5 M’s of Mobilization Management

FM Contracts

Prepared By - Subbiah Murugan - Manager Hard Services - Oman Shapoorji Company

(This is presented by the author for MEFMA Train the trainer program as a Trainee Participant)
 Mobilization Management – FM Contracts

Learning Objective

Mobilization ?
Need for Mobilization Management in FM
Mobilization Plan
Objectives
Activities of Mobilization
5Ms of Mobilization Management
Monitoring and Control

Prepared By - Subbiah Murugan - Manager Hard Services - Oman Shapoorji Company

(This is presented by the author for MEFMA Train the trainer program as a Trainee Participant)
 Mobilization Management – FM Contracts
Mobilization

The action of organizing and encouraging a group

of people to take collective action in pursuit of a
particular objective
Mobilization
The action of bringing resources into use for a
particular purpose

Prepared By - Subbiah Murugan - Manager Hard Services - Oman Shapoorji Company

(This is presented by the author for MEFMA Train the trainer program as a Trainee Participant)
 Mobilization Management – FM Contracts
Need for Mobilization Management

Based on size of the project , may need more

Complexity
resources to be mobilized
Lack of
Mostly Underestimated after LOA
Importance

Costs Saving Costs and Efforts

Trust Builds the trust and confidence with Customer

Prepared By - Subbiah Murugan - Manager Hard Services - Oman Shapoorji Company

(This is presented by the author for MEFMA Train the trainer program as a Trainee Participant)
 Mobilization Management – FM Contracts
Mobilization Plan

Any activities need to be undertaken to start a

FM contract within a agreeable time line.
Mobilization
Plan Activities includes , Mobilization of manpower ,
Materials, Tools and system, processes ,
compliances, etc.,..
Mostly Gantt Chart , Using Excel , MS Project,
Format & Tools
Primavera.

Prepared By - Subbiah Murugan - Manager Hard Services - Oman Shapoorji Company

(This is presented by the author for MEFMA Train the trainer program as a Trainee Participant)
 Mobilization Management – FM Contracts
5 Ms of Mobilization Activities

Man
Material
5 Ms Machines
Methods
Money

Prepared By - Subbiah Murugan - Manager Hard Services - Oman Shapoorji Company

(This is presented by the author for MEFMA Train the trainer program as a Trainee Participant)
 Mobilization Management – FM Contracts
Manpower

Source/Ref Bid Document , Contract Specification

Site Organization Chart , Job Descriptions , CVs ,
Documentation
Submittals, Approvals
Interviews , Client and Internal , Demob Plans of
Process
Existing Contracts
Timeline Typically 45 - 60 Days , Size of the team
Right Persons, Visa Approvals, Time Constraints
Challenges
, Accommodation , Transport
Personnel FM Head , HR and Bid Manager
Transition Team with Limited Manpower ,
Alternative
Hiring from Existing Contractor

Prepared By - Subbiah Murugan - Manager Hard Services - Oman Shapoorji Company

(This is presented by the author for MEFMA Train the trainer program as a Trainee Participant)
 Mobilization Management – FM Contracts
Material

Source/Ref Bid Document , Contract Specification

List of Consumables , Spares , PPEs , AMCs
Documentation etc., Material Approval Requests , Samples,
etc.,
Process Procurement and Stores
Timeline Typically 30 Days
Store , Client Approvals , Delivery Periods ,
Challenges
Payment Terms , Poor Quality
FM Head, Procurement Officer and Bid
Personnel
Manager
Alternative Central Stores, Supply from Client
Prepared By - Subbiah Murugan - Manager Hard Services - Oman Shapoorji Company
(This is presented by the author for MEFMA Train the trainer program as a Trainee Participant)
 Mobilization Management – FM Contracts
Machines

Source/Ref Bid Document , Contract Specification

Documentation List of Tools and Equipment's
Procurement and Stores , Submission and
Process
Approvals
Timeline Typically 30 Days
Storing , Calibration , Wrong Specifications,
Challenges
Old Tools and Equipment's
FM Head , Procurement Officer and Bid
Personnel
Manager
Alternative Supply from Client , Old Tools and Equipment
Prepared By - Subbiah Murugan - Manager Hard Services - Oman Shapoorji Company
(This is presented by the author for MEFMA Train the trainer program as a Trainee Participant)
 Mobilization Management – FM Contracts
Methods

Source/Ref Bid Document , Contract Specification

Contract Management Plan , Quality/HSE Plan
Documentation ,Co-ordination Procedures , KPI-SLA Evaluation
Methods, CAFM , SOPs, PPM Task Sheets etc.,
Preparation, Submission, Approvals and
Process
Meetings
Timeline Typically 45 -60 Days
Challenges Client’s Expectations , No standard Exists
Personnel FM Head, FM Manager , HSE Officer

Prepared By - Subbiah Murugan - Manager Hard Services - Oman Shapoorji Company

(This is presented by the author for MEFMA Train the trainer program as a Trainee Participant)
 Mobilization Management – FM Contracts
Methods - Documentations

Explains the Operational Methodology ,

Contract
Includes Role and Responsibilities, Change
Management
Management procedures , Inventory
Plan Management procedures
Specific to contract and in line with Client
Quality/HSE
requirements to check Material and Work
Plan Quality/HSE compliances
Co-Ordination Communication Method, Correspondence
Procedure ,Numbering Systems , Meetings
SOPs Standard Operating Procedures
CAFM Customization needs , Functional Specs
Prepared By - Subbiah Murugan - Manager Hard Services - Oman Shapoorji Company
(This is presented by the author for MEFMA Train the trainer program as a Trainee Participant)
 Mobilization Management – FM Contracts
Money

Source/Ref Bid Document BOQ and Letter of Award

Documentation Budget , Job Code , Formats for Petty Cash
Budgeting , Petty Cash Management , Cash
Process
flow
Timeline Typically 7 Days
Challenges Lack of Clarity and accuracy
Personnel FM Head, Account Manager , Bid Manager

Prepared By - Subbiah Murugan - Manager Hard Services - Oman Shapoorji Company

(This is presented by the author for MEFMA Train the trainer program as a Trainee Participant)
 Mobilization Management – FM Contracts
Other Documents

MIS Daily , Weekly ,Monthly Reports

Handing Over and Taking Over , Asset
HOTO
Verifications , Snagging Sheets
CAFM Work Flow Diagrams , Breakdown and PPM
Insurance/Bond Liability Insurance and Performance Bond
Communication Escalation Matrix ,Site and Company Head

Prepared By - Subbiah Murugan - Manager Hard Services - Oman Shapoorji Company

(This is presented by the author for MEFMA Train the trainer program as a Trainee Participant)
 Mobilization Management – FM Contracts
Monitoring and Control

Kick off Meeting Immediately after award of the contract

Review Weekly or fortnightly ( With Client and all
Meetings stake holders )
Mobilization Plan ( Actual Vs Planned ) ,
Reports
Budgetary Control , Minutes of Meetings
Review Review and Improve

Prepared By - Subbiah Murugan - Manager Hard Services - Oman Shapoorji Company

(This is presented by the author for MEFMA Train the trainer program as a Trainee Participant)
 Mobilization Management – FM Contracts
Things to Remember

PDCA Cycle Plan – Do – Check - Act

Simple – Measurable – Achievable – Relevant –
SMART
Time Bound

Prepared By - Subbiah Murugan - Manager Hard Services - Oman Shapoorji Company

(This is presented by the author for MEFMA Train the trainer program as a Trainee Participant)
 Mobilization Management – FM Contracts
Typical Mobilization Plan

Prepared By - Subbiah Murugan - Manager Hard Services - Oman Shapoorji Company

(This is presented by the author for MEFMA Train the trainer program as a Trainee Participant)
 Mobilization Management – FM Contracts
Advantages
Reduced Mobilization period , Saving of Costs
Time & Cost
and Efforts

Reputation Well begun is half done , Client Satisfaction ,

Control over the mobilization Process and
Control
Critical to Project Success
Escalation Low Escalation with respect to Breakdown

Prepared By - Subbiah Murugan - Manager Hard Services - Oman Shapoorji Company

(This is presented by the author for MEFMA Train the trainer program as a Trainee Participant)
 Mobilization Management – FM Contracts
Summary

Mobilization ?
Need for Mobilization Management in FM
Mobilization Plan
Summary
Activities of Mobilization
5Ms of Mobilization Management
Monitoring and Control

Prepared By - Subbiah Murugan - Manager Hard Services - Oman Shapoorji Company

(This is presented by the author for MEFMA Train the trainer program as a Trainee Participant)
THANK YOU

Prepared By - Subbiah Murugan - Manager Hard Services - Oman Shapoorji Company

(This is presented by the author for MEFMA Train the trainer program as a Trainee Participant)