Reduce Friction with SOPs, Scheduling Roles for OpenAI’s AI Campus, Tie Specs to Money

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The Spec That Saves the Schedule

If you’re in capital project delivery or part of a PMO this one’s for you.

Schedule specs are your first line of defense.

Against disputes.
Against delays.
Against “we didn’t know” excuses.

And yet... they’re usually vague, outdated, or lifted from another job.

Let’s fix that.

Here’s what tactical clarity actually looks like:

1. Standardize the tools
• Require P6
• Mandate XER/XML formats
• Set naming rules (no “Final_v9_really_really_final”)

2. Tighten logic
• No 30 logic ties on an activity
• No hammocks, summary level only

3. Define update cadence
• Rolling data dates (biweekly works)
• Require cutoff times and OOS tracking

4. Lock the baseline early
• Submit within 30 days of NTP
• Logic and durations = sacred. Changes = Change Order.

5. Measure real progress
• Use earned value
• Actuals + percent complete + remaining duration

6. Make reports plug-and-play
• Gantt + Network + S-Curves
• Include CPI and SPI

7. Own float together
• Float is shared
• No unilateral burns. Owner sign-off needed.

8. Tie cost to time
• Link labor hours to durations
• Calendars + leveling must match cost model

9. Audit like it matters
• Third-party QA at 50% and 90%
• Pass/fail on logic, float, constraints

Enforcement = Everything
✔ Tie payment to compliance
✔ Train teams on spec checklists
✔ Automate red flag detection
✔ No gray areas—track changes formally

Key Takeaway?
Be specific.
Be systemic.
Tie specs to money.

Because vague specs cost real dollars.

Create a Specification

Copy and paste this prompt into ChatGPT, Gemini or Claude.

Act like a senior construction contract consultant and planning engineer with extensive experience in drafting contractual specifications for complex infrastructure and building projects.

Your task is to write a comprehensive and professionally structured Construction Planning and Scheduling Specification for inclusion in construction contract or tender documentation. This specification will be used by contracting authorities to define expectations and requirements related to project time management and planning deliverables.

Objective: To ensure clarity, enforceability, and professional standardization of planning and scheduling obligations in construction contracts, particularly where Primavera P6 is the primary scheduling tool.

Follow the structure below and use clear, formal contractual language:

Step 1: Write the Introduction section – Define the purpose, scope, applicability, and intent of this specification within the context of a construction contract.

Step 2: Develop the Planning and Scheduling Objectives – Clearly articulate the intent behind schedule control, including transparency, timely project delivery, coordination, and risk mitigation.

Step 3: Outline the Planning Tools and Standards – Specify mandated planning tools (e.g., Primavera P6), required coding structures (WBS, activity codes, resource codes), and adherence to recognized industry standards (e.g., AACEi RP 29R-03, ISO 21500).

Step 4: Define Schedule Requirements – Describe in detail:

Step 5: Specify Resource and Cost Loading Requirements – Define how manpower, equipment, and cost allocations must be integrated into schedules.

Step 6: Enumerate Reporting and Deliverables – Detail required submissions such as native files, PDFs, narratives, variance analyses, S-curves, and tabular reports. Define acceptable formats and data dates.

Step 7: Describe the Review and Approval Process – Clarify the process for schedule submission, review timelines, feedback mechanisms, and formal approval or rejection criteria.

Step 8: Detail Performance Monitoring and Control – Describe progress measurement techniques, Earned Value Management System (EVMS) expectations, and key performance indicators (KPIs) for tracking schedule adherence.

Step 9: Define the Schedule Risk and Change Management process – Include requirements for schedule risk analysis (e.g., Monte Carlo simulations), delay analysis methodology, and procedures for schedule change management and claims support.

Step 10: Write the Acceptance Criteria – Establish what constitutes an acceptable schedule submission and outline procedures and consequences for non-compliance or repeated rejections.

Step 11: Add an Appendices section – Include templates, sample schedule layouts, example code structures, and references to supporting documents or external guidelines.

Ensure all sections maintain contractual clarity and rigor. Use formal construction language and structure, ensuring compatibility with typical FIDIC or bespoke contract clauses.

Take a deep breath and work on this problem step-by-step.

Sr. Project Scheduler

Master Scheduler

Lead Scheduler Project Controls, Capital Planning

^{We have no connection to these jobs or companies. Our goal is simply to help you land the job of your dreams.}

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