Commercial & Procurement Team Communication Plan

Delivery Responsible
Deliverable Description Frequency Location Responsible QS
Method Manager
Commercial Cost Report Update on actual value vs HO Cost Monthly Head Office Walter Jalo
Reports actual cost expenditure meeting (HO) Anderson
Client Cost Report Update of anticipated final Client Monthly HO Walter Jalo
account value Commercialm Anderson
eeting
Buildsmart/ Cost print out and cost Email Monthly HO Walter Jalo
QuickBooks cost reallocations Anderson
Report
Cashflow Update of monthly and HO Cost Monthly HO Walter Jalo
projected turnover vs cashflow meeting Anderson

Flash report Update on actual work done Email Monthly HO Walter Jalo
value & anticipated final Anderson
estimated value
Subcontractor liability Update of subcontractor Meeting Monthly HO Walter Jalo
payments due Anderson
Schedules Potential delay Status of notice letters, time Meeting Weekly HO Walter Jalo
notifications bar dates, particulars, claim Anderson
info, etc
Variation notifications Status of notice letters, time Client Weekly HO Walter Jalo
bar dates, particulars, claim Commercialm Anderson
info, etc eeting
Contra Charges Updated contra charges to all Pmt Advice Monthly HO Walter Jalo
parties, client, subcon, etc Anderson

Procurement Schedule Weekly update of material, Procurement Weekly HO Walter Jalo/ Makala Milimo
subcon procurement, meeting Anderson
submission, material approval
and order status
Asset plant hire Update of all assets purchased Part of Cost Monthly HO Walter B. Dombosha
register with associated expected report Anderson
residual values
Status of payment Current update of actual Email Monthly HO Walter Jalo
certification vs payment Anderson
Subcontractor status Update of subcontractor Client Monthly HO Walter Jalo
report records & requirements Commercialm Anderson
eeting
Meetings Internal commercial Update of all internal Meeting Weekly HO Walter Jalo
meeting commercial issues Anderson
External commercial Update on re-measure, Meeting Weekly Site Office Walter Jalo
meeting payment, variations and cost Anderson
report
Internal progress Site progress and internal Meeting Weekly HO Walter Jalo
meetings operations issues Anderson
External progress Site progress and external Meeting Fortnightly Webinar Walter Eng. T. Dhanda
meetings operations issues Anderson
Valuation meeting Agreement of progress on site Meeting Monthly QS Office Walter Jalo
Anderson
Remeasure sign-offs Agreement of re-measure and Meeting Weekly QS Office Walter Jalo
other related issues Anderson
Value Engineering Update and feedback of all VE Meeting Fortnightly QS Office Walter Jalo
proposals Anderson
Labour Costing Update of actual labour value Meeting Weekly Site Office Walter Jalo
vs cost reporting Anderson
Subcontrator Kick-off / Schedule, minute and direct Meeting As required Site Office Walter Jalo
tender / coordination subcon kick-off meetings Anderson
Subcontractor Attend to commercial issues Meeting Weekly Site Office Walter Jalo
progress meetings Anderson
Valuations & Valuations & Submit monthly progress Claim Monthly HO Walter Jalo
Remeasures certificates valuation with all backup Anderson
Variations & site Identifying, pricing and Letter Daily Site Office Walter Jalo
instructions agreeing of all variations Anderson
 Commercial & Procurement Team Communication Plan
Delivery Responsible
Deliverable Description Frequency Location Responsible QS
Method Manager
Final Accounts Agreement of quantities, Meeting Monthly HO Walter Jalo
variations, etc Anderson
Allowables input Updating of valuation qty's, Claim Monthly HO Walter Jalo
variations and resource coding Anderson

Subcontractors Subcontractor Letter of intent, requisition, Letter Ongoing HO Walter Jalo

appointments Contract documents Anderson
Subcontractor General and contractual Letter Daily HO Walter Jalo
correspondence Anderson
Subcontractor Monthly payment certificates Pmt Advice Monthly HO Walter Jalo
payment Anderson
Subcontractor re- Statement Monthly Site Office Walter Jalo
measure Anderson
Final Accounts Agreement of quantities, Statement Ongoing Site Office Walter Jalo
variations, etc Anderson
Allowables input Updating of valuation qty's, Valuations Monthly HO Walter Jalo
variations and resource coding Anderson

Correspondence Notifications of delay All delay notifications Letter Daily HO Walter Jalo
Anderson
Notifications of All variation notifications Letter Daily HO Walter Jalo
variation Anderson
Value engineering All value engineering related Letter Daily/Weekly HO Walter Jalo
proposals correspondence Anderson
Subcontractor All subcontractor related Letter Daily HO Walter Jalo
correspondence Anderson
Insurance claims All insurance related Letter Weekly HO Walter Jalo
correspondence Anderson
Client All client related Letter Daily HO Walter Jalo
correspondence Anderson
Valuations & All valuation & remeasure Letter Daily HO Walter Jalo
remeasure related correspondence Anderson