One effective way to view architecture/engineering project closeout is to think of it as a separate “mini-project” with its own scope, schedule, and budget.
The scope of work to close out a design contract is usually well defined in the contract itself. Treating this phase as its own project will help you keep your team members focused on finishing the job.
During this wrap-up period, applying basic project control tools can help you keep your team informed and focused on demobilization and project closeout objectives. Six of these tools include:
1. Project completion schedule. This provides a daily focus on project demobilization and closeout activities. Use this schedule as a communications tool in project status meetings and to assist in establishing plan-of-the-day activities.
2. Action items list. Use this to assign responsibility and to track key actions required for closeout. Key points should include: Action Required, Requester, Responsible Individual and Group, Required Date, and Forecast/Actual Completion Date.
3. Subcontractor punch list. As with the action items list, use the punch list to track incoming or open items for a subcontract when the work is essentially complete.
4. Vendor notification list. Develop a list of leased or rental agreements, sorted in reverse order by the number of days prior to the projected demobilization date. The list can help you with discontinuation of services or for equipment pick-up. A typical notification list would be organized by the actions required 30, 14, or 7 days prior to demobilization.
5. Project team de-staffing plan. As project tasks or phases end, take personnel off the project as soon as practical. The de-staffing plan should reflect remaining job hours and forecast release dates for each individual team member.
6. Cost control. During the final project phase, team members must remain focused on cost control and cost awareness. Cost and schedule work together; a shorter schedule usually leads to lower costs, and vice versa. Budget limitations will also focus the team’s attention on early completion and closeout actions.
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