Project Execution Plan (PEP)
- Sue Rocha
A Project Handover/Project Execution Plan is a document that outlines the entire scope of a project, including its objectives, timelines, budget, stakeholders, risks, and deliverables. It is a crucial document that ensures a smooth transition of a project from the planning phase to the execution phase. The Project Handover/Project Execution Plan acts as a blueprint for the project team to follow and provides a clear roadmap to achieve project success. It is essential to have a well-defined Project Handover/Project Execution Plan to keep everyone involved in the project on the same page and to ensure that the project is completed on time and within budget.
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PEP Form Permissions
| CREATE/ SUBMIT PEP | EDIT PEP | VIEW PEP | Download PEP | COMMENT ON PEP
| APPROVAL WORKFLOW for PEP |
Project Coordinator | NO | NO | YES | YES | N/A | N/A |
Safety | NO | NO | YES | YES | N/A | N/A |
Site Accountant 1 | NO | NO | YES | YES | N/A | N/A |
Site Accountant | NO | NO | YES | YES | N/A | N/A |
Superintendent 1 | YES | YES | YES | YES | N/A | N/A |
Superintendent | YES | YES | YES | YES | N/A | N/A |
APM | NO | YES | YES | YES | N/A | N/A |
PM - JV | YES | YES | YES | YES | N/A | N/A |
PM/CM | YES | YES | YES | YES | N/A | N/A |
Estimator | NO | NO | YES | YES | N/A | N/A |
Lead Estimator | NO | NO | YES | YES | N/A | N/A |
Ops Manager/ Sector VP | YES | YES | YES | YES | N/A | YES |
Area Manager | YES | YES | YES | YES | N/A | N/A |
Create New Project Execution Plan (PEP)
The Project Manager of Record and Superintendent of Record on a project will automatically have default access to start the PEP form.
Navigate to the Reports & Analytics > Project Reports, click the Create New button to begin a new PEP form.
Select Project Execution Plan from the drop down list.
To continue, click the Start button.
A new PEP Setup pop-up will be displayed.
Fill in the following mandatory fields:
Effective Date: The Effective Date is the cut-off date for loading snapshot data into the auto-populated fields.
Meeting Date: This is the scheduled date for the upcoming PEP meeting, where Project Manager will present the execution plan to the operations group.
Has the project team started working on site: Select Yes or No. Selecting yes will show additional fields related to site activities.
Click Create Report.
Project Information
Edit Report Information: The edit feature enables you to update the report’s information.
Altering the dates may result in changes to the existing data.
Open IPR/PMR in a new tab: Access the latest completed IPR or PMR by opening it in a new tab. This option will only be available if an IPR or PMR has been submitted.
Update in Project Information: You can utilize the Update Project Information feature to modify the Project Profile instantly, ensuring that the latest information is accurately reflected in the PEP report.
Tooltips
Throughout the PEP form, you will find tooltips that offer additional information about particular fields. Hover over the Tooltip to display further details.
Auto-Populated Data
Auto-populated data is pre-loaded based on effective date. When this data appears, it will be shown on a blue coloured background.
Override Auto-populated Data
Auto-populated are blue highlighted fields and are editable with the exception of project information (Read-only). When a value has been overridden, a blue dot will appear next to the modified entry. Hovering over the blue dot, the original value and its data source will be displayed for your reference.
Carry Forward Data
Yellow fields indicate that data has been carried over from the previous report, and you have the option to modify it. The yellow-colored background will disappear once you make changes to the carried-forward data.
Progress Bar and Section Completion Status
A progress bar will appear at the top left corner of the sidebar. It indicates the completion percentage of the report based on the total mandatory fields that have been filled in. When all mandatory fields are entered, the progress bar will reach 100%.
To quickly check the completion status of each section, you can look at the circle indicator next to the sections in the sidebar:
An empty circle means the section is 'Incomplete.'
A half circle indicates that the section is 'In Progress.'
A green circle or green checkmark means the section is 'Complete.'
Document Navigation
In the PEP form, you'll find buttons at the bottom of each section. These buttons let you either go back to the previous section or move forward to the next one.
Empty Fields
If you missed any mandatory fields, a pop-up will appear to complete all the necessary fields before you proceed.
Any mandatory fields that are left blank will be highlighted in red. Once you fill in those fields, the red highlighting will disappear.
Optional fields are indicated with optional label on it.
Submit PEP
After a form is completed and submitted, a notification will be automatically sent to the Operations Manager(s) and in the Toronto area Project Executive (Sector VP) for review.
Click Submit.
Click Got it.
The Submit button will remain disabled until all sections are completed.
Auto-Save and Session Expiration
PEP auto-saves data instantly when a user is editing a draft PEP.
If there is no activity in the form for a period of six hours, the system will become idle and the session will expire. To continue working, simply refresh the page. No progress will be lost, as the form is automatically saved in real time as a draft.
Project Reports Main View
The Project Reports landing page provides access to all project reports at various stages, including completed and draft reports. From this page, you can view, delete, and download a PDF version of the reports.
PDF Download
Anyone with view access to the report can download a PDF directly from the report page.
PDF Download: Choose Report Sections for Download
The PDF download feature allows users to choose specific sections of the report for downloading.
The PDF will exclude project report attachments, site picture thumbnails, and the overall comments section if it is empty.
There are enhancements in development for the future, which include integrating digital signature functionality.