Review of Contractor’s Progress Report and Schedule

As a Project Controls Engineer working with the Owner, Main Contractor, or PMC, it is necessary to thoroughly review the updated schedules and progress reports submitted by Contractors. The schedule serves as a primary communication tool and a basis for evaluating the progress of work.

However, Before starting the review process, acknowledge the project controls team’s efforts.

Please concentrate on the following areas.

1) Contract Document: This document guides the review process. It typically addresses reporting requirements and outlines the format, structure, content, recipients, frequency, and necessary supporting documents.

2) Approved Schedule Baseline: It is essential to have the native file (.XER version) of the approved schedule to compare the progress updates. If the baseline is not yet approved, the latest commented file may be used, and the schedule basis should be updated to record it.

3) Involvement in the Project: Your review's effectiveness depends on your involvement. Access the latest meeting minutes, updates on change orders, project decisions, and pending actions with deadlines and responsible persons.

4) Supporting Documentation: The schedule update must include a progress narrative detailing key activities completed in the reporting period and planned for the next cycle. The report should cover critical path activities, concerns, needed inputs, hindrance log, risk register, and invoice status. Depending on contract requirements, include document, material, and construction registers, along with S-curves, manpower histogram, and photos.

5) Existing Procedures and Best Practices: The review process should align with the organization’s existing procedures. The project controls team is advised to refer to best practices available for their specific industry.

Tools and Techniques

Review Checklist: It is advisable to develop a review checklist tailored to your specific requirements. This checklist should encompass key indicators that can assist in the review process, such as data accuracy, scheduling discrepancies, the availability and correctness of supporting documents, among others. Additionally, it aids in maintaining consistency and a structured review process within the team.

Analysis : Check for data mismatches or manipulation, verify variances, and examine deleted, added, or modified activities. Review the critical path, leads, lags, constraints, relationships, milestones, calendars, and any changes that could be made since the last approved update for gaining advantage at a later stage. Use scheduling software features for this analysis.

Outcome

• Ensure your observations are clearly described and communicated to the contractor representative.
• Please note that if you do not provide your observations, it may be interpreted as acceptance.
• You may first conduct an internal meeting with your team to discuss and align on your findings and then communicate with the contractor.
• Prepare a review document instead of writing comments throughout the report. This way, you can address each topic clearly and ensure the contractor understands them. After sending the document, schedule a meeting to explain your observations.
• Whenever possible, recommend corrective actions, provide reasons for additional resource requirements, and explain how timely interventions can save on contractor costs. Additionally, consider establishing a shared review register accessible to both parties, which can be updated after each review cycle.
• You should also allow the contractor to present their perspectives and ideas in response to your suggestions. The goal is to reach a mutually agreed-upon way forward on the issues affecting the project.

What additions would you make to the review process? How can we ensure the schedule review helps achieve project objectives?

Please share your thoughts…