Closeout Workflow

Welcome to the Closeout Workflow SOP Template Library for New Construction (Commercial) Roofing. Access free, expertly crafted Standard Operating Procedures for the closeout phase of your commercial roofing 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 on your clients.

Schedule final walkthrough with the GC and project manager

Step 1: Coordinate with GC and Project Manager to Determine Availability

Contact the General Contractor (GC) and project manager to determine their availability for the final walkthrough
Offer several date and time options to accommodate their schedules

Step 2: Confirm the Agenda and Objectives for the Walkthrough

Prepare an agenda for the final walkthrough that outlines the key areas to be reviewed, such as completed roofing work and any outstanding issues
Confirm the agenda and objectives of the walkthrough with the GC and project manager

Step 3: Send Calendar Invitations and Meeting Reminders

Send calendar invitations to all participants, confirming the date, time, and location of the walkthrough
Include a meeting reminder one day before the scheduled walkthrough to ensure all stakeholders are prepared

Step 4: Prepare Necessary Documentation and Reports for the Walkthrough

Prepare all necessary documentation and reports for the walkthrough, such as punch lists, inspection checklists, and progress reports
Ensure that all documents are up-to-date and easily accessible for reference

Step 5: Communicate Walkthrough Details to the Roofing Crew

Communicate the details of the final walkthrough to the roofing crew, emphasizing any remaining tasks or touch-ups that need to be completed before the inspection
Confirm that all crew members are aware of their responsibilities

Step 6: Verify Completion of All Pre-Walkthrough Preparations

Conduct a final review of the roofing work to verify that all preparations for the walkthrough have been completed
Address any minor issues or last-minute adjustments needed to meet project standards

Step 7: Document the Scheduled Walkthrough and Participants

Document the scheduled walkthrough in the project records, including the date, time, and list of participants
Save the agenda and all related documents in the project files for future reference

Conduct final inspection to ensure all roofing work is completed to satisfaction

Step 1: Begin the Walkthrough with a Brief Overview

Start the final inspection by providing a brief overview of the inspection process and key areas to be reviewed
Confirm the objectives of the inspection with all participants, including the GC and project manager

Step 2: Inspect All Roofing Components and Key Areas

Conduct a thorough inspection of all roofing components, focusing on critical areas such as flashing, roof penetrations, shingles, and moisture barriers
Use an inspection checklist to systematically review each section of the roof

Step 3: Verify Compliance with Project Specifications and Standards

Verify that all roofing work complies with the approved project specifications, manufacturer guidelines, and local building codes
Pay special attention to any previously identified issues or areas that required corrective actions

Step 4: Address Any Questions or Concerns Raised During the Inspection

Allow the GC and project manager to raise any questions or concerns during the inspection
Provide clear explanations and document any additional feedback or action items that arise

Step 5: Confirm Completion of Roofing Work to the GCs Satisfaction

Confirm with the GC and project manager that all roofing work has been completed to their satisfaction
Address any remaining minor issues on-site, if feasible, or plan for immediate follow-up actions

Step 6: Document the Final Inspection Results and Approval

Document the results of the final inspection, including any feedback from the GC and project manager
Obtain their verbal or written approval for the completed roofing work

Step 7: Save Final Inspection Records in Project Files

Save the final inspection records, photos, and notes in the project files for future reference
Confirm that all related documents are up-to-date and accessible

Address any last-minute concerns or issues raised by the GC

Step 1: Promptly Review Any Last-Minute Concerns Raised by the GC

Review any last-minute concerns or issues raised by the GC during the final walkthrough or inspection
Determine the severity and impact of each concern on the overall project completion

Step 2: Assign Responsibilities to the Roofing Crew for Immediate Action

Assign responsibilities to the roofing crew or relevant subcontractors to address each concern or issue raised by the GC
Confirm that all team members understand their tasks and the urgency of completing them

Step 3: Develop a Plan for Corrective Actions or Final Adjustments

Develop a plan to address each identified concern, including specific corrective actions, materials needed, and an estimated timeline for completion
Communicate the plan to the GC and project manager for their approval

Step 4: Monitor Progress and Verify Completion of Corrective Actions

Monitor the progress of the assigned tasks to ensure that corrective actions are being completed according to the plan and timeline
Conduct follow-up inspections as needed to verify that all issues have been resolved

Step 5: Communicate Resolution of Issues to the GC and Project Manager

Once all corrective actions are completed, communicate the resolution of each issue to the GC and project manager
Provide documentation or photos as needed to confirm the quality of the completed work

Step 6: Obtain Final Sign-Off on Addressed Issues from the GC

Obtain the GCs final sign-off on all addressed issues, confirming that they are satisfied with the quality and compliance of the roofing work
Document the sign-off in the project records

Step 7: Update Project Files and Close Out the Roofing Scope

Update the project files with all documentation related to the resolution of last-minute concerns
Confirm that the roofing scope is officially closed and communicate this status to the project team

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

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

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

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: 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

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

Ensure all financials are settled and final invoices for roofing work are sent to the GC

Step 1: Review Project Financial Records with Accounting Team

Review the project financial records with the accounting team to confirm all expenses, payments, and outstanding invoices
Ensure that all financial entries are accurate and up-to-date

Step 2: Verify Outstanding Balances and Payment Schedules

Verify any outstanding balances and payment schedules, ensuring that all subcontractors, suppliers, and crew members have been paid according to the project terms

Step 3: Reconcile Final Project Expenses and Adjustments

Reconcile all final project expenses, including any adjustments for change orders, material substitutions, or additional labor
Confirm that all adjustments are reflected in the financial records

Step 4: Prepare Final Invoices for General Contractor

Prepare final invoices for the GC, detailing all completed work, materials used, and any additional charges
Include a clear breakdown of costs and any approved change orders

Step 5: Review and Approve Final Invoices with Project Manager

Review the final invoices with the project manager, confirming that all charges and descriptions align with the completed work
Obtain the project manager approval before submission

Step 6: Send Final Invoices to GC

Send the final invoices to the GC, following the specified submission process (e.g., email, postal service, or portal)
Confirm receipt of invoices by the GC and request any feedback if needed

Step 7: Document Financial Settlement and Invoice Submission in CRM

Document the financial settlement and final invoice submission in the CRM, noting the date, amount, and recipient confirmation
Update the project status to reflect financial completion

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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