1. Capital Project Schedule Training FAMIS Schedule, % Complete, Milestones
Tracking time spent here with us today
WO#
Task code: 886
Professional development

2. Agenda Training Objectives FAMIS Versions Planned & Actual Schedule
Project Milestones
Project % Complete
Project Status
Start of Construction
Customer Survey
Substantial Completion

3. Ground Rules Active listening Cell phone use – emergencies only
Participate & share your knowledge!
No side conversations
Ask questions
Be respectful of others’ learning

4. Training Objectives Participants will…
maintain accurate project schedule information in FAMIS.
understand the tasks and activities associated with project milestones and percent completion.
ensure all requirements are met prior to starting construction.

5. FAMIS Versions Schedule updates require new versions in FAMIS
Versions must be authorized
Instructions in procedure

6. Capital Project Schedule
Planned dates
Anticipated start and end of activities
Construction/Occupancy/Closed should be entered as soon as possible
Construction planned end – only changed through a change order (when in construction)
Actual dates
The true dates in which project activities began or ended

7. Labor charged, no rate taken for study only
Study & Estimate
Planned Schedule
Actual Schedule
Begin
End
% Complete/Notes
Study
NOTE: Best practice, close the CP and create a new one if it goes into design
Labor charged, no rate taken for study only
Estimate
What: The date the PM completed the study and provided deliverables to the client. Date on the published study
What: The date the CP is created and the project team has been assigned.
What: The date the CP is created and the project team has been assigned.
What: The date the PM identifies the study will be completed.
Who: PDC Business Office
Who: PDC Project Manager
Who: PDC Business Office
Who: PDC Project Manager
Example: 06/01/2013
Example: 09/15/2013
Example: 06/01/2013
Example: 08/31/2013
What: The date the CP is created and the project team has been assigned
What: The date the CP is created and the project team has been assigned.
What: This date is 45 days after Planned Start date.
What: The date the PCA is sent out.
Who: PDC Business Office
Who: PDC Business Office
Who: PDC Business Office
Who: PDC Business Office
Example12/01/13
Example: 01/14/14
Example: 12/01/2013
Example: 01/22/2014

8. Design & Bid
Planned Schedule
Actual Schedule
Begin
End
% Complete/Notes
Design
Note: Self- performed, PDC Business office enters end date when sending PR to Project Services
Bid
What: The date the PM identifies after discussion with customer and design team.
What: The date the PM released the project goes out to bid or the first bid package released on a CM or ICM project.
What: The date the CP is created and the project team has been assigned.
What: The date the CP is created and the project team has been assigned.
Who: PDC Business Office
Who: PDC Business Office/PDC Project Manager
Who: PDC Project Manager
Who: PDC Business Office
Example: 03/01/2014
Example: 10/01/2014
Example: 03/01/2014
Example: 10/05/2014
What: The date the PM released the project goes out to bid or the first bid package released on a CM or ICM project.
What: The day the bid was received or this will be the last bid package on a CM or ICM project.
What: The date the PM plans to release the project out for bid.
What: The date the PM plans to receive the bids.
Who: PDC Project Manager
Who: PDC Project Manager
Who: PDC Business Office/ PDC Project Manager
Who: PDC Project Manager
Example: 10/01/2014
Example: 11/01/14
Example: 10/05/2014
Example: 11/01/2014

9. Construction, Occupancy, Closed
Planned Schedule
Actual Schedule
Begin
End
Construction
Occupancy
What: Anticipated date the PO will be issued (PO jobs), or that date the contract will be signed (GC minor and majors), or the date the first buy out is processed, FRP, ICM), also the date the project status changes to RELCON
What: The substantial completion date in the contract NOTE: The Planned End can only change by change order and a new version of the schedule needs to be created.
What: The date the PO was issued (PO jobs), or that date the contract was signed (GC minor and majors), or the date the first buy out is processed (CM, FRP, ICM), also the date the project status changes to RELCON
What: The date the project WAS substantially complete
Who: PDC Project Manager/ Project Administrator
Who: PDC Project Manager/ Project Admin
Who: PDC Project Manager
Who: PDC Project Manager
Example: 12/01/2014
Example: 11/10/2015
Example: 12/10/2014
Example: 11/05/2015
What: The date the last WO that the PM can close, is closed. *If a WO was initiated by CPA or PDC Business Office they are responsible to close those WOs
What: The substantial completion date in the contract
What: 9 months after Planned Occupancy Begin
What: The date the project WAS substantially complete
Who: PDC Project Manager
Who: PDC Project Manager
Who: PDC Project Manager
Who: PDC Project Manager
Example: 11/10/2015
Example: 08/10/2016
Example: 11/05/2015
Example: 10/30/2016
Closed
What: The date 3 months after the Planned Closed Begin date
What: The date the last WO that the PM can close, is closed. *If a WO was initiated by CPA or PDC Business Office they are responsible to close those WOs
What: The date PDC BO or CPA close the project.
What: 9 months after Planned Occupancy Begin
Who: PDC Project Manager
Who: PDC Project Manager
Who: PDC Project Manager
Who: Fiscal Officer
Example: 08/10/2016
Example: 11/10/2016
Example: 10/30/2016
Example: 11/15/2016

10. Project Milestones: % Complete
Design Percent % Complete
Purpose: Certain milestones of a project’s design phase must be updated in the FAMIS schedule to ensure activities such as charging the design/consult rate are met.
100% = PO & Minor Project, Design/Consult Rate is extracted from the project*
6.5% non-grant funded project, see policy for grant-funded project
100% = Major Project, half of the IPF Professional Services Rate (3.5%) is extracted from the project*

11. Project Milestones: % Complete
Construction Percent % Complete
Purpose: Updating percent complete of construction in FAMIS ensures IPF Professional Services Rates are charged on time, reports are accurate, and project close out activities are executed.
0-96% = Percentage Complete of the Capital Project’s Construction based on PDC PMs estimate
01% = Mobilization of construction activities
75% = IPF Professional Services Rate is extracted from the project*
PO & Minor Project, 3.5% non-grant funded projects, see policy for grant-funded project
Major Project, remaining half of IPF Professional Services Rate (3.5%)

12. Project Milestones: % Complete
97% = Construction on all Capital Project types reached Substantial Completion.
Notice of Substantial Completion needed; Warranty begins; Space is operation and can be occupied
PDC Project Manager changes the project status to SUBSTCOMP in FAMIS
PDC Project Manager changes the construction % complete to 97%
PDC Project Manager enters the actual Substantial Completion date into the actual end of construction field and the actual start of occupancy field in the FAMIS schedule.
PM begins using Closeout task code on timesheet
98% = Final Payment made to the Contractor for all Capital Project types.
Contractors PO must have a zero balance, confirm no outstanding change orders/payments. (Change orders must be completed prior to final payment to contractor or consultant to remove excess balance)
PDC Project Manager updates the Construction % compete to 98%

13. Project Milestones: % Complete
99% = IPF work orders are all closed for all Capital Project types.
All work orders generated by PM/SME must be closed (except EAS Time or WOs opened by PDC Business Office/CPA for their use)
All PO balances must be deducted, changes and invoices complete
PDC Project Manager updates the Construction % complete to 99%
PDC Project Manager enters 99% date into actual end of occupancy field and actual start of closed field.
PDC Project Manager changes the
Assigned To field in FAMIS to the
PDC Business Office to
trigger remaining close out activities.
(See 99% Complete Task instructions)

14. Project Milestones: % Complete
100% = Capital Project is complete and budget balanced.
Fiscal Officer updates Closed % complete to 100%, adds the actual closeout end dates, and changes project status to Closed
*See IPF Professional Services/Design Consult Rates Policy

15. Project Milestones: Project Status
Status changes should align with actual start/end dates in project schedule
InEst/Estrel
Study
InDes
OutBid
Relcon
Substcomp
Closed

16. Project Milestones: Start of Construction
Requirements before Release for Construction (Relcon)
Contractor
Purchase Order (POs only)
Insurance
Bonds (PO/Contracts >$50,000)
Executed Contract (majors/minors)
BOT Approval (majors only)
Customer
Approval to proceed
Start of Construction Date & Relcon Status
Entered by Project Administrator
Only once all required documents are received

17. Project Milestones: Customer Survey
Major project: 100% Design Complete
All project types: 97% Construction / Substantial Completion
*Requestor field in FAMIS – contact person

18. Project Milestones: Substantial Completion
Statement that the constructor has completed their work necessary for the building to be used for its intended purpose
Substantial Completion Notice
All projects
IPF Form
PDC Project Manager
Certificate of Substantial Completion
New Construction/Additions
Consensus Docs/AIA
Created by consultant, signed by contractor & owner

19. Training Objectives Participants will…
maintain accurate project schedule information in FAMIS.
understand the tasks and activities associated with project milestones and and percent completion.
Ensure all requirements are met prior to starting construction.

20. Resources Capital Project Schedule Procedure (email)
Creating New Versions
Planned & Actual Schedule Template
Design and Construction Percent % Complete
Major Project – Board of Trustees Steps
Start of Construction and Release for Construction (RELCON)
Notice of Substantial Completion (SUBSTCOMP)
Project 99% Complete Task