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)

training-structure/roles/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

training-structure/roles/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

training-structure/roles/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)

training-structure/roles/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

training-structure/roles/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

training-structure/roles/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)

training-structure/roles/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

training-structure/roles/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

training-structure/roles/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)

training-structure/roles/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)

training-structure/roles/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

training-structure/roles/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

training-structure/roles/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

training-structure/roles/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

training-structure/roles/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)

training-structure/roles/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

training-structure/roles/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)

training-structure/roles/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)

training-structure/roles/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)

training-structure/roles/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)

training-structure/roles/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)

training-structure/roles/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

training-structure/roles/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

training-structure/roles/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

training-structure/roles/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

training-structure/roles/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

training-structure/roles/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

training-structure/roles/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)

training-structure/roles/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

training-structure/roles/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

training-structure/roles/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

training-structure/roles/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