Here is an example of a typical PRS Office furniture project management process schedule.

Project direction

• To ensure all staff work as a team
• To oversee all aspects of the project
• To visit all suppliers regularly on behalf of the client to ensure quality within the manufacturing process
• To ensure client receives value for money for products/services purchased
• To review and challenge suppliers costs regularly

Project co-ordinator

• Receives bulk purchase orders from the end user, sorts into different suppliers and produces PRS orders. Bulk orders are split into twenty different suppliers
• Once orders are placed and delivery dates are confirmed these are matched with delivery programme
• Input information into our sales ordering processing system.
• Confirm that suppliers will meet delivery dates and constantly review this process, advising warehouse manager of dates/changes
• Provide warehouse and project manager with supplier delivery and installation dates
• Produce a picking list for warehouse team
• Raise relevant paperwork, including site satisfaction reports to be completed on each site
• Reciept all paperwork after install and act on any notes as required
• Raise end user invoices for payment to Accounts Department
• Check for any snagging issues reported by client’s project manager and arrange for completion
• Provide management reports as required

Project tracking - real time recording

• We are developing a system with the ISAS Group where we can provide on time reporting via a web site
• This will allow our client and its customers to view the site at various stages when photographs are taken by the installation team
• Each installation manager submits his reports whilst on site. Producing instant reporting 24 hours a day, 7 days a week

Accounts department

• Produce invoices
• Process supplier invoices
• Provide management Information
• Issue statement and chase payments where applicable

Warehouse management

• Once advised by the project coordinator of installation dates required, liaise with suppliers for delivery to one of our warehouses.
• From the picking list provided by the project coordinator arrange for the warehouse staff to pick and pack all items and collate them into the dispatch area.
• Arrange transportation for each site via subcontractors and which size vehicle to use, including 18 ton or articulated vehicles. Arrange parking permits where applicable
• Ensure each fitting teams’ spares and installation kit is replenished from the week before, and any issues rectified
• Organise for the environmentally friendly disposal of products returned from site
• Arrange locations within our warehouses for surplus stock from suppliers for urgent orders or damaged products. On average we install between 6/10 sites on Saturday evenings and Sunday mornings. This equates to over 3000 items being accepted into the warehouse and picked and loaded each week

Project installation management

• Review site drawings provided by the client and quotations provided by project coordinator and deal with any discrepancies
• Contact the on site contractors foreman and project manager, confirming installation time, date, IT attendance, site access, branch specification
• Schedule the installation team for each site, advising the time of arrival and number of installers required
• Confirm transport arrangements and advise the contractor of our site supervisor’s contact details

Installation team

• Each team consists of a site supervisor and three Installers
• Site supervisor liaises on site with the fit-out sontractor and directs the Installers
• The site supervisor is responsible for ensuring all items are installed correctly and the site is clean, tidy and complete before leaving
• All paperwork is completed including the satisfaction report
• After each weekend a meeting is held with all members of the team in attendance to review the weekend installation and any snagging issues that require attention.