POLICY: Near Term Schedule

PURPOSE: To actively monitor, evaluate and update the progress of the project and plan the upcoming work activities.

RESPONSIBILITY: The Superintendent


1. A Near Term Schedule will be prepared prior to beginning work on each project.

2. The schedule will be prepared and maintained on time scale bar chart forms and entered on time scale bars with the activity written on the bar.

3. Activities will be kept in the smallest durations possible for tracking purposes. Preferably they will not exceed 10 working days.

4. Every two weeks on a day and time established by the Superintendent and approved by the Project Manager or the Director of Field Operations, a formal meeting will be held at the jobsite to review the Near Term Schedule. If possible, this meeting should be held at the end of the weekly subcontractor meeting.

5. A suitable room with a table and chairs, and without distractions will be provided.

6. A representative from each near term trade, or subcontractor that is familiar with the work and has authority to make commitments, will be present.

7. The Superintendent or other person designated by the Project Manager will conduct the meeting.

8. The Project Manager will update the schedule and prepare the report.

9. Copies of the previous Near Term Schedule will be distributed.

10. Each activity shown on the Near Term Schedule will be addressed and evaluated. A determination will be made as to the status of the activity with the following information requested:

  • Was activity completed as scheduled?
  • When will it be completed?
  • Why was it not completed?

11. All activities within seven weeks of the meeting will be indicated on the schedule.

12. Critical delivery, mobilizations, inspections, or other milestone events will be shown.

13. An “Action List” will be developed and updated at the beginning of each meeting. Any item that could possibly impede the project schedule that requires attention should be listed. As the meeting progresses, any item noted as critical will be added. The party responsible to perform or track the item will be listed under the action column with a date when the item first appeared on the list. A specific person’s name should be included. The date a resolution is required should be included under the date column and the status monitored under the last column. As items are resolved, they should be deleted from the list.

14. The Project Manager will review the Material Status Log outlining critical submittals or material deliveries. At the conclusion of the meeting the Project Manager will deliver via fax or other expeditious means the marked up schedule to the contracted firm for processing. The schedules may be produced in house as approved by the Executive Vice President.

15. A “Schedule Status Narrative” will be prepared by the Project Manager outlining the status of the project as measured against the Critical Path, the Overall Project Schedule, and contract completion date. This narrative should be brief and specific. Number of days ahead or behind schedule should be listed with reasons noted. If behind, a milestone date in the future may be analyzed against the Near Term Schedule as a way to communicate the trend we expect once we reach the milestone. The weather statement will be included outlining the total number of days lost due to weather and the number of days since the last meeting.

16. A Trend Chart will be prepared by the Project Manager. This chart will detail in graph form the status of the schedule. A horizontal line will represent the “on schedule” time line for completion per the Overall Project Schedule. The actual progress of the Critical Path will be measured bi-weekly with progress above the horizontal line indicating “ahead of schedule” performance and below the line behind schedule.

17. A copy of the previous week’s Near Term Schedule will be included. The progress of the work will be denoted by shading each activity bar indicating the amount of work complete at the time of the meeting.

18. The Project Manager will document the meeting by issuing a report and a memorandum to file and copying attendees and other parties as required. The report will include the following:

  • Memo to file
  • Current Near Term Schedule
  • Updated previous Near Term Schedule
  • The schedule status narrative
  • Trend Chart

NOTE: The meeting will be conducted in a professional manner. Subcontractors and Carter & Carter Construction participants will be required and encouraged to prepare for the meeting so that the information provided is “well thought out” and accurate. The Project Manager and Superintendent should call all required attendees the week prior to the meeting and remind them that their participation is required. Follow up in writing is appropriate.

19. An example of the meeting minutes with all applicable attachments is included for reference.


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