PROJECT CHECKLIST

Links to Relevant Links to Relevant Responsible Suggested Red Folder

Phase Forms/DataBase FAMIS Tab SOP Person File Category

APPLICABLE FAMIS STATUSES: SCHEM_DES and SD_EST_SENT

DESIGN
Scoping and Feasibility
1 Client submits SR10 form proposing project scope SR10 SR10 Client
2 Project Specialist (PS) converts SR10 to Capital Project creates electronic and hard copy red file See SR10 SOP SR10 PS A. Project Initation
folders; requests Construction Coordinator (CC) and Accounting Tech (AT), if applicable
3 Sr. Project Manager (SPM) assigns Project Manager (PM) GENERAL: Project Processing Project Request SPM
Manager
4 PS sends status letter via e-mail Status Letter (PS files) Status Letter PS A. Project Initation
5 PM initiates meeting with Client PM H. Communication: Meetings
6 PM outlines user needs and requirements, prepares scope statement for estimate letter PM C. Scope
7 PM conducts Existing Conditions Survey, reviews VFA Report, and requests EHS Survey Hazardous Materials Survey Request WORK ORDER: Hazmat Hazard Analysis Procedure PM F. Regulatory
(EHS)
8 PM conducts Feasibility Study, provides report, PM I. Design and CDs
9 and sends RFP to PSP RFP for Professional PM B. Contracts
10 PM establishes completion date or schedule DETAILS PM E. Schedule
11 Client provides budget limitations upon PM request Client D. Financial
12 Client identifies type of funding [List types] Client
13 PM prepares Estimate Form/Budget Estimate Form BUDGET Estimate Process D. Financial
14 PM identifies and requests in-house team members [List of team member codes] DETAILS PM C. Scope
15 PM identifies key stakeholders Stakeholders List PM C. Scope
16 PM and PSP review and list regulatory considerations [List agencies] WORK ORDER: Hazmat TDLR Compliance PM/PSP F. Regulatory
17 PS creates Estimate Letter from PM information Estimate Letter (PS files) Estimate Letter PS
18 PS attaches Estimate Review Routing slip to letter and attachments and sends out for in-house Estimate Review Routing Estimate Review PS
review by SPM and Associate Director (AD) [List attachments] Slip
19 PS scans routing slip, letter and attachments; sends letter and attachments to Client and others as Estimate Review PS I. Design and CDs:Project
noted Documents: Prelim Design
20 PS updates FAMIS by entering actual date letter sent SCHEDULE: Schematic PS
Design: Actual Date
21 PS updates FAMIS to "SD_EST_SNT" GENERAL: Status PS
22 PM follows up with client on receipt of estimate letter PM
23 PM files and updates project information in FAMIS then freezes the version VERSIONS: Authorize: PM
Freeze

Programming
1 PM obtains account number/funding source from client by e-mail or hard copy Project Funding PM D. Financial
2 PS creates initial funding request, attaches authorization, obtains required signatures, scans all Funding Request (Misc) Project Funding PS D. Financial
documents, and submits to Business Services
 3 AT creates project account and transfers funding ACCOUNTS PA
4 PM obtains RFP form from Contracting; sends via e-mail to proposed PSP for completion RFP Form (Contracts) PSP Engagement PM
5 PM reviews and approves PSP proposal RFQ/RFP Evaluation PM
6 PM sends PSP proposal to Contracts, if applicable PSP Engagement PM B. Contracts
7 PM confirms contract signed by PSP and PMCS Contract Manager Contract (Contracts) PSP Engagement PM
8 PM hands off all previously obtained regulatory information, surveys, and other Owner provided PM F. Regulatory
information to PSP after scanned to electronic files
9 PM provides UT Design and CADD Standards to PSP if needed PM
10 PM requests record drawings for PSP from CADD Supervisor via e-mail PM
11 PM contacts Utilities for record drawings via e-mail, if applicable PM
12 PM reviews electronic drawing data base for any previous changes to project area Drawing Database PM
13 PM arranges kick-off meeting with PSP, client, and in-house team members Conference Minutes PM H. Communication: Meetings
Conference Sign-In Sheet H. Communication: Meetings
14 PM arranges programming meeting with client and PSP Conference Minutes H. Communication: Meetings
15 PSP prepares preliminary program including budget and schedule, coordinates content with PM 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: PM I. Design and CDs:Project
Actual Documents: Prelim Design
17 PM presents preliminary program to client, obtains feedback and submits feedback to PSP PM
18 PSP incorporates client feedback into preliminary program, submits new program to PM Interim Review PSP
[Repeat previous two steps as necessary.]
19 PM obtains project final written approval, including budget and schedule, from client Sign-off: Client & User BUDGET PM G. Approvals
Approval
20 PM requests balance of project funding from client via e-mail or hard copy Project Funding PM D. Financial
21 PS submits supplemental funding request Funding Request (Misc) Project Funding PS D. Financial
22 PM requests another PSP proposal for full services, if applicable PM
23 PM routes program to stakeholders in person via a meeting or by e-mail PM
24 PM changes project status in FAMIS to "SCHEM_DES." SCHEM_DES PM
25 PM updates schedule SCHEDULE: Actual
26 PM reviews PSP invoices and manages PSP contracts PSP Engagement B. Contracts
27 PM files and updates project information in FAMIS, then freezes the version VERSIONS: Authorize: PM
Freeze

Schematic Design and Scope Folder (30%)

1 PM and PSP review record drawings PM/PSP
2 PM and PSP finalize scope Scope of Work Checklist - PM/PSP C. Scope
Final Design
3 PSP verifies existing site conditions PSP
4 PSP create schematic options PSP
5 PSP identifies MEP systems PSP
6 PSP presents schematic design and estimate to PM PSP
7 PM and PSP develop updated schedule SCHEDULE: Actual PM/PSP E. Schedules
 8 PM presents Schematic Design to client Conference Minutes PM H. Communication: Meetings
9 PM obtains client's written approval of Schematic Design, budget and schedule Sign-off: Client & User PM I. Design and CDs:Project
Approval Documents: Prelim Design
10 PM obtains supplemental funding including account number, if necessary
11 PS creates and submits supplemental funding request; scans for file, if applicable Funding Request (Misc) Project Funding PS D. Financial
12 AT transfers funding ACCOUNTS PA
13 PM confirms commissioning level PM
14 PM routes Schematic Design package to all stakeholders Routing Slip: Interim CD Interim Review PM G. Approvals
15 PM gathers input from stakeholders Document Review PM G. Approvals
CD Interim Review
Comments
16 PSP selects equipment, furniture and lists long lead items and submits to PM PSP
17 PS submits electronic M&E request, orders all above, if applicable and creates work orders M&E Request - Project WORK ORDERS Electronic M&E Request PM/PS D. Financial
Account
25 PM updates schedule SCHEDULE: Actual
19 PM reviews PSP invoices and manages PSP contracts PSP Invoices PM B. Contracts
20 PM files and updates project information in FAMIS and freezes the version VERSIONS: Authorize: PM
Freeze
18 PM changes project status in FAMIS to "DESIGN_DEV." DESIGN_DEV PM

APPLICABLE FAMIS STATUS: DESIGN_DEV

Design Development (60%)
1 Create new Version in FAMIS VERSIONS
2 PM and PSP incorporate stakeholder schematic review comments Document Review Interim Review PM/PSP I. Design and CDs:Project
Comments Documents: Prelim Design
3 PM and PSP create Design Development documents using approved schematics PM/PSP
4 PM requests Fire Alarm system design by PSP, if applicable PM/PSP
5 PM and PSP confirm delivery method DETAILS: Const Mthd Delivery Method PM/PSP
6 PM and PSP identify alternate work PM/PSP
7 PM and PSP incorporate HazMat and existing conditions into project plan WORK ORDER: Hazmat EHS PM/PSP F. Regulatory
8 PM and PSP revise schedule as needed SCHEDULE: Actual PM/PSP E. Schedules
9 PM asks CC to secure parking permission for contractor Parking Request Parking & Staging PM/CC J. Construction
10 PM submits plans to CADD Supervisor for room use assignments PM
11 PM presents design development to client Interim Review PM
12 PM obtains client's written approval of Design Development, budget and schedule Sign-off: Client & User Interim Review PM G. Approvals
Approval
13 PM obtains supplemental funding including account number, if necessary
14 PS creates and submits supplemental funding request; scans for file, if applicable Funding Request (Misc) Project Funding PS D. Financial
15 AT transfers funding ACCOUNTS AT
16 PM re-confirms commissioning level PM
17 PM routes Design Development package to all stakeholders Routing Slip: Interim Interim Review PM G. Approvals
18 PM gathers input from stakeholders Document Review Interim Review PM
G. Approvals
Comments
 19 PSP reviews specifications PSP
20 PS submits electronic M&E request, orders all above, if applicable and creates work orders M&E Request - Project WORK ORDER Electronic M&E Request PS D. Financial
Account
21 PM updates schedule SCHEDULE: Actual
22 PM reviews PSP invoices and manages PSP contracts PSP Invoicing PM B. Contracts
23 PM files and updates project information in FAMIS and freezes the version VERSIONS: Authorize: PM
Freeze
24 PM changes project status in FAMIS to "CNST_DOCS." CNST_DOCS PM

APPLICABLE FAMIS STATUS: CNST_DOCS

Construction Documents (90%)

1 PM creates new Version in FAMIS VERSIONS
2 PM and PSP incorporate stakeholder design review comments Document Review Interim Review PM/PSP I. Design and CDs:Project
Comments Documents: Prelim Design
3 PM and PSP create Construction Documents using approved Design Development drawings PM/PSP
4 PM and PSP re-confirm delivery method DETAILS: Const Mthd Delivery Method PM/PSP
5 PM and PSP confirm alternate work PM/PSP
6 PM and PSPconfirm HazMat WORK ORDER: Hazmat EHS PM/PSP F. Regulatory
7 PM and PSP revise schedule as needed SCHEDULE: Actual PM/PSP E. Schedules
8 PM completes PMCS Front End Checklist and e-mails to Contract Specialist Front End Checklist Bid Document Preparation & PM I. Design and CDs:Project
Scheduling
Documents: Specifications

9 PSP provides drawings and technical specifications to PM PSP

10 PM routes draft of contract documents (front end) to in-house team, client, stakeholders for Interim Review PM I. Design and CDs:Project
Routing Slip: Interim Documents: Specifications
review with technical specifications and drawings
11 PM incorporated input from construction document review and e-mails to Contract Specialist for Document Review Interim Review PM G. Approvals
2nd draft Comments
[Repeat previous two steps as necessary.]
12 PSP provides PM with final drawings and technical specifications PSP
Final Design Transmittal Final Review PM I. Design and CDs:Project
13 PM attaches: Final Design Transmittal Checklist,
Checklist Documents: Final Design
Construction Documents Final Review
Construction Documents Transmittal Sheet (green), and
Transmittal Contract
Final Review Routing Slip Final Review
Final Review Slip (red), to documents, specifications and drawings for in-house sign-off
14 PM Completes electronic checklist for TDLR Compliance TDLR Checklist TDLR Compliance F. Regulatory
15 PM obtains client's written approval of construction documents, budget and schedule Sign-off: Client & User Final Review PM G. Approvals
Approval
16 Contract Specialist completes final documents, arranges for publication and distribution with Production of Contract Documents Production of Contract CS I. Design and CDs:Project
Publication and Distribution Documents Publication and
availability to contractors from PMCS main office Documents: Specifications
(Contracts) Distribution
 17 PM obtains supplemental funding including account number, if needed
18 PS creates and submits initial funding request; scans for file, if applicable Funding Request (Misc) Project Funding PS D. Financial
19 AT transfers funding, if applicable ACCOUNTS AT
20 Construction Coordinator confirms parking permission for contractor Parking Request Parking & Staging CC J. Construction
21 Construction Coordinator secures building access for contractor Key Request Form Lock & Key CC J. Construction
22 PM updates schedule SCHEDULE: Actual

23 PM reviews PSP invoices and manages PSP contracts PSP Engagement PM B. Contracts
24 PM files and updates project information in FAMIS and freezes the version VERSIONS: Authorize: PM
Freeze
25 PM changes project status in FAMIS to "BID." BID PM

CONSTRUCTION
APPLICABLE FAMIS STATUSES: BID, MSTR_SCHD; INACTIVE; OPEN
Bidding
1 PM creates new Version in FAMIS VERSIONS
2 PM establishes Committee to Review Proposals (if method is CSP or CMR) Members: PM, RFQ/RFP Evaluation PM B. Contracts
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 Pre-Proposal Conference Sign-In Pre-Proposal Conference PM/PSP/CC H. Communications
Sheet (Contracts) (Contracts)

4 PM and PSP prepare addendum items for Contract Specialist to issue relevant addenda [Repeat as Addenda Documents (Contracts) Addenda (Contracts) PM/PSP/CC I. Design and CDs:Project
necessary.] Documents: Specifications
5 PM attends meeting held by Contract Manager to review proposals received and opened (for both RFQ/RFP Evaluation CM/PM B. Contracts
CSP and CON)
6 Committee evaluates proposals and selects Contractor (if CSP or CMR) RFQ/RFP Evaluation B. Contracts
7 PM requests additional funding, if necessary Funding Request (Misc) Project Funding PM D. Financial
8 PS creates and submits initial funding request; scans for file, if applicable Funding Request (Misc) Project Funding PS D. Financial
9 AT transfers funding, if applicable ACCOUNTS AT
10 Contractor signs contract; Contract Manager issues Notification to Proceed Contract Documents (Contracts) Construction Contract CM B. Contracts
Creation
11 PM acquires all CADD files and forwards to CADD Supervisor PM
12 PM updates schedule SCHEDULE: Actual
13 PM reviews PSP invoices and manages PSP contracts PSP Engagement PM
14 PM files and updates project information in FAMIS, and freezes this version VERSIONS: Authorize: PM
Freeze
15 PM changes project status in FAMIS to "CONST." CONST PM B. Contracts

APPLICABLE FAMIS STATUSES: CONST; INACTIVE; OPEN

Construction
1 PM/PSP conduct Pre-Construction Meeting to discuss scope and accessibility and to determine Pre-Construction Pre-Construction Meeting PM/PSP H. Communication: Meetings
the progress meeting schedule. [Drop down list of applicable participants.] Conference Agenda
 2 PM directs the Contractor to maintain Equipment Add-Delete-Modification Log Equipment Add-Delete- Equipment Add-Delete- PM J. Construction
Modification Log Modification

3 PM/CC coordinate :
Utility shut downs Outage Request Outages PM/CC J. Construction
Parking and Staging PM/CC J. Construction
Parking and staging changes Parking Extension
Parking Request Large Delivery PM/CC J. Construction
Large Vehicle Movement
Vehicle
4 PSP prepares SOV, Submittal Schedule, Construction Schedule, Change Proposals, RFIs, PSP B. Contracts
Applications for Payment [Repeat as necessary]
5 PM conducts Weekly Progress Site Meetings Construction Progress Construction Progress PM H. Communication: Meetings
Meeting Agenda Meeting
Conference Sign-In Sheet H. Communication: Meetings
6 PM oversees distribution of meeting minutes recorded by PSP according to contract Conference Minutes H. Communication: Meetings
7 PM walks the job with the client on a weekly basis Site Observation Report PM J. Construction
8 PM verifies adherence to schedules for long lead purchases and adherance to specifications on M&E Request - Project WORK ORDERS M&E Request PM/PS D. Financial
equipment purchases with PS support Account
9 PM manages availability of Owner provided purchases PM D. Financial
10 PM manages General Contracts, JOC Contracts and approve contract changes with support from Change Order Request Change Orders PM B. Contracts
Contracting
11 PS changes project status in FAMIS to "SUBST_COMP" upon receipt of Closeout Letter from SUBST_COMP PS
Contracting
12 PM reviews PSP invoices and manages PSP contracts PSP Engagement PM B. Contracts
13 PM files and updates project information in FAMIS VERSIONS: Authorize: PM
Freeze

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 Corrective Action Log PM/PSP/CC J. Construction: Logs
of PS
2 PM/CC confirm activation of Telecom and Security PM/CC J. Construction
3 PM arranges for transportation of Client's furniture/equipment if necessary WORK ORDER PM J. Construction
4 PM inquires if Client needs move-in scheduled PM J. Construction
5 PM reviews SOP for Close Out Procedure CP Closeout PM J. Construction:Close Out
6 Contract Specialist receives 95% completion tracking log from CC and sends Closeout Letter to Contract Closeout Letter (Contracts) Contract Close Out CS J. Construction:Close Out
(Contracts)
Contractor
7 PM receives final pay application CP Closeout PM J. Construction: Pay App
PSP Engagement PM
8 Project Specialist (PS) prepares Certification of Substantial Completion and distributes for Certificate of Substantial Substantial Completion PS J. Construction
signatures Completion
9 PS prepares Notification of Substantial Completion letter Substantial Completion - Substantial Completion PS J. Construction
Client Notification
 10 PM obtains Request for Inspection from PCCR Project Specialist for TAS inspection TDLR Compliance PM
11 PM arranges for start-up and test system(s), issues Certificate of Readiness, issues CP Closeout PM J. Construction
Commissioning Report if applicable for fire alarm. Required prior to occupancy. Test Log

12 PM receives O&M Manuals and Commissioning Manual PM

13 PM arranges for test systems and issues Test & Balance Reports if applicable for HVAC Test Log CP Closeout PM
14 PM receives "As-Builts" from PSP and distributes PM
15 PM files and updates project information in FAMIS and freeze the information VERSIONS: Authorize: PM
Freeze

APPLICABLE FAMIS STATUSES: SUBST_COMP; ACCOUNTING

POST-CONSTRUCTION
1 PM documents lessons learned CP Closeout PM
3 PM approves final payments PM J. Construction
4 Project Specialist designates Work Orders in FAMIS as CLOSED or PO_ACTIVE and sends CLOSED or PO_ACTIVE PS
project to Accounting
2 PM reconciles funded account with support from AT ACCOUNTS Project Funding PM/AT D. Financial
Warranty Failure Notice

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

CC

Client
CM/PM
CS
PM

PM/AT
PM/CC
PM/PSP
PM/PSP/CC
PSP
PS
PA
SPM