The PM
Toolkit
A collection of tools for Project Management
This page includes 84 different templates, forms, checklists, and other management guides designed to facilitate Project Delivery. Interactivity at this site will provide users the opportunity to download portions of the PM Toolkit and to provide input to CICA on their refinement, as well as any additions that they might offer. This PM Toolkit is a dynamic document and will be updated and revised as refinements are received and screened by CICA's "PM Processes for Multiple/Small Projects" Program Planning Team. All of the PM Toolkit files were gathered and solicited from the construction industry. However, they are not suited for all Project Management applications and their effectiveness may vary depending on company and project needs or characteristics.
Downloading Files
The files available for downloading are categorized and grouped into
specific project phases such as planning, objective setting, design managment, quality
management, etc. To download files, click on the desired category in the left margin
and then click on the specific file name. A description of each file is provided for
you to browse before you download.
Construction PM Software
Links
Click on "Sites" under PM Software in the left
margin or the button below to access links to sites that provide demos and downloading of
numerous Project Management software. This is a great reference to research Project
Management software and their capabilities before you purchase.
File Critiques and Feedback
To provide critiques and feedback on downloaded files located
by this page, click on "Critique" in the left margin or the button below.
Instructions on how to critique the files will be provided on the feedback form. Please,
take a minute to fill out the form. We appreciate any feedback regarding this web
page and its files that you are willing to provide.
Submitting Your Own Project Management
Tools
If you have a new and different Project Management Tool that
you would be willing to share with us and have posted on this web page, please click
"Submit Tool" in the left margin or the button below. CICA will review
your form for possible posting. Please attach your tool's file to the e-mail and
provide a short explanation of your tool and how you implement it. We welcome and
appreciate all submittals to help build and improve this web page.
Downloading Requirements
To view and use the
templates, you need Microsoft's Office 95 (Excel and Word)or higher. If you have
another version or use other programs, you can download viewers for Excel and Word. Click
in the image below to download the viewers:
File Name |
Description |
| Planning | |
Checklist containing the conceptual requirements, AFE generation and approval, accounting, and organization aspects of facility planning used by the facilities engineering group. It also assigns responsibilities and dates to each checklist item. |
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A project execution plan is the overall project planning document. It will consist of sections that address such topics as communications, materials management, and safety. This form can be used as a checklist to select the appropriate major divisions of the project execution plan. |
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This form is a contractor's project planning document for establishing the project's service needs. It is submitted to and used by the Purchasing Department for procurement. |
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This form is a checklist for the project team leader executing the project. It is a planning checklist for the project execution and assigns responsibilities and dates to each checklist item. |
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Planning document for the project team developing the bid package that assigns responsibilities and dates for each checklist item. It also serves as a responsibility chart for the project estimator. |
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The project execution plan will address the assignment of various project management tasks. This list contains typical project management tasks and serves as a checklist. |
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Pre-project planning index scoring card for evaluating the quality of major planning phases of the project. |
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| Organization | |
There is a trend toward managing projects with empowered teams that consist of representatives of the owner, designer, constructor, and (when appropriate) the construction manager organizations. It is important that the team have a mission statement and be empowered to make decisions. This document organizes the project team charter. |
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Team discussions and assignments made at team meetings should be documented and distributed in the form of meeting minutes or a team meeting report. It is important that this be managed in a timely fashion to be effective. This document can help to organize and manage team meeting information. |
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Phase responsibility matrix for large projects assigning responsibility for the following phases: Team Selection, Conceptual Planning, Schematic Design, Design Development, Contract Documents, Bidding, and Construction. |
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Construction phase responsibility matrix for a large project focusing on the construction phase. |
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Responsibility matrix designed for small projects. |
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| Objective Setting | |
The project team should draft a set of project objectives. These objectives need to be aligned with the corporate business objectives of the represented companies. This form suggests areas to be addressed when developing the project objectives statement. |
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Report card taken by the project team to measure team progression at certain project intervals. Helps to identify weak areas in obtaining objectives. |
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| Scope Definition | |
Checklist used to facilitate scope definition for the objective setting, conceptual, and AFE phases of a project. |
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| Design Management | |
Checklist containing project engineering and design items that assigns responsibilities and dates. |
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| Cost/Schedule Management | |
Regardless of whether or not formal CPM scheduling tools are being utilized, it is helpful if the project manager develops a set of critical milestones and tracks the attainment of those milestones on either a computer-based or paper-based system. This document lists the critical milestones tracked from notice to proceed to final payments. |
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Spreadsheet that tracks the original budget against various project change orders. |
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Spreadsheet tracking contract status, cost to date, and remaining project costs with manual adjustments. |
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Spreadsheet for a project engineer or manager of projects within a company to track and summarize several different projects regarding status, schedule, cost, change orders, and contract value, etc. |
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Spreadsheet indicating the WBS coding for estimated overhead items with line items extensions for quantities, costs, subtotals, taxes, insurance, and totals. It also calculates cost per SF. |
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Form used to track small projects in an existing industrial facility by the resident design and construction engineer. Tracks the budget, forecasted costs, and actuals. |
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Spreadsheet that assigns estimated weekly labor costs to a project and graphs the weekly cumulative costs. This curve is used to track against actual costs throughout the project duration and helps to determine a cost performance index. |
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Spreadsheet assigning forecasted and actual monthly billing costs to a project. It tracks the project billing status by graphing the planned billings, actual billings, and actual costs on one graph. This curve is used to track costs throughout the project duration and helps to determine a cost performance index. |
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Form used to pull data from an existing accounting system and track project performance. |
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Sample Gantt Chart developed in MS Project for scheduling the construction of a garage. Also indicates the durations and WBS codes for each activity. |
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| Information Management | |
Contractors may request changes in the scope of work. The owner or owner's representative may or may not approve these change requests and issue a corresponding change order. Change requests and change orders can be tracked using a database file. Fields in the file can include work description or code, approval status, work status, basis of payment, schedule impact, and dollar amount. This document tracks these items. |
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Checklist for setting up a standard system for filing project information. Aids in standardizing the filing system's information throughout a company. |
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Guide for assigning responsibility within a project for the project team. Good for when the project involves part-time staffing and resources such as estimating and scheduling. Helps to communicate the needs of the project to other departments. |
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For a relatively small project, the project manual is a single three ring binder that contains the Project Control List, subcontracts, schedules, owner invoices, job cost reports, and the major project management forms and logs. This form specifies the suggested contents of the project manual. |
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Checklist containing key items, resources, and events to be included in a project execution progress report. |
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When the project manager transmits plans, shop drawings, subcontract forms, test reports, change orders, or samples to other parties, a letter of transmittal is included. This is a template to generate the letter of transmittal. |
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A template form such as this can be used by the constructor to request information from the owner's representative. The owner's representative can respond to the request using the same form. |
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The submittal log tracks the status of shop drawings, test reports, samples and other documents that have been submitted to and received from other entities. |
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Document used by the project manager to determine how to package subcontractor jobs. Helps to insure all parts or aspects of the project are addressed and covered. Great communication tool and document for reference throughout the project duration. |
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When the project manager transmits plans, shop drawings, subcontract forms, test reports, change orders, or samples to other parties, a letter of transmittal is included. This is a template to generate the letter of transmittal. |
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Document providing guidelines on how to write a letter of intent. Letters of intent must be converted to contract ASAP. A letter of intent template is also included. |
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Action list document used to manage priorities within a project by assigning responsibilities and dates to each item. |
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Action list spreadsheet used to manage priorities within a project by assigning responsibilities and dates to each item. |
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Form used to notify subcontractors or supplies of claims against them. |
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Form that puts subcontractors on notice regarding failure to perform cleanup responsibilities on a project. |
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Form used to record telephone conversations and document information discussed. Can also be used as a confirmation document for key pieces of information. Should only record facts and not opinions for court admissibility. |
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| Change Management | |
This template can be used to generate the change order document. Also serves as a notice for a change in the scope of work. |
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Form used to authorize the constructor to perform work differently for what is specified in the contract documents. |
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Form used to log and track project change order numbers, descriptions, values, dates, and approvals. |
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Form used to request reimbursement for change order or field authorization work that is to be performed on a cost reimbursable basis. |
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Spreadsheet used to track submitted pending change orders to determine their status. |
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Letter template requesting a change order. |
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Spreadsheet used to track requested change orders and document status, dates, values, and descriptions. |
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Example spreadsheet used to track requested change orders and document status, dates, values, and descriptions. |
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Form used to summarize the total cost effect of a particular change order to date. |
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Example form used to summarize the total cost effect of a particular change order to date. |
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Form that tracks particular changes to date to forecast project trends and effects. |
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Document published in Georgia Construction Law discussing construction change management. Provides good advice on how to deal with and manage change. |
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| Materials Management | |
Checklist containing project procurement actions and items and assigns responsibilities and dates. |
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Document similar to a project manual used to plan procurement activities. Includes a project overview, cost savings and avoidance, procurement strategy, projected distribution of expenditures, equipment sourcing list, project challenges, and quality assurance. |
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This form can be used to compare the unit price quotations of multiple suppliers. It is best utilized in a spreadsheet format. Unit prices that vary significantly from the norm can be identified and follow-up contacts initiated with the supplier if necessary. |
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This is a database file or list of subcontracts and purchase orders issued by the contractor. The file contains information related to the purchase order or subcontract including CSI specification section, responsible party, dates, costs, and change status. Database sorts can generate multiple useful reports. |
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This form is used to solicit bids from subcontractors. An important part of the form is a clearly worded scope of work statement. |
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The submittal log tracks the status of shop drawings, test reports, samples and other documents that have been submitted to and received from other entities. |
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The submittal log tracks the status of shop drawings, test reports, samples and other documents that have been submitted to and received from other entities. |
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The submittal log tracks the status of shop drawings, test reports, samples and other documents that have been submitted to and received from other entities. |
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Form used by field supervisors to track rented equipment on the job site. Includes date received, vendor information, planned and actual return dates, and off rent control numbers. |
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Checklist to insure all preliminary actions are covered before concrete is placed. Also records and documents conditions when concrete is placed. |
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This form can identify differences between takeoff or estimating quantities of concrete and the quantities actually put in place. |
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This form is used to solicit change quotation bids from subcontractors. An important part of the form is a clearly worded scope of work statement. |
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| Safety | |
Checklist for preparing a safety plan for a project. |
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Checklist for performing a thorough hazard analysis for a project along with recommended solutions. |
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Periodic site inspections using forms such as this can document good and poor safety practice. (This is a small portion of an actual form.) Can help to identify trends throughout the project duration. |
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Form used to insure pre-task safety training has been accomplished and documented. |
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Form used to insure pre-task lockout items have been accomplished and inspected. |
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The names of persons that received safety training should be documented. This forms tracks the required documentation. These documents help to mitigate any possible problems resulting from an OSHA inspection. |
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Form used to track information around a particular job injury. |
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Form used for subcontractor documentation of drug screening prior to project attendance. |
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Checklist including key items to look for when conducting a safety inspection. |
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Scoring card index system to track safety trends on a project. Includes instructions for scoring an index. |
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| Quality Management | |
This is another variation of a performance evaluation form. Similar forms can be used to evaluate contractor performance to make incentive payments. |
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Throughout the project, and/or at the end of the project, the owner's representative may wish to evaluate the performance of the contractor. Similarly, the contractor or construction manager may wish to evaluate the performance of subcontractors. |
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Throughout the project, and/or at the end of the project, the owner's representative may wish to evaluate the performance of the contractor. Similarly, the contractor or construction manager may wish to evaluate the performance of subcontractors. |
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Audit checklist for looking at key project items and documenting the project visit and evaluation. Includes recommendations. |
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| Start-Up | |
Checklist for items that need to be planned for project startup and close-out. |
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Checklist used for inspecting the completed facility. |
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Document outlining the procedure to follow in the early design phase and pre-construction phase to improve the quality of projects by getting input from crafts, SHEA, contractors, and the business representative before the design is started. |
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Form used to log and track equipment or systems with warranties and terms. |
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