To keep control of a Large, Complex Project, the relevant internal interfaces need to be established from the beginning between the different functions on the Project, and they need to operate effectively. This includes of course those interfaces between Project Control and other functions, as well as some key transverse interfaces between functions. Our new White Paper 2017-01 ‘How to Ensure that Proper Communication Happens Between Functions to Keep Control of a Project’ covers the issue of communication assurance, with the aim to ensure that there is proper coordination of the effort and its reporting during project execution.

To ensure proper data availability, and regular challenges on its quality, interfaces must be organized between Project Control and:

• Accounting/ finance, to check consistency between cost data and accounting data,
• Engineering, in particular for contractual aspects of documentation delivery and for the control of engineering subcontractors within the project document assurance framework,
• Procurement, which is essential in particular on the following aspects:

o Consistency of the breakdown structure with the supplier strategy and relevant invoicing constraints to capture cost as required,

o Availability of bid tabs for a joint understanding of the procurement cost structure and proper cost control post-award,

o Awareness on potential Change Order and Claims from suppliers and subcontractors

o Proper interface between engineering and procurement regarding deliverables required

• Construction mobilization preparation, to ensure that control requirements are properly setup on site (cost management, schedule reporting and update, contract requirements etc.)
• Construction site management, in particular for the measure of progress and the management of the subcontractors involved in construction activities
• Commissioning management, to anticipate cost and schedule requirements flowing down from procurement and construction, as well as any issue regarding performance trials (the proper setup and management of delivery punch lists and carry over lists is also essential for contractual reasons).

Those interfaces must generally be formalized by the transmittal of relevant periodic reports (at least monthly) and the organization of regular status meetings (also at least monthly) attended by the Project Control team and by the function management team on the Project.

Properly organized, regular effective coordination meetings are a must in Large Complex Project to keep control of the events and of the control data that is associated. Systems cannot replace face-to-face discussions even if they can help focus it on key items. In some instances site visits are even recommended as a reality check.

Read our new White Paper 2017-01 ‘How to Ensure that Proper Communication Happens Between Functions to Keep Control of a Project’ to know more about communications assurance in projects!