📍 When to use this template
- Prepared once at the start of the project during the mobilization phase.
- Finalized and approved before major site activities commence. It is a living document, updated if procedures change.
- Prepared by the Project Manager / PMC Lead, with input from all department heads (Engineering, QA/QC, Safety, Contracts).
Sections & fields
Preview of the template structure. Download Excel to fill on site.
1Header & Document Control9 fields
Project Name
_____________
Contract / Package No.
_____________
Document Title: Project Procedures Manual
_____________
Document Number
_____________
Revision No.
_____________
Date of Issue
_____________
Prepared By (PMC)
_____________
Reviewed By (Contractor)
_____________
Approved By (Client/Engineer-in-Charge)
_____________
21.0 General & Contract Management Procedures8 fields
Procedure for Project Organization Chart & RACI Matrix
_____________
Procedure for Communication & Correspondence Protocol
_____________
Procedure for Meetings & Reporting
_____________
Procedure for Contract Administration & Notices
_____________
Procedure for Change Management / Variation Order
_____________
Procedure for Extension of Time (EOT) Claims
_____________
Procedure for Dispute Resolution
_____________
Procedure for Project Close-out
_____________
32.0 Engineering & Design Management Procedures7 fields
Procedure for Document Control & Numbering System
_____________
Procedure for Drawing & Document Submission/Approval
_____________
Procedure for Request for Information (RFI)
_____________
Procedure for Method Statement & ITP Submission
_____________
Procedure for Material Submittal & Approval (MSA)
_____________
Procedure for As-Built Drawing Management
_____________
Procedure for Shop Drawing Management
_____________
43.0 Procurement & Site Execution Procedures7 fields
Procedure for Procurement & Vendor Management
_____________
Procedure for Material Receipt, Storage & Reconciliation
_____________
Procedure for Site Mobilization & Demobilization
_____________
Procedure for Work Inspection Request (WIR) / Pour Card
_____________
Procedure for Non-Conformance Report (NCR)
_____________
Procedure for Daily Progress Report (DPR)
_____________
Procedure for Plant & Machinery Management
_____________
54.0 Quality Assurance & Quality Control (QA/QC) Procedures6 fields
Project Quality Plan (PQP)
_____________
Procedure for Inspection & Test Plan (ITP) Development
_____________
Procedure for Material Testing & Laboratory Management
_____________
Procedure for Calibration of Equipment
_____________
Procedure for Quality Audits (Internal & External)
_____________
Procedure for Handling of Non-Conforming Products
_____________
65.0 Health, Safety & Environment (HSE) Procedures8 fields
Project HSE Plan
_____________
Procedure for Permit to Work (PTW) System
_____________
Procedure for Incident Reporting & Investigation
_____________
Emergency Response Plan (ERP)
_____________
Procedure for HSE Audits & Inspections
_____________
Procedure for Toolbox Talks & Trainings
_____________
Procedure for Waste Management
_____________
Procedure for Labour Camp & Welfare Management
_____________
76.0 Billing & Financial Procedures5 fields
Procedure for RA Bill Submission & Certification Cycle
_____________
Procedure for Measurement Book (MB) Maintenance
_____________
Procedure for Reconciliation of Free-Issue Materials
_____________
Procedure for Price Escalation / Adjustment Claims
_____________
Procedure for Final Bill Preparation & Settlement
_____________
💡 Sample filled excerpt
Section 4.0: Quality Assurance & Quality Control Procedures
4.1: Project Quality Plan (PQP) - Doc No. XYZ/PQP/001
4.2: Procedure for Inspection & Test Plan (ITP) - Doc No. XYZ/PRO/QAQC/001
4.3: Procedure for Material Testing - Doc No. XYZ/PRO/QAQC/002
⚖ Compliance notes
- Defines agreed-upon procedures for fulfilling contractual obligations under FIDIC (e.g., Clause 4 [The Contractor], Clause 8 [Commencement, Delays and Suspension], Clause 13 [Variations and Adjustments], Clause 14 [Contract Price and Payment]).
- Establishes the framework for documentation required by CPWD Works Manual, ensuring systematic record-keeping for audits.
- Includes procedures for HSE and Labour compliance, which are essential for adherence to the BOCW Act 1996 and Contract Labour (R&A) Act 1970.