DETAILED WORK BREAKDOWN STRUCTURE (WBS) FOR CONSTRUCTION PROJECTS DESCRIPITION (TASK) 1.0 PRE-CONSTRUCTION PHASE 1.1 - Bid Process 1.1.1 - Get plans from Architect Estimator Estimator PM 1.1.2 - Assign Job Number Proj Coor Proj Coor PM 1.1.3 - Initial Rough Estimate (based on historicals) Estimator Estimator PM 1.1.4 - Solicit initial estimates from Subs Estimator Estimator PM 1.1.5 - Refine initial estimate into actual bid Estimator Estimator PM 1.1.6 - CUSTOMER PROPOSAL PACKAGE 1.1.6.1 - Cover Sheet Proj Coor Proj Coor PM 1.1.6.2 - Customer Budget (derived from refined estimate) Proj Coor Proj Coor PM 1.1.6.3 - Schedule of Milestones PM PM PM 1.1.6.4 - Preliminary Schedule (w/o Ghantt) PM PM PM 1.1.6.5 - Preliminary Draw Schedule Proj Coor Proj Coor PM 1.1.6.6 - Schedule of Values (by Division) Proj Coor Proj Coor PM 1.1.6.7 - Assembly of Package Proj Coor Proj Coor PM 1.1.6.8 - Full Schedule with Ghantt (deliverd w/package) PM/Estimator PM PM 1.1.7 - BID AWARED - Proceed to 2.0 (Post Award) 1.1.8 - BID LOST 1.1.8.1 - Move Bid Files to "Lost Bids" on Shared Drive Proj Coor Proj Coor PM 1.1.8.2 - Label job "Lost Bid" on job list Proj Coor Proj Coor PM 1.1.8.3 - File hard copies of bid documents Proj Coor Proj Coor PM 2.0 - POST AWARD PHASE (Administrative Set-up) 2.1 - Prepare Construction Contract (depending on contract type) Proj Coor PM PM 2.2 - Buy-out Process 2.2.1 - Send out ITB's (Invitation to Bid) Proj Coor Proj Coor PM 2.2.2 - Analyze Bids and select subcontractors PM/Estimator PM/Estimator PM 2.2.3 - Send out award package 2.2.3.1 - Obtain signed Project Subcontracts Proj Coor Proj Coor PM 2.2.3.2 - Obtain signed Master Subcontract (first-time subcontractors) Proj Coor Proj Coor PM 2.2.4 - Update Budget with hard numbers and run variance report PM PM PM 2.2.5 - Update and finalize Construction Schedule PM/Estimator PM PM
2.3 - Project Book Contents 2.3.1 - Project Binder Cover and Spine Label Proj Coor Proj Coor PM 2.3.2 - Project Folder (Binder) 2.3.2.1 - Project Folder (Binder) Checklist Proj Coor Proj Coor PM 2.3.2.2 - Section 0 (General Documents) 2.3.2.2.1 - Construction Contract Proj Coor Proj Coor PM 2.3.2.2.2 - Finalized Budget (bought-out) Proj Coor Proj Coor PM 2.3.2.2.3 - Budget Variance Report Proj Coor Proj Coor PM 2.3.2.2.4 - Project Schedule Proj Coor Proj Coor PM 2.3.2.2.5 - Change Orders (in folder) Proj Coor Proj Coor PM 2.3.2.2.6 - Draw Folder Proj Coor Proj Coor PM 2.3.2.2.6.1 - Draw Schedule Proj Coor Proj Coor PM 2.3.2.2.6.2 - Number Draws and Supporting Docs Proj Coor Proj Coor PM 2.3.2.2.7 - List of Subcontractors Proj Coor Proj Coor PM 2.3.2.3 - Section 1 (General Requirements) 2.3.2.3.1 - Permits Proj Coor Proj Coor PM 2.3.2.3.2 - Architectual Invoices Proj Coor Proj Coor PM 2.3.2.3.3 - Mechanical and Structural Engineering Invoices Proj Coor Proj Coor PM 2.3.2.3.4 - Rental Equipment Invoices Proj Coor Proj Coor PM 2.3.2.3.5 - Copy of Builder's Risk Insurance Proj Coor Proj Coor PM 2.3.2.3.6 - Dumpster and Port-O-Let Invoices Proj Coor Proj Coor PM 2.3.2.3.7 - Site Trailer Invoices Proj Coor Proj Coor PM 2.3.2.3.8 - Temp Utilities Invoices Proj Coor Proj Coor PM 2.3.2.3.9 - Impact Fee Invoices Proj Coor Proj Coor PM 2.3.2.3.10 - Survey Invoices Proj Coor Proj Coor PM 2.3.2.3.11 - Temp Fence Invoices Proj Coor Proj Coor PM 2.3.2.3.12 - Construction Sign Invoices Proj Coor Proj Coor PM 2.3.2.3.13 - Clean-up Crew (labor) Invoices Proj Coor Proj Coor PM 2.3.2.4 - Section 2 (Sitework) thru Section 16 (Electrical) 2.3.2.4.1 - Project Subcontracts Proj Coor Proj Coor PM 2.3.2.4.2 - PO's for Materials Proj Coor Proj Coor PM 2.3.2.4.3 - Copies of Change Orders (referenced to Proj Subcontracts) Proj Coor Proj Coor PM 2.4 - Superintendent Folder Contents 2.4.1 - Copy of Final Budget Proj Coor Proj Coor PM 2.4.2 - Construction Schedule Proj Coor Proj Coor PM 2.4.3 - Copy of Permit Proj Coor Proj Coor PM 2.4.4 - Project Related Expense Report Proj Coor Proj Coor PM
2.4.5 - List of Subcontractors (Contact Info) Proj Coor Proj Coor PM 2.4.6 - Copies of Project Subcontracts Proj Coor Proj Coor PM 2.4.7 - Copies of PO's Superintendent Superintendent PM 2.4.7 - Copies of Receipts Superintendent Superintendent PM 3.0 - PROJECT EXECUTION PHASE - FIELD 3.1 - Materials Purchases 3.1.1 - Purchase Orders (Purchases on Account) 3.1.1.1 - Purchase Order (PO) Log Book - Office 3.1.1.1.1 - PO List specific to each job Proj Coor Proj Coor PM 3.1.1.1.2 - Originals of each PO Proj Coor Proj Coor PM 3.1.1.2 - Purchase Order Log - Field 3.1.1.2.1 - Superintendent Folder - PO List Superitendent Superintendent PM 3.1.1.2.2 - Copies of each PO Superitendent Superintendent PM 3.1.1.3 - PO Process 3.1.1.3.1 - Job specific PO list assigned to Superintendents Proj Coor Proj Coor PM 3.1.1.3.2 - Superintendent authorized to purchase materials under $500 Superintendent Superintendent PM 3.1.1.3.3 - Approval (from the office) must be obtained for purchases Superintendent Superintendent PM in excess of $500 3.1.1.3.4 - Superindent uses the next aviable PO on each subsequent Superintendent Superintendent PM purchase beginning with the first 3.1.1.3.4 - Daily update call will include communicating the PO numbers Superintendent Superintendent PM used that day, the vendor and the total amount 3.1.1.3.5 - After Hours PO's to be reported the following morning by 9am Superintendent Superintendent PM 3.1.1.3.6 - Receipts and Packing Slips are to be turned weekly Superintendent Superintendent PM 3.1.1.3.7 - Receipts and Packing Slips matched to PO Proj Coor Proj Coor PM 3.1.1.3.8 - Invoices matched to PO's (Receipts and Packing Slips) Proj Coor Proj Coor PM 3.1.2 - Purchases on Credit Cards 3.1.2.1 - Company Credit Card Purchases 3.1.2.1.1 - Follow the same procedures outlined in 3.1.1 Superintendent Superintendent PM 3.1.2.2 - Purchases on Personal Credit Cards (Reimbursable) 3.1.2.2.1 - Follow the same procedures outline in 3.1.1 Superintendent Superintendent PM 3.1.2.2.2 - Additionally, receipts MUST be turned in weekly Superintendent Superintendent PM 3.1.2.2.3 - Receipts older than 2 weeks will not be reimbursed Superintendent Superintendent PM
3.2 - Site Mangement 3.2.1 - Direct Crew and Subs according to Plans, Schedule and Budget Superintendent Superintendent PM 3.2.2 - Serve as the Primary POC between the Owner and GC Superintendent Superintendent PM 3.2.3 - Intervene/Participate in performace of work as needed Superintendent Superintendent PM 3.2.4 - Provide PM and GC with daily progress reports Superintendent Superintendent PM 3.2.5 - Follow material purchase procedures as outline in 3.1.1 Superintendent Superintendent PM 3.2.6 - Address/Resolve Subcontractor Disputes 3.2.6.1 - Insure that Subcontractors perform according Superintendent Superintendent PM to Scope of Work in Project Subcontract 4.0 - PROJECT EXECUTION - ACCOUNTING AND ADMINISTRATIVE 4.1 - Job Set-up in QuickBooks 4.1.1 - Job/Customer Set-up (all contact/billing information recorded) Bookkeeper Bookkeeper Director (Fin) / PM 4.1.2 - Estimate is entered according to the Final Bought-Out Estimate PM / Proj Coor PM / Proj Coor Director (Fin) / PM 4.1.3 - Change Orders 4.1.3.1 - Go to original Estimate and enter changes at the bottom PM / Proj Coor PM / Proj Coor Director (Fin) / PM 4.1.3.2 - When prompted to insert changes in estimate click ok PM / Proj Coor PM / Proj Coor Director (Fin) / PM 4.1.3.3 - Prepare an External Change Order form for the customer PM / Proj Coor PM / Proj Coor Director (Fin) / PM 4.1.3.4 - Deliver Change Order to Customer and Accept Payment Super / PM Super / PM PM 4.1.3.5 - Return signed Change Order and Payment to Accounting Super / PM Super / PM PM 4.1.3.6 - Invoice for Change Order in QuickBooks Bookkeeper Bookkeeper Director (Fin) / PM 4.1.3.7 - Record Payment against Invoice Bookkeeper Bookkeeper Director (Fin) / PM 4.2 Processing of Purchases 4.2.1 - PO's entered into QB under DIV 99 "unassigned job costs" Proj Coor Proj Coor PM 4.2.2 - PO's printed from QB Proj Coor Proj Coor PM 4.2.3 - Superintendent updates Office DAILY on PO's used, vendor name and amount Super / Proj Coor Super / Proj Coor PM 4.2.4 - Receipts given to Project Coordinator Superintendent Superintendent PM 4.2.5 - PO's and Receipts are placed into "To Be Assigned" Folder Proj Coor Proj Coor PM 4.2.6 - During Monday Morning Meeting Superintendents sign off and code POs Super / Proj Coor Super / Proj Coor PM 4.2.7 - PO's are updated in QB with correct Coding and Description Proj Coor Proj Coor PM 4.3 - Vendor Billing / Payments 4.3.1 - Vendor Invoices received and entered as a bill into QB under DIV 99 Bookkeeper Bookkeeper Director (Fin) / PM 4.3.2 - Invoices are placed into "To Be Assigned" Folder Bookkeeper Bookkeeper Director (Fin) / PM 4.3.3 - When applicable, Invoice is matched to coresponding PO Proj Coor Proj Coor PM 4.3.4 - During Monday Morning Meeting Superintendents sign off and code Invoices Superintendent Superintendent PM 4.3.5 - Invoices are updated in QB with correct Coding and Description Bookkeeper Bookkeeper Director (Fin) / PM 4.3.6 - Vendor paid according to payment terms and Project Subcontract Bookkeeper Bookkeeper Director (Fin) / PM 4.3.7 - Obtain Final or Partial Lien Releases Bookkeeper Bookkeeper Director (Fin) / PM
4.4 - Subcontractor Payments 4.4.1 - Subscontract Request for Payment Received and entered into QB under DIV 99 Bookkeeper Bookkeeper Director (Fin) / PM 4.4.1.1 - IF the subcontractor does not submit on Request Form: 4.4.1.1.1 - For first time Subs fax a blank copy of the form as well as a sample Proj Coor Proj Coor PM copy filled out according to the draw amount requested 4.4.1.1.2 - For repeat Subs simply fax back the form and cover letter stating Proj Coor Proj Coor PM that per the Project Subcontract all payment requests should be made on the proper form 4.4.2 - Request For Payment placed in "To Be Assigned" Folder Bookkeeper Bookkeeper PM 4.4.3 - During Monday Morning Meeting Superintendents sign off and code Requests Superintendent Superintendent PM 4.4.4 - Requests for Payment updated in QB with Correct Coding and Description Bookkeeper Bookkeeper PM 4.4.5 - Subcontractor paid according to payment terms and Project Subcontract Bookkeeper Bookkeeper PM 4.4.6 - Obtain Final or Partial Lien Releases Bookkeeper Bookkeeper PM 4.5 - Construction Draws (INCOME) 4.5.1 - Preliminary Schedule of Values Prepared PM / Proj Coor PM / Proj Coor PM 4.5.2 - Field to provide completion percentage Superintendent Superintendent PM 4.5.3 - Finalize Schedule of Values and Draw Amount Requested PM / Proj Coor PM / Proj Coor PM 4.5.4 - Invoice against Estimate in QuickBooks Bookkeeper Bookkeeper PM 4.5.5 - Compile Lien Releases that correspond to Schedule of Values Bookkeeper Bookkeeper PM 4.5.6 - Submit Draw to Customer or Bank PM / Proj Coor PM / Proj Coor PM 4.5.7 - Draw Receipt - Receive Draw against Invoice in QuickBooks Bookkeeper Bookkeeper PM 4.5.8 - One copy of Draw Paperwork goes into Job Binder PM / Proj Coor PM / Proj Coor PM 4.5.9 - One copy of Draw Paperwork goes into Accounting Files Bookkeeper Bookkeeper PM 5.0 - PROJECT CLOSE-OUT 5.1 - Project Close - Out (with customer) 5.1.1 - Complete a Final Walk Through Super / PM Super / PM PM 5.1.2 - Customer presented Job Binder w/warranty information Super / Proj Coor Super / Proj Coor PM 5.2 - Project Close-out (GC Steps) 5.2.1 - Complete All Punch Work Superintendent Superintendent PM 5.2.2 - Pass Final Inspection Superintendent Superintendent PM 5.2.3 - Apply for / Obtain CO (Certificate of Occupancy) Superintendent Superintendent PM 5.2.4 - Submit for Final Draw (Payment) PM / Proj Coor PM / Proj Coor PM 5.2.5 - Make Final Vendor/Material Payments Bookkeeper Bookkeeper Director (Fin) / PM 5.2.6 - Obtain Final Lien Releases Bookkeeper Bookkeeper Director (Fin) / PM
6.0 FOLLOW-UP AND ANALYSIS 6.1 - Weekly Meetings and Reporting 6.1.1 - Monday afternoon Project Update Meeting 6.1.1.1 - Meeting Agenda Proj Coor Proj Coor PM 6.1.1.2 - Meeting Administration PM PM PM 6.1.1.3 - Meeting Notes Proj Coor Proj Coor PM 6.1.2 - Budget Variance Analysis 6.1.2.1 - Run Labor Report from Time Sheet Database Proj Coor Proj Coor PM 6.1.2.2 - Run Job Cost report from QuickBooks PM PM PM 6.1.3 - Schedule Updates 6.1.3.1 - Weekly Report of Progress of Job Superintendent Superintendent PM 6.1.3.2 - List tasks off schedule and explanations for change in completion Superintendent Superintendent PM 6.1.3.3 - Update Schedule and Ghantt Chart Accordingly PM PM PM 6.1.3.4 - Communicate changes to affected parties Superintendent Superintendent PM 6.2- Customer Satisfaction Analysis 6.2.1 - Contact customer and get feedback on project Proj Coor / GC Proj Coor / GC PM 6.2.2 - Inquire as to any outstanding issues the customer has Proj Coor / GC Proj Coor / GC PM