1. Start-Up Meeting <Project No. / Project Name>
Controls & Planning
Start-Up Meeting
<Project No. / Project Name>

2. House Keeping No email during Meeting Mobile phones on silent please
In case of an emergency…
Facilities
Got a question? Please ask!

3. Agenda Opening & Introductions C&P Process Overview
C&P Purpose & Objectives
C&P Process Requirements
C&P Roles & Responsibilities
Key Performance Measures
C&P Contractual Requirements
C&P Reporting / Monthly Timetable
Next Steps & Meeting Close

4. Opening and Objectives Project /Bid Manager and C&P Project Owner

5. Opening – Project /Bid Manager
Controls & Planning Function Importance
Commitment to C&P Process
Importance of Program & Time Management
Add other items

6. Objectives of Meeting - C&P Project Owner
Establish the Controls & Planning Function Framework
Review & Develop the Controls & Planning Management Plan
Lay the foundation for effective;
Planning
Program execution
Project control
Level 3 Integrated Master Program
Basis of Schedule
Support and Training

7. Introductions and Expectations

8. Controls & Planning Overview C&P Project Owner

9. Controls & Planning Overview
C&P Business Standard
C&P Process Lifecycle
LCPL Standard Program Hierarchy

10. Controls & Planning Business Standard
Context and Application
Minimum requirements for the successful execution of the C&P function on LCPL projects.
Applies to the tendering and execution of construction projects undertaken by all LCPL Group companies
Including any Alliance, Joint Venture or other arrangement.

11. Controls & Planning Business Standard
Content Hierarchy
Sets Minimum Requirements & Key Accountabilities
Minimum Requirements
Key Accountabilities
Organisation
Function
Business
C&P Business Owner
C&P Leader
Group Manager Controls & Planning
Project Manager / Bid Manager
C&P Project Owner
Program Owners

12. Controls & Planning Business Standard
Function Requirements
All tenders and contracts will develop a Controls & Planning Management Plan (either as a standalone Plan or a Sub-Plan to the Project Management Plan)
All tenders and contracts will develop and maintain a Level 3 Integrated Master Program (L3 IMP). Integrated Master Program’s are to be cross-functional and inclusive of the full scope of works. The Integrated Master Program shall be substantiated by a Basis of Schedule document that captures the key determinants of the program.
All tenders and contracts will develop a Level 1 Summary Schematic Program (SSP) to communicate the overall project execution strategy as captured in the L3 IMP.

13. Controls & Planning Business Standard
Minimum Program Requirements
The L3 IMP will be developed and maintained using Primavera P6**. Summarised Master Programs (Level 2) will likewise be developed and maintained in that toolset.
Use of Primavera P6 for the development and maintenance of Level 1, Level 4 and Level 5 programs is optional. Irrespective of the toolset used, alignment with the Integrated Master Program shall be maintained at all times.
Progress and performance against all programs is to be measured against a realistic and achievable baseline. All performance measures are to be quantifiable, measurable and assessed against defined performance thresholds.
In all cases, programs are to be developed and maintained in accordance with the defined LCPL Program Hierarchy and the associated Our Way process requirements and are to be cognisant of contractual, legislative and stakeholder requirements

14. Controls & Planning Business Standard
Key Accountabilities - Projects
Project Manager / Bid Manager:
Approve the Controls & Planning Management Plan and ensure that it is consistent with the requirements of the Leighton Management System;
Approve the program and the supporting Basis of Schedule;
Monitor and review program performance outcomes and facilitate corrective action where necessary.
Controls & Planning Project Owner:
Ensure the requirements of C&P Business standard and the associated Our Way processes are effectively implemented on our projects.
Develop and implement the Controls & Planning Management Plan;
Develop, implement and control a cross functional Integrated Master Program in accordance with the associated process requirements;
Monitor and review program performance outcomes and recommend corrective action where necessary.
Program Owners:
Develop, implement and control functional Execution Programs in accordance with the associated process requirements;
Monitor and review program performance outcomes and take corrective action where necessary.

15. STRATEGIC MANAGEMENT LEVEL WORK FRONT MANAGEMENT LEVEL
EXECUTIVE REPORTING LEVEL L1
&L2
SUMMARY L3
INTEGRATED
MASTER PROGRAM L5
EXECUTION PROGRAMS L4
Level 1 – Schematic Summary Program
PROGRAM TYPE: Schematic Program
REQUIRED: Tender Final Review; At Project Baseline Establishment; Updated for Quarterly Contract Review
PROGRAM PURPOSE: Key high level document to communicate overall project execution strategy and critical / near critical paths as captured in the L3 IMP
PROGRAM RELATIONSHIP: Dependent on Level 3 program
RESPONSIBILITY: Planner
FORMAT: 1 Page, project specific, schematic with annotations
TYPICALLY DEVELOPED BY: Planner
Level 3 – Integrated Master Program
PROGRAM TYPE: Integrated Master Program
REQUIRED: Tender Final Review; At Project Baseline Establishment; Updated for Monthly Contract Review
PROGRAM PURPOSE: Cross functional strategic program to project completion. Demonstrates execution strategies , key milestones, critical paths(s) and project wide resource requirements.
PROGRAM RELATIONSHIP: Underpins forecast final cost. Sets framework for Level 4 and Level 5
FORMAT: Bar Charts using Primavera P6 and Key Production Measure S-Curves / Histograms generated using Primavera P6 / MS Excel
TYPICALLY DEVELOPED BY: Planner in consultation with functional leads (e.g. Design, Procurement, Construction).
Level 5 – Execution Programs
PROGRAM TYPE Functional Execution Program
REQUIRED: Prior to commencement of associated works; Updated Weekly
PROGRAM PURPOSE: Short term planning to enable coordination of construction activities on site.
PROGRAM RELATIONSHIP: Detailed L5 CEP to achieve L4 CEP targets. Planning parameters set by L4 Execution Programs.
RESPONSIBILITY: SPE / Project Engineer
FORMAT: 4 Week Look Ahead (MS-Excel)
TYPICALLY DEVELOPED BY: Project Engineer(s), Site Engineer(s), Design Team Leader(s)
Level 4 – Execution Programs
PROGRAM TYPE: Functional Execution Program
REQUIRED: Prior to commencement of associated works; Updated Monthly
PROGRAM PURPOSE: Package / Area level planning to support the coordination and delivery of logistics (e.g. Approvals, design, procurement, materials, labour, etc) to enable field execution of construction
PROGRAM RELATIONSHIP: Planning parameters set by L3 IMP. May incorporate more aggressive targets.
RESPONSIBILITY: Execution Teams; FORMAT: Primavera P6 / MSP
TYPICALLY DEVELOPED BY: Functional leads (e.g. Design, Procurement, Construction), with support from Planner as required.
LEVEL 5 Construction Execution Program (CEP)
LEVEL 4 Construction Execution Program (CEP)
Integrated Master Program (IMP)
LEVEL 3
LEVEL 1 Schematic Summary Program (SSP)
LEVEL 2 Summary Reporting Program (SRP)
STRATEGIC MANAGEMENT LEVEL
WORK FRONT MANAGEMENT LEVEL
LCPL Program hierarchy
Level 2 –Summary Reporting Program
PROGRAM TYPE: Selective Summary Program
REQUIRED: Tender Final Review; At Project Baseline Establishment; Updated Monthly
PROGRAM PURPOSE: Reporting planned and actual dates for project at summary level.
FORMAT: Selectively Summarised L3 IMP
TYPICALLY DEVELOPED BY: Planner in consultation with senior project team.
Required
at Tender
throughout Delivery

16. C&P Lifecycle Process Flow Chart
Tender
Delivery
Governance
1 Tender Program Peer Review (TPPR)
2 C&P Compliance Review
Establish
Plan
1.1 Context
Apply Business Standard
Define Purpose & Objectives
1.2 Framework
Define Roles and Responsibilities
Define Measures
Controls & Planning Management Plan
Tender Program Peer Review Report
C&P Compliance Review Report
Execute
2.1 Develop Level 3 Master Program
Structures
Assumptions
Work Calendars
External Constraints
Execution Strategies
Activities & Logic
Resource Assignments
Program Optimisation
Baseline Program
2.2 Develop Level 4 Programs
2.3 Develop Level 5 Programs
Control
Manage & Maintain Program
3.1 Level 3 Master Program
Measure Progress / Reforecast
Review Basis of Schedule
3.2 Level 4 Program
3.3 Level 5 Program
Updated:
Integrated Master Program
Schematic Summary Program
Basis of Schedule
Site Execution Programs
Capture & Communicate Progress
Progress & Performance Reports
4.1 Level 3 Master Program
Produce Performance Metrics
Analyse Performance Metrics and Trends
Address Variances
Identify Areas for Corrective Action / Define Responses - Increase resources - Modify execution strategies - Consider Alternatives
Manage Change
4.2 Level 4 & 5 Programs
Report Plan Percent Complete
Report Schedule Variance
Analyse Plan Complete and Schedule Variance
Identify Areas for Corrective Action / Define Responses
Basis of Schedule
Integrated Master Program
Schematic Summary Program
Detailed Site Execution Programs
Schedule Risk Analysis

17. Controls & Planning Purpose and Objectives

18. C&P Purpose & Objectives
Present Draft Purpose and Objectives for the Controls & Planning Function (as captured in draft C&P Management Plan)
List Items as captured in draft C&P Management Plan: e.g.
Ensure that at all times a realistic & achievable program exists
Provide early warning of issues allowing for suitable corrective action
Maintain buy-in from project team for effective operation of C&P
Provide timely & accurate performance reporting and schedule control
Ensure project wide resource & program constraints are recognised & managed.

19. Group Session Purpose & Objectives
Review & Further Develop
Draft Purpose and Objectives for Controls & Planning function.
Group Working Time = 15 minutes.
Capture on butchers paper
Nominate a Spokesperson.
Report back = 5 minutes per group.

20. Alignment Session Purpose & Objectives
Finalise & Agree
Purpose and Objectives for Controls & Planning function.
Group Working Time = 10 minutes.
Step through items and highlight those for inclusion in final C&P Management Plan

21. Controls & Planning Process Requirements

22. C&P Process Requirements
Aim
Business Standard Requirements
Protect LCPL’s Interest
Project Specific Requirements
Ensure Project Uniqueness Considered
Client Specific Requirements
Protect Client’s Interest

23. C&P Process Requirements
Draft process requirements for the Controls & Planning Function (as captured in draft C&P Management Plan)
List Items as captured in draft C&P Management Plan: e.g.

24. Group Session C&P Process Requirements
Review & Further develop draft process requirements.
What are the requirements that you would like the Controls & Planning function to undertaken on the project.
Group Working Time = 20 minutes
Capture on Butchers paper
Nominate New Spokesperson
Report back = 5 minutes per group

25. Alignment Session C&P Process Requirements
Finalise & Agree
Project process requirements for Controls & Planning function.
Group Working Time = 10 minutes.
Step through items and highlight those for inclusion in final C&P Management Plan

26. Scheduled Break

27. C&P Roles & Responsibilities
Present draft Roles and Responsibilities for the Controls & Planning Function (as captured in draft C&P Management Plan) and overview of scope breakdown
List Items as captured in draft C&P Management Plan:
For Program Development, Execution and Control
Level
Type
Responsible
Accountable
Consult
Inform 1
Schematic Summary Program
<Enter Details> 2
Summary Reporting Program 3
Integrated Master Program 4
Construction Execution Programs 5

28. Group Session C&P Roles & Responsibilities
Review & Further Develop
Draft roles & responsibilities for Controls & Planning function.
Group Working Time = 10 minutes.
Capture on butchers paper
Nominate a Spokesperson.
Report back = 5 minutes per group.

29. Alignment Session Roles & Responsibilities
Finalise & Agree
Roles & Responsibilities for Controls & Planning function.
Group Working Time = 10 minutes.
Step through items and highlight those for inclusion in final C&P Management Plan

30. Controls & Planning Key Performance Measures

31. Key Performance Measures
Present Draft Key Performance Measures for the Controls & Planning Function (as captured in draft C&P Management Plan) and overview of scope and critical work-fronts.
List Items as captured in draft C&P Management Plan
Key Performance Measure
Program Level
Unit of Measure

32. Group Session Key Performance Measures
Review & Further Develop
Draft Key Performance Measures for Controls & Planning function.
Group Working Time = 10 minutes.
Capture on butchers paper
Nominate a Spokesperson.
Report back = 5 minutes per group.

33. Alignment Session Key Performance Measures
Finalise & Agree
Key Performance Measures for Controls & Planning function.
Group Working Time = 5 minutes.
Step through items and highlight those for inclusion in final C&P Management Plan

34. Controls & Planning Contractual Requirements

35. C&P Contractual Requirements
Present Contractual Requirements for the Controls & Planning Function (as captured in draft C&P Management Plan)
List Items as captured in draft C&P Management Plan as referenced in Commercial Risk Assessment (CRA) and/or Project Commercial Roadmap (PCR)
C&P Related CRA / PCR Items
CRA /PCR Reference
Item
CRA /PCR Comment

36. Alignment Session Contractual Requirements
Confirm Team Alignment, Understanding & Awareness of
Contractual requirements for Controls & Planning function.
Group Working Time = 5 minutes.
Note: This is a communication and clarification session only. No amendment to contract conditions is expected.

37. Controls & Planning Reporting Requirements & Monthly Timetable

38. C&P Reporting Requirements
Present reporting Requirements for the Controls & Planning Function (as captured in draft C&P Management Plan)
List Items as captured in draft C&P Management Plan
Internal
Report
Requirement
Program Level & Frequency
By Whom
Issued To
i.e. Project, Branch, Division
External
Report
Requirement
Program Level & Frequency
By Whom
Issued To
i.e. Contract Clause

39. C&P Monthly Timetable
Insert the C&P monthly timetable

40. Group Session C&P Reporting & Monthly Timetable
Review & Further Develop
Reporting requirements and/or Monthly Timetable for Controls & Planning function.
Group Working Time = 15 minutes.
Capture on butchers paper
Nominate a Spokesperson.
Report back = 5 minutes per group.

41. Alignment Session C&P Reporting & Monthly Timetable
Finalise & Agree
Reporting requirements and Monthly Timetable for Controls & Planning function.
Group Working Time = 5 minutes.
Step through items and highlight those for inclusion in final C&P Management Plan

42. Controls & Planning Start Up Next Steps

43. Next Steps Complete Actions arising
Finalise Controls & Planning Management Plan
Develop Level 3 Integrated Master Program
Develop Basis of Schedule
Confirm C&P Training and Support Requirements
Level 3 Process Training
Level 4 / 5 Process Training
Controls & Planning for Managers Course
P6 Tool Training

44. Actions Arising
Item
Description / Details
Owner
Due Date

45. Close