SG-PR-21-05 Phase 4 - Pre Mobilisation

Symmetrical Group

Policies and Procedures

CORE BUSINESS OPERATIONS\PROJECT MANAGEMENT

1. Pre Mobilisation

This phase of all projects is the most important of all, at this stage all information, scopes of work and work packs must be complete to ensure that the people on site can focus on the installation progress.

Before mobilising to site, the Project Manager must be satisfied that all pre-mobilisation requirements have been met. These include:

Approved Design, Drawings and Specification
Approved Construction Schedule (including Key Milestones that if not met require a change to the schedule or estimate)
Approved Submissions
Approved Safety, Quality and Environmental Management Plan
Data and Documentation
Workpacks completed
Certificates/Licenses
List of proposed chemicals for use on site

2. Pre-Start Meeting

Immediately prior to mobilisation a pre-start meeting should be held between the Company and Client Representatives. The purpose of the pre-start meeting is to:

All potential hazards associated with the installation, maintenance or construction activities to be discussed any action items to be assigned to people involved in the project with an appropriate skill set to resolve the issue’s.
All potential delays associated with commencing work once the workforce has mobilized to be discussed and addressed.
Confirm and communicate the procedures for arrival on site and commencing work.
Submission of all Emergency Contact details for the crew being mobilized to site.
Discuss and agree any logistical details and schedule changes if any. Accommodation for last minute contingencies (e.g. weather) can be made.
Ensure all necessary pre-implementation work has been completed and provide a forum for raising any non-conformance issues to date.
Discuss and agree the details of the supervisory process and any reporting arrangements not already included in contract documentation that may be required.

All Pre-start meeting’s must be minuted and follow the agenda outlined in the pre mobilization form. The purpose of this approval is to minimise the delays associated with starting construction once the crew is on site. The Pre-Mobe document must be approved by the Client Representative.

3. Project Specific Safety Management Plan

A typical project specific safety management plan will include details of the following:

3.1. Work Scope

A brief description of the work scope or reference to appropriate document

3.2. Organisation and Responsibilities

Should contain the following:

Details of any project specific inductions that may be required
An organisation chart of site personnel
Clearly defined areas of responsibility and lines of communication
Clearly define the management system and process to be used
Interfaces with facility personnel

3.3. Hazard Identification

Close out of issues arising from Pre start meeting
Processes to be employed on site to identify hazards
JSAs
Hazard reporting
MSDSs

3.4. Communications

Safety meetings
Prestart / toolbox meetings
Nomination / election of Health and Safety Rep if appropriate
Radio Channels

3.5. Incident Reporting

Propose to utilize Symmetrical Groups internal reporting procedure as a preference to utilizing the Clients system. In the event this is rejected the Clients system will be adopted.

3.6. Emergency Response

Request details from the client regarding their own emergency response teams and processes, document these and add any specific requirements outside Client Procedures.

3.7. Competencies

References to, or copies of all required licenses/certificates of personnel, eg:

Trade Certificates
Crane Drivers license
Scaffolding / Riggers / Dogman certificates

4. Environmental Management Plan

typical project specific safety management plan will include details of the following:

Roles and responsibilities for management on Site;
Planning, Implementation, Measurement and Evaluation Measures;
Standards for Waste management, Noise Control, Fire Prevention etc.

4.1. Work Scope

A brief description of the work scope or reference to appropriate document

4.2. Organisation and Responsibilities

Should contain the following:

An organisation chart of site personnel
Clearly defined areas of responsibility and lines of communication
Clearly define the management system and process to be used
Interfaces with facility personnel
Close out of issues arising from Pre start and safety meetings

4.3. Hazard Identification

Processes to be employed on site to identify hazards:

JSAs
Hazard reporting
MSDSs
Risk Assessments
Site Inspections

4.4. Communications

Safety meetings
Prestart / toolbox meetings

4.5. Incident Reporting

Propose to utilize Symmetrical Groups internal reporting procedure as a preference to utilizing the Clients system. In the event this is rejected the Clients system will be adopted.

4.6. Emergency Response

Request details from the client regarding their own emergency response teams and processes, document these and add any specific requirements outside Client Procedures.

5. Compilation of Workpacks

Work packs for the completion of the works will be compiled and followed to properly install the contract scope of work. Work packs will cross over disciplines where ever necessary in order for the documentation relevant to an area to be included in one work pack.

A format for the work packs will be agreed with the Project Manager and Client Representative which will form the bench mark for all work packs going forward.

The work packs will be listed in a matrix that will have key milestones for each work pack, this matrix will be used to report the level of completion to the Client Representative and Project Manager.

6. Permission to Mobilise

When all pre-start checks and meetings have been completed the Client Representative will be advised in writing and will be asked to formally provide permission for the Company to mobilize to site (refer to Access Permission Form). A number of important steps are required once the installation crew has been finalized but before permission can be given by the Project Manager to begin mobilizing to site the following must be completed:

Health Surveillance Cards sighted and copied
Marcsta and Client Induction Sign off
Issue of security passes
Isolation Induction
Site Specific Inductions Sign off
Inspections as required
Risk Assessment and Action Plans (Completed, Actioned, Sign off)
SH&E Pre-start Audit (Completed, Actioned, Sign off)
The Project Manager at the implementation stage must determine the documentation required for the Project.

7. Commencing Mobilization

Once the Company has written permission to mobilise to site then preparations can be made to mobilize, the following is a list of documentation that must be supplied to the client prior to mobilizing to site:

Verify receipt of required Client supplied equipment.
Finalise delivery dates of Client supplied equipment and spares.
Provide the client with a list of light vehicles, trucks and special equipment that will be coming to site for the duration of the project.
Verify that all light vehicles, trucks and special equipment are licensed/registered in accordance with State Regulations and fitted out as per the sites requirements.
Ensure that all drivers and operators are suitably trained and/or certified in the use and fault detection of the plant and equipment.

8. Forms Relevant to this Procedure

F-HR-14 Induction Checklist

F-HR-21 Reimburse Expenses Form

F-HR-23 Travelling Expenses Form

F-Q-01 Supplier Progress Inspection Report

F-Q-02 Inspection Release

F-Q-03 Corrective Action Request

F-Q-04 Non Conformance Report

F-Q-05 Punchlist

F-Q-06 Piping Installation Checklist

F-Q-07 Technical Query Form

F-Q-08 Corrective Action Request Log