Commissioning for project managers toolkit

Commissioning for
Project Managers
Toolkit
INDEX
Table of
Content
01 21
Introduction Case Studies: Project
Managers Leveraging
Commissioning
03 25
The Role of Commissioning Common Challenges and
in Project Success Solutions
06 30
Strategic Benefits of Early Practical Tips for Project
Commissioning Managers
10 34
Aligning Commissioning with Conclusion
Project Management Phases
16
Tools and Strategies for
Project Managers
Commissioning for Project Managers Toolkit
1. INTRODUCTION
Purpose of the Toolkit

Project management is about delivering successful outcomes, and commissioning is a critical
process that ensures your project’s systems, equipment, and processes perform as intended. The
Commissioning for Project Managers Toolkit equips you with the strategies and tools needed to
integrate commissioning into your project management workflow effectively. By adopting this
approach, you can enhance your control over project risks, timelines, and budgets, ultimately
delivering more reliable and efficient projects.
Who This is For

This toolkit is designed for project managers who:
• Want to better understand how commissioning impacts overall project success.
• Are looking for practical ways to incorporate commissioning early into their projects.
• Aim to reduce risks, avoid delays, and optimize costs while meeting project objectives.
Whether you are managing a small industrial upgrade or a complex megaproject, this toolkit
provides actionable insights to align commissioning with your project goals.
Key Objectives
By using this toolkit, you will:
• Understand the Value of Early Commissioning: Learn how integrating commissioning into
the earliest phases of a project sets the foundation for success.
• Gain Practical Insights: Discover how commissioning enhances risk management,

schedule control, and budget adherence.
• Use Proven Strategies and Tools: Access templates, trackers, and real-world case studies to
implement commissioning as a strategic tool.
Why Focus on Commissioning?

Commissioning is often underestimated or delayed until the final stages of a project, but this can
lead to costly issues, delays, and risks. By integrating commissioning from the start, project
managers can:
Industrial Commissioning Association 1

• Proactively identify and mitigate risks during design and procurement.
• Align system performance with project objectives and regulatory requirements.
• Streamline the transition from construction to operation, ensuring a smooth handover to

the end-user.
This proactive approach shifts commissioning from being a reactive process to a strategic tool that
enhances project outcomes.
How to Use This Toolkit

This toolkit provides a step-by-step approach to integrating commissioning into your project
management strategy. Each section offers:
• Insights: High-level understanding of commissioning’s role in project success.
• Strategies: Practical methods for aligning commissioning with project phases.
• Tools: Templates and trackers to simplify your workflow and improve collaboration.
• Real-World Examples: Case studies demonstrating the value of commissioning in action.
Your Role in Commissioning

As a project manager, you are uniquely positioned to:
• Champion Early Commissioning: Advocate for commissioning during planning and design
phases.
• Facilitate Collaboration: Align stakeholders, including engineering, construction, and

operations teams, around commissioning goals.
• Monitor Progress: Use commissioning milestones to track project performance and adjust
as needed.
By integrating commissioning into your management strategy, you can transform it from an
operational necessity into a key driver of project success.
What’s Next?
In the next section, we’ll explore how commissioning aligns with project management principles
and why it’s an essential tool for achieving better outcomes. Let’s dive in and see how
commissioning can elevate your role as a project manager!

2. THE ROLE OF COMMISSIONING IN PROJECT SUCCESS
Commissioning is a critical process that ensures systems, equipment, and processes meet design
specifications, operate reliably, and are ready for use. For project managers, commissioning
represents not just a technical phase but a strategic opportunity to drive project success by
proactively managing risks, aligning timelines, and optimizing budgets.
What is Commissioning?
Commissioning is the systematic planning, testing, and validation of systems and processes to
confirm they are ready for operation. It spans multiple phases, starting in the early stages of a
project and continuing through to system handover and performance verification.
Key objectives of commissioning include:
• Ensuring safety and compliance with industry standards and regulations.
• Verifying that all systems function as intended and meet performance benchmarks.
• Addressing and resolving issues before transitioning to full operation.
How Commissioning Aligns with Project

Management Principles
Commissioning and project management share common goals: minimizing risks, ensuring timely
delivery, and optimizing costs. By integrating commissioning into your project management
strategy, you can:
1. Proactively Manage Risks:
o Identify potential system failures or operational issues early in the project lifecycle.
o Develop mitigation strategies during design, procurement, and construction.
2. Streamline Timelines:
o Align commissioning activities with project milestones to avoid delays.
o Ensure that systems are ready for testing and handover when required.
3. Control Budgets:
o Avoid costly rework by resolving issues during earlier phases.
o Optimize resource allocation by integrating commissioning into project schedules.

Why Commissioning is Essential for Project

Success
Commissioning bridges the gap between construction and operation, ensuring that the systems
delivered meet stakeholder expectations and project requirements. Without proper
commissioning, projects are at greater risk of:
• Operational Failures: Unverified systems can result in safety incidents, downtime, or

performance issues.
• Delays: Poor planning of commissioning activities often leads to last-minute issues that
disrupt timelines.
• Cost Overruns: Addressing issues during or after start-up is significantly more expensive
than resolving them earlier.
Example: A power plant commissioning delay due to untested control systems can cost millions in
lost revenue for every day it’s not operational.
The Project Manager’s Role in Commissioning

As a project manager, your role in commissioning goes beyond scheduling and resource
allocation. You are responsible for ensuring commissioning is integrated into every phase of the
project lifecycle.
Key Responsibilities Include:
1. Planning and Integration:
o Incorporate commissioning requirements into the project scope during the FEED
phase.
o Align commissioning milestones with construction and operational timelines.
2. Stakeholder Alignment:
o Collaborate with engineering, construction, and operations teams to define

commissioning goals.
o Engage vendors and contractors early to ensure their support for commissioning
activities.
3. Monitoring and Oversight:
o Track commissioning progress against milestones.

o Address issues and risks as they arise to prevent delays or disruptions.
Pro Tip: By treating commissioning as a core project management function, you can position
yourself as a key driver of project success.
The Cost of Neglecting Commissioning

Delaying or underestimating commissioning can lead to significant risks for your project:
• Increased Costs: Issues discovered during start-up often require expensive fixes and can
extend project timelines.
• Reputational Damage: Failing to deliver systems that meet performance expectations

impacts client trust and stakeholder confidence.
• Operational Inefficiencies: Uncommissioned systems may not integrate properly, leading

to inefficiencies or failures during operation.
Example: In a renewable energy project, inadequate commissioning of grid connections caused

prolonged downtime, resulting in penalties and lost revenue.
Commissioning as a Strategic Tool

When approached strategically, commissioning offers tangible benefits to project managers:
• Reduced Risks: Early testing and validation identify and resolve issues before they escalate.
• Improved Predictability: Phased commissioning provides greater visibility into project

progress and reduces uncertainty.
• Enhanced Stakeholder Confidence: Demonstrating that systems meet safety and

performance benchmarks builds trust with clients and stakeholders.
By understanding and leveraging commissioning as a strategic process, you can enhance your
ability to deliver successful projects on time and within budget.
In the next section, we’ll dive deeper into the strategic benefits of early commissioning and how it
enables project managers to take control of risks, timelines, and costs effectively.

3. STRATEGIC BENEFITS OF EARLY COMMISSIONING
Integrating commissioning early in the project lifecycle transforms it from a final step to a strategic
tool that enhances project outcomes. By addressing commissioning from the start, project
managers gain greater control over risks, timelines, and budgets, setting the stage for seamless
execution and reliable operation.
Enhanced Risk Management

Early commissioning planning identifies potential risks when they are easiest and least expensive
to address.
Key Benefits:
• Identify Risks Early: Review designs and specifications for potential issues, such as system
incompatibilities or safety gaps, during the FEED phase.
• Develop Risk Mitigation Plans: Include commissioning-specific risks, such as delayed

vendor documentation or testing failures, in the project’s overall risk register.
• Proactively Resolve Issues: Catch and resolve problems during pre-commissioning and
testing rather than during start-up, when fixes are more disruptive and costly.
Example:
In a chemical processing plant, early functional safety assessments (FSA) identified a potential
control system failure mode. The design was adjusted during procurement, avoiding a costly
redesign during construction.
Improved Schedule Control

Commissioning activities aligned with the project schedule help prevent delays and ensure timely
project delivery.
Key Benefits:
• Realistic Scheduling: Build commissioning milestones into the project timeline from the
start, ensuring activities are planned and resourced.
• Phased Execution: Break commissioning into manageable phases—such as off-site testing,

pre-commissioning, and performance verification—each with clear deliverables and
deadlines.
• Prevent Bottlenecks: Ensure construction and commissioning teams are aligned to avoid
handover delays or conflicts over access to systems.

Example:
In a renewable energy project, including commissioning milestones in the master schedule
prevented delays in grid synchronization, enabling the wind farm to begin generating revenue
ahead of the contractual deadline.
Optimized Budget Management

Early commissioning planning avoids unexpected costs and ensures better resource allocation
throughout the project.
Key Benefits:
• Reduce Costly Rework: Testing systems early catches errors during design, procurement, or
construction, reducing expensive rework during start-up.
• Streamline Resources: Plan and prioritize commissioning activities to optimize the use of
personnel, vendors, and contractors.
• Avoid Penalties: Minimize the risk of project delays or non-compliance penalties by

addressing critical commissioning requirements proactively.
Example:
In a petrochemical facility expansion, vendor participation in factory acceptance testing (FAT)
identified design issues in critical equipment. Resolving these issues off-site saved over $1 million
in potential rework costs.
Increased Predictability and Transparency

Early integration of commissioning provides project managers with greater visibility into project
performance, enabling better decision-making.
Key Benefits:
• Clear Milestones: Commissioning milestones provide measurable progress indicators,

allowing you to track readiness and address delays.
• Data-Driven Decisions: Testing results provide insights into system performance,

highlighting areas that need improvement.
• Stakeholder Alignment: Regular updates on commissioning progress build confidence and

keep stakeholders informed.
Example:
A manufacturing facility’s phased commissioning approach included detailed reporting of system
performance at each milestone. This transparency enabled the project manager to secure client
approvals faster and maintain schedule momentum.

Strengthened Stakeholder Confidence

Early commissioning demonstrates a commitment to delivering reliable systems, earning trust and
support from stakeholders.
Key Benefits:
• Prove System Readiness: Early testing and documentation show that systems are on track
to meet operational requirements.
• Build Client Trust: Clients gain confidence in the project’s progress and outcomes when
commissioning is well-documented and aligned with their objectives.
• Engage Vendors and Contractors: Clear commissioning plans and expectations ensure that
all parties understand their roles and deliverables.
Example:
In a water treatment plant project, early commissioning reviews with the client provided assurance
that the facility would meet environmental compliance requirements, leading to a smooth
handover.
Long-Term Operational Benefits

Early commissioning planning not only benefits project delivery but also sets the foundation for
long-term operational success.
Key Benefits:
• System Reliability: Addressing performance and safety issues early ensures systems are
robust and reliable from the start.
• Efficient Handover: Comprehensive commissioning documentation simplifies the

transition to the operations team, reducing downtime.
• Regulatory Compliance: Early alignment with regulatory standards avoids delays and
ensures long-term compliance.
Example:
A natural gas power plant achieved a seamless start-up with minimal downtime due to early
commissioning planning, resulting in higher operational reliability and reduced maintenance costs
in its first year.
Key Takeaway

Commissioning is not just a technical task—it’s a strategic process that, when integrated early,
empowers project managers to deliver projects more efficiently, predictably, and cost-effectively.
By leveraging the benefits outlined above, you can enhance your role as a project manager and set
your projects up for long-term success.
In the next section, we’ll explore how to align commissioning with project management phases to
maximize its impact throughout the project lifecycle.

4. ALIGNING COMMISSIONING WITH PROJECT MANAGEMENT PHASES
To fully leverage commissioning as a strategic tool, it must be integrated into each phase of the
project lifecycle. This alignment ensures that commissioning activities contribute to overall project
success by addressing risks, timelines, and budgets proactively. Here’s how commissioning
connects with the key project management phases.
FEED (Front-End Engineering Design)

The foundation for commissioning success is laid during FEED, where the project scope, design,
and strategy are defined.
Key Actions for Commissioning:
• Define Commissioning Strategy:
o Establish clear commissioning objectives and milestones.
o Identify critical systems and performance benchmarks.
• Incorporate Commissioning Requirements into Design:
o Ensure designs facilitate testing, cleaning, and access for commissioning activities.
o Specify instrumentation and controls to align with operational needs.
• Develop the Initial Commissioning Plan:
o Include commissioning as a section of the project execution plan.
o Align commissioning timelines with construction and start-up milestones.
Deliverables:
• Draft commissioning strategy.
• Preliminary risk assessments and mitigation plans.
• High-level commissioning schedule integrated with the project timeline.
Procurement
Procurement ensures that design and construction groups selected for the project can meet
requirements necessary for successful commissioning.
• Specify Deliverables for Commissioning in Contracts:

o Include technical and project management requirements for commissioning in

design and construction contracts.
• Review Contractor Proposals:
o Review and confirm that design and construction resources have the necessary
skillsets and understanding of commissioning to deliver what is required for
commissioning success.
• Plan for Design and Construction Resources Participation:
o Plan for SME and construction support in off-site and on-site testing activities.
Deliverables:
• Procurement package (e.g., RFP, proponent proposals).
• Contract clauses specifying commissioning roles and responsibilities and milestones for
deliverables.
• Submittal list for contractor testing and support during commissioning.
Construction
As construction progresses, commissioning activities shift focus to verifying mechanical
completion and preparing systems for pre-commissioning.
• Monitor Mechanical Completion:
o Ensure systems are built according to specifications and ready for testing.
o Conduct initial inspections and create punch lists.
• Ensure Cleanliness and Preservation:
o Confirm that systems are protected from contamination and corrosion.
• Prepare for Pre-Commissioning:
o Coordinate with the construction team to align on turnover packages and

schedules.
Deliverables:
• Mechanical Completion Certificates (MCCs).
• Punch lists and resolution tracking.
• Turnover packages for pre-commissioning.

Pre-Commissioning
Pre-commissioning focuses on preparing equipment for system-level testing by validating their
readiness and integrity.
• Perform Equipment Level Checks:
o Complete pre-commissioning checklists for equipment level checks
• Calibrate Instruments and Equipment:
o Verify that instrumentation and controls meet design specifications.
• Review System Readiness:
o Ensure all necessary documentation, tools, and resources are available for
commissioning.
Deliverables:
• Pre-commissioning checklists.
• Completed calibration and test certificates.
• Updated punch lists with readiness verification.
Commissioning
Commissioning verifies that systems function as intended and integrates all components into
operational processes.
• Conduct Functional and Operational Testing:
o Validate system functionality under simulated operational conditions.
• Test Safety and Interlock Systems:
o Ensure that safety systems respond correctly in emergency scenarios.
• Integrate Systems:
o Confirm that all systems work together seamlessly to achieve project objectives.
Deliverables:
• Functional test results and reports.

• Updated commissioning progress tracker.
• Resolution of critical punch list items.
Start-Up
The start-up phase transitions systems from commissioning to full operational conditions, including
process fluids and live testing.
• Ramp Up to Operational Conditions:
o Gradually increase loads and introduce process fluids while monitoring

performance.
• Address Start-Up Issues:
o Resolve any problems encountered during the transition to stable operations.
Deliverables:
• Stable operations report.
• Documentation of start-up issues and resolutions.
Performance Verification
This phase validates that the systems meet performance, efficiency, and compliance benchmarks
under real operating conditions.
• Conduct Performance Testing:
o Test systems under normal operating conditions to confirm efficiency and

reliability.
• Ensure Regulatory Compliance:
o Validate that systems meet all safety and environmental standards.
Deliverables:
• Final performance reports.
• Regulatory compliance certificates.

Trial Operation
Trial operation involves running the systems continuously under live conditions to validate
stability and reliability.
• Monitor System Stability:
o Ensure uninterrupted operation over the trial period (e.g., 30 or 90 days).
• Address Operational Issues:
o Resolve any issues while maintaining operational conditions.
Deliverables:
• Trial operation completion report.
• Final punch list closeout.
System Handover
The final phase transfers the fully commissioned systems to the operations team for long-term use.
• Complete Final Documentation:
o Ensure all test results, certificates, and reports are compiled.
• Train Operators:
o Provide training sessions to prepare operators for system management.
• Facilitate Handover:
o Conduct a final review and issue handover certificates.
Deliverables:
• Handover documentation package.
• Operator training records.
• Final acceptance certificates.
Key Takeaway

By aligning commissioning with each project phase, project managers can integrate it seamlessly
into the project lifecycle. This proactive approach ensures risks are mitigated, schedules are
maintained, and budgets are optimized.
In the next section, we’ll explore the tools and strategies that enable project managers to
implement this alignment effectively.

5. TOOLS AND STRATEGIES FOR PROJECT MANAGERS
Integrating commissioning into project management requires practical tools and strategies that
help project managers streamline processes, ensure alignment, and maintain control over risks,
timelines, and budgets. This section provides actionable resources to support your role and
enhance project outcomes.
Commissioning Milestone Tracker

A commissioning milestone tracker helps project managers monitor progress and align activities
with the project schedule.
Features:
• Visual representation of commissioning milestones across project phases.
• Status indicators for key tasks, such as mechanical completion, functional testing, and
system handover.
• Integration with the overall project timeline.
How to Use:
1. Create a timeline with milestones for each commissioning phase.
2. Update milestone statuses regularly to track progress.
3. Use the tracker to communicate with stakeholders about current and upcoming activities.
Example:
A milestone tracker ensured alignment between construction and commissioning teams during a
petrochemical project, preventing delays in system turnover.
Risk and Issue Management Templates

Managing risks and issues is critical to avoiding delays and budget overruns. Risk and issue
management templates provide a structured way to identify, assess, and address potential
challenges.
Features:
• Fields for risk description, likelihood, impact, and mitigation strategy.
• Issue log to track problems, assign responsibilities, and monitor resolutions.
How to Use:

1. Populate the template with potential commissioning risks, such as equipment delays or
incomplete vendor documentation.
2. Assign ownership for mitigating each risk.
3. Use the issue log to track progress and ensure timely resolution.
Example:
A manufacturing facility used a risk template to identify delays in vendor testing and adjusted
schedules accordingly, avoiding downstream bottlenecks.
Budget Control Framework

Commissioning activities can impact project budgets significantly. A budget control framework
allows project managers to track and manage commissioning-related costs.
Features:
• Categories for commissioning expenses, such as testing equipment, vendor participation,

and contractor support.
• Cost variance tracking to identify and address budget overruns early.
How to Use:
1. Allocate budgets for each commissioning phase.
2. Track actual expenses against planned budgets.
3. Use variance data to adjust resources or reallocate funding as needed.
Example:
A power plant expansion project avoided budget overruns by monitoring commissioning expenses
and reallocating funds from non-critical tasks.
Stakeholder Communication Plan

Effective communication ensures all stakeholders are aligned on commissioning goals, progress,
and outcomes.
Features:
• Templates for progress updates, milestone reports, and risk summaries.
• Defined communication frequencies and channels for different stakeholder groups.
How to Use:

1. Develop a communication schedule, such as weekly updates for the project team and
monthly briefings for executives.
2. Use templates to standardize reporting formats.
3. Include a feedback loop to address stakeholder concerns and questions.
Example:
A water treatment project maintained stakeholder confidence by providing consistent updates on
commissioning progress and compliance status.
Vendor and Contractor Management Tools

Vendors and contractors play a vital role in commissioning, and effective management ensures
they meet their obligations.
Features:
• Contract clauses specifying commissioning deliverables, such as factory acceptance testing

(FAT) and documentation.
• Checklists for vendor and contractor performance reviews.
How to Use:
1. Clearly define commissioning requirements in contracts, including timelines and penalties

for non-compliance.
2. Conduct regular performance reviews to ensure vendors meet expectations.
3. Engage vendors early to align on commissioning schedules and deliverables.
Example:
In a renewable energy project, vendor participation in FAT was ensured through well-defined
contract clauses, resulting in smooth equipment integration on-site.
Digital Tools for Commissioning Management

Leveraging digital tools simplifies commissioning management and improves collaboration among
teams.
Recommended Tools:
• Project Management Platforms: Use tools like Microsoft Project to track commissioning
tasks and deadlines.
• Punch List Management Apps: Tools like CMS Software streamline issue tracking and
resolution.

• Collaboration Platforms: SharePoint or Google Workspace for centralized documentation

and updates.
How to Use:
1. Set up project phases, tasks, and milestones in the chosen platform.
2. Assign responsibilities and deadlines for commissioning activities.
3. Use real-time updates to monitor progress and resolve issues efficiently.
Example:
A petrochemical plant project used CMS Software to manage punch lists, ensuring issues were
resolved before system handover, reducing delays by 20%.
Prioritization Framework for Critical Systems

Focusing on critical systems first ensures commissioning activities are aligned with project
priorities and risks.
Features:
• Framework for ranking systems based on safety, compliance, and operational importance.
• Guidance for allocating resources to high-priority tasks.
How to Use:
1. Rank systems by criticality (e.g., High, Medium, Low).
2. Allocate testing and issue resolution efforts to high-priority systems first.
3. Reassess priorities regularly as commissioning progresses.
Example:
A refinery project prioritized safety systems during pre-commissioning, ensuring regulatory
compliance before operational testing began.
Training and Knowledge Transfer Tools

Effective training ensures operators and maintenance staff are ready to take over systems post-
commissioning.
Features:
• Training plans with schedules, objectives, and evaluation criteria.
• Documentation templates for operational procedures and manuals.

How to Use:
1. Include operator training as a deliverable in the commissioning plan.
2. Conduct training sessions during pre-commissioning or commissioning phases.
3. Evaluate readiness with tests or simulations and provide feedback.
Example:
A wastewater treatment project incorporated SCADA training into commissioning, enabling
operators to manage the system confidently from day one.
Key Takeaway
With the right tools and strategies, project managers can seamlessly integrate commissioning into
their workflow, ensuring risks are managed, schedules are maintained, and budgets are controlled.
In the next section, we’ll explore case studies that demonstrate how these approaches have been
successfully applied in real-world projects.

6. CASE STUDIES: PROJECT MANAGERS LEVERAGING COMMISSIONING
The following case studies highlight how project managers successfully integrated commissioning
into their project management strategies. These real-world examples demonstrate how early and
proactive commissioning enhances risk management, schedule control, and budget optimization.
Case Study 1: Avoiding Delays in an Oil

Refinery Expansion
Project Overview: A major oil refinery underwent an expansion to add a new processing unit,
requiring seamless integration with existing operations.
Challenge: The complexity of integrating new systems with legacy equipment posed significant
risks of delays and operational disruptions.
Commissioning Approach:
• Early Integration: The project manager included commissioning milestones in the master
project schedule during the FEED phase.
• Phased Testing: Factory Acceptance Testing (FAT) for critical equipment was completed
before delivery to ensure compatibility.
• Stakeholder Alignment: Regular communication with contractors and operations teams

ensured readiness for testing and turnover.
Results:
• The commissioning team resolved integration issues during FAT, avoiding rework on-site.
• Pre-defined milestones ensured on-time system start-up with no delays in production

schedules.
• The project manager reduced the risk of downtime by ensuring seamless coordination
between teams.
Case Study 2: Budget Control in a Renewable

Energy Project
Project Overview: A 100 MW wind farm required commissioning of turbines, grid connections,
and substation infrastructure.
Challenge: The project faced tight budget constraints, with limited room for unexpected expenses.

• Vendor Collaboration: The project manager included detailed commissioning

requirements in vendor contracts, such as testing protocols and on-site support.
• Optimized Resource Allocation: Prioritized commissioning of grid connections to prevent

delays in energy transmission readiness.
• Digital Tools: Used cloud-based punch list management tools to track and resolve issues
efficiently.
Results:
• Early vendor engagement minimized delays and reduced unplanned costs by 15%.
• The project manager delivered the project under budget, achieving cost savings of
$500,000.
• Phased commissioning allowed energy generation to begin earlier than expected,

increasing revenue.
Case Study 3: Risk Mitigation in a

Manufacturing Facility Upgrade
Project Overview: A manufacturing facility needed an upgrade to its automation systems to
increase production efficiency.
Challenge: Safety risks and potential downtime posed significant concerns during system
integration.
• Early Risk Assessment: The project manager conducted a Hazard and Operability
(HAZOP) study during the design phase, identifying high-risk areas in the automation
systems.
• System Prioritization: Focused on commissioning safety interlocks and emergency

shutdown systems first.
• Collaborative Testing: Worked closely with the vendor to execute integrated Factory
Acceptance Testing (IFAT) before delivery.
Results:
• Addressed safety risks early, ensuring compliance with regulatory standards.
• Prevented delays during start-up by resolving automation issues during pre-commissioning.
• The project was completed with no safety incidents and achieved a 20% reduction in
downtime during system start-up.

Case Study 4: Stakeholder Confidence in a

Water Treatment Plant Project
Project Overview: A municipal water treatment plant was upgraded to meet new environmental
compliance standards.
Challenge: The project had strict regulatory deadlines, and stakeholders were concerned about
potential delays.
• Transparent Reporting: The project manager provided regular updates to stakeholders,

using commissioning milestones to demonstrate progress.
• Regulatory Alignment: Ensured that commissioning activities prioritized compliance

testing, such as water quality and emissions monitoring.
• Operator Training: Conducted training sessions during commissioning to prepare the

operating team for system handover.
Results:
• The project met all regulatory deadlines, avoiding penalties.
• Stakeholder confidence increased due to the transparency of commissioning progress.
• The operating team was fully prepared to manage the upgraded systems upon handover.
Case Study 5: Accelerating Start-Up in a

Natural Gas Power Plant
Project Overview: A natural gas power plant required commissioning of turbines, heat recovery
systems, and control systems to begin commercial operation.
Challenge: The client prioritized achieving operational readiness to meet peak energy demand on
a tight schedule.
• Phased Execution: The project manager divided commissioning into manageable phases,
focusing first on the critical path systems.
• Integrated Testing: Coordinated vendor participation in on-site functional testing to

validate system compatibility.

• Issue Resolution: Used a punch list tracker to monitor and address issues in real time,
ensuring no delays.
Results:
• The power plant achieved operational readiness two weeks ahead of schedule, meeting the
client’s peak demand deadline.
• The phased approach reduced start-up issues, improving system reliability from day one.
• The project manager’s proactive coordination saved the client $1 million in potential delay
penalties.
Key Takeaways from the Case Studies

1. Start Commissioning Early: Planning commissioning activities from the beginning prevents
risks and delays.
2. Leverage Contractor and Vendor Collaboration: Engaging contractors and vendors early
ensures smoother testing and integration processes.
3. Use Digital Tools: Tools like punch list trackers and milestone schedules streamline
commissioning workflows.
4. Prioritize Safety and Compliance: Addressing safety systems and regulatory requirements
first ensures smooth handovers and avoids penalties.
5. Communicate Effectively: Transparent reporting builds trust with stakeholders and ensures
alignment across teams.
These case studies illustrate the transformative impact commissioning can have when strategically
managed by project managers.
In the next section, we’ll discuss common challenges faced during commissioning and practical
solutions to overcome them.

7. COMMON CHALLENGES AND SOLUTIONS
Even with careful planning, commissioning can present challenges that impact project risk,
timelines, and budgets. As a project manager, understanding these common challenges and having
strategies to address them can help you navigate the commissioning process successfully and
maintain control over your project.
Challenge 1: Misalignment Between Project and

Commissioning Teams
Commissioning often requires input from multiple teams, including engineering, construction, and
operations. Misalignment can result in delays, rework, and missed deadlines.
Solution:
• Foster Early Collaboration:
o Engage commissioning teams during the FEED phase to align on objectives and
milestones.
o Schedule regular coordination meetings throughout the project lifecycle.
• Use Shared Milestones:
o Integrate commissioning milestones into the overall project schedule to ensure

alignment between teams.
• Leverage a Centralized Platform:
o Use digital tools like Microsoft Project or Primavera P6 to track progress and
facilitate collaboration across teams.
Example:
In a chemical plant project, a shared milestone tracker ensured that the construction team
completed mechanical systems on time for pre-commissioning, avoiding a two-week delay.
Challenge 2: Underestimating Commissioning

Complexity
Commissioning is a multifaceted process that often requires specialized knowledge, which can be
underestimated during project planning.
Solution:
• Develop a Detailed Commissioning Plan:

o Break down commissioning into phases, such as pre-commissioning, functional

testing, and performance verification.
o Include detailed task lists and resource requirements for each phase.
• Allocate Adequate Resources:
o Ensure the commissioning team has the expertise, tools, and vendor support
needed to execute tasks efficiently.
• Start Commissioning Discussions Early:
o Address commissioning requirements during design and procurement phases to

reduce complexity during execution.
Example:
A power plant avoided costly delays by including commissioning specialists in the procurement
phase to review equipment specifications and testing requirements.
Challenge 3: Delays Due to Contractor and

Vendor Non-Compliance
Contractors and vendors failing to meet contractual obligations, such as providing documentation
or participating in testing, can disrupt commissioning schedules.
Solution:
• Include Commissioning Deliverables in Contracts:
o Clearly define vendor responsibilities, including FAT, on-site testing, and

documentation handover.
o Include penalties for non-compliance to enforce accountability.
• Maintain Vendor Engagement:
o Schedule regular progress reviews with vendors to ensure they stay on track.
o Assign a point of contact to manage communication and resolve issues promptly.
Example:
In a renewable energy project, including detailed FAT deliverables in vendor contracts ensured all
testing was completed before equipment was delivered to the site.
Challenge 4: Punch List Overload

An extensive punch list at the end of commissioning can delay start-up and increase costs.

Solution:
• Create a Rolling Punch List:
o Address issues as they are identified during construction and pre-commissioning

rather than waiting until the end of the project.
• Categorize Issues by Priority:
o Focus on resolving high-priority issues that impact safety and functionality first.
• Use Digital Tools:
o Implement CMS Software to monitor and close issues in real-time.
Example:
A manufacturing facility reduced its commissioning punch list by 30% by addressing issues during
pre-commissioning and updating the list daily.
Challenge 5: Miscommunication with

Stakeholders
Lack of clear communication about commissioning progress and outcomes can lead to
misunderstandings and misaligned expectations.
Solution:
• Develop a Stakeholder Communication Plan:
o Identify stakeholders and their information needs, such as progress reports or test
results.
o Schedule regular updates and provide standard reporting formats.
• Use Transparent Reporting:
o Share commissioning milestones and test results to demonstrate progress and build
trust.
• Address Concerns Promptly:
o Create a feedback loop to respond to stakeholder questions and concerns in real-

time.
Example:
In a water treatment project, regular progress reports using a milestone tracker helped reassure
municipal stakeholders that the project was on track to meet compliance deadlines.

Challenge 6: Overlooking Safety During

Commissioning
Safety is a top priority during commissioning, but insufficient focus on safety protocols can lead to
accidents or regulatory violations.
Solution:
• Implement a Commissioning HSE Plan:
o Develop a Health, Safety, and Environment (HSE) plan specifically for

commissioning activities.
• Conduct Safety Reviews:
o Perform Pre-Start-Up Safety Reviews (PSSR) to ensure systems are safe to operate
before start-up.
• Provide Safety Training:
o Train commissioning teams on safety protocols, including emergency response

procedures.
Example:
A petrochemical project avoided safety incidents by conducting a comprehensive PSSR,
identifying and addressing hazards before introducing process fluids.
Challenge 7: Regulatory Compliance Delays

Failure to meet regulatory requirements can delay system handover and result in penalties.
Solution:
• Align Early with Regulatory Standards:
o Include compliance testing as part of the commissioning plan.
o Engage regulatory agencies during pre-commissioning to confirm requirements.
• Document Compliance Thoroughly:
o Maintain detailed records of test results and inspections to demonstrate

compliance.
Example:
A natural gas facility secured timely regulatory approvals by scheduling compliance tests during
pre-commissioning and sharing results with the local authority.

Key Takeaways
• Plan Early: Address commissioning requirements from the start to reduce complexity and
risks.
• Communicate Effectively: Keep teams and stakeholders aligned with regular updates and
transparent reporting.
• Leverage Tools: Use digital solutions to streamline tracking, reporting, and issue resolution.
• Prioritize Safety and Compliance: Ensure that safety and regulatory requirements are
integrated into commissioning activities.
By anticipating these challenges and applying these solutions, project managers can ensure
commissioning remains a smooth and controlled process.
In the next section, we’ll explore practical tips to help project managers maximize the benefits of
commissioning in their projects.

8. PRACTICAL TIPS FOR PROJECT MANAGERS
To maximize the benefits of commissioning and ensure project success, project managers can
adopt specific strategies and best practices. These tips will help you navigate commissioning with
confidence, maintain control over risks, schedules, and budgets, and deliver systems that meet
performance expectations.
Start Commissioning Early

Integrating commissioning from the beginning of the project sets the foundation for success.
What to Do:
• Incorporate Commissioning in FEED: Define commissioning objectives and milestones

during the planning phase.
• Align with the Project Charter: Ensure commissioning is a formal part of the project scope
and schedule.
• Engage Stakeholders Early: Involve engineering, construction, and operations teams in

defining commissioning goals.
Why It Works: Early planning reduces risks, aligns stakeholders, and ensures commissioning
activities are prioritized throughout the project lifecycle.
Focus on Critical Systems

Prioritize high-risk or high-impact systems to ensure they are commissioned effectively before less
critical components.
What to Do:
• Identify Critical Systems: Rank systems based on their importance to safety, compliance,
and operations.
• Allocate Resources Strategically: Assign experienced personnel and adequate resources to

these systems first.
• Test Early and Often: Conduct initial testing during pre-commissioning to address potential
issues proactively.
Why It Works: Focusing on critical systems ensures safety and functionality, reduces bottlenecks,
and minimizes overall project risks.

Leverage Tools and Templates

Use standardized tools and templates to simplify commissioning tasks and improve efficiency.
What to Do:
• Use Checklists: Ensure consistency and thoroughness with pre-commissioning and

commissioning checklists.
• Track Progress Digitally: Use CMS Software for punch list and milestone tracking.
• Standardize Documentation: Templates for test plans, reports, and compliance records
streamline documentation and reduce errors.
Why It Works: Tools and templates save time, reduce administrative burdens, and ensure teams
follow consistent processes.
Communicate Effectively
Clear and consistent communication keeps all stakeholders aligned on commissioning progress
and challenges.
What to Do:
• Develop a Communication Plan: Define how and when updates will be shared with
stakeholders.
• Share Milestone Updates: Provide regular reports on progress, test results, and issue
resolution.
• Encourage Feedback: Create opportunities for stakeholders to raise concerns and ask
questions.
Why It Works: Effective communication builds trust, reduces misunderstandings, and ensures
everyone remains focused on project goals.
Monitor and Adapt

Projects are dynamic, and commissioning plans may need adjustments to accommodate changes
or challenges.
What to Do:
• Track Key Metrics: Monitor commissioning milestones, test results, and punch list
completion rates.

• Anticipate Delays: Identify potential bottlenecks early and adjust schedules to avoid
disruptions.
• Implement a Feedback Loop: Use insights from earlier phases to refine processes and
resolve recurring issues.
Why It Works: Flexibility in execution ensures commissioning stays on track even when
unexpected challenges arise.
Ensure Vendor and Contractor Accountability

Vendors and contractors play a crucial role in commissioning. Ensuring their engagement and
accountability is essential.
What to Do:
• Define Roles Clearly: Include detailed commissioning responsibilities and deliverables in

contracts.
• Conduct Regular Reviews: Hold progress meetings with vendors and contractors to track
deliverables.
• Use Incentives or Penalties: Enforce contractual terms to ensure contractors and vendors
meet deadlines and quality standards.
Why It Works: Holding vendors and contractors accountable ensures timely completion of
commissioning activities and reduces delays.
Prioritize Safety and Compliance

Safety and regulatory compliance are non-negotiable priorities during commissioning.
What to Do:
• Implement HSE Protocols: Develop and enforce a Health, Safety, and Environment (HSE)
plan specific to commissioning.
• Conduct Pre-Start-Up Safety Reviews (PSSR): Verify system safety before start-up.
• Document Compliance Thoroughly: Maintain detailed records of tests, inspections, and

approvals for regulatory submissions.
Why It Works: Focusing on safety and compliance avoids incidents, ensures regulatory approval,
and builds stakeholder confidence.

Build Relationships
Strong relationships with stakeholders, team members, and vendors are vital for successful
commissioning.
What to Do:
• Foster Team Collaboration: Encourage open communication and collaboration among

commissioning, construction, and operations teams.
• Engage Stakeholders: Keep clients, regulators, and other key stakeholders informed and
involved.
• Provide Support: Offer training and guidance to team members to build confidence and
expertise.
Why It Works: Strong relationships create a supportive environment that facilitates problem-
solving and alignment on project goals.
Key Takeaways
• Plan Early: Start commissioning activities during the FEED phase to integrate them
seamlessly into the project lifecycle.
• Stay Flexible: Monitor progress and adapt plans to address challenges proactively.
• Communicate Clearly: Keep stakeholders informed with regular updates and transparent
reporting.
• Focus on Value: Prioritize safety, critical systems, and accountability to ensure

commissioning drives project success.
By adopting these practical tips, project managers can maximize the strategic benefits of
commissioning and deliver successful projects with greater confidence.
In the next section, we’ll summarize the key takeaways from this toolkit and provide actionable
next steps for project managers.

9. CONCLUSION
Commissioning is more than a technical process—it’s a strategic tool that empowers project
managers to reduce risks, maintain control over schedules, and optimize budgets. By integrating
commissioning early and aligning it with project management principles, you can deliver
successful projects that meet or exceed stakeholder expectations.
Key Takeaways
1. Start Early: Incorporating commissioning during the FEED phase sets the foundation for
seamless execution.
2. Prioritize Safety and Critical Systems: Focusing on high-priority systems ensures safety,
compliance, and operational reliability.
3. Leverage Tools and Templates: Simplify workflows and ensure consistency with
standardized tools.
4. Communicate Effectively: Transparent and regular communication builds trust and keeps
stakeholders aligned.
5. Adapt and Monitor: Stay flexible and address challenges proactively to keep
commissioning on track.
Your Role as a Project Manager

As a project manager, your ability to integrate commissioning into the project lifecycle positions
you as a key driver of project success. By championing early commissioning, fostering
collaboration, and maintaining accountability, you can ensure that systems perform as intended
and that projects are delivered on time and within budget.
Actionable Next Steps

1. Incorporate Commissioning into Your Next Project: Begin by defining commissioning
objectives and milestones during project planning.
2. Use This Toolkit: Apply the tools, templates, and strategies provided to streamline
commissioning workflows.
3. Engage Your Team: Align engineering, construction, and operations teams around
commissioning goals to ensure a cohesive approach.

4. Learn and Improve: Reflect on lessons learned from each project to refine your
commissioning strategies and drive continuous improvement.
Final Thought
Commissioning isn’t just a phase—it’s a mindset. When embraced early and managed
strategically, it transforms project delivery, ensuring reliability, safety, and long-term operational
success. As a project manager, you have the tools and strategies to make commissioning a core
component of your project management approach.
The ICA Global Commissioning Standard provides the framework to guide your efforts. Now, it’s
your turn to take action, integrate commissioning into your projects, and achieve exceptional
results.
Start today—your project’s success depends on it.

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Commissioning for

Purpose of the Toolkit

Who This is For

• Want to better understand how commissioning impacts overall project success.

• Gain Practical Insights: Discover how commissioning enhances risk management,

Why Focus on Commissioning?

Industrial Commissioning Association 1

• Proactively identify and mitigate risks during design and procurement.

• Align system performance with project objectives and regulatory requirements.

• Streamline the transition from construction to operation, ensuring a smooth handover to

How to Use This Toolkit

• Insights: High-level understanding of commissioning’s role in project success.

• Strategies: Practical methods for aligning commissioning with project phases.

• Real-World Examples: Case studies demonstrating the value of commissioning in action.

Your Role in Commissioning

• Facilitate Collaboration: Align stakeholders, including engineering, construction, and

Industrial Commissioning Association 2

2. THE ROLE OF COMMISSIONING IN PROJECT SUCCESS

Key objectives of commissioning include:

• Ensuring safety and compliance with industry standards and regulations.

• Addressing and resolving issues before transitioning to full operation.

How Commissioning Aligns with Project

1. Proactively Manage Risks:

o Develop mitigation strategies during design, procurement, and construction.

o Align commissioning activities with project milestones to avoid delays.

o Avoid costly rework by resolving issues during earlier phases.

o Optimize resource allocation by integrating commissioning into project schedules.

Industrial Commissioning Association 3

Why Commissioning is Essential for Project

• Operational Failures: Unverified systems can result in safety incidents, downtime, or

The Project Manager’s Role in Commissioning

Key Responsibilities Include:

1. Planning and Integration:

o Align commissioning milestones with construction and operational timelines.

o Collaborate with engineering, construction, and operations teams to define

3. Monitoring and Oversight:

o Track commissioning progress against milestones.

Industrial Commissioning Association 4

o Address issues and risks as they arise to prevent delays or disruptions.

The Cost of Neglecting Commissioning

• Reputational Damage: Failing to deliver systems that meet performance expectations

• Operational Inefficiencies: Uncommissioned systems may not integrate properly, leading

Example: In a renewable energy project, inadequate commissioning of grid connections caused

Commissioning as a Strategic Tool

• Improved Predictability: Phased commissioning provides greater visibility into project

• Enhanced Stakeholder Confidence: Demonstrating that systems meet safety and

Industrial Commissioning Association 5

3. STRATEGIC BENEFITS OF EARLY COMMISSIONING

Enhanced Risk Management

• Develop Risk Mitigation Plans: Include commissioning-specific risks, such as delayed

Improved Schedule Control

• Phased Execution: Break commissioning into manageable phases—such as off-site testing,

Industrial Commissioning Association 6

Optimized Budget Management

• Avoid Penalties: Minimize the risk of project delays or non-compliance penalties by

Increased Predictability and Transparency

• Clear Milestones: Commissioning milestones provide measurable progress indicators,

• Data-Driven Decisions: Testing results provide insights into system performance,

• Stakeholder Alignment: Regular updates on commissioning progress build confidence and

Industrial Commissioning Association 7