YAJVA POWER PLANT PROJECT

PLANNING DEPARTMENT PROCEDURE

WEEKLY REPORTS
DOC.: REV.: 000 DATE : 24.11.2009 PAGE : 1 / 14

REVISION FOLLOW-UP PAGE

Prepared by Checked by Approved By

Asil Selman
Aytek AKTAS Murat ULMEN
GUMRUKCU

Revision Date Revision No Revised Page Reason for Revision

24.11.2009 000 0 ISSUED

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Date 24.11.2009

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 YAJVA POWER PLANT PROJECT
ADMINISTRATION PROCEDURE
PLANNING DEPARTMENT WEEKLY REPORTS
DOC.: REV.: 000 DATE : 24.11.09 PAGE : 2 / 14

TABLE OF CONTENTS
 
1. INTRODUCTION 
 
2. DEFINITIONS 
2.1 Manhour 
2.1.1 Spent Manhour 
2.1.2 Planned Unit Manhour 
2.1.3 Earned Manhour 
2.1.4 Planned Manhour 
2.2 Performance Factor 
2.3 Physical % Complete 
2.4 Construction Schedule 
 
3. QUANTITY and UNIT RATE REPORT 
3.1 Setting up 
3.2 Man‐Hours 
3.3 Physical % Complete 
3.4 Performance Factor (P.F.) 
 
4. WEEKLY CONSTRUCTION PROGRESS SUMMARY REPORT 
4.1 Environmental, Health & Safety 
4.2 Weather Reports 
4.3 Construction Progress 
4.4 Project Milestones 
4.5 Procurement Status 
4.6 Labour Force 
4.7 Key Progress Evaluators 
4.8 Area of Concern 
4.9 Progress Highlights 
 YAJVA POWER PLANT PROJECT
PLANNING DEPARTMENT PROCEDURE
WEEKLY REPORTS
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1. INTRODUCTION

This procedure defines the weekly planning reporting systems for ENKA projects and
provides a guideline for the methodology and format of the weekly planning reports.

2. DEFINITIONS

2.1 Man-hour

One “man-hour” is one hour of one worker. If one worker can pour one 1 m3 concrete in 15
hours, then 1 m3 can poured in 15 man-hours. Theoretically, with three workers working, one
m3 conrete can be poured in five hours.

2.1.1 Spent Man-hour

Spent man-hour is the actual man-hour spent on site during the execution of any given
activity.

2.1.2 Planned Unit Man-hour

“Planned unit man hour” is defined at the beginning of the Project, and provides the man-
hours required to perform of one unit of any given activity.

2.1.3 Earned Man-hour

Earned man-hour the result of the formula where the actual installed quantity for any given
time period for any given activity is multiplied by Planned Unit Man-hour. The Earned is used
for progress calculations and shows the man-hour that would have been spent to install the
“actual quantities” if the planned unit man-hour would have been the same as spent man-
hour. Unit planned man-hour and site actual quantities are needed for calculation.

actual quantity
Formula 2.1.3

2.1.4 Planned Man-hour

Planned man-hour is the total man-hour for any given activity and it is the result of the
multiplication of Planned Unit Man-hour by total quantity. If there is 10000 m3 concrete to be
poured at the project, then the planned man-hour is 15 man-hours / m3, then planned man-
hour for concrete works are 150.000 man-hours.;

quantity daily, weekly, monthly

Formula 2.1.4
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PLANNING DEPARTMENT PROCEDURE
WEEKLY REPORTS
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2.2 Performance Factor (PF)

This is the factor that monitors the efficiency of any given workforce and is calculated from
planned unit man-hours, actual quantities and spent man-hour.

P. F.
Formula 2.2

Performance factor displays how efficiently the workforce is used while executing an activity.

If P.F. > 1 , the actual manpower spent is more efficient than planned
If P.F. < 1 , the actual manpower spent is less efficient than planned

2.3 Physical % Complete

Physical % complete is prepared on the basis of actual quantities, and total quantities and
this shows the completion of an activity or overall construction activities. The Project may
have different activities. Each activity shall have a certain weighting factor in the overall man-
hour calculation. The weighting can be based on man-hours, monetary budget, or monetary
revenue of each activity. The breakdown of activities and their weighting factors shall be
determined by each project team as it deems appropriate. Other important factors of Physical
% Complete are listed as follows:

• The project will have to identify the bill of quantities.

• The Bill of quantities will have to be grouped in measurable and manageable activities.
• Each activity will have to be assigned with a planned unit man-hour.
• Total planned man-hours for each activity and for the overall project shall be
calculated.
• Activities such as “others” shall be avoided. All planned man-hours on the Project shall
have a measurable activity.
• The indirect and unproductive man-hours are not included in the man-hour calculation.
The Physical % complete is based on direct man-hours only.
• The direct, indirect and unproductive works will have to be defined at the beginning of
the Project. The reporting and timesheets from the field shall be based the defined
grouping.
• The planned unit man-hours are not subject to change during the term of the project if
there is no new activity.
• The total planned man-hour can only be revised if there is additional quantity and
scope of work added to the works.
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PLANNING DEPARTMENT PROCEDURE
WEEKLY REPORTS
Doc.: . Rev.: 000 Date : 24.11.2009 Page : 5 / 14

Physical % complete = WF1 x AQ1 / WF1 x TQ1 + WF2 x AQ2 / WF2 x TQ2 + …… WFn x AQn / WFn x TQn

Formula 2.3
2.4 Construction Schedule

The Construction schedule is prepared based work activities, work sequence, quantities, and
resources. There should be a certain logic defining the work sequence, the quantities and
planned unit man-hours as well machinery and equipment shall define the duration of the
activities. There are also other elements of the construction schedule such as deliverables of
the owner, engineering, and procurement constraints etc. The Construction schedule shall be
prepared in a planning tool, either in Primavera or MS Project.

3. Quantity and Unit Rate Report (Q.U.R.R.)

Quantity and unit rate report is prepared on the basis of installed quantity, and man-hours,
and it displays the comparison between what is planned and what the current situation is
(ahead & behind) in addition it monitors performance factor of each line of work.

Q.U.R.R. is prepared on weekly basis.

Report consist of three parts ;

• Physical % Complete: as explained above in item no: 2.3, all major activities and overall
physical % completions are calculated as per installed quantities.

• Man-hours: in this section, earned, planned and spent man-hours are calculated. As per the
calculations explained above (formula 2.1.3 , formula 2.1.4), earned and planned man-hours
are calculated, spent man-hours are taken from H.R. department reports. The HR department
reports shall be checked thoroughly. The planning engineers need to verify the installed
quantity as well.

• Performance Factor (P.F.): in Q.U.R.R. performance factor is monitored both on weekly and
cumulative up to date basis. P.F. is calculated and monitored as per formula 2.2.

3.1 Setting Up

To prepare Q.U.R.R,
a. Quantities for each activity.
b. Planned unit man-hour
c. Actual Quantities
d. Spent man-hours

are required.
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PLANNING DEPARTMENT PROCEDURE
WEEKLY REPORTS
Doc.: . Rev.: 000 Date : 24.11.2009 Page : 6 / 14

After having all quantities and all man-hours ready, construction scheulde shall be prepared
as described in 2.4 in a planning tool, either Primavera and and for Q.U.R.R. preparation
purposes, previously calculated man-hours and/or the quantities must be distributed on a
weekly basis as per the schedule in another sheet as shown below,

Tip: In excel working with formulas will increase Planning

engineer efficiency such as vlookup, sumif, countifs and etc.

Figure 3.1

3.2 Q.U.R.R. – Man-hours

After collection of the data mentioned in sections 3.1.a-e,the foundation for the Q.U.R.R. is
ready, and the report can be prepared.
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PLANNING DEPARTMENT PROCEDURE
WEEKLY REPORTS
Doc.: . Rev.: 000 Date : 24.11.2009 Page : 7 / 14

Table 3.1 (Q.U.R.R.)

In Q.U.R.R. “Man-Hour” part split into 7 columns;

3.2.1 Forecasted (or Planned) man-hour: Calculated total forecasted man-hours should be
punched to Q.U.R.R. (E column Table 3.1)

quantity overall
Formula 3.2.1

3.2.2 Earned man-hour up to date: from actual quantities (up to date) and planned unit man-
hours, earned man-hour is calculated and punched to Q.U.R.R. (F column)

actual quantity up to date

Formula 3.2.2

3.2.3 Planned man-hour up to date: from construction schedule and planned unit man-hour,
planned man-hour up to date is calculated and punched to Q.U.R.R. (G Column);

quantity up to date
Formula 3.2.3

3.2.4 Spent man-hour up to date: spent man hour for activity should be taken from H.R.
department reports up to date and punched to Q.U.R.R. (H column)
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PLANNING DEPARTMENT PROCEDURE
WEEKLY REPORTS
Doc.: . Rev.: 000 Date : 24.11.2009 Page : 8 / 14

3.2.5 Earned man-hour this week: actual quantity the reporting week shall be punched to
Q.U.R.R. (I Column)

actual quantity this week

Formula 3.2.5

3.2.6 Planned man-hour this week: the reporting weeks planned man-hour shall be punched to
Q.U.R.R. (J Column)

quantity this week

Formula 3.2.6

3.2.7 Spent man-hour this week: spent man-hour of each activity should be taken from H.R.
department reports for reporting week and punched to Q.U.R.R.(K Column)

Above mentioned 7 man-hours will display if the project is on schedule or not, how efficiently
workforces are used while executing an activity.

3.3 Q.U.R.R. – % Physical Complete

Physical % complete is based on installed quantities.

In Q.U.R.R. “Physical % Complete” consist of 4 parts;

3.3.1 Planned up to date (Column A Table 3.1) : shows % planned complete up to date

3.3.2 Actual up to date (Column B Table 3.1) : shows % actual complete up to date

3.3.3 Planned this week (Column C Table 3.1) : shows % planned complete this week

3.3.4 Actual this week (Column D Table 3.1 : shows % actual complete this week

3.4 Q.U.R.R. – Performance Factor (P.F.)

From the calculated spent and earned man-hours, performance factor is calculated as per
formula 2.2. In Q.U.R.R. “Performance Factor” consist of 2 parts;

Performance Factor up to date (Column L Table 3.1) : shows how efficiently workforces are
used up to date while executing an activity
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PLANNING DEPARTMENT PROCEDURE
WEEKLY REPORTS
Doc.: . Rev.: 000 Date : 24.11.2009 Page : 9 / 14

Performance Factor up to date (Column M Table 3.1) : shows how efficiently workforces are
used within reporting week while executing an activity.

4 Weekly Construction Progress Summary Report

In the weekly construction progress summary report, HSE status, progress, workforce,
weather, procurement status and concerns about the project are reported. the Q.U.R.R. is an
attachment to the weekly progress summary report.. This report provides status of all
disciplines of the project including safety statistics, procurement and engineering status.

Weekly Construction Progress Summary Report consists of 9 parts;

4.1 Environmental, Health & Safety : Here Lost Time Accidents (LTA) (Includes Fatalities),
total man hours up to date / this week (including productive, unproductive, indirect, staff
and all third party labor working on site), and total man hours w/o LTA up to date / this
week are reported.

4.2 Weather: The weather status of the week is reported.

4.3 Construction Progress : As calculated in Q.U.R.R., physical % complete and planned %

progress for each title are punched to weekly report on weekly and to date basis.

 
Figure 4.1

4.4 Project Milestones: Forecasted and actual status of the selected milestones shall be
reported in this section.
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PLANNING DEPARTMENT PROCEDURE
WEEKLY REPORTS
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4.5 Procurement status: Major deliveries within the reporting week, 4 months major deliveries
and purchase status are reported.

4.6 Labor status: Forecasted and actual; direct, indirect, unproductive, subcontractor, and etc.
comparisons are reported.

4.7 Key Progress Evaluators: Forecasted and actual status of the major materials are
reported in quantities.

4.8 Areas of concerns: The concerns that are effecting the progress are reported in this
section.

4.9 Progress Highlights: the major progress activities achived within the reporting week and
planned to be executed in the next reporting week is reported in this section.
 YAJVA POWER PLANT PROJECT
PLANNING DEPARTMENT PROCEDURE
WEEKLY REPORTS
Doc.: . Rev.: 000 Date : 24.11.2009 Page : 11 / 14

ATTACHMENT A
Quantity and Unit Rate Report
 YAJVA
A POWER
R PLANT PROJECT
P
PLANNING DEPAR
RTMENT PROCEDDURE
WEEKL
LY REPORT
TS
Doc.: . Rev.: 000 Datte : 24.11.2009
9 Pag
ge : 12 / 14
 YAJVA POWER PLANT PROJECT
PLANNING DEPARTMENT PROCEDURE
WEEKLY REPORTS
Doc.: . Rev.: 000 Date : 24.11.2009 Page : 13 / 14

ATTACHMENT B
Weekly Construction Progress Summary Report
 YAJVA POWER PLANT PROJECT

PLANNING DEPARTMENT PROCEDURE

WEEKLY REPORTS

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