Closeout Workflow

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: 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.

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

• 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.

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.

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.

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.

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.

Step 1: Navigate to the Projects page

Click on Projects on the main side navigation bar.

Step 2: Select the appropriate project from the Projects list

Step 3: Click on Project Info

Project info is located under the Project name on the individual Project page.

Step 4: Edit the Project info

In the top right corner of the Project info window, click Edit

Step 5: Enter the corresponding Final Payment Received Date

Step 6: Save the Final Payment Received Date

In the top right corner of the Project info window, click Save.