At the core of every construction project lies the schedule. Ensuring that work progresses on time to meet the agreed-upon deadlines is critical. Our primary role in schedule monitoring is to evaluate whether the project is on track to meet the contractually defined substantial completion dates, as well as any additional completion requirements outlined in agreements with joint venture partners or developers.

Identifying Contractual Schedule Dates

The first step in our schedule review process is to identify the specific contractual dates. These dates are typically outlined in the contract, often under Article 4 of the AIA A102™ Standard Form of Agreement Between Owner and Contractor. This section includes:

Start Date: The date when the work is officially set to begin, which can be triggered by the agreement signing, a notice to proceed, or another specified event.

Substantial Completion Date: This is the date by which the contractor must complete the project, often defined as a set number of calendar days after the start date or by a specific calendar date.

In most cases, the contract specifies a single substantial completion date for the entire project. However, in some cases, multiple dates are set for different sections of the work or building turnovers. It’s essential to note that sometimes the contract will specify that liquidated damages are only assessed against the overall completion date, not the interim milestones.

Tracking Construction Progress

Once the contractual dates are identified, it’s important to track the project’s progress against these dates. The schedule can often be updated through change orders, which modify the original substantial completion date. Any revisions to the schedule based on these change orders should be reflected in the contract baseline schedule.

We rely on various tools to track progress, including updated 4-week or 6-week lookahead schedules. While helpful for monitoring short-term progress, these schedules often track business days rather than calendar days and should not be relied upon as the definitive measure of whether the project is “on schedule.” We carefully review the contractor’s baseline schedule and ensure that any updates or changes are accurately reflected in our reports.

Key Milestones and Schedule Tracking

A critical part of our schedule review involves tracking major milestones and ensuring they align with the contractual requirements. This includes:

Notice to Proceed (NTP): The official start date for the project.

Substantial Completion: When the project or certain portions of it are finished.

Final Completion: When all project activities, including punch lists and closeout documentation, are concluded.

We maintain a detailed Schedule Tracking Log, which helps us monitor the project’s major milestones. This log includes both baseline and updated dates for key activities, such as site mobilization, demolition, grading, utility installation, and structural work. We ensure that these milestones are completed on time and note any deviations from the planned schedule.

The Role of the Critical Path Method (CPM)

Understanding the Critical Path Method (CPM) is essential in construction scheduling. CPM helps us visualize the key tasks in a project and their interdependencies. By identifying tasks on the critical path—those that directly impact the project’s completion—we can better manage delays and focus on the tasks that require the most attention.

The benefits of using CPM in our schedule review include:

Prioritization of Critical Tasks: Identifying the most important tasks helps in managing resources and ensuring that delays in critical tasks don’t impact the entire project.

Early Detection of Potential Delays: By continuously monitoring the critical path, we can identify potential delays and take corrective actions before they affect the project’s overall timeline.

Informed Decision Making: Our team uses CPM to evaluate whether delays are impacting the critical path, and we provide clients with clear insights into any schedule risks.

Managing Delays and Impacts

When delays occur, we work closely with contractors to evaluate their impact on the project schedule. Some delays may be excusable—such as those caused by weather, unforeseen conditions, or force majeure events—while others may not be. We track these events carefully to ensure that they comply with contract terms, including any weather delay allowances specified in the contract.

If delays exceed the contract’s weather delay allowance, contractors may request an extension. We assess these requests based on the contract’s terms, including the notification requirements and whether the delay meets the criteria for an excusable delay.

Weather Delay Tracking

In projects where weather-related delays are a concern, we maintain a Weather Delay Day Summary Table. This table tracks the contract’s included weather delay days versus the actual days experienced. Any days exceeding the included allowance may be claimed for a schedule extension, as long as the contractor meets the necessary criteria.

Conclusion

Our schedule review process plays a vital role in ensuring that projects stay on track and meet their contractual deadlines. By identifying key milestones, tracking progress against baseline schedules, and using tools like the Critical Path Method, we help our clients stay informed about any potential delays or risks. Regular communication and thorough evaluation of the project’s schedule are key to ensuring that projects are completed on time and within budget.