Services - Project Management

A key element to the management of a project is to ensure that communication between all team members is accurate and consistent. Project communication may be distributed through email, written memorandums, or other construction administration documents such as the following:

• Project Meeting Minutes (Weekly)
• Updated Budgets (Monthly)
• Procurement Reports (Monthly)
• RFI Log (Weekly)
• Submittal Log (Weekly)
• Phasing Logistic Plans (Monthly)
• Change Order Log (Weekly)
• 2-Week Look-Ahead Schedules (Weekly)
• Master Schedule (Monthly)
• Tracking Schedules (Weekly)
• Unit Updates (Bi-Monthly)

Cost Management

Callahan, Inc. employs a comprehensive job cost management system to control cost on every project. Upon completion of the approved project control budget, the budget is entered into the job cost control system. Our job cost control system is a detailed MIS application, which is fully integrated with our accounting system. The project budget is broken down into meaningful elements of the work.

Updated estimates and jobs costs will be given to the owner on a monthly basis (or more frequently if requested). We will review the report with the owner on an item-by-item basis. This process will assure that the project budget is being maintained. Adjustments to the budget will be made only with the owner's knowledge and acceptance, through approved change orders. The job costs reports show the following categories:

• Original Approved Budget (by line item)
• Approved Changes (by line item)
• Adjusted Budget (by line item)
• Costs to Date (by line item)
• Pending Costs (not yet approved by line item)
• Cost at Completion (by line item)
• Cost Variance (by line item)

As construction starts and work progresses, costs that are incurred are automatically recorded in the cost system against the final budget. Detailed cost reports of the projects progress against the budget are provided to project managers weekly. On a monthly basis the project cost reports are brought into a meeting with upper management and the job is analyzed based on a detailed estimate of the cost to complete. Data from the cost file is integrated into certain assumptions underlying the project schedule and adjustments are then considered. By constantly monitoring the costs and schedule, any overruns can be detected early in the process when there is sufficient time to provide alternative courses to correct the situation.