In general, checklists are one of the proven methods for organizations to ensure that their experience and knowledge in performing tasks of similar or repeated nature are documented in a format that can be re-used on future projects. This organizational asset can also be used to serve as an audit checklist to verify if the relevant business process was performed in accordance with the requirements set by the organization performing the business process.
One of those example checklists is the PPP Construction Contract Checklist. For example, the World Bank has prepared a checklist to review PPP construction contracts for which the purpose is not to substitute the specific legal advice and review of the construction contract. Nevertheless, the checklist is intended to be used to ensure that individuals assigned to perform such a review have addressed all key areas of the construction contract review. The checklist will be useful in identifying areas of the contract which require further attention and action.
The PPP Construction Contract Checklist will be used to review each contract against fourteen categories for which each would have its own detailed list of items that the construction contract needs to be reviewed against. Those categories are General Points, Design Responsibility, Remedies for Delay, Defective Work, Employer’s Risk, Force Majeure, Performance Security, Suspension/Termination, Contract Price/Payment Provisions/Tax, Insurance, Intellectual Property/Documents, Assignability, Dispute Resolution, and Miscellaneous. In addition, the PPP Construction Contract Checklist will include checklists to review Local Conditions Affecting the Work to be Allocated to the Contractor and Reasonable Risk to be Assumed by an Employer.
Using a Project Management Information System (PMIS) like PMWeb to manage the business processes needed for PPP projects, the construction contract checklists will be one of those business processes. Using PMWeb to managing the construction contract checklist will not only ensure having a comprehensive review of the checklist items but also enable attaching all supportive documents as well as formalize the submit, review, and approval of the checklist.
PMWeb visual custom form builder will be used to create the checklist. The checklist header will be used to capture all needed details of the PPP project. Nevertheless, the main body of the checklist will include all items to be reviewed for which there will be an option for stating whether it is compliance, not compliant, or not applicable. There is also a field to add remarks. The checklist will be grouped by the categories of the PPP checklist as well as the additional two sections that need to be reviewed.
Using PMWeb visual custom form builder, also allow the organization to set the permission rights to who can respond to each item in the PPP construction contract checklist. This is a very important function as it promotes governed collaboration between those individuals that had been assigned to complete the PPP construction contract checklist. PMWeb allows setting the access rights to individuals as views and edits to each defined field.
The construction contract checklist can be attached with all documents that support the response made to the checklist items. Those could include contract agreements, insurance certificates, and other documents to ensure that the checklist review was done in a comprehensive and complete manner. In addition to the attached document, PMWeb allows linking records from other quality management business processes to a record.
To establish accountability in reviewing the PPP Construction Contract Checklist, PMWeb allows assigning a workflow for the checklist. The workflow will be aligned with the access rights given to the individuals who will be assigned to review the construction contract by mapping the desired sequence for completing the checklist as well as the review and approval of the completed checklist. The workflow will capture the details of the submit, review, and approve tasks associated with each checklist. The workflow will also capture details of all comments made as well as the input of individuals who were invited to give their input on the checklist.