201 - Procedure - 0-Scope of Work Document

PEP 201
Page 1 of 7
SCOPE OF WORK DOCUMENT
Rev. Date: 17 Nov 2008
TABLE OF CONTENTS
SECTION
PAGE NO.
1.0
PURPOSE AND SCOPE.................................................................................................... 2
2.0
DEFINITIONS..................................................................................................................... 2
3.0
REFERENCES.................................................................................................................... 3
4.0
PROCEDURE..................................................................................................................... 4
5.0
RECORDS.......................................................................................................................... 7
6.0
FORMS AND EXHIBITS..................................................................................................... 7
CONFIDENTIAL AND PROPRIETARY

Copyright 2008 Washington Group International, Inc. (Ohio) ALL RIGHTS RESERVED
PEP 201
Page 2 of 7
1.0 PURPOSE AND SCOPE

The purpose of this procedure is to establish the requirements for preparing and issuing a project Scope
of Work Document. The Scope of Work defines the contractual work requirements, either proposed or
contracted, between the Company and the Client.
2.0 DEFINITIONS
2.1 Scope of Work Document
The Scope of Work Document includes a written description of the work, proposed or contracted, to be
performed by the Company for the Client. The document includes a written description of the project,
including a summarization of the physical aspects of the project, a definition of the project battery limits,
a listing of project scope inclusions, exclusions, assumptions, and clarifications. The document also
includes information on the site conditions, division of responsibilities between the Company and Client,
project milestones, list of deliverables, and third party interfaces associated with the work. The Scope of
Work may include drawings, specifications, design criteria, a master schedule, equipment list, instrument
index and other information required to define, as specifically as possible, the work to be accomplished
for a project. The level of detail included in the Scope of Work Document can vary substantially between
specific projects, Clients and Business Units. Once the Company and the Client approve the document,
it will become part of the contract and form the basis for project execution and for changes in the work to
be handled by the Companys Change Control procedure. After the contract is signed, additional detail
may be added to the scope of work document but should always remain compliant with the contract
documents and any approved Change Orders.
2.2 Project Execution Plan (PEP 202)
The Project Execution Plan (PXP) is a document that states the project teams plan for executing the
project in accordance with the project Scope of Work and contractual commitments. It is the working
document governing project execution to be used by project members. Although usually not a contract
document, it must be consistent with such documents. The PXP is comprised of several sections, which
are prepared and maintained throughout the life of the project. The PXP contains, or refers to the Project
Execution Procedures that define how the work will be done and the Project specific procedures that will
be used to plan, supervise and control the work on the project and should define:
What must be accomplished

Who will do the work
Where the work will be done
When contractual obligations are required
The PXP will be the document that defines the detailed execution plans for engineering, procurement,
project controls, project administration, construction, pre-commissioning, quality assurance, safety, and
start-up (as appropriate) to be followed while executing the Scope of Work. It is intended to be a tool for
use by project personnel executing the work on the Project and should be written in such a way as to
provide specific guidance for normal day-to-day work in progress.
2.3 Design Basis Document (PEP 350)
The Design Basis Document establishes the technical criteria and data required to accomplish the design
portion of the Scope of Work. The document provides a definitive project description and the specific
information required by each discipline. The document may be referenced in or attached to the project
contract, scope of work or execution path and must identify the Companys intent.

PEP 201
Page 3 of 7
2.4Issue Authorization and Maintenance for Use

The Project Management Functional Leader is responsible for the maintenance of this procedure and will
review the procedure annually to determine any necessary updates. Should an individual employee
have a suggestion for improvement or modification to this procedure, he or she may mark-up a copy of
the PEP and send to the Project Management Functional Leader for review. The Project Management
Functional Leader will review the recommended changes and respond back to the employee on plans to
address the suggestions. Changes to the procedure will be distributed to other Corporate Department
Managers and Corporate Functional Leads for their concurrence. When the reviews are complete, the
Project Management Functional Leader will consolidate and recommend changes to this PEP to the Vice
President, Project Operations who has the authority to issue revisions to this PEP.
3.0 REFERENCES
3.1
PEP 200, Project Initiation
3.2
PEP 202, Project Execution Plan
3.3
PEP 203, Engineering Execution Plan
3.4
PEP 205, Project Procurement Plan Development
3.5
PEP 301, Estimating
3.6
PEP 314, Change Control
3.7
PEP 316, Records Filing, Retention, Retrieval and Destruction of Documents
3.8
PEP 350, Design Basis Document
3.9
PEP 601, Project Completion Report

PEP 201
Page 4 of 7
4.0 PROCEDURE
4.1 Process Work Flow Chart
Figure 4.1.1
Request for Proposal
Proposal/Project Manager
Business Unit Manager

Project Controls
Estimating
Prepare
Scope of Work
Document
Procurement
Engineering
Legal/Contracts
Construction/Start-Up
Company Review
Incorporate Comments
Project
Contract Award
Update Scope of Work
Document
Company Review
Update per Approved

Change Orders
Incorporate Comments
Issue For Client Review, Comment or
Approval (as applicable)
Incorporate Client Comments
Issue To Project
Record Retention
Revisions

PEP 201
Page 5 of 7
4.2 Process Work Flow

The processes for preparing, checking, approving, issuing and retaining the Scope of Work Document is
outlined in Figure 4.1.1.
A.
Prepare Scope of Work Document
Action By
Action
Proposal / Project Manager /

Project Team
B.
1. Initiate and Prepare the Scope of Work Document during proposal

phase. Data is assembled from input from multiple sources.
Company Review
Action By
Action
1.
Proposal Team
2. Review and submit comments to Proposal/Project Manager.
3. Incorporate comments and issue to proposal team.
C.
Submit completed document for Company review.
Update Scope of Work Document (as required)
Action By
Action
Project Manager
1. Update Project Scope of Work Document based upon executed

contract agreement.
Project Team
2. Review and submit comments to Project Manager.
Project Manager
3. Incorporate comments and Issue For Company Approval, as

required.
4. File in Project Document Control Center (PDCC).
D.
Issue to Client for Review, Comment, or Approval (as applicable)
Action By
Action
Project Manager
1. Submit to Client for review, comment or approval, as applicable.
Client
2. Submit comments to the Companys Project Manager, as applicable.
Project Manager
3. Review Client comments with appropriate Company departments

and resolve Clients comments prior to finalizing document, if
applicable.
4. Obtain signatures and Issue Revision O, Approved for Project, as
applicable. Usually the basis of lump sum/firm price proposals.
Project Data Control Center
5. Distribute to project team and file original.

PEP 201
Page 6 of 7
E.
Record Retention
Action By
Action
Project Data Control Center
1.
Maintains document per Company procedures.
F. Revisions Feedback loop = Ron Sytsma

4.3 Instructions
The following instructions relate to the activities outlined in Figure 4.1.1
4.3.1
Prepare Scope of Work Document
Prepare the Scope of Work Document, usually at the initiation of the proposal phase.
201-01 (S)
provides a representative Scope of Work and/or Project Execution Checklist, which may be helpful
identifying components and/or considerations affecting the project Scope of Work. Information will be
gathered from multiple sources including the Client, Company Management, Engineering, Procurement,
Project Controls, Estimating, Legal, etc.
The Scope of Work may include any additional supporting documents such as drawings, diagrams,
Clients data to assist project team and Company to fully understand project scope. In most cases this
document will be the basis of the Design Basis Document, the Project Execution Plan, may be
incorporated into the Contract, and all project documents must be in agreement with the project Scope of
Work document.
4.3.2
Company Review
Contributors including the project/proposal team and Company management will review to ensure
compliance with the request for proposal, project approach, inclusions, exclusions and assumptions.
Consider performing Project Definition Rating Index (PDRI) to assess the quality and completeness of
the Scope of Work Document.
4.3.3
Update Scope of Work Document (as applicable)
After contract award, the Scope of Work Document will be updated to reflect negotiated contractual
agreements.
4.3.4
Issued to Project
The Scope of Work Document shall be issued to the Project Team.

4.3.5
Document Retention
Document revisions will be retained by PDCC.

4.3.6
Revisions
Subsequent revisions, Rev. 1, 2, etc. shall follow the same procedures.

Additional Comments: The Scope of Work shall be maintained through the duration of the project and
modified through the Change Control Process. There must be a direct correlation between the Contract,
the Project Execution Plan, the Design Basis Document and the final issued Construction documents.

PEP 201
Page 7 of 7
5.0 RECORDS
A copy of the approved Original and subsequent revisions are retained in the project files for the duration
of the project. After project completion they are processed in accordance with the procedure for Record
Filing, Retention, Retrieval and Destruction of Documents (see PEP 316).
6.0 FORMS AND EXHIBITS
6.1
201-01 (S) Typical Project Scope of Work and/or Project Execution Checklist


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PEP 201

Rev. Date: 17 Nov 2008

PURPOSE AND SCOPE.................................................................................................... 2

FORMS AND EXHIBITS..................................................................................................... 7

CONFIDENTIAL AND PROPRIETARY

Rev. Date: 17 Nov 2008

1.0 PURPOSE AND SCOPE

What must be accomplished

CONFIDENTIAL AND PROPRIETARY

Rev. Date: 17 Nov 2008

2.4Issue Authorization and Maintenance for Use

PEP 200, Project Initiation

PEP 202, Project Execution Plan

PEP 203, Engineering Execution Plan

PEP 205, Project Procurement Plan Development

PEP 301, Estimating

PEP 314, Change Control

PEP 316, Records Filing, Retention, Retrieval and Destruction of Documents

PEP 350, Design Basis Document

PEP 601, Project Completion Report

CONFIDENTIAL AND PROPRIETARY

Rev. Date: 17 Nov 2008

Business Unit Manager

Update per Approved

CONFIDENTIAL AND PROPRIETARY

Rev. Date: 17 Nov 2008

4.2 Process Work Flow

Prepare Scope of Work Document

Proposal / Project Manager /

1. Initiate and Prepare the Scope of Work Document during proposal

2. Review and submit comments to Proposal/Project Manager.

3. Incorporate comments and issue to proposal team.

Submit completed document for Company review.

Update Scope of Work Document (as required)

1. Update Project Scope of Work Document based upon executed

2. Review and submit comments to Project Manager.

3. Incorporate comments and Issue For Company Approval, as

Issue to Client for Review, Comment, or Approval (as applicable)

1. Submit to Client for review, comment or approval, as applicable.

2. Submit comments to the Companys Project Manager, as applicable.

3. Review Client comments with appropriate Company departments

Project Data Control Center

5. Distribute to project team and file original.

CONFIDENTIAL AND PROPRIETARY

Rev. Date: 17 Nov 2008

Project Data Control Center

Maintains document per Company procedures.

F. Revisions Feedback loop = Ron Sytsma

Prepare Scope of Work Document

Update Scope of Work Document (as applicable)

The Scope of Work Document shall be issued to the Project Team.

Document revisions will be retained by PDCC.

Subsequent revisions, Rev. 1, 2, etc. shall follow the same procedures.

CONFIDENTIAL AND PROPRIETARY

Rev. Date: 17 Nov 2008

CONFIDENTIAL AND PROPRIETARY

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