Project Manager Process Map

What this step involves

Upon receiving a new project folder, verify that all required documents are present and accounted for. This is your foundation — missing documents downstream causes delays and confusion.

Standard checklist — every project

• 2x signed copies of the Trueline building contract + signed sketch plan from DC
• One copy → Red Trueline Customer Folder (for customer); one copy stays in project folder
• Engineering documents supplied by the Design Consultant (DC)
• Project Notes from DC (print and glue inside folder; copy also in email)
• Before You Dig (BYD), Land Checker and/or Develo Report
• Plan of sub and other items required (VIC)

Key items to review

• Overall project sizes and structure type
• Beam and roof spans
• Post and footing / bracket placements
• Roof connection points (elevated / fascia / wall / freestanding)
• Project placement relative to house and boundaries
• DC project notes (may answer design questions)
• DBYD and Develo reports for site overlays and constraints

Report triggers to watch for

• Water / sewer / stormwater mains in area
• Bushfire, flood, or easement overlays
• Vegetation protection or heritage overlays
• Steep landscape / landslide overlays
• Noise impact areas

Steps

• Confirm the customer deposit has been paid
• Arrange a suitable time — aim to have at least one homeowner present
• Enter date and time into the Project Record in CRM
• CRM auto-creates a calendar appointment with address and contact details

Always measure these items

• All walls and windows in vicinity — mark W (window), S/D (sliding door)
• Fascia lengths on projection side (correct sheet length ordering)
• All eave widths from wall to outside of fascia
• All eave heights to underside (multiple if ground is uneven)
• Boundary offsets from walls/eaves
• Existing slabs/decks — note if new slab is pre or post construction
• Side elevation: wall, eaves, fascia height, gutter dims, roof pitch, ground fall
• Front elevation (especially for gable-ended houses)
• All site features: retaining walls, I/Os, fences, pools, garden beds, downpipes, tanks
• Existing house colours (roof, gutter, fascia, window frames)

Purpose

Plot the structure's footprint on site using chalk paint and blue masking tape to confirm start/finish points, external corners, and post positions with the customer.

What to confirm

• Start and finish points on the house
• External corners of the structure
• Post positions
• Any obstructions or fouling of existing structures/vegetation

Items to confirm with customer

• Colours checked against existing house using a colour swatch
• Post type and size
• Footing placements
• Downpipe placements
• Roof type and profile
• Beam type and colours
• Light placements
• All other contract selections
• Inclusions and exclusions (especially approval costs and external services)
• Delivery access and any customer preparation needed (e.g. clear driveway)

CM Video — what to cover

• Start and finish points (e.g. "aligns with gutter here, wall here")
• Site access and parking if not obvious
• Hazards to be careful of (pools, difficult site conditions)
• Anything helpful for installers, delivery staff, or outside suppliers

CM Checklist

Complete the checklist to capture anything missed during the site visit, and include important notes for the build. Staple to the inside of the folder for easy reference. This document keeps the project moving if you are unavailable.

OneDrive upload checklist

• CM drawing(s) — scan to PDF into project OneDrive folder
• Contract confirmation document
• CM checklist
• All site photos

Post CM Summary email

Send a written summary to the customer covering everything discussed on site. Confirm or realign expectations. Include any variations agreed during the visit. Copy and paste the email into CRM project notes.

Types of changes

• Colours / materials / inclusions / exclusions / pricing
• On-site design changes or customer change-of-mind
• Engineering-driven changes
• Cost-saving design optimisations

How to document

• Minor non-price changes: email exchange confirming the change is sufficient
• Pricing variations: formal Variation to Project document required (includes contract value change, payment schedule update, timing impact)
• All changes highlighted in CRM and project folder
• All relevant parties notified (not just the customer)

Key principle

"It's not what you know, it's what you can prove." The PM is responsible for ensuring all designs comply, are engineered to code, have all required materials/fixings, and that installers build to specification.

Engineering pathways

• Standard (~95%): Covered by supplier engineering manuals + Trueline Tech-Specs — no external engineer needed
• Outside engineering (~5%): Bring a proposed working design to the external engineer (don't ask them to create from scratch — it's slower and more expensive)

Common suitability checks

• Functional: Does the structure achieve what the customer needs? (e.g. caravan clearance height)
• Material: Are materials appropriate for the environment? (coastal = platinum/aluminium, not standard steel)
• Legal height: Does finished ceiling height meet legal minimums with roof fall applied?
• Cost optimisation: Can a small design change avoid crossing a 1m panel increment?

Costings process

• Compare CM costing vs. Sales costing — identify any discrepancies
• Check commission impact before and after finalising costings
• If changes impact DC commission — call the DC first, then follow up by email
• Use commission override in Experlogix if needed (prior to finalising)
• Complete before the fortnightly commission payment window

When discrepancies exist

• DC approaches customer for variation
• DC modifies design to stay within budget
• DC commission may be adjusted if variation can't be obtained
• Management may approve continuation at no charge in some cases
• If gap is too large — project may be cancelled at management's discretion

What to include in your drafting folder (OneDrive)

• Lots of photos of the immediate area
• Copy of Trueline contract with all material/spec updates
• Detailed sketch plan with all spans, overhangs, cantilevers, connection details
• Check measure drawing(s)
• House drawings and site plans (if available from customer)
• Any relevant underground services / easement plans
• Engineering that matches contract and sketch plan

Reviewing returned plans — check for:

• Site plan and structure placement accuracy
• Materials, roof fall direction, pitch, size, post and downpipe positions
• Spans, overhangs, heights, footing design and size
• Bracket types, beam types, customer details and job number

Process

• Enter "Project Ready for Certifier" date in CRM
• Admin sends plan to customer for sign-off
• Respond to any customer queries quickly — amend with drafting team if needed
• Once customer signs off — project proceeds to council submission
• Save approved plans to Council and Drafting folder in project
• Ensure updated engineering is saved in same folder if design changes affected spans/materials