Closeout Workflow

Welcome to the Closeout Workflow SOP Template Library for New Construction Residential Roofing. Access free, expertly crafted Standard Operating Procedures for the closeout phase of your projects. Our templates cover final inspections, documentation, and client handover, ensuring a smooth and thorough project completion. Download our templates today to streamline your closeout process and leave a lasting positive impression.

Complete all remaining documentation and paperwork for roofing work

Step 1: Gather Project Documentation

• Collect all relevant project documentation including inspection reports punch lists change orders and progress reports
• Ensure all documents are complete and organized

Step 2: Review Documentation for Completeness

• Check each document to ensure it is complete and accurately reflects the roofing work performed
• Address any missing information or discrepancies

Step 3: Prepare Final Report

• Create a comprehensive final report summarizing the roofing work completed
• Include key details such as project scope timeline materials used and any issues encountered and resolved

Step 4: Update Project Management System

• Enter all final documentation and information into the project management system
• Ensure the system is up-to-date with accurate and complete records

Step 5: Compile Supporting Documents

• Compile all supporting documents required for project closeout such as permits inspection certificates and compliance reports
• Ensure these documents are readily accessible and organized

Step 6: Review with Project Manager

• Discuss the final documentation with the project manager to ensure all items are accurately documented
• Make any necessary adjustments based on their feedback

Step 7: Prepare Document Packet for GC

• Assemble a document packet for the GC including the final report and all supporting documents
• Ensure the packet is clearly labeled and organized for easy review

Ensure all warranties and manuals related to roofing are compiled and provided to the GC

Step 1: Identify Warranty Requirements

• Review the project specifications and contract to identify all required warranties and manuals related to the roofing work
• Ensure you understand the terms and conditions for each warranty

Step 2: Gather Warranty Documentation

• Collect all warranty documents from manufacturers and suppliers including product warranties installation warranties and workmanship guarantees
• Ensure all documents are complete and accurately reflect the products used in the project

Step 3: Compile Product Manuals

• Gather all relevant product manuals including installation guides maintenance instructions and user manuals for roofing materials and equipment
• Ensure all manuals are complete and easy to understand

Step 4: Prepare Warranty and Manual Packet

• Create a comprehensive packet that includes all warranties and product manuals
• Ensure the packet is clearly organized with each document labeled and categorized

Step 5: Review with Project Manager

• Discuss the warranty and manual packet with the project manager to ensure all items are included and accurately documented
• Make any necessary adjustments based on their feedback

Obtain final approvals and sign-offs from relevant authorities for roofing work

Step 1: Obtain Written Approvals

• Once the inspections are successfully completed obtain written approvals and sign-offs from the relevant authorities
• Ensure the approvals are clearly documented and include any conditions or notes provided by the inspectors

Step 2: Document Approvals

• Record the details of the final approvals and sign-offs in your project management system
• Include copies of the written approvals and any related documentation

Step 3: Inform Project Team

• Notify the Project Manager and other relevant internal stakeholders that the final approvals and sign-offs have been obtained
• Provide any necessary instructions for accessing and reviewing the documentation

Step 4: Store Approvals Securely

• Ensure copies of all final approvals and sign-offs are securely stored in the project records
• Maintain easy access to these documents for future reference or audits

Remove all roofing equipment and clean up the site

Step 1: Plan Equipment Removal

• Create a detailed plan for removing all roofing equipment from the site
• Identify the order in which equipment will be dismantled and removed ensuring minimal disruption to the site

Step 2: Coordinate with Roofing Crew

• Inform the roofing crew of the schedule for equipment removal and site cleanup
• Ensure everyone understands their responsibilities and the timeline for completion

Step 3: Gather Cleanup Supplies

• Collect all necessary cleanup supplies such as brooms shovels trash bags and dumpsters
• Ensure you have access to safety equipment such as gloves and safety glasses

Step 4: Dismantle Roofing Equipment

• Safely dismantle and remove all roofing equipment such as ladders scaffolding and safety barriers
• Ensure equipment is cleaned inspected and prepared for transport

Step 5: Transport Equipment

• Arrange transportation for all roofing equipment and tools back to the storage facility
• Ensure all equipment is securely loaded and transported safely

Step 6: Remove Roofing Debris

• Clear the roof and surrounding areas of any remaining debris such as shingle scraps nails and packaging materials
• Use brooms and blowers to ensure a thorough cleanup

Step 7: Dispose of Waste Properly

• Dispose of waste materials in accordance with local regulations and environmental guidelines
• Separate recyclable materials from non-recyclable waste and transport them to the appropriate facilities

Step 8: Inspect Site for Completeness

• Conduct a final inspection of the site to ensure all debris and equipment have been removed
• Address any remaining areas that need attention

Step 9: Document Cleanup

• Record the details of the site cleanup including the date participants and any issues encountered
• Take photographs of the cleaned site for documentation purposes

Step 10: Communicate Completion

• Inform the GC and relevant stakeholders that the final site cleanup has been completed
• Provide any necessary documentation and address any final concerns

Step 11: Store Equipment Securely

• Ensure all roofing equipment and tools are securely stored at the storage facility
• Maintain an inventory of equipment to ensure nothing is missing or damaged

Perform a final safety check and remove all safety equipment

Step 1: Prepare Safety Checklist

• Create a comprehensive checklist covering all safety equipment and measures that need to be inspected and removed
• Ensure the checklist includes items such as fall protection systems safety barriers and PPE

Step 2: Gather Safety Inspection Tools

• Collect all necessary tools and equipment needed for the safety inspection such as a notepad camera and PPE
• Ensure everything is in good working condition

Step 3: Conduct Safety Inspection

• Perform a thorough inspection of the roofing site to ensure all safety measures are still in place and functioning correctly
• Check fall protection systems safety barriers and any other safety equipment used during the project

Step 4: Document Findings

• Record detailed notes and take photographs of the current state of all safety equipment
• Use the safety checklist to ensure all aspects are covered

Step 5: Verify Equipment Condition

• Inspect each piece of safety equipment for any signs of wear damage or malfunction
• Ensure all equipment is in good condition and safe to use

Step 6: Dismantle Safety Systems

• Safely dismantle and remove all safety equipment from the site
• Ensure fall protection systems safety barriers and other equipment are carefully taken down and packed

Step 7: Transport Safety Equipment

• Arrange transportation for all safety equipment back to the storage facility
• Ensure all equipment is securely loaded and transported safely

Step 8: Dispose of Damaged Equipment

• Properly dispose of any damaged or worn-out safety equipment according to local regulations
• Ensure disposal is done in an environmentally responsible manner

Step 9: Store Equipment Securely

• Ensure all safety equipment is securely stored at the storage facility
• Maintain an inventory of equipment to ensure nothing is missing or damaged

Step 10: Record Safety Check Completion

• Document the completion of the final safety check and removal of safety equipment in your project management system
• Include details such as the date participants and any issues encountered

Step 11: Inform Project Team

• Notify the roofing crew and relevant stakeholders that the final safety check has been completed and all safety equipment has been removed
• Provide any necessary instructions for maintaining safety during the remainder of the project

Conduct a project debrief with the roofing team to review successes and areas for improvement

Step 1: Schedule Debrief Meeting

• Coordinate with the roofing team to schedule the project debrief meeting
• Confirm the date time and location for the meeting

Step 2: Prepare Meeting Agenda

• Create a detailed agenda for the debrief meeting covering key topics such as project successes challenges and lessons learned
• Share the agenda with the team ahead of the meeting to ensure everyone is prepared

Step 3: Gather Project Documentation

• Collect all relevant project documentation including final reports inspection records and feedback from the GC
• Ensure you have copies for reference during the meeting

Step 4: Conduct Debrief Meeting

• Hold the project debrief meeting with the roofing team
• Discuss the project from start to finish highlighting key achievements and areas for improvement

Step 5: Identify Successes

• Encourage team members to share their experiences and identify what went well during the project
• Document the successful aspects and strategies that can be applied to future projects

Step 6: Discuss Challenges

• Review any challenges or issues encountered during the project
• Identify the root causes and discuss how they were addressed and resolved

Step 7: Gather Feedback

• Solicit feedback from the team on the overall project process including communication resource allocation and support
• Use this feedback to identify areas for improvement

Step 8: Document Lessons Learned

• Record the key lessons learned from the project including both successes and areas for improvement
• Ensure the documentation is clear and easily accessible for future reference

Step 9: Develop Action Plan

• Based on the feedback and lessons learned develop an action plan for improving future projects
• Assign responsibilities and set deadlines for implementing the improvements

Step 10: Share Debrief Outcomes

• Share the documented outcomes and identified improvements with relevant stakeholders including project managers and company leadership
• Ensure everyone is aware of the lessons learned and how they will be applied to future projects

Step 11: Record Debrief Meeting

• Document the details of the debrief meeting in your project management system
• Include the date attendees key discussion points and action items

Step 12: Follow Up on Action Plan

• Monitor the progress of the action plan and ensure the identified improvements are implemented
• Schedule follow-up meetings as needed to review progress and make any necessary adjustments

Archive all project documents and records related to roofing work

Step 1: Gather Project Documents

• Collect all relevant project documents including contracts permits inspection reports punch lists warranties and final approvals
• Ensure all documents are complete and organized

Step 2: Review Documentation for Completeness

• Check each document to ensure it is complete and accurately reflects the roofing work performed
• Address any missing information or discrepancies

Step 3: Digitize Physical Documents

• Scan any physical documents to create digital copies
• Ensure all scanned documents are clear and legible

Step 4: Organize Digital Files

• Create a structured folder system on your computer or cloud storage to organize the digital copies of all project documents
• Label each folder and document clearly for easy access

Step 5: Upload Documents to Subtrak

• Log in to Subtrak and navigate to the project management section
• Upload all collected project documents to the appropriate project folder in Subtrak Ensure each document is correctly labeled and organized

Step 6: Verify Document Accuracy

• Review all uploaded documents in Subtrak to ensure they are accurate and complete
• Correct any errors or omissions before finalizing the records

Step 7: Backup Digital Files

• Create a backup of all digital files on an external hard drive or cloud storage service
• Ensure the backup is secure and easily accessible

Step 8: Store Physical Copies Securely

• Store any physical copies of project documents in a secure organized location
• Ensure they are protected from damage and easy to retrieve if needed

Step 9: Record Archiving Completion

• Document the completion of the archiving process in your project management system
• Include details such as the date participants and any issues encountered

Step 10: Communicate Completion to Team

• Inform the relevant stakeholders that all project documents and records have been archived
• Provide any necessary instructions for accessing and reviewing the archived documents

Prepare and submit final invoice and closeout documents to the GC

Step 1: Compile Final Costs

• Gather all final costs including labor materials equipment and any additional expenses incurred during the project
• Ensure all costs are supported by receipts and documentation

Step 2: Create Detailed Final Invoice

• Prepare a detailed final invoice for the roofing work
• Include itemized costs for all labor materials equipment and any additional expenses Ensure the invoice is clear accurate and reflects the terms agreed upon in the contract

Step 3: Prepare Closeout Documents

• Compile all necessary closeout documents including final inspection reports punch list completion records warranties and manuals
• Ensure all documents are complete accurate and organized

Step 4: Review with Project Manager

• Discuss the final invoice and closeout documents with the project manager to ensure all items are accurately documented
• Make any necessary adjustments based on their feedback

Step 5: Draft Cover Letter

• Write a professional cover letter to accompany the final invoice and closeout documents
• Include a summary of the project key accomplishments and a request for final payment

Step 6: Package Documents for Submission

• Assemble the final invoice closeout documents and cover letter into a single organized package
• Ensure all documents are clearly labeled and easy to review

Step 7: Submit to GC

• Send the final invoice and closeout documents package to the GC
• Ensure the package is delivered in a secure and trackable manner such as via certified mail or a reliable courier service

Step 8: Confirm Receipt and Track Payment

• Follow up with the GC to confirm they have received the final invoice and closeout documents
• Monitor the status of the final payment and address any questions or issues that arise

Step 9: Record Payment and Communicate with Team

• Once the final payment is received record the details in your project management system
• Inform the roofing crew and relevant stakeholders that the final invoice and closeout documents have been submitted and the final payment has been received

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