Basic Construction Management

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CONSTRUCTION MANAGEMENT ASSOCIATES

Practical Solutions for Better Control

Leon Rogers PO Box 867 Thayne, WY 83127

(307)883-7785

NAHB Builder’s Show 2011 – Orlando, FL

Basic Construction Management

I. Importance of Production Staff to your overall success

A. Sales and Production

B. Maintain the majority of your budget

C. Enforce of quality

D. Ensure safe operations

E. Key to your trade contractors’ performance

F. Responsible for much of your reputation with customers

G. Key to timely completion of project

II. Typical Training Process

A. Interview

B. Evaluate experience

C. Hire

D. Brief orientation (1 hour)

E. Any questions – Call me

F. Go to work

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III. Professional Training Program

A. Position Description

1. Knowledge and training requirements

2. Responsibilities

3. Authority

4. Duties

5. Relationships

6. Resources required (vehicle, computer, tools & equipment,

etc.)

B. Outline of the Training Requirements

C. Define the Training Required for Each Task

D. Develop a Rough Draft of the Training Needed for Each Section

1. Establish a Format You Wish to Follow

2. Assemble All of the Documents, Forms, and Systems That

a Superintendent Uses in the Performance of His/her

Responsibilities

3. Describe the Use of Each Document, Form or System

4. Describe the Interaction and Communication Needed for

Each Task

E. Develop Activities and Assignments to Complement and Evaluate

the Training.

1. Quizzes to Evaluate Comprehension of Reading Materials

(Like Contracts, Specifications, Etc.).

2. Activities to Strengthen the Superintendents in Given Areas

Such as Communication, Negotiation, Dealing with Difficult

Customers, Recruiting Trade contractors, Etc.

3. Interviews with Key People Such as the Company

President, Head of Accounting, Customer Service, Etc.

F. Provide Time to Work in Other Areas of the Company, i.e.

Customer Service, Estimating, Bookkeeping, Etc.

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V. The Superintendent’s Role

A. Most critical position in the company

1. Manager

2. Scheduler

3. Trainer

4. Coach

B. Agency

C. Superintendent Self-Evaluation Checklist

VI. Project Start-up

A. Site Meeting

B. Preconstruction Meeting

C. Estimate Review

D. Schedule

E. Documentation

1. Daily logs

2. Schedule updates

3. Progress reports

VII. Quality Control and Inspections

A. Determine your expected level of performance (Written

Performance Standards)

B. Develop Quality Control Checklists

1. Excavation

2. Footings

3. Foundation

4. Framing (10 PAGES) (1 1⁄2 - 3 Hours)

C. Building Code Inspections

VIII. Cost Control

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B. Estimate/Purchase Order Review

C. Material Control (Purchase Orders)

D. Trade Contractor selection and training

E. Variance Analysis (VPO’s)

IX. Scheduling

A. Bar Charts

B. CPM Schedules

C. Hybrids

D. Updating

E. Enforcement

X. Team Building and Trade Contractor Management

A. Keys to Success

B. Topgrade

1. Rate Trade Contractors as ABC

2. Support and develop your A’s

3. Put your B’s on a

Short

Term Training Program

4. Replace your C’s

C. Hiring Trade Contractors

1. Qualifications

2. Hiring Checklist

D. Training Trade Contractors

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a.

Application

- Have the trade contractors fill out a trade

contractor application.

b. Trade contractor

Agreement

– Go over the trade

contract agreement for their particular trade.

c. Plans - Give the trade contractors a set of plans.

Discuss what you expect for their particular trade to be

performed.

d.

Standard Details

- Give trade contractors a copy of the

standard details for their particular trade. For example,

details for stairs, decks, cornices, etc. should be given

to framing trade contractors.

e.

Quality Checklists

- Give trade contractors a copy of

the Quality Checklist for their particular trade. Go over

the checklist item by item. Explain that a completed

quality checklist is required from each trade contractor

as a condition of payment.

f.

Change Orders

- Explain the change order procedure

for trade contractors and the need for signed change

orders.

g.

VPO’s

- Explain the process of obtaining additional

materials when shortages occur and the variance order

procedure.

h.

Payment

- Explain the payment procedures.

i.

Safety

- Explain the safety requirements as they apply

to the trade contractor’s trade. Personal protective

equipment (hard hats), fall protection (scaffolds with

rails and harnesses), training requirements for trade

contractor employees and other safety precautions

should be explained.

j.

Pricing

- Obtain pricing Quote Sheet from the trade

contractor. Be prepared! Know the range of prices

paid for each trade.

k.

Schedule

- Discuss the importance of each trade

contractor maintaining the schedule. Explain how the

schedule is developed and updated. Discuss the

impact on other trade contractors when they do not

comply with the schedule. Discuss how maintaining the

schedule affects their pay.

2. Meet them on the job the first day and get them oriented

and teach them what you expect

3. Inspect often and well – Framing 50% of time

E. Scheduling Trades

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F. Communication

1. Be Proactive

2. Five Call Policy

2. Keep a Record of Communications

G. Using QC Checklists

H. Don’t Abandon Your Training

XI. Working with Home Owners

A. Superintendents Role in Customer Relations

B. Communication

C. Customization and Change Orders

D. Home Owners on the Job

E. Walk Throughs

F. Customer Service

XII. Safety Management

A. Superintendent’s Role

B. Safety Programs

C. Trade Contractor Safety and Training

D. Safety Inspections

1. Safety Inspection Checklist

E. Accident Investigation

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Name _________________ Office _ Date ____

Assignment 10 – 2

Annotated List of Trade contractors

1. Obtain a copy of the master list of trade contractors for your particular

office from your General Manager or Production Manager. If you do not

have a list of trade contractors work with your General Manager or your

Office Coordinator and/or another Superintendent to create one.

2. Study the list carefully.

3. Make arrangements with your General Manager, Production Manager, or

training Superintendent to go over the list with you and discuss the

different trade contractors (Top Grade). Take notes of the discussion.

4. Here are some ideas of what to cover in your discussions about each

trade contractor.

a.

Trade contractors name? How do you contact them?

b.

In what area does the trade contractor work?

c.

What trades does the trade contractor perform?

d.

How much lead-time does the trade contractor need?

e.

What individual commitments or promises have we made with the

trade contractor or has the trade contractor made with us?

f.

How is the quality of the trade contractor's work?

g.

How reliable is the trade contractor at maintaining his schedule?

h.

How many people/crews does the trade contractor have; how much

work can they handle.

i.

Trade contractor strengths?

j.

Trade contractor weaknesses?

k.

Are there any other things I should know?

5. As you travel with you trainer, ask him which trade contractor is

performing each activity and note the kind of work they do. Make note of

potential problems.

6. When you complete this assignment you should have a list of trade

contractors, which contains all the pertinent information pertaining to

each trade contractor. This annotated list of trade contractors can be an

invaluable resource in managing your projects.

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Outline of Superintendent Training Program

A. INTRODUCTION

1. Introduction to the program

2. Resource List for Superintendents

3. Proficiency List for Superintendents - A checklist of all of the training

requirements

B. CONSTRUCTION COMPANY ORGANIZATION

1. Company History

2. Mission Statement

3. Organization Chart

4. Production Organization Chart

5. Area Map - A map, primarily for scattered site builders of the area where the

superintendent is expected to work.

6. Organization Assignment - An assignment developed to familiarize the new

superintendent with the members of the organization. It normally involves a series of interviews.

C. THE ROLE OF THE SUPERINTENDENT

1. Introduction

2. Job Descriptions for All Production Personnel

3. Vehicle Use and Maintenance - Policy statement concerning the use and care of

company vehicles including reimbursement policies for use of personal vehicles.

4. Tools and Equipment List

5. Superintendent Dress Code

6. Proper Use of Cellular Phones - Policies on the use of cellular phones and

suggestions for minimizing the high cost of cellular phones.

D. SALES

1. Sales and marketing - An overview of the sales and marketing functions of the

company.

2. Pricing Worksheet/Purchase Agreement - A review of the pricing worksheet or

offer to purchase real estate used by the company.

3. Sales Contract - A review of the contract agreement between the homeowner and

the company.

4. By Owner Agreement - Review of the policy of the company regarding work

performed directly by the owner such as landscaping and paint.

5. Project File - A review of all of the documentation that makes up the project file.

6. Sales Assignment - An assignment to help the superintendent understand what a

customer goes through from the time they make contact with the builder or visit the sales center until the home is actually started.

E. SITE MEETING

1. Site Meeting - A meeting where you lay out the house with the home owner,

establish the grade and locate the various utilities.

2. Site Meeting Checklist - A checklist of items to be covered at the site meeting.

3. Site Meeting Assignment - The new superintendent observes a site meeting,

participates to a minor extent and then takes full charge of a site meeting under the supervision of the trainer as outlined above.

F. PRECONSTRUCTION CONFERENCE

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that will take place during the construction process and the responsibilities of the homeowner, builder and others during the process.

2. Preconstruction Conference Checklist - A checklist of items to be covered in the

preconstruction conference.

G. ESTIMATING AND PURCHASING

1. Estimating and Purchasing Training - A review of the estimating and purchasing

process.

2. Estimate Review Checklist - After the estimate is complete the superintendent

reviews the estimate to make sure nothing important was missed.

3. Vendor/Subcontractor List - The new superintendent is given an annotated list of

subs and suppliers to help him/her become acquainted with them.

4. New Vendor/Subcontractor Setup Procedure - The superintendent reviews the

process of setting up a new vendor or subcontractor.

5. Vendor/Subcontractor Quote Sheets and Price Lists - A review of the pricing

structure of the various subs and suppliers.

H. SCHEDULING

1. Scheduling Techniques - An introduction to the scheduling systems and/or

techniques used by the company.

2. Schedule Updating - A review of the scheduling updating procedures used by the

company.

3. Scheduling Training - Exercises to teach scheduling to the new superintendent.

I. CONSTRUCTION

1. Construction Process - A review of the construction processes and procedures used

by the company.

2. Communication - An overview of the need for good communication between those

involved in the construction process including drafting, estimating, superintendents, homeowners, etc.

3. Communication Assignments - An assignment to help the superintendent learn

better communication.

4. Production Manual- A manual containing the construction procedures and

standards of the company (See NAHB Building).

5. Quiz - A quiz to evaluate the superintendent’s understanding of the policies and

procedures included in the Production Manual.

J. QUALITY CONTROL CHECKLISTS

1. Checklists - A series of checklists developed to assist superintendents in evaluating

the quality of work performed.

2. Quality Control Assignments - A series of inspections performed at the various

levels by the new superintendent.

K. MANAGING TRADE CONTRACTORS

1. Subcontractor Agreement - The superintendent is required to read and understand

the subcontractor agreements used by the company.

2. Worker’s Compensation - A review of worker’s comp. requirements and

certificates required by the company.

3. Keys to Working with Subcontractors - Overview of subcontractor management

principles.

L. HEALTH AND SAFETY

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2. OSHA Requirements Assignment - A quiz to evaluate the superintendent’s

understanding of OSHA and safety and health requirements.

3. Hazcom and MSDS Training

4. Safety Inspections - The superintendent performs safety inspections of job sites.

M. CORPORATE TRAINING

1. Additional Training

2. Drafting Training

3. Estimating and Purchasing Training

4. Accounting and Job Cost Training

5. Customer Service Training

N. CUSTOMER SERVICE

1. Customer Service Training

2. Customer Service Exercises - The superintendent works with customer service

personnel on warranty calls to teach the importance of quality control.

O. COMPANY HOUSE PLANS & SPECIFICATIONS

An exercise to help the superintendent read and understand the company house plans and specs.

P. HOMEOWNER PACKAGE

An exercise to help the superintendent understand the various documents which the homeowner signs.

Q. LIMITED WARRANTY

An exercise to help the superintendent understand the warranty and warranty procedures used by the company.