QMS Workshop

TRA-Highways

Subrata Singh

October 2016
CONTENTS

IMS Committee - India

Quality Policy & IMS Policy

Project Delivery System (PDS) Ecosystem Navigation

Folder Structure

QMS Project File

Project Plan

Check Print

Client Feedback

Q&A
QMS Workshop: TRA-Highways November 27, 2017 Page 2
 IMS Committee, India

Avinash Misra
Regional Leader, India

Rozil Anwar
Lead QA, India

Harpreet Kaur Ranjeet Singh

Senior QA Specialist
Senior QA Specialist

Subrata Meghna Abhishek Ashwini Neetu

Rawat Manish Jain Ajey Joshi Abdul Qadir
Singh Sharma Shukla Kapoor
QRs, TRA- Highways & Interim QRs, for DLF 81
QRs, Geo QA Lead, WUD QRs, DPE & 86, PMCM QRs, BE-Mumbai QRs, MEP, BE-Noida QRs, ENV
Planning

Auyon Roy Harvinder Garima Harpreet

QRs, TRA-Highways &
Rana Vidit Uppal
Planning Bhardwaj Arora
QRs, Geo QRs, DPE QRs, MEP, BE-Noida
QRs, WUD

Vaibhav
Bhanot
QRs, TRA Ports &
Marine

Philip
Mathew
QRs, TRA Highways &
Planning

*Legends
QRs : Quality Representatives
QA : Quality Assurance
IMS: Integrated Management System

QMS Workshop: TRA-Highways

QMS & IMS Policy

Link to Policy:

https://myecosystem.aecom.com/ppf/pnp/Pages/ppi.aspx?SectionId=215

QMS Workshop: TRA-Highways November 27, 2017 Page 4

Project Delivery System

Project Delivery System is a Tool to implement the IMS

Features
Globally aligned (Tier I and Tier II documents)
No more separate systems for PDS and QMS in Asia
PDS platform is easier to navigate
A one stop shop to get all the project management tools
Allow specific documents/ forms/ checklist for different BL/ Region

QMS Workshop: TRA-Highways November 27, 2017 Page 5

 1
2

QMS Workshop: TRA-Highways November 27, 2017 Page 6

 5 IMS Committee
Quality & IMS Documents

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Project Delivery System

First time users Edit your filtering options with your

business line, geography (Americas) and region from the
drop-down boxes

You will automatically be directed to the procedures, forms, and other

documents that apply to your situation

Settings will be saved for subsequent visits but, you can always select
other options for specific need

QMS Workshop: TRA-Highways April 7, 2016 Page 8

 Project Delivery System
Proposal
Opportunity
An opportunity presents in the marketplace.
Go/NoGo
The Go/NoGo team decides whether to invest in
preparing a proposal, based on safety, environment,
sustainability, risk and reward, skills and resources.
Prepare Proposal
Subs and Partner Assessment
Determine that proposed subs, suppliers and any
teaming partners are acceptable.
Proposal Review
Review proposal document and draft contract.
Obtain approval to submit.
Submit Proposal
Client Negotiations
Final Contract Review
Check client-proposed contract against proposal
conditions and AECOM acceptable criteria.
Execute contract.
Debrief Proposal Phase
Why did we win? Why did we lose?
(lessons for input to future proposals)
Planning
Confirm Project Team
Initiate Project Plan
Revisit risk and initiate plan, which is to be
progressively developed throughout
the planning phase.
Project Risk Grading
Determine quality control requirements
according to risk.
Finalise Subs and Partner Contracts
Ensure flow-down of provisions
in AECOMs contract (back to back terms).
Project Kickoff Team Meeting
Include project handover if proposal team
is different from project execution team.
Project Kickoff Client Meeting
Clarify scope, communication reporting and billing
protocols, and inputs required from client.
Confirm client expectations.
Detailed Risk Review
Undertake detailed risk review if required following
preliminary review.
Undertake a safety-in-design review, if applicable.
Complete and Issue Project Plan
The plan will continue to evolve
during the execution phase.
Execution Closure
Prepare Technical Approach
Methodology for report or investigation. Contractual Obligations Review
Preliminary design or approach for design project. Confirm contractual obligations completed.
Management approach for construction services.
Technical Approach Review Financial Closure
Stop, step back and review to ensure approach is Finalize invoicing and payments
sound before exceeding 15% of budget. (clients/subs/partners).
Implementation Subs and Partner Review
Project Mgmt. reviews
Conduct intermediate
Project Management Review performance and provide feedback.
Safety and Health Update records.
Environment and Sustainability
Project controls and reporting
Client management
Change management
Financial governance
Risk monitoring and control Client
Technical Delivery Seek feedback on client satisfaction
Deliverables preparation and suggestions for improvement
Delivery of construction services
Checking Marketing Collateral Update
The team must be satisfied the deliverables are Finalize project sheets for future marketing
correct and ready for issue before verification. and update team resumes.
Verification Team Performance Review
Review performance of, and
Verification is to be undertaken by independent
provide feedback to project team.
staff and a verification record is to be completed.
Assess development outcomes for team members.
Deliverables Approved for Issue Lessons Learned
Only approved deliverables can be Share lessons learned
issued to the client. and provide feedback to team and discipline group.
Construction Phase Services Administrative Closure
Cycle back through the execution phase to deliver Confirm final payments, close project in accounting
scope of our construction phase responsibilities. system and archive project records.
9
 Project Delivery System
Proposal
Go/ No Go
Opportunity
An opportunity presents in the marketplace.

Go/NoGo
The Go/NoGo team decides whether to invest in
preparing a proposal, based on safety, environment,
sustainability, risk and reward, skills and resources.

Prepare Proposal

Subs and Partner Assessment

Determine that proposed subs, suppliers and any
teaming partners are acceptable.

Proposal Review
Review proposal document and draft contract. Good to Know
Obtain approval to submit.
a) Go/No-Go Procedure
b) Go / No-Go checklist
c) Proposal Stage Checklist
Submit Proposal d) Cash flow Review on New Projects
e) Technical Risk Evaluation Form
Client Negotiations
f) Temporary Works Checklist
Final Contract Review g) JV Formation Checklist
Check client-proposed contract against proposal
conditions and AECOM acceptable criteria.
Execute contract.
Important References
a) Procedure- Proposal Approval and Simplified Approval Process
Debrief Proposal Phase b) Third Party Engagement Guiding Policy
Why did we win? Why did we lose?
Presentation Title
(lessons for input to future proposals) c) Design and Consulting Services (DCS) Sub-DoA

QMS Workshop: TRA-Highways November 27, 2017 Page 10

Project Delivery System
Planning
Initiate Project Plan

Confirm Project Team

Initiate Project Plan

Revisit risk and initiate plan, which is to be
progressively developed throughout
the planning phase.

Project Risk Grading

Determine quality control requirements
according to risk.

Finalise Subs and Partner Contracts

Ensure flow-down of provisions
in AECOMs contract (back to back terms).

Project Kickoff Team Meeting

Include project handover if proposal team Good to Know
is different from project execution team.
a) Project Plan Small Form
b) Project Plan Standard Form
Project Kickoff Client Meeting c) Project Risk Grading Checklist
Clarify scope, communication reporting and billing
protocols, and inputs required from client. d) Project Risk Register-Form
Confirm client expectations.
e) Review Plan-Form
f) Project Document and Data Control Documents -Forms
Detailed Risk Review
Undertake detailed risk review if required following
preliminary review. Important References
Undertake a safety-in-design review, if applicable.
a) Procedure-Control of Quality Records, India
b) Procedure- Project Document and Data Control, India
Complete and Issue Project Plan c) Project Plan Procedure, GC & SSEA
The plan will continue to evolve
during the execution phase.
Presentation Title

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Project Delivery System
Execution

Prepare Technical Approach

Methodology for report or investigation.
Preliminary design or approach for design project.
Management approach for construction services.
Implementation

Technical Approach Review

Stop, step back and review to ensure approach is
sound before exceeding 15% of budget.

Implementation Project Mgmt. reviews

Conduct intermediate

Project Management
Safety and Health
Environment and Sustainability
Project controls and reporting
Client management
Change management
Financial governance
Risk monitoring and control
Technical Delivery
Deliverables preparation
Delivery of construction services

Checking
The team must be satisfied the deliverables are
correct and ready for issue before verification.

Verification Good to Know

Verification is to be undertaken by independent
staff and a verification record is to be completed. a) Technical Peer Review- Form
b) Design Verification Record- Form
c) Design Verification Register- Form
Deliverables Approved for Issue d) Subs Application form (Proposal / Planning Phase) and Supplier Assessment Report
Only approved deliverables can be
issued to the client. (Execution)
e) Project Handover Form
Construction Phase Services
Cycle back through the execution phase to deliver
Important References
scope of our construction phase responsibilities. a) Project Review Procedure
Presentation Title b) Change Management Procedure
c) Software Validation Procedure
QMS Workshop: TRA-Highways November 27, 2017
 Project Delivery System

Closure
Contractual Obligations Review

Contractual Obligations Review

Confirm contractual obligations completed.

Financial Closure
Finalize invoicing and payments
(clients/subs/partners).

Subs and Partner Review

Review performance and provide feedback.
Update records.

Important:

(a) Project Closure checklist Tool used to officially close off project. Client
Seek feedback on client satisfaction
and suggestions for improvement

Marketing Collateral Update

Finalize project sheets for future marketing
and update team resumes.

Team Performance Review

Review performance of, and
provide feedback to project team.
Assess development outcomes for team members.

Lessons Learned
Share lessons learned
and provide feedback to team and discipline group.

Administrative Closure
Confirm final payments, close project in accounting
QMS Workshop: TRA-Highways November 27, 2017 Page 13 system and archive project records.
Project Delivery System

Closure
Subs and Partner Review

Contractual Obligations Review

Confirm contractual obligations completed.

Financial Closure
Finalize invoicing and payments
(clients/subs/partners).

Subs and Partner Review

Review performance and provide feedback.
Update records.

Important: Client
Seek feedback on client satisfaction
and suggestions for improvement
a) Subs Assessment Report.

Marketing Collateral Update

Finalize project sheets for future marketing
and update team resumes.

Team Performance Review

Review performance of, and
provide feedback to project team.
Assess development outcomes for team members.

Lessons Learned
Share lessons learned
and provide feedback to team and discipline group.

Administrative Closure
Confirm final payments, close project in accounting
QMS Workshop: TRA-Highways November 27, 2017 Page 14 system and archive project records.
 Project Delivery System

Closure

Client
Contractual Obligations Review
Confirm contractual obligations completed.

Financial Closure
Finalize invoicing and payments
(clients/subs/partners).

Subs and Partner Review

Review performance and provide feedback.
Update records.

Client
Seek feedback on client satisfaction
Important: and suggestions for improvement

a) Client Survey Questionnaire

Marketing Collateral Update
Finalize project sheets for future marketing
and update team resumes.

Team Performance Review

Review performance of, and
provide feedback to project team.
Assess development outcomes for team members.

Lessons Learned
Share lessons learned
and provide feedback to team and discipline group.

Administrative Closure
Confirm final payments, close project in accounting
QMS Workshop: TRA-Highways November 27, 2017 Page 15 system and archive project records.
Folder Structure: TRA-Highways

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Quality File & Contents: TRA-Highways

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Project Plan Small Projects
If your project is not a high risk one and with contract value below USD2M, you could use Project
Plan (for Small Project). Otherwise, please use Project Plan (Standard Form).

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Project Plan Standard Form

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Project Plan Standard Form

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Project Plan Standard Form

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Project Plan Standard Form

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Check Print Procedure

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Check Print Example

Engineers
Back Check
in BLUE
Engineers
Comments
This system is to
in RED be followed every
time during project
work.
Draftsma
Draftsman n Enquiry Check print
Correction in in GREEN drawings and
YELLOW reports are to be
kept in a project
Check Print check print folder
Stamped , for reference.
Signed & Filed

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Client Feedback

QMS Workshop: TRA-Highways November 27, 2017 Page 25

Questions?