Closeout Workflow

Step 1: Coordinate Final Walkthrough Date

• Communicate with the client and project manager to agree on a date and time for the final walkthrough
• Send calendar invitations to confirm the schedule

Step 2: Prepare Walkthrough Checklist

• Create a checklist of key areas and tasks to review during the final walkthrough
• Include items related to quality, safety, and functionality

Step 3: Review Project Documentation

• Organize all relevant project documentation, including inspection reports and client communications
• Ensure documents are ready for reference during the walkthrough

Step 4: Conduct a Pre-Walkthrough Inspection

• Perform a pre-walkthrough inspection with the project team to identify any last-minute issues
• Address any concerns before the client arrives

Step 5: Confirm Final Walkthrough Agenda

• Review the final walkthrough agenda with the project manager
• Ensure that all key topics and areas are covered in the agenda

Step 6: Communicate Walkthrough Plan to Client

• Provide the client with an overview of the walkthrough plan
• Confirm the clients understanding and agreement with the agenda

Step 7: Reconfirm Final Walkthrough Schedule

• Send a reminder to the client and project manager one day before the walkthrough
• Reconfirm the date, time, and meeting location

Step 1: Review Project Scope and Punch List

• Revisit the original project scope and punch list to identify key areas for final inspection
• Note any items flagged by the client or project manager

Step 2: Inspect Roofing Work for Quality

• Inspect all roofing work in detail to confirm that it meets quality standards and project specifications
• Check for any defects or issues in the installation

Step 3: Verify Functionality of Key Roofing Elements

• Test key roofing elements such as drainage systems, flashing, and penetrations
• Confirm that all elements are functioning correctly

Step 4: Review Safety and Compliance Measures

• Verify that all safety measures and compliance requirements have been met
• Check that all final safety protocols are documented

Step 5: Discuss Final Inspection Findings with Client

• Present the findings of the final inspection to the client
• Address any questions or concerns raised by the client

Step 6: Confirm Client Satisfaction

• Ask the client to confirm their satisfaction with the completed roofing work
• Provide them with the opportunity to request final adjustments

Step 7: Document Final Inspection Results

• Record the results of the final inspection in project documentation
• File a copy of the final inspection report for future reference

Step 1: Schedule a Meeting with the Client

• Arrange a meeting or call with the client to discuss any last-minute concerns
• Confirm the meeting time and location with the client in advance

Step 2: Listen to Client's Concerns

• Allow the client to express any final issues, concerns, or suggestions
• Take detailed notes to ensure each concern is clearly understood

Step 3: Assess the Client's Concerns

• Assess the validity and impact of the clients concerns
• Determine if the issues are related to quality, functionality, or safety

Step 4: Develop a Plan of Action

• Develop a specific plan to address each concern raised by the client
• Prioritize urgent issues and allocate resources accordingly

Step 5: Communicate the Plan to the Client

• Present the plan of action to the client for approval
• Provide clear explanations and timelines for resolving each concern

Step 6: Implement the Action Plan

• Assign tasks to relevant team members or subcontractors to address the clients concerns
• Confirm that all corrective actions are completed promptly

Step 7: Follow Up with Client for Confirmation

• Follow up with the client to confirm that their concerns have been fully addressed
• Document the clients satisfaction with the final results

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

Step 1: Collect Manufacturer Warranties

• Collect all manufacturer warranties for roofing materials, such as shingles, flashing, and underlayment
• Confirm that each warranty includes coverage details and expiration dates

Step 2: Compile Contractor Warranties

• Compile any contractor-provided warranties for workmanship and labor
• Specify the duration and coverage of each warranty in a summary document

Step 3: Gather Product Manuals and Instructions

• Gather product manuals and installation instructions for key roofing components
• Include safety guidelines and maintenance recommendations

Step 4: Organize Warranties and Manuals

• Organize all warranties and manuals into a client package
• Ensure that the package is clearly labeled and easy to navigate

Step 5: Review Warranty Information with Client

• Schedule a meeting or call with the client to review the warranties and manuals
• Explain coverage details and how to file a warranty claim if needed

Step 6: Provide Digital and Physical Copies to Client

• Provide the client with both digital and physical copies of all warranties and manuals
• Confirm receipt and ensure the client understands how to access and use the information

Step 7: Document Warranty Transfer (if applicable)

• Document the transfer of any transferable warranties to the client
• Obtain the clients acknowledgment of the transfer in writing

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

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

• 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: Remove Roofing Debris

• 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: Dispose of Waste Properly

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

Step 8: Inspect Site for Completeness

Step 9: Document Cleanup

Step 10: Communicate Completion

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

• 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: Dismantle Safety Systems

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

Step 7: Transport Safety Equipment

• 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: Dispose of Damaged Equipment

Step 9: Store Equipment Securely

Step 10: Record Safety Check Completion

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

Step 7: Gather Feedback

• 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: Document Lessons Learned

Step 9: Develop Action Plan

Step 10: Share Debrief Outcomes

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

• Submit the final invoice to the project manager or financial team for approval
• Confirm that all approvals are obtained before sending the invoice to the client

Step 6: Verify Document Accuracy

• Send the final invoice to the client, along with any necessary supporting documentation
• Confirm receipt of the invoice with the client

Step 7: Backup Digital Files

• Record the completion of all financial transactions in the project records
• File copies of all invoices, receipts, and approvals for reference

Step 8: Store Physical Copies Securely

Step 9: Record Archiving Completion

Step 10: Communicate Completion to Team

Step 1: Review Project Financials

• Review all financial records related to the roofing project, including purchase orders, subcontractor payments, and change orders
• Verify that all records are accurate and complete

Step 2: Confirm All Payments to Subcontractors

• Confirm that all payments to subcontractors have been processed and settled
• Obtain receipts or confirmations of payment for project records

Step 3: Verify Material and Equipment Costs

• Cross-check the costs of all materials and equipment used in the roofing project
• Confirm that all costs align with the project budget

Step 4: Prepare Final Invoice for Client

• Prepare a final invoice for the client, detailing all costs and charges related to the roofing work
• Include a breakdown of costs for transparency

Step 5: Obtain Approval for Final Invoice

• Review the closeout package with the client during the final meeting
• Address any questions or concerns they may have about the documents

Step 6: Send Final Invoice to Client

• Request the clients acknowledgment of the closeout package and final invoice
• Obtain their signature or email confirmation for documentation

Step 7: Document Financial Completion

• Document the completion of the closeout process in project records
• File a copy of the signed closeout package for future reference

Step 1: Gather Closeout Documents

• Gather all closeout documents required for the roofing project, including warranties, maintenance manuals, and final inspection reports
• Ensure all documents are up-to-date and signed as needed

Step 2: Prepare Final Project Summary

• Create a final project summary for the client, detailing the scope of work, key milestones, and accomplishments
• Include a brief overview of project challenges and resolutions

Step 3: Organize Closeout Package for Client

• Organize the closeout documents and final project summary into a client package
• Ensure that all documents are clearly labeled and easy to navigate

Step 4: Schedule a Final Meeting with the Client

• Arrange a final meeting with the client to present the closeout package
• Confirm the date, time, and location with the client

Step 5: Present Closeout Package to Client

Step 6: Obtain Client Acknowledgment of Closeout

Step 7: Record Completion of Closeout Process