This page includes several Project management documentation
available for download, as described below.
PLANNING
Facility Planning
Checklist containing the conceptual requirements, AFE
generation and approval, accounting, and organization aspects of facility planning used by
the facilities engineering group. It also assigns responsibilities and dates to each
checklist item.
PEP CheckList
A project execution plan is the overall project planning
document. It will consist of sections that address such topics as communications,
materials management, and safety. This form can be used as a checklist to select the
appropriate major divisions of the project execution plan.
General Conditions
This form is a contractor's project planning document for
establishing the project's service needs. It is submitted to and used by the Purchasing
Department for procurement.
Project Execution
This form is a checklist for the project team leader
executing the project. It is a planning checklist for the project execution and assigns
responsibilities and dates to each checklist item.
Bid
Preparation
Planning document for the project team developing the bid
package that assigns responsibilities and dates for each checklist item. It also serves as
a responsibility chart for the project estimator.
Potential Task List
The project execution plan will address the assignment of
various project management tasks. This list contains typical project management tasks and
serves as a checklist.
Pre Project Planning Quality Index
Pre-project planning index scoring card for evaluating the
quality of major planning phases of the project.
ORGANIZATION
Project Team Charter
There is a trend toward managing projects with empowered
teams that consist of representatives of the owner, designer, constructor, and (when
appropriate) the construction manager organizations. It is important that the team have a
mission statement and be empowered to make decisions. This document organizes the project
team charter.
Team
Meeting
Team discussions and assignments made at team meetings
should be documented and distributed in the form of meeting minutes or a team meeting
report. It is important that this be managed in a timely fashion to be effective. This
document can help to organize and manage team meeting information.
Responsability by Phase
Phase responsibility matrix for large projects assigning
responsibility for the following phases: Team Selection, Conceptual Planning, Schematic
Design, Design Development, Contract Documents, Bidding, and Construction.
Response Matrix Construction
Construction phase responsibility matrix for a large
project focusing on the construction phase.
Small Projects Response Matrix
Responsibility matrix designed for small projects.
OBJECTIVE SETTING
Objectives CheckList
The project team should draft a set of project objectives.
These objectives need to be aligned with the corporate business objectives of the
represented companies. This form suggests areas to be addressed when developing the
project objectives statement.
Objectives
Matrix
Report card taken by the project team to measure team
progression at certain project intervals. Helps to identify weak areas in obtaining
objectives.
SCOPE DEFINITION
Scope Development CheckList
Checklist used to facilitate scope definition for the
objective setting, conceptual, and AFE phases of a project.
DESIGN MANAGEMENT
Engineering CheckList
Checklist containing project engineering and design items
that assigns responsibilities and dates.
COST / SCHEDULE MANAGEMENT
Project Control List
Regardless of whether or not formal CPM scheduling tools
are being utilized, it is helpful if the project manager develops a set of critical
milestones and tracks the attainment of those milestones on either a computer-based or
paper-based system. This document lists the critical milestones tracked from notice to
proceed to final payments.
Cost
Report
Spreadsheet that tracks the original budget against various
project change orders.
Cost to Complete Summary
Spreadsheet tracking contract status, cost to date, and
remaining project costs with manual adjustments.
Executives Project Summary
Spreadsheet for a project engineer or manager of projects
within a company to track and summarize several different projects regarding status,
schedule, cost, change orders, and contract value, etc.
Estimate
Spreadsheet indicating the WBS coding for estimated
overhead items with line items extensions for quantities, costs, subtotals, taxes,
insurance, and totals. It also calculates cost per SF.
Small Project Forecast
Form used to track small projects in an existing industrial
facility by the resident design and construction engineer. Tracks the budget, forecasted
costs, and actuals.
Labour Cost Curve
Spreadsheet that assigns estimated weekly labor costs to a
project and graphs the weekly cumulative costs. This curve is used to track against actual
costs throughout the project duration and helps to determine a cost performance index.
Billing
Curve
Spreadsheet assigning forecasted and actual monthly billing
costs to a project. It tracks the project billing status by graphing the planned billings,
actual billings, and actual costs on one graph. This curve is used to track costs
throughout the project duration and helps to determine a cost performance index.
Small Project Statusing
Form used to pull data from an existing accounting system
and track project performance.
Gantt Chart by MsProject
Sample Gantt Chart developed in MS Project for scheduling
the construction of a garage. Also indicates the durations and WBS codes for each
activity.
INFORMATION MANAGEMENT
Requests and Changes log
Contractors may request changes in the scope of work. The
owner or owner's representative may or may not approve these change requests and issue a
corresponding change order. Change requests and change orders can be tracked using a
database file. Fields in the file can include work description or code, approval status,
work status, basis of payment, schedule impact, and dollar amount. This document tracks
these items.
Project File System
Checklist for setting up a standard system for filing
project information. Aids in standardizing the filing system's information throughout a
company.
PM Internal Corrdination Guide
Guide for assigning responsibility within a project for the
project team. Good for when the project involves part-time staffing and resources such as
estimating and scheduling. Helps to communicate the needs of the project to other
departments.
Project
manual
For a relatively small project, the project manual is a
single three ring binder that contains the Project Control List, subcontracts, schedules,
owner invoices, job cost reports, and the major project management forms and logs. This
form specifies the suggested contents of the project manual.
Project Execution Progress Report
Checklist containing key items, resources, and events to be
included in a project execution progress report.
Transmittal
When the project manager transmits plans, shop drawings,
subcontract forms, test reports, change orders, or samples to other parties, a letter of
transmittal is included. This is a template to generate the letter of transmittal.
RFI
A template form such as this can be used by the constructor
to request information from the owner's representative. The owner's representative can
respond to the request using the same form.
Submittals
log
The submittal log tracks the status of shop drawings, test
reports, samples and other documents that have been submitted to and received from other
entities.
Sub Contractor Supplier List
Document used by the project manager to determine how to
package subcontractor jobs. Helps to insure all parts or aspects of the project are
addressed and covered. Great communication tool and document for reference
throughout the project duration.
Letter of transmittal
When the project manager transmits plans, shop drawings,
subcontract forms, test reports, change orders, or samples to other parties, a letter of
transmittal is included. This is a template to generate the letter of transmittal.
Letter of intent
Document providing guidelines on how to write a letter of
intent. Letters of intent must be converted to contract ASAP. A letter of intent template
is also included.
Open
Issues . DOC
Action list document used to manage priorities within a
project by assigning responsibilities and dates to each item.
Open
Issues .XLS
Action list spreadsheet used to manage priorities within a
project by assigning responsibilities and dates to each item.
BackCharge
Form used to notify subcontractors or supplies of claims
against them.
Cleanup
Notice
Form that puts subcontractors on notice regarding failure
to perform cleanup responsibilities on a project.
Phone Conversation Record
Form used to record telephone conversations and document
information discussed. Can also be used as a confirmation document for key pieces of
information. Should only record facts and not opinions for court admissibility.
CHANGE MANAGEMENT
Change
Order
This template can be used to generate the change order
document. Also serves as a notice for a change in the scope of work.
Field
Change Auth
Form used to authorize the constructor to perform work
differently for what is specified in the contract documents.
CO
Log
Form used to log and track project change order numbers,
descriptions, values, dates, and approvals.
T&M
Ticket
Form used to request reimbursement for change order or
field authorization work that is to be performed on a cost reimbursable basis.
Pending CO Log
Spreadsheet used to track submitted pending change orders
to determine their status.
Request for Change Order
Letter template requesting a change order.
Request CO Log
Spreadsheet used to track requested change orders and
document status, dates, values, and descriptions.
Request CO Log Example
Example spreadsheet used to track requested change orders
and document status, dates, values, and descriptions.
Change Order Summary
Form used to summarize the total cost effect of a
particular change order to date.
Summary Example
Example form used to summarize the total cost effect of a
particular change order to date.
Change Trend Notice
Form that tracks particular changes to date to forecast
project trends and effects.
Comment on Change
Document published in Georgia Construction Law
discussing construction change management. Provides good advice on how to deal with and
manage change.
MATERIALS MANAGEMENT
Procurement Checklist
Checklist containing project procurement actions and items
and assigns responsibilities and dates.
Procurement
Plan
Document similar to a project manual used to plan
procurement activities. Includes a project overview, cost savings and avoidance,
procurement strategy, projected distribution of expenditures, equipment sourcing list,
project challenges, and quality assurance.
BIDTAB
This form can be used to compare the unit price quotations
of multiple suppliers. It is best utilized in a spreadsheet format. Unit prices that vary
significantly from the norm can be identified and follow-up contacts initiated with the
supplier if necessary.
Contract and Purchase Order Log
This is a database file or list of subcontracts and
purchase orders issued by the contractor. The file contains information related to the
purchase order or subcontract including CSI specification section, responsible party,
dates, costs, and change status. Database sorts can generate multiple useful reports.
Sample Request for SubBid
This form is used to solicit bids from subcontractors. An
important part of the form is a clearly worded scope of work statement.
Submit
The submittal log tracks the status of shop drawings, test
reports, samples and other documents that have been submitted to and received from other
entities.
Submittal
Log A
The submittal log tracks the status of shop drawings, test
reports, samples and other documents that have been submitted to and received from other
entities.
Submittal
Log
The submittal log tracks the status of shop drawings, test
reports, samples and other documents that have been submitted to and received from other
entities.
Equip
Log
Form used by field supervisors to track rented equipment on
the job site. Includes date received, vendor information, planned and actual return dates,
and off rent control numbers.
Concret Placement Card
Checklist to insure all preliminary actions are covered
before concrete is placed. Also records and documents conditions when concrete is placed.
Concrete
Log
This form can identify differences between takeoff or
estimating quantities of concrete and the quantities actually put in place.
Request for Subcontractor CO
This form is used to solicit change quotation bids from
subcontractors. An important part of the form is a clearly worded scope of work statement
SAFETY
Safety Planning
Checklist for preparing a safety plan for a project.
Hazard
Analysis
Checklist for performing a thorough hazard analysis for a
project along with recommended solutions.
Safety
Audit
Periodic site inspections using forms such as this can
document good and poor safety practice. (This is a small portion of an actual form.) Can
help to identify trends throughout the project duration.
Safe Work Permit
Form used to insure pre-task safety training has been
accomplished and documented.
Lockout
Audit
Form used to insure pre-task lockout items have been
accomplished and inspected.
Trainning
log
The names of persons that received safety training should
be documented. This forms tracks the required documentation. These documents help to
mitigate any possible problems resulting from an OSHA inspection.
Injury
Report
Form used to track information around a particular job
injury
Subtance Abuse Program
Form used for subcontractor documentation of drug screening
prior to project attendance.
Safety
Inspection
Checklist including key items to look for when conducting a
safety inspection.
Safe
Acts Card
Scoring card index system to track safety trends on a
project. Includes instructions for scoring an index.
QUALITY MANAGEMENT
Quality
Audit
This is another variation of a performance evaluation form.
Similar forms can be used to evaluate contractor performance to make incentive payments.
Contractor Performance Evaluation
Throughout the project, and/or at the end of the project,
the owner's representative may wish to evaluate the performance of the contractor.
Similarly, the contractor or construction manager may wish to evaluate the performance of
subcontractors.
Sub Performance Evaluation
Throughout the project, and/or at the end of the project,
the owner's representative may wish to evaluate the performance of the contractor.
Similarly, the contractor or construction manager may wish to evaluate the performance of
subcontractors.
Project Visit Report
Audit checklist for looking at key project items and
documenting the project visit and evaluation. Includes recommendations.
START UP
Project Start Up
Checklist for items that need to be planned for project
startup and close-out.
Inspection Report
Checklist used for inspecting the completed facility.
Quality Review Guide
Document outlining the procedure to follow in the early
design phase and pre-construction phase to improve the quality of projects by getting
input from crafts, SHEA, contractors, and the business representative before the design is
started.
Warranty
Log
Form used to log and track equipment or systems with
warranties and terms.
