PROJECT DEPARTMENT
STANDARD OPERATING PROCEDURE
1. Purpose:
This SOP defines the processes and responsibilities within the Project Department to ensure efficient planning,
execution, and completion of projects while adhering to organizational standards and safety protocols.
2. Scope:
This procedure applies to all project-related activities, including initiation, planning, execution, monitoring, and
closure, across all projects handled by the department.
3. Responsibilities:
a. Project Manager:
Oversee project execution, manage resources, and ensure project deliverables are met.
b. Senior Project Engineer:
Supervise Site Assessment, Vendor Inspection, Supervision of Installation and Commission Activities.
c. Project Associate:
Handle documentation, scheduling, and communication between stakeholders.
4. Prerequisites:
Effectively define project objectives, scope, and deliverables to ensure clear alignment and successful
outcomes.
Review and approve the project charter and budget to ensure alignment with project goals and financial
constraints.
Assign clear roles and responsibilities to project team members to ensure effective collaboration and
accountability.
Ensure the availability of necessary tools, equipment, and resources to support project execution.
Conduct risk assessments and developed mitigation plans to proactively address potential project
challenges.
Obtain the required permits and approvals, including drawings for procurement and manufacturing, as well
as draft invoices for material dispatch.
5. Definitions:
a. Project:
A project, within the context of a Project Department, is a temporary, organized effort aimed at achieving
specific objectives within a defined scope, timeline, and budget. It involves the coordination of resources,
tasks, and stakeholders to deliver a unique product, service, or result. Projects are characterized by their
distinct start and end dates, clear deliverables, and the application of project management principles to
ensure successful execution and completion.
b. Milestone:
A significant point or event in the project timeline.
c. Risk Management:
Risk management is the process of identifying, assessing, and prioritizing potential risks that could
negatively impact a project, business, or organization. It involves the development and implementation of
strategies to minimize, monitor, and control the probability or impact of these risks. The objective of risk
management is to ensure that risks are proactively addressed, reducing uncertainty and enhancing the
likelihood of achieving project goals and objectives.
6. Procedure:
6.1. Project Initiation & Handover:
a. Handover Meeting:
Facilitate a meeting with all stakeholders to align on project goals, scope, and expectations.
b. Drawing Approval:
Submit the General Arrangement (GA) Drawing, prepared by the Engineering Department, to the
client for approval to initiate procurement and manufacturing activities.
c. Resource Allocation:
Allocate team members to tasks based on their skills, expertise, and availability to ensure optimal
performance.
d. Stakeholder Communication:
Define communication channels and establish a clear reporting structure to ensure effective
collaboration and accountability.
Distribute project timelines and the escalation matrix to ensure clarity on deadlines and issue
resolution protocols.
6.2. Project Planning:
a. Develop Project Plan:
Create a detailed work breakdown structure (WBS).
Define timelines, dependencies, and critical paths using project management tools.
b. Risk Assessment:
Identify potential risks and create mitigation strategies.
Update the risk register regularly.
c. Budget Planning:
Allocate budget for each task and ensure proper documentation.
Monitor budget utilization through regular updates.
6.3. Payment & Dispatch Activity:
Collaborate with the Accounts Department to ensure timely submission of Proforma Invoices to
clients for efficient payment collection.
Collaborate with the Accounts Department to submit Draft Invoices to clients for confirmation
prior to final invoicing.
Collaborate with the Logistics Department to ensure the timely dispatch of materials to the
customer's delivery location.
6.4. Project Closure:
a. Project Dispatch:
Conduct the FAT-Inspection and get MOM from the client before dispatch to determining the
client that product is compiling all the standards.
Deliver final project (dispatch the panel) outcomes to the client or end-user.
Conduct training sessions if required.
b. Documentation:
Compile all project documents, including reports, logs, and approvals.
Archive documents as per organizational policies.
c. Lesson Learned:
Conduct a post-project review to identify successes and areas for improvement.
Document findings for future reference.
7. Emergency Procedures:
a. Incident Reporting:
Report any safety or operational incidents immediately to the Safety Officer.
Document incidents and implement corrective actions.
b. Escalation Process:
Follow the escalation matrix for unresolved issues.
Notify senior management in case of critical project delays or risks.
8. Maintenance of Records:
Establish and maintain a centralized repository for all project-related documents to ensure easy access and
version control.
Regularly update project records to ensure they accurately reflect the latest changes and decisions.
Conclusion:
In conclusion, the Standard Operating Procedure (SOP) for the Project Department provides a structured
framework to ensure the consistent, efficient, and transparent execution of projects.
By following the defined processes, roles, and responsibilities outlined in the SOP, the department
guarantees that all projects align with organizational objectives, timelines, and budgets.
The effective implementation of this SOP enhances communication, risk management, and stakeholder
satisfaction, fostering a systematic approach to project management that supports successful project
outcomes.
Regular reviews and updates to the SOP will ensure its ongoing relevance and adaptability to meet
evolving project requirements.
