Project close out involves two processes and the specific steps can vary depending on the project.
Typically, closing out a project includes finalizing the projects data and then exporting the data for long term storage or delivery to the Owner.
Finalize Project Data
The following actions are typically taken to ensure a projects data is complete before final payment is made and the project is closed.
| Number | Step | Details |
| 1 | Approve all Change Orders |
Confirm all Change Orders are entered into FACS and that each Change Order has been approved. Often, all items must be marked as complete which can require a final 'adjustment' Change Order to modify each items remaining authorized quantity to match the quantity used. |
| 2 | Clear all Material Acceptance withholdings |
Run the Progress Payment Report to identify any items that have payment being withheld due to insufficient Material Acceptance. As necessary enter adjustments in the Material Acceptance Service and/or the Inspector Daily Report to remove all MA flags. |
| 3 | Recover all Material Stockpile |
Run the Material Stockpile Report to see any remaining stockpile payments that have not been recovered. Create the necessary stockpile adjustment entries and corresponding Inspector Daily Report entries to recover all stockpile payments. |
| 4 | Complete all Punch List tasks | Ensure all open Punch list tasks have been resolved and marked as Completed. |
| 5 | Inspector Daily Report | Ensure all open Inspector Daily Reports have been marked as Approved. |
| 6 |
Complete Final Payment |
Create the final Payment entry and then run the Progress Payment Report to ensure the final payment amounts are accurate.
This step should be done after the above steps have been completed to ensure all payment related information has been correctly entered into the Platform. |
| 5 | All Service Documents Exported | Archive Service |
| 6 | File Cabinet Downloaded | File Cabinet |
Export Project Data
Once all project documents and payments have been finalized and approved, most clients elect to export all the project data from the FACS Platform and save it locally.
| Number | Step | Details |
| 1 | Run Archive Wizard to secure all project documents | The Archive Wizard will automatically export all documents created within the Platform as individual pdf files. |
| 2 | Download the File Cabinet |
All reference files stored in the File Cabinet by can be downloaded by selecting the main file cabinet folders and selecting 'Download'
|
| 3 | Run and export desired reports |
Each report should be run, with all data selected, and exported as a pdf file. |
NOTE: When downloading the File Cabinet, some browsers will timeout before all the folders can be downloaded. For larger file cabinets, the folders should be downloaded one at a time.
If you have any questions, or need additional assistance, please reach out to our support team at support@facsware.com and we will be happy to assist you.