Door Division Project Management 2018 SOP’s (Standard

Operating Procedures)
SWW PM Core Value’s:

 Customer first mindset. Our goal is to not only satisfy the contractor/customer’s
expectation but to exceed those expectations. Every project provides a platform for the
PM to build a relationship with new and existing customers.
 Communication: Over-communicate with your customers. Our customers shouldn’t
have to be reaching out to the PM with more than 1 e-mail or more than 1 phone call.
We shouldn’t have any customers waiting more than 4 hours to receive a response to an
e-mail or phone call. ALWAYS RESPOND. Even if it’s bad news, a response of some sort is
always better than no response.
 At the end of each project, our customers should feel confident recommending us to
other customers and having the desire to work with us again on future projects.

PM and Deliveries:

 See attached delivery List. This list must be used for all deliveries, large and small.
 All 1st deliveries to jobsites must include floor plans and hardware schedule.
 The PM’s goal on every project is to have a total of 3 deliveries: 1 frame delivery, 1 door
and hinge delivery and 1 hardware delivery.
 All deliveries Large and Small must be scheduled on Production Schedule and
coordinated David and Tony no less than 48 hours in advance of actual delivery
date/time.
 PM’s will not be making job-site deliveries of material, unless all other options have
been exhausted and the delivery department cannot accommodate your delivery
request.

PM and Shop/Receiving:

 It is the PM’s responsibility to coordinate with Shop Manager (David Lopez) at time of
order if special instructions are needed for the order.
  All Special Shop work requests must be written and submitted in writing, a minimum of
72 hours between the material arriving in shop to the material being scheduled for
delivery to the project site. Examples (Welding frame anchors, Foaming frames,
Prepping doors/frames, etc.)
 When checking shop for Stock items for a job, PM must send written list to David
whether via e-mail or hand written, with a minimum 48 hours advance notice before
material is needed for delivery.

PM and Purchasing:

 Every project, Big or Small should have ONLY 3 order sequences: FRAMES, DOORS and
HARDWARE. We know there are exceptions to this rule but this should be every PM’s
target on EVERY job. 1 order for frames at the beginning of the job, 1 order for doors
followed by 1 order of hardware. For Larger projects where shop space becomes an
issue, it is the PM’s job to make arrangements with contractor and shop to ensure
proper and safe storage of all materials.
 All Frames and doors MUST be ordered fully machined by factory for all hardware items,
unless specified otherwise.
 All Frames must be ordered with proper anchors welded for the specified installation
method.
 All jobs with Project manual/specification sections must be submitted and ordered per
the specifications.
 All Projects must be ordered on time and per the project schedule. It is the PM’s
responsibility to know each project schedule and have a pulse on each project to know
when the correct time to deliver and install material will be.

PM and Installation:

 All contact between field installers and PM will go through Installation Manager, unless
called directly by installer for material questions.
 Installers will not be coming to shop to pick-up materials unless prior arrangements
have been made with Installation Manager.
 PM is responsible for getting all paperwork (plans, hardware schedules, etc.) to David
Lopez with Delivery List when 1st project delivery goes to project site.
  PM is responsible for putting own jobs on installation schedule each day to ensure
his/her projects receive proper man power each day. It is the PM’s responsibility to get
his/her job on the install schedule by 1 pm AT LATEST for the following days installation.
 When Installation Schedule is sent out every evening, It is PM’s responsibility to
 PM should schedule installations so that the scheduled installer/s has a full 8 hours work
to complete whenever possible.

PM and Estimating:

 All Estimates must be completed in Pro-Tech.

 All Estimates in excess of $50,000.00 MUST be reviewed by Department head before
submission to customer.
 All Estimates must be assigned/approved during estimating or by Department head
before estimator may pursue a project.

PM and Detailing:

 All Detailing/submittals on ALL projects will be completed by Ross Colbert in Pro-Tech.

 It is the PM’s responsibility to get Ross all required information to detail the project per
the Pre-submittal work sheet.
 All Submittals must be entered by the PM into the Submittal Tracking Schedule and
updated consistently.

PM and Pro-Tech:

 Every project in 2018 will be estimated, detailed and whenever possible, ordered
through Pro-Tech.
 All Project changes should be tracked and managed in Pro-Tech.
 All RFI’s will be tracked and documented in Pro-Tech.
 Pro-Tech is the PM’s best friend, utilize it and it will make your life easier.

PM and Shared File:

 All Estimates/Proposals/Mark-ups must be saved in Door Division-Estimating Shared

Folder that is kept current by Chris Lawson.
  All Project Documents (Change Orders, RFI’s, Plans, Billing Docs, Contract docs, etc.)
MUST be stored in your project folder on the W drive so everything is easily accessible
for the Admin department to quickly and easily view when needed.

PM and Change Orders/RFI’s:

 All change orders must be completed and tracked on company change order log and
stored in the correct folder on the PM/W drive job folder.
 All RFI’s must be tracked on attached RFI log and stored in PM/W drive folder.

PM and Billings:

 PM must have all billings/SOV’s completed and submitted to Billing log/Rachel by 2 nd

Friday of every month. Billing reminders go out the 1st week of every month.
 All SOV’s and billing Doc’s must be saved in PM Folder on W Drive. No exceptions.