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PM Guide 101

Scope​

This is the instruction sheet detailing how to use the tools developed by Critical technologies to ensure projects are managed consistently across project managers and project teams.

The document suite is built in Smart Sheets and are grouped in the Project Management workspace. Further, you will come across a training guide designed for you.

New Job Documents​

Click here for Reference

What is in the Folder?

  1. Instruction Sheet – Detailed Instructions (This Document)
  2. Project lifecycle Action Items - Document to provide step by step direction on start to finish tasks for project management for consistency across projects.
  3. Project Take Off – Document used for capturing the project details as understood at Sales to Critical Technologies team handoff.
  4. Project Control Panel Plan – Document used to build the control panel plan for the project.
  5. Project Logistics Schedule - Document to serve as the schedule and project tracking tool for managing "non-project tasks “, activities, issues and deliverables outside of the project schedule. (Catch All)
  6. Project Schedule – Active Project schedule template to be used for Critical Technologies projects.
  7. Contact List - Log for all site contacts information.
  8. Procurement Log - Document for managing materials purchasing and tracking of for the project. This is developed and maintained by the procurement team.
  9. Cost Projection Data Sheet - Document used with Brian Wilson’s direction for cost tracking.
  10. Change Order Log - Document to manage the project change orders.
  11. RFI Log - Document to manage the project RFIs.
  12. Technical Lead Project Data Notebook - Tech Lead Notes and AIs repository.
  13. Panel Shop Fabrication Tracker
  14. Helper Sheet
  15. Labor Calculator - Tool used to derive the hours for tasks or equipment unit types based on the number of control points and site variables.
  16. Engineering Deliverables Log – Task schedule for the engineering tasks for project development. Graphics Deliverable Log - Training -Task schedule for the Graphics engineering tasks for the project.
  17. Critical Facilities Take Off Addendum – Reference used for Lessons Learned and direction for Critical Facilities project as a checks and balances tool.
  18. Critical Technologies Construction Project Closing Instructions – HBT Greensboro developed document to provide direction on project closeout.

Examples: Documents that show in detail real how to:

  • Project Logistics Schedule Example
  • Project Schedule Example
  • Schedule Tasks Format
  • Project Take Off Example
note

These are living documents. If additional enhancements, questions, tasks, or processes need to be included, please raise the enhancement opportunity to Enterprise Operations Team.

The Process​

  • Enterprise Operations Team will build the folder structure in Smartsheets for the project. A project folder will be created in the smartsheets active projects workspace, and the document templates will be saved over as new and renamed with the project name and number.

  • The folder is to be shared with admin privileges with the team.

  • Project Initiation begins with the sales to Critical Technologies engineering and operations hand off process. The Project Manager will schedule the Sales to Critical Operations hand off meeting. The Project Manager will follow the

  • Guidelines below for Smartsheet operations and start the process of the top section of the Project Lifecycle PM AIs sheet.

  • This process is two-fold with a before the meeting delivery of the BidTracer export file and any estimate / scope documents to the project manager. The project manager takes the data and populates the Project Takeoff sheet with the information in preparation for the group meeting. Populating the Take Off sheet can be accomplished through uploading exports or automations in conjunction with the estimator, reach out to operations management for assistance. The stakeholders are identified for attendance and the sales to engineering and operations hand off meeting is then scheduled.

Stakeholders

  • Sales Team : Salesperson and Sales Engineering

  • Engineering : Eng Manager Appointed Team

  • Project Management Team

    • Operations - Operations Manager and Appointed Team
    • Technical Management – Technical Manager and Appointed Team

Meeting Agenda

  1. Discuss Sales perception of the deliverable

    • Discuss any deviation from a typical project
    • Discuss the Scope for clear understanding of the project and deliverables
    • Look to uncover any scope gaps that may exist and document
    • Define any risks identified
    • Clarify assumptions & exclusions

  2. Sales and Project Management completes the Project lifecycle PM AIs

  • Project Data Section

    • Complete requested information and answer questions. If not applicable N/A in Answers column. If unknown and need follow up leave answers column blank so that the task remains in red font and fill in notes with follow up. If it is a scope item, add scope document reference section in Document Reference Column. The remaining sections of the document will be a guide for managing the project through the typical project Lifecyle process. You should begin with the initiation section at the close of the sales to Critical Technologies meeting.

  • Sales, Project Management and Engineering continue the work on the project Take Off document with the intent of all the available information is captured and questions answered.

  • The Site PM and the Engineering PM are to schedule time to review the EDL and the control panel plan in reference to the Take Off document and notes from the sales hand off meeting. The completeness of these documents will facilitate the draft schedule will be as accurate and complete as possible before the automations are run.