Project Monthly Reporting Procedure 1706174269

National Project, O&M Management
Organization (Mashroat)
Mashroat Projects White Book

Volume 7, Chapter 5
Project Monthly Reporting Procedure
Document No. EPM-KPR-PR-000002 Rev 001
EPM-KPR-PR-000002 Rev 001 Level - 3-E - External Page 1 of 64

Electronic documents once printed, are uncontrolled and may become out-dated. Refer to ECMS for current revision.
This Document is the exclusive property of Mashroat and is subject to the restrictions set out in the Important Notice contained in this Document.
Document Revisions History:
Revision: Date: Reason For Issue
000 14/03/2018 For Use
001 06/12/2018 For Use

THIS NOTICE MUST ACCOMPANY EVERY COPY OF THIS DOCUMENT
IMPORTANT NOTICE
This document, (“Document”) is the exclusive property of the National Project, Operation and Maintenance
Management Organization (“Mashroat”).
This Document should be read in its entirety including the terms of this Important Notice. The government entities may
disclose this Document or extracts of this Document to their respective consultants and/or contractors, provided that
such disclosure includes this Important Notice.
Any use or reliance on this Document, or extracts thereof, by any party, including government entities and their
respective consultants and/or contractors, is at that third party’s sole risk and responsibility. Mashroat, to the maximum
extent permitted by law, disclaim all liability (including for losses or damages of whatsoever nature claimed on
whatsoever basis including negligence or otherwise) to any third party howsoever arising with respect to or in
connection with the use of this Document including any liability caused by negligent acts or omissions.
This Document and its contents are valid only for the conditions reported in it and as of the date of this Document .

Table of Contents
1.0 PURPOSE ...................................................................................................................................... 5

2.0 SCOPE ........................................................................................................................................... 5
3.0 DEFINITIONS ................................................................................................................................. 5
4.0 REFERENCES................................................................................................................................ 6
5.0 RESPONSIBILITIES ....................................................................................................................... 6
5.1 Project Manager .............................................................................................................................. 7
5.2 Project Controls............................................................................................................................... 7
5.3 Other Departments .......................................................................................................................... 7
6.0 PROCESS ...................................................................................................................................... 8
6.1 General ........................................................................................................................................... 8
6.2 Project Monthly Progress Report ..................................................................................................... 8
6.2.1 Executive Summary .......................................................................................................... 9
6.2.2 Safety ............................................................................................................................... 9
6.2.3 Schedule .......................................................................................................................... 9
6.2.4 Cost .................................................................................................................................. 9
6.2.5 Engineering ...................................................................................................................... 9
6.2.6 Procurement/Contracts ................................................................................................... 10
6.2.7 Construction ................................................................................................................... 10
6.2.8 Other Departments (as required) .................................................................................... 10
6.2.9 Attachments ................................................................................................................... 10
6.3 Project Summary Report ............................................................................................................... 11
6.3.1 Project Summary Report – Registration .......................................................................... 11
6.3.2 Project Summary Report – Initial Planning...................................................................... 11
6.3.3 Project Summary Report – Tender for Design ................................................................ 11
6.3.4 Project Summary Report – Design.................................................................................. 11
6.3.5 Project Summary Report – Tender for Construction........................................................ 12
6.3.6 Project Summary Report – Construction ......................................................................... 12
7.0 ATTACHMENTS ........................................................................................................................... 12
Attachment 1 - Monthly Progress Report Flow Chart ............................................................................... 13
Attachment 2 – EPM-KPR-TP-000001 - Monthly Progress Report Template........................................... 14
Attachment 3 – EPM-KPR-TP-000003 - Project Summary Report – Registration Template .................... 56
Attachment 4 – EPM-KPR-TP-000004 - Project Summary Report – Initial Planning Template ................ 57
Attachment 5 – EPM-KPR-TP-000005 - Project Summary Report – Tender for Design Template ........... 58
Attachment 6 – EPM-KPR-TP-000006 - Project Summary Report – Design Template ............................ 59
Attachment 7 – EPM-KPR-TP-000007 - Project Summary Report – Tender for Construction Template .. 61
Attachment 8 – EPM-KPR-TP-000008 - Project Summary Report - Construction, Testing & Commissioning,
Handover & Closeout Template..................................................................................................... 62

1.0 PURPOSE
The purpose of monthly reporting is to communicate the current status of the project, including project
progress and performance, to the Entity management.
This procedure applies to works performed under all Government construction projects executed
throughout the Kingdom of Saudi Arabia.
2.0 SCOPE
This procedure applies to all Entities for projects that are required to issue a monthly management report
of the project status. This procedure provides guidance to Project Controls personnel on coordinating
progress report preparation in the absence of any other published guideline or instruction.
3.0 DEFINITIONS
Definitions Description
First Aid Emergency treatment administered to an injured
or ill person before professional medical care can
be administered. A work related injury/illness
requiring limited/minimal medical assistance,
regardless of who provides the treatment.
Lost Time Injury (LTI) Any work related injury or illness that prevents
that person from doing their usual work the day
after an incident.
Lost Workday Case (LWDC) A work related injury/illness that causes an
employee to be unable to report to work on the
next calendar day, regardless of whether or not
the employee is scheduled to work, will be
classified as a Lost Workday Case.
Near Miss An incident in which a condition exists or an act
was carried out that had the potential for injury,
property damage, environmental release, or an
adverse health exposure to take place. Because
of various circumstances, the potential injury or
exposure did not occur, but the potential was
recognized.
Non-Conformance Reports (NCR) Report identifying construction non conformities.
Can include the approval of remedial works,
designer’s opinion, inspection of repairs, etc…
Percent Complete The estimate of amount of work complete for an
activity or work breakdown structure component
as of a specific data date. It shall be determined
by deliverable or quantity tracking tools.
Performance Factor (PF) A factor calculated to determine performance
relative to the baseline.
PF = (Actual Jobhours spent)/(Earned jobhours
[performance base])
Pre-Op Testing & Commissioning The transitional phase between construction and
operations, including all of the activities that
bridge these two phases
Purchase Order (PO) A commercial document issued by a buyer to a
seller, indicating types, quantities, and agreed
prices for products or services.
Quality Assurance (QA) Part of quality management focused on fulfilling
quality requirements. Quality assurance is a way
of preventing errors and avoiding problems when
delivering solutions or services to customers.

Definitions Description
Quality Control (QC) Part of quality management focused on fulfilling
quality requirements. Typically, quality control
activities include the physical inspection of
systems, structures, and components, during
fabrication, installation and turnover regardless of
the performing organization
Quantity Tracker Tool managed by the construction team to collect
and status commodities installation.
Recordable Incident The number of work related recordable incidents in
the period.
Fatality, Restricted Work Case (RWC), Lost
Workday Case (LWDC), Medical Treatment
Beyond First Aid, Loss of Consciousness,
diagnosis of a significant injury or illness,
needlestick injuries and cuts, medical removal of
Injured Party to a hospital or clinic, occupational
hearing loss, work-related tuberculosis - are all
Recordable Cases.
Restricted Work Case (RWC) A work related injury/illness that involves one or
more days of restricted work (whereby the
employee cannot perform his normal duties) will be
classified as a Restricted Work Case
Staffing Plan The staffing plan for the project is prepared by all
departments during the project proposal stage, is
updated throughout the life of the project, and
reported by project controls. The appropriate
departments provide the initial staffing
requirements, type of assignment, duration and
grade. All positions assigned to the project, both
jobsite and project office, should be identified -
permanent, temporary or business trip status
Entity A Saudi Government organization which is
responsible for the delivery of government funded
infrastructure construction projects.
TQ’s Technical Query
NCR Non Compliance Report
Skyline Form of schedule representation of milestones
over time, typically used for handover milestones;
see document EPM-KP0-PR-000012 Project
Schedule Curves Procedure.
4.0 REFERENCES
EPM-KPR-PR-000001 – Project Weekly Reporting Procedure

EPM-KPR-PR-000003 – Project Cost Reporting Procedure
EPM-KPR-PR-000004 – Project Schedule Reporting Procedure
EPM-KPR-PR-000005 – Project Critical Items Action Report
EPM-S00-GL-000001 – Project Registration Introduction
EPM-KPR-GL-000001 – Project Reporting Introduction Guideline
EPM-EQO-PR-000004 - Project Stage Gate Procedure.
EPM-S00-GL-000003 - Project Initial Planning Introduction
5.0 RESPONSIBILITIES

The Project Monthly Report is the responsibility of the Project Manager. However, the Project Manager may
delegate the responsibility to coordinate report preparation and distribution to Project Controls, including
the responsibility to ensure that the information is accurate, informative, and consistent with contractual
requirements. Within a project, each department is responsible for documenting and submitting a
description of the significant activities performed by that department during the reporting period. The input
must be submitted to the Project Manager or delegate and must be in the approved format.
The Project Manager is responsible for the preparation and coordination of the monthly reports which are
typically delegated to the Project Controls Supervisor or possibly to the Project Field Engineer.
5.1 Project Manager
The Project Manager:
 Establishes the schedule, format, and content of the Project Monthly Progress Report.
 Reviews and approves Project Monthly Progress Report prior to issue
 Issues the Project Monthly Progress Report on time
5.2 Project Controls
The following Project Controls duties are typical.
These duties are designated by the Project Controls Manager and may also vary by project. They may
also vary during the life of the project.
 Project Controls Manager

o Reviews input for consistency and compares it to that for the previous month
o Reviews report components for problem areas and potential trends
o Drafts the Executive Summary
 Project Controls Engineer

o Develops schedule for monthly input and is responsible for report preparation, review,
and issue
o Issues monthly request for input from all pertinent parties
o Compiles information provided by the various departments and reviews the analysis that
accompanies each component
o Will provide cost and commitment input
o May provide status of progress payment schedule
o Analyzes input
o Compiles progress photos taken of the project during the reporting period
o Includes Schedule input and analysis
o Copies and issues completed report for distribution
 Trend Engineer provides input and analysis regarding scope changes and trends
 Project Scheduler provides scheduling input
 Field Cost and Schedule Supervisor reviews the Monthly Construction Progress Report
5.3 Other Departments
The Managers of Engineering, Procurement, and Construction are responsible for the input for their
sections, as appropriate.
Typically, input are as follows:

 Engineering provides input regarding engineering status, work completed, work in progress, and
work planned for the next period.
 Procurement/Contracts provides input regarding the status of POs/subcontracts.
 Construction department provides input regarding the status of mechanical and electrical systems.
6.0 PROCESS
6.1 General
The Project issues a monthly progress report which covers progress in Design, Engineering,
Procurement, Construction, Testing, Commission and Handover.
Although Project Controls is not the owner of the progress reports, the responsibility for coordinating and
distributing the reports is typically delegated to Project Controls by either the Project Manager or the Site
Manager.
6.2 Project Monthly Progress Report
The Project Monthly Progress Report, will be prepared and issued in accordance with the process flow
chart in Attachment 1. This is issued on a monthly basis and communicates the current status of the
project including progress and performance to the Entity management.
The Entity Project Manager and the Contractor must establish the content, format, and schedule of the
project monthly progress report, this should generally contain the data required within this procedure. This
is necessary so that the Entity will understand up front which information the Contractor can and cannot
provide. This information is also necessary for the finalization of the Project Controls Plan for the project.
At the request of the Project Manager, the Project Controls team must establish a calendar for the
submittal of project monthly progress reports input by the various team members for project management
review and approval and incorporation into the report. In addition to creating the overall calendar, Project
Controls should send out a monthly reminder to all parties requesting their input.
The Project Monthly Report is typically issued on or about the tenth business day of each month (or/as
defined in the contract) and reports on activities performed during the previous month. Unless it is
otherwise required by the contract or by Entity direction, the cost and jobhour data for Contractor labor is
reported through the last payday in the month. All other costs are reported through the end of the
calendar month. Any significant change that takes place after the cutoff date should be documented in the
narrative.
Before the individual components are submitted to the Project Controls Engineer for the inclusion in the
project monthly progress report, the individual components must be analyzed to identify highlights and
problem areas. The Project Manager or delegate should review the analysis accompanying the individual
components to identify the items that are significant enough to be included in the Executive Summary.
After all required input, has been obtained, reviewed and analyzed; the report is assembled and checked
for consistency. The draft report is reviewed by the Project Controls Manager and/or the Project Manager,
comments are incorporated, and the final report is issued. The original report typically goes to the Entity’s
Project Manager, and copies are sent to individuals identified on a pre-determined distribution list, as
specified in the Project Controls Plan for the project.
The Project Monthly Progress Report package typically contains the following elements:
 Cover letter
 Title page, distribution, Table of Contents, Introduction
 Executive Summary
 Environmental, Safety, and Health
 Planned activities for following month

 Project schedules and progress curves displaying current status

 Project cost section, trend information, and commitment vs. actual expenditures curves
 Detail status of Engineering, Procurement, Construction, and Startup/Controls Operations
 Attachments, as necessary, including progress photos depicting current construction status
6.2.1 Executive Summary
 Summary of major accomplishments during current period

 Current job status
 Summary level of concern for each department
 Critical issues
 Staffing
 Progress Curves for Total Project, Engineering, and Construction reflecting schedule and
forecast vs. actual values
6.2.2 Safety
 Narrative describing any significant safety issues or initiatives

 Table of events
 Key activities
 Environment
 Security
 Safety statistics in table or graphical form
6.2.3 Schedule
 Management Schedule (Level 1)

 Summary analysis of project monthly progress with emphasis on critical path
 Potential problems with proposed solutions
 Planned activities for the coming month
6.2.4 Cost
 Table showing contract status, including initial contract amount, approved Change Orders,
current contract value, pending Change Orders, and current forecast
 Cost and Commitment Summary
 Table containing original budget, current budget, current forecast
 Table of invoices and payment status
 Scope Change status
 Status of Progress Payment Schedule
 Cost performance reports
 Variance reports
6.2.5 Engineering
 Summary narrative of significant Engineering activities (by discipline) completed during current
period
 Narrative of significant Engineering issues, problems or potential problems, and proposed
solutions
 Graphical representation of Engineering percent complete
 Staffing table, including budget/forecast versus actual for current period and project to date
 Table of the status of specifications, drawings, and/or studies issued this month, issued to date,
and total forecast
 Drawing release and bulk quantity release curves showing scheduled, actual, and forecast
cumulative quantities
 Discussion for each discipline (approximately 1 page in length), including:

o Work completed during period

o Work started in period
o Work in progress
o Work planned for the next period
6.2.6 Procurement/Contracts
 Summary narrative of significant home office Procurement activities completed during the
reporting period
 Narrative of significant Procurement/Contract issues, problems or potential problems, and
proposed solutions
 List of purchase orders (PO) and subcontracts awarded this month
 List of POs and subcontracts for which bids were received and are under evaluation
 List of POs and subcontracts for which bids have been issued
 Status of major equipment under fabrication, including expediting and inspection status
 Significant material deliveries/en-route items
 Table indicating number of PO and contract awards in the current period and to date, along with
total forecast for each category
6.2.7 Construction
 Narrative of significant Construction issues, problems, or potential problems with proposed

resolutions
 Graph indicating physical percent complete
 List of tasks according to the following categories:

o Work in progress
 Staffing table showing budget/forecast and actual equivalent personnel for current period and
project to date, broken down by Contractor manual and non-manual and subcontractor personnel
 Equipment table, equipment hours per type, showing budget/forecast for the current period and
project to date.
 Any other information agreed upon between the Entity Project Manager and Contractor
6.2.8 Other Departments (as required)
 Summary narrative of significant activities during the reporting period

 List of tasks according to the following categories:

o Work in progress
6.2.9 Attachments
 Progress photographs
 Meetings list (significant meetings held between Entity and Contractor and/or
subcontractor/suppliers)
 Critical Items Action Report
 Scope Change Register
 Progress payments (lump sum)
 Safety Statistics

 Summary Cost Report

 Cost and Commitment Report
 Distributable Materials Cost Curves
 Subcontract Status Report
 Progress and Performance Curves
 Construction Summary and/or Construction Control Schedule
 Staffing Plan
 Action Items/Items of Concern
6.3 Project Summary Report
With the information reported in the Project Monthly Report a Project Summary Report should be
completed depending on the Stage Gate.
6.3.1 Project Summary Report – Registration

The information needed to complete this report originates from the Project Mashroat Registration Form
EPM-S00-TP-000001. The Project Summary Report template for a project in the Summary Report
Registration Stage is EPM-KPR-TP-000003.
6.3.2 Project Summary Report – Initial Planning

The information needed to complete this report originates from the initial planning stage; for additional
information on the Project Initial Planning Introduction see EPM-S00-GL-000003. It summarizes the
process required to complete the initial planning stage gate. The key information needed are the planned,
forecast and actual dates for the Stakeholder Engagement Plan, Concept Master Plan Development
Framework, the Environmental Impact Assessment, the Permitting Plan, the Project Schedule, the Project
Class 4 Order of Magnitude Estimate, the Business Case Update, Land Acquisition Strategy and the Project
Delivery Strategy. The Project Summary Report template for a project in the Summary Reports Initial
Planning is EPM-KPR-TP-000004.
6.3.3 Project Summary Report – Tender for Design

The summary report needs to include the following:
 Planned, forecast and actual dates for issuing the request for proposals and the award date.
 They number of days in the cycle.
 The internal estimate
 The allocated budget
 Award contract value
 A listing of firms that are pre-qualified, who were invited to bid, who provided a bid their technical
scores, proposal value and final bid award value.
The Project Summary Report template for a project in the Summary Report Tender for Design EPM-KPR-
TP-000005.
6.3.4 Project Summary Report – Design

This summary report recapitulates the following:
 The health and safety incident statistics from the start of the project, beginning of the year and for
the reporting period.
 A narrative communicating and key achievements, any critical issues and/or any risks and
opportunities.
 Quality statistics such as the quantity of drawings vs. the number of revisions by discipline.
 Progress on the deliverables as a percentage complete and cost.
 The Engineering tracker
 Plan, Forecast and Actual Milestone dates
 Plan, Forecast and Actual job-hours at the 30%, 60%, 90% and IFC control points.

 Cost information
 Plan, Forecast and Actual headcount and job-hours.
The Project Summary Report template for a project in the Design Stage Gate is EPM-KPR-TP-000006.
6.3.5 Project Summary Report – Tender for Construction

The summary report illustrates the following:
 Planned, forecast and actual dates for issuing the request for proposals and the award date.
 They number of days I the cycle.
 The internal estimate
 The allocated budget
 Award contract value
 A listing of contractors that are pre-qualified, who were invited to bid, who provided a bid their
technical scores, proposal value and final bid award value.
The Project Summary Report template for a project in the Tender for Construction Stage Gate is EPM-
KPR-TP-000007.
6.3.6 Project Summary Report – Construction

This summary report recapitulates the following:
 The health and safety incident statistics from the start of the project, beginning of the year and for
the reporting period.
 A narrative describing the Health, Safety Security and Environment key achievements, incidents
etc...
 Quality statistics such as Non Compliance Report (NCR) and TQs.
 A narrative describing key achievements, any critical issues and/or any risks and opportunities
 Overall progress
 Key milestones
 Manpower
 Quantity Tracker including performance
 Cost information containing the contract value, approved variations (this period and previous),
pending variations, invoiced to date, paid to date, balances, amounts overdue and a cost
performance index.
 Shop drawings status listing
 Material Approval sheet status listing
 Procurement Summary
 A testing & Commissioning hand over skyline
 A testing and Commissioning Plan, Forecast and Actual listed dates.
The Project Summary Report template for a project in the Construction Stage Gate is EPM-KPR-TP-
000008.
7.0 ATTACHMENTS
Monthly Progress Report Flow Chart

EPM-KPR-TP-000001 - Monthly Progress Report Template
EPM-KPR-TP-000003 - Project Summary Report – Registration Template
EPM-KPR-TP-000004 - Project Summary Report – Initial Planning Template
EPM-KPR-TP-000005 - Project Summary Report – Tender for Design Template
EPM-KPR-TP-000006 - Project Summary Report – Design Template
EPM-KPR-TP-000007 - Project Summary Report – Tender for Construction Template
EPM-KPR-TP-000008 - Project Summary Report – Construction, Testing and Commissioning,
Handover & Closeout Template

Attachment 1 - Monthly Progress Report Flow Chart

Attachment 2 – EPM-KPR-TP-000001 - Monthly Progress Report Template










































Attachment 3 – EPM-KPR-TP-000003 - Project Summary Report –

Registration Template

Attachment 4 – EPM-KPR-TP-000004 - Project Summary Report – Initial

Planning Template

Attachment 5 – EPM-KPR-TP-000005 - Project Summary Report – Tender for

Design Template

Attachment 6 – EPM-KPR-TP-000006 - Project Summary Report – Design

Template


Attachment 7 – EPM-KPR-TP-000007 - Project Summary Report – Tender for

Construction Template

Attachment 8 – EPM-KPR-TP-000008 - Project Summary Report -

Construction, Testing & Commissioning, Handover & Closeout Template




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National Project, O&M Management

Mashroat Projects White Book

Project Monthly Reporting Procedure

Document No. EPM-KPR-PR-000002 Rev 001

EPM-KPR-PR-000002 Rev 001 Level - 3-E - External Page 1 of 64

Document Revisions History:

Revision: Date: Reason For Issue

000 14/03/2018 For Use

001 06/12/2018 For Use

EPM-KPR-PR-000002 Rev 001 Level - 3-E - External Page 2 of 64

THIS NOTICE MUST ACCOMPANY EVERY COPY OF THIS DOCUMENT

EPM-KPR-PR-000002 Rev 001 Level - 3-E - External Page 3 of 64

1.0 PURPOSE ...................................................................................................................................... 5

EPM-KPR-PR-000002 Rev 001 Level - 3-E - External Page 4 of 64

EPM-KPR-PR-000002 Rev 001 Level - 3-E - External Page 5 of 64

EPM-KPR-PR-000001 – Project Weekly Reporting Procedure

EPM-KPR-PR-000002 Rev 001 Level - 3-E - External Page 6 of 64

5.1 Project Manager

The Project Manager:

5.2 Project Controls

The following Project Controls duties are typical.

 Project Controls Manager

 Project Controls Engineer

5.3 Other Departments

Typically, input are as follows:

EPM-KPR-PR-000002 Rev 001 Level - 3-E - External Page 7 of 64

6.2 Project Monthly Progress Report

EPM-KPR-PR-000002 Rev 001 Level - 3-E - External Page 8 of 64

 Project schedules and progress curves displaying current status

6.2.1 Executive Summary

 Summary of major accomplishments during current period

 Narrative describing any significant safety issues or initiatives

 Management Schedule (Level 1)

EPM-KPR-PR-000002 Rev 001 Level - 3-E - External Page 9 of 64

o Work completed during period

 Narrative of significant Construction issues, problems, or potential problems with proposed

o Work completed during period

6.2.8 Other Departments (as required)

 Summary narrative of significant activities during the reporting period

o Work completed during period

EPM-KPR-PR-000002 Rev 001 Level - 3-E - External Page 10 of 64

 Summary Cost Report

6.3 Project Summary Report

6.3.1 Project Summary Report – Registration

6.3.2 Project Summary Report – Initial Planning

6.3.3 Project Summary Report – Tender for Design

6.3.4 Project Summary Report – Design

EPM-KPR-PR-000002 Rev 001 Level - 3-E - External Page 11 of 64

6.3.5 Project Summary Report – Tender for Construction

6.3.6 Project Summary Report – Construction

Monthly Progress Report Flow Chart

EPM-KPR-PR-000002 Rev 001 Level - 3-E - External Page 12 of 64

Attachment 1 - Monthly Progress Report Flow Chart

EPM-KPR-PR-000002 Rev 001 Level - 3-E - External Page 13 of 64

Attachment 2 – EPM-KPR-TP-000001 - Monthly Progress Report Template

EPM-KPR-PR-000002 Rev 001 Level - 3-E - External Page 14 of 64

EPM-KPR-PR-000002 Rev 001 Level - 3-E - External Page 15 of 64

EPM-KPR-PR-000002 Rev 001 Level - 3-E - External Page 16 of 64

EPM-KPR-PR-000002 Rev 001 Level - 3-E - External Page 17 of 64