PLANNING SECTION MANUAL

Doc. Code PSM

Rev. No. 0.3

Issue Date January 2023

Reviewed by Planning Section Head

Name Eng Mohamed Elmahdy

Signature

Date

Approvals
Designation Executive GM Office General Manager

Name Hussain Tawfiq /Atef Elsobky Mohamed Asiry

Signature

Date

Mursalat, Riyadh
King Abdul-Aziz Branch Road
P.O. Box: 242146T R i y a d h , K i n g d o m o f S a u d i A r a b i a
 PSM
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Planning Section Manual Jan. 2023
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TABLE OF CONTENTS

PLANNING SECTION MANUAL

Vision ...................................................................................................................................1
Mission .................................................................................................................................1
Goals ....................................................................................................................................1
Organization Chart ..............................................................................................................2
Job Descriptions ..................................................................................................................3
Work Procedures .................................................................................................................7
Planning Process Flow Chart..............................................................................................8
Forms and Templates ..............................................................................................................9
Weekly Reports Template .....................................................................................................9

Mursalat, Riyadh
King Abdul-Aziz Branch Road
R i y a d h , K i n g d o m o f S a u d i A r a b i a
P.O. Box: 242146T
 PSM
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Mission:

 Organize, plan and control projects with respect to contractual obligation and enterprise
environmental factors.

Vision:

 Achieve effective project control supporting the strategic goals of the company.

Goals:

 Establish a database of actual production rates

 Establish a date base of actual risks and the effective responses taken
 Monitor the performance of each department and provide KPIs
 Achieve a proactive level in managing projects.
 Complete the project within the constraints
 Achieve projects objectives
 Establish an effective communication system
 Provide a baseline agreed by all the parties inside and outside the company
 Establish an actual rate database
 Establish an as-built schedule at the end of the project with a high accuracy
 Involve all project teams in all processes and reach a consensus.
 Optimize usage of resources

Mursalat, Riyadh
King Abdul-Aziz Branch Road
R i y a d h , K i n g d o m o f S a u d i A r a b i a
P.O. Box: 242146T
 PSM
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Planning Section Manual Jan. 2023
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Organization Chart

Planning Section Head

Sr. Planning Engineer Document

Draft man
control

Planning Engineer Progress tracker

Mursalat, Riyadh
King Abdul-Aziz Branch Road
R i y a d h , K i n g d o m o f S a u d i A r a b i a
P.O. Box: 242146T
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Planning Section Manual Jan. 2023
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Job Descriptions:
Job Title Planning Section Head Reports To GM Executive office

 Sr. Planning Engineer

Department Planning Department Subordinates
 Planning Engineer

Job Summary:

 Responsible for tracking the project and providing reports on project status including
recommendations and analysis, through the following tasks:
 Lead Project Planning organization: creating and improving systems and processes and
ensuring the Project Planning function is constructively supporting projects and the company in
achieving business goals.

Tasks:

 Ensuring the Project Planning team produces weekly/monthly reports in line with the project and
company reporting calendar, providing details on progress, actuals, forecast, and explanation of
variances.
 Ensure that Project Planning processes are consistently applied across the project
 Review project schedules
 Review the schedule of sub-contractors or suppliers
 Review the contracts
 Review the tender documents
 Monitor procurements and long lead items
 Support and advise on the definition of Project Planning and Earned Value Management
policies, procedures, and the standards required to deliver projects
 Support the development of requirements for specific resource-loaded schedules.
 Work closely with the Project Manager, commercial manager, and Project QS to maximize the
potential of the project.

Qualifications:

 Essentially with a bachelor’s degree in Engineering.

 Certification in Construction Management/Project Management will be preferred.

Experience:

Mursalat, Riyadh
King Abdul-Aziz Branch Road
R i y a d h , K i n g d o m o f S a u d i A r a b i a
P.O. Box: 242146T
 PSM
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Planning Section Manual Jan. 2023
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 Ideally with a minimum of 8 years of experience in Project Planning.

 With 5 years of solid experience performing managerial roles at the corporate/functional level
overseeing functional Project Planning implementation across all projects.

Skills and Knowledge:

 Knowledge of construction methods.

 Knowledge of Primavera software and other Cost Engineering related software.
 Ability to manage mega projects.
 Ability to deal with multi-cultural and multi-lingual workforce.
 Strong communication skills, a n d good command of written and oral English; working knowledge
of Arabic will be a preference.
 Ability to make presentations to clients/ Top management.
 Possess competent and advanced behavioral skills.

Competencies:

 Customer Focus
 Commitment
 Adaptability
 Leadership Skills
 Strategic Planning
 Decision Making

Mursalat, Riyadh
King Abdul-Aziz Branch Road
R i y a d h , K i n g d o m o f S a u d i A r a b i a
P.O. Box: 242146T
 PSM
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Planning Section Manual Jan. 2023
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Job Title Sr. Planning Engineer Reports To Project Control Manager

Department Planning Department Subordinates Planning Engineers

Job Summary:

 Responsible for developing the project schedule in different levels of detail.

 Support the Project Manager in decision making taking into consideration the project plan.
 Control the strict application of planning procedures and templates.
 Assist project teams with Forensic analysis to reserve the company’s rights.
 Supervise Planning Teams on the Projects.
 Coordinates with different Divisions/Departments.

Tasks:

 Develop Schedules, plan and oversee the entire program of work

 Plan, organize, and coordinate planning activities
 Select the most appropriate techniques and logical sequence of activities to complete the project
scope.
 Input the work breakdown structure information in means to assess an accurate forecast on time,
resources, and cash flow of the project
 Maintain and update stationary & rotating equipment technical records, prepares technical
reports, help in generating data for inputs to budgets, improvement in maintenance
methods/procedures, equipment replacement, etc.
 Supervise training programs for new employees in his units.
 Determine appropriate logistics solutions in managing resources
 Sets up alerts for all important contractual and milestone dates
 Prepare cash flow, charts, and histograms on planning projects
 Verify critical paths and interfaces between design/ engineering/procurement/execution
 Monitor progress periodically and compares it with the baseline planning
 Update the schedule based on inputs received from the project team
 Prepare the monthly Progress reports
 Prepares the monthly Labor histograms
 Accumulate, collect, and analyses data and information required for planning

Mursalat, Riyadh
King Abdul-Aziz Branch Road
R i y a d h , K i n g d o m o f S a u d i A r a b i a
P.O. Box: 242146T
 PSM
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Planning Section Manual Jan. 2023
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Qualifications:

 Graduate of engineering (Preferred to be Civil Engineering)

 Primavera knowledge, Experience in other time schedule software is preferred
 Strong communication skills and client-facing attitude
 Self-confidence & reliability
 Organizational discipline and concentration

Experience:

 Ideally with a minimum of 5 years of experience in a related field plus site construction experience.
 Project Management experience in the Middle East is a plus.

Skills and Knowledge:

 Extensive working knowledge of engineering, project management, and construction work

 In-depth knowledge of scheduling techniques and reporting methods
 Knowledgeable with various project management software e.g., Primavera, MS Project, etc.
 Strong interpersonal, verbal, and written communication skills
 Fluent in written and spoken English & Arabic (If possible)
 Able to handle pressure without letting it detract from the quality of work
 Dependable and able to act with discretion

Competencies:

 Coaching & Mentoring

 Concern for Others
 Impact & Influence
 Planning and Organizing Skills
 Decision Making Skills
 Leadership Skills
 Customer Focus.
 Commitment.

Mursalat, Riyadh
King Abdul-Aziz Branch Road
R i y a d h , K i n g d o m o f S a u d i A r a b i a
P.O. Box: 242146T
 PSM
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Planning Section Manual Jan. 2023
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 Adaptability

Work Procedures:

Purpose:
The purpose of this procedure is to define the processes of the Planning Department and
the interaction of its functional tasks in Planning with inputs from other parties.

Definition:

Planning : Involves the definition of work tasks, the estimation of the

required resources and durations for individual tasks, and the
identification of any interactions among the different work tasks.

Forecast : A planning tool that helps management in its attempts to cope

with the uncertainty of the future, relying mainly on data from the
past and present and analysis of trends

S-Curve : a tool that tracks progress over time and allows for a quick visual
to determine project status.

Interim Payment
Certificate : a statement of evidence that the noted work has been completed,
was validated by Service Marche Manager and verified by Project
Manager, and is approved for payment by the Senior Management
.

Senior Management : COO & Deputy COO or any Delegated Representatives

Procedure:
This procedure defines the following Processes:

1. Planning Process Flow

Mursalat, Riyadh
King Abdul-Aziz Branch Road
R i y a d h , K i n g d o m o f S a u d i A r a b i a
P.O. Box: 242146T
 PSM
Rev. 3.0
Planning Section Manual
Jan. 2023
Page 11 of 11

Process
Obtain Schedule Update &
Define Scope Develop Schedule Close
approval Forecast

Process • Study the project • Apply project Obtain approval from Update the plan, analysis, Obtain formal
Description and create WBS & relationships the top management recommend and forecast. acceptance from the
define activities • Load resources and then the client and achieve the
• Analysis & Optimize consultant/ client targeted objectives.
Schedule
• Develop S-curve and
project requirements

Inputs from  The project  The project manager  The project manager  The project manager shall  The project manager
Other Parties manager shall shall approve and shall approve and approve and support all tasks. shall approve and
approve and support all tasks. support all tasks.  The project manager shall support all tasks.
support all tasks  Budget Dep. Shall  All concerned submit timely all required  Procurement dep. &
provide detailed departments shall reports or documents. Budgeting Dept. shall
estimate review the schedule  The procurement shall close all related
 Procurement Dep. before submitting to provide updates contracts and payment
Shall provide the top management  All invoices & contracts shall and submit records
procurement plan to reach a mutual be reviewed by project
consensus. control before proceeding.

Mursalat, Riyadh
King Abdul-Aziz Branch Road
P.O. Box: 242146T R i y a d h , K i n g d o m o f S a u d i A r a b i a
 PSM
Rev. 3.0
Planning Section Manual
Jan. 2023
Page 11 of 11

Mursalat, Riyadh
King Abdul-Aziz Branch Road
P.O. Box: 242146T R i y a d h , K i n g d o m o f S a u d i A r a b i a