Module 2: Scheduling & Procurement
PM for HVAC — Intern Academy
Instructor: S.F. Johnson | Duration: 60–90 minutes
Convert scope into a real schedule and make procurement bulletproof. In this module, you’ll build a 3-week lookahead, back-plan long-lead equipment to “order by” dates, align submittals with buyout, and choreograph deliveries, cranes, and startup.
📘 Learning Objectives
- Translate scope into work packages and a CPM-aware lookahead.
- Build a submittal & procurement pipeline with clear “order by”, ship, and need-on-site dates.
- Prioritize releases by lead time, criticality, and spec risk (no surprises at T&B/startup).
- Coordinate deliveries with laydown, rigging/crane days, inspections, and MEP sequencing.
- Track status weekly with a simple dashboard and exception management.
- Work Package (WP): Smallest schedulable chunk with crew, materials, dependencies, and inspection gate.
- CPM Awareness: Know which WPs sit on/near the critical path. Protect them with buffers and quick RFIs.
- Lookahead (3–6 wks): Weekly commit list tied to procurement and approvals (no material, no start).
- Constraints: Submittal/approval, access, permits, inspections, weather windows, crane days.
| WP | Scope | Crew | Needs (Mtrl/Approval) | Gate/Inspect | Risk |
|---|---|---|---|---|---|
| WP-A | L2 SA Main (30×18 CL2) | 2J+1A | Duct, lifts, hangers — Submittal M-032 Approved | In-wall insp | Ceiling congestion |
| WP-B | RTU-5 Set & Curb | 2J | Curb on site, crane day, power avail | Tie-in insp; roof permit | Wind window |
Tip: If a WP lacks materials/approval, it cannot be in the lookahead “commit” lane.
- Register: One line per package (RTUs, VAVs, pumps, controls, duct, hangers, valves, insulation).
- Statuses: Draft → Submitted → Revise/Resubmit → Approved → Released → In Production → Shipped → On Site.
- Dates: Submit-by, Approval-by, Release-by (order by), Ship-by, Need-on-Site.
- Attach: Quote #, alternates, exceptions, warranty, start-up/support requirements.
| Item | Submittal Review (bdays) | Mfg (weeks) | Ship (days) | Notes |
|---|---|---|---|---|
| RTU 20–40 ton | 10 | 10–16 | 5 | Curb lead time separate |
| VAV boxes | 7 | 4–6 | 3 | Reheat coils add time |
| Spiral duct | 3 | 1–2 | 2 | Shop load dependent |
| Controls pkg | 10 | 3–5 | 3 | Panel build time varies |
- Laydown map, crane days, roof access, escorts/badging windows.
- Delivery windows (noise limits, school/healthcare restrictions).
- QC on receipt (damage, count, submittal conformance) and storage requirements.
🧰 PM Mini Tools
📅 Backplanner — “Order By” Calculator
Ship By: —
Release PO (Order By): —
Engineer Approval By: —
Submit By: —
Internal Draft By: —
📆 3-Week Lookahead — Quick Builder
🎯 Milestone Back-Plan
Start Commissioning: —
Start TAB: —
Startup Complete By: —
Rough-in Start By: —
🏁 Procurement Priority Score
Priority Score: — (weighted: 0.35C + 0.30L + 0.20R + 0.15$)
- Lookahead: Committed WPs vs achieved; blockers removed?
- Submittals: Due/Overdue/Approved this week; new RFIs?
- Procurement: Releases pending vs released; expediting notes; ETA variance.
- Logistics: Next deliveries, crane days, storage, weather windows.
- Every WP in lookahead has approved submittal and confirmed delivery date.
- Long-lead items have “order by” dates earlier than start-of-need by full buffer.
- Crane/rigging, permits, escorts, and inspection gates scheduled.
- Single-source vendors have backups or alternates priced.
🧠 Quiz Yourself
When you finish this module, take the Module 2 Quiz on ConstructIQ.