Formalizing the Acceptance of Project’s Milestones Using Punch Lists

One of the growing trend in delivering construction projects is to establish milestone dates for which parts of the project’s scope of work will be formally handed over to the project owner and accepted. Those milestone dates will be part of the project’s contract agreement and will be linked to the project’s detailed execution schedule. For some projects, there could be a weight factor assigned for each milestone date where the total weight of all milestones should be 100%.

The list below is an example of possible milestones that a building construction project could have.

·        Issued building and grading permits

·        Completed site work

·        Completed foundation

·        Completed carpentry

·        Installed HVAC

·        Completed plumbing rough-in

·        Completed electrical rough-in

·        Installed roofing

·        Finished exterior

·        Finished paint

·        Finished flooring

·        Finished trim

·        Completed landscaping

·        Final hardware installation

·        Completed inspections

·        Completed walk through

·        Completed punch list

·        Finished cleaning

·        Completed final walk through

·        Moved in

To formalize the acceptance of the project’s scope of work associated with each milestone date, the Punch List or Snag List project management process will be used. For each milestone date, a separate Punch List will be created. Each Punch List will be used to capture the details of work items that were not completed in accordance with the project’s specifications and other technical requirements.

Adding the Punch List

Using PMWeb Project Management Information System (PMIS) out-of-the-box Punch List module, a new Punch List will be created for each Milestone Date. The header will include details of the Punch List like title, date, status, revision, revision date and WBS level. The WBS level ID is a critical field and should relate the WBS level that the Milestone Date is associated with. Should there be a need to add additional fields or attributes for the Punch List, the specification module will be used to define those fields.

Reporting Defects and Unacceptable Work in Place

The team responsible for creating the Punch List will identify all defects and unacceptable work in place that needs to be rectified by the Contractor and the Subcontractors. For each reported defect or unacceptable work, the team should identify the location of this work, description of the work to be rectified, trade responsible for rectifying the work, who have been assigned to be responsible to ensure that it will be rectified, when this was reported, reported to who and who was advised of this rectification, when it needs to be rectified, days delayed in rectifying it, actual date rectified and amount to be withheld until this work is rectified. In addition, PMWeb allows attaching a picture or video of the work to be rectified and after it has been rectified.

Formalizing the Punch List Process

PMWeb allows creating pre-defined list of tasks or items that need to be inspected and performed for each Milestone. This will ensure that there is formal and agreed upon process and list of tasks to be done for reviewing and accepting each Milestone. This will capture the organization’s knowledge and past experience in inspecting such scope of work instead of leaving it to the project team to decide on what to be inspected and performed. This approach will not only reduce the period needed for performing the Milestone Inspection but also will reduce the possible conflicts and disagreements between the parties of the contract. This approach will also reduce the chance for re-snagging for items that were missed when the first snag was done. The checklist will capture the details of those pre-defined tasks, assigned to who, skills needed, notes and if they were performed.

Identifying the Specification Sections Referred to in the Punch List

Since the Punch List needs to be aligned with the project’s technical specifications, PMWeb Punch List module allows to drag and drop all relevant specification sections that need to be used in inspecting the work in place. The specification list, contract agreement clauses and other documents sections are usually the same across all projects although they could differ on some projects. Those clauses are also used on many other PMWeb modules like RFI, Submittals, Contracts, Change Orders among many others.

Capturing Notes Made by The Different Project Team Members

PMWeb Punch List module allows the different team members to add text notes that are related to the Punch List closure. All notes made are name and time stamped to maintain a trail of all such notes. Notes are captured in rich text to allow redlining important comments, insert pictures, inset tables among others.

Attaching Drawings, Bill of Quantities and other Documents as well as Link PMWeb Records

The project team can upload drawings and other type of documents for the Punch List module. Usually, those documents will be uploaded and stored in PMWeb document management repository at the appropriate folder or folder. Of courses, documents can be uploaded directly even if they are not already stored in PMWeb. In addition, links to other PMWeb records that could be relevant to the Snag List like meeting minutes, correspondence, RFI, daily reports among others can be selected, dragged and linked to the Snag List.

Formalizing the Acceptance and Closure of Punch List

To ensure that there is a formal process for accepting the completed Punch List, PMWeb workflow will be used to map the steps and sequence for those will be involved in submitting, reviewing and approving the completed Snag List. The workflow could include conditions to incorporate the approval authorities assigned to each project role. For each step, the workflow allows setting the duration, notes and available actions to be made in addition when the submission is rejected. PMWeb allows capturing the actual dates for completing each step and notes made by the reviewer.

Informal Sharing of The Punch List

Should there is a need to share the PMWeb Punch List with other project team members including those that do not have access to the PMWeb PMIS, PMWeb Notification can be used to email the Punch List and other attachments to those recipients. PMWeb will keep log of all notifications sent for each Punch List to keep track of whom the Punch List.

Formal Submission of the Punch List

Since the Punch List is considered to be a formal project communication, the contract agreement might require submitting hard copy of the Punch List. PMWeb allows designing the hard copy Punch List in any desired format and layout to be aligned with organizations project management procedures. It is recommended that the formally submitted Punch List get signed, stamped, scanned and uploaded into PMWeb document management repository.

Punch List Reports and Logs

The data captured in each Punch List for each Milestone Date and for each project being managed by the organization can become part of tabular or graphical reports and logs. Those real-time reports will be used to report on the captured data in any desired format, grouped and order. The data can be filtered to display the needed information and records.

The captured data can be also used to run business intelligence analysis to identify trends and correlations between the data captured in the Punch List module and other modules.