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 Granger PG Administrator 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 PG 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: PlanGrid
Submittals
Required submittals are tracked using PlanGrid Submittal Items, and are processed for review by creating a Submittal Package in PlanGrid. 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. The log can be created using PlanGrid's Automatic Submittal Log function.
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: PlanGrid 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: 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 PlanGrid. 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.
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: Word
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.
If you have Commissioning and/or LEED on your project, these topics will also be on your agenda.
Owner/Architect/CM (OACM) 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: Granger Field Reports App
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 Granger Field Reports mobile app.
Labor Requests
Responsibility: Superintendent | Software Application: Labor Track Mobile App
Labor Requests
Requests for labor are completed through the Labor Track mobile app. This app is added to all Granger-issued iPads. Log into the app, and click on "New Labor Request". Fill in the details of your request, including some detail about the work that will be completed and any additional requirements the person needs to have (i.e. background check, drug screen, etc.), and someone from the Manpower team will assign a trade who fits the needs of your project.
Project Reporting
Responsibility: PM/SPM | Software Application: Operations Web App
Monthly Operations Report
Monthly Operations Reports are to be completed monthly by the PM/SPM. This report should be completed using the Operations App, which can be accessed through The Hub. This report provides a high-level summary of a project's performance on a monthly basis, including: safety updates, cost reporting, change management summary, schedule updates, QC issues, owner reporting, 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
Mock-ups
A mockup is a model of a design or device that can be used for design evaluation and quality control. If a mockup is required it will typically be specified in the Technical Specifications.
Housekeeping
Responsibility: PM/Superintendent
MIOSHA requires that all projects be kept free from unnecessary debris. Granger Contract Documents also state that subcontractors are required to remove their own debris daily and as directed by Granger Construction. If additional Housekeeping Action is needed, the Housekeeping Directive can be utilized.
Issues (PlanGrid)
Responsibility: PM/Superintendent | Software Application: PlanGrid
Used throughout the project, to identify and track quality control issues. An Issue should be created whenever a QC issue is identified in the field; not just at the completion of the project for Punch Lists. By using the Issues in PG throughout the project duration, quality issues can be identified and addressed early on and minimize the final punch list. Open Issues Logs should be reviewed at Progress Meetings.
Non-Conforming Material
Responsibility: PE/PM/Superintendent
If a non-conforming product is identified on the project, the Superintendent should be notified immediately and the Non-Conforming Material Procedure referenced to the right, should be followed. The material should be tagged with the Non-Conforming Material Identification (from Job Start-up Kit) and an Issue should be added in PlanGrid, so that the corrective action can be tracked. The required corrective action should be appropriate to the impact or potential impact the non-conforming material may have on the Owner.
Pre-Installation Meeting
Responsibility: PE/PM/Superintendent
A meeting called with all appropriate parties to review all drawings, specifications, product data, manufacturer recommendations, installation methods, weather conditions, work sequence, and confirm the final product(s) will meet the customer expectations.
The goal is to prevent issues from occurring down the road and make sure the Owner’s expectations are being met