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Flow Chart
- 1. Executive Quality Control Estimating AdminSales Accounting (knowsto close out job and do any final billing) Project Management Sales Mix Design/Cost from Quality Control Foreman Handles Contracts, review, filing, distribution, create subcontracts, etc. Approve Reject Create/Write Job Review (with Sales, Executive, Safety, Quality Control, Foreman, Project Manager, Admin) (go over how the job went (both well and bad), why, and what to do for future jobs) Start End Research Review Customer Phone Call BrainstormSales Files documents in OnBase Submit job setup package, distributes forms as needed Estimating Makes sure estimate matches contract (amt, format, etc.) Project Management Review Contract for errors, fine print, anything odd, etc. Creates Documents for job setup Admin (posts schedules on S drive, also schedules handoff meeting) Plant (Customer) Safety Audit Safety Accounting Sales Now everything depends on the schedule Plant (Customer) Crew Safety Gear/ISTC training Staff Item Sheet (indicates job scope) Job Setup package Job Setup package Proposal, HCSS Estimate, Sales Tax Approach form, mix design costs, notes, drawings, sales tax mentioned in proposal, estimated start/end dates Accounting (sales tax approach form, customer in good status) Tax Forms, review, filing, distribution, etc. Proposal, sales tax mentioned in proposal, job setup sheet started Signed Proposal or contract referring to our proposal #, job setup sheet portion complete, tax forms, available time frame Account setup in InField, ViewPoint, etc. Documents (pre-arrival notifications, background checks, etc., schedule any training, etc.) Handoff Meeting Project Mgmt (determine equip. staging area, know where scope includes, etc.) Safety (look for safety risks, know where site is, etc.) Foreman (ensure site ready, know where site is, assign worker to receive equip (coordinates with PM) etc.) Quality Control (look for potential quality issues, Agreement on Future Solutions Scheduling Looks at jobsite Scheduling (creates temporary and hard schedules) Scheduling (if been a while, revisit site as necessary) Project Mgmt Safety Foreman Quality Control Scheduling Job Books Site Inspection (Expected to be familiar with jobsite by this point) Safety (gathers PPE, badges, etc. for everyone as needed and passes them out) Equipment Placed in staging area onsiteCrew Member (assigned by Foreman if needed to receive equipment) SALES ESTIMATING PROPOSAL JOB SETUP PRE-START PREP PRODUCTION JOB END REVIEW Admin (schedules review meeting with Foreman, Project Manager, Executive, Sales, Quality Control, Safety, and invite Accounting) Plant (Customer) WORK STARTS (the following happens simultaneously) Foreman (helps the crew do the work, records time and material usage and equipment hours, works with QC to keep job quality up, works with PM to keep job on schedule and on budget, works with Safety to keep everyone safe, gets customer to sign T&M documents as needed Crew (follows the instruction of the Foreman to do the work laid out in the job) Project Management (coordinates equipment deliver/ removal, material delivery, collects time and material usage from Foreman, summarizes and reports to accounting time and material usage, works with Foreman to keep job on schedule and on budget, does job forecasts for accounting Safety (regularly visits jobsite, does safety inspections, works with crew and foremen to keep everyone working safely and according to regulations/ rules) Quality Control (regularly inspects the jobsite and work being performed, looks for any quality problems, works with foreman to keep job quality high) Accounting (uses data from PM to create invoices and collect payments, tracks customer payments, works with Executive on how to handle past due invoices if necessary) Plant (Customer) Staff (help do inspections, keep job quality high, etc.) Site Access Docs, Safe Work WORK COMPLETE Quality Control (does final inspection of job, reports when done to PM) Safety (gets badges and PPE back from everyone, reports when done to PM) Purchasing (ensures not open PO’s, reports when done to PM) Job Close Out Form (summarizes contract and change order amts, checklist of all steps complete, signifies job is complete) Sales (lets customer know done with job, gets any feedback from customer) Plant (Customer) Sales Safety Subcontractors/Vendors Subcontractors/VendorsPO’s/Subcontracts Subcontractors/Vendors Plant (Customer) Subcontractors/Vendors (PM coordinates when they do work, how long they are there, billing information, etc.) Subcontractors/Vendors (off jobsite, final billing turned in) Plant (Customer) Wants to add/change something about the scope of the job CHANGE ORDERS Is the change adding/ subtracting from existing quantities of work? Yes No Sales Project Management Is the change small/minor? Yes No Sales Is the job lump sum/has a unit price? Yes No Executive Approve Reject Project Management Sales (gives customer PM as a second contact person in case they need anything such as change orders, when bringing in equipment, etc.) Project Manager (acts like a second point of contact for the customer) Plant (Customer) Communication Admin Files documents in OnBase Revises item sheet, etc. and reissues documents as needed Admin (posts revised schedule on S drive) Plant (Customer) Safety Accounting Safety Gear/ISTC training as neededRevised Item Sheet (indicates job scope change) Revised Job Setup documents as needed Revised Job Setup documents as needed Signed Proposal or contract referring to our proposal # Accounts adjusted as needed Scheduling (adjusts schedule as needed) Subcontractors/VendorsRevised PO’s/Subcontracts if needed Project Management Makes sure estimate matches contract (amt, format, etc.) Contract/Change Orders Policy Email from Customer agreeing to proposal Project Management (follows policy on how to proceed without contract but with customer approval) Quality Control Foreman Project Management Safety Plant (Customer) Crew Staff Documents (and changes or revisions, background checks, etc., schedule any training, etc.) Subcontractors/Vendors Plant (Customer) WORK STARTS (the following happens simultaneously) Marks down on calendar to make sure receive contract at a later date Project Management The job is a Time & Material contract type Executive Approve Reject Project Management Plant (Customer) LUMP SUM/UNIT PRICE CHANGE ORDERS T&M Change Order Form filled out and any email correspondence attached if any Revised proposal based on the original unit pricing Signed copy of the T&M Change Order Form (or a new/revised purchase order) Admin Files documents in OnBase Revises item sheet, etc. and reissues documents as needed Project Management Admin (posts revised schedule on S drive if needed) Safety Accounting Safety Gear/ISTC training as needed Revised Item Sheet (indicates job scope change) Revised Job Setup documents as needed Revised Job Setup documents as needed Accounts adjusted as needed Scheduling (adjusts schedule as needed) Subcontractors/VendorsRevised PO’s/Subcontracts if needed Quality Control Foreman Project Management Safety Plant (Customer) Crew Staff Documents (any revisions or additions for new crewmembers on job, background checks, etc., schedule any training, etc.) Subcontractors/Vendors Plant (Customer) WORK STARTS (the following happens simultaneously) T&M CHANGE ORDERS Rebid (if needed)