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Project File Structure Guidelines Deld 12106 - DLF 86

This document provides guidelines for structuring project files. It lists folders and sub-folders to organize documentation for project compliance, contracts, correspondence, administration, technical design, design submittals, construction support, inspections, cost control and scheduling. Key folders include those for proposal materials, contracts, correspondence, meeting minutes, design documents, submittals, RFIs, change orders, inspections and cost/schedule tracking. Sub-folders further separate documents by topic like client, subcontractors, document type and project phase.

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ashwini shukla
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690 views4 pages

Project File Structure Guidelines Deld 12106 - DLF 86

This document provides guidelines for structuring project files. It lists folders and sub-folders to organize documentation for project compliance, contracts, correspondence, administration, technical design, design submittals, construction support, inspections, cost control and scheduling. Key folders include those for proposal materials, contracts, correspondence, meeting minutes, design documents, submittals, RFIs, change orders, inspections and cost/schedule tracking. Sub-folders further separate documents by topic like client, subcontractors, document type and project phase.

Uploaded by

ashwini shukla
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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AECOM PCC, PM/CM PROJECT FILE STRUCTURE GUIDELINES Version R001

Updated April 2013

PROJECT FILE STRUCTURE GUIDELINES

FOLDER NAME PURPOSE


DELD 12106_DLF86

CONFIDENTIAL
Includes documentation required for compliance
000 AECOM PDS COMPLIANCE with the company’s QMS. Project Manager may
chose the sub-folders based on the QMS
requirements of the project.
001 Proposal

002 Project Plan

003 Risk Grading

004 Supplier Information

005 Project Approach Records

006 Design Verification Records

007 Design Change Records

008 Technical Peer Review Records

009 Document Control Records

010 Quality Audit Report

011 Project Closure

100 AECOM Contract Files

101 Proposal

102 Base Contract (copy)


RFP, final proposal, executed contract, invoices
and documents related to our contract with the
103 Contract Modifications (copy)(original to
Client to be maintained here
be filed with F&A)

104 Invoices

105 Contract and Invoice Correspondence

110 Subconsultants/Subcontractors

111 Subconsultant /Subcontractor A

111.1 Proposal/Bid Package

111.2 Subcontract RFP, final proposal, executed contract, invoices


and documents related to our contract with sub
111.3 Contract Modifications consultants to be maintained here.

111.4 Progress Reports

111.5 Invoices

111.6 Contract and Invoice


AECOM PCC, PM/CM PROJECT FILE STRUCTURE GUIDELINES Version R001
Updated April 2013

Correspondence

111.7 Submittals

NON-CONFIDENTIAL
Critical Correspondence, at a minimum, should
be filed in this folder - including Client or public
Agency approvals, directions on deliverables or
200 Correspondence services, review comments, critical directions and
approvals of Subs or MOA’s work, scope change
requests, issues ad dressing project risk and
code/regulatory requirements, etc.)

201 Chronological File (Optional) Chronological record of all correspondence.

202 Incoming Correspondence Incoming critical correspondence from the team.


Consider organizing by Client, consultants, sub
202.1 Client
consultants, etc. and, if needed, by time period or
202.2 Subconsultant/ Subcontractor phase.

203 Outgoing Correspondence Outgoing critical correspondence to the team.


Consider organizing by Client, consultants, sub
203.1 Client
consultants, etc. and, if needed, by time period or
203.2 Sub-consultant /Subcontractor phase.

204 AECOM Interoffice Correspondence Internal critical communications between Project


Team

300 Administration / Project Control

Includes project Datasheets providing information


301 Basic Project Information Forms on the project, Project Organogram, Project
Directory, etc.
Plans required to be maintained for the project as
per Client or project requirement including Project
302 Project Plans Management Plan, Design Management Plan ,
Project Communications Plan, EHS Management
Plan, Contract Management Plan, Risk
Management Plan, etc.
303 Schedule Master Project Schedule
304 Project Design Standards Design Criteria and CAD Standards if set by the
client are maintained here.
Reports to be generated for the project are to be
maintained here. Subfolders to be made as per
project requirements- for example, Monthly
Project Progress Report (MPPR), Monthly Project
305 Project Reports Finance Report (MPFR) , Weekly Project
Progress Report (WPPR) , Contractor’s Daily
Progress Report , Project Control Group Report ,
Quality Report , EHS Report , Peer Review
Reports, etc.
Minutes of meetings or workshops to be stored
306 Meeting Memoranda here. Consider organising by date/ type of
meeting
AECOM PCC, PM/CM PROJECT FILE STRUCTURE GUIDELINES Version R001
Updated April 2013

400 Technical (organized by type of work)

401 Architecture

402 Structure Design, drawings and documents received from


consultants of the project. To be organized in
403 MEP subfolders by type/ scope of work

404 Façade

405 Landscape

500 Design Submittals Design submittal signed off by the Client at


milestone stages to be maintained here.
501 Conceptual Design Submission

502 Preliminary Design Submission

503 Pre-Final Design Submission

504 Final Design Submission

505 Right-of-Way Plans Submission

600 Construction Support All documents related to project execution to be


maintained here.
601 Correspondence

601.1 Incoming
Project Manager can decide if he wants a
601.2 Outgoing separate register for Incoming correspondence or
can have these documents placed under
601.3 Internal
Incoming sub-folder 202
Memorandums/Telephone Confirmation

601.4 Email

602 Field Reports/Photos/Site Notes All site visit reports, photographs shall be placed
here
603 Construction Meetings
Project Manager can decide if he wants a
603.1 Pre-Construction Meeting separate folder here or can have these
documents placed under folder 306.
603.2 Construction Progress Meetings

604 Requests For Information (RFI)

604.1 RFI Log


All RFI’s to be placed here.
604.2 RFI (Number)

605 Shop Drawings/Submittals

605.1 Submittal Log All shop drawings and submittals from


contractors to be maintained here.
605.2 Submittals (Number)

606 Construction Contract Changes


Change order and records of variations to scope
606.1 Change Orders Log to be maintained here.
AECOM PCC, PM/CM PROJECT FILE STRUCTURE GUIDELINES Version R001
Updated April 2013

606.2 Change Orders (Number)

607 Inspections

607.1 Pre-Final Inspection Records of all site inspections to be maintained


here.
607.2 Final Inspection

608 Project Cost Control All records regarding Project Cost to be


maintained here.
All records regarding Project Schedule to be
maintained here. Consider using sub-folders for
609 Schedule Management Baseline schedule, Schedule updates, Recovery
Schedule, etc

Contractors’ or consultant’s invoices to be placed


610 Applications for Payments here. Consider using sub- folders on the basis of
scope of work.
611 Safety All project records related to safety to be
maintained here.
612 Quality All project records related to quality to be
maintained here.
613 Closeout Documentation

613.1 Project Closeout Check List

613.2 Certificate of Occupancy


All document for Project Closeout to be
613.3 Substantial Completion
maintained here.
Notification

613.4 Turnover Documentation

613.5 Final Completion Documentation

Prepared by: Approved by: Rev: Updated on:

Project Coordinator Stewart Primrose R 001 16/04/2013

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