Related documents
Cost File
Directors
Letter
​Carters Consent & Truss Layout Form
CCC
Checklist
Final House Checklist
Weekly Progress Report
Subcontractor Contract
Final Invoice Email Template
PROJECT MANAGEMENT
At Cambridge Homes we believe the point of difference to our Project Management is a stress-free and well organised process that's profitable to the company.
The customer can enjoy helpful interaction with our staff while being guided through the process of building their new home. We work hard at building quality homes, and this is achieved through the right selection of sub-contractors. Remember, these contractors are here to help us deliver a home that meets all of our customers expectations.
At Cambridge Homes, our structure is to have salaried administration staff and external contractors. This ensures we remain a Sales and Marketing company.
CAMBRIDGE HOMES PROJECT MANAGEMENT PROCESS
With the help of the technical tool RAVE, Cambridge Homes has integrated this tool into our Project Management Process. The Systems Overview, Navigation & Rave Help Portal Training is found in the Rave Help section of Ravebuild.
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This system is designed to assist all project managers in their day to day running of a particular project. It must be stressed that all Project Managers are to follow these guidelines closely to achieve the best results possible.
The Project Management role begins after the contract is signed, with the exception of a sales consultant wanting some technical assistance during the sales process, or pegging out a site for example.
Once the contract is signed (this is carried out with the sales consultant, the director of the company, and the client), we have a Handover Meeting. The Project manager will conduct this meeting using the handover check list.
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RAVE BUILD - SCHEDULING SYSTEM
Rave Build's project management module provides the necessary tools to enable the user to carefully plan and organize a building project.
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Rave Build User Video's can be found in the help section of your Rave desktop or under Rave - Quick Links on the Cambridge Homes Hub.
About Rave Build
Rave Video Links
COST FILE
This is the pricing information prepared by the Quantity Surveyor and it is located in the Databuild quotes section of Databuild
This is where all the valuable information is stored for the Project Manager regarding costs allocated for suppliers and contractors. When the contract is signed, this cost file is loaded onto the main line system.
CONTRACT SIGNING
This is carried out with the sales consultant, the director of the company and the clients.
HANDOVER MEETING
This is a very important stage that happens between the sales staff and project manager. The project manager runs this meeting with Sales Handover Checklist - see sales handover checklist in RAVE.
PROJECT MANAGEMENT BEGINS
STEP 1
This stage is where the Project Manager meets with the customer and the sales consultant on site. The purpose of this meeting is for a “handover” of the file and customer to Project Management.
STEP 2
Building consent arrives, and all documentation is uploaded into RAVE under job name. At this point if all Suppliers/Contractors are not already in Rave build it is important to add them to the system – see Contractors & Suppliers Training Video -Getting set up in Rave.
STEP 3
Sales Handover Meeting is held with Sales Staff and Project Management using the RAVE Sales Handover Checklist. This is where all information about the job is passed from Sales to Project Management. The project manager using the checklist in RAVE goes over in detail all the information required to run that job.it is important that the Sales staff have all this information ready at this meeting.
The Project Manager meets with the Builder and signs the Labour Contract.(Click to enlarge Labour Sub-Contract)
Download Labour Subcontractor Contract
STEP 4
First Day Ordering - This is carried out as per the First Day Ordering checklist in RAVE
Once the checklist is ticked off all orders are sent out.
Master Build Guarantee (10-year guarantee) is sent. (Click on to enlarge - Master Builders Form)
Download Master Builders Guarantee
Builder Risk Insurance is organized (each individual franchise needs to arrange their own builder risk insurance)
The Director’s letter is sent.
Download Directors
Letter
The Build Schedule is compiled in RAVE and added to job
STEP 5
Weekly site meetings with clients are held. At these meetings the Project Manager takes photos which become a record of progress and will also be used later for the photo album, which is presented at settlement. He uploads these photos into RAVE and adds site notes into system. These can then be referenced by the client through the Rave Client portal. (Click the image below to take you to the client portal training video)
STEP 6
Weekly in-house Project Management meetings are held between Project Management and Admin staff. A timeline is updated at the meeting where progress is discussed and any problems ironed out. Maintenance on completed homes is also discussed, actioned and noted on this spreadsheet. (Click on picture to bring up - JOB REPORT)
Download Weekly Progress Job Report
STEP 7
Final Day Ordering is carried out at gib lining stage at the absolute latest, this sets in motion the process of the colour consultant liaising with the client.
STEP 8
A week out from settlement, an email is sent to subcontractors for the Final Invoice.
Download Email Template
Master Build notification that the job is completed is to be sent to Wellington.
CCC paperwork is completed for CCC inspection as per conditions of Building Consent (Click on image to enlarge)
Download CCC
Checklist
Download Final
Checklist
The Customer is then advised that the home is ready for hand over.
A settlement figure is agreed on by clients before the settlement day. All negotiations and explanations regarding the settlement figure are carried out by the director. Once the figure is agreed on, a date and time is organised to settle.
The customer unfortunately cannot move in if final payment has not been made, and the Master Build Guarantee and Insurance will not be activated.
GTEE system is used to present Client with all product/maintenance information on their new home at settlement.
STEP 9
Settlement Day - This is a time for celebration as the client is moving into their new home and Cambridge Homes receives their final payment in full. Sales consultant joins Project Management staff and customers to enjoy the handing over of the home. A photo album is presented, photos taken, keys handed over with Cambridge Homes key ring and a gift basket is left with the happy customer.
Post Settlement - This is the after sales service that Cambridge Homes provides to all our customers.
The Project Manager is responsible for the maintenance part of a contract to be fulfilled. As per the contract, after 6 months (approximately), the customer is asked to compile a list of defects (if any) in material and workmanship that aren't in accordance with Plans and Specifications. The Project Manager is asked to organise all sub-contractors to have work completed over the course of a week. Once all work is completed, the customer is asked to sign the Maintenance Completion form – see Appendix (k).
The Master Build Guarantee is in place for a 10 year period and in addition under the Consumers Guarantee Act, we will still be liable for the home for 10 years. It is important that all of our clients issues are dealt with to avoid unnecessary legal processes.
PROJECT MANAGER – FINANCIAL RESPONSIBILITIES
The Project Manager is not responsible for pricing but must ensure the project is carried out within the parameters of the costing sheet.
The Project Manager must manage, approving or otherwise, over-run invoices identified by administration staff.
Managing monthly invoicing with administration staff to keep cashflow under control.
Managing and approving all variations.
Insert Project Managers activity flow chart (Key Performance Indicators)
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PROJECT MANAGER – OVERVIEW
The ideal Cambridge Homes Project Manager is a highly motivated individual who is "systems and procedures" orientated. They are not expected to do any physical work on site but make sure each individual contractor completes all the work they need to do in their respective trades.
It is the Project Manager's responsibility to organise all of his/her sub-contractors and suppliers in an effort to construct each new home to the highest standard. They must also meet Cambridge Homes' outstanding level of quality and meet the customer’s expectations "EVERY STEP OF THE WAY."
PROJECT MANAGEMENT KEY PERFORMANCE TASKS
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HOVER ITEM TO REVEAL MORE DETAIL
STEP1
Respond Sales have completed the sale and are now ready to hand the job over to project management.
HAND OVER
MEETING
STEP2
Project Manager meets on site with customer and Sales Consultant .The customer is introduced to the construction process.
SITE
MEETING
STEP3
Arrange pick up of building consent. Check consent ,and all information is to be uploaded in Rave Build under the new job. Arrange Builders Labour Contract.
PROJECT
DOCUMENTATION
STEP4
Preparation of First Day orders checklist.
FIRST DAY ORDER
STEP5
Send out Master Builders Guarantee
Arrange construction insurance
Handover letter sent to client.
OTHER
DOCUMENTATION
STEP10
Receive subcontractors final invoices and preparation of settlement statement.
FINAL INVOICE
PREPARATION
STEP9
Commence process after job is completed.
COMPLETING
JOB
STEP8
Complete Final day ordering .
Engage a colour consultant to liaise with client. Construction timeline completed in Rave Build.
FINAL DAY
ORDERING
STEP7
Run weekly project meeting with admin staff and directors.
PROJECT MANAGEMENT
MEETING
STEP6
Weekly Site meetings with client and contractors
Photos taken weekly to record progress.
Construction Time line completed.
BUILDING
PROCESS
STEP11
Arrange Final Code compliance Inspection,
Notify Master Builders that job is complete.
Final construction check.
FINAL
INSPECTION
STEP12
Complete Settlement Statement and send out to Client.
SETTLEMENT
STATEMENT
STEP13
Arrange hand over of home.
Present photo album and gift basket.
Hand keys over.
SETTLEMENT
STEP14
Post settlement procedure begins.