other countries to involve themselves in the development of India