Closeout Workflow

Collect all relevant project documentation including inspection reports punch lists change orders and progress reports

Ensure all documents are complete and organized

Check each document to ensure it is complete and accurately reflects the roofing work performed

Address any missing information or discrepancies

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

Enter all final documentation and information into the project management system

Ensure the system is up-to-date with accurate and complete records

Compile all supporting documents required for project closeout such as permits inspection certificates and compliance reports

Ensure these documents are readily accessible and organized

Discuss the final documentation with the project manager to ensure all items are accurately documented

Make any necessary adjustments based on their feedback

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

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

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

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

Create a comprehensive packet that includes all warranties and product manuals

Ensure the packet is clearly organized with each document labeled and categorized

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

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

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

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

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

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

Inform the roofing crew of the schedule for equipment removal and site cleanup

Ensure everyone understands their responsibilities and the timeline for completion

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

Safely dismantle and remove all roofing equipment such as ladders scaffolding and safety barriers

Ensure equipment is cleaned inspected and prepared for transport

Arrange transportation for all roofing equipment and tools back to the storage facility

Ensure all equipment is securely loaded and transported safely

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

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

Conduct a final inspection of the site to ensure all debris and equipment have been removed

Address any remaining areas that need attention

Record the details of the site cleanup including the date participants and any issues encountered

Take photographs of the cleaned site for documentation purposes

Inform the GC and relevant stakeholders that the final site cleanup has been completed

Provide any necessary documentation and address any final concerns

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

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

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

Record detailed notes and take photographs of the current state of all safety equipment

Use the safety checklist to ensure all aspects are covered

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

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

Arrange transportation for all safety equipment back to the storage facility

Ensure all equipment is securely loaded and transported safely

Properly dispose of any damaged or worn-out safety equipment according to local regulations

Ensure disposal is done in an environmentally responsible manner

Ensure all safety equipment is securely stored at the storage facility

Maintain an inventory of equipment to ensure nothing is missing or damaged

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

Coordinate with the roofing team to schedule the project debrief meeting

Confirm the date time and location for the meeting

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

Collect all relevant project documentation including final reports inspection records and feedback from the GC

Ensure you have copies for reference during the meeting

Hold the project debrief meeting with the roofing team

Discuss the project from start to finish highlighting key achievements and areas for improvement

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

Review any challenges or issues encountered during the project

Identify the root causes and discuss how they were addressed and resolved

Solicit feedback from the team on the overall project process including communication resource allocation and support

Use this feedback to identify areas for improvement

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

Based on the feedback and lessons learned develop an action plan for improving future projects

Assign responsibilities and set deadlines for implementing the improvements

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

Collect all relevant project documents including contracts permits inspection reports punch lists warranties and final approvals

Ensure all documents are complete and organized

Check each document to ensure it is complete and accurately reflects the roofing work performed

Address any missing information or discrepancies

Scan any physical documents to create digital copies

Ensure all scanned documents are clear and legible

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

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

Review all uploaded documents in Subtrak to ensure they are accurate and complete

Correct any errors or omissions before finalizing the records

Create a backup of all digital files on an external hard drive or cloud storage service

Ensure the backup is secure and easily accessible

Store any physical copies of project documents in a secure organized location

Ensure they are protected from damage and easy to retrieve if needed

Document the completion of the archiving process in your project management system

Include details such as the date participants and any issues encountered

Inform the relevant stakeholders that all project documents and records have been archived

Provide any necessary instructions for accessing and reviewing the archived documents

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

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

Compile all necessary closeout documents including final inspection reports punch list completion records warranties and manuals

Ensure all documents are complete accurate and organized

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

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

Assemble the final invoice closeout documents and cover letter into a single organized package

Ensure all documents are clearly labeled and easy to review

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

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

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