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Send client contact information and all existing project information with your GNG request.
Marketing will open the project number.
Schedule GNG with:
Do we want it?
Can we get it?
For specific criteria, refer to the Knowledgebase.
https://saaia.zendesk.com/hc/en-us/articles/115007991007-Go-No-Go-GNG-Discussions
If it is a No Go, consult with Marketing for the best strategy to decline the project.
Marketing will close the opportunity in Vision.
During the GNG, decide on who the PM and team should be.
Managing Director (MD)
Communicate assignment to PM, download project information from GNG call and pass on the project number.
Project Manager (PM)
Communicate existing project number to PC and update project team members
Required: DOS/ PM / AL
Identify scope
Identify budget for the project
Identify schedule
Identify client point of contact
Understand business goals and drivers
Identify broker and terms of the deal
Required: (DOS / PM / AL)
PM and DOS will present to the client the scope and schedule for approval
PM will decide on SAA staffing plan including direct project team and resource groups
PM / AL will decide on outside consultants
AL should provide relevant staffing, resources and consultant history
Required: (DOS / PM / AL)
Research existing client communication preferences in Vision.
Identify any modification and document in Vision.
This includes:
Record project communication in the activities tab of the project.
Required: (DOS / PM)
Confirm:
Required: (DOS / PM / AL)
DOS/AL provides scope review
AL provides relevant fee history
PM and MD owns fees
Customize QA/QC plan with relevant account process, standard and milestones
Visioning: Offer ideas, concepts and imagination to help them see what they don't know yet. Include in scope of work.
Required: (DOS / PM / Designer)
DOS, PM and Designer to meet with client and possibly their department managers
Using SAA Programing template and questionnaire, gather the information necessary to complete the Programming Phase
PM will issue the Program spreadsheet to the client for approval
QC checkpoint
Required: (PM / Designer)
Using the Programming information, PM will work with Designer and lead the process for the completion of the Test Fit
PM will issue to the client for approval
PM to follow-up to make sure the client received and reviewed
QC checkpoint: PM to make sure there is an internal review to see if there are any issues with the plan and communicate them to the client.
Required: (PM / JC )
Once the proposal is approved, PM and JC will schedule a meeting with the city for preliminary review of the plan to make sure there are no issues with any code compliance, as well as turnaround time frame for the Plan Check review
PM will communicate to the client any out of the scope items they find out from the city, as well as the approximate time frame
QC checkpoint
Tip: Control is the key to this phase.
Do not show more or less than is required.
We need to know the advantages and the disadvantages of what we are presenting and clearly communicate now.
Make sure all items are within the schedule and budget. Cannot go over without communicating and adjusting fees.
Required: (DOS / PM / Designer / Resource Groups)
PM will put together preliminary schedule for the projects and communicate with client
PM will put together a preliminary construction budget with whatever information is available to help the client's expectations and be a communication tool for the Resource Groups. (If needed, ask for assistance for putting together a budget)
DOS, PM and Designer will schedule a meeting with the client to understand the complexity and quality of materials and design for the project
PM will coordinate with Design Group and lead the process for the completion of Schematic Design
PM will review the Schematic Design with DOS and PM will issue for client's approval
QC checkpoint
Remember
Make sure all designs are within the schedule and budget as well as all project goals.
Share project renderings with Marketing!
Required: (DOS / PM / AL/ Designer / Resource Groups)
Once the SD is approved: Based on the meeting with the client (for SD and DD), PM will schedule a meeting to coordinate the DD efforts
This will include:
Required: (DOS / PM )
PM will estimate fee to include Preliminary City Due Diligence, additional field verification needed, construction documents, plan check process, construction phase services and any outside consultants needed
PM and JC will call the city to understand all their requirements, process and turnaround time
PM will review proposal with DOS and issue to the client for approval
PM will call the client to make sure they received the proposal and review to make sure the client understands what is included
As the deadline approaches:
Required: (AL / PM / JC / D of A /Resource Groups / outside consultants)
Before starting the CD's, PM and JC must outline in writing the sequence of tasks within the CD's:
Remember
Communicate with client, client PM, contractor etc. upfront of any possible delays and set expectations immediately.
Required: (PM / JC / Expeditor)
JC/Expeditor will meet with the City Plan Checker or submit the drawings
PM will communicate with the client
PM/ JC to follow-up with the Plan Checker periodically to make sure we are on schedule
If/when we receive PC corrections: PM/ JC will review all corrections, put together timeframe and communicate with client
Note
DOS will check in with client periodically and communicate any changes or issues
Required: (DOS / PM / JC / AL/ Resource Groups)
PM will make sure all RFI's and Submittals are reviewed and answered in a timely manner. This includes consulting with DG and other consultants as needed.
PM/JC will document all meeting notes (even if a Construction Manager or GC is issuing official meeting minutes)
PM will issue a recap after a meeting that includes all action items, responsible parties and the due dates
PM will review the internal financial report for the project weekly (including all Resource Groups) to make sure we are staying within budget. This includes all meetings as well as other Resource Groups involved with the project. PM will communicate with all Resource Groups about their budget as well as how much they have spent, what is the percentage of completion and how much is left in their budget.
QC checkpoint
Required: DOS/PM
Set follow up dates with the client to continue relationship touchpoints.
Leverage Marketing for event, gift and email ideas for clients.
Continue to update Activities section in Vision with correspondence