Hospital Planning Corporation West Africa project

Project Management System

Procedures:
First Pass Project Co-Ordination procedures will be prepared and will be fine-tuned along with commencement of Master Planning phase to suit Project requirements. The procedures available are
- Engineering Deliverables codification
- Material codification
- Cost codification
- Planning & Scheduling

Communication:
The various media proposed to be used are
- Telecommunication (voice & data transfer)
- Electronic (E-Mail)
- Courier (hard copies)

A Local Area Network (LAN) will be available at the project site. A Wide Area Network with sufficient band with needs to the established.
Correspondence within the company & with external agencies will be properly ‘referenced’ with a standard numbering system.

Documentation:
A document centre will be established at the project site. Both hard as well as soft files will be available. A preliminary document numbering system will be prepared. This will be fine-tuned along with commencement of Master Planning phase to suit Project requirements. A state-of-art reprographics centre needs to be set up to cater to the large volumes.

Material Control:
A preliminary material codification system will be prepared. This will be fine-tuned along with commencement of Master Planning phase to suit Project requirements. Stores material software system needs to be evaluated for material codification. A Procurement System will be established for evaluation and implementation for requisitioning/PO/Post Order tracking. If required, this part will be maintained by separate databases.

Commercial / Cost Control:
A preliminary Cost codification system will be prepared. This will be fine-tuned along with revisions to the Overall Work Breakdown Structure. Software interfaces will then need to be identified. Preliminary budget will be prepared & analysis will be done for approval. This will be in coordination with the Company's commercial team.

Software Tools:
The various software tools proposed to be used are
- MS Excel, MS Projects
- Other Local Databases
- Basic Software Packages (MS-Office etc.)
- Any existing systems

Meetings:
The meetings proposed to be held are :
- Weekly / Fortnightly Review meeting
- Monthly Appraisal to Company Management

Reports:
The reports that will be generated are :
- Weekly / Fortnightly Progress report
- Monthly Analytical report
- Any Other Special reports from time to time