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PROJECT CHECKLIST

Links to Relevant
Forms/DataBase

Phase

Links to Relevant

FAMIS Tab

SOP

Responsible
Person

Suggested Red Folder


File Category

APPLICABLE FAMIS STATUSES: SCHEM_DES and SD_EST_SENT


DESIGN
Scoping and Feasibility
1 Client submits SR10 form proposing project scope
2 Project Specialist (PS) converts SR10 to Capital Project creates electronic and hard copy red file

SR10

folders; requests Construction Coordinator (CC) and Accounting Tech (AT), if applicable
3 Sr. Project Manager (SPM) assigns Project Manager (PM)
4
5
6
7

PS sends status letter via e-mail


PM initiates meeting with Client
PM outlines user needs and requirements, prepares scope statement for estimate letter
PM conducts Existing Conditions Survey, reviews VFA Report, and requests EHS Survey

8
9
10
11
12
13
14
15
16
17
18

PM conducts Feasibility Study, provides report,


and sends RFP to PSP
PM establishes completion date or schedule
Client provides budget limitations upon PM request
Client identifies type of funding [List types]
PM prepares Estimate Form/Budget
PM identifies and requests in-house team members [List of team member codes]
PM identifies key stakeholders
PM and PSP review and list regulatory considerations [List agencies]
PS creates Estimate Letter from PM information
PS attaches Estimate Review Routing slip to letter and attachments and sends out for in-house
review by SPM and Associate Director (AD) [List attachments]
19 PS scans routing slip, letter and attachments; sends letter and attachments to Client and others as
noted
20 PS updates FAMIS by entering actual date letter sent

Hazardous Materials Survey Request


(EHS)

Client
PS

GENERAL: Project
Manager

Processing Project Request

SPM

Status Letter

PS
PM
PM
PM

A. Project Initation
H. Communication: Meetings
C. Scope
F. Regulatory

PM
PM
PM
Client
Client

I. Design and CDs


B. Contracts
E. Schedule
D. Financial

WORK ORDER: Hazmat

Hazard Analysis Procedure

RFP for Professional


DETAILS

Estimate Form

BUDGET

Estimate Process

DETAILS

Estimate Review

PM
PM
PM/PSP
PS
PS

Estimate Review

PS

Stakeholders List
WORK ORDER: Hazmat

Estimate Letter (PS files)


Estimate Review Routing
Slip

TDLR Compliance
Estimate Letter

SCHEDULE: Schematic
Design: Actual Date
GENERAL: Status

Funding Request (Misc)

A. Project Initation

D. Financial
C. Scope
C. Scope
F. Regulatory

I. Design and CDs:Project


Documents: Prelim Design

PS
PS
PM
PM

VERSIONS: Authorize:
Freeze

Programming
1 PM obtains account number/funding source from client by e-mail or hard copy

documents, and submits to Business Services

See SR10 SOP

SR10

Status Letter (PS files)

21 PS updates FAMIS to "SD_EST_SNT"


22 PM follows up with client on receipt of estimate letter
23 PM files and updates project information in FAMIS then freezes the version

2 PS creates initial funding request, attaches authorization, obtains required signatures, scans all

SR10

Project Funding

PM

D. Financial

Project Funding

PS

D. Financial

3
4
5
6
7
8
9
10
11
12
13

AT creates project account and transfers funding


PM obtains RFP form from Contracting; sends via e-mail to proposed PSP for completion
PM reviews and approves PSP proposal
PM sends PSP proposal to Contracts, if applicable
PM confirms contract signed by PSP and PMCS Contract Manager
PM hands off all previously obtained regulatory information, surveys, and other Owner provided
information to PSP after scanned to electronic files
PM provides UT Design and CADD Standards to PSP if needed
PM requests record drawings for PSP from CADD Supervisor via e-mail
PM contacts Utilities for record drawings via e-mail, if applicable
PM reviews electronic drawing data base for any previous changes to project area
PM arranges kick-off meeting with PSP, client, and in-house team members

14 PM arranges programming meeting with client and PSP


15 PSP prepares preliminary program including budget and schedule, coordinates content with PM

ACCOUNTS

RFP Form (Contracts)

PSP Engagement
RFQ/RFP Evaluation
PSP Engagement

Contract (Contracts)

PSP Engagement

PA
PM
PM
PM
PM
PM
PM
PM
PM
PM
PM

Drawing Database
Conference Minutes
Conference Sign-In Sheet
Conference Minutes

B. Contracts
F. Regulatory

H. Communication: Meetings
H. Communication: Meetings
H. Communication: Meetings

PSP

and submits to PM in person or via e-mail


16 PM scans materials and files in electronic folder; makes changes to FAMIS

BUDGET

SCHEDULE:
Actual

17 PM presents preliminary program to client, obtains feedback and submits feedback to PSP
18 PSP incorporates client feedback into preliminary program, submits new program to PM

PM

Interim Review

I. Design and CDs:Project


Documents: Prelim Design

PM
PSP

[Repeat previous two steps as necessary.]


19 PM obtains project final written approval, including budget and schedule, from client
20 PM requests balance of project funding from client via e-mail or hard copy
21 PS submits supplemental funding request
22 PM requests another PSP proposal for full services, if applicable

23
24
25
26
27

Sign-off: Client & User


Approval

BUDGET

Project Funding
Project Funding

Funding Request (Misc)

PM routes program to stakeholders in person via a meeting or by e-mail


PM changes project status in FAMIS to "SCHEM_DES."
PM updates schedule
PM reviews PSP invoices and manages PSP contracts
PM files and updates project information in FAMIS, then freezes the version

SCHEM_DES

3
4
5
6
7

PSP verifies existing site conditions


PSP create schematic options
PSP identifies MEP systems
PSP presents schematic design and estimate to PM
PM and PSP develop updated schedule

G. Approvals

PM
PS
PM
PM
PM

D. Financial
D. Financial

SCHEDULE: Actual
PSP Engagement

VERSIONS: Authorize:
Freeze

Schematic Design and Scope Folder (30%)


1 PM and PSP review record drawings

2 PM and PSP finalize scope

PM

Scope of Work Checklist Final Design

SCHEDULE: Actual

B. Contracts
PM

PM/PSP
PM/PSP

C. Scope

PSP
PSP
PSP
PSP
PM/PSP

E. Schedules

8 PM presents Schematic Design to client


9 PM obtains client's written approval of Schematic Design, budget and schedule

Conference Minutes
Sign-off: Client & User
Approval

PM
PM

H. Communication: Meetings
I. Design and CDs:Project
Documents: Prelim Design

Project Funding

PS
PA
PM

D. Financial

CD Interim Review

PM
PM

G. Approvals
G. Approvals

PSP
PM/PS

D. Financial

10 PM obtains supplemental funding including account number, if necessary


11 PS creates and submits supplemental funding request; scans for file, if applicable
12 AT transfers funding

13 PM confirms commissioning level


14 PM routes Schematic Design package to all stakeholders
15 PM gathers input from stakeholders
16 PSP selects equipment, furniture and lists long lead items and submits to PM
17 PS submits electronic M&E request, orders all above, if applicable and creates work orders

Funding Request (Misc)


ACCOUNTS

Routing Slip: Interim


Document Review
Comments
M&E Request - Project
Account

CD Interim Review

WORK ORDERS

Electronic M&E Request

SCHEDULE: Actual

25 PM updates schedule
19 PM reviews PSP invoices and manages PSP contracts
20 PM files and updates project information in FAMIS and freezes the version

PSP Invoices

VERSIONS: Authorize:
Freeze
DESIGN_DEV

18 PM changes project status in FAMIS to "DESIGN_DEV."

PM
PM

B. Contracts

PM

APPLICABLE FAMIS STATUS: DESIGN_DEV


Design Development (60%)
1 Create new Version in FAMIS

2 PM and PSP incorporate stakeholder schematic review comments


3
4
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11
12

PM and PSP create Design Development documents using approved schematics


PM requests Fire Alarm system design by PSP, if applicable
PM and PSP confirm delivery method
PM and PSP identify alternate work
PM and PSP incorporate HazMat and existing conditions into project plan
PM and PSP revise schedule as needed
PM asks CC to secure parking permission for contractor
PM submits plans to CADD Supervisor for room use assignments
PM presents design development to client
PM obtains client's written approval of Design Development, budget and schedule

13 PM obtains supplemental funding including account number, if necessary


14 PS creates and submits supplemental funding request; scans for file, if applicable

15
16
17
18

AT transfers funding
PM re-confirms commissioning level
PM routes Design Development package to all stakeholders
PM gathers input from stakeholders

VERSIONS

Document Review
Comments

Interim Review

PM/PSP

I. Design and CDs:Project


Documents: Prelim Design

PM/PSP
PM/PSP
DETAILS: Const Mthd

Delivery Method

WORK ORDER: Hazmat

EHS

SCHEDULE: Actual

Parking Request

Parking & Staging

Interim Review

Sign-off: Client & User


Approval

Interim Review

Funding Request (Misc)

Project Funding
ACCOUNTS

Routing Slip: Interim


Document Review
Comments

Interim Review
Interim Review

PM/PSP
PM/PSP
PM/PSP
PM/PSP
PM/CC
PM
PM
PM

PS
AT
PM
PM
PM

F. Regulatory
E. Schedules
J. Construction

G. Approvals

D. Financial

G. Approvals
G. Approvals

19 PSP reviews specifications


20 PS submits electronic M&E request, orders all above, if applicable and creates work orders

M&E Request - Project


Account

WORK ORDER

Electronic M&E Request

PSP
PS

D. Financial

PSP Invoicing

PM

B. Contracts

SCHEDULE: Actual

21 PM updates schedule
22 PM reviews PSP invoices and manages PSP contracts
23 PM files and updates project information in FAMIS and freezes the version

VERSIONS: Authorize:
Freeze
CNST_DOCS

24 PM changes project status in FAMIS to "CNST_DOCS."

PM
PM

APPLICABLE FAMIS STATUS: CNST_DOCS


Construction Documents (90%)
1 PM creates new Version in FAMIS
2 PM and PSP incorporate stakeholder design review comments

3
4
5
6
7
8

PM and PSP create Construction Documents using approved Design Development drawings
PM and PSP re-confirm delivery method
PM and PSP confirm alternate work
PM and PSPconfirm HazMat
PM and PSP revise schedule as needed
PM completes PMCS Front End Checklist and e-mails to Contract Specialist

VERSIONS

Document Review
Comments

Interim Review

DETAILS: Const Mthd

Delivery Method

WORK ORDER: Hazmat

EHS

SCHEDULE: Actual

Front End Checklist

Bid Document Preparation &


Scheduling

13 PM attaches: Final Design Transmittal Checklist,


Construction Documents Transmittal Sheet (green), and
Final Review Slip (red), to documents, specifications and drawings for in-house sign-off
14 PM Completes electronic checklist for TDLR Compliance
15 PM obtains client's written approval of construction documents, budget and schedule
16 Contract Specialist completes final documents, arranges for publication and distribution with
availability to contractors from PMCS main office

PM/PSP
PM/PSP
PM/PSP
PM/PSP
PM/PSP
PM

I. Design and CDs:Project


Documents: Prelim Design

F. Regulatory
E. Schedules
I. Design and CDs:Project
Documents: Specifications

PSP

9 PSP provides drawings and technical specifications to PM


10 PM routes draft of contract documents (front end) to in-house team, client, stakeholders for
review with technical specifications and drawings
11 PM incorporated input from construction document review and e-mails to Contract Specialist for
2nd draft
[Repeat previous two steps as necessary.]
12 PSP provides PM with final drawings and technical specifications

PM/PSP

Interim Review

PM

I. Design and CDs:Project


Documents: Specifications

Interim Review

PM

G. Approvals

Routing Slip: Interim


Document Review
Comments

PSP
Final Design Transmittal
Checklist
Construction Documents
Transmittal Contract
Final Review Routing Slip

Final Review

TDLR Checklist

TDLR Compliance

Sign-off: Client & User


Approval

Final Review

PM

G. Approvals

Production of Contract Documents


Publication and Distribution
(Contracts)

Production of Contract
Documents Publication and
Distribution

CS

I. Design and CDs:Project


Documents: Specifications

PM

I. Design and CDs:Project


Documents: Final Design

Final Review
Final Review

F. Regulatory

17 PM obtains supplemental funding including account number, if needed


18 PS creates and submits initial funding request; scans for file, if applicable
19 AT transfers funding, if applicable
20 Construction Coordinator confirms parking permission for contractor
21 Construction Coordinator secures building access for contractor
22 PM updates schedule

Funding Request (Misc)

Project Funding

Parking Request

Parking & Staging

PS
AT
CC

Key Request Form

Lock & Key

CC

J. Construction

PSP Engagement

PM

B. Contracts

ACCOUNTS

D. Financial
J. Construction

SCHEDULE: Actual

23 PM reviews PSP invoices and manages PSP contracts


VERSIONS: Authorize:
Freeze
BID

24 PM files and updates project information in FAMIS and freezes the version
25 PM changes project status in FAMIS to "BID."

PM
PM

CONSTRUCTION

APPLICABLE FAMIS STATUSES: BID, MSTR_SCHD; INACTIVE; OPEN


Bidding
1 PM creates new Version in FAMIS
2 PM establishes Committee to Review Proposals (if method is CSP or CMR) Members: PM,
Client (1), Team Members (2), Member of Another Team (1), PSP (1) (non-voting).
3 PM/PSP/CC attend Pre-Proposal Conference held by Contract Manager
4 PM and PSP prepare addendum items for Contract Specialist to issue relevant addenda [Repeat as
necessary.]
5 PM attends meeting held by Contract Manager to review proposals received and opened (for both
CSP and CON)
6 Committee evaluates proposals and selects Contractor (if CSP or CMR)
7 PM requests additional funding, if necessary
8 PS creates and submits initial funding request; scans for file, if applicable
9 AT transfers funding, if applicable
10 Contractor signs contract; Contract Manager issues Notification to Proceed
11
12
13
14

VERSIONS
RFQ/RFP Evaluation

PM

B. Contracts

Pre-Proposal Conference Sign-In


Sheet (Contracts)

Pre-Proposal Conference
(Contracts)

PM/PSP/CC

H. Communications

Addenda Documents (Contracts)

Addenda (Contracts)

PM/PSP/CC

I. Design and CDs:Project


Documents: Specifications

RFQ/RFP Evaluation

CM/PM

B. Contracts

RFQ/RFP Evaluation

Funding Request (Misc)


Funding Request (Misc)

Project Funding
Project Funding

ACCOUNTS
Contract Documents (Contracts)

Construction Contract
Creation

PM
PS
AT
CM

B. Contracts
D. Financial
D. Financial
B. Contracts

PM

PM acquires all CADD files and forwards to CADD Supervisor


PM updates schedule
PM reviews PSP invoices and manages PSP contracts
PM files and updates project information in FAMIS, and freezes this version

SCHEDULE: Actual
PSP Engagement

VERSIONS: Authorize:
Freeze
CONST

15 PM changes project status in FAMIS to "CONST."

PM
PM
PM

B. Contracts

PM/PSP

H. Communication: Meetings

APPLICABLE FAMIS STATUSES: CONST; INACTIVE; OPEN


Construction
1 PM/PSP conduct Pre-Construction Meeting to discuss scope and accessibility and to determine
the progress meeting schedule. [Drop down list of applicable participants.]

Pre-Construction
Conference Agenda

Pre-Construction Meeting

2 PM directs the Contractor to maintain Equipment Add-Delete-Modification Log

Equipment Add-DeleteModification Log

Equipment Add-DeleteModification

PM

J. Construction

Outages

PM/CC
PM/CC

J. Construction
J. Construction

PM/CC

J. Construction

PSP

B. Contracts

PM

H. Communication: Meetings

M&E Request

PM
PM/PS

H. Communication: Meetings
H. Communication: Meetings
J. Construction
D. Financial

Change Orders

PM
PM

D. Financial
B. Contracts

3 PM/CC coordinate :
Utility shut downs
Parking and staging changes
Large Vehicle Movement
4 PSP prepares SOV, Submittal Schedule, Construction Schedule, Change Proposals, RFIs,
Applications for Payment [Repeat as necessary]
5 PM conducts Weekly Progress Site Meetings

6 PM oversees distribution of meeting minutes recorded by PSP according to contract


7 PM walks the job with the client on a weekly basis
8 PM verifies adherence to schedules for long lead purchases and adherance to specifications on
equipment purchases with PS support
9 PM manages availability of Owner provided purchases
10 PM manages General Contracts, JOC Contracts and approve contract changes with support from
Contracting
11 PS changes project status in FAMIS to "SUBST_COMP" upon receipt of Closeout Letter from
Contracting
12 PM reviews PSP invoices and manages PSP contracts
13 PM files and updates project information in FAMIS

Outage Request

Parking and Staging

Parking Extension
Parking Request

Construction Progress
Meeting Agenda
Conference Sign-In Sheet
Conference Minutes
Site Observation Report
M&E Request - Project
Account

Large Delivery
Vehicle

Construction Progress
Meeting

WORK ORDERS

Change Order Request


SUBST_COMP

PS
PSP Engagement

VERSIONS: Authorize:
Freeze

PM
PM

B. Contracts

PM/PSP/CC

J. Construction: Logs

PM/CC
PM
PM
PM
CS

J. Construction
J. Construction
J. Construction
J. Construction:Close Out
J. Construction:Close Out
J. Construction: Pay App

J. Construction

APPLICABLE FAMIS STATUSES: SUBST_COMP


Commission, Punch, Substantial Completion
1 PM/PSP/CC sets Final Walk-through and compiles Punch List of items; distributes with support
of PS
2
3
4
5
6

PM/CC confirm activation of Telecom and Security


PM arranges for transportation of Client's furniture/equipment if necessary
PM inquires if Client needs move-in scheduled
PM reviews SOP for Close Out Procedure
Contract Specialist receives 95% completion tracking log from CC and sends Closeout Letter to
Contractor

Corrective Action Log

WORK ORDER

CP Closeout
Contract Closeout Letter (Contracts)

Contract Close Out


(Contracts)

CP Closeout
Certificate of Substantial
Completion

Substantial Completion

PM
PM
PS

Substantial Completion Client Notification

Substantial Completion

PS

7 PM receives final pay application

PSP Engagement

8 Project Specialist (PS) prepares Certification of Substantial Completion and distributes for
signatures
9 PS prepares Notification of Substantial Completion letter

J. Construction

10 PM obtains Request for Inspection from PCCR Project Specialist for TAS inspection
11 PM arranges for start-up and test system(s), issues Certificate of Readiness, issues
Commissioning Report if applicable for fire alarm. Required prior to occupancy.
12
13
14
15

PM receives O&M Manuals and Commissioning Manual


PM arranges for test systems and issues Test & Balance Reports if applicable for HVAC
PM receives "As-Builts" from PSP and distributes
PM files and updates project information in FAMIS and freeze the information

TDLR Compliance
CP Closeout

PM
PM

J. Construction

Test Log

CP Closeout

Test Log
VERSIONS: Authorize:
Freeze

PM
PM
PM
PM

APPLICABLE FAMIS STATUSES: SUBST_COMP; ACCOUNTING


POST-CONSTRUCTION
1 PM documents lessons learned
3 PM approves final payments
4 Project Specialist designates Work Orders in FAMIS as CLOSED or PO_ACTIVE and sends
project to Accounting

CP Closeout
CLOSED or PO_ACTIVE

ACCOUNTS

2 PM reconciles funded account with support from AT


Warranty Failure Notice

CONTRACTS
1 Pay Applications
2 Change Orders
3 Executed Documents
4 Closeout Documents

Project Funding

PM
PM
PS

J. Construction

PM/AT

D. Financial

AT
CC
Client
CM/PM
CS
PM
PM/AT
PM/CC
PM/PSP
PM/PSP/CC
PSP
PS
PA
SPM