Kiruba SankarArea Coordinator Refinery Projects| Engineers India LimitedLagos, Nigeria
In project management, modifications during later stages of execution are often perceived as engineering/construction mistakes or defaults. However, these adjustments are frequently the result of project realities rather than errors. Addressing client concerns around modifications requires a nuanced explanation of why such changes are unavoidable in complex projects where these are not intended to.
For Example, in Medium and Large scale projects, often engineering, ordering of bulk items, tendering for construction works are carried out as concurrent works to save timeline in the overall lifecycle of a project. In such scenarios there will be involvement of multiple stake holders like multi-disciplinary team of Licensor, DECs, Vendor, PMC, Client etc. where in drawings were released with “hold” marks due to insufficient data at that point of time. This deviates from the normal flow of a process.
At one point of time the quantities of hold become huge and the receipt of data will be in different time in unplanned manner making it difficult to manage. This calls for deployment of separate dedicated engineering team to regularizing drawings subsequent to availability of required data.
Failing this necessitates the construction team to bear the additional work load leading to some adjustments during the course of the project. Though these are part of project evolution this leads to some minor modification works and are often construed as defaults by EPCM/PMC without analyzing.
High frequency of such modifications are encountered between the mechanical and instrument interface areas where in the details for instrumentation are available for incorporation in late stage of project.
Analyzing common cause:
Upon analyzing the common cause leading to the modification it has been concluded that that following are contributing factors.
Incomplete Data in Early Stages:
Engineering drawings are often issued with holds due to incomplete vendor data or site information. These holds are addressed sequentially as the project progresses. If these holds are huge in number, it spills to execution phase.
Vendor Deviations:
Vendors may supply equipment or instruments based on their standard practices rather than adhering strictly to the design basis.
These deviations sometimes only come to light during interface checks or later stages of execution.
Dynamic Project Conditions:
Site conditions, regulatory requirements, or operational constraints may necessitate some level of design adjustments during construction.
Project Exigencies:
Tight timelines and pressure to meet deadlines often lead contractors to prioritize speed over thoroughness in verifying designs or resolving holds.
These exigencies create a reactive environment, where discrepancies are addressed only when they surface during execution, leading to modifications.
Reduced Manpower:
Resource constraints, whether due to budget cuts or manpower shortages, significantly impact the ability of contractors to thoroughly check and coordinate interface issues. Though this is applicable in all stages of project, implementation level is often comes to greater notice as this is last stage of any work.
Reduced personnel may also lead to overburdened teams, resulting in oversight or inadequate attention to detail during implementation.
Lack of Interface Coordination:
Effective coordination between contractors, vendors, and engineering teams is vital but often overlooked.
Miscommunication or delays in resolving interface issues can cascade into discrepancies that only become evident at later stages, necessitating modifications.
Lack of coordination at end performer level due to the company’s not fostering in collaboration
Personal level characteristic issues often restrict interface coordination. Inclusive culture needs to be developed at levels & team needs to be fostered.
Balancing Client Expectations:
Systems and Processes:
Robust systems must be in place to minimize modifications by ensuring that holds are resolved and vendor deviations are identified early. Engineering has to religiously incorporate the vendor data in relevant drawings.
As a fool proofing last mile check, construction interface check systems are to be placed strictly before execution. Anticipated vendor interfaces are to be educated to OMC/Client/Contractor engineers to identify and correct in advance.
Client/PMCs and engineering teams should proactively address interface coordination gaps and unresolved holds before handing over the design to contractors as much as practicable.
Implementing systems like periodic reviews, enhanced communication channels, and digital tools for interface management can mitigate late-stage surprises.
Shared Responsibility & Accountability:
Modifications are often a result of collective lapses across vendors, contractors, and engineering teams. Communicating this shared accountability helps reduce friction.
While contractors are made contractually responsible for identifying and addressing discrepancies before execution, they must also be equipped with the necessary resources, data, and time to fulfill this responsibility.
While contractors are often at fault for overlooking their obligations, it’s also a shared responsibility to ensure that safeguards (like interface checks and follow-ups on holds) are robust and enforced.
Modifications, when arising from genuine oversights or unavoidable circumstances, should be viewed as a collaborative adjustment rather than a punitive action.
Holding contractors accountable is important, but it must be balanced with understanding the constraints they operate under.
Collaboration and Transparency:
Fostering a collaborative environment and maintaining transparency about the reasons for modifications build client trust.
Clients and PMCs should foster a collaborative environment where contractors feel supported rather than burdened by unaddressed issues from upstream processes.
A shared approach to resolving discrepancies early can reduce the likelihood of modifications and improve project outcomes instead of waiting for formal sequential steps.
Balancing Perspectives
Client’s Perspective:
Clients may feel they’re unfairly burdened with additional costs, leading to frustrations. This needs to be mitigated with transparency, documentation, and communication about the reasons for the modifications and their importance.
Contractor’s Perspective:
Contractors may feel pressured to deliver quickly and cut corners due to tight deadlines. Pardoning them reinforces collaboration but must be balanced with accountability.
Some professionals argue that repeatedly pardoning contractors for such oversights can set a precedent, encouraging lax behavior in future projects. Others see it as a necessary trade-off to maintain project timelines.
PMC’s perspective:
PMCs should act as neutral mediators, documenting everything, developing robust systems ensuring continuous improvement in processes to prevent such oversights in current as well as in future projects.
Some professionals targets PMCs perceiving it as their defaults in handling the projects creating unpleasant situations rather than accepting PMC acting on behalf of Owner with common goal to achieve.
Conclusion & Common understanding:
Every modification tells a story of adaptation and improvement, essential in navigating the challenges of delivering large-scale projects.
Modifications should be reframed as “enhancements or adaptations” necessary to deliver a safe, efficient, and functional project. Many believe that focusing on solutions instead of assigning blame fosters a healthier working relationship between all stakeholders. The goal is to maintain progress and ensure the project is delivered successfully. By focusing on solutions and the value added by these adjustments, we can shift the conversation away from blame and toward progress.
PMs Pragmatic approach in viewing the cost of holding up the project or litigating responsibilities far outweighs the cost of modifications and from a project continuity perspective, modifications shall often be pardoned, and clients typically bear the cost if they are vital to achieving the project's intended functionality and safety.
Also addressing client concerns is of prime importance with transparency, collaboration, and a commitment to learning ensures that such situations lead to stronger partnerships and better outcomes creating a win-win situation.
Using real time online digital tools in managing huge amount of structured data’s in all stages of Project Flow (Engineering, Construction and Commissioning) rather than using traditional excel sheets can foster ease of work and provides fool proofed working environment.
“Effective project governance relies on seamless cooperation among various stakeholders, showcasing how each entity contributes uniquely to the project's success. Treat all the stakeholders with due respect & you will feel the difference in project path of success”
Hope you enjoyed this real time practical scenarios in all the projects. I expect sharing your view points, your experience, to have a better common understanding.
Thank you for sharing such a comprehensive analysis of the complexities in project management.
Your insights on the need for modifications and the importance of collaboration among stakeholders resonate very well. It's refreshing to see a focus on transparency and shared responsibility, which are crucial for fostering trust and ensuring project success. I look forward to hearing more about your experiences and perspectives on this topic!
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1 reply by Kiruba Sankar
Feb 18, 2025 12:36 PM
Kiruba Sankar
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Thanks for your response in acknowledging the insights ... Surely I will do as advised.
I 'd love to hear your experience in this regard.
Thank you for sharing such a comprehensive analysis of the complexities in project management.
Your insights on the need for modifications and the importance of collaboration among stakeholders resonate very well. It's refreshing to see a focus on transparency and shared responsibility, which are crucial for fostering trust and ensuring project success. I look forward to hearing more about your experiences and perspectives on this topic!
Thanks for your response in acknowledging the insights ... Surely I will do as advised.
I 'd love to hear your experience in this regard. Saving Changes...
Kiruba SankarArea Coordinator Refinery Projects| Engineers India LimitedLagos, Nigeria
Feb 18, 2025 8:28 AM
Replying to Abolfazl Yousefi Darestani
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Thank you for sharing your insights!
Thank you too for acknowledging it. Have you come accross any such situation in your projects making you troublesome. Saving Changes...
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