Document Responsibility: Facilities Planning Department SAEP-1020 Issue Date: 1 May 2012 Next Planned Update: 1 May 2017 Capital Program Planning
1 Scope
This Saudi Aramco Engineering Procedure describes the steps necessary to establish and coordinate Budget Item (BI) information to be utilized in generating schedules and budget estimates in support of Saudi Aramco’s 5-year Capital Program.
2 Applicable Documents
The Facilities Planning Department (FPD) Capital Program Processing Schedule
(Planning Calendar) displays the various actions and events that are integral steps for Capital Program Planning. The Capital Program Processing Schedule is updated at various times each year and is located at FPD’s Sharek website in the “Planning Schedule” drop-down menu. The FPD Sharek site may be accessed by clicking on this link.
3 Instructions
The major organizational interfaces and responsibilities to generate the five-year Capital Program are the Proponent Administrative Areas, Long Range Planning Department, Facilities Planning Department, Project Management Office Department, and the Project Management Administrative Areas.
FPD is responsible for coordinating the Proponent/Business Line input. This includes a request, as well as definition and scope in a standard document entitled the Planning/Budget Brief. In addition, FPD is responsible for meeting with the Proponent organizations to review the scopes of potential new Budget Items and to establish their priorities, as well as to determine their impact on existing facilities. FPD establishes a cut-off date for Business Lines to submit potential new Budget Items for the Capital Program. This date is set early in the year to accommodate the development of the scopes, justifications, cost estimates, and schedules to properly formulate the Capital Program.
The Project Management Office Department (PMOD) is responsible for generating cost estimates, project schedules, construction agency assignments, cash flow, Capital Expenditure (CAPEX) reports and consolidating all Project Management data.
4 Responsibilities
Acronyms used in this section:
All Capital Program Stakeholders (All) Appropriation Requests (ARs)
Page 2 of 5 Document Responsibility: Facilities Planning Department SAEP-1020 Issue Date: 1 May 2012 Next Planned Update: 1 May 2017 Capital Program Planning
Board of Directors (Board)
Business Line (BL) Capital Programs and Budget Division of FPD (CP&BD) Corporate Staff (CS) Capital Program System (CPS) Executive Advisory Committee (EAC) Electronic Capital Automation Program (e-CAP) Facilities Planning Department (FPD) Long Range Planning Department (LRPD) Master Scheduling System (MSS) Management Committee (MC) Project Management (PM) Project Management Office Department (PMOD) Table Top Review (TTR)
The following steps are listed in the sequence in which they need to be accomplished, along with the organization primarily responsible for the task:
Open e-CAP system for proponents to submit new
4.1 CP&BD Appropriation Requests (ARs)
4.2 Submit ARs for current 5-year Capital Program BL
AR evaluation including scope, cost, and alternative
4.3 FPD evaluations
Provide study estimates and assign construction agencies
4.4 PMOD for new ARs
Review of evaluation summaries and submit positions on
4.5 FPD new ARs
4.6 Issuance of Business Plan Guidelines and Instructions LRPD
Open e-CAP system for proponents to submit add-on ARs
4.7 CP&BD driven by new Business Plan Guidelines
Page 3 of 5 Document Responsibility: Facilities Planning Department SAEP-1020 Issue Date: 1 May 2012 Next Planned Update: 1 May 2017 Capital Program Planning
Coordinate meetings between proponents, Business Line
4.8 Coordinators, and FPD to review add-on ARs and ARs with CP&BD issues
Provide PMOD with planning briefs, cost estimates and
4.9 FPD milestone dates for TTR
4.10 Review of 5-year Capital Program appropriations FPD/CS
Items remaining for further evaluation, with or without FPD 4.11 support, must be converted from AR to BI. FPD
4.12 Publish FPD positions to Business Line Coordinators CP&BD
4.13 Withdraw unsupported ARs from 5-year Capital Progam BL
4.14 Archive CPS database for EAC Review CP&BD
4.15 Archive MSS database for EAC Review PMOD
4.16 Conduct Table Top Review PMOD
Develop organization charts that reflect BI assignments to
4.17 Project Managers and Department Management Staff. This All PM provides a proper baseline for manpower loading, if needed.
Submit Capital Program appropriations and exhibits to
4.18 CP&BD LRPD
Submit EAC archive appropriations to Business Line
4.19 CP&BD Coordinators
4.20 Submit scheduling comments to CP&BD based on TTR PMOD
Distribute 5-year Capital Program EAC books to EAC
4.21 CP&BD members
Presentation to EAC of 5-year Capital Program
4.22 CP&BD appropriations
4.23 Archive CPS database for MC Review CP&BD
4.24 Archive MSS database for MC Review PMOD
4.25 Submit MC Capital appropriations and exhibits to LRPD CP&BD
Page 4 of 5 Document Responsibility: Facilities Planning Department SAEP-1020 Issue Date: 1 May 2012 Next Planned Update: 1 May 2017 Capital Program Planning
Submit MC archive appropriations to Business Line
4.26 CP&BD Coordinators
Distribute 5-year Capital Program MC books to MC
4.27 CP&BD members
Presentation to MC of the 5-year Capital Program
4.28 CP&BD appropriations
4.29 Review of the 5-year Capital Program appropriations MC
4.30 Schedule and cost updates for Board Review PMOD
4.31 Archive CPS data for Board Review CP&BD
4.32 Archive MSS data for Board Review PMOD
Submit Board archive appropriations to Business Line
4.33 CP&BD Coordinators
4.34 Submit Board Capital appropriations and exhibits to LRPD CP&BD
4.35 Meeting to review and approve the 5-year Capital Program. Board
Upon approval of the 5-year Capital Program, all PM
4.36 Departments, Proponent Administrative Areas, FPD and All PMOD will proceed with support of the Capital Program.
Revision Summary 1 May 2012 Revised the "Next Planned Update." Reissued with numerous revisions to reflect the increasing role of FPD’s Budget Division (CP&BD) in the Capital Program Planning process. Also, a hyperlink has been added to direct users to FPD's Sharek website, providing quick access to the current Capital Program Processing Schedule.
