BAS Project Lifecycle - Role Entry/Exit Points & Deliverables
Project Phases Overview
PRE-CONSTRUCTION → PROCUREMENT → INSTALLATION → PROGRAMMING/GRAPHICS →
COMMISSIONING → CLOSEOUT → WARRANTY/SERVICE
Phase 1: PRE-CONSTRUCTION (Bid → Award → Mobilization)
Project Manager
Entry Point: Project award / contract signing
Activities:
- Review contract, drawings, specifications, and scope of work
- Develop project plan (WBS, Gantt chart, critical path)
- Identify long-lead materials and specialty items
- Conduct internal project kick-off meeting with all departments
- Create project budget and establish cost codes in accounting system
- Schedule external project kick-off meeting with client and GC
Deliverables:
- Signed contract review and risk assessment
- Comprehensive project plan with schedule milestones
- Project budget with labor/material allocations
- Material procurement list with lead times
- Kick-off meeting minutes with action items
- Service Fusion project setup complete
Exit Point: Never exits - stays through warranty period
Warehouse Manager
Entry Point: PM provides material procurement list
Activities:
- Review material list and check current inventory availability
- Identify items that need to be ordered
- Provide lead time estimates to PM
- Reserve in-stock items for project
Deliverables:
- Inventory availability report
- Material procurement recommendations
- Lead time estimates for all ordered items
- Preliminary material staging plan
Exit Point: Never fully exits - remains available for expedited needs
Accountant
Entry Point: Contract signing / project setup
Activities:
- Set up project cost codes in accounting system
- Establish project billing milestones per contract terms
- Create project file for invoice and cost tracking
- Set up client in AR system if new customer
Deliverables:
- Project cost codes established in GL
- Billing milestone schedule created
- Project tracking file initialized
- WIP reporting format established for this project
Exit Point: Final payment received and project closed (post-warranty)
Phase 2: PROCUREMENT (Material Ordering → Delivery)
PROJECT MANAGER
Activities:
- Issue purchase orders for materials
- Track delivery schedules
- Coordinate with Warehouse Manager on receiving
- Adjust project schedule based on material arrivals
Deliverables:
- All POs issued and tracked in Service Fusion
- Material delivery schedule aligned with installation schedule
- Communication to field team on material availability
WAREHOUSE MANAGER
Entry Point: POs issued by PM
Activities:
- Receive and inspect all incoming materials against POs
- Log materials in inventory system within 4 hours of arrival
- Notify PM of any discrepancies, damages, or shortages
- Stage materials for project kit preparation
- Prepare project material kits 3 days before installation start
Deliverables:
- All materials received, inspected, and logged (Service Fusion)
- Discrepancy reports (if any) submitted to PM within 24 hours
- Project kits staged and ready for field team pickup
- Material staging checklist signed off
Exit Point: Project kits delivered to field OR final material reconciliation complete
ACCOUNTANT
Activities:
- Process and code vendor invoices to project
- Track material costs against budget
- Provide PM with material cost updates for WIP report
Deliverables:
- All vendor invoices processed within 48 hours
- Material costs accurately coded to project
- Material cost variance report (if over/under budget)
Phase 3: INSTALLATION (Physical Installation of Hardware)
PROJECT MANAGER
Activities:
- Coordinate installation schedule with GC and other trades
- Conduct weekly site coordination meetings
- Monitor installation progress and labor costs
- Address field issues and RFIs (Requests for Information)
- Manage any change orders
- Review daily field reports from installation team
Deliverables:
- Weekly site coordination meeting minutes
- Installation progress reports (% complete)
- RFI responses documented and distributed
- Change order documentation (if applicable)
- Updated project schedule with actual progress
INSTALLER
Entry Point: Material kits available and site ready for installation
Activities:
- Pick up material kits and tools from warehouse
- Review project blueprints and installation scope
- Install conduit, raceway, and wire troughs
- Pull and label all control wiring
- Mount control panels and field devices (sensors, actuators, etc.)
- Terminate all wiring at panels and field devices
- Perform continuity and isolation testing on all wiring
- Complete daily field reports in Service Fusion
Deliverables:
- 100% of conduit and raceway installed per drawings
- 100% of control wiring pulled and labeled
- All control panels mounted and wired
- All field devices mounted and wired
- Continuity test results documented (all circuits passing)
- Daily field reports with time tracking and materials used
- Clean and organized installation ready for commissioning
- Preliminary punch list items noted
Exit Point: Installation complete, passed quality inspection, and handed to Field Specialist
Handoff to Field Specialist:
- Installation checklist signed off by supervisor
- All wiring labels match drawing conventions
- Material usage documented in Service Fusion
- Any field changes or deviations documented with photos
WAREHOUSE MANAGER
Activities:
- Provide additional materials as needed (call-backs)
- Coordinate emergency/expedited shipments
- Track material usage vs. initial kit
Deliverables:
- Call-back materials issued and tracked
- Material usage variance report to PM (if significant)
ACCOUNTANT
Activities:
- Process weekly labor time from field reports
- Track installation costs against budget
- Generate weekly WIP report for PM
Deliverables:
- Weekly labor costs processed and coded to project
- WIP report showing installation phase costs vs. budget
Phase 4: PROGRAMMING & GRAPHICS (Control Logic & HMI Development)
PROJECT MANAGER
Activities:
- Coordinate with Programmer and Graphic Developer on deliverable timelines
- Review sequences of operation with client (if needed)
- Monitor programming and graphics progress
- Schedule integration testing and quality reviews
Deliverables:
- Programming and graphics schedule confirmed
- Client approvals on graphic designs (if required by contract)
- Progress tracking in Service Fusion
NETWORK SPECIALIST
Entry Point: Installation complete, ready for network configuration
Activities:
- Design network architecture (IP scheme, VLANs, subnetting)
- Configure and commission managed switches
- Establish network connectivity for all controllers
- Coordinate with client IT team for integration
- Implement secure remote access (VPN, proxies)
- Harden BAS server and configure firewalls
- Test all network communication paths
Deliverables:
- Network architecture diagram
- IP address list for all devices
- Managed switch configurations documented
- VLAN configuration and port mapping
- Client IT integration sign-off
- Remote access credentials and documentation
- Network communication test results (all devices online)
- Cybersecurity compliance checklist completed
Exit Point: Network fully functional, all devices communicating, documentation complete
Handoff to Programmer & Graphic Developer:
- Network documentation package delivered
- All controller IP addresses confirmed and accessible
- Remote access tested and credentials provided
PROGRAMMER DEVELOPER
Entry Point: Network established, controllers online
Activities:
- Review mechanical sequences of operation (SOO)
- Develop control programs for all equipment (VAVs, AHUs, plants, etc.)
- Implement PID loops, optimal start/stop, scheduling logic
- Integrate third-party devices (chillers, VFDs, etc.) via BACnet/Modbus
- Configure alarm and notification systems
- Test programs on workbench before deployment
- Deploy programs to field controllers
- Debug and optimize control logic
Deliverables:
- Control programs for 100% of equipment per SOO
- PID loop tuning documentation
- Third-party device integration maps (BACnet/Modbus objects)
- Alarm configuration and escalation logic
- Workbench simulation test results
- Commented code with block/flow diagrams
- Program version control and backup files
- Point-to-point I/O verification checklist
Exit Point: All control programs deployed, tested, and optimized
Handoff to Graphic Developer:
- Point list with all device names and descriptions
- Control logic summary for operator reference
- Critical alarm list for HMI display
GRAPHIC DEVELOPER
Entry Point: Programming complete, all data points available
Activities:
- Design system schematic graphics (central plants, AHUs, etc.)
- Create floor plan graphics with equipment placement
- Link all live data points to visual elements
- Implement interactive controls (setpoints, overrides) with user permissions
- Design custom dashboards for KPIs and energy trends
- Ensure responsive design for desktop and mobile
- Conduct quality control review (links, branding, consistency)
Deliverables:
- Complete graphic package for all systems
- Central plant schematics with live data links
- Floor plan graphics for all zones/areas
- Custom dashboards for energy and performance monitoring
- All data points linked and functional (100% verification)
- Interactive elements tested and permissions enforced
- Responsive design verified on multiple devices
- Graphic quality control checklist completed
- Operator navigation guide
Exit Point: Graphics deployed, tested, and approved
Handoff to Field Specialist:
- Graphics package deployed to production server
- Navigation structure documented
- User permission matrix documented
ACCOUNTANT
Activities:
- Process labor costs for programming and graphics work
- Track specialty labor costs against budget
- Update WIP report
Deliverables:
- Programming and graphics labor costs processed
- WIP report updated with technical deliverables phase
Phase 5: COMMISSIONING (System Testing & Verification)
PROJECT MANAGER
Activities:
- Schedule commissioning with client and GC
- Coordinate commissioning team activities
- Monitor commissioning progress and issue resolution
- Review commissioning reports and punch list
- Prepare for substantial completion
Deliverables:
- Commissioning schedule distributed to all parties
- Commissioning progress reports
- Punch list management and tracking
- Substantial completion documentation
FIELD SPECIALIST
Entry Point: Installation, programming, and graphics complete
Activities:
- Execute commissioning checklists for all equipment
- Calibrate all sensors to within 1% accuracy
- Verify all physical I/O points match programming
- Test all control sequences through full operational cycles
- Prove out mechanical operation (valves, dampers, fans)
- Diagnose and repair any wiring or device faults
- Conduct system performance verification with client
- Train building operators on system operation
- Complete commissioning reports and documentation
Deliverables:
- Commissioning checklists completed for 100% of equipment
- Sensor calibration reports with before/after readings
- I/O verification reports (all points functional)
- Control sequence verification tests documented
- Mechanical operation verification (actuators, valves, dampers)
- Troubleshooting log with all issues and resolutions
- System performance test results
- Operator training completion certificates
- Final punch list items identified and resolved
- Commissioning report package
Exit Point: System fully commissioned, client acceptance, training complete
Handoff to Project Manager & Client:
- Signed commissioning acceptance from client
- Training materials and operator manuals delivered
- Outstanding punch list items documented (if any)
NETWORK SPECIALIST
Activities (if needed):
- Troubleshoot any network communication issues during commissioning
- Optimize network performance
- Verify remote access functionality
Deliverables:
- Network performance verification report
- Communication troubleshooting log (if issues occurred)
PROGRAMMER DEVELOPER
Activities (if needed):
- Troubleshoot control logic issues found during commissioning
- Fine-tune PID loops and optimization routines
- Update programs based on field performance
Deliverables:
- Final program versions with commissioning optimizations
- Programming change log (if modifications made)
GRAPHIC DEVELOPER
Activities (if needed):
- Fix any broken data links discovered during commissioning
- Adjust graphics based on client feedback
- Update graphics with any field changes
Deliverables:
- Final graphics package with any commissioning updates
- Graphics change log (if modifications made)
ACCOUNTANT
Activities:
- Process commissioning phase labor and expenses
- Generate invoice per contract billing milestone (substantial completion)
- Update WIP report
Deliverables:
- Commissioning labor costs processed
- Client invoice generated and distributed
- Updated WIP report showing project near completion
Phase 6: CLOSEOUT (Final Documentation & Payment)
PROJECT MANAGER
Activities:
- Compile all closeout documentation
- Coordinate final punch list completion
- Submit final invoice to client
- Conduct project review meeting (lessons learned)
- Archive project documentation
- Transition project to service/warranty tracking
Deliverables:
- Complete As-Built drawings (marked-up from field changes)
- Final commissioning reports
- Operation & Maintenance (O&M) manuals
- Warranty documentation package
- Training materials and certificates
- All network, programming, and graphics documentation
- Final project closeout report
- Lessons learned documentation
- Final invoice submitted and payment tracking
- Project transitioned to service in Service Fusion
- Client satisfaction survey completed
Exit Point: Final payment received, all documentation delivered, warranty period begins
NETWORK SPECIALIST
Activities:
- Finalize network documentation package
- Deliver network credentials and access procedures to client
Deliverables:
- Final network architecture diagrams (as-built)
- Complete IP address list
- Switch configuration files (backup)
- Remote access procedures and credentials
- Cybersecurity documentation
Exit Point: Network documentation delivered to PM for closeout package
PROGRAMMER DEVELOPER
Activities:
- Deliver final control programs and documentation
- Provide program backup files
Deliverables:
- Final control program files (all versions and backups)
- Complete program documentation with comments and diagrams
- Sequence of operation summary
- Point list and I/O mapping
- Alarm list and escalation procedures
Exit Point: Programming documentation delivered to PM for closeout package
GRAPHIC DEVELOPER
Activities:
- Deliver final graphics package and documentation
Deliverables:
- Final graphics files (source and deployed versions)
- Graphic navigation guide
- User permission matrix
- Dashboard and trend configuration documentation
Exit Point: Graphics documentation delivered to PM for closeout package
FIELD SPECIALIST
Activities:
- Complete any final punch list items
- Deliver field documentation
Deliverables:
- Final punch list completion verification
- All daily field reports archived
- Final calibration reports
- Operator training materials
Exit Point: All punch list items complete and documented
ACCOUNTANT
Activities:
- Process final project costs
- Generate final invoice
- Close out project in accounting system (after final payment)
- Conduct final project profitability analysis
Deliverables:
- Final project costs reconciled
- Final invoice generated and submitted
- Final WIP report (project complete)
- Project profitability analysis (budget vs. actual)
- Project closed in accounting system
Exit Point: Final payment received and project financially closed
WAREHOUSE MANAGER
Activities:
- Reconcile material usage vs. material issued
- Process any material returns to stock
- Close out project material tracking
Deliverables:
- Final material usage report
- Material variance analysis (planned vs. actual)
- Returned materials logged back to inventory
Exit Point: Material reconciliation complete
Phase 7: WARRANTY / SERVICE (Ongoing Support)
PROJECT MANAGER
Entry Point: Warranty period begins at substantial completion
Activities:
- Track warranty period expiration
- Coordinate any warranty service calls
- Monitor customer satisfaction during warranty
- Transition to service contract (if applicable)
Deliverables:
- Warranty period tracking in Service Fusion
- Warranty service call coordination
- Service contract proposal (if requested)
Exit Point: Warranty period expires OR service contract begins
SENIOR FIELD OPERATIONS COORDINATOR
Entry Point: Substantial completion / system operational
Activities:
- Log any warranty service requests
- Dispatch Field Specialists for warranty issues
- Track response times and resolution
- Coordinate with PM on warranty vs. billable work
- Generate service reports for warranty period
Deliverables:
- All warranty service calls logged and tracked
- Warranty service reports (issues, resolutions, response times)
- Transition to ongoing service contract (if applicable)
Exit Point: Never exits if service contract - continues as ongoing service
FIELD SPECIALIST
Entry Point: Warranty service calls or scheduled preventive maintenance
Activities:
- Respond to warranty service calls
- Troubleshoot and resolve system issues
- Perform preventive maintenance (if under service contract)
- Document all service activities
Deliverables:
- Service call reports in Service Fusion
- Issue resolution documentation
- System performance verification after service
Exit Point: Service contract ends OR customer chooses not to renew
ACCOUNTANT
Activities:
- Track warranty costs (labor and materials)
- Generate service contract invoices (if applicable)
- Analyze warranty cost vs. project budget
Deliverables:
- Warranty cost tracking report
- Service contract invoicing (monthly/quarterly)
Exit Point: Project fully closed and service contract established (or customer lost)
Critical Handoff Points Summary
- PM → Warehouse Manager: Material procurement list
- Warehouse Manager → Installer: Staged material kits
- Installer → Field Specialist: Completed installation with continuity tests
- Network Specialist → Programmer: Network online, all controllers accessible
- Programmer → Graphic Developer: Point list and control logic documentation
- Graphic Developer → Field Specialist: Deployed graphics ready for commissioning
- Field Specialist → PM: Signed commissioning acceptance
- All Technical Roles → PM: Final documentation for closeout package
- PM → Dispatch/Service: Project transition to warranty/service tracking
Service Fusion Workflow Through Lifecycle
Project Setup (PM)
- Customer and location created
- Service agreement linked (if applicable)
- Project number (PO#) established
- Job category assigned
Procurement (Warehouse Manager)
- Purchase Orders created in Service Fusion
- Inventory Orders logged when materials arrive
- Project kits assembled
Installation (Installer & Field Specialist)
- Job created with “Scheduled” status
- Status updates: Dispatched → On the Way → On Site → Started → Completed
- Drive time and labor time automatically tracked
- Expenses logged (parking, tolls, supplies)
- Daily notes and completion notes documented
Programming/Graphics (Specialists)
- Labor time tracked against project
- Milestones noted in task list
- Deliverables documented in completion notes
Commissioning (Field Specialist)
- Additional visits created if multi-day commissioning
- Task list marked complete as items verified
- Final completion notes with client sign-off
Closeout (PM & Accountant)
- Status changed to “Ready to Close”
- All labor, materials, and expenses verified
- Invoice generated in Service Fusion
- Timesheet reports and expense reports generated
- Project marked as “Logged” or “Non-Service” as appropriate
Warranty/Service (Dispatch & Field Specialist)
- New service jobs created linked to original project
- Service agreement tracking for ongoing maintenance
- Response time and utilization KPIs monitored
Key Success Factors
- Clear handoffs with verification checklists
- Real-time documentation in Service Fusion
- Proactive communication between roles
- Quality control at each phase transition
- Comprehensive documentation throughout
- Regular PM coordination with all team members