PLC Functional Accountability Chart
17 Feb. 2023 Rev. 02

The Visionary
1. Create Company Vision & Culture
2. Innovation & Excellence
3. High Level Networking and Relationships
4. Joint Ventures & Consortiums
5. Creative / Problem Solving
6. Internship & Mentorship Program

External Consultants & Advisors
* Financial Auditors - Deloitte & Touche
* Tax Consultant - AKA
* Legal Counsel - Baker Estetieh

The Integrator
1. Create the Business Plan
2. Proft and Losses
3. Resource Utilization and Coordination
4. Special Projects
5. Create Value to Shareholders

A - To Get an Inquiry!

1. Determining Licensing & Contractor Classification requirements
- (End user, Owner: Administration)
* Company Commercial Licensing issuance & renewal
* Chamber of Commerce Registrations
* Contractor Classifications
* Engineer Certifications

2. Pre-qualification & Registration (Create & Update)
* PLC PreQuals Dossiers
* Registrations & Renewals, E Portals and Authorities
* PLC Company & Project Profile
* Project Executive Summary
* Tender & Project specific PreQuals

3. Sustaining Client Base
* Client Relations
* Customer Feedback
* Client satisfaction & Recommendation Letters
* Market Research Scouting & Analysis
* Joint Ventures & Consortium (End user, Owner: Contracts)

B - To Acquire a Project!

1 - Proposals & Estimation Department (Pre-award)
* Prepare, Estimate, Submit & negotiate Techno-commercial Tenders.
* Tender review multiple department (contracts, commercial, QHSE)
* Risk register
* Design & engineering Pre-bid
* Lead Tender Committee
* Tender List & updated Work Load report - The Business plan

2- Proposals & Estimation Department (Post Award)
* Present project to company departments
* Contract close out & Post Tender Clarifications (Owner: Contracts)
* Commercial, project Budget & Cash flow (Owner: Commercial)
* Project Finance & Insurance requirements (Owner: Finance)
* Project Pre-construction Action Plan

* Handover project file to operations department

3 - Execution 
* Subcontractor Nomination & Award
(Owner, Support Contract)

C - To Build & Grow

1. Media & Marketing (Internal & External )
* Sustain Company Culture
* Marketing Material / Website Updates / Social Media
* Advertisement & Promotions
* Branding / Image / External Marketing
* Event Management
* Internal Media works
* Completion Certificates & Reference Letters

2. BUSINESS ANALYTICS & STRATEGY
* Data systems and analytics
* Project analytics
* Business analytics
* Business strategy and growth plans
* Networking
* Key drivers of performance and identify areas of improvment

3. Innovation & Excellence
* Automation & Technology Advances
* Digital Transformation
* Implement new Best Practice initaitives (i.e Lean Construction / Six Sigma)
* New markets i.e. Renewable Energy
* ERP Management

A - Project Execution

A.1 - Project Management Scope
* Project Overview, Client, staff & suppliers relations
* Technical Management
* Contract, Commercial & Project Controls Administration
* Document Control
* Subcontract - (Identify, requirements, clear scope, technical details, commercial limitations, recommended companies) dispatch to Owner
* Construction NOC's^

A.2 - Construction Team
* Site Management
* Progress
* Suppliers Coordination
* Logistics^

A.3 - Project Administration
* Procurement
* Site store
* Staff Welfare
* Project Accounts

B. QHSE - Operations
Project Quality Control
Project HSE Control

B.1 - Supported by Governance Department 

1.  Project Quality Control
2. Project HSE Control
3. Quality Management (Q-plans, ITPS, Field Quality Control, Handover Documentation))
4. Health & Safety Management
5. Environment Management including NOC and Permits for Construction
6. Project Handover & Close Out Documentation
7. Customer Complaints, Feedback and Analysis

C - Survey Department

C.1 - Support all company projects
1.Control, upgrade & Update all survey assets (Owner PLCM)
2. Control, upgrade & update all Survey softwares
3. Manage all survey personnel in company
4. Distribute and coordinate survey works to all proejcts

A - Commercial

A.1 Proposals / Tendering / Estimation
*Pre-bid commercial clarifications (Owner)
* Project Budget & Cash flow & Upload to ERP (Owner)
* Project Finance & Insurance requirements (End User, Owner: Finance)

A.2 Execution
*Sub-contract management (Support: Contracts)
* Payment Tracking (IPA, IPC)
* Insurance & Bonds Tracking (Owner: Finance)
* Tracking & manage Project Cash flow (Owner, Support: Finance)
* Variations (identify, build up, prepare, submit, track & negotiate)
* Variation Tracker ( Create, Update)
* Budget update (review, approval, implement, update)
* Prolongation Claims (support, review, Submit & negotiate)
* Commercial claims (prepare, submit track & negotiate)

A.3 Close out / post operation (DLC)
(Continue till final project close out)
* Claims & Variations close out
* Subcontract management
* Final account valuation
* Maintenance period acting Company Rep.
* Final Project performance report
* Insurance & Bonds Close out(Owner: Finance)
* Close out client relation (Owner: Contracts)
* Handover project close out file to Management

B - Project Control

B.1 Proposals / Tendering / Estimation
* Project Budget & Cash flow (End user, Owner: Commercial)
* Up load project to ERP?? (End User, Owner: Commercial)
* Tender Program

B.2 Execution
* Cost control & Reporting (CTD, CTC)
* Planning & Reporting
* Delay analysis
* Change management internal & External 
* Variations (identify, report to commercial)
* Budget updates (Initiate, propose, implement?)
* Risk management
* Prolongation Claims (identify, build up, prepare, substantiate & update)
* Commercial claims (identify, build up)
* Productivity Analysis

B.3.1 Cost Elements
* Cost occurrence (Site/ Procurement/ Accounts/ Management)
* Cost Capturing
* Cost logging
* Cost analysis & Reporting

B.3 Close out / post operation (TOC)
(Exit @ a defined period post execution completion)
* Project Cost close out (define balance to general)
*Tally with finance
* Project performance report - interim
* Claims & Variations close out support

C - Contracts

C.1 Proposals / Tendering / Estimation
* Tender Review & Pre-bid Contractual clarification
* Report & Follow up Financial Requirements (Bonds & Insurances, Finance Agreement)
* Contract negotiation & Finalization & Post Tender Clarifications
* Joint Ventures & Consortium (Owner)
* Review & finalize LOI or LOA

C.2 Execution
* Sub-contractors (prepare agreement, track & negotiate)
* Contractual correspondence (Validate & Review)
* Variations & Claims (Identify, support recommend Contractual entitlement & submission)
* Variation Tracker ( Follow up)
* Risk management inputs
* Legal notices, client, sub-contractor, supplier, internal
* Contract Administration (correspondences, notifications, reports, meetings)

C.3 Close out / post operation (Collection)
(Continue till final project close out)
* Claims & Variations close out (Support, Owner: Commercial)
* Subcontract management (Support, Owner: Commercial)
* Close out client relation (Owner, Support: Commercial)
*Collection & Payment Management - Critical
* Arbitration, disputed close out

D - Company Contractual & Legal Matters

Business Contracts
Discuss, Draft, Review, Archive & Negotiate
* NDA, NCNDA, MOU, PO, consultancy, Assignment, Novation
* Joint Venture, Consortium, settlements, Pre-bid, Subcontract

Corporate Legal Counsel
• Legal Advice
• Appointment of third Parties
• Entity/ Branch establishment
Legal Disputes
• Notification till Judgment
• Liaise with third parties
• Corporate defense
• Corporate demands

Legal Support
• Police related issues
• Court related issues
• Labour related issues
• New legislation issues
• Legal writing

Administration

A - Human Capital Management - HR

A.1 HR Management
* Talent Acquisition / Recruitment / Onboarding
* Payroll, Leave & EOS Management
* Grievances Handling
* Update and Maintain Master Employee File
* Labour Law Compliance
* Nationalization Compliance
* Medical Insurance (End User, Owner: Finance)

A.2 Government & Authorities
* Company New Visa Quota
* Visa / Labour card / EID processing & Issuance
* Exiting Staff Handling
* WPS Compliance
* Labour Law Compliance

B - Administration & Welfare Management

B.1 Staff related Welfare Management
* Camps & Accommodation
* Food & Catering
* Transportation & Drivers
* Staff Relations

B.2 Administrative 
* Lease Management, offices, warehouses, Lands, Camps
* HO Assets & Consumables / HospitalityManagement
* Health Campaigns and Events
* Fleet Management, rentals & Ownership
* Telephones & Providers Management
* Leased property Maintenance

3. Government & Authorities (Owner)
* Company Commercial Licensing issuance & renewal
* Chamber of Commerce Registrations
* Contractor Classification
* Engineers Certification
* International Branches Legal matters (Contracts)
* Company Government relation
* Permits & NOC's General not site related
* CICPA ??

C. Document & IT Management

Head office & Sites IT
* Server Controls & Authorized Access
* Hardware and Software Asset Control
* Troubleshooting & Support to projects
* ERP Access Administration
* Digital Backup & Archiving
* E Mails
* Dropbox & Cloud Backup
* Biometric Access & Control

Company Sensitive Documents
Management & Archive

Finance

A - Department Head:
- Manage Financial Accounting Tasks (Reports / Budgets / Cash-flow / Funds)
- Manage Banks and bank relation
- Manage Investments (Internal / External)
- Oversees the day to day accounting activities and the department
- Assets & Inventory
- Insurance management (Option to hire an insurance specialist- Support)
- External Audit
- VAT & Taxation

A.1 Insurance (Negotiate with Provider & Support end user)
* Medical & Life Insurance (end user: HR)
* Properties, Office, warehouse, land ,leases (end User: Admin)
* Motor, Plant & Machinery (end user: PLCM)
* Marine related Marine Hull, P&I (end user: PLCM)
* Project Related, CAR & others (end user: Commercial)
* Workmen Compensation & Employee Liability (end user: Commercial)
* Insurance Claims follow up (Support end user in Coordination with Under writers)

B. Senior Accountant
- Monthly Closing
- Project Cost Reconciliation
- Oversees Petty Cash (Treasury)
- Accounts Receivables
- Accounts Reconciliation
- External Audit
- VAT & Taxation
- Oversees work of other accountants

C. Staff /Accountant / Clerks
- Data Entry
- Accounts Payable
- Handles Petty Cash
- Bank reconciliation
- Maintaining files

E. Interns (Option to get under this department)
- Assist in data entry
- Assist in filing
- Assist in other basic accounting task

D. Project Accountants
(Criteria to Appoint: For project that are, Overseas, Remote, duration, complexity, transactions numbers, taxation,...)
- Handling all accounts activities related to the assigned project
- Project cost reconciliation
- Accounts Receivable for the project
- Accounts Payable for the project
- Bank reconciliation for the project (incase the project has a separate account)

A - Procurement & Central Stores

A.1 Company & Project Procurement / purchasing
(Support All Departments)
* All Materials & Equipment Purchase
* Plant & Equipment Rentals
* Technical Services, fabrication & Maintenance
* Manpower Hireup to LPO - end user to handle further
* Camps & Welfare Hires
* Local Purchase Orders (end user: Commercial )
(Procurement / Purchase / Driver)

A.2 Central Stores Management
* Yard Area Management - Superivsion
* Central Stores Inventories
* Receipt, Storage, Control & Delivery to sites
* Logistics from Central Stores
* Scrap Decisions
(Central Stores coordinator, Store keepers)

B - MPD - Marine & Plant Department
(Asset Management)

B.1 - Fleet & Asset Administration

Vessels

B.1.1 Administration Tasks:
(Legally Operational)
B.1.1.1 Surveys & Inspections Coordination (A)
B.1.1.2 Vessels Document Control (B)
B.1.1.3 Registration, Renewals, Class, Certification,
Nav. License, Vetting, FTA & Authorities (A)
B.1.1.4 Insurance (C)
B.1.1.5 Crew management (Allocation, Documentation,
Allowances, HR Matters) (A)
B.1.1.6 Agency Appointment & Coordination (A)

B.1.2 Commercial - Chartering
B.1.2.1 PLC Fleet - Internal & External Charter - CPA's (D)
B.1.2.2 Market Fleet - Internal & External Charter - CPA's (D)
B.1.2.3 Invoicing Control & Collection (D)
B.1.2.4 Sale, Purchase & Mortgage of Assets (Mgmnt. Only)

Land Equipment
(Equipment, Assets & Vehicles)

B.1.3 Administration Tasks:
(Legally Operational)
B.1.3.1 Plant Document Control (B)
B.1.3.2 Registration & Renewals,
Certification, RTA & Authorities (A)
B.1.3.4 Insurance (C)
B.1.3.5 Operators & Drivers Mgmnt
(Allocation, Documentation,
Allowances, HR Matters) (A)

B.1.4 Commercial- Rental & Hire
B.1.4.1 PLC Fleet - Internal & External Hire (F)
B.1.4.2 Market Fleet - Internal & External Hire (F)
B.1.4.3 Invoicing Control & Collection (F)
B.1.4.4 Sale, Purchase & Mortgage of Assets (Mgmnt. Only)
B.1.4.5 Security pases & Permits (A)

B.2 - MPD, Yard & Workshops
(Physically Operational)

B.2.1 Vessels
B.2.1.1 Inspection of vessels, On hire & Off hire surveys
& Annual Surveys (G)
B.2.1.2 Dry Docking, Modification & Fabrication Coordination (G)
B.2.1.3 Vessel Vetting (G)
B.2.1.4 Preventive & Breakdown Maintenance (G)

B.2.2 Land Equipment & Assets
B.2.2.1 Inspection & Survey (H)
B.2.2.2 Modification, Branding & Fabrication (H)
B.2.2.3 Preventive & Breakdown Maintenance (H)

B.2.3 Yard & Workshops
B.2.3.1 Fabrication (H)
B.2.3.2 PLC Workshop (H)

B.2.4 Logistics management

B.2.4.1 Mobilization of Vessels
Vessel Clearances (D)

B.2.4.2 Mobilization Land Equipment & Assets
Security Passes ...(F)

B.2.4.3 Vessel Movement Management

B.2.4.4 General Logistics Support
Central Logistical support to all Departments & Projects
Central Stores Activity

D - PLCM Administration

D.1 Subcontract Acquisition & Support
Allocate, negotiate when needed major supply
subcontractors for project needs,
(Support Owner & end user: Commercial & contracts)

D.2 Insurance Management (End user) (C)
* Motor
* Marine related H&M and P&I
* Insurance Claims support & follow up
* In coordination with finance team

D.3 Department Admin
* Accounts
* HR

Corporate Governance & Systems

A - Governance & Systems 
1. Policies and Interpretation
2. IMS Documentation – Establish, Monitor, update and improve
3. IMS Training (Induction and IMS / Specialized / Need based Training - Internal & External)
4. Internal Audits
5. Third Party Certification - Coordination and Support
6. Assistance in Prequalification
7. Tender Stage QHSE Documentation Support
8. Second Party / Client Audit Coordination
9. Contract Award - QHSE Implementation & Close Out
10. Central Document Control - Monitor developed systems
(Corporate Governance Head (Support & Advisory Role) + Team

B - Support to Business Development & Strategy Department
B.1 - Pre-qualifications & Registrations(Business Growth Task)
1. Updated PQ Dossiers and Project Profiles
2. E-portal Registrations
3. Project specific PQ
4. Tender Stage PQ submissions
5. Periodic Updates
B.2 - Quality & HSE (Tender Stage)
1. Quality Plans
2. HSE Plans
3. Environmental Plans
4. QHSE Stats and Questionnaire Responses
5. Company PQ - capacity, competencies, current & past project information

C - Support Operations Department 
Quality & HSE (Post Award)
1. Quality Management (Q-plans, ITPS, Field Quality Control, Handover Documentation))
2. Health & Safety Management
3. Environment Management including NOC and Permits for Construction
4. Project Handover & Close Out Documentation
5. Customer Complaints, Feedback and Analysis

D - Support PLCM
MPD HSE
1. DWF Safety Cover
2. Environment Compliance
3. Hot Work Permits
4. Drills
5. HSE Assistance related to Vessel