7.21. Reporting

Reporting is an important element of Construction Management as it enables the management to make right decisions at the right time. As part of the construction management protocol, following weekly / monthly meetings shall be conducted by the GM office. The presentations / materials to be discussed during the meetings must be published in advance “Phoenix.4sightview” Portal in the interim and eventually in ERP Repository. The Minutes of Meetings must be recorded in “Strategic ERP”.

A. General Manager Meetings with GC/Contractors

General Manager to conduct Weekly Progress Review Meeting (W-PRM) with General Contractor (or) Civil / MEP / NSC / Other Trade contractors. Minutes of Meeting with Action Items assigned to a specific person with target completion date shall be recorded in ERP. The Contractor(s) presentations shall be published in Portal in the interim and eventually in ERP Repository.

General Manager to conduct Monthly Progress Review Meeting (M-PRM) with General Contractor (or) Civil / Others based on their submission of Monthly Reports. The monthly report must include the tracked schedule, delay analysis report and other annexures as required.

B. General Manager Meetings with PMO/Sr. Management

General Manager along with his team to present their Progress Status and Critical Issues pertaining to Design, Procurement, Commercials, Finance, Site Logistics etc., related to their respective projects in Weekly Review meeting with Sr. Management.

General Manager to review and ensure the Client/External Stakeholders Monthly Presentations are submitted to PMO on or before 5th of every month.

C. Reporting by other members of GM office

Construction Manager to submit the Weekly Project Update (Checklist for understanding the constraints) and discuss the critical constraints in the weekly meeting conducted by Office of Director (Operations). This is already covered in the Constraint Management Protocol section.

Construction Manager to update the LOA closing date in the Procurement Log prior to Weekly commercial meeting based on the tracked schedule.

Construction Manager to submit the Monthly Procurement Indents for RMC & Rebar with projections for further 3 months by end of every month.

Construction Manager to review the Monthly Cashflow projections prepared by Cost Consultants along with Finance SPOC before submitting to PMO-Commercial Team.

PMCS needs to give complete assessment of the weekly activities and resources planned vs actuals. If the resources are deployed to any unscheduled activities for that day or the week, whether it has impacted some other contractors schedule.

QS team – Invoice tracker needs to be submitted mentioning the date of invoices received or Variation order submitted for certification along with values and status of each of the Invoice under certification and VO under evaluation with aging

Accounts team - Cash flow planned vs actuals for previous month and assistance in creating three months look ahead planning

Design coordinator – RFIs tracker, with status of the same and age analysis

D.Monthly reporting to Business Development Teams and other stakeholders

As mentioned, the General Manager shall review and ensure the Client/External Stakeholders Monthly Presentations are submitted to PMO on or before 5th of every month. This shall be finetuned for consistency and shared with the BD and CRM team for further processing. The responsibility of consistency of Data, format and quantum of information shall be with the respective teams viz. BD and CRM as the data received from the site shall be raw data on progress updates.

E.Periodical reporting to Lenders

In addition, if there are requirements from any Lenders for periodical reporting, the same shall be compiled and shared by the Commercial Department (based on the monthly data from GM office) to the Finance Department for onward forwarding. The scope of the data & frequency of reporting to be presented shall be outlined by the Finance Department for each of the Lenders.

F. Adhoc Reporting

Apart from the above, adhoc reports and presentations as required by Phoenix Senior Management shall be presented.

The standard templates are available in the central repository <location>