Factories - Planning

Factories - Planning

Planning Site Roles (Master Job Description)

Consolidated: Client Billing, MIS, Procurement, Scheduling, Subcontracting 

SECTION I: BASIC INFORMATION

• Job Function: Planning
• Role: Engineer / Manager – Planning – Site
• Job Family: Planning

SECTION II: ROLE SUMMARY (Purpose of the Role)

The Planning Site team is responsible for the end-to-end management of project timelines, resources, and financial documentation. These roles (covering Client Billing, MIS, Procurement, Scheduling, and Subcontracting) ensures project delivery through accurate quantity surveying, structured progress reporting (DPR/WPR/MPR), and the synchronization of material procurement with construction schedules. These roles serves as a vital link between site execution and project leadership, ensuring that progress is tracked, delays are mitigated, and billing is submitted in accordance with contractual milestones.

SECTION III: KEY RESPONSIBILITIES / ACCOUNTABILITIES

1. Client Billing & Quantity Surveying

• Prepare monthly and milestone-based Running Account (RA) bills for submission to the client based on verified site progress, BOQs, and contract provisions.
• Coordinate with site execution teams to collect daily progress data, conduct physical measurement verification, and maintain updated measurement sheets.
• Review and interpret contractual billing clauses, milestone definitions, and item rate structures to ensure accurate and timely billing submissions.
• Assist in developing and updating the project’s billing plan linked with construction schedules, milestone timelines, and cash flow projections.
• Reconcile quantities between client-approved GFC drawings, BOQs, and site execution to avoid duplication or shortfall in billing.

2. MIS & Monthly Reporting

• Collect and consolidate daily, weekly, and monthly progress data from execution, quality, safety, and stores teams, ensuring accuracy and completeness.
• Prepare DPRs, WPRs, and MPRs in standardized formats, covering physical progress, financial progress, manpower deployment, material consumption, and work front status.
• Support the planning team in updating construction schedules (Primavera/MS Project) and extract relevant data to reflect in MIS reports.
• Coordinate with site teams to obtain actual vs. planned progress updates, including milestone achievements, critical activity status, and pending approvals.
• Develop and maintain structured MIS trackers for material reconciliation, productivity metrics, subcontractor performance, and delay logs.

3. Project Scheduling & Tracking

• Prepare the detailed baseline project schedule using planning tools (Primavera P6 or MS Project) based on the contract, BOQ, and scope of work
• Regularly update the schedule to reflect actual progress, resource deployment, and site conditions, while analyzing variances from the baseline plan.
• Generate daily, weekly, and monthly lookahead schedules in coordination with the execution team to guide field operations and ensure readiness of work fronts.
• Monitor and report key schedule performance indicators (KPIs), such as Planned vs. Actual progress, SPI (Schedule Performance Index), and critical path adherence.
• Identify delays or deviations from the original schedule, conduct root cause analysis, and recommend mitigation actions in consultation with project stakeholders.

4. Procurement Coordination

• Assist in developing the material requirement plan (MRP) in alignment with the construction schedule, BOQ, and work sequence for all trades (civil, MEP, finishing, etc.).
• Coordinate with execution teams to forecast short-term and long-term material needs based on the 3-week/1-month lookahead plan and ensure procurement requests (PRs) are raised accordingly.
• Maintain and track the procurement schedule (procurement register), including PR/PO generation, delivery lead times, dispatch status, and actual delivery dates.
• Interface with the central procurement team, site stores, and vendors to monitor material dispatches and escalate delays impacting site execution.

5. Subcontractor Management

• Integrate subcontractor scope and timelines into the master project schedule.
• Review subcontractor micro-schedules and validate daily progress against planned targets.
• Facilitate work front readiness by coordinating drawings, clearances, and materials for subcontractors.
• Track subcontractor KPIs, including manpower productivity and resource planning.

SECTION IV: KEY INTERACTIONS

Internal Stakeholders

• Site Execution & Engineering Teams: For progress data, measurement verification, and schedule alignment.
• QA/QC & Safety Teams: For quality checks, clearances, and safety reporting inputs.
• Commercial, Finance & Billing Departments: For contract interpretation, invoicing, and cash flow projections.
• Stores & Central Procurement: For material tracking, MRP, and delivery coordination.

External Stakeholders

• Client & PMC Teams: For billing submissions, progress reporting, and schedule clarifications.
• Subcontractors & Vendors: For work status updates, material coordination, and schedule alignment.
• External Auditors: For billing verification and documentation control.

SECTION V: KNOWLEDGE & EXPERIENCE

KNOWLEDGE

• Minimum Qualifications: ITI / Diploma / B.E. / B.Tech in Civil / Mechanical (Certification in Project Planning/Primavera, Quantity Surveying, or Supply Chain is an added advantage).
• Language Skills: Proficiency in English and Hindi; knowledge of the local language is preferred for site-level coordination.

EXPERIENCE

• Years of Experience: 3 – 20 years 
• Nature of Experience: Hands-on experience in construction site planning, quantity surveying, client billing, MIS preparation, and scheduling for large industrial projects

SECTION VI: TECHNICAL & LEADERSHIP / BEHAVIORAL SKILLS

Technical Skills

• Planning Tools: Proficient in Primavera P6, MS Project, and MS Excel (Advanced).
• Core Competencies: Quantity Take-off, Rate Analysis, Earned Value Management (EVM), and Resource Loading.
• Project Management: Cost Estimation, Material Planning (MRP), Risk Management, and Delay Analysis.
• Contractual: Interpretation of Contracts/Technical Drawings, Claims Management, and Invoicing/Billing.
• Digital: Digital Software Proficiency, Data Analysis, and Documentation Control.

Leadership / Behavioral Skills

• Strong attention to detail and accuracy in documentation.
• Excellent coordination and interpersonal communication skills.
• Highly organized, analytical, and proactive in resolving scheduling conflicts.
• Ability to transform raw data into actionable insights for leadership.