Production Procedures

2.1 A Pre-Installation Inspection (PII) is scheduled with the homeowner by the CSR. Information is entered into Acculynx and added to the Calendar.

2.2 The CSR will then place the file in the proper day slot on the Production Managers desk.

2.3 Customer Service Representative (CSR) will call to confirm the PII the day before within 24 hours of the appointment (Friday or Saturday before a Monday appointment.)

2.4 If there is no confirmation with the homeowner, the PII is cancelled.

2.4.1 The Production Assistant Manager is notified and tagged by the CSR that the appointment has been cancelled and tagged in Acculynx.

2.4.2 The appointment is removed from the Calendar in Acculynx.

2.5 If the PII is confirmed with the homeowner, the Production Assistant Manager is notified that the appointment has been confirmed.

2.6 Pre-Installation Inspection – On Site.

2.6.1 Production Assistant Manager goes over job with homeowner.

2.6.2 Selections are made

1.6.2.1 Samples Roofing / Siding

2.6.3 Scope of work reviewed with homeowner

2.6.4 Production Assistant Manager takes notes, additional measurements and photos to prepare for material orders and to schedule work.

1.6.4.1 Take before photos for Marketing purposes.

1.6.4.2 PII Form for Roofing and/or Siding is completed and signed by the homeowner.

2.6.5 Production Assistant Manager returns to office.

1.6.5.1 Review material availability and verify quantities to be ordered.

1.6.5.2 Production Assistant Manager will also scan signed payment schedule into Acculynx.

3.0 Order Materials (to be completed within 48 hours of PII)

3.1 Production Assistant Manager will calculate items and quantities for order.

3.2 Production Assistant Manager will confirm material availability.

3.3 Materials are then ordered and documented in Acculynx by the Production Assistant Manager.

3.4 Production Assistant Manager will notify Homeowner of any potential delays

3.4.1 If homeowner is ok with delay, let them know we will keep them updated through the material procurement process

1.4.1.1 CSR will contact homeowner at least once every 7 days with status update and note in Acculynx

3.4.2 If a problem, offer similar style or color of an item that is verified in stock or other alternate solution. Any proposed changes should be verified with Jim or the Sales Manager before discussing with the homeowner.

3.4.3 When materials are secured the Production Manager is notified to schedule the job.

3.5 Complete Foreman Checklist for Install – Production Manager / Production Assistant Manager

3.5.1 (2) copies, one goes to Forman and one is retained by the Production Assistant Manager.

3.5.2 Forman Checklist should include list of materials being delivered to jobsite and a list of items of items the Forman should be taking with them from the shop.

3.5.2.1 Items to be taken from the shop are to be set aside and clearly labeled with the first and last name of the customer and the job number.

4.1 Production Manager reviews forms and material order.

4.2 Production Manager checks subcontractor availability

4.3 Production Manager Schedules date for install with homeowner coordinate material / dumpster delivery.

4.4 Office Manger / CRM will confirm method of payment and availability to pay with homeowner on the date of completion.

4.5 Production Manager assigns foreman to job

4.6 Production Manager notifies Subcontractor of install date

5.1 Prepare materials and Forman for Day of Installation. Give Forman information to complete job along with amounts to collect, if any, when job is completed. Forman reviews Forman Checklist.

5.2 Materials are delivered

5.3 Prior to leaving for the job Forman is to check the shop for materials and equipment which is required to complete the job. Materials in the shop will be listed on the Forman Checklist and clearly labeled in the shop with the job name and number.

5.4 Forman arrives at job and starts to complete the Forman checklist. Making sure to take photos of home and noting any existing damage. Upload photos to Acculynx.

5.5 Foreman reviews entire material order list with actual materials delivered. Notifies Production Manager of any discrepancies. Missing or wrong material procedure Click Here.

5.6 Forman communicates with Production Manager regarding status of job throughout the day and uploads all required information. Advises Production Manager if additional days will be required to complete.

5.7 Any damage upon tear off of roofing or siding should be documented. Photos need to be taken of area of damage before it is removed and after is is repaired. All photos then need to be uploaded to Acculynx.

5.8 Production Manager is notified of any extras that are required in real time.

1.8.1 Production Manager will compile list of any extra labor / materials and note in Acculynx.

5.9 Supervisor is to ensure that the job site is clean off all debris at the end of each day.

5.10 If job is complete Forman collects any balances due from the homeowner and/or lets them know that Production will contact them to schedule the next step in completing the contracted work. Example: If roofing and gutters are being replaced, Production will contact the homeowner to schedule the gutter subcontractor. If there are additional trades and work to be completed repeat the steps above until the job is complete.

5.11 Forman returns the fully completed Forman Checklist to the Production Office and hands in all job-related receipts.

5.12 Upon completion of all the work on the project the next step is the post installation inspection.

6.1 Once the job is fully completed the dumpster company can be contacted to remove the dumpster.

6.2 The Inspector will then schedule to go out and review the work that was completed to make sure everything is completed per contract.

6.3 If everything is in order the inspector will then have the homeowner sign a Certificate of Completion and collect any remaining balances as per the Payment Schedule signed by the homeowner.

6.4 In the case of an insurance claim the remaing balance due from the homeowner will be collected and the Certificate of Completion will be brought back to the office to be submitted to the insurance company.

6.4.1 Certificate of Completion will be given to a Customer Service Representative to be scanned.

6.4.2 Customer Service Representative will scan Certificate of Completion and entered into the customers record in Acculynx.

6.5 Completion Photos are to be taken during this final inspection. Try to match the location and view of before photos taken during the PII so they can be used for Marketing purposes.

6.5.1 Upload Photos to Acculynx

6.6 Work is completed. Job is not considered completed until ALL work is done.

6.7 Once completed file is returned to the Finance Manager with any money collected and noting in Acculynx any issues pertaining to the job with a regarding any remaining balance due. The Production team should be tagged in any notes and advised of what actions are required to address these issues.

All done!!