Koester Expectations- Project Overall Schedule and Milestones
Department: Operations
Topic: Koester Expectations- Project Overall Schedule and Milestones
Objective
The purpose of this SOP is to establish a consistent process for updating and maintaining project schedules using Microsoft Project. Accurate and timely schedule updates are critical to managing resources, identifying risks, and ensuring on-time completion of all projects.
Background
Accurate and consistent project scheduling is essential to delivering projects on time and within budget. The schedule serves as the primary tool for coordinating trade partners, tracking progress, and identifying risks.
Koester Construction uses Microsoft Project as the standard scheduling software. All project schedules must be developed, updated, and maintained in Microsoft Project, with updates completed at least every two weeks. Updated schedules are to be shared with internal teams and trade partners to maintain transparency and accountability.
Every project schedule must include standard milestones to provide consistency across all projects. These milestones also serve as benchmarks for reporting project health to leadership and clients.
Things to Consider
To get Microsoft project you must ask Brad Comegys to obtain a license and download it on your computer.
Prerequisites
- Microsoft Project installed and accessible.
- Basic understanding of Microsoft Project use.
Develop Baseline Schedule and Identify Base Milestones
· Key project milestones need to be built into the schedule. Below are minimum milestones that are included in all schedules. Additional milestones will likely be required for a thorough schedule based on individual project needs.
Preconstruction & Startup
o Contract execution / Notice to Proceed (NTP)
o Building permit issued
o Mobilization to site
o Temporary utilities in place (power, water, fencing, trailer)
Sitework & Foundations
o SWPPP / erosion control installed
o Mass grading complete
o Underground utilities (water, sewer, storm) installed
o Foundation complete (footings, piers, or caissons)
o Under slab utilities (plumbing, electrical, etc.)
o Slab-on-grade complete
Superstructure
o Structural steel topped out / framing complete
o Structural CMU walls and shafts
o Framing levels for multistory construction ( 1st Fl Walls, 2nd Fl deck, etc.)
o Framing Complete
o Elevated decks poured (if applicable)
o Building dried-in (roof on, exterior walls closed in)
MEP & Interior
o MEP rough-ins started (by floor for multistory construction)
o MEP rough-ins complete (by floor for multistory construction)
o Interior framing complete
o Drywall complete (by floor for multistory construction)
o Prime mechanical equipment set (RTUs, boilers, chillers, etc.)
o Permanent power on
o In-wall Inspections complete
o Overhead Inspections complete
Exterior & Site
o Exterior skin/envelope complete (divide into different materials/installations)
o Building Dry-in complete
o Windows/glass installed
o Site paving and curbs complete
o Landscaping complete
Finishes & Systems
o Start of interior finishes (paint, ceilings, flooring, millwork)
o Interior finishes complete (by floor for multistory construction)
o Floor Complete for each floor
o Elevator Cab install complete
o Elevators operational
o Building commissioning complete (including owner training)
o Final MEP Inspections
o Final Fire Marshall inspection completed (Fire Alarm tested and signed off)
o Final Building inspection
o Final P&Z (planning and zoning) and Engineering inspections complete if applicable
Closeout
o Substantial Completion achieved
o Punchlist complete
o Owner training conducted
o As-builts & O&M manuals submitted
o Final Completion / Owner occupancy
Steps to updating the project schedule
1. At the beginning of the project the Project Manager should establish a schedule update meeting cadence with the project team that occurs at a minimum every 2 weeks at the same time and day every time. Attendees for the meeting are the following:
i. Project Manager
ii. Project Superintendent
iii. Project Engineer
2. Verify project working time is correct
i. Click Project
ii. Click Change Working Time
iii. Make sure the correct holidays are selected as this can affect your overall schedule if this is not done correctly.
3. Add correct columns for updating the project schedule accurately.
i. Remaining Duration
ii. Actual Start
iii. Actual Finish
iv. Tip and trick for easier updating and adding processors and successors to activities
a. Click View
b. Check the detail box
The below box will appear 
5. Updating the schedule
i. Always save a new copy each time and save it as the date it is being updated.
ii. Update the Status Date to the day that it is being updated (this is critical to the remaining duration of the activity.
i. 
iii. Review activities that should have taken place the previous week or 2 weeks depending on how often the schedule is updated.
iv. If an activity started use the actual start column to accurately “as-built” the schedule
Once the start date is confirmed that the activity has started, remaining duration should be updated. This is a question that should be addressed to the superintendent on their thought of how many more days it is going to take to finish the activity. This duration should align with the 3-week schedule developed by the superintendent. 
5. Once the actual start of an activity has been established the following should be done until the activity is completed.
i. Click Task
ii. Click Mark on Track – This updates the remaining duration based on the status update of the activity and will show progress of the activity.
6. Once an activity is completed, update the actual finish. Also, if using mark on track it will automatically complete the activity based on the planned finish date. If it completes the activity and the activity Is not actually completed refer to step # 4.
7. Once the schedule has been updated with every current activity in progress sort the schedule by earliest start so that activities are shown in order. 
8. Before Printing, filter the schedule by incomplete Task
i. Click View
ii. Filter
iii. Select Incomplete Task. This will only show activities that are in progress or have not started.
9. Once steps 1-7 have been completed print the schedule to PDF and save a copy of both the live file and PDF file to Procore in documents > Internal Documents > Schedule > Overall > Schedule.
10. Once saved the schedule should be sent out to all trade partners along with the superintendent’s schedule so that the entire project team knows and understands the schedule and what is coming up in the near future.