# 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 1. **PM → Warehouse Manager:** Material procurement list 2. **Warehouse Manager → Installer:** Staged material kits 3. **Installer → Field Specialist:** Completed installation with continuity tests 4. **Network Specialist → Programmer:** Network online, all controllers accessible 5. **Programmer → Graphic Developer:** Point list and control logic documentation 6. **Graphic Developer → Field Specialist:** Deployed graphics ready for commissioning 7. **Field Specialist → PM:** Signed commissioning acceptance 8. **All Technical Roles → PM:** Final documentation for closeout package 9. **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 1. **Clear handoffs with verification checklists** 2. **Real-time documentation in Service Fusion** 3. **Proactive communication between roles** 4. **Quality control at each phase transition** 5. **Comprehensive documentation throughout** 6. **Regular PM coordination with all team members**