Section 1
What Is a Catch-Up Plan?
A catch-up plan (also called a recovery programme or acceleration schedule) is a formal written document submitted by a Contractor or Consultant to the Client (RAB) explaining how they intend to recover lost time or progress and return to the approved project baseline schedule.
It is NOT a verbal assurance. It must be a written, signed, dated document submitted through official channels and acknowledged by the Supervision Consultant.
It IS a contractual obligation. Most FIDIC and RAB contracts include a clause requiring the contractor to submit a recovery programme when progress is behind.
Timeline: The Contractor typically has 7–14 days after a written notice to submit the catch-up plan for review and approval.
In the RAB Irrigation CDAT context, a catch-up plan is triggered when the Physical Actual % (column P in the BOQ or the site's execution progress) falls significantly behind the Physical Planned % (column O), creating a negative Physical Variance % (column Q).
Section 2
When Should a Catch-Up Plan Be Requested?
A catch-up plan should be requested proactively — not only when a project is severely delayed. The table below maps key trigger events to the required response:
Early Warning — Monitor Closely
Physical Variance % is between −3% and −5%. Progress is slightly behind. Issue a verbal or written early warning to the contractor. No formal catch-up plan required yet, but the supervisor should flag it in the site report and increase inspection frequency.
📍 Variance: −3% to −5%
First Written Notice — Informal Catch-Up Required
Physical Variance % reaches −5% to −10%. Issue a formal written notice (Site Instruction or Letter) to the contractor requiring a written catch-up plan within 7 days. The plan must explain causes and propose revised weekly targets.
⚠ Variance: −5% to −10% · Deadline: 7 days
Formal Notice — Mandatory Catch-Up Plan
Physical Variance % is −10% to −20% or a key milestone has been missed by more than 2 weeks. Issue a formal contractual notice. The contractor must submit a full catch-up plan within 7 days for review and approval by the Supervision Consultant and RAB. The plan must include a revised Gantt chart and resource mobilisation details.
🚨 Variance: −10% to −20% · Deadline: 7 days · Requires revised Gantt
Show Cause Notice — Escalation to RAB Management
Physical Variance % exceeds −20%, or no catch-up plan was submitted after a formal notice, or a submitted plan was not being followed. Issue a Show Cause Notice. Escalate to RAB Contract Management. Consider additional remedies under the contract (performance security call, liquidated damages, termination). A comprehensive recovery plan is required within 5 days.
🔴 Variance: >−20% · Show Cause Notice · Escalate to Management
Milestone Missed — Automatic Trigger (Regardless of Overall %)
Any key milestone marked as Pending past its target date in the portal is an automatic trigger for a written early warning, regardless of overall progress %. Critical path milestones (mobilisation, structure completion, system commissioning) have zero tolerance for delay.
📅 Any overdue milestone = immediate written notice
Key principle: Do not wait for the end-of-month progress report to act. The portal's Gantt chart and BOQ variance columns (Q: Phy. Variance %) give real-time signals. The earlier the catch-up plan is requested, the more recoverable the delay is.
Section 3
Trigger Thresholds — Quick Reference
These thresholds are based on the Physical Variance % (column Q in the BOQ: Phy.Actual% − Phy.Planned%) and missed milestones visible in the portal:
On Track
Variance: 0% to −3%
Normal monitoring. Include in monthly progress report. No catch-up plan required.
Watch
Variance: −3% to −5%
Verbal warning + increased inspection. Flag in site report. Supervisor to discuss with contractor during next site meeting.
Catch-Up Required
Variance: −5% to −10%
Written notice issued. Contractor submits informal catch-up plan within 7 days. Weekly monitoring until recovered.
Critical
Variance: below −10%
Formal contractual notice. Full catch-up plan with revised Gantt + resource schedule required within 7 days. Escalate to RAB Contract Management.
Example: Site with Planned 45% vs Actual 28% progress
Planned 45%
45%
Actual 28%
28%
⚠ Variance = 28% − 45% = −17% → CRITICAL — Formal Notice Required
Section 4
What the Catch-Up Plan Must Contain
A valid, reviewable catch-up plan must address 8 core elements. A plan missing any of these should be rejected and returned for revision within 48 hours:
1. Root Cause Analysis
- ! Clear identification of why progress has fallen behind (not just "weather" or "logistics")
- ! Categorised causes: design changes, material delays, workforce issues, equipment breakdown, site access, cash flow
- ! Identification of which cause is the contractor's responsibility vs. which is an employer's risk
- ! Supporting evidence: delivery records, weather logs, meeting minutes, variation order references
2. Current Status Baseline
- % Actual physical progress % per work section (matching BOQ sections)
- % Planned progress % at the date of submission
- % Variance % per section and overall
- 📅 List of milestones that are overdue with days delayed
- 💰 Financial expenditure to date vs. planned expenditure
3. Revised Works Programme (Gantt Chart)
- 📊 A revised bar chart / Gantt showing activities, durations, and completion dates
- 📊 The original baseline programme shown alongside the revised programme (so variance is visible)
- 📅 Revised milestones with new target dates
- 📅 Critical path clearly identified — which activities must not slip further
- ✅ New planned completion date — and whether it meets the contractual completion date
If the revised completion date exceeds the contractual completion date, the contractor must simultaneously apply for an Extension of Time (EOT) if the cause is an employer's risk — or accept that liquidated damages will apply.
4. Resource Mobilisation Plan
- 👷 Additional workforce numbers and specialisations to be deployed, by week
- 🚜 Additional plant and equipment to be brought to site (type, quantity, arrival date)
- 🧱 Material procurement and delivery schedule — what is on order, expected delivery dates
- 📋 Sub-contractor engagement plan if specialist works are involved
5. Weekly Target Outputs
- 📈 Week-by-week production targets for each BOQ section (e.g. "Week 1: 120 m³ earthworks")
- 📈 Monthly cumulative physical progress % targets that lead back to plan
- ✅ S-curve showing how the revised plan converges back to the baseline
- 📋 KPIs the supervisor will measure weekly (e.g. "no. of workers on site", "m³ concrete cast per day")
6. Financial Recovery Plan
- 💰 Evidence that contractor has sufficient cash flow to fund acceleration (bank statement or letter from financier)
- 💰 Confirmation that any outstanding payment certificates have been submitted
- 💰 Breakdown of additional costs for acceleration (overtime, extra plant, expedited materials) and who bears them
7. Quality & Safety Assurance
- 🦺 Confirmation that acceleration will not compromise quality standards or safety
- 🦺 Additional QA/QC inspection points if works are accelerated
- 🦺 Updated Health & Safety plan for the increased workforce
8. Authorisation & Commitment
- ✍ Signed by the Contractor's authorised representative / Site Manager
- ✍ Countersigned / reviewed by the Supervision Consultant before submission to RAB
- 📅 Dated and referenced (e.g.
CDAT-KRW-CATCHUP-001) - 📁 Uploaded to the portal as an attachment under Issues & Risks section of the site window
Section 5
How the Plan Should Be Structured (Step-by-Step Flow)
1
Cover Page & Reference Information
Project name · Site name · Contract number · Date submitted · Submission reference number · Name and signature of Contractor's representative
2
Section A — Executive Summary (½ page)
Current progress vs. planned progress. Variance stated numerically. Key causes. Proposed recovery date. One-line commitment statement.
3
Section B — Root Cause Analysis (1–2 pages)
Tabular breakdown of causes by category (Design / Materials / Labour / Equipment / Weather / Employer-caused / Other). Include dates, durations, and evidence references for each cause.
4
Section C — Current Status Snapshot (1 page)
Table of BOQ sections showing Planned %, Actual %, and Variance % per section. List of overdue milestones with dates.
5
Section D — Revised Programme (Gantt Chart — 1–2 pages)
Bar chart showing original vs. revised programme. Critical path highlighted. New milestone dates. New completion date. Attached as PDF or Excel file, also entered into the portal's milestones section.
6
Section E — Resource Mobilisation Table (1 page)
Table with columns: Resource Type | Current No. | Additional No. | Arrival Date | Source. Cover: Labour, Equipment, Materials.
7
Section F — Weekly Target Schedule (1 page)
Week-by-week table: Week No. | Work Activity | Target Quantity | Cumulative Progress %. Must show how the revised S-curve converges with the original by completion.
8
Section G — Financial & Quality Commitment (½ page)
Statement of financial capacity to accelerate. Confirmation of QA/QC and H&S compliance during acceleration. Any EOT claims noted.
9
Appendices
Gantt chart (detailed), updated BOQ progress table, resource deployment evidence (purchase orders, subcontract letters), financial evidence (if required).
Section 6
Sample Catch-Up Plan Cover Letter Template
The following is a template for the formal cover letter / submission memo that accompanies the full catch-up plan document:
Catch-Up Plan Submission Letter
Ref No.: [CDAT-SITE-CATCHUP-001]
Date: [DD/MM/YYYY]
To: RAB CDAT Programme Manager — Rwanda Agriculture Board
Through: [Supervision Consultant Name & Firm]
From: [Contractor Name & Firm]
Subject: Catch-Up Plan — [Site Name] Irrigation Scheme — Contract No. [Contract No.]
Date: [DD/MM/YYYY]
To: RAB CDAT Programme Manager — Rwanda Agriculture Board
Through: [Supervision Consultant Name & Firm]
From: [Contractor Name & Firm]
Subject: Catch-Up Plan — [Site Name] Irrigation Scheme — Contract No. [Contract No.]
1. Reference:
We refer to your written notice dated [date of notice] (Ref: [notice ref]) regarding progress delay on the above-referenced project, and hereby submit our Catch-Up Plan in accordance with Clause [contract clause no.] of the Contract.
We refer to your written notice dated [date of notice] (Ref: [notice ref]) regarding progress delay on the above-referenced project, and hereby submit our Catch-Up Plan in accordance with Clause [contract clause no.] of the Contract.
2. Current Status:
As at [date], physical progress stands at [X]% against a planned progress of [Y]%, representing a variance of [−Z]%.
As at [date], physical progress stands at [X]% against a planned progress of [Y]%, representing a variance of [−Z]%.
3. Causes of Delay:
The delay is primarily attributable to: [brief cause description — e.g. "delayed delivery of HDPE pipes due to supply chain disruption and extended wet season"]. A detailed root cause analysis is provided in Section B of the attached plan.
The delay is primarily attributable to: [brief cause description — e.g. "delayed delivery of HDPE pipes due to supply chain disruption and extended wet season"]. A detailed root cause analysis is provided in Section B of the attached plan.
4. Recovery Measures:
We propose to recover the delay by: [e.g. "deploying an additional 25 skilled labourers from Week 12, procuring one additional excavator, working extended daily hours of 10 hours/day and introducing Saturday works"]. Detailed weekly targets are set out in Section F of the attached plan.
We propose to recover the delay by: [e.g. "deploying an additional 25 skilled labourers from Week 12, procuring one additional excavator, working extended daily hours of 10 hours/day and introducing Saturday works"]. Detailed weekly targets are set out in Section F of the attached plan.
5. Revised Completion Date:
With the proposed measures, we commit to achieving practical completion by [revised date], which is [X weeks] [ahead of / in line with / beyond] the contractual completion date of [original date].
With the proposed measures, we commit to achieving practical completion by [revised date], which is [X weeks] [ahead of / in line with / beyond] the contractual completion date of [original date].
6. Commitment:
We commit to submitting weekly progress reports against the targets in this plan and to convene a recovery progress meeting every [fortnight / week] with the Supervision Consultant.
We commit to submitting weekly progress reports against the targets in this plan and to convene a recovery progress meeting every [fortnight / week] with the Supervision Consultant.
Submitted by:
Name: [Authorised Representative] Position: [Title]
Signature: _________________________ Date: [DD/MM/YYYY]
Reviewed by (Supervision Consultant):
Name: [Consultant Name] Position: [Title]
Signature: _________________________ Date: [DD/MM/YYYY]
Name: [Authorised Representative] Position: [Title]
Signature: _________________________ Date: [DD/MM/YYYY]
Reviewed by (Supervision Consultant):
Name: [Consultant Name] Position: [Title]
Signature: _________________________ Date: [DD/MM/YYYY]
Section 7
Good Plan vs. Bad Plan — What to Accept and Reject
| Aspect | ✅ Accept (Good Plan) | ❌ Reject (Insufficient Plan) |
|---|---|---|
| Root Cause | "HDPE pipe delivery delayed by 3 weeks due to supplier stock shortage. Evidence: delivery note DN-045 showing revised date." | "Works were delayed due to bad weather and procurement issues." — No specifics, no evidence. |
| Programme | Revised Gantt chart with baseline overlay, critical path marked, new milestone dates for each work section. | "We will work faster." No revised schedule provided. |
| Resources | "20 additional labourers arrive Week 12. 1 additional excavator arriving 15 May. Confirmed by purchase order PO-2026-087." | "We will deploy more workers." No numbers, no dates, no confirmation. |
| Weekly targets | Week 12: 180 m³ earthworks, 45 m canal lining. Week 13: 200 m³ earthworks, 60 m canal lining. | No weekly targets — only a new overall completion date. |
| Completion date | States a specific revised date and explains whether an EOT will be claimed or liquidated damages accepted. | Vague — "We expect to finish on time." No revised date or contractual position stated. |
| Signatures | Signed by Contractor's Resident Engineer + countersigned by Supervision Consultant. | Unsigned or signed only by a junior site officer with no consultant review. |
| Financial | Includes bank confirmation letter or statement showing funds available for acceleration costs. | No mention of how acceleration will be funded — risk of plan not being implemented. |
Rejection procedure: If a submitted catch-up plan is insufficient, the Supervision Consultant issues a written rejection within 48 hours with specific deficiencies listed. The contractor has 3 working days to resubmit. A second insufficient submission is escalated to RAB Contract Management as a contractual default.
Section 8
Monitoring the Plan After Submission
Submitting and approving a catch-up plan is only the beginning. The Supervision Consultant and RAB must actively track performance against it:
Weekly
- Update Qty Done (col R) in the BOQ Excel → re-import → check variance
- Record milestone status in the portal
- Site supervisor submits a 1-page weekly progress note vs. catch-up targets
Fortnightly
- Recovery meeting: Contractor + Consultant + RAB PM
- Compare actual vs. catch-up plan targets
- Update portal Issues & Risks if variance is worsening
Monthly
- Monthly progress report includes catch-up plan performance section
- If plan is not being met after 4 weeks → escalate to Show Cause
- Update Gantt in portal — revise milestone dates if recovery is on track
Escalation trigger: If the contractor misses their own catch-up plan targets by more than 5% for 2 consecutive weeks, the Supervision Consultant must immediately issue a second formal notice. At this point, the plan has failed and a new, stronger intervention is required (additional supervision, partial contract reduction, or performance security proceedings).
Section 9
How to Record & Track in the RAB Irrigation Portal
The portal already has the tools needed to monitor catch-up plan status. Here is how to use them:
Auto-signal from BOQ: When Qty Done (col R) is updated and the Physical Variance % (col Q) drops below −5%, the site's Gantt bar will turn red and the site status should be updated to "Delayed" in the portal's Execution Status field.
→ Open the site in Physical Construction → Execution Phase → Export Excel → check Column Q (Phy.Variance%) across all BOQ sections.
→ In the Issues & Risks section of the Execution Phase window, add a High severity issue recording: the variance %, the date of notice, and the catch-up plan reference number.
In the Key Milestones section, update each milestone's
target_date to match the revised dates in the approved catch-up plan:
⬦ Canal Lining Completion — 15 Apr 2026 → 30 May 2026 (revised in catch-up plan)
⬦ Structure Works Complete — 30 May 2026 → 20 Jun 2026 (revised in catch-up plan)
In the site's edit mode, update the Revised Completion date field. This feeds the Gantt Chart tab — the bar will extend to show the new revised timeline, making the delay visually apparent across all sites.
💡 Gantt Chart tab (Phase 3) is the best place to show stakeholders the impact of the delay and the recovery timeline at a glance — especially useful in progress meetings with RAB management.
FAQ
Frequently Asked Questions
Can a contractor refuse to submit a catch-up plan?
No. Under standard construction contracts (FIDIC, RAB standard conditions), failure to submit a recovery programme when formally requested is a contractual default. The client (RAB) may issue a notice of default and invoke remedies including calling the performance security bond or terminating the contract. Always ensure the formal notice is in writing and references the contract clause.
Does a catch-up plan automatically grant a time extension?
No. A catch-up plan and an Extension of Time (EOT) are two separate instruments. A catch-up plan is submitted when the contractor is responsible for recovery. An EOT is submitted when the delay is caused by employer's risks (e.g. late site handover, design changes, unforeseen ground conditions). If the delay has mixed causes, the contractor may submit both simultaneously — but the EOT must be assessed separately on its merits.
What if the approved catch-up plan is not being followed?
After 2 consecutive weeks of missing the plan's targets by more than 5%, issue a second formal notice. At this stage, the plan has demonstrably failed. Options include: requiring a revised, stronger plan; increasing supervision visits; inviting RAB's Contract Manager to site; calling a formal Progress Review Meeting; initiating liquidated damages proceedings; or — if the situation is severe — issuing a Show Cause Notice as a precursor to contract termination.
How many catch-up plans can a contractor submit on one project?
There is no contractual limit, but in practice more than two catch-up plans on a single project signals serious contractor capacity issues. Each failed catch-up plan should be escalated one level: 1st plan = supervisor monitoring, 2nd plan = RAB Contract Manager involvement, 3rd plan = performance security + show cause notice. Record all plans in the portal's Issues & Risks section for audit trail purposes.
Should a catch-up plan be required for the Study Phase as well?
Yes. For the Study Phase, a catch-up plan is triggered when the overall study progress % falls more than 10% behind the planned study timeline, or when a key deliverable (e.g. Feasibility Study Report, Detail Design) is overdue by more than 2 weeks. The same structure applies — root cause, revised programme, resource plan, and weekly targets for deliverable completion.
Where is the catch-up plan document stored in the portal?
Log it in the site window's Issues & Risks section with severity = "High", and include the catch-up plan reference number, date of submission, and submission status in the description field. Keep the physical document (PDF) in the project filing system and reference its file path in the remarks. Revised milestone dates from the approved plan should be updated directly in the Key Milestones section so they appear on the Gantt Chart.
Quick Reference
At-a-Glance Decision Chart
| Physical Variance % | Missed Milestone? | Action Required | Response Deadline | Who Acts |
|---|---|---|---|---|
| 0% to −3% | No | Monitor only. Note in monthly report. | Next monthly report | Site Supervisor |
| −3% to −5% | Maybe | Verbal warning. Increased inspection frequency. | Next site meeting | Supervision Consultant |
| −5% to −10% | Yes — minor | Written notice. Catch-up plan required. | 7 days to submit plan | Supervision Consultant + RAB PM |
| −10% to −20% | Yes — major | Formal contractual notice. Full plan with revised Gantt required. | 7 days + RAB Contract Mgr | RAB Contract Manager |
| Below −20% | Yes — critical | Show Cause Notice. Performance security review. | 5 days + Management | RAB Senior Management |
| Any % | Yes — overdue | Automatic written early warning regardless of overall %. | Immediate | Supervision Consultant |