Project management of backup power generators for a data centre in Poland
Scope
We were contracted to provide independent project management support for a power generation project, covering the design through to end-customer handover of four 3 MW diesel generators and one smaller 500 kW generator. These generators were procured by the end-customer for critical backup power at a major data centre in Warsaw, Poland.
We assigned one of our experienced project managers to the client’s project and proceeded to deploy our proven and versatile project delivery approach, tailored to align with the project’s unique requirements and our supporting role.
Challenges
Regulatory compliance: Adhering to Polish regulations required that generator fuel tanks be installed inside concrete bunkers, necessitating tight collaboration between various client and supplier engineering teams.
Scope and documentation alignment: Ongoing contractual scope alignment and technical documentation approvals posed the risk of unplanned project changes.
Risk and issue management gaps: There were no active risk and issue registers when we were first engaged on the project.
Change order delays: The change order approval process was being hindered by insufficient supporting evidence.
Limited project ownership: RJDP's role was supportive rather than leading, restricting the full deployment of our proven project management approach.
Our approach
Objective independence: We maintained our independence, ensuring our decision-making and advice was objective, data-driven, and solutions-focused.
Collaborative design meetings: We were instrumental in coordinating end-customer, supplier, and client engineering teams to ensure the fuel tank and concrete bunker designs were compatible. We controlled and documented the entire design process spanning several workshops, ensuring an issue-free tank installation on site.
Custom database development: We created databases to manage issues and documentation, aiding in resource prioritisation and improved stakeholder engagement.
Strategic scope management: We recognised the importance of quickly closing all ongoing contractural scope discussions during project execution. We were instrumental in achieving this by
providing decisive recommendations on stalled contractual items;
leading collaborative workshops with the client, suppliers, and end-customer teams;
maintaining a solution-focused dialogue and appropriate escalation levels.
Issue management: We played a key role in closing issues identified during the build up to a project critical generator test. We captured all issues affecting test sign-off, and collaborated with the manufacturer’s project management and quality teams to identify solutions and expedite their implementation.
Change order management: We consulted with suppliers to acquire substantiation for commercial change orders to support end-customer teams with their approval. We also shared our feedback on the change order process with the client’s management team to support future projects.
Benefits
Effective design coordination: By scheduling fuel tank design workshops, we effectively mitigated the risk of site issues when installing the tanks into their concrete bunkers.
Scope risk mitigation: We made a significant contribution to the closure of open contractural scope items, mitigating the risk of project changes. We proceeded to share several conclusions and recommendations with the client to support future scope alignment processes.
Quality improvements: Our team’s diligent approach to issue tracking and closure resulted in a notable reduction in defects per units when compared to previous projects.
Quick conflict resolution: Our data-driven and solutions-focused approach ensured amicable challenge resolution, safeguarding project scope, improving perception, and reducing risks.
Change order approvals: We increased the likelihood of change order approvals through better substantiation.
Summary
Throughout the project, RJDP’s involvement proved pivotal in harmonising multifaceted elements of the project and aligning them with the end-customer's expectations. From managing scope and resolving conflicts to fostering a culture of continuous improvement, RJDP’s commitment to excellence and support was evident at every phase. As a trusted project management consultancy, we are proud to have played a role supporting in supporting our client with the delivery of critical infrastructure to a major data centre in Warsaw.
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