Interface Management Plan

1. What is an Interface Management Plan?

The Interface Management Plan is often defined as the management of communication, coordination and responsibility across a common boundary of two parties, phases, or physical entities which are independent.

1.1 What is an interface?

An interface is a functional or physical connection at the boundaries of systems (or subsystems) that are intended to interoperate. It is also an interaction between project team
members (owner, designers, contractors, stakeholders, etc.) responsible for the delivery of
the project. On complex projects a seemingly minor miscommunication or misinterpretation can result in two elements of the project – each perfectly design – to be unusable as a combined system. Therefore, special attention should be given to the exchange of information between project team members to confirm that separately designed and constructed project elements will work together. The following interface types are typically encountered on infrastructure projects:

Construction interfaces require physical connection and tie-in points, such as structural steel connection, pipe termination, or cable connection.

Design interfaces involve exchange of information such as design criteria, clearance requirements or utility needs between project team members, or with an external party.

Scheduling interfaces occur when changes occur which affect the overall completion date for the network. It is especially important to manage these closely as they do not only require interface between contractor and its consultants, but also external agencies and authorities

Issues with critical interfaces have potential to negatively impact project performance, resulting in significant loss in schedule or capital.

1.2 Purpose

The Interface Management Plan shall provide a structured coordination and communication
guideline to control the exchange of information between the individual Contractors and/or
External Stakeholders for the project. This shall assure that the interfacing civil
works and the design packages parties implement relevant design attributes, standards,
and functional/performance/safety requirements across disciplines, in order to produce a
safe, constructible, cost effective, reliable, available, and maintainable.

The contractor will assure that the technical interfacing issues, both physical and functional,
identified as early as possible, managed, and controlled through:

Development and implementing of a design coordination process across disciplines and project boundaries;

Development, implementing and managing interface processes including authority approvals, which includes a schedule that describes the sequencing and milestones/deadlines for the interface work.

Development and maintaining of interface control documents that contain all interface criteria and evidence of agreements between interfacing parties.

1.3 Objectives

Provide immediate solution for any Tie-in Point mismatches.

Coordinate, and or initiate a meeting or workshop to stakeholders for any disagreed Tie-in Point location or Invert level.

Immediate action or implementation for any site queries on all new and existing Tie-in Points.

To have a 90 % closeout (satisfied TIP’s) of all ongoing Tie-in Points.

Effective exchange of technical information between the different stakeholders/packages.

2.0 Project Overview

2.1 Project Background

(Description of the Project goes in this section)

3.0 Scope

The different parties / stakeholder for the project are:

LREDC
PM/CM: Parsons
Supervision Consultant: Dorsch Qatar / Marafiq
The Design Build Contractor:
Al Jaber Engineering: CP07A-1B
Al Jaber & Partners: CP02, CP06B
Samsung: CP05B
WCT: CP07C-1B
HQ-JV: CP07A-1A
The Landscape Contractor:
Al Nakheel: CP10J
Al Jaber & Partners: CP10E1
N/A: CP07-A3
N/A: CP07-C4
N/A: CP07-C6
QRC
PEO
Ministry of Interior
Public Works Authority
Ministry of Environment
Qatar Civil Defense Department
Civil Aviation
Kahramaa
QNBN / Vodafone / Ooredoo
Local Authority and Third Party Stakeholders

4.0 Roles and Responsibilities

4.1 Interface Manager

1. Ensure that the Interface work process is implemented in accordance with the contract conditions.
2. Ensure that coordination with other disciplines is carried out.
3. Ensure that coordination with other Main Contractors from neighboring Projects and all relevant stakeholders is carried out and disputes are to be prevented (from Ground breaking, Commissioning
   until Turnover to Client).
4. Fully responsible to successfully manage, execute, complete and handover all work related to Interface works and Authority Approvals.
5. Approves the decision-making relating Interface works in consideration of top management instructions for effective execution. Overseeing issues and clashes then providing solutions.
6. Study and review all relevant drawings submitted by DAR, identify any technical issues and mismatches and coordinate any necessary changes.
7. Liaise with the client and consultant to convey progress of Interface works and obtain further clarification.
8. Ensure all technical aspects of the projects are strictly complied with and in conformity with Conditions of Contract, Specifications, Contract Drawings, BOQ, Standards and other relevant documents.
9. Attending regular coordination meetings and workshops to discuss underlying Interface issues and take corrective actions, also to guarantee their performance is in line with agreed design program documents.
10. Check the Technical accuracy of Interface team’s work.

4.2 Interface Coordinator

1. Ensure that coordination on a l l Interface works with other Contractors from neighboring Projects and all relevant stakeholders is carried out and disputes are to be prevented (from Ground breaking,
   Commissioning until Turnover to Client).
2. Study and review relevant Drawings submitted by DAR, identify any mismatches and clashes with neighboring stakeholders and coordinate any necessary changes.
3. Ensure all technical aspects of the projects are strictly complied with and in conformity with Conditions of Contract, Specifications, Contract Drawings, BOQ, Standards and other relevant documents.
4. Attending regular coordination meetings and workshops to discuss underlying Interface issues and take corrective actions, also to guarantee their performance is in line with agreed design program document
5. Ensure that coordination with other disciplines is carried out.
6. Preparing periodic reports of any vital information, records, variance, schedules and disputes regarding Interface works then reverting back to the Interface Manager for further proceedings.

4.3 Interface Coordinator (Authority Approval)

1. Obtain all necessary clearances, approvals and permissions in a timely approach from the statutory and local authorities during the execution of the project.
2. To ensure the timely submittal, processing and obtaining Authority approvals. (Samples, Shop Drawings, Design Details, Work Procedure, Method Statements, Schedules, Programs etc.)
3. Ensure all technical aspects of the projects are strictly complied with and in conformity with Conditions of Contract, Specifications, Contract Drawings, BOQ, Standards and other relevant documents.
4. Attending regular coordination meetings and workshops to discuss underlying Authority Approval and Interface issues then take corrective actions. Also to guarantee their performance is in line with agreed design program documents.
5. Ensure that coordination on Interface works with other Main Contractors from Neighboring projects and all relevant stakeholders is carried out and disputes are to be prevented (from Ground breaking, Commissioning until Turnover to Client).
6. Preparing periodic reports of any vital information and records regarding Authority Approval and other Interface works then reverting back to the Interface Manager for further proceedings.
   4.4 Interface Engineer
7. Ensure that coordination on all Interface works with other Contractors from neighboring Projects and all relevant stakeholders is carried out and disputes are to be prevented (from Ground breaking,
   Commissioning until Turnover to Client).
8. Study and review relevant Drawings submitted by DAR, identify any mismatches and clashes with neighboring stakeholders and coordinate any necessary changes.
9. Ensure all technical aspects of the projects are strictly complied with, and in conformity with Conditions of Contract, Specifications, Contract Drawings, BOQ, Standards and other relevant documents.
10. Attending regular coordination meetings and workshops to discuss underlying Electrical Interface issues and take corrective actions, also to guarantee their performance is in line with agreed design program documents.
11. Ensure that coordination with other disciplines is carried out.
12. Prepare Inspection Report (INR), to verify and revalidate stakeholders existing Tie-in Point.

*Attached Interface Organizational Chart (Appendix-1)

5.0 Interface Workflow

The Interface Workflow shows the procedures for the handling of the technical Interfaces
in the project.

Data Collection – Technical data collection from the various stakeholders, thru the overall Interface Data Register. The collected data (TIP location/Invert level) will be compared to approved Interface Data Register information.

Identification – Identification, monitoring and maintaining all technical Interfaces issues in an overall Interface Data Register.

Submission – After collating all related Interface information, checking of related-participants works and issuing for open communication via Aconex. Interface log will be submitted on any updated information based on our latest submitted drawings or documents.

Communication – Generate solutions among the Interface related participants, by providing meetings or workshops.

Implementation – Implementation of problem solution and tracking of status of all Interface issues. Inspection Report shall be provided for new and existing Tie-in Points. Existing Tie-in Points to be verified thru trial pits.

Closeout – When the Interface problem has been solved the efforts and the implementing problem solutions and resolution date must be updated in the Data Register. All agreed TIP (location / invert level) shall be marked as satisfied (highlighted in green) in the Status column of the Interface Data Register (IDR). Interface As-built Information will be reflected in the IDR and forwarded by consultant to the Client and PMCM respectively.

Interface Workflow Chart (Refer to Appendix-2)

6.0 Monitoring and Communication Tools

Monitoring and communication Tools for an efficient coordination among the involved
parties are as followed:

Interface Log / Interface Data Register
Tie-in Point Drawings
Site Interface Permit
Interface Coordinator
Interface Meeting

6.1 Interface Log

An overall Log to collect the various technical Data regarding the technical Interfaces from all
involved parties. The Interface log will be regularly updated by Contractors and resubmitted to the Interface Department. All technical Interfaces will be summarized in there to
control and monitor them throughout the whole construction process. The Interface Data
Register will be regularly submitted to the relevant contractors for reviewing of the technical
information regarding mismatches, potential clashes or concerns in any matters with other
CP’s/Contrator.

In case of any identifiable mismatches, clashes etc. It will be the responsibility of the contractor to coordinate with the other contractors regarding the same, and to assure efficient and orderly installation of each part of the works.

For monitoring purposes, the contractor should add his review comments in the applicable
column in the Interface Data Register and resubmit the same as per required date.

Any upcoming issues can be raised at Interface Meetings and consultant aiding for conflict
resolutions.

*Attach Interface Log (Refer to Appendix-5)

6.2 Tie-in Point Drawings

Based For each individual Service i.e. Storm Water, Potable Water, District Cooling, Telecom etc. the Contractor has to provide a Tie-in Point drawing. The drawing highlights the tie-in points into the adjacent systems of other parties. The drawing will be issued to all involved parties for information. The drawing will be the reference document for the Interface Data Register.

*Attach Tie-in Point Drawings (Refer to Appendix-7)

6.3 Site Interface Permit

The Interface Permit will coordinate the construction activities among the various stakeholders.
It is the contractor’s responsibility to coordinate his construction activities with the other
involved parties. The Interface Permit will be initiated by the contractor for his interface
construction activity and follow-up by the same.
The contractor needs to issue the Interface Permit for review and signatures to all involved
parties to obtain the final approval signature from the Permit Authority. Without the final
signature from the Permit Authority no construction activity will commence.

The Interface Permit is required for the following activities:

1. For any construction activities which is not within the Limit of Works (L.O.W.) of the Contractor.
2. To tie-in to an existing building, road works, or utility i.e. manhole, valve chamber, all types of utilities etc. with any kind of construction work.
3. To cross existing building, road works or utility i.e. manhole, valve chamber, all types of utilities etc. with any kind of construction work. The Interface Permit has the following documents attached:
4. Approved Method Statement for all construction activities referred on the Permit.
5. Approved Shop Drawings (Plan, Section & Layout).
6. Program of the construction activity.
7. All required permits from authorities/government departments/ utility owners. The Contractor must adhere to all requirement/comments made by involved parties or Permit Authority. The permit is valid until the expiration date only and thereafter must be renewed by the Contractor. Post activity sign off needs to be obtained by the Permit Authority.

*Attach Site Interface Permit (Refer to Appendix-3)

6.4 Interface Meetings

Interface Meetings will be held regularly. The meetings will be the flat form for raising issues
and concerns regarding any technical interface issue within the project. The meeting will be initiated by consultant. Invitation and MOM will be done by the same.

For any urgent cases or high risk cases Site Interface Meetings shall be coordinated by the
Contractor with the involved parties. Dorsch will assist if required.

7.0 Interface ID Number

7.1 Construction Phase

The ID numbering system is to coordinate all various tie-in points within the Lusail Project.
There will one individual ID number for each Tie-in point.

The ID number will be generated by Dorsch Interface Team and implemented in the Interface.

Data Register. Contractor shall use this number for their tie-in point drawings and coordination issues.

7.2 Design Phase

The ID Number will be consisting like this:
TIP – Tie-in Point
U/D – Wet Utility/Duct Network
XX – Services
Wet Service Utilities TIP-U-XX-0000
Duct Network TIP-D-XX-0000
Road Network TIP-RN-0000
Landscape TIP-RN-HS/FP-XXXX
Utility XX
Electrical : El
11kV Network : 11kV
66kV Network : 66kV
Potable Water/Fire Fighting : PW/FF
Storm Water : SW
Foul Sewer : FS
Irrigation : TSE
District Cooling : DC
Gas Network : Gas
Pneumatic Waste Collector : PWC
Telecom : TN
Extra Low Voltage : ELV
Security System Department : SSD
Intelligent Transport System : ITS
Traffic System Controller : TSC
Remote Terminal Unit : RTU
Remote Terminal Unit : RTU
Street Lighting : SL

8.0 Interface Data Register

The Interface Data Register was created by Dorsch Consultant (Interface Department) to control and monitor each individual Interface TIP within the project.

First stage, each contractor within the project need to fill their information, interface identifications, coordinates, material specification,stakeholder to be coordinated with, location and all relevant drawings.

With the provided information by the Contractor, Dorsch will implement it into the Interface Data Register and will allocate / control all the Tie-in Point Numbers on the IDR and on the Interface TIP drawings.

The information needs to be updated on weekly basis and to be sent to the consultant.

According to the received updates from the Contractor, consultant will review the changes, update the IDR accordingly and arrange for workshop “if required”.

Changes will be made to the Interface Data Register based on official Changing Log submitted by the Contractor.

The consultant will distribute the overall and individual IDR on weekly basis to all concerned individuals.

Each TIP has the following status (New, Ongoing and Satisfied).

New – The TIP is new in the IDR
Ongoing – The TIP is under review / needs a workshop
Satisfied – The TIP is matched with the other stakeholder

Once the work is completed for the TIP, the Contractor will provide an As
-built information form to be signed by the Contractor and checked and a
pproved by the Consultant.

The As-built information will be reflected in the IDR and forwarded by consultant to the Client and PMCM accordingly.

*Attach Interface Data Register (Refer to Appendix-6)

tag: # Interface Management Plan

Written by:

Jose S. Villegas is a seasoned professional and civil engineer in the construction industry with over 24 years of experience. He has worked on various construction projects ranging from small to large-scale projects. He has a deep understanding of the construction process, from quality to implementation and completion.