After the Pre-Construction meeting with the Policy Holder (PH) has been completed the Project Manager (PM) needs to schedule time to sit down and plan the project. This should be done within a 24 hour period while the information is fresh. It also allows to proactively plan for materials, selections and trades that have lead times that must be taken into consideration.
1. Schedule 1-2 hours to sit down in the office and prepare a plan for the project
2. Notify the Estimator of any changes that need to be made to the original estimate
Notify the Estimator of any changes that need to be made to the original estimate. This should be in writing and noted in the file management software.
3. Consider if there are variables that need to be considered before the schedule is completed?
Are there other variables that need to be looked into before the schedule is built?
- Engineering or architect required?
- Permits?
- What permits will be required?
- Call the building department and determine what they will need and what the time frame is for receiving permits.
- Weather?
4. Review materials needed for project
Review materials sheet from estimating software.
1. Review materials list
- Are the needed materials listed on the sheet?
- Are the needed materials within budget?
- Are there any special orders or lead times that need to be considered? If so put on schedule.
2. Make changes to initial materials list.
- If there are differences between the initial materials list from the estimating software and the actual materials required notify the estimator in writing and note the file management software.
- Use the material list to locate and price materials.
- Where are the materials located (group items by location)
- Are they within budget?
- What is the lead time?
- When do they need to be on the job site?
5. Review customer selection sheet
Review customers selections sheet:
- Order or confirm timeframe for Policy Holder (PH) selections.
- Are there other selections that need to be made? If so when do they need to be completed by? Put this on the schedule.
6. Assign in-house labor and subcontractors to work orders and confirm with them
Determine which work will be completed in-house and what will be completed by subcontractors. Assign the work orders.
For work orders that will be completed by subcontractors. Call the subcontractors and confirm the following:
- Discuss scope of work.
- Confirm the work order price is acceptable.
- Discuss timeline and scheduling.
7. Build the schedule for the project
Using the information from your in-house labor, subcontractors, material and selection lead times build the schedule for the project.
Note: Allow additional time in the schedule for delays and unforeseen events.
8. Share schedule with Production Coordinator
Send the proposed schedule along with a tentative Target Start Date to the Production Coordinator.
- Email the schedule to the Production Coordinator.
- Set the Target Start Date - Note: this can be changed as resources dictate.
- Place the schedule on calendar.
9. Communicate with the Policy Holder
Call the Policy Holder 1-2 times per week and keep them informed with the schedule and a tentative start date. If there are special order materials, keep them up to date on there expected arrival time.
