Collaboration
Project Control Collaboration – A 360° Integrated Approach at BEC Arabia
Ensuring Seamless Coordination Across Departments for Mega Project Success
1. Introduction
Project Control at BEC Arabia is not a standalone function—it is the central hub of collaboration across multiple departments. By integrating planning, cost control, risk management, and reporting, the Project Control Department ensures seamless alignment with Engineering, Procurement, Contracts Administration, Finance, and Site Execution teams to deliver mega construction projects on time, within budget, and at the highest quality standards.
This document provides a 360-degree collaboration framework, detailing how Project Control interacts with key stakeholders and streamlines project execution through integrated processes and communication protocols.
2. Project Control’s Collaborative Ecosystem
The Project Control Department serves as the nucleus of project governance, enabling structured communication between various stakeholders:
2.1 Engineering & Design Coordination
Collaborative Planning: Project Control integrates with Engineering to ensure design schedules align with construction milestones.
Value Engineering: Cost controllers work with Engineering to optimize designs while maintaining budget constraints.
Design Revisions & Change Control: Any design changes are assessed for cost and schedule impact before approval.
Key Collaborative Tools: Primavera P6, BIM 360, AutoCAD
2.2 Procurement & Supply Chain Integration
Material Delivery Scheduling: Project Control synchronizes procurement schedules with site requirements to prevent delays.
Cost Forecasting for Procurement: Ensures procurement aligns with the approved budget and cash flow forecasts.
Long Lead Item Management: Identifies long lead materials to mitigate supply chain risks and avoid disruptions.
Key Collaborative Tools: ERP System, Material Tracking Reports
2.3 Contracts Administration & Claims Management
Variation and Change Order Control: Works with Contracts Administration to assess the financial and time impact of change orders.
Claims & Delay Analysis: Uses forensic schedule analysis to support claims and extension-of-time (EOT) requests.
Subcontractor Performance Monitoring: Ensures subcontractors adhere to planned schedules and cost parameters.
Key Collaborative Tools: FIDIC Contracts, Aconex, Claims Logs, Primavera P6
2.4 Site Execution & Construction Management
Daily Progress Monitoring: Works with site teams to track actual vs. planned progress and adjust schedules accordingly.
Resource Allocation: Ensures labor, equipment, and materials are efficiently distributed across project phases.
Issue Resolution & Risk Mitigation: Identifies site risks and implements corrective actions to avoid delays.
Key Collaborative Tools: Field Reporting Systems, Power BI Dashboards, Site Inspections
2.5 Finance & Cost Control Alignment
Budget Compliance & Cost Control: Ensures project expenditures align with approved budgets and financial forecasts.
Cash Flow Optimization: Provides Finance with accurate cost projections to manage project funding.
Contract Payment Milestones: Tracks progress-based payment approvals for contractors and suppliers.
Key Collaborative Tools: ERP System, Cost Breakdown Structure (CBS)
2.6 Risk Management & Quality Control Collaboration
Proactive Risk Identification: Works with HSE and Quality Control to analyze and mitigate project risks.
Quality Compliance Audits: Ensures project schedules incorporate quality control milestones.
Safety-Driven Scheduling: Integrates HSE requirements into project timelines to minimize risks and delays.
Key Collaborative Tools: Risk Registers, Quality Control Checklists, Incident Logs
2.7 Client & Stakeholder Communication
Executive Reporting: Delivers real-time project dashboards to executives, investors, and regulatory bodies.
Client Progress Reviews: Maintains structured reporting on milestones, risks, and budget performance.
Regulatory Compliance Monitoring: Ensures projects meet Saudi regulatory and environmental standards.
Key Collaborative Tools: Power BI, SharePoint, Client Reports
3. Collaboration Workflow & Communication Framework
To maintain structured communication across departments, BEC Arabia follows a Project Control Collaboration Workflow:
Phase
Department
Project Control Role
Key Deliverables
Planning Phase
Engineering & Design
Establish project scope & baseline schedule
Master Schedule, Budget Estimate
Pre-Construction
Procurement & Supply Chain
Align procurement with scheduling
Material Procurement Plan
Execution Phase
Site Execution Team
Monitor actual vs. planned progress
Weekly Progress Reports
Monitoring & Control
Finance & Cost Control
Track cash flow & cost performance
Cost Performance Index (CPI)
Risk & Change Management
Contracts Administration
Assess schedule & cost impact of changes
Variation Orders, Delay Analysis
Project Completion
Quality & HSE
Ensure compliance with contractual requirements
Project Closeout Report
This structured collaboration framework ensures seamless project execution and alignment across all departments.
4. Key Benefits of a 360° Project Control Collaboration Approach
By integrating all project stakeholders into a unified Project Control framework, BEC Arabia achieves:
Real-Time Decision Making: With accurate data shared across departments, corrective actions can be taken instantly.
Improved Cost and Schedule Performance: Optimized cash flow, resource allocation, and procurement planning.
Enhanced Risk Mitigation: Proactive identification of project risks, reducing impact on cost and timelines.
Regulatory and Contractual Compliance: Ensuring adherence to Saudi construction laws, contractual obligations, and safety standards.
Stakeholder Transparency: Clear reporting and communication with project owners, investors, and government authorities.
5. Conclusion
The Project Control Collaboration Framework at BEC Arabia is a fully integrated, cross-functional system that enables seamless coordination between engineering, procurement, contracts, finance, site teams, and stakeholders. This ensures that mega construction projects are executed with precision, cost-efficiency, and risk control while maintaining full compliance with KSA regulations and industry best practices.
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