Project Management

• - RFIs/ASIs/Plan Changes Issued by Architect/GC:
  • Review Plans/Changes within 3 days. Pricing to be issued no more than 5 days after receipt.
    • If you believe there is a cost or time impact, provide the GC written notice immediately upon review stating PJD will have a time and or cost impact due to this change and we will provide the breakdown as soon as possible. This will preserve our rights.
  • Any changes that alter the scope of work/material/labor needs a new Job Cost created for stocking and you must generate a Change Order Request in Sage effecting Cost and Price.
  • If PJD Issues RFI, set up weekly reminders to follow up with GC Project Manager/POC
  • Each RFI should have an internal word document outlining questions to architect including screen shots of plan details.
• - Plan Review:
  • Two weeks prior to job starting set up an internal pre-con with PJD super and operations manager to review plans, SOW and contract requirements.
  • Prior to orders, review wall types and plans along with job cost and contract scope of work to ensure orders are correct and consistent with job needs.
  • Identify contract set of documents, ensure current set is consistent with contract set related to material specified, layout, assemblies, drop ceiling locations and dimensions.
• - Contract Review:
  • Ensure document is the fully executed, final version of the contract.
  • Review scope of work section of the contract for each project under your management.
    • Critical for submittal process
    • Review equipment specific sections prior to requesting any equipment.
  • Review all good through dates and escalation clauses. Track dates, provide notice to GC, and ensure we capture all material and labor increases as appropriate.
  • Review Mobilization and Durations, compare to current schedules ensure PJD super is aware and is given contractual allowances. If project is delayed by more than two (2) weeks from the contract schedule at any point in the project provide GC with formal notice. Consult with WT and AJ prior to issuing notice.
• - Submittals:
  • Create submittal packages with the assistance of PJDs suppliers that are consistent with the contract documents.
  • Each submittal package should be saved in the job file in the respective production folder for each state.
• - Orders:
  • All orders need to be placed within 24 hours of request from Superintendent. Get your supers to be proactive!
  • Stocking Map should accompany all orders in the multi-family division.
  • Any Variances from what is needed in the field versus what is on the job cost needs to be reviewed with Warren.
    • If Variance is real, adjust all job costs in Project Management File (NOT estimating file)-Update any orders to reflect known conditions send changes to Supplier voiding previous orders.
  • Provide Superintendents with Orders sent to supplier.
  • Confirm qty delivered = qty ordered with Superintendent within 2 days of delivery
    • If variance exists, notify supplier/AP immediately.
    • Request Invoices be sent to you for review upon receipt by AP.
• - Change Order Requests:
  • Process Change Order Requests in Sage for extra work/Plan Changes within 48 hours of notification.
  • All repairs work/trade damage should be priced and submitted prior to work being complete. We should not be completing extra work based off T&M and trying to get paid after the fact.
  • Once there are outstanding Change Order Requests, follow up with GC Project Manager including COR report from Sage by the 5^th day of each month. Push for Change Orders to be processed in current billing cycle.
  • If requests are not being processed, notify the Superintendent to discontinue extra work.
  • Once the Signed Change Order is received, send to Project accountant.
  • Ensure any change orders are on the G702 or SOV received from accounting for billing.
• - SOVs:
  • All SOVs need to be completed with percentage complete and turned in to accounting a minimum of 48 hours prior to the due date set forth by the GC.
• - Budget Review:
  • Generate Job Cost Summary reports out of Sage each week, review and have ready for discussion during weekly meeting with Superintendent and bi-weekly multi-family meetings.
    • Review:
      • Costs posted to areas we havent started.
      • Overages.
      • Missing costs (no hang costs, tape paid).
      • Budgets for work upcoming
      • Any budgets related to issued change orders are reflected properly in the report.
    • Meeting with Superintendent:
      • Identify causes for overages.
      • Review where the budget sits for a given area/task.
      • Review upcoming costs compared to budget numbers.
• - Communication with PJD Team:
  • Ensure effective communication and coordination with all related departments of PJD.
    • Accounts Payable related to material invoices and subcontractor payments.
    • Project Accountant related to Change Order capture and billing.
    • Estimating related to Job Cost creation and Takeoffs.
    • Production Team-Superintendents, General Superintendents, etc. share information and work as a unit to ensure profitability.
    • Provide any GC provided notices to WT & AJ.
• - Communication with GC Team:
  • Ensure consistent communication with General Contractor, PM and Superintendent.
    • Visit each site where production is taking place at a minimum every other week.
      • Set up formal meetings if necessary.
    • Visit site trailer and notify superintendent and PM of your presence every visit.
      • Opportunity for customer service- Is there anything you need from me?
    • Send follow up emails following any meetings with GC-outline agreements and conversations had on site.
• - Documentation:
  • PM Responsible for internal documentation creation and retention for all project related issues. Including, but not limited to: Delays, Schedule Changes, Out of Sequence Work, Images, and impediments to PJD by predecessor trades.
  • Documentation should be shared with GC when appropriate to avoid damage to PJD.
• - Monthly Reporting:
  • Be prepared to submit the following monthly for each of your jobs (This will be provided to AJ & CJ by WT):
    • Pending and approved change orders. Total to date and month over month change. Report to be generated from Sage.
    • Cost to Date vs % completed. Report to be generated from Sage.
    • List of concerns and or needs.