Type of Document

Standard Procedure Supersedes OP-10

Document Reference SP-01 Revision 3

Title Site Management Revision Date 08 May.2011

CONTENTS
PARAGRAPH PAGE
1 PURPOSE 2
2 SCOPE 2
3 DEFINITIONS 2
4 PERSONNEL 2
5 RESPONSIBILITY 2
6 PROCEDURE 2
7 APPENDICES 6
8 REFERENCES 6

Name Designation Signature Date

Prepared by M. Ryan Mechanical Quality 08/12/2012

Approved by M.Searson Quality Manager 08/12/2012

REVISIONS & APPROVALS

REV NO. DATE DESCRIPTION ORIGINATOR APPROVED

0 24.01.09 PRELIMINARY ISSUE D.McMAHON F.FRAWLEY
1 15.06.10 AS PER DCN1001 T.MORIARTY F.FRAWLEY
2 05.12.11 AS PER DCN1101 J.TUBBERT F.FRAWLEY
3 08.05.12 M.RYAN M.SEARSON

This is a Controlled Document and is Stored in a Controlled Location

This Document is Uncontrolled When Printed, Copied or Removed from the QEHS Drive

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1.0 Purpose
1.1 The purpose of this Procedure is to ensure that all site control activities are carried
out in line with Company policy and to outline the role & responsibilities of the Site
Manager in managing the project from commencement to handover.

2.0 Scope
2.1 This Procedure describes the steps that the Company shall implement in respect
of site control for all electrical and mechanical projects on various Company sites.

3.0 Personnel Involved

 Contracts Manager/Project Engineer
 Quality Assurance Manager
 Site Manager
 Site Supervisor

4.0 Responsibilities
4.1 The Contracts Manager/Project Engineer is responsible for the effective operation
of this procedure and for ensuring that this procedure is adhered to
4.2 The Managing Director or other designated Director appoints a competent person
as Site Manager for the project.
4.3 The Site Manager (or Site Supervisor) is responsible for all site operations
including ensuring work is carried out in accordance with the specifications,
programme and budget constraints and in a safe manner.
4.4 All other responsibilities are defined within the procedure.

5.0 Procedure for Site Management

5.1 Site Files/Handover
5.1.1 When appointed to a project the Site Manager will receive the site files from
the contracts manager. These files will contain all of the relevant information
on the project as well as working files to assist him in controlling the project.
See Forms SF1/2 – 1/4
5.1.2 The Site Manager will attend the Handover Meeting where he will be briefed
on all aspects of the project necessary to allow him carry out his duties.
5.1.3 He will be given the labour budget by the contracts manager and carries out
site operations with a view to achieving it.
See Form SF1/1
5.2 Quality Plan
5.2.1 The contracts manager will issue the site manager with a copy of the Quality
Plan for the project.
5.2.2 The site manager will use the quality plan as a reference throughout the
project and work to it.
5.3 Programme & Progress
5.3.1 Upon receipt of a contract construction programme from the Main Contractor,
the Contracts Manager/Project Engineer prepares a detailed installation
programme, in accordance with the Contract Management procedure – see
MP6.
5.3.2 The Site Manager receives a copy of the programme from the Contract
Manager detailing the essential features and components of the work and the
Site Manager ensures that he plans his work and allocates resources with a
view to meeting this programme.
5.3.3 If the Site Manager foresees a difficulty in achieving any of the targets outlined
in the programme due to any circumstances he informs the Contracts Manager
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so that remedial action can be taken. The Site Manager must record all delays
he incurs that may have an impact on the programme.
5.3.4 As the programme of works can change from time to time the Site Manager
ensures that he is working to the most recent issue. Any superseded
programmes are marked as such and filed away.
See Form SF1/6
5.4 Drawings
5.4.1 The control of drawings on site is critical to ensuring that the Site Manager and
all other site personnel are working to the most up to date drawings at all
times.
5.4.2 Builders Works drawings including a schedule of drawings are prepared /
issued in accordance with the Drawing Control procedure, see – SP/02.
5.4.3 Working & Co-ordinated drawings including a schedule of drawings are
prepared /issued in accordance with the Drawing Control procedure, see –
SP/02.
5.4.4 Upon mechanical or electrical completion of the installation, the red line
drawings are re-issued as in accordance with the Drawing Control procedure,
see – SP/02.
5.5 Materials Selection & Procurement
5.5.1 Proposed materials to be used in construction of the Project are selected by
the Contracts Manager/Project Engineer to completely satisfy the
requirements of the specification.
5.5.2 All relevant technical data is then gathered to form a technical submittal which
is forwarded by the Contracts Manager to the Consultant for their attention and
comment / approval in accordance with the Contract Management procedure –
see MP6.
See Form SF1/5 & SF1/7
5.5.3 The Site Manager is responsible for ordering all other materials required on a
day to day basis and for calling off material from bulk orders as required.
5.5.4 The Site Manager will order material in a timely manner to ensure that he has
the required material on site at all times. He should do a weekly look ahead so
that he can bulk order his material and avoid raising unnecessary numbers of
IRS and to give the Purchasing Department sufficient time to procure the
goods required at the lowest possible cost.
5.5.5 The process by which material is to be ordered is by issuing an IR to the
Purchasing Department who will place a Purchase Order for the required
materials.
5.5.6 The Site Manager should not under any circumstances order materials from
suppliers directly.
5.5.7 The procedure for an authorized person to request the placing of a purchase
order is through the completion of an Internal Requisition (IR) and to issue this
to the purchasing department.
5.5.8 The IR is required to:
 Be Legible
 Include the contract number and name
 Contain a comprehensive description of the material or service
 Include the date material is required on site
 Have quotes attached where relevant
 Note any specific safety requirements or special requirements e.g. ATEX
5.5.9 IR’s which do not conform to the requirements above cannot be processed
and will be returned to the person who raised it.

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5.5.10 On receipt of the copy purchase order from the purchasing department the
Site Manager must verify this against his IR to ensure that the correct
materials were ordered.
5.6 Equipment
5.6.1 A Procurement Schedule is prepared noting all major mechanical or electrical
equipment including a schedule of technical submittals, in accordance with the
Purchasing procedure sees – MP7.
5.6.2 This schedule is managed by the Contracts Manager/Project Engineer to
monitor and expedite all major equipment.
See Form SF1/1
5.7 Manufacturing Control
5.7.1 For installation the daily control requirements include:
 Production Targets Daily
 Drawings to be issued for installation
 Mark-Up drawings as work progresses
 Update Production Schedule
 Review Delivery Schedule daily
 Review Productivity daily
 Issue Reports to site daily
5.7.2 For installation the weekly control requirements include:
 A review and agreement of Production Targets and Deliveries with site
 A review of Labour Resource Requirements
 A review of Material Requirements
5.7.3 It is the responsibility of the Site Manager to ensure that site operations are
carried in such a manner which will not compromise the safety of any of the
parties involved.
5.7.4 The Site Manager will carry out his duties in accordance with the
Environmental, Health & Safety Procedures.
5.7.5 The Site Manager will be aware of the relevant quality and safety objectives
and endeavor to achieve same.
5.7.6 The Site Manager is responsible for assessing employees on site and
completing the employee assessment forms and issuing to Personnel
5.7.7 The Site Manager will notify the Quality Department of any potential
improvement in quality, safety or operating practices to assist in continuous
improvement.
5.8 Variations
5.8.1 Variations which arise on site have to be approved in writing prior to the
commencement of works associated with the variation in accordance with the
Contract Management procedure – see MP6.
5.8.2 The Site Manager must record all site instructions and keep a register of the
“Take Offs” he has issued.
5.8.3 Any “Day works“ which are carried out on site are recorded on a day works
sheet and sent to the Quantity Surveyor on a weekly basis for pricing.
5.9 Installation
5.9.1 Site Supervisors, Foremen and Charge hands are issued with the most
current, approved, working and co-ordinated drawings, as well as the builder’s
works drawings.
5.9.2 The Contracts Manager/Project Engineer is then responsible for setting out the
relevant services and ensuring that the drawings are correctly followed. All
installations proceed in accordance with the mechanical or electrical
Installation procedures, see – SPM/xx, & SPE/xx.
5.10 Inspection & Testing

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5.10.1 Upon completion of the Quality Checklist for each service being installed, a
snag list for each service is generated. When all snag lists are completed, the
system(s) are then available for inspection and testing, in accordance with the
Inspection procedure, see – SP/07.
5.10.2 Quality Testing will be carried out in accordance with Kirby Groups Testing
Procedures for Electrical, Power and Mechanical
5.10.3 It is the duty of the site manager to produce “red line” drawings for
containment, fire alarm, security, data & schematics etc., with the exception of
power, which is the duty of the Inspector & Tester.
5.10.4 The site manager will ensure that all items raised on deficiency lists are
attended to within the timeframe given.
5.10.5 Prior to commissioning the systems, the lines are purged or flushed, and the
building management system is checked.
5.11 Commissioning
5.11.1 A detailed commissioning program shall be prepared and issued to the
Contracts Manager/Project Engineer for comment / approval, in accordance
with the Commissioning procedure, see – SP/08. The specialised
commissioning engineer meets with the Quality Assurance Manager prior to
starting on site.
5.12 Handover / Acceptance
5.12.1 The Quality Assurance manager completes the QA snag list prior to final
handover. Upon successful completion of the commissioning of the system(s)
the Design Team are formally notified that the system(s) are now ready for
final handover and demonstration, in accordance with the Handover /
Acceptance procedure, see – SP/09.
5.13 O & M Manuals
5.13.1 The format for the Operation and Maintenance (O&M) Manuals is agreed with
the Design Team and the Main Contractor. A draft set of contents is then
issued for comment / approval by the Design Team, in accordance with the
Project Documentation procedure, see – SP/10. The final O&M manual is
issued to the Quality Assurance manager for final sign-off.
5.14 Plant & Tools
5.14.1 The Site Manager is responsible for the control of plant items on site in
accordance with the Plant Management procedure, see – MP8.
5.15 Site Clearance
5.15.1 All Company personnel keep their respective working area as neat and tidy as
is practically possible
5.15.2 At the end of each working day personnel clean around the area in which they
have worked and dispose of said waste into designated skips
5.15.3 Where hazardous materials are to be disposed of the Company engages a
specialist Approved Contractor to collect and dispose of said materials
5.15.4 When a project has been completed, and prior to leaving a site, a snag list is
drawn up by the Contracts Manager/Project Engineer. This list is agreed and
signed-off by the Company and the client
5.15.5 The Supervisor / Foreman complete and attaches a list of material returns, gas
returns, equipment return and hired equipment return, in accordance with the
Materials Control procedure, see MP8
5.15.6 All items of scrap are disposed of by the Supervisor / Foreman, using an
approved waste contractor
5.15.7 The Site Manager ensures the site working; correspondence and reference
files are properly kept and operated.
5.15.8 The Contracts Manager/Project Engineer organises the disconnection of all
services prior to leaving the site. This allows cabins, containers, etc. to be

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removed freely at a later date. The Contracts Manager/Project Engineer

notifies Head Office to discontinue any chargeable services.
5.15.9 The Contracts Manager/Project Engineer arranges for all project
documentation to be returned to the Head Office where they are controlled in
accordance with the Document Control procedure see – MP1. This project
documentation includes drawings, isometrics, safety documents, quality
documents.
5.15.10 The Contracts Manager/Project Engineer finally organises the removable
of cabins, containers, stores, etc. from site.

6.0 Appendices
SF1/1, Site Review Sheet
SF1/2, Site Correspondence File Index
SF1/3, Site Working File Index
SF1/4, Site Commercial File Index
SF1/5, Technical Submittal Form
SF1/6, Minutes of Meetings
SF1/7, Technical Submittal Coversheet

7.0 References
MP1, Document Control procedure
MP6, Contract Management procedure
MP7, Purchasing procedure
MP8, Material & Plant Management procedure
SP/02, Drawing Control procedure
SP/07, Inspection procedure
SP/08, Commissioning procedure
SP/09, System Handover / Acceptance procedure
SP/10, Project Handover Documentation procedure

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