Project Set-up Checklist:
To be used during project set up
Place a check mark in each box as you complete each step
Terms in red can be found in the Glossary on page 6
1. Are all of items needed in the Active job folder on the F Drive?
a. If you check NO for any of the boxes below, , the project must
be sent back to the Account Manager or Field Coordinator for them to
obtain the missing information.
i. Completed P.I. Sheet YES NO notify Account Manager
ii. Completed Scope of Work YES NO notify Account Manager
iii. Unit/Lot numbers YES NO notify Account Manager
iv. F.R. assigned by F.C. YES NO notify Field Coordinator
b. If all 4 boxes are marked YES, please continue to the next step.
2. Is there a Signed Contract or L.O.A. for this project? YES NO
a. If NO, , you must inquire with the Contracts Department as to
whether you can go forward.
b. If YES, continue to next step.
3. Is this an existing client? YES NO
HINT: be sure to use a few different methods of searching, many of our
clients have more than one name or could possibly be in one place but not another.
a. If NO, proceed to Q.B.I.N. to create new client using the information
in Section 2 of the Project Information Sheet, then move onto the next
b. If YES, proceed to the next step
4. Is this an addition to an existing project? YES NO see page 4
HINT: Again, be sure to use different methods of searching for this because
projects in the field sometimes have different names than in our clients’ sales offices.
This is necessary to ensure we don’t duplicate critical information.
a. If YES, to complete you must MAKE SURE:
i. the project is Active
ii. the number of units already entered into the database has
not exceeded the previous Unit Count
iii. the number of units found on the most recent signed L.O.A.
match the number of units you are entering
iv. that the units you are entering are not already in the
IF ANY OF THE BOXES ABOVE ARE NOT CHECKED, CONTACT YOUR SUPERVISOR
v. to enter Plan Type and Unit Information from Unit/Lot list or
Site Map provided by the client
vi. use the Notes Field to mark any changes including, how
many units were added, the date, and your initials
vii. to update the Unit Count before exiting the Edit Screen
viii. to send an e-mail notifying all parties involved
ix. Go back and check your data. See the Account Manager
and Contracts Manager if you have any questions at all.
Mistakes made in the database will throw off inspections and
billing, and may not be discovered until later in the project.
Accuracy is very important.
x. Relax………now set up another project
b. If NO, click “New” in QB Admin after selecting the client to Add a New
Project and enter the information to the Edit Screen using Sections 3
and 5 of the P.I. Sheet, L.O.A. of the Consultant - Client Agreement,
and the Scope of Work for support.
i. Look for separate line items on the L.O.A. that call for Q.A.
Observations. If priced differently and not “Included”, set up in
a separate Edit Screen under the same project name followed
by a description of the service.
(i.e. Preston Palace – Subterranean Parking)
ii. Scan the entire L.O.A. a few times carefully to read through
deliverables and make sure you understand them.
If you do not, please . It is important to contact the
Account Manager or Contracts Manager before going any further.
iii. If the project, or part of the project is to be billed hourly, did
you enter the formula correctly? Saturation = 100% Unit Price =
0.0001 and Margin = 1
iv. Address information is filled in, at least enough for someone to
find the job site
v. Superintendent information is filled in, at least enough for
someone to contact him/her.
vi. Enter Plan Type and Unit Information from Unit/Lot list or Site
5. Is this project insurance mandated? YES NO
(This information can be found in Section 1 of the P.I. Sheet.)
a. If YES, transfer information into the Insurance Interface
b. If NO, proceed to next step.
6. Have you notified all proper parties that the project is set up? YES NO
HINT: It is always better to tell too many people then not tell
a. Use the project set up e-mail form found at F:QUALITY
BUILTOperations - Field ServicesProject ManagementForm E-mails
to send an e-mail to all parties involved.
i. Field Coordinator, Field Representative, Account Manager,
Customer Service (for Q.B.I.N. set up), Copy Center (for
ii. Copy Center may not need to be notified of Independent
Contractor projects, check with your supervisor to be sure
7. Go back and check your data. See the Account Manager or Contracts
Manager if you have any questions at all about the details. Any mistakes
made in the database will throw the Q.A. Observations and billing off, and
may not be discovered until much later in the project. Accuracy is very
important when doing this task.
8. Relax for a minute………now set up another project.
Account Manager – salesperson who initiates contact with the client and gathers all the
project details needed for project set up
Consultant - Client Agreement – the contract that is sent to the client to sign
Contracts Manager – person who creates and manages the contracts
Deliverables – Services to be rendered
Edit Screen – screen in QB Admin where the project details are entered and edited
F.C. or Field Coordinator – field person in charge of the Field Representatives in his or her
F.R. or Field Representative – field person assigned to conduct Q.A. Observations
Insurance Interface – database used to track insurance mandated projects
Insurance Mandated – projects that are required to use our services by their insurance
L.O.A. or Letter of Authorization – section A of the contract where the Scope of Work and
pricing is detailed
Notes Field – box in the Edit Screen of QB Admin used to track changes and other data for
P.I. Sheet or Project Information Sheet – the document that is filled out by the client and
account manager that lists all the details of the project
Q.A. or Quality Assurance Observations – checkpoints addressed by the filed personnel
using the QB Admin database
Q.B.I.N. or Quality Built Information Network – Web-based information system used by
clients and employees
Scope of Work – the document that lists the deliverables for the project
Site Map – an overhead view of the project site that shows the lot/unit designations
Unit/Lot list – a document that lists the lot/unit designations for a project
Unit Count – number of lots/units that we are contracted to conduct Q.A. Observations on
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