Article #040 Monitoring and Tracking Contractors’ Material and Equipment Procurement Schedule in Construction Projects

One of the key progress reports that Contractors are obliged to submit on weekly basis is the updated procurement schedule which details all materials and equipment that will become permanent components of a project’s scope of work. The procurement schedule needs to be fully aligned with the project’s integrated schedule to ensure that delivery dates are aligned with the needed dates to use or install those materials and equipment.

Using Project Management Information System (PMIS) like PMWeb, a formal process will be created to formalize the monitoring and tracking of contractors’ procurement schedules. The PMWeb form builder will be used to create a form that will capture the needed details including contractor name, bid package reference, relevant project schedule activity, material or equipment description, Bill of Quantity or Specification reference number, estimated and ordered quantity along with the unit of measure, required order date, issued purchase order date and reference, supplier name, method of shipping, shipping date to the country and required on job date, estimated and the actual date of arrival to site, and remarks. There will be also a field to confirm if the issued purchase order has been attached.

In addition, the form will also include a table to capture the material or equipment details if they were delivered in batches. The table will include the lot, delivery date, quantity delivered, and remarks. There will be also a field to confirm if the delivery note has been attached.

The form attachment tab will be used to upload and attach copies of the issued purchase order, factory and third-party testing certificates that could be needed, documents that confirm that the material or equipment had been shipped, and delivery notes among other needed supportive documents.

The captured data will become the basis for generating the Contractors’ Procurement Schedule which is usually known for those who have worked on projects managed by Turner as the “E2” report. In addition to the fields captured from the Contractors’ Procurement Schedule form, the report will include a field called “Lead” which will be the difference between the estimated date of arrival to the site and the required job date.


About the Authorfounder

Bassam Samman, PMP, PSP, EVP, GPM is a Senior Project Management Consultant with more than 35-year service record providing project management and control services to over 100 projects with a total value of over the US $5 Billion. Those projects included Commercial, Residential, Education and Healthcare Buildings and Infrastructure, Entertainment and Shopping Malls, Oil and Gas Plants and Refineries, and Telecommunication and Information Technology projects. He is thoroughly experienced in complete project management including project management control systems, computerized project control software, claims analysis/prevention, risk analysis/management (contingency planning), design, supervision, training, and business development.

Bassam is a frequent speaker on topics relating to Project Management, Strategic Project Management, and Project Management Personal Skills. Over the past 35 years, he has lectured at more than 350 events and courses at different locations in the Middle East, North Africa, Europe, and South America. He has written more than 250 articles on project management and project management information systems that were featured in international and regional magazines and newspapers. He is a co-founder of the Project Management Institute- Arabian Gulf Chapter (PMI-AGC) and has served on its board of directors for more than 6 years. He is a certified Project Management Professional (PMP) from the Project Management Institute (PMI), a certified Planning and Scheduling Professional (PSP), and Earned Value Professional (EVP) from the American Association of Cost Engineers (AACE) and Green Project Management (GPM).

Bassam holds a Masters in Engineering Administration (Construction Management) with Faculty Commendation, George Washington University, Washington, D.C., USA, Bachelor in Civil Engineering – Kuwait University, Kuwait and has attended many executive management programs at Harvard Business School, Boston, USA and London Business School, London, UK.


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