Project Setup for General Contracting
Project Setup defines how a newly awarded project is configured in all company systems and tools before detailed planning and field work begin. It covers creating the project record, setting up cost codes and budgets, building folder structures, configuring project management software, and establishing basic logs and contact lists. The process makes sure everyone is working from the same project data and knows where information lives. When followed, the team has a clean, consistent foundation for budgeting, scheduling, procurement, and field operations.
1Create official project record and job number——6 steps
Gather basic project information
Collect key details from the award and handoff package: client name, project name, location, contract value, delivery method, and expected start and completion dates. Have these available in one place before you begin.
Create project in accounting/ERP system
Log into your accounting or ERP system and follow the standard process to add a new job. Enter the basic project information carefully, matching spellings and formats used in other systems (for example, CRM and proposal).
Assign a unique job number
Allow the system to generate a job number or assign the next number in your company’s sequence. Double-check that this number is not already in use and that it follows your standard format.
Set project status and key attributes
Set the project status to “Active – Pre-Construction” (or equivalent) and fill in attributes such as sector, region, client type, and project size band. These fields will be used later for reporting and metrics.
Confirm tax, billing, and contract settings
Enter tax jurisdiction, billing type (lump sum, GMP, etc.), and any special billing terms known from the contract review. Save the record and ensure there are no missing required fields.
Communicate job number to core team
Send a short message to the pre-construction, project management, and accounting contacts with the new job number and name so everyone starts using the same identifier immediately.
2Build standard digital project folder structure——6 steps
Start from the company folder template
Locate your company’s standard project folder template. If one exists, copy it into the shared drive or document management system using the new job number and project name as the root folder.
Rename the root folder consistently
Name the root folder using your standard convention (for example, “1234 – Client – Project Name”). This ensures it sorts correctly with other projects and is easy to recognize.
Verify core subfolders are present
Check that core subfolders exist for items like Contract, Drawings, Specifications, Estimate & Budget, Precon, Procurement, Field, Safety, and Closeout. Add any missing standard folders if the template is outdated.
Create project-specific subfolders as needed
Based on what you know about this job (for example, multiple phases or buildings), add clearly labeled subfolders (for example, “Building A,” “Phase 1 – Demo”) where they will help keep documents organized.
Set permissions and access levels
Work with IT or use your document system tools to set appropriate access for project team members. Ensure sensitive folders (such as Contract and Financials) are restricted to the right roles.
Share folder link and storage expectations
Send the main folder link to the team with a short note explaining that this is the primary location for project files and that key documents should not be stored only on personal drives.
3Configure project in project management platform——6 steps
Create new project from standard template
In the project management platform, create a new project using the closest standard template for this project type. Enter the job number, project name, and client information exactly as they appear in your ERP and folder structure.
Set basic project settings
Configure default settings such as currency, units (imperial/metric), time zone, and working days. Make sure these match what the team expects and what will be used in the schedule.
Enable relevant modules
Turn on modules you will use (for example, RFI, Submittals, Change Events, Meeting Minutes, Daily Logs, Drawings, Specifications). Disable modules that are not needed to keep the project workspace clean.
Assign initial project roles and permissions
Add the pre-construction manager, project manager, and superintendent (if known) to the project and assign appropriate permission levels. Confirm they can log in and see the project.
Link project to shared document locations if supported
If your platform integrates with your document storage, set up connections or shortcuts to the main project folders so team members can jump between systems easily.
Document how to access the project
Create a short “How to Access Project in [Platform]” note with links and basic instructions, then share it with the project team as part of the setup announcement.
4Set up cost codes and budget shell in accounting system——6 steps
Obtain approved cost code structure
From the estimating team or cost control standards, obtain the list of cost codes you will use for this project. Confirm whether any project-specific codes are needed for unusual scopes.
Map estimate divisions to cost codes
Compare the final estimate to the cost code list and map each major cost category to one or more cost codes. Decide where you may want extra detail for tracking (for example, separate codes for specific alternates or high-risk scopes).
Create or activate cost codes in ERP
In the accounting system, add new cost codes for the job if needed or activate existing standard codes for this project. Ensure descriptions are clear and consistent with company standards.
Enter budget shell by cost code
Input the high-level budget amounts from the estimate into the ERP by cost code. At this stage, you can enter lump sums per code; detailed budget allocation will be handled in Budget Finalization.
Verify total budget matches contract value
Run a summary report to confirm that the sum of all cost code budgets plus fee and contingency equals the agreed contract value (or current expected contract value). Correct any data entry errors.
Lock structure and note revision process
Once the cost code structure is stable, note how future changes will be handled (for example, via formal budget revisions). Inform the project manager and accounting contact that the budget shell is ready for refinement.
5Create initial project contact list and distribution groups——6 steps
Collect contact information from proposal and client
Gather names, companies, roles, phone numbers, and email addresses for the client, architect, engineer(s), major consultants, and internal team from the proposal and award documents.
Add internal project team members
List all internal roles on the project (pre-con manager, project manager, superintendent, estimator, safety, accounting contact). Confirm their best phone numbers and email addresses.
Build a structured contact list
Create a simple spreadsheet or database table with columns for name, organization, role, discipline, phone, email, and notes. Populate it with all known contacts and mark which are “primary” for their organization.
Create email distribution groups
In your email system, set up distribution lists such as “Project – Internal Team,” “Project – Client/Design Team,” and “Project – Full Stakeholders” using the contact list as a reference.
Store contact list in shared location
Save the contact list in the project folder (for example, under “Precon/Project Directory”) and, if your project management platform supports it, import or recreate the directory there as well.
Share contact list with project team
Send a link to the contact list and a brief note explaining that it will be maintained as the master project directory. Ask team members to notify a designated person when contacts need to be added or updated.
6Set up document control registers (drawings, RFIs, submittals)——6 steps
Create or enable drawing log
In the project management platform or a spreadsheet, create a drawing log with fields for discipline, sheet number, title, revision, issue date, and status. If your platform can import from PDFs, prepare to upload the initial set.
Upload or list initial drawing and spec sets
Add the current contract drawing and specification sets into the log or document system, tagging them with their issue dates and noting which set was used for pricing.
Create RFI register template
Set up an RFI log with fields for RFI number, subject, discipline, date submitted, due date, responsible party, and status. Configure numbering rules if your platform supports automatic numbering.
Create submittal register or plan to build it
Either import a submittal register from the specs (if your tool can do this) or create a template with fields for spec section, submittal item, responsible subcontractor, required/target dates, and status.
Test notifications and workflows
If your platform supports automated notifications for RFIs and submittals, test that they work as expected (for example, designer receives RFI when submitted, PM notified when a response is overdue).
Document where to log all RFIs and submittals
Make it clear to the team that RFIs and submittals must be logged and tracked in this system, not just via email. Include this in the project setup summary you send to the team.
7Configure standard field reporting tools (daily logs, punch, photos)——6 steps
Enable daily log and punchlist modules
In your project management or field software, ensure that daily log and punchlist modules are enabled for the project. If not, turn them on using standard settings.
Set up daily log structure
Configure daily log fields such as weather, manpower by trade, work performed, deliveries, inspections, safety issues, and visitor logs. Use your company’s standard daily report structure as a baseline.
Configure punchlist categories and priorities
Define punch categories (for example, architectural, MEP, site) and priority levels (for example, high, medium, low) so that punch items can be sorted and filtered later.
Create photo categories or albums
If your system supports it, set up basic photo categories or albums (for example, “Progress – Exterior,” “Progress – Interior,” “Existing Conditions”) to keep photos organized from day one.
Test mobile access for key field roles
Have the superintendent or a field engineer log into the system from a mobile device and confirm they can access the project, open daily logs, and upload photos.
Document field reporting expectations
Write a short note describing how often daily logs are expected, how punchlists will be used, and where photos should be uploaded. Share this with field leaders during early planning or kickoff.
8Set up standard change management templates and logs——6 steps
Create change event or potential change log
In your project management platform or spreadsheet, create a log for potential changes with fields for description, origin (RFI, directive, etc.), cost impact, schedule impact, and status.
Set up change order request template
Locate or create the standard form you will use to present change pricing to the client. Make sure it includes project information, clear scope description, pricing summary, and backup sections.
Configure numbering conventions
Decide how you will number potential changes and change orders (for example, CE-001, CO-001). Configure your software to use these patterns if possible so numbering is automatic.
Link change logs to estimate/budget structure
Coordinate with whoever owns the estimate/budget to ensure that change items can be tracked against appropriate cost codes and that approved changes will be reflected in budget revisions.
Test a sample change workflow
Walk through a sample change from potential event to formal change order in your system to ensure the workflow is clear and notifications go to the right people.
Communicate change management process to team
Summarize how changes will be captured and processed and who is responsible for logging new potential changes. Share this as part of the project setup communication to all involved in pre-con and PM.
9Perform project setup readiness check and communicate status——6 steps
Use a project setup checklist
Open a standard project setup checklist (or create one that lists items like job number, folders, PM platform, cost codes, contact list, logs, and change tools). Mark each item as complete or outstanding.
Confirm all critical systems are live
Verify that the project exists and is functional in accounting/ERP, project management platform, and shared storage. Log in to each system and open the project to confirm there are no access issues.
Note any remaining low-priority setup tasks
If some non-critical items remain (for example, extra folders you plan to add later), list them separately with realistic completion dates so they are not forgotten.
Summarize setup status in a short report
Write a brief summary stating which setup components are complete and which are still in progress. Keep it to a single page or a short email for easy reading.
Share setup status with project team
Send the summary to the pre-construction lead, project manager, superintendent, and any other key stakeholders. Include links to key systems and folders so they can start using them immediately.
Update project tracker to show setup complete
In your internal project tracking or checklist, mark “Project Setup” as complete and note the date. This signals that the team can proceed confidently into Budget Finalization, Schedule Development, and other pre-construction processes.
You found the SOP
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9 tasks is the easy part. The hard part is that six months from now the project still has to run this way when you are not the one watching.
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Founder of Subtrak · Twenty years in commercial roofing operations
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