PEP 213

PROJECT MULTI-OFFICE ENGINEERING EXECUTION PLAN

Page 1 of 9
Rev. Date: 16 Apr 2009

TABLE OF CONTENTS
SECTION

PAGE NO.

1.0

PURPOSE AND SCOPE..............................................................................2

2.0

DEFINITIONS..............................................................................................2

3.0

REFERENCES............................................................................................2

4.0

PROCEDURE..............................................................................................4

5.0

RECORDS...................................................................................................9

6.0

FORMS AND EXHIBITS..............................................................................9

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PEP 213

PROJECT MULTI-OFFICE ENGINEERING EXECUTION PLAN

Page 2 of 9
Rev. Date: 16 Apr 2009

1.0

PURPOSE AND SCOPE

The purpose of this procedure is to establish a consistent and uniform approach for the preparation of a
Project Multi-Office Engineering Execution Plan that is to be integrated into the Engineering Execution
Plan (PEP 203). This procedure applies to all projects that have engineering in their Scope of Work.
2.0

DEFINITIONS

2.1.

Multi-Office Execution

Multi-office execution is the concurrent execution of a project across more than one of the Companys
office locations. This PEP addresses multi-office execution of engineering work. Multi-office execution
may also include executing engineering work with partner organizations or subcontractors.
2.2.

Project Multi-Office Engineering Execution Plan

The Project Multi-Office Engineering Execution Plan documents the project team's plan for multi-office
execution. The Project Multi-Office Engineering Execution Plan is to be included with, and approved as
part of, the Engineering Execution Plan (EXP). A preliminary Project Multi-Office Engineering Execution
Plan is prepared during the proposal / bid stage. The detailed plan is prepared after project award
consistent with the development of the EXP.
2.3.

Issue Authorization and Maintenance for Use

The Functional Lead of Engineering is responsible for the maintenance of this procedure and will review
the procedure annually to determine any necessary updates. Should an individual employee have a
suggestion for improvement or modification to this procedure, he or she may mark-up a copy of the PEP
and send to the Functional Lead of Engineering for review. The Functional Lead of Engineering will review
the recommended changes and respond back to the employee on plans to address the suggestions.
Changes to the procedure will be distributed to other Corporate Department Managers and Corporate
Functional Leads for their concurrence. When the reviews are complete, the Functional Lead of
Engineering will consolidate and recommend changes to this PEP to the President, Washington Services
who has the authority to issue revisions to this PEP.
3.0

REFERENCES

3.1.

PEP 200, Project Initiation

3.2.

PEP 201, Scope of Work Document

3.3.

PEP 202, Project Execution Plan

3.4.

PEP 203, Engineering Execution Plan

3.5.

PEP 204, CAE/CAD Execution Plan

3.6.

PEP 206, Lessons Learned Program

3.7.

PEP 316, Record Filing, Retention, Retrieval, and Destruction of Documents

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PEP 213

PROJECT MULTI-OFFICE ENGINEERING EXECUTION PLAN

Page 3 of 9
Rev. Date: 16 Apr 2009

3.8.

PEP 317, Document Control and Distribution

3.9.

PEP 318, Electronic Document Management

3.10. PEP 319, Project Communications

3.11. PEP 361, Compliance With State Law Regarding The Practice of Engineering
3.12. PEP 601, Preparation of Project Completion Report

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PEP 213

PROJECT MULTI-OFFICE ENGINEERING EXECUTION PLAN

Page 4 of 9
Rev. Date: 16 Apr 2009

4.0

PROCEDURE

4.1.

Process Work Flow Chart

Figure 4.1.1

Receive Direction to Proceed With

Pre-Project Planning

Determine if Multi-Office
Engineering Execution is
Appropriate for the Project

Prepare Preliminary Project MultiOffice Engineering Execution Plan

Engineering Work Hour

Budget and Schedule

CAE/CAD Execution Plan (

PEP 204)
Project Communications
Procedure (PEP 319)

Project Organization

Receive Authorization to
Proceed/Notice to Proceed
from Client
(PEP 200)

Prepare
Project Multi-Office
Engineering Execution
Plan

Incorporate Project MultiOffice Engineering Plan Into

Engineering Execution Plan (
PEP 203)

Update Project Multi-Office

Engineering Execution Plan as
Needed

Project Scope of Work

Document (PEP 201)

Work Processes and Tools

Project Controls
Plan/Approach

Quality Assurance
Plan/Approach
Provide Lessons Learned
Feedback
(PEPs 206 & 601)

Update Engineering
Execution Plan (PEP 203)
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PROJECT MULTI-OFFICE ENGINEERING EXECUTION PLAN

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Rev. Date: 16 Apr 2009

4.2.

Process Work Flow

A.

Prior to Project Award - Develop Preliminary Project Multi-Office Engineering Execution

Plan

Action By:

Action:

Project Engineering Manager

(PEM)

1. Receives direction to proceed with pre-project planning (PEP 200,

Project Initiation).
2. Develops the preliminary scope, schedule, and work hour
estimate for engineering.
3. Initiates a multi-office execution planning meeting with the lead
offices Manager of Engineering (MOE) and Principal Engineers
to determine the projects potential for multi-office engineering
execution.

Manager of Engineering

4. Determines candidate offices for multi-office execution.

Project Engineering Manager

5. With the approval of the Project Manager, moves forward with

multi-office execution planning based on appropriateness of multioffice execution for the project. If the PEM decides not to proceed
with multi-office execution, then the PEM will document the basis
for the decision in a written memo to the MOE and Project
Manager.
6. Prepares a preliminary Project Multi-Office Engineering Execution
Plan.

Principal Engineers (in Lead

Office)

7. Supports the PEM in preparation of the preliminary Project MultiOffice Engineering Execution Plan and coordinates with counterparts in the other participating offices.

Project Engineering Manager

8. Distributes preliminary Project Multi-Office Engineering Execution

Plan to the Manager of Engineering, the Managers of Discipline
Engineering, and the Functional Lead of Engineering.

B.

After Project Award - Develop Project Multi-Office Engineering Execution Plan

Action By:

Action:

Project Engineering Manager

1. Develops the projects baseline scope, schedule, and work hour

budget for engineering.
2. Prepares the Project Multi-Office Engineering Execution Plan.
3. Reviews Project Multi-Office Engineering Execution Plan with the
MOEs and Principal Engineers for each office/discipline
participating in the project.
4. With the approval of the Project Manager, incorporates the
Project Multi-Office Engineering Execution Plan within the
Engineering Execution Plan (PEP 203) for the project.
5. Updates the Project Multi-Office Engineering Execution Plan

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Rev. Date: 16 Apr 2009

Action By:

Action:
when the project circumstances change and issues a revised
EXP.
6. Provides prompt feedback to the Manager of Engineering
regarding any multi-office execution issues needing attention.

Managers of Engineering and

Principal Engineers
C.

7. Support the project team to achieve project goals through

effective multi-office execution.

Provide Lessons Learned and Feedback

Action By:

Action:

Project Engineering Manager

and Supervising Discipline
Engineers

1. Provide Lessons Learned feedback regarding multi-office

execution per PEP 206, Lessons Learned Program and PEP
601, Preparation of Project Completion Report.

4.3.

Instructions

4.3.1.

Prior to Project Award - Develop Preliminary Project Multi-Office Engineering Execution Plan
A.

The Project Engineering Manager shall work with engineering management as early as
possible to develop the projects multi-office execution approach as the basis for preproject planning.

B.

The approach shall be documented in a Preliminary Project Multi-Office Engineering

Execution Plan which shall:
1. Identify the office locations participating in the project.
2. Identify (by discipline) the estimated Engineering work hours for the project, the
approximate % engineering work hours by location, and the approximate % of
engineering work hours subcontracted.
3. Describe anticipated multi-office execution benefits from cost reduction, resource
constraints, workload balance, and/or other benefits.
4. Define the assignment of work scope by office and discipline. Project work scope
assignments shall be based on an integrated project work breakdown structure.
a. Exhibit 213-01 ITRC Division of Responsibility Romania has been developed
to facilitate definition of the scope of work split between the Romanian office and
a domestic US office by engineering discipline. This exhibit defines the basis for
work to be executed in Romania.
5. Include a summary of resource requirements by location (staffing peak by discipline,
key skills required, access to engineering/design tools).
6. Describe the projects organizational roles, responsibilities, relationships and
interfaces among the participating offices as these relate to the engineering work.
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Rev. Date: 16 Apr 2009

7. Describe general plans for the electronic interface of key systems across the
participating offices. Identify any areas of concern and include action plans for
resolving the concerns. Include IT as a participant in this planning. The planning for
each system will be led by the function having ownership of the system, i.e.
Engineering for CAE/CAD and analytical software systems, Project Controls for
Scheduling and Progress Measurement systems, Project Administration for
Document Management systems, Procurement for Materials Management systems,
etc.
8. Describe how the engineering disciplines will implement consistent work practices
across the project. The work practices will comply with the Companys Project
Execution Procedures (PEPs), Engineering Standards, the Engineering Execution
Plan, and the Project Execution Plan.
C.

It is not intended that the Preliminary Project Multi-Office Engineering Execution Plan
duplicate information included elsewhere in the Pre-Project Planning. Multi-office
execution planning should be completely embedded in all aspects of pre-project planning.

D.

The Project Engineering Manager, in deciding whether or not to utilize multi-office

execution, shall give consideration to:
1. Cost reduction (by multi-office execution).
2. Resource constraints (mitigated by multi-office execution).
3. Efficient global staff utilization through workload balance (achieved by multi-office
execution).
4. These, and any other, considerations should be thoroughly discussed and evaluated
in the Project Engineering Managers meeting with the lead offices Manager of
Engineering and Principal Engineers.

4.3.2.

After Project Award - Develop Project Multi-Office Engineering Execution Plan

A.

Upon receipt of the Authorization to Proceed/Notice to Proceed the Project Engineering

Manager shall begin preparation of the Project Multi-Office Engineering Execution Plan
as part of preparation of the Engineering Execution Plan (EXP).

B.

The projects Supervising Discipline Engineers shall confirm with their Manager of
Discipline Engineering (through their local Principal Engineers) that resource
availability/capability in the participating offices supports the projects staffing needs.

C.

The Project Engineering Manager shall verify that other elements of the Engineering
Execution Plan - such as Task Definition, Design Approach, CAE/CAD Execution Plan
(PEP 204), Document Lists with Scheduled Issue Dates, Work Hour Budget, and
Engineering Staffing Plan address, are consistent with, and support the Project MultiOffice Engineering Execution Plan.

D.

The Project Engineering Manager shall ensure that other elements of project execution
planning such as the Project Controls approach, QA Plan, Project Procurement Plan,
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PROJECT MULTI-OFFICE ENGINEERING EXECUTION PLAN

Page 8 of 9
Rev. Date: 16 Apr 2009

Project Document Management plan, etc. address and support effective multi-office
execution.

4.3.3.

E.

The Project Multi-Office Engineering Execution Plan shall be approved, issued and
maintained as part of the Engineering Execution Plan (PEP 203). The Project MultiOffice Engineering Execution Plan shall be revised as necessary to reflect changes
regarding scope and execution requirements. The EXP will be reissued.

F.

In some circumstances a project may initially plan not to use multi-office execution, but
may later change this decision. A Project Multi-Office Engineering Execution Plan shall be
promptly prepared to support effective project execution using the multi-office execution
approach.

Project Multi-Office Engineering Execution Plan Contents

A.

The Project Multi-Office Engineering Execution Plan shall:

1. Identify the office locations participating in the project.
2. Identify (by discipline) estimated or budgeted Engineering work hours for the project,
the approximate % engineering work hours by location, and the approximate % of
engineering work hours subcontracted.
3. Describe anticipated multi-office execution benefits from cost reduction, resource
constraints, workload balance, and/or other benefits.
4. Define the specific assignment of work scope by office and discipline. Project work
scope assignments shall be based on an integrated project work breakdown structure
and the projects Scope of Work Document (PEP 201).
a. Exhibit 213-01 ITRC Division of Responsibility Romania has been developed
to facilitate definition of the scope of work split between the Romanian office and
a domestic US office by engineering discipline. This exhibit defines the basis for
work to be executed in Romania.
5. Include a summary of resource requirements by location (staffing peak by discipline,
key skills required, access to engineering/design tools). The Engineering Staffing
Plan, in a separate section of the EXP, should identify staffing by office and by
discipline across the projects duration.
6. Describe any planned steps to assure excellent communication across the project
team and the offices participating in the project. Clarify the lines of communication
within the project team, with the client, and with other project stakeholders (suppliers,
subcontractors, regulatory agencies, etc.).
7. Describe the projects organizational roles, responsibilities, relationships and
interfaces among the participating offices as these relate to the engineering work.
8. Describe specific plans for the electronic interface of key systems across the
participating offices. Identify any areas of concern and include action plans for
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PROJECT MULTI-OFFICE ENGINEERING EXECUTION PLAN

Page 9 of 9
Rev. Date: 16 Apr 2009

resolving the concerns. Include IT as a participant in this planning. The planning for
each system will be led by the function having ownership of the system, i.e.
Engineering for CAE/CAD and analytical software systems, Project Controls for
Scheduling and Progress Measurement systems, Project Administration for
Document Management systems, Procurement for Materials Management systems,
etc.
9. Describe how the engineering disciplines will implement consistent work practices
across the project. The work practices will comply with the Companys Project
Execution Procedures (PEPs), Engineering Standards, the Engineering Execution
Plan, and the Project Execution Plan.
10. Confirm that multi-office execution has been clearly and fully addressed in the
projects Compliance Plan for engineering licenses (PEP 361, Compliance with Laws
Regarding the Practice of Engineering).
B.

5.0

It is not intended that the Project Multi-Office Engineering Execution Plan duplicate
information included elsewhere in the Engineering Execution Plan or in the Project
Execution Plan. Multi-office execution planning should be completely embedded in all
aspects of project planning.

RECORDS

A copy of the Project Multi-Office Engineering Execution Plan and subsequent revisions are retained in
the project files for the duration of the project as part of the Project Execution Plan (See PEP 202). After
project completion the project files are processed in accordance with the procedure for Record Filing,
Retention, Retrieval and Destruction of Documents (see PEP 316).
6.0

FORMS AND EXHIBITS

6.1

213-01 (MM) ITRC Division of Responsibility Romania

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