Reviewing Contractor’s Progress from a Consultant Point of View

When contractors submit progress updates for construction projects, it’s essential to check the changes, especially when it seems like project completion has been adjusted.

As a consultant or client representative, there are specific steps you can take to ensure the accuracy and reliability of the schedule updates provided by the contractor.

1.      Setting Requirements for Baseline Submission

Before delving into the progress update, establish clear requirements for the baseline schedule submission.

These requirements help maintain consistency and accuracy in the scheduling process. Here’s what you should ask for:

·         Activities from Bill of Quantities (BOQ): Ensure that all activities in the schedule are derived from the BOQ to maintain alignment with the project scope of works.

·         Mapping BOQ with Schedule Activities: The contractor should map the BOQ items to corresponding activities in the schedule using a cost-loading sheet for clarity and transparency.

·         Resource Loading Sheet: Request the contractor to develop a resource loading sheet that calculates the required hours for each activity based on BOQ quantities and productivity rates.

·         Cost and Resource Loading: The schedule should be both cost and resource-loaded as per the mapping and resource-loading sheet developed above.

2.      Breakdown of the Activity Percentage

Break down for every activity to ensure high accuracy for every activity as agreed for Progress Update.

·         Define Activity Components: Break down each activity into smaller, manageable components or stages. These components should be measurable and represent distinct milestones within the activity.

·         Establish Measurement Criteria: Define criteria for measuring the completion of each activity component. This could be based on physical progress, work hours expended, or achievement of specific units.

·         Regular Monitoring and Reporting: Monitor the progress of each activity component regularly and report on the percentage completion. Utilize project management tools or software to streamline the monitoring process and generate progress reports.

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           Following a sample of a cost loading where it is clear from where the cost of each activity was calculated

If you want to learn how to perform similar cost loading as shown in the sample above,  check out our intermediate Course to ensure you implement all these steps effectively

3.      Monitoring Contractor’s Progress

Once the requirements are in place, you can effectively monitor the contractor’s progress by conducting the following checks:

·         Earned Value vs. Payment Certificate: Ensure that the earned value in the schedule closely aligns with the payment certificate for the current month, with a permissible deviation of +/- 5% or as the agreement between the Contractor and the Consultant

·         Planned vs. Actual Manpower: Verify that planned manpower matches actual manpower on site within a tolerance of +/- 5%.

·         Schedule Comparison with Primavera: (Check this Article for further information about this subject ) Utilize tools like Oracle Primavera Schedule Comparison to identify any discrepancies between baseline schedule durations/relationships and updated schedules.

·         Site Verification: Conduct site visits to randomly verify the progress reported in the update against actual on-site conditions.

·         Knowing what the Progress update type is (Duration – Physical – Units)

·         Check the Oracle P6 options Retain Logic VS Progress Override

·         Set a meeting/call with the contractor to check the percentage sent in the update.

Conclusion:

To effectively review progress updates, we need to have a detailed baseline in the first place. We call the famous statement of project management that you can’t manage what you can’t measure therefore we need to convert every piece of the project into a measurable deliverable.

We at Planning Engineer FZE help contractors and Clients manage their projects effectively whether you are a contractor seeking a detailed professional Baseline or a Client who would like to review or assist contractor performance we can help. Just send an Email to [email protected] with your requirements, and we will get in touch with you

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