Scope of Work Mechanical Completion Document controller
1. Overview:
The Project Document Controller will be responsible for managing and ensuring the proper execution of the
Mechanical Completion (MC) process, including checklist distribution, sign-off procedures, punch list
consolidation, and reporting of Key Performance Indicators (KPIs). The Document Controller will work
closely with the System Owner, Construction Manager, and Project Manager to ensure timely and accurate
management of project documentation and punch list items.
2. Key Responsibilities:
2.1. Mechanical Completion (MC) Checklist Management:
- Checklist Distribution: Ensure all necessary MC checklists are printed and available for use by the
System Owner, Construction Manager, and relevant stakeholders.
- Document Review: Verify that all points and required documents on the checklist are present and
reviewable. Record any punch items in an appendix attached to the MC checklist. Ensure the checklist
is correctly review and fill.
- Layout Updates: The Project Document Controller will ensure that all system layouts and relevant
drawings are up to date and available during Mechanical Completion (MC) reviews. These will be
required when completing the MC checklists
- Drawing Identification & Availability: Ensure all drawings are correctly identified, labeled, and
accessible in both digital and physical formats for use during MC reviews and subsequent
construction activities.
- Sign-Off Process: Coordinate the sign-off process by obtaining signatures from the Construction
Manager, Project Team, and System Owner after MC checklist completion and punch list appendix review.
- Record-Keeping: Maintain accurate records of completed checklists, both in physical and digital formats.
- Punch List Clearance: Ensure that Category A (High) punch items are cleared through reviews by
the Construction Management SME for Finishes and the System Owner and ensure sign-off is completed.
2.2. Punch List Consolidation and Management:
- Data Entry & Accuracy: Input punch list data from MC checklist appendices into the centralized
project punch list Excel database, ensuring accuracy and weekly updates.
- Punch List Consolidation: Maintain a single, centralized punch list for the project, organized by
system, avoiding duplication and addressing discrepancies promptly.
- Document Control: Store and manage the punch list in a shared environment (e.g., Teams folder)
with correct access levels for stakeholders. Ensure regular and accurate updates to reflect the current status.
- Tracking and Reporting: Track progress on punch list resolution, providing weekly updates and
KPI reports on open and closed items, ensuring alignment between stakeholders..
2.3. Coordination with Project and Construction Teams:
- Collaboration with System Owner: Work closely with the System Owner to ensure MC Check list,
punch list items are identified, recorded, and updated promptly. Support Mechanical Completion reviews
and punch list sign-offs.
- Vendor and Contractor Coordination: Notify contractors of punch items that require resolution and
follow up to confirm timely completion.
- As-Built Markup Communication: After MC is completed, ensure that all necessary markup drawings
are communicated to the design team to facilitate the creation of accurate As-Built versions.
2.4. Category, Priority, and Responsibility Management:
- Categorization of Punch Items: Ensure punch list items are categorized into three priority levels (A:
High, B: Medium, C: Low) by the System Owner during the MC, and reviewed by the project team prior to sign-off.
- Responsibility Assignment: Collaborate with the Project Manager to ensure responsibility and priority are
assigned to each punch item within one week, ensuring the designated team addresses it promptly.
o Generate a Mechanical Completion Timeline to track MCs achieved and overdue MCs on a weekly basis.
o Distribute weekly reports detailing the status of punch list items by category (A, B, and C) and track
completion rates, identifying any bottlenecks affecting progress.
o Provide a timeline of upcoming MCs within the next 30 days.
- Escalation Support: Highlight any critical issues or delays to the Project Manager and ensure that
these are addressed in weekly meetings.
2.6. As-Built Documentation and Dossier Preparation:
- MC Dossier Compilation: Ensure all Mechanical Completion documents, including checklists and
punch lists, are compiled into a comprehensive dossier for each system.
- As-Built Markups: Ensure that any necessary As-built markups are available post-MC and are reflected
in the final As-built drawings, which must be available before Installation Qualification (IQ) begins.
2.7. Weekly Review Meetings:
- Meeting Participation: Attend and contribute to weekly review meetings with the project team and core
team members.
- Agenda Contribution: Provide updates on MC progress, punch list resolution, and any significant
issues affecting project completion.
- KPIs & Hardpoints: Present KPI reports and participate in discussions on high-priority issues to
ensure they are addressed efficiently.
- Punch List Resolution: Oversee and manage the record of the resolution of detailed punch/snags
for each system.
- Alignment with Project Team: Collaborate with the project/local team to ensure proper and timely
resolution of all categorized issues.
- Maintain Progress and Quality: Ensure project progress while upholding the quality of finishing work.
- MC process improvement: Ensure that all MC process improvements discussed and agreed upon
in the weekly meeting are implemented
Ent:
3. Duration:
The Document controller will be engaged from October 2024 to May 2025, or until Mechanical
Completion is fully achieved.
4. OUTCOME:
The Document Controller will ensure that the Mechanical Completion process is executed efficiently,
with all documentation properly controlled and punch list items tracked and resolved promptly.
This will support a smooth transition to system handover and help maintain project momentum.
