Standard Operating Procedure (SOP)

Document CON01

Directorate: Construction Directorate 

Title: INITIATION OF INTERNAL PROJECTS
Effective Date: xx/xx/xxxx
Version: 1.0

1. PURPOSE
   • This SOP defines the structured process for initiating internal construction projects.
   • Internal projects include property developments for in-house purposes, such as:
     • Infrastructure development
     • Assets intended for company use
   • This SOP ensures a structured and compliant approach to initiating internal construction projects while maintaining accountability through the ERP system.
   • Note: This SOP does not apply to customer-based projects or residential/commercial construction for sale.
2. SCOPE
   • This procedure applies to all internal construction projects managed via the company’s ERP system, ensuring standardized workflows, approvals, and documentation.
3. RESPONSIBILITIES
   • Project Director (PD): Reviews and approves project feasibility and high level scope
   • Project Manager: Identifies the need for the project, prepares the initial project proposal and submits it for approval.
   • Resident Quantity Surveyor(RSQ): Prepares BOQ for the proposed projects
   • Chairman/Project Executive Committee: Provide final approval for the proposed project
4. PROCEDURE
   • There are two major types of internal projects procedures  as below :
   • GENERAL INTERNAL PROJECTS
     • General projects are projects that are small in scale and estimated project cost is less than N10 million
     • Project Managers Responsibilities
       • Project Manager (PM) initiates the n project on the ERP using the INTERNAL PROJECT MEMO SCREEN
       • The PM must specify the following among others.
       • Process Type for selection is Internal Project – General
       • Project Name
       • Detailed Project Descriptions
       • Estimated project cost
       • The PM must attach relevant documents including sketch/prototype  drawing.
       • The PM submits the initiating transaction for processing by relevant Project Director (PD)
       • The system notifies the PD by email to treat.
     • Project Director (PD) Responsibilities
       • PD   review, approves and submits for the attention of the Chief Project Director & Design (CPDD)
       • Chief Project Director & Design (CPDD) Responsibilities
       • CPDD   review, approves and submits for the attention of the Resident Quantity Surveyor (RSQ)
     • Quantity Surveyor (RSQ) Responsibilities
       • RSQ prepares BOQ and attaches relevant documents as deemed necessary for the attention of the Chief Project Controller (CPC)
       • RSQ   review, approves and submits for the attention of the Chief Project Controller (CPC)
       • CPC   review, approves and submits for the attention of the Project Executive Committee (PEC)
     • Project Executive Committee (PEC) Responsibilities
       • Members of the PEC include
       • CPDD- chairman
       • CPC
       • PD
       • Group Project Finance Manager (GPFM)
       • PEC members    review while the PEC chairman, CPDD approves on behalf of the PEC  for the attention of the GMD
       • Chairman is notified by the system
     • Chairman’s Responsibilities
       • Chairman reviews and approves.
       • At Final Approval by Chairman
       • System  initiates the following actions
         • Action 1 : system creates the Project ID
         • Action 1 : system send email to the GPFM and CPDD to commence the project activities and payment transactions
     • Project Admin Responsibilities
       • Populate the Project ID as defined as auto-created by the system with more detailed info about the project
   • MAJOR  INTERNAL PROJECTS
     • Major  projects are projects that are large in scale and estimated project cost is more  than N10 million
     • Project Managers Responsibilities
       • Project Manager (PM) initiates the n project  on the ERP using the INTERNAL PROJECT MEMO SCREEN
       • The PM must specify the following among others
         • Process Type for selection is Internal Project – Major
         • Project Name
         • Detailed Project Descriptions
         • Estimated project cost
       • The PM must attach relevant documents including sketch/prototype drawing.
       • The PM submits the initiating transaction for processing by relevant Project Director (PD)
       • The system notifies the PD by email to treat.
     • Project Director (PD) Responsibilities
       • PD   review, approves and submits for the attention of the Chief Project Director & Design (CPDD)
       • Chief Project Director & Design (CPDD) Responsibilities
       • CPDD   review, approves and submits for the attention of the Head of Studio  (HS)
     • Head of Studio Responsibilities
       • Head of studio (HS) prepares full drawings of the project.
       • Architects attach the full drawings to the system.
       • HS review, approves and submits for the attention of the Resident QS
     • Quantity Surveyor (RSQ) Responsibilities
       • RSQ prepares BOQ and attaches relevant documents as deemed necessary for the attention of the Chief Project Controller (CPC)
       • RSQ   review, approves and submits for the attention of the Chief Project Controller (CPC)
       • CPC   review, approves and submits for the attention of the Project Executive Committee (PEC)
     • Project Executive Committee (PEC) Responsibilities
       • Members of the PEC include:
         • CPDD- chairman
         • CPC
         • PD
         • Group Project Finance Manager (GPFM)
       • PEC members review while the PEC chairman, CPDD approves on behalf of the PEC for the attention of the GMD
       • GMD is notified by the system
     • Chairman’s  Responsibilities
       • Chairman reviews and approves.
       • At Final Approval by Chairman
       • System  initiates the following actions
         • Action 1 : system creates the Project ID 
         • Action 1 : system send email to the GPFM and CPDD to commence the project activities and payment transactions
     • Project Admin Responsibilities
       • Populate the Project ID as defined as auto-created by the system with more detailed info about the project.
     • Kickoff Meeting
       • The Project Manager conducts a kickoff meeting with stakeholders to:
         • Confirm scope, deliverables, and timelines
         • Assign roles and responsibilities
         • Define communication protocols
     • Documentation & Compliance
       • The following documents must be uploaded to the ERP system:
         • Feasibility report
         • BOQ approval
         • Regulatory permits (if applicable)
5. Key Performance Indicators (KPIs)
   • Time from PIR submission to approval
   • Compliance with ERP documentation requirements
   • Adherence to BOQ  budget and scope during initiation