Project Engineer
Project Manager
Construction Management
Construction Documents
Current Set of Construction Documents
Responsibility: PE/PM | Software Application: Procore
It is important to maintain a complete, current set of construction documents, in a manner that is accessible to all project team members, including subcontractors, A/E, Owner, and internal team members.
The current set of construction documents should be maintained in Procore throughout the duration of the project, including updating Addenda, Bulletins, etc. Reference the Procore Upload Drawings document for instructions on how to import new sheets/documents as they are updated.
Daily Report
Responsibility: Superintendent | Software Application: Procore
The Daily Report should be completed by the Superintendent on a daily basis using Procore. Any team member with information relevant to the daily report may enter it themselves into the Daily Log tool of Procore. This report is a summary of all activities that occur on your project site throughout the day and should include detailed information on the trade contractor manpower and description of what they worked on that day; weather conditions; any issues or delays related to weather, housekeeping, quality or schedule; safety related activities/issues, including proactive measures; material testing; inspections; and any extra work/added scope. Special attention should be paid to material delays, manpower shortages, etc. as these can be extracted at a later date in report format to support issues that may arise. Be sure to mark your day complete when the report is done.
Subcontractors on your jobsite are each required to submit their own Daily Report to Granger for record. This Daily Report can be on their form, or if they do not have one, the Granger Daily Report can be used. They may also attach their report into the manpower section of the Granger Procore Daily Log under their company entry.
Responsibility: PE/PM | Software Application: Procore
RFIs, or requests for information, are questions or requests for clarification that are generated during the construction phase, typically from the trade contractors. RFIs are created in Procore by the appropriate Granger team member and assigned to the A/E for response. RFIs should be reviewed and vetted by Granger PE/PM prior to sending on to the A/E for response. Once the A/E has responded to the RFI, the Granger project team should review the response to ensure it is complete before publishing to the project. A RFI Log can be generated from Procore to include all RFIs or only open/outstanding RFIs. The RFI Log should be reviewed at the OACM meetings to make sure responses are being received in a timely manner. If an RFI has a potential cost or schedule implication a potential change order (PCO) should be created for tracking.
RFIs
Responsibility: PE/PM | Software Application: Procore
Submittals
Required submittals are tracked using Procore Submittal Items, and are processed for review by creating a Submittal Package in Procore. The Submittal Log should be set up at the start of the construction phase, and includes a list of all of the required submittals listed in the Technical Specification.
NOTE: Submittals should not be logged and tracked using Excel.
The Submittal Log should include close-out submittal items as well, such as O&M Manuals, Warranty Forms, As-builts, Attic Stock, Owner Training, etc. See the Close-out phase for more detailed information.
Expediting Log/Schedule
Responsibility: PE/PM | Software Application: Procore or Excel
The Expediting Log should be created at the start of the construction project, and include required submittals, submittal dates, PO and contact information for material suppliers, and required material delivery dates. This log should be updated and reviewed regularly to ensure that submittal review and ordering of critical material and equipment are on-track for a timely delivery to the site it meet the Project Schedule.
Construction Schedule
Project Schedule
Responsibility: PM/Superintendent | Software Application: MS Project
The Project Schedule is the detailed construction schedule that is produced and updated with input from the awarded subcontractors. The Project Schedule should include critical submittal review and material/equipment delivery, commissioning activities, required tests/inspections, owner trainings, Substantial Completion Date, and key milestone dates. This schedule is to be updated regularly and shared/reviewed with the project team at the Progress Meetings.
Responsibility: PM/Superintendent | Software Application: Touchplan
Last Planner System/Schedule
Last Planner System of scheduling is a collaborative effort between all trade foreman and project management to develop a plan to achieve specific project milestones. By making this a collaborative effort, the constraints of one task on another can be identified and planned for as a group, before they become critical. Last Planner System incorporates 'pull planning' principals.
Pull Planning is the process of working backwards through the sequence of tasks required to meet a specific schedule milestone. These milestones should correspond to the milestones in your Project Schedule noted above.
Two-week Look-ahead Schedule
Responsibility: Superintendent
The entire project team should review the Two-week Look-ahead Schedule at the weekly Progress Meetings, to coordinate material delivery and work sequence, and minimize delays or impact to the Project Schedule.
Responsibility: PM | Software Application: Procore or Viewpoint
Budget & Change Management
Budget
Responsibility: PM
The Project Budget is a tool that is used to track actual and projected project expenditures. The budget format should be discussed with the Owner, to ensure that it is set up in a format that is easy to understand and can be used throughout the project duration.
The Project Manager is ultimately responsible for the Project Budget, Change Management, and Job Costs.
Change Management
A change item can be identified through an RFI, field condition, bulletin, etc.
Once a change item is issued on a bulletin or identified in an RFI, the project record documents should be updated in Procore. The PM will forward Bulletin, CCD, COR, RFQ, etc., for pricing by the relevant trade contactors. Request for quotations should include a due date. If a new subcontract is required, reference the Bidding and Procurement section.
For a professional services project, the PM will review trade contractor quotations for accuracy and completeness before generating a COR to the Owner. The exact process for processing change items should be reviewed and agreed upon by the Owner and A/E at the start of the project.
For a self-perform project, the PM should perform takeoff and apply appropriate pricing, including subcontractor pricing, to generate a quotation for the change.
Review your contract requirements and include the allowable markups for bonds, insurances, and fee. If a the OH&P has not been pre-established, use 7.5% for subcontracted work and 15% for self-perform work.
It is important to identify schedule impacts due to the change in scope of work and include the necessary time extension, or OT manpower on the COR, and update the Project Schedule.
Once a COR has been approved, create trade contractor change orders as necessary and update the Project Budget.
Note : Depending on the software your using for your change management please follow the appropriate folder.
Job Cost Projections
Responsibility: PM | Software Application: Viewpoint
Job Cost Projections should be done on a monthly basis, at a minimum, to ensure that you are staying on top of your project budget and reviewing commitments that are hitting the different phases on your project.
Once you have completed your job cost review and projections, run the GCC JC Variance by Cost Type and GCC JC Contract Status Report in Viewpoint, and email these reports to your Project Accountant and the Finance Director.
Monthly Payment Process
Responsibility: PM | Software Application: Bluebeam
Pencil Copy
A Pencil Copy is a draft version of the monthly invoice that you plan to submit for approval to the Owner/Architect. Typically, the previous month's billing is marked up to reflect the amounts for both Granger and the trade contractors will be billed in the current month. If you do not have a previous month's billing, or your owner requires updated CM Staff/Reimbursable projected amounts, you may request a pencil copy from your Project Accountant (PA).
Turn in your marked up pencil copy to your PA no later than the 25th of the current month, including the respective trade contractor pencil copies. Your PA will generate the AIA billing based on your pencil copy submitted and send on to the A/E to be certified.
TIP: Save your trade contractor pencil copies in a location on the server/SharePoint site and share this location with your PA so they can reference individual trade contractor pencil copies if they have questions on your submitted pencil copy.
NOTE: Accounting closes the current month on the 10th of the following month and pay applications can no longer be created once a month is closed (i.e. March will be closed on April 10th). Do NOT send your PA your pencil copy later than the end of the month, so that they have time to prepare the AIA prior to the 10th.
Retainage
Retainage is a defined percentage of the subcontractor payments (typically 10%) that is withheld until the project is substantially complete, to assure that the subcontractor will satisfy the obligation of their contract. Review the Granger-Owner contract agreement for specific requirements regarding retainage, such as percentage required and retainage release schedule.
Compliance Documents
Responsibility: PA/PM | Software Application: Viewpoint
Compliance documents include items such as: insurance certificates, signed subcontracts and/or change orders, GCC Safety Program Acknowledgment, sworn statements, waivers, and certified payroll. Your project PA will review the compliance documents submitted by the trade contractor and they will not release payment on a draw until 100% of compliance documents are correctly submitted for that month.
You can verify the status of a trade contractor's compliance documents using the GCC SL Subcontract Compliance report in Viewpoint (located in the Project Management - Reports folder).
Stored Materials
Materials that a trade contractor is submitting for payment on but have not been delivered to the project site at the time of billing. To bill for stored materials, the trade contractor must get prior approval from the CM and provide the required documentation outlined in the Payment for Stored Materials Guideline.
Progress Meetings
Trade Contractor Progress Meetings
Responsibility: PE/PM/Superintendent | Software Application: Procore
Meetings should be held as often as the project team determines is required. The agenda typically includes: safety update, 2-week look-ahead review, open RFIs, open change items, and open submittals, open Issues Log. A sign-in sheet should be used to document meeting attendees. Minutes should be issued and maintained with the project files. Agenda for meetings exists in the Procore Meeting Project Tool.
If you have Commissioning and/or LEED on your project, these topics will also be on your agenda.
Owner/Architect/CM (OAC) Meetings
Responsibility: PE/PM | Software Application: Word
OACM Meetings should be held as often as the project team determines is required. The agenda will be similar to the Progress Meeting with the trade contractors but will also include budget updates. A sign-in sheet should be used to document meeting attendees and minutes should be distributed and kept with the project files.
Best Practice
Responsibility: PM
Hold a separate meeting with your Owner/Architect to review cost change items so these are reviewed and approved regularly.
Project Safety
Responsibility: Superintendent | Software Application: Procore
Pre-Task Safety Analysis
A Pre-Task Safety Analysis is filled out daily by all foremen onsite. The purpose of a Pre-Task Plan is for teams to review their work and the hazards associated with their work before starting their day. Reviewing the pre-task plan ensures that all team members are aware of the hazards that they should be looking out for each day.
The Pre-Task Plan can be filled out in a paper form, or can be completed via the Procore Forms Tool mobile app.
Labor Requests
Responsibility: Superintendent
Labor Requests
Requests for labor are submitted through the Manpower system. To initiate a new labor request, the following steps must be completed:
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Submission of Request:
The requester sends an email to manpower@grangerconstruction.com. -
Receipt of Request Template:
The requester receives an automated email containing the labor request template. -
Completion of Template:
The requester completes all required fields, including:-
Project Name
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Project Number
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Dates Labor Is Needed
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Description of Trade(s) Required
Once complete, the requester submits the form.
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Ticket Creation:
The completed request form is received through the ticketing system. -
Request Processing:
The request is reviewed and fulfilled based on the information provided.
Project Reporting
Responsibility: PM/SPM | Software Application: Procore
Monthly Operations Report
Monthly Operations Reports must be prepared by the PM or SPM and submitted by the first Friday of each month. These reports are to be completed in Procore and are required only for core projects. Each report provides a high‑level overview of the project’s monthly performance, including safety updates, cost reporting, change management activity, schedule progress, quality control items, owner communication, and progress photos.
Testing and Inspections
Test/Inspection Log
Responsibility: PE/PM | Software Application: Word
A list of required testing procedures and inspections should be generated using the referenced form, or a similar document. Test results are to be reviewed for compliance and made accessible to the project team as the tests are completed, using PlanGrid or another document sharing platform such as FTP/SharePoint. Important tests and inspections should be included as milestones in your Project Schedule.
Responsibility: PE/Superintendent | Software Application: Word
Tests and inspections that fail are to be re-inspected upon rework, or after corrective actions are taken. If a test is failed, the referenced non-conforming material procedure should be followed.
Quality Control
Responsibility: All Team Members | Software Application: Bluebeam (PDF)
A Quality Control Plan is critical to ensure that a construction project is completed successfully, within budget, and to the satisfaction of all stakeholders. The construction industry demands high-quality standards to meet regulatory requirements and customer expectations. Therefore, it is essential to have a comprehensive quality control plan that outlines the procedures and processes to be followed throughout a project's lifecycle.
This document will guide our project teams through developing their project's quality control requirements. It provides a framework for ensuring that all construction activities are completed with the utmost attention to quality and environmental concerns. It also provides the general expectations, requirements, and goals related to quality control that need to be met throughout the project’s lifecycle. The Quality Control Action Plan (QCAP) within Procore will be your project's functioning and executable plan, useful for tracking all Quality Control related issues specific to a project. The QCAP is also intended to be used with the QC Tracking Log Report. Within that report are logs for equipment and material expediting, permits, mockups, and quality control-related issues (located in the Procore Observations module).
Each project has unique challenges and unique solutions, and the QCAP is designed to leverage an individual’s problem-solving ability with the company’s resources, lessons learned, and subject matter experts. Each section of the QCAP is intended for a person to be intellectually curious and ask probing questions in the hope that unforeseen issues can be found and solutions can be turned into lessons learned that will benefit the individual and the entire company’s knowledge base. This program is designed to be a project framework and give Granger employees a standardized process for progressing through thoughtful consideration of potential problems and solutions before and during construction.