RTK Contractor Management Process Book “White Book” Quick Reference

Master Contact List A pocket card and project book sheet that contains the names and phone numbers of people to contact when an issue arises on a job or project To give Contractors a consolidated, focused list to expedite issue resolution

Pre-Scoping To ensure the job’s value Setting Boundary Understanding Need Defining Work Elements/Deliverables Identifying Resources Identifying Risks and Hazards To understand who’s doing what, when, and to reduce risk of failure Assigning Responsibility Resolving Schedule Conflicts Scheduling Work Protecting the Plan

Scope of Work Outlining the division of contractor work and contractor responsibilities, and preparing the SHEA To identify and communicate the work and its risks Breakdown the work into manageable elements

Resource Identification Estimating resources needed to produce each major deliverable To avoid future resource problems and help assign responsibility For each element/deliverable, ask: What knowledge and skills are needed? What facilities are needed? What equipment is required? What supplies or materials will be used? What special or unusual resources are needed? Document type, amount, and cost for each resource Look at CONTRACTOR resources and KUC resources

SHEA / P To ensure contractor safety related to area hazards and potential known work hazards RTK identifies work area hazards and potential known work hazards, PPE and Special Permits related to work break down Contractor provides plan to address hazards and requirements

Risk Assessment Focus on tasks specific to work being performed by contractor To ensure contractor safety when performing work tasks Contractor identifies tasks and risks associated with each task Contractor provides current risk level assessment, mitigating actions and resultant risk level assessment Must be done jointly by RTK and Contractor Utilize CRM on controls

Potential Problem Analysis (PPA) A systematic process for protecting actions or plans To ensure the intended value of the project is not jeopardized and to avoid being reactive Identify potential problems Identify likely causes Take preventive action Plan contingent action and triggers

Supporting Documents All other documents that are needed to help the contractor achieve the goal CRM Checklists Drawings Inspection forms Applicable standards Guiding documents

Issue Resolution Driving resolution to the lowest appropriate level without impacting safety, work, budgets or schedules To allow contractor overseers to manage their time more effectively To document issues discussed and approved Documented management of change orders

Pre-Job Reviewing safety planning and ensuring contractor(s), customer, and contract administrators/project engineers are ready to begin To ensure KUC’s safety values and expectations are clearly understood Review schedule Review SHEAP, relevant RAs, and PPA activities Review daily communication expectations Review Master List/escalation protocol Checklist Pre-job walk through if needed To check that contractor understands RTK standards and have controls in place prior to work starting

Project Commercial Terms Identify GBS Business Partner for contract Clarify key commercial terms and restrictions on specific purchase orders related to project Understand billable items such as: Labor Equipment Materials Mob / De-Mob

Contractor Engagement Plan Understand level of engagement needed for Contractor specific to job / project Drive consistency of engagement at each level Continual clarification of expectations and progress against expectations