VS HYDRO (PVT) LTD

MEMORANDUM
FROM
TO
COPIES
SUBJEC
T
DATE

Country Manager Kenya

All Project Managers
MD, CEO, COO
Progress & Maintenance

Country Managers Standing Orders VSH/KEN/CM/SO/001

Progress and Maintenance of the Project Site & Office
Project Manager is the overall in charge of the Project site & office and responsible in all
respect for all the operational & administration functions of the project. He should
personally supervise and make sure that following documents / items are in place and
properly maintained at the site / office.
1. All Standing Orders, Additions to Standing Orders, Memorandums and Special
Instructions issued by the Head office or Country office must be properly filed
and kept for reference.
2. Document index (Each document file should have a number)
3. Site Diary Should be maintained by the Project Manager or a responsible
person appointed by the Project Manager during his absence
4. Log Book Following data to be included with date & time where applicable.
a. Daily progress
b. Special incidents
c. Contractors stock arrivals
d. Arrival & departure of visitors visitors comments should be written in red
e. Amendment, changes to the original plans including the name & the
signature of the person who made the change
5. Monthly work forecast / Monthly resource forecast Project manager should
prepare these documents & submit to the county office at least one calendar
month before the first day of the relevant month.
6. Daily progress report / Daily resource utilization PM in consultation with
relevant supervisors should fill these documents & file for record.
7. Weather chart / Rain gauge Rain gauge should be installed at a suitable
location and the weather chart should be filled daily as appropriate.
8. Gant chart Progress of each work should be marked daily.
9. Day work sheet To be filled by sub-contractors and submit for PMs approval
on completion of days work. Project Manager should check each entry with
supervisor prior to approve the work sheet.
10. Monthly progress report PM in consultation with relevant supervisors should
prepare the progress each calendar month and submit a copy to country office
not later than the 10th day of the following month.

11. Variation order In case a variation to the existing design has been ordered,
the PM should document the same clearly in this form and obtain the signature
of the person who made the order.
12. Records of the meetings with sub-contractors PM should make sure that all
the issues discussed at the meeting are properly recorded & informed to
relevant parties.
13. Audit Reports Whenever an audit has been carried out, the PM should make
sure that the auditor to enter his comments and place the signature on the form
for Audit Report (VSH/DRF/112|2011).
14. Vehicle running chart Driver should enter the data on completion of each
journey and obtain the signature of the user. PM should check this at least
once a week.
15. Running Hours record of hired machinery Data should be entered daily and
the driver / operator and the supervisor should place their signature. At the end
of each month the sub-contractor should submit this for PMs approval. A copy
of approved data sheet should attach when submitting bills.
16. Attendance register (Both VSH staff & out sourced staff) These forms should
be filled daily and kept for records.
17. Over time Approval Whenever there is a requirement to work overtime the
supervisor should fill this form and obtain the approval from PM advance. And
on completion of the work OT details should be filled in section three of the
same form.
18. Leave register Every VSH employee should obtain approval from PM (Leave
Application VSH/DRF/205) prior to proceed on leave.
19. Stock book Stock arrivals & issues should be marked with date & time. And
also with the names & the signatures of the personnel involved.
20. Petty cash book Each transaction should be marked separately and
supporting documents are to be filed.
21. Drawing register Updated drawings are to be attached with the superseded
drawings
22. Bar schedule PM will receive a duly perfected bar schedule along with the
design drawings of all concrete structures. This should be used as a check list
when steel reinforcement acceptance is being done.
23. Work monitoring record The supervisors should check the actual work done
under their supervision against the design drawings at least once a week to
make sure that the construction goes as per the design.
24. Project approvals All the approvals received for project work must be properly
filed and kept for reference.
25. Quality assurance reports The following quality assurance documents should
be perfected as per the instructions given in the Construction Quality System of
VSHydro (pvt) Ltd. and all these documents should be numbered and relate to
the relevant progress bill.
I. Material receipt

II. Sand acceptance certificate

III. Metal acceptance certificate
IV. Steel reinforcement acceptance certificate
V. Form-work acceptance certificate
VI. Approval to concrete
VII. Concrete curing report
VIII. Post concreting quality report
IX. Concrete test cubes crushing & strength report
26. Adequate safety gears (Helmets, Goggles, Boots, Gloves, etc) Supervisors
must indicate the requirement of the safety gears to carry out the work under
their supervision to the PM in advance. And PM should make sure that
adequate No of safety gears are available to carry out the project work. All the
safety equipment must be taken into a stock and a list of available safety
equipment must be displayed at the office.
27. Project Display Board must be placed at the entrance indicating the following
details.
I. Project Name
II. Name of the Developer
III. Name of the main contractor
IV. Project Capacity
V. Project area and site map, etc
28. Site Map must be displayed at the site office too.
29. Safety signs / warning signs, direction boards Safety signs / warning signs /
direction boards are to be displayed where necessary.
30. Location of the main Project structures should be clearly indicated with lengths
of channel & penstock in reverse order.
31. First aid kits Every First box should be equipped with a printed copy of the list
of items and emergency first aid procedures as per my standing order no.
VSH/KEN/CM/SO/003. And all the necessary first aid items must be
maintained in it at all times.
32. Notice board / State board (At site office) Days deployment summery,
progress of the work, Special issues, etc are to be displayed.
Further the Project Manager should update the county manager daily via e-mail or
telephone on days progress and any special incidents took place at the site during the
day.
Weekly progress should be submitted to the country office on or before the Wednesday
of the following week.
Monthly progress should be submitted to the country office on or before the 5 th day of the
following month.

..
Lt. Commander; Ruwan Mapa (SLN Retired)
Country Manager Kenya
VS Hydro (Pvt) Ltd