📍 When to use this template
- During the project mobilization or kickoff phase to establish clear roles and responsibilities from the start.
- Whenever a new project phase begins, a major work package is introduced, or there is a significant change in key personnel.
- Prepared by the Project Manager/PMC Lead and must be agreed upon by all key stakeholders (Client, Contractor, Consultants, Engineer-in-Charge).
Sections & fields
Preview of the template structure. Download Excel to fill on site.
1Header / Project Information8 fields
Project Name
_____________
Contract / Package No.
_____________
Document No.
_____________
Revision No.
_____________
Prepared By (PMC)
_____________
Reviewed By (Contractor)
_____________
Approved By (Client/Engineer-in-Charge)
_____________
2Stakeholder / Role Legend5 fields
Role Abbreviation (e.g., PM-C)
_____________
Full Role Title (e.g., Project Manager - Contractor)
_____________
Organization (e.g., L&T Construction)
_____________
Individual's Name (Optional)
_____________
Contact Details
_____________
3RACI Definition Legend4 fields
R - Responsible: The person(s) who actually performs the task or does the work.
_____________
A - Accountable: The person ultimately answerable for the correct and thorough completion of the task. There must be only one 'A' per task.
_____________
C - Consulted: The person(s) to be consulted prior to a final decision or action. This is a two-way communication.
_____________
I - Informed: The person(s) who needs to be kept informed of progress or decisions, but does not need to be formally consulted. This is a one-way communication.
_____________
4Matrix: Project Management & Coordination8 fields
Project Charter Finalization
_____________
Mobilization Plan Submission & Approval
_____________
Project Schedule (L1/L2/L3) Submission & Approval
_____________
Weekly Progress Meeting (WPM) & MoM
_____________
Monthly Progress Report (MPR) Submission
_____________
Change / Variation Order Management
_____________
Risk Register Management
_____________
Stakeholder Communication Plan
_____________
5Matrix: Design & Engineering6 fields
Good for Construction (GFC) Drawing Submission
_____________
Shop Drawing Submission & Approval
_____________
Material Submittal & Approval
_____________
Method Statement & ITP Submission & Approval
_____________
Design Query / Request for Information (RFI) Management
_____________
As-Built Drawing Submission & Approval
_____________
6Matrix: Site Execution & Quality Control7 fields
Site Handover / Handing-Taking
_____________
Work Inspection Request (WIR/RFI) Submission & Closure
_____________
Material Inspection Request (MIR)
_____________
Quality Test Reports (Cube, Steel, etc.) Submission
_____________
Non-Conformance Report (NCR) Issuance & Closure
_____________
Joint Measurement Record (JMR) Preparation & Sign-off
_____________
Daily Progress Report (DPR) Submission
_____________
7Matrix: Commercial & Contracts6 fields
Running Account (RA) Bill Submission & Certification
_____________
Variation / Extra Item Claim Submission & Approval
_____________
Extension of Time (EOT) Claim Submission & Approval
_____________
Bank Guarantee (BG) & Insurance Policy Submission
_____________
Price Escalation / De-escalation Calculation
_____________
Final Bill Submission & Project Closure
_____________
8Matrix: HSE & Labour Compliance6 fields
HSE Plan Submission & Approval
_____________
Work Permit Issuance (Hot Work, Height, Confined Space)
_____________
Incident Reporting & Investigation
_____________
BOCW & Labour License Compliance & Renewals
_____________
Statutory Register Maintenance (Wages, PF, ESI)
_____________
Toolbox Talk (TBT) & Safety Induction Records
_____________
💡 Sample filled excerpt
Task: RA Bill Submission & Certification | Contractor-PM: A | Contractor-Billing Engr: R | PMC-QS: C | PMC-PM: I | Client/EIC: A. This shows the Contractor's PM is ultimately accountable for the bill, while their billing engineer is responsible for preparing it. The PMC's QS is consulted, and the Client's Engineer-in-Charge holds final accountability for certification.
⚖ Compliance notes
- Fulfills the requirement for a clear communication and management plan, often stipulated in the Project Procedures Manual or General Conditions of Contract (GCC).
- Helps define roles for approvals and submissions as per FIDIC Sub-Clause 3 (The Engineer) and Sub-Clause 4 (The Contractor).
- Essential for ISO 9001:2015 audits, demonstrating clear allocation of responsibility and authority (Clause 5.3).
- Clarifies who is 'Accountable' for statutory compliances like BOCW Act, EPF Act, and ESI Act submissions, which is critical during labour inspections.