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Project Documents & Processes

Scope​

This manual is intended to provide instruction on how to implement and use the project management process and documents. The processes and documentation suite were developed 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 as templates.​ Training is built in Power Point with an Instruction sheet for document explanation.

Self Paced Learning​

If this is a self-paced session, please refer to the instruction document as a guide to help understand the documents,

Instruction Document

note

Links are provided through this training to guide through the documents.

Project Kick Off How To​

Refer to the Process Section of the Instruction Document.​

  1. Project Folder Development ​

The Charlotte Operations team will set up the active project folder.

  • Create the active projects folder​
  • Load the templates​
  • Name the documents​
  • Verify the sharing​
  1. Sales to CT Team Hand off Meeting Preparation​

PM and Sales are to coordinate starting the documents for the meeting.​

  • Project Lifecycle PM AIs – Fill out Project Data Section prior to the meeting, finalize and/or note open items in meeting​.
  • Bid tracer – Sales and estimating working documents, reviewed and used in meeting​.
  • Scope – Sales and estimating working documents, reviewed and used in meeting​.
  • Project Take Off – Fill out prior to meeting with as much content that can be verified, ​finalize and/or note open items in meeting.

  1. Sales to CT Team Hand off Meeting​

    • It is the PM's responsibility to plan and schedule the meeting. ​
      • Assume the meeting will be 4 to 8 hours based on the preparation and size of the project.​
      • The scope of the meeting is to talk through and document the project as it was estimated/sold. ​
    • Team to Assemble​
      • Sales/Estimating​
      • Engineering​
      • Operations Management​
      • Technical Management​
      • Project Management​
    • Documents used in the Meeting​
      • Project Lifecycle PM AIs​
      • Bid Tracer / Drawings / Scope​
      • Labor Calculator​
      • Project Take Off – Preloaded with Bidtracer export and scope comments.

PM Sync Up​

  1. Site PM and Engineering PM Meeting​

    • 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 as well as the notes from the sales hand off meeting. The completeness of these documents will facilitate that the draft schedule information will be as accurate and complete as possible when the automation is run. ​ ​

  2. Required output from the meeting:​

    • PM AIs document updated with engineering information​
    • EDL understanding and document status​
    • GDL Plan for completion with AIs​
    • Control Panel Plan document - WIP​
    • Take Off consensus that the team is working in concert based on knowns to date. ​
    • Plan for project schedule building, this timeline should be documented in the Project Logistics Schedule.

The Documents​

The documents needed to perform the project management process for CT projects are archived in Smartsheet in the Active projects folder for your project. Templates for reference are in the project management folder. The Active Project Schedule will live in the project schedules folder to support automations.

Documents and Processes​​

Instruction Document : Detailed Instructions on how the documents and process will be used and implemented.

  1. ​Project Lifecycle PM Action Items - Training - Step by step direction on start to finish tasks for project management for consistency across projects. The document is living and will be used for the duration of the project and archived after closeout.

  2. Project Logistics Schedule - Training - This is to serve as the schedule and project tracking tool for managing Non-Project Tasks, project tasks that need more detail than allowed in the active project schedule, activities, issues and deliverables outside of the project schedule.

  3. Project Take Off - Training - The Project Take Off document is to record for the operations and engineering teams all the details, data, assumptions and knowledge associated with the project as estimated and sold. The document is to be developed in the time frame of the turnover point from sales/estimating to the operation and engineering teams. The intended purpose is active project reference for source of truth and archival for future reference.

  4. Engineering Deliverables Log – Task schedule for the engineering tasks for the project.​

  5. Graphics Deliverable Log - Training - Task schedule for the Graphics engineering tasks for the project.​

  6. Labor Calculator - Training - Used to derive the hours for task or equipment unit types based on the number of control points and identified variables.​

  7. Control Panel Plan - Document to be used to build the control panel plan for ​the project. ​

  8. Project Schedule - Training - Project schedule template to be used for Critical Technologies projects. This document is the main milestone schedule built within the guides of the standard tasks for metrics tracking.

  9. Labor Calculator - Training - Used to derive the hours for task or equipment unit types based on the number of control points and identified variables.​

  10. Control Panel Plan - Document to be used to build the control panel plan for ​the project. ​​

  11. Project Schedule - Training - Project schedule template to be used for Critical Technologies projects. This document is the main milestone schedule built within the guides of the standard tasks for metrics tracking.​

  12. RedLines - Training - Training presentation on the redline process.​

​ 13. Field Works Weekly Schedule Meeting - Training - Training presentation on the Meeting agenda and documents.

  1. Technical Lead Project Data Notebook - This is for the lead technician to maintain for project data and task tracking.​

  2. Helper Sheet - Smartsheet for the team to use for off sheet calculations etc.​

  3. Panel Shop Fabrication Tracker - Document that is shared with the panel shop to track the progression of panels being built and allows the shop to update their progression.​

  4. Project Dashboard - Dashboard for internal and external communication of project data and metrics​​.

  5. Critical Technologies Construction Project Closing Instructions - HBT Greensboro developed document to provide direction on project closeout.

  6. Engineering SharePoint - Training - SharePoint how to training for the engineering team​ ​

  7. Operations - Training- SharePoint how to training for the Operations team.​

  8. Vista – Training

  1. Financial Reports - Training​

  2. Cost Projection Data Sheet - Document used with Brian Wilson’s direction for cost tracking.​

  3. Technicians Smartsheets

    • Project duration document - maintained until all site work is completed.​
    • Smartsheets utilized for technician reporting of project progress and issues.​
      • Snags and Constraints​
      • Daily's​
      • Personnel sheets​
      • Developed with Operations Management​
      • Requires set up and automations ​

  4. Snags and Constraints – Training - Presentation on the Snags and Constraints process.​​

  5. Change Order and RFI Logs – Training - Document for team use on what change orders that have been generated for the project and the current status of the change order.

  6. RFI Log - Training – Document for team use on what RFIs have been generated for the project and the current status of the RFI.​

  7. Graphics Deliverables Log - Training - Training on how to develop the Graphics Deliverables log.​

  8. Contact List – Document containing the contact list details for the project​

  9. Procurement Log - Document for logging and tracking purchasing activities for the project.

note

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