Doc.

No: SUCGIN/RO/BCD/SOP/01
Project Cost Management
Procedure and Policies Rev:00 Effective Date:31/03/2019

TITLE： PROJECT COST MANAGEMENT PROCEDURE AND

POLICIES

REV DOCUMENT HISTORY DOC. NO ISSUE DATE ORIGINATOR

00 Initial Release SUCGIN/RO/BCD/SOP/01 31/03/2018 Ramesh Subramaniam

Prepared By Approved By

Designation： Sr. Commercial Manager Designation： General Manager

Name： Ramesh Subramaniam Name： Wang Xinping

Signature： Signature：

Date： Date：

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 Doc. No: SUCGIN/RO/BCD/SOP/01
Project Cost Management
Procedure and Policies Rev:00 Effective Date:31/03/2019

REVIEWED BY

QA to initiate reviewing process by distributing to the relevant Departments： (Mark Below)

质量专员审阅后发起会签：

□ □ □ □ □
Reviewed by Admin. Reviewed by HR Reviewed by Business Reviewed by Budget & Reviewed by
Dept.: Dept.: & Development Dept.: Costing Dept.: Commercial Dept.：
行政部意见： 人事部意见： 市场开发部意见： 预算成本部意见： 商务部意见：

□ □ □ □ □
Reviewed by Finance Reviewed by P&M Reviewed by Design Reviewed by Contract Reviewed by
& Accounting Dept.: Dept.: Dept.: & Legal Dept.: Engineering &
Construction Dept.:
财务部意见： 设备部意见： 设计部意见： 合约法务部意见：
工程部意见：

Reviewed by Deputy General Manager and Signature：

副总经理审核签字：

Reviewed by General Manager and Signature：

总经理审核签字：

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 Doc. No: SUCGIN/RO/BCD/SOP/01
Project Cost Management
Procedure and Policies Rev:00 Effective Date:31/03/2019

1.0 PURPOSE
1.1. This operating procedure was created to support budget preparation and approval and provide a
standardized approach for budgetary control which is essential to ensure the project/institution meets its
fiduciary responsibilities and strategic goals.
1.2. This Standard Operating Procedure (SOP) provides an overview of the Cost preparation and standardized
cost report format which essentially support effective Cost control.
1.3. To assist in planning a process that identifies the financial resources required to achieve the Project
program objectives

2.0 SCOPE
2.1. These Procedures provides guidance to Budget Holders on the best practice for Budget Monitoring. It also
helps to ensure that the Institution/ project Costings are managed to the highest professional standards
and in accordance with best current practice.
2.2. The procedure is mandatory to all budget holders and/or authorized delegates.
3.0 REFERENCE
3.1. Document No.: SUCGIN/RO/ENC/SOP/01 Standard Operating Procedures and Policies
3.2. Document No.: SUCGIN/RO/BDD/SOP/01 Bid Standard Procedures and Policies
3.3. Document No.: SUCGIN/RO/LNC/SOP/01 Contract Management Principles & Performance
3.4. Document No.: SUCGIN/RO/COM/SOP/01 Purchasing Policy
3.5. Document No.: SUCGIN/RO/COM/SOP/03 Subcontracting Management Policy
4.0 FLOW CHART
4.1. The Flow Chart is attached in Attachment 1.
5.0 DEFINITION
5.1. HOD : Head of Department
5.2. CD : Contract Department
5.3. CMD : Commercial Department
5.4. PBCE : Project Budgeting & Costing Engineer
5.5. BCD : Budgeting & Costing Department
5.6. BCM : Budgeting & Costing Manager
5.7. Project team : Planning / Commercial Head
5.8. PD/PM : Project Director/ Project Manger
5.9. BM : Bid Manager
5.10. GM : General Manager, RO
5.11. HQ : Headquarter, Shanghai
5.12. RO : Regional Office – SUCG Infrastructure India Private Limited
5.13. DWP : Detailed work programme
5.14. FTP : File Transfer Protocol
5.15. HRD : Human Resource Department

6.0 RESPONSIBILITY
6.1. The budget schedule required for the Project shall be developed by the BCD Involved Form No.
SUCGIN/RO/BCD/F/01/02 to SUCGIN/RO/BCD/F/01/12 with its annexures and checked by Project Team
6.2. The Costing schedule required for the Project shall be developed by the PBCE Involved Form No.
SUCGIN/RO/BCD/F/01/13 to SUCGIN/RO/BCD/F/01/17 with its annexures and checked by Planning
Head
6.3. The Costing schedules mentioned in Article 6.2 above shall be reviewed by the BCD.
6.4. The abovementioned schedules shall be reviewed and approved by the PD/PM and GM prior to circulation
to the PBCE and Budget holders for monitoring and updating.

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7.0 AUTHORITY
7.1. The circulation and distribution of the approved budget and cost schedules shall be authorized by the
PD/PM/GM
7.2. The updating of the approved budget and cost shall be authorized by the PD/PM/GM.

8.0 PROCEDURE
8.1. Handing over of tender budget

The BM shall hand over the following to BCD within one week from the date of bid opening when the
Company achieve L1:
a. Tender documents including Prebid clarifications and corrigenda
b. As submitted tender submission (Hard / soft copy)
c. Detailed Design BOQ, Construction Programme, Construction Method, Staff Schedule and P&M
Schedule.
d. Soft copy of tender workings
e. Supporting documents like Quotes, etc.
8.2. Preparation of proposed project budget

8.2.1 The BCD shall prepare proposed project budget based on the following.
a. Recheck all working and breakdown of the pricing
b. Price the missing items
c. Check for any overpriced / underpriced items
d. Check for any uncovered risk which will affect the pricing
e. Project contingencies based on the risk analysis
8.2.2 The relevant project budget forms are as follows
 Project Initial Budget Application Doc.No.: SUCGIN/RO/BCD/F/01/01
 Project Budget Summary Doc.No.: SUCGIN/RO/BCD/F/01/02
 Project Schedule Form Doc.No.: SUCGIN/RO/BCD/F/01/03
 Direct Cost Budget Report Doc.No.: SUCGIN/RO/BCD/F/01/04
 Preliminaries Budget Report Doc.No.: SUCGIN/RO/BCD/F/01/05
 Direct Cost Rate Analysis Form Doc.No.: SUCGIN/RO/BCD/F/01/06
 Material Budget Report Doc.No.: SUCGIN/RO/BCD/F/01/07
 Subcontract Budget Report Doc.No.: SUCGIN/RO/BCD/F/01/08
 Staff Schedule and Cost Report Doc.No.: SUCGIN/RO/BCD/F/01/09
 Procurement Schedule Doc.No.: SUCGIN/RO/BCD/F/01/10
 Plant Equipment Schedule and Cost Report Doc.No.: SUCGIN/RO/BCD/F/01/11
 Project Cost Code Budget Transfer Doc.No.: SUCGIN/RO/BCD/F/01/12

8.2.3 Allocate cost code for items of work as per below referred tabulated formats

 Cost Code for Preliminaries Doc.No.: SUCGIN/RO/BCD/F/01/13

 Cost Code for Direct Cost-Civil Work Doc.No.: SUCGIN/RO/BCD/F/01/14
 Cost Code for Direct Cost-Architectural Work Doc.No.: SUCGIN/RO/BCD/F/01/15
 Cost Code for Direct Cost-Tunnel Work Doc.No.: SUCGIN/RO/BCD/F/01/16
 Cost Code for Others Doc.No.: SUCGIN/RO/BCD/F/01/17

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8.2.4 The time lines for above procedures are as follows:

Description Time Line

BCD shall provide documents mentioned in “8.1 a
one week from LOI
to c” to PBCE
BCD shall provide documents “8.1 d to e “including
04 weeks from LOI
changes if any “8.1 a to c” to PBCE

BCD to discuss and conclude with GM 05 weeks from LOI

BCD shall send the proposed project budget to

05 weeks from LOI
PBCE with a copy to PD/PM

8.3. Discuss, review and finalize with project team & PD/PM by BCD

8.3.1 The PBCE shall review discuss and send the proposed changes in the proposed project
budget as per the below tabulated timelines.

Description Timelines

Receipt of input tender data provided by BCD 01 week from LOI

Review of input tender data provided by BCD and

share to respective department as per “Roles and 03 week from LOI
Responsibility “

Receive output data from others 07 week from LOI

Review proposed budget working 06 to 07 week from LOI

Review meeting with BCD 08 week from LOI

Update and Complete changes in proposed project

08 to 09 week from LOI
budget

Review with Planning / Commercial Head & PD/PM 10 weeks from LOI

Send the updated proposed budget to BCD & GM 11 weeks from LOI

Review with BCD, make change required and

12 weeks from LOI
conclude with PD/PM

8.3.2 PBCE – Shall interact with BCD and all departments as specified in the above table within in the
period and shall prepare changes to the proposed budget and shall discuss and conclude with
planning / commercial & PD/PM.
8.3.3 PBCE shall interact with all departments, organize joint meeting and discussion with various
departments as per below table to ensure obtain output data within the time specified:

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Prime
Input tender data by Supporting
Output Data from others Responsible
PBCE to others Department
Dept.
Design,
To review and provide
Programme Planning construction &
DWP
P&M
To review and provide
Design & BOQ Design Planning
changes if any
To review and confirm Construction &
Enabling works BOQ Design
based on site conditions Planning
To review and confirm Planning, Design,
Construction method Construction
based on site conditions & P&M
Staffing schedule for To review and provide
HR All Departments
each department changes if any
To review and provide
Staff Cost HR RO-HR, CMD
changes if any
To review and confirm
Planning &
P&M Schedule based on DWP, P&M
Construction
Construction methods
To review and confirm
Owned P&M
source of owned i.e. new P&M RO-P&M
Resources
or existing
To review and confirm the
Hired P&M CMD RO-CMD
charges
To review and confirm the
Material Cost CMD RO-CMD
market rates
To provide any specific
Subcontract Cost CMD
quotations if required
To review and confirm
charges for BG,
Financial Services Financial RO-Financial
insurances, Depreciation
and any differed cost etc.
To review and confirm Design &
Risk & contingency Planning
based on site conditions Construction
Any other inputs which has All
Any other inputs All Departments
cost impact Departments
8.3.4 Planning / Commercial Head & PD/PM – To review the changes in the proposed budget by PBCE
and make changes if required.
8.3.5 BCD - Review changes proposed project budget and obtain clarifications / feedback from PBCE
8.3.6 GM – Overall decision making and resolve if any issues between BCD and PBCE during the
process

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8.4. Management approval and issue project budget by BCD

8.4.1 Based on the acceptance of Proposed project budget by PBCE, PM, BCD & GM, BCD will
prepare the Project budget hardcopy and softcopy within 01 week from the date of approval of the
budget (13 weeks from LOI).
8.4.2 PBCE, PD/PM, BCD & GM will sign on the hardcopy of the Project budget for their commitment to
achieve project budget. The project budget will be sent to Head office preferably within 13 weeks
but not later than 6 months from Award of contract for their approval.
8.4.3 Planning / Commercial Head, PD/PM, BCD, GM & HQ will be given 1 set of complete documents.
8.4.4 Once the project budget is issued, it is not subjected to any revision and adjustment unless there
is official variation instruction received from the client, which will have an impact on the project
budget
8.4.5 On receipt of variation order by PBCE, the PBCE will add variation cost under a new cost code.
8.4.6 PBCE is allowed to re-allocate or transfer the assigned cost coding and its budget to new cost
code or existing cost code by recording them as per the “Project Cost Code Budget Transfer” and
notify the BCD. The same can be done at periodic interval 06 months.
8.4.7 All re-allocated or transfer of cost code should not have any changes to its original entitled budget.

8.4.8 The project budget will have “Project Contingencies”, and PBCE is not supposed to utilize the
“Project Contingencies” without notification or acknowledgement of PD/PM / BCD / GM

8.4.9 Project Contingencies will be reviewed upon on achievement of each project sectional key dates
and BCD would assess the necessity for the adjustment of Project Contingencies. Subsequently
will take the approval from PD/PM / GM and inform the changes to PBCE / PD/PM / GM / HQ

8.5. Periodic project cost report preparation, variance analysis and reporting by PBCE

 The periodic project cost report shall be prepared and reported by the PBCE as per the table below.
RO shall review and record their observation of the cost report content. If the reported data is not
reflecting the correct information. PBCE shall clarify and re-submit until the data is in order.

Issue of Financial Date of Review by BCD

Work done
Description Ledger by Submission by and approval by
Month
Accounts PBCE GM
Cost report March 7th May 25th May 10th June
25th
Cost report June 21st July 10th August
August
10th 25th
Cost report September 21st Oct
November November
25th
Cost report December 21st Jan 10th February
February
30th 15th
Annual Report September
November December

 The “Project Cost Report Content” (Doc.No.: SUCGIN/RO/BCD/F/1/18) Contains “Project Cost
Summary”(Doc.No.: SUCGIN/RO/BCD/F/1/19) and other parts as below.

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Part 0  Project Schedule Doc.No.: SUCGIN/RO/BCD/F/01/20

 Abstract - Budget, Budget Released To- Doc.No.: SUCGIN/RO/BCD/F/01/21A

Date, Cost To-Date and Remaining cost
to complete - INR
 Abstract -Budget, Budget Released To- Doc. No.: SUCGIN/RO/BCD/F/01/21B
date, Cost To-Date and Remaining cost
to complete - USD
Part 1-3
 Breakup - Budget, Budget Released To- Doc.No.: SUCGIN/RO/BCD/F/01/22A
Date, Cost To-Date and Remaining cost
to complete - INR
 Breakup - Budget, Budget Released To- Doc.No.: SUCGIN/RO/BCD/F/01/22A
Date, Cost To-Date and Remaining cost
to complete - USD
 Direct Cost Budget / Remaining Doc.No.: SUCGIN/RO/BCD/F/01/23
Report
 Preliminaries Budget / Remaining Doc.No.: SUCGIN/RO/BCD/F/01/24
Part 2
Cost Report
 Rate Analysis Budget / Remaining Doc.No.: SUCGIN/RO/BCD/F/01/25
Cost Report
 Subcontractors Certification Record Doc.No.: SUCGIN/RO/BCD/F/01/26
 Material Cost Report Doc.No.: SUCGIN/RO/BCD/F/01/27
 PO Data Base Report Doc.No.: SUCGIN/RO/BCD/F/01/28
 Daily Material Outward Register Form Doc.No.: SUCGIN/RO/BCD/F/01/29
Part 4  Stock Record Doc.No.: SUCGIN/RO/BCD/F/01/30
 Asset Depreciation Record Doc.No.: SUCGIN/RO/BCD/F/01/31
 Deferred Cost Record Doc.No.: SUCGIN/RO/BCD/F/01/32
 Prepaid Expenses Record Doc.No.: SUCGIN/RO/BCD/F/01/33
 Other Cost Record Doc.No.: SUCGIN/RO/BCD/F/01/34

Part 5  Reconciliation Record Doc.No.: SUCGIN/RO/BCD/F/01/35

Part 6  Staff Schedule Doc.No.: SUCGIN/RO/BCD/F/01/36

 Plant & Equipment, Material and Sub- Doc.No.: SUCGIN/RO/BCD/F/01/37
Part 7 contractor Procurement Plan
 Project Plant Equipment Schedule Doc.No.: SUCGIN/RO/BCD/F/01/38

 Summary of Payment Certification Doc.No.: SUCGIN/RO/BCD/F/01/39

Record from Client
Part 8
 Engineer Instruction Summary Doc.No.: SUCGIN/RO/BCD/F/01/40
 Notified Claim Summary Doc.No.: SUCGIN/RO/BCD/F/01/41

 Plant & Equipment Inventory Record Doc.No.: SUCGIN/RO/BCD/F/01/42

Part 9  Re-usable Inventory Record Doc.No.: SUCGIN/RO/BCD/F/01/43
 Store Inventory Record Doc.No.: SUCGIN/RO/BCD/F/01/44

 Monitoring Record of Diesel Consumption Doc.No.: SUCGIN/RO/BCD/F/01/45

Part 10
 Monitoring Record of Tunnel Consumable Doc.No.: SUCGIN/RO/BCD/F/01/46
 Project Yearly Cashflow Doc.No.: SUCGIN/RO/BCD/F/01/47
 Project Work Done and Payment Due Doc.No.: SUCGIN/RO/BCD/F/01/48
Part 11
Breakdown
 Fixed Assets Payment Schedule Doc.No.: SUCGIN/RO/BCD/F/01/49
 Insurance Status Form Doc.No.: SUCGIN/RO/BCD/F/01/50
Part 12
 Bank Guarantees Status Form Doc.No.: SUCGIN/RO/BCD/F/01/51

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8.5.1 Project cost summary

8.5.1.1 The Project Cost Summary shall be prepared as per Form “Project Cost Summary (Doc. No.
: SUCGIN/RO/BCD/F/01/19) ”, it should contain following details:
 Main Contract Amount & Main Contract Certified Amount To-date
 Budget Amount & Revised Budget Amount
 Cost To-date with Variance
 Cost to Complete with Variance
 Total cost with variance
 Project Contingency
 Anticipated Gross Profit Margin excluding project contingency
 Cost to-date / Certified Amount
8.5.2 Part 1 : Project schedule
8.5.2.1 This contains activity, Start date, End date, and duration for each activity as per
 Approved DWP
 Approved EOT
 Internal Programme along with reasons for variance
8.5.2.2 The project schedule shall be prepared as per Format “Project Schedule (Doc. No. :
SUCGIN/RO/BCD/F/01/20)”.
8.5.2.3 This enables as ready reckoner to the higher management while reviewing the cost report.
PBCE shall obtain the same from the planning department. This will help PBCE to arrive at
resource planning for staff, P&M, subcontractors and materials.
8.5.2.4 The responsibility of the Planning shall be as follows:

Department Responsibility

Shall provide impacted programme as submitted to the client as well

Planning
as internal programme

8.5.3 Part 1-3 : Budget released To-Date, Cost To-Date and Remaining Cost to Complete
8.5.3.1 “Abstract - Budget, Budget Released To-date, Cost To-date and Remaining Cost to Complete”
 INR shall be prepared as per format “Doc. No.: SUCGIN/RO/BCD/F/01/21A”
 USD shall be prepared as per format “Doc. No.: SUCGIN/RO/BCD/F/01/21B”
8.5.3.2 “Breakup - Budget, Budget Released To-date, Cost To-date and Remaining Cost to Complete”
 INR shall be prepared as per format “Doc. No.: SUCGIN/RO/BCD/F/01/22A”
 USD shall be prepared as per format “Doc. No.: SUCGIN/RO/BCD/F/01/22B”
8.5.3.3 Budget released To-Date:
 Provides the project budget released to date for each cost code according to the work
done progress
 The budget released to date shall be worked out based on the work progress quantity of
subcontract / procurement / financial data (Not exceed the Budget quantity) multiplied by
the budget rate of subcontract / procurement / financial data.

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8.5.3.4 Cost To-Date:

 The PBCE shall collect the data from various departments as per the roles and
responsibilities mentioned in the below table. The cost to date shall be reconciled with the
financial ledger.

Details Department Responsibility

Cost code wise Subcontractor bills

Subcontract cost Commercial booked with due provision for each
cost codes.

Procurement cost of Cost code wise material booked

materials consumed Commercial based on indents with due
in works provision for each cost codes.

Staff, Depreciations, Staff, Depreciations,

BG/Insurance, BG/Insurance, Deferred cost and
Finance & Accounts
Deferred cost and any other cost with due provision
any other cost for each cost codes.

8.5.3.5 Remaining Cost Complete

The PBCE shall collect the data from various departments as per the roles and responsibilities
in the table mentioned below.
The unit rates for each item of the cost code shall be worked out based on the present /
accepted cost.
Prime
Supporting
Description Data Time Lines Responsible
Department
Department
Shall provide impacted programme Design,
Programme
as submitted to the client as well as Monthly Planning construction
(P0)
internal programme & P&M

The remaining quantity to complete

for each item of the scope of wok
Design & BOQ Quarterly Design Planning
covered under the contract and for
each of the variations.
The remaining quantity shall be
Enabling Construction
provided for Temporary and Quarterly Design
works BOQ & Planning
permanent works
Any changes in the construction Planning,
Construction
method compared to previous Quarterly Construction Design, &
method
months. P&M
Staffing To update staffing schedule Monthly
schedule (P6) 1) Released staff (Except Sl All
HR
for each 2) Staff required no .03) and Departments
department 3) Expected release date Quarterly
RO-HR,
Staff Cost To provide expected staff cost Quarterly HR
CMD

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To update Project Procurement of

Project
Plant & Equipment, Material and Quarterly PBCE P&M, CMD
Procurement
Sub-contractor Plan

To update P&M schedule Monthly

1) Released P&M (Except Sl Planning &
P&M Schedule P&M
2) P&M required no .03) and Construction
3) Expected release date Quarterly

Owned P&M To update changes if any for the

Monthly P&M RO-P&M
Resources P&M to be mobilized

To update changes if any for the

Hired P&M Quarterly CMD RO-CMD
P&M to be mobilized

To provide quotes for new

Material Cost Quarterly CMD RO-CMD
materials if required

Subcontract To provide any specific quotations

Quarterly CMD
Cost if required
Any changes for BG, insurances,
Financial
Depreciation and any differed cost Quarterly Financial RO-Financial
Services
etc.
Risk &
To review and confirm based on Design &
continge Quarterly Planning
site conditions Construction
ncy
Any
Any other inputs which has cost All All
other Quarterly
impact Departments Departments
inputs

 Direct Cost Budget / Remaining shall be prepared as per “Direct Cost Budget /
Remaining Report (Doc. No. SUCGIN/RO/BCD/F/01/23)”.
 Preliminaries Budget / Remaining Cost shall be prepared as per “Preliminaries Budget /
Remaining Cost Report (Doc. No. SUCGIN/RO/BCD/F/01/24)”.
 Rate Analysis Budget / Remaining Cost shall be prepared as per “Rate Analysis Budget
/ Remaining Cost Report (Doc. No. SUCGIN/RO/BCD/F/01/25)”.

8.5.4 Part 4 – Cost to Date Formats

8.5.4.1 This procedure provides the formats for following input data to arrive at Cost to Date.
 Subcontractors Certification Record Doc. No. SUCGIN/RO/BCD/F/01/26
 Material Cost Report Doc. No. SUCGIN/RO/BCD/F/01/27
 PO Data Base Report Doc. No. SUCGIN/RO/BCD/F/01/28
 Daily Material Outward Register Form Doc. No. SUCGIN/RO/BCD/F/01/29
 Stock Record Doc. No. SUCGIN/RO/BCD/F/01/30
 Asset Depreciation Record Doc. No. SUCGIN/RO/BCD/F/01/31
 Deferred Cost Record Doc. No. SUCGIN/RO/BCD/F/01/32
 Prepaid Expenses Record Doc. No. SUCGIN/RO/BCD/F/01/33
 Other Cost Record Doc. No. SUCGIN/RO/BCD/F/01/34

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8.5.5 Part 5 - Reconciliation Record

8.5.5.1 This shall be prepared as per “Reconciliation Record (Doc. No.SUCGIN/RO/BCD/F/01/35)”.
8.5.6 Part 6 – Staff Schedule
8.5.6.1 This schedule contains budget allocated staffs and duration as well as actual staff reported
date, released / Expected release date.
8.5.6.2 The PBCE shall collect the data from HR department as per the roles and responsibilities
mentioned below. This shall be prepared as per “Staff Schedule (Doc.
No.SUCGIN/RO/BCD/F/01/36)”.

Prime
Supporting
Description Data Time Lines Responsible
Department
Department
To update staffing
Staffing schedule
Monthly (Except All
schedule (P6) 1) Released staff
Sl no .03) and HR Department
for each 2) Staff required
Quarterly s
department 3) Expected release
date
To provide expected RO-HR,
Staff Cost Quarterly HR
staff cost CMD

8.5.7 Part 7A & 7B – Plant, Equipment and Material Procurement Plan

8.5.7.1 Part 7A contains the project overall procurement plan and schedule according to the project
requirement. This shall be prepared as per form “Plant & Equipment, Material and Sub-
Contractor Procurement Plan (Doc. No. SUCGIN/RO/BCD/F/01/37)”.
8.5.7.2 The PBCE shall collect the data as per the roles and responsibilities mentioned below.

Prime Responsible Supporting

Description Data Time Lines
Department Department
To update Project
Project Procurement of Plant &
Quarterly PBCE P&M, CMD
Procurement Equipment, Material and
Sub-contractor Plan

8.5.7.3 Part 7B contains Project Plant Equipment Schedule, it should be prepared as per form
“Project Plant Equipment Detail Schedule (Doc. No. SUCGIN/RO/BCD/F/01/38)”
8.5.7.4 The PBCE shall collect the data from various departments as per the roles and
responsibilities mentioned below.

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 Doc. No: SUCGIN/RO/BCD/SOP/01
Project Cost Management
Procedure and Policies Rev:00 Effective Date:31/03/2019

Prime
Supporting
Description Data Time Lines Responsible
Department
Department
To update P&M schedule
Monthly (Except
P&M 1) Released P&M Planning &
Sl no .03) and P&M
Schedule 2) P&M required Construction
Quarterly
3) Expected release date
Owned To update changes if any
P&M for the P&M to be Monthly P&M RO-P&M
Resources mobilized
To update changes if any
Hired P&M for the P&M to be Quarterly CMD RO-CMD
mobilized

8.5.8 Part 8 – Summary of Payment Certificate From Client

8.5.8.1 Following forms should be prepared for Part 8:
 Summary of Payment Certification Record
Doc. No. SUCGIN/RO/BCD/F/01/39
from Client
 Engineer Instruction Summary Doc. No. SUCGIN/RO/BCD/F/01/40
 Notified Claim Summary Doc. No. SUCGIN/RO/BCD/F/01/41

8.5.8.2 The PBCE shall collect the as per the roles and responsibilities mentioned below.
Department Responsibility
Shall provide the Client certification
including price variation, Variation
Planning Department
orders, and claims by end of the month
to PBCE.

8.5.9 Part 9 – Inventory Record to Plant, Equipment Material Store

8.5.9.1 Following forms should be prepared for Part 9:
 Plant & Equipment Inventory Record Doc. No. SUCGIN/RO/BCD/F/01/42
 Re-usable Inventory Record Doc. No. SUCGIN/RO/BCD/F/01/43
 Store Inventory Record Doc. No. SUCGIN/RO/BCD/F/01/44

8.5.9.2 The PBCE shall collect the data as per the roles and responsibilities mentioned below.

Department Responsibility

P&M Plant & Equipment Inventory Record

CMD/Construction Re-usable Inventory Record

CMD Store Inventory Record

SUCG Infrastructure India Private Limited Page 13 of 14 Doc. No: SUCGIN/RO/BCD/SOP/01

 Doc. No: SUCGIN/RO/BCD/SOP/01
Project Cost Management
Procedure and Policies Rev:00 Effective Date:31/03/2019

8.5.10 Part 10 – Utilities Monitoring

8.5.10.1 Following forms should be prepared for Part 10:

 Monitoring Record of Diesel Consumption Doc. No. SUCGIN/RO/BCD/F/01/45
 Monitoring Record of Tunnel Consumable Doc. No. SUCGIN/RO/BCD/F/01/46

8.5.10.2 The PBCE shall collect the data as per the roles and responsibilities mentioned below.

Department Responsibility

P&M / CMD Monitoring Record of Diesel consumption

CMD/Construction Monitoring Record of Tunnel consumable

8.5.11 Part Part 11- Project Cash Flow

8.5.11.1 Following forms should be prepared for Part 11:

 Project Yearly Cashflow Doc. No. SUCGIN/RO/BCD/F/01/47
 Project Work Done and Payment Due
Doc. No. SUCGIN/RO/BCD/F/01/48
Breakdown
 Fixed Assets Payment Schedule Doc. No. SUCGIN/RO/BCD/F/01/49

8.5.11.2 The PBCE shall collect the data as per the roles and responsibilities mentioned below.

Department Responsibility

P&M / CMD Fixed Assets Payment Schedule

8.5.12 Part 12 – Insurance & Bank Guarantees

8.5.12.1 Following forms should be prepared for Part 12:

 Insurance Status Form Doc. No. SUCGIN/RO/BCD/F/01/50
 Bank Guarantees Status Form Doc. No. SUCGIN/RO/BCD/F/01/51

8.5.12.2 The PBCE shall collect the data as per the roles and responsibilities mentioned below.

Department Responsibility

Finance & Accounts Insurance Status Form

Finance & Accounts Bank Guarantees Status Form

9.0 RECORDS
9.1. All relevant forms and records mentioned in this SOP are attached in Attachment 2.
9.2. All forms and records should keep storage at BCD department of RO. The HOD of BCD should
responsible for proper maintaining and storage of the documents.

SUCG Infrastructure India Private Limited Page 14 of 14 Doc. No: SUCGIN/RO/BCD/SOP/01