Project: R12-I21C01 – Shura Island - Internal Bridges and Culverts

CHEAC Transmittal No.: R12-I21C01-CHEAC-T-0031

Aconex Document No.: R12-I21C01-CHC-PLN-PM-0001
Rev.: 00

Project Communication Plan

Rev. Date Purpose of Issue Submitted By Signature

Waqar Ahmad
00 4-Sep-22 Issued for Review
(Project Document Controller)
NOTE: Previous Transmittal Ref. (If Revised):
 Shura Internal Bridges and Culverts
(Shura Island)
DOCUMENT
Contract No. R12-I21C01-CHC-PLN-PM-0001
Project Communication Plan NUMBER
R12-I21C01
REVISION 00
4 September
ISSUED BY CHEAC ISSUED DATE PAGE 1
2022

Project Communication Plan

Name Title Date Signature

Prepared By Waqar Ahmad Document Control. 4-Sep-22

Checked By Naveed Anwar Quality Director 4-Sep-22

Confirmed By Xu Jie Project Director 4-Sep-22

 Internal Bridges and Culverts Crossings
(Shura Island)

DOCUMENT
Contract No. R12-I21C01-CHC-PLN-PM-0001
Project Communication Plan NUMBER
R12-I21C01
REVISION 00
ISSUED BY CHEAC ISSUED DATE 4-Sep-22 1

Table of Contents

S. No. Description Page No.

1. Purpose 2

2. Scope 2

3. Reference Documents 2

4. Definitions & Abbreviations 2

5. Procedure 2

6. Documentation 4

7. Numbering System for Outgoing Documents 4

8. Annexure – 1: Stakeholder Register 5

9. Annexure – 2: Project Directory 6

10. Annexure – 3: Project Escalation Matrix 7

11. Annexure – 4: Communication Management Plan 8

 Internal Bridges and Culverts Crossings
(Shura Island)

DOCUMENT
Contract No. R12-I21C01-CHC-PLN-PM-0001
Project Communication Plan NUMBER
R12-I21C01
REVISION 00
ISSUED BY CHEAC ISSUED DATE 4-Sep-22 2

1. Purpose

The purpose of this Procedure is to provide information to ensure that lines of communication are
clearly understood and followed.

2. Scope

This Procedure covers all communication including correspondence, meetings, reporting, transmittals,
records between TRSDC & CHEAC.

3. References

3.1 R12-I21C01-CHC-PLN-QA-0001 Project Quality Plan (PQP)

3.2 ISO 9001:2015
3.3 Appendix 8 Quality Requirements
3.4 Schedule 2 - Employers Requirements

4. Definitions

None.

5. Procedure

5.1. Project Management Organization

5.1.1. The Authority & Responsibility of personnel assigned within the project are shown in "Communication
Matrix" among various stakeholders in order to have smooth co-ordination & communication. For
details refer Annexure - I.

5.2. Communication

5.2.1. All correspondence from TRSDC, relating to this project shall be addressed to the attention of Mr. Xu Jie
(Project Director, CHEAC).

5.2.2. All correspondence from CHEAC, relating to this Project shall be addressed to the attention of Mr.
Bandar AlSulaimani (Project Director, TRSDC).
 Internal Bridges and Culverts Crossings
(Shura Island)

DOCUMENT
Contract No. R12-I21C01-CHC-PLN-PM-0001
Project Communication Plan NUMBER
R12-I21C01
REVISION 00
ISSUED BY CHEAC ISSUED DATE 4-Sep-22 3

5.2.3. The matter requiring assistance/co-ordination with consultant shall be pursued in writing through
Aconex or letter by keeping the TRSDC in copy.

5.2.4. All communication i.e. letters, faxes, transmittals etc. shall be identified by means of sequential unique
numbers.

5.3. Progress Meetings

5.3.1. During the Construction of the Project, Weekly/Monthly Meeting will be held at TRSDC’s main site office
meeting room.

5.3.2. Additional meeting to resolve Technical and Commercial issues will be held with TRSDC, as required,
during Construction, Testing or commissioning phases.

5.3.3. Meetings can include, but not limited to, HSE, Technical, Planning, Construction, Procurement,
Design, Commercial, Management, all of which can be done, when required, or at a set frequency.

5.4. Documents - Incoming / Outgoing

5.4.1. The entire documentation within the organization, as per internal document control procedure, can be
classified as incoming & outgoing documents. As these documents are regarded as "Confidential", their
circulation will be limited to Project related personnel only.

5.4.2. The incoming and outgoing documents will be transmitted through the Aconex system. The original
documents will remain with CHEAC DCC.

5.4.3. The Document Log / File will be maintained by Document Controller to log all incoming documents for
easy accessibility.

5.4.4. All outgoing documents should be legible, dated and identifiable with document number. The
document, after signature/authorization of concern authorities, will be transmitted to TRSDC via
Aconex.

5.4.5. The copy of all the outgoing documents shall be kept into master file with Document Controller and will
be logged in the Document Log/File.
 Internal Bridges and Culverts Crossings
(Shura Island)

DOCUMENT
Contract No. R12-I21C01-CHC-PLN-PM-0001
Project Communication Plan NUMBER
R12-I21C01
REVISION 00
ISSUED BY CHEAC ISSUED DATE 4-Sep-22 4

6. Documentation
• None

7. Numbering System for Outgoing Documents

Every outgoing document contains 2 numbering system. One is CHEAC Internal transmittal
reference number (sequential number) and second is the Aconex Reference number except letters
which contains only Aconex reference number. CHEAC DCC will mention both (Internal & Aconex
Reference No’s).

7.1. Recommended coding structure for Internal transmittal/sequential number is given below:

R12-I21C01-CHEAC-T-0001

R12-I21C01 CHEAC T 0001

Type of Submittal
Originator Code (Transmittal,
Contract No. (China Harbour Engineering Letter etc., Here Sequential No. 0001, 0002, 0003 etc.
Arabia Co. Ltd.) refers only to
Transmittal)

7.2. Regarding the second number on outgoing documents, Aconex reference number &
structure will be used.
 Internal Bridges and Culverts Crossings
(Shura Island)

DOCUMENT
Contract No. R12-I21C01-CHC-PLN-PM-0001
Project Communication Plan NUMBER
R12-I21C01
REVISION 00
ISSUED BY CHEAC ISSUED DATE 4-Sep-22 5

Annexure – 1
Stakeholder Register
 Shura Internal Bridges and Culverts Crossings
Stakeholder Register
Stakeholder Register
Level of Level of
Stakeholder Name Class Role or Job title Phone numbers Email address Contract Information Comments and notes
Interest Influence
Xu Jie A (Key Stakeholder) High High Project Director (00966) 555073496 [email protected] R12-I21C01

Shi Xiaokang A (Key Stakeholder) High High Assistant Project Director (00966) 500684027 [email protected] R12-I21C01

Shi Zhibing A (Key Stakeholder) High High Project Manager (00966) 55 654 6058 [email protected] R12-I21C01

Naveed Anwar A (Key Stakeholder) High High Quality Director (00966) 509208905 [email protected] R12-I21C01

Ren Puzhao A (Key Stakeholder) High High HSE Director (00966) 53 909 2703 [email protected] R12-I21C01

Li Lin A (Key Stakeholder) High High Project Technical Director (00966) 59 540 1439 [email protected] R12-I21C01

Fang Dianpeng A (Key Stakeholder) High High Sr. Commercial Manager (00966) 58 210 8791 [email protected] R12-I21C01

Liu Chuanqi A (Key Stakeholder) High High Planning Director (00966) 503133560 [email protected] R12-I21C01

Zhang Lei A (Key Stakeholder) High High Sr. Construction Manager (00966) 50 313 2308 [email protected] R12-I21C01

Farhan Sajjad B (Key Stakeholder) High Low Quality Manager (00966) 581756222 [email protected] R12-I21C01

Ni Zihao B (Key Stakeholder) High Low Engineering Manager (00966) 50 313 8965 [email protected] R12-I21C01

Chen Wenming B (Key Stakeholder) High Low Design Manager - [email protected] R12-I21C01

Chen Longzhen B (Key Stakeholder) High Low Environmental Manager (00966) 55 653 4492 [email protected] R12-I21C01

Abdul Hameed B (Key Stakeholder) High Low Planning Manager (00966) 56 321 4748 [email protected] R12-I21C01

Roheel Bari B (Key Stakeholder) High Low Procurement Manager (00966) 58 368 0888 [email protected] R12-I21C01

Imran Wahab B (Key Stakeholder) High Low Health & Safety Manager (00966) 562571077 [email protected] R12-I21C01

Liu Ming Li C (Key Stakeholder) High Low Admin/HR Manager (00966) 505227957 [email protected] R12-I21C01

https://www.stakeholdermap.com Page 1 © T Morphy. stakeholdermap.com.

 Internal Bridges and Culverts Crossings
(Shura Island)

DOCUMENT
Contract No. R12-I21C01-CHC-PLN-PM-0001
Project Communication Plan NUMBER
R12-I21C01
REVISION 00
ISSUED BY CHEAC ISSUED DATE 4-Sep-22 6

Annexure – 2
Project Directory
 Project Directory CHEAC PROJECT DIRECTORY
TRS-SC-FTM-0003

Project Name : Shura Island - Internal Bridges and Culverts Project Code: R12-I21C01
S. No. Company Name Position Discipline Project Role Point of Contact Email Address Aconex Account/Name Office Tel. No. Contact No. Location

1 China Harbor Engineering Arabia Co. Zong Yu General Manager Management Management - - - - Head Office Khobar

2 China Harbor Engineering Arabia Co. Xu Jie Project Director Management Management - [email protected] Xu Jie (00966) 55 507 3496 Umluj - KSA

3 China Harbor Engineering Arabia Co. Shi Xiaokang Assistant Project Director Management Management - [email protected] Shi Xiaokang (00966) 50 068 4027 Umluj - KSA

4 China Harbor Engineering Arabia Co. Shi Zhibing Project Manager Management Management - [email protected] - (00966) 55 654 6058 Umluj - KSA

5 China Harbor Engineering Arabia Co. Naveed Anwar Quality Director Quality Quality - [email protected] Naveed Anwar (00966) 50 920 8905 Umluj - KSA

6 China Harbor Engineering Arabia Co. Farhan Sajjad Quality Manager Quality Quality - [email protected] - (00966) 58 1756222 Umluj - KSA

7 China Harbor Engineering Arabia Co. Usman Ghani Quality Supervisor Quality Quality - [email protected] - (00966) 58 352 9548 Umluj - KSA

8 China Harbor Engineering Arabia Co. Shoaib Shehroz Quality Inspector Quality Quality - [email protected] - (00966) 5590304691 Umluj - KSA

9 China Harbor Engineering Arabia Co. Zaka Ul Haq Quality Inspector Quality Quality - - - (00966) 55 319 5995 Umluj - KSA

10 China Harbor Engineering Arabia Co. Fang Dianpeng Sr. Commercial Manager Commercial Commercial - [email protected] Fang Dianpeng (00966) 58 210 8791 Umluj - KSA

11 China Harbor Engineering Arabia Co. He Shan Commercial Engineer Commercial Commercial - [email protected] - (00966) 50 712 4569 Umluj - KSA

12 China Harbor Engineering Arabia Co. Li Wenjin Commercial Engineer Commercial Commercial - [email protected] Li Wenjin (00966) 55 108 1335 Umluj - KSA

13 China Harbor Engineering Arabia Co. Khan Muhammad Commercial Engineer Commercial Commercial - [email protected] Khan Muhammad (00966) 55 471 3749 Umluj - KSA

14 China Harbor Engineering Arabia Co. Li Lin Technical Director Technical Technical - [email protected] Li Lin (00966) 59 540 1439 Umluj - KSA

15 China Harbor Engineering Arabia Co. Ni Zihao Engineering Manager Technical Technical - [email protected] Nizi Hao (00966) 50 313 8965 Umluj - KSA

16 China Harbor Engineering Arabia Co. Chen Wenming Design Manager Technical Technical - [email protected] - - Umluj - KSA

17 China Harbor Engineering Arabia Co. Xia Lujun Deputy Design Manager Technical Technical - [email protected] - - Umluj - KSA

18 China Harbor Engineering Arabia Co. Liu Chuanqi Planning Director Planning Planning - [email protected] Liu Chuanqi (00966) 50 313 3560 Umluj - KSA

19 China Harbor Engineering Arabia Co. Abdul Hameed Planning Manager Planning Planning - [email protected] Abdul Hameed (00966) 56 321 4748 Umluj - KSA

20 China Harbor Engineering Arabia Co. Zhang Lei Sr. Construction Manager Construction Construction - [email protected] - (00966) 50 313 2308 Umluj - KSA

21 China Harbor Engineering Arabia Co. Ren Puzhao HSE Director Health & Safety Health & Safety - [email protected] Ren Puzhao (00966) 53 909 2703 Umluj - KSA

22 China Harbor Engineering Arabia Co. Imran Wahab Health & Safety Manager Health & Safety Health & Safety - [email protected] Imran Wahab (00966) 56 257 1077 Umluj - KSA

23 China Harbor Engineering Arabia Co. Chen Longzhen Environmental Manager Environmental Environmental - [email protected] Chen Long Zhen (00966) 55 653 4492 Umluj - KSA

24 China Harbor Engineering Arabia Co. Roheel Bari Procurement Manager Procurement Procurement - [email protected] Roheel Bari (00966) 58 368 0888 Umluj - KSA

25 China Harbor Engineering Arabia Co. Yahya Ashraf Procurement Engineer Procurement Procurement - [email protected] - (00966) 58 255 7505 Umluj - KSA

26 China Harbor Engineering Arabia Co. Waqar Ahmad Khan Project Document Controller Project Information Project Information - [email protected] Waqar Khan (00966) 59 163 6097 Umluj - KSA

27 China Harbor Engineering Arabia Co. Turaab Hussain Quality Document Controller Project Information Project Information - [email protected] - (00966) 50 758 3526 Umluj - KSA

28 China Harbor Engineering Arabia Co. Khalil Nasser Marui Permitting & NOC’s Administration Administration - [email protected] - (00966) 56 682 6834 Umluj - KSA

29 China Harbor Engineering Arabia Co. Li Dexi Logistic Manager Logistics Logistics - [email protected] - (00966) 55 881 5678 Umluj - KSA

Project Directory (TRS-SC-FTM-0003)

Revision 00, Rev. Date 16-Apr-2019 Page 1 of 1
 Internal Bridges and Culverts Crossings
(Shura Island)

DOCUMENT
Contract No. R12-I21C01-CHC-PLN-PM-0001
Project Communication Plan NUMBER
R12-I21C01
REVISION 00
ISSUED BY CHEAC ISSUED DATE 4-Sep-22 7

Annexure – 3
Project Escalation Matrix
 Project Escalation Matrix

Person responsible Role Triggers when

Time Management Issues
Resources Related Issues
Project Planning Issues
Xu Jie Project Director
Managing and Communicating With Client Issues
Relationships with Key Stakeholders Issues
contracts Related Issues
Time Management Issues
Resources Related Issues
Project Planning Issues
Shi Xiaokong Associate Project Director
Managing and Communicating With Client Issues
Relationships with Key Stakeholders Issues
contracts Related Issues
Time Management Issues
Resources Related Issues
Project Planning Issues
Shi Zhibing Project Manager
Managing and Communicating With Client Issues
Relationships with Key Stakeholders Issues
contracts Related Issues
Project Documentation Related Issues
NCR & WIR Related Issues
Naveed Anwar Quality Director Observations Related Issues
Audit Related Issues
Commissioning and Handover Related Issues
Project Design Deliverables Isuues
Project Design Validations Issues
Issuance of RFIs and Solution Provision
Li Lin Project Technical Director
Issuance of Poject IFCs Specification
Issuance of Project IFC Drawings
Handling and maintaing the Technical Queries Issues
Daily, Weekly, Monthly Report Related Issues
Project Planning Related Issues
Project Scheduling Related Issues
Liu Chuanqi Senior Planning Manager Change Management Related Issues
Progress Monitoring Related Issues
Cost Loading Related Issues
Resource Loading Related Issues
Site Management Related Issues
Resources Related Issues
Zhang Lei Senior Construction Director Planning and Scheduling Related Issues
Relationships with Consultants Related Issues
NCR & WIR Related Issues
BOQ Related Issues
PO Related Issues
Equipment Mobilization Related Issues
Invoice Related Issues
Fang Dianpeng Senior Commercial Manager
Variation Order Related Issues
Cost Related Issues
Insurance Related Issues
Bonds Related Issues
ESIA related Issues
CESMP Related Issues
Ren Puzhao HSE Director Site Incidents Related Issues
Casualties Related Issues
Life Crucial Audit Related Issues
 Internal Bridges and Culverts Crossings
(Shura Island)

DOCUMENT
Contract No. R12-I21C01-CHC-PLN-PM-0001
Project Communication Plan NUMBER
R12-I21C01
REVISION 00
ISSUED BY CHEAC ISSUED DATE 4-Sep-22 8

Annexure – 4
Communication Management Plan
 CHEAC Project Communication Plan

Annexure – 4
Level of Level of Contract
Name Role Responsibilities Class Means of Communication Frequency of Meetings
Interest Influence Information
Communication including discussion meetings of major
projects millstone, Deliverable status, procurement
Approve the project agreements and • Weekly/Monthly progress
A (Key status, budget updates, and approval required,
Client Client plans, responsible for all resource’s High High R12-I21C01 review meeting.
Stakeholder) presentations, daily/weekly/monthly progress reports,
approval to the project.
briefings, weekly schedule updates, E-mails, Aconex
System.
Provides overall direction on the
project, secure resources for the Regular bilateral meetings, Intensive communication
project, confirm the project’s goals including pre-discussion meetings of regular project • Weekly/Monthly progress
Project Higher Project Steering A (Key
and objectives; keep abreast of High High R12-I21C01 updates, presentations, reports, daily/Weekly/Monthly review meeting.
Management Committee Stakeholder)
major project activities; make progress reports, weekly schedule updates, minutes of
decisions on escalated issues; and meetings, E-mails, Aconex System.
assist in the resolution of roadblocks.
Daily meeting, Intensive daily communication including • Daily kick-off meeting.
Package contractor and is pre-execution plan, work inspection request, issues, • 6 Month’s management
Project A (Key
Package Contractor responsible for overall execution & High High R12-I21C01 risks, alternatives, meetings of regular project updates, review meeting as per
Contractor Stakeholder)
approval of the project. minutes of meetings, daily progress reports, issue log requirements of quality
updates, letters, E-mails, Aconex System. standard ISO 9001:2015
Weekly meeting, daily communication including pre-
execution, inspection and supervision plan, work
Project Design Prepare the design form the main
A (Key inspection request, issues, risks, alternatives, meetings • Daily meeting.
Consultant & Supervision concept, design approval, and High High R12-I21C01
stakeholder) of regular project updates, minutes of meetings, daily • Monthly quality report
Consultant supervise the quality of all works.
progress reports, issue log updates, social media
groups, letters, E-mails, Aconex System.
Person who performs the day-to-day
management of the project and has
specific accountability for managing
Regular communication including, meetings with
the project within the approved
contractors, client and consultant, Regular project • Daily meeting.
constraints of scope, quality, time A (Key
Project Director Project Director High High R12-I21C01 updates, minutes of meetings, daily progress reports, • Weekly/monthly progress
and cost, to deliver the specified Stakeholder)
issue log updates, social media groups, letters, E-mails, meetings
requirements and deliverables. A
Aconex System.
person responsible for coordinating
and reporting to all key stakeholders
of the project.
Regular daily communication including, meetings with
Perform all the approved activities of
Project Team C (Positive project manager, regular project updates, issue log
Project HR the project as per directions of the High Low R12-I21C01 • Daily meeting.
Members Stakeholder) updates, social media groups, letters, E-mails, Aconex
project manager.
System.
Regulatory Licensing Authority and to provide B (Indirect Communication including pre- approval/Work permit
Local Authority Low High R12-I21C01 • As desired.
Authority the work permits Stakeholder) requirements, reports, letters.