Project Startup

Objective

To add a new project to Koester's Procore account. 

Background

Creating a project efficiently and accurately is critical to the success of the project. This tutorial will provide steps to create a project, upload documents, and start an Action Plan that will aid in the creation of project's to Koester's Procore Account and Standards. 

Things to Consider

• Required User Permissions:
  • 'Admin' level permissions on the Company level Directory tool.
    OR
  • 'Read Only' or higher on the company's Portfolio tool with the privilege to create new projects. See Allow Users to Create New Projects.
• Prerequisites:
  • If your company is planning to use the Project level Bidding tool, complete the steps in Add Project Bid Types.
  • If your company is planning to organize its projects in the company's Programs tool, complete the steps in Add Programs.
  • If your company uses a classification system to organize your projects by type, complete the steps in Add a Custom Project Types.
• Limitations:
  • Procore projects cannot be deleted. However, you can change its status of Inactive. For instructions, see Change a Project's Status to Active or Inactive.
  • When your company's Procore account meets the limit defined by your account's Maximum # of Active Projects, the Create Project button is automatically disabled. 
• Troubleshooting:
  • If you are not able to create a new project, see Why am I unable to create or activate Procore projects?

Steps

Use the Project Creation Assistant to add a new project. These are the steps:

• Upon Notice of Award from the Owner, notify Accounting to create a Job Number and Name. 
• Add an ERP Job to Procore
• Add Koester standard folder structure to the Project Documents Tool
• Update Directory
  • Start with internal Team Members first to allow for the Project Startup Action Plan to be used effectively.
• Create the Project Startup Action Plan
• Configure Admin Settings
• Add Project Budget
• Finalize Successful Bidders with the Project Manager and notify accordingly.
  • Successful Bidders – Sample Email
    • “Good Morning, Koester Construction was successful in bidding the Sample Project.  We are pleased to announce that Koester intends to award your company the subcontract for this project.  We are currently finalizing Contracts with the Owner and intend to issue Subcontracts thereafter.  Please proceed with submittals and shop drawings in order to meet schedule demands moving forward.  The project is currently scheduled to start on xx/xx/xxxx and a mandatory preconstruction meeting is scheduled for xx/xx/xxxx.  We look forward to working with you!"
  • Unsuccessful Bidders – Sample Email
    •   “Good Morning, Koester Construction was successful in bidding the Sample Project. Unfortunately, your company was not the successful low bidder for your respective scope of work.  We hope to work with you on future projects. Feel free to reach out with any questions.”
• Upload Drawings
• Upload Specifications
• Upload Schedule
• Create Owner Contract