Information collected from the site is reviewed and compared with the project plan to determine if the project is on time, the resources (both material and personnel) allocated were sufficient and of the right type, and the actual state of the project conforms to the schedule. Effectively comparing the project’s progress to the job plan enables you, as the customer, to bring the project manager’s attention to an area of the project most in need of attention.
Take Corrective Action
The corrective action necessary requires decisions to be made by the project manager and addresses questions that are technical in nature and relative to an actual issue that may be the cause of or result in a delay. Your input may be required, time to time, to agree with a proposed solution to an unanticipated event.
Typically, this may be something as simple as where the tile can be stored indoors, an alternate location to keep a family pet, or setting aside an area in the yard to stage materials. Or you may find the discussion involves dealing with a cost overrun, material shortage or substitution.
Whatever the issue, your input will be required to help guide the project manager and it is necessary you, as the owner, agree to the proposed work arounds, or offer alternate solutions. Unfortunately, you may find making these kinds of decisions bring you out of your comfort zone because you lack sufficient expertise and knowledge to know if your decision is the best one to make.
Whatever the case, deviations in the project plan must be noted. Failure to note these issues and deal with them will result in a job that will end up behind schedule, over cost, and not conform to the contract documents. The result of not taking corrective action is the equivalent of not monitoring the project at all.
Collect Historical Data
This involves collecting data about what has happened. The type of information collected validates the work as the project progresses. This requires measuring walls to validate they were built the required length, are the needed width, and placed in the correct location. Walls built in the wrong location happen more often than you may realize. The same goes for lowered ceilings, bulkheads, and chases for mechanical elements such as ductwork and plumbing.
The drawings are your authoritative source of information indicating where the electrical, plumbing and HVAC rough-ins are to be placed, the sizes for openings for doors and windows, and show the tile installation patterns. Comparing the as-built conditions to the design requirements needs to be done as the work progresses in order to identify or pinpoint any deviations from the job plan. Also, prior to any material being installed, the material needs to be inspected and validated to ensure they match those specified. A record of this inspection needs to be kept available along with any photographs taken.
The historical data collected serves two purposes: first, to serve as a basis for planning future jobs; and second, to serve as a thorough record of actual events in the event claims for non-performance arise.
The purpose and importance of describing the components of the Project Control Cycle was to help you understand what they are and the underlying concepts behind all the actions and steps used to properly control, monitor, report, and record the status of the project.
By understanding how the project is managed and monitored you are empowered to know if the project is doomed or can be saved. It’s not enough to understand how things are to be controlled, you also need more information describing when an activity is to take place, who will be doing what, how long it will take. This information is contained in the Building Schedule.
