Planning
Procurement planning
Plan what must be bought, quoted, approved, designed, fabricated, delivered, inspected, and documented to protect the programme.
How to execute this stage
Micro-stage control plan
Work through each applicable step in order. A hold point means pause the dependent decision or work until the stated evidence and authorised review are complete.
01Break the project into consultant, authority, material, supplier, and subcontract packages with clear scope boundariesLevel 1 · Planning
TaskCheckHold pointEvidenceRecordNext actionSimple explanation
Break the project into consultant, authority, material, supplier, and subcontract packages with clear scope boundaries.
Technical context
Coordinate this work against Issue-for-pricing sets, Trade scopes, the current consent status, and the actual site condition. Confirm interfaces before releasing dependent work.
Why it matters: The main recorded risk is: Long-lead item missed. A missed check can create rework, delay, hidden defects, an inspection failure, or a departure from approved project documents.
Prerequisites
- Issue-for-pricing sets is current, approved for the intended use, and available to the people doing the work.
- Trade scopes and relevant product information have been checked.
- Access, responsibility, safety controls, preceding work and the supplier capability review sequence are confirmed.
Checks
- Check the completed work against Issue-for-pricing sets and Trade scopes.
- Check specifically for: Long-lead item missed.
- Avoid this known mistake: Starting procurement planning without confirming the current documents and responsibility.
Evidence to save
- Wide, location-identifying and close-up photographs of the completed procurement planning work before it is concealed.
- Marked-up Issue-for-pricing sets or a precise drawing/detail reference.
- Supplier capability review result, consultant record, trade QA record or written not-applicable reason.
Hold point
Do not cover, backfill, load, connect, certify or release the next activity until Supplier capability review and the required project evidence are complete or the authorised reviewer confirms what may proceed.
Stop or escalate when
- Long-lead item missed
- Starting procurement planning without confirming the current documents and responsibility
- The current drawing, approval, competent reviewer or required evidence cannot be confirmed.
Documents and records
- Issue-for-pricing sets
- Trade scopes
- Current RFI/site-instruction/change record
- Inspection and evidence register
- Cost effect
- Rectification, reinspection, delay, damaged follow-on work, access loss and changed scope can increase the cost of procurement planning. Record the cause and obtain written pricing before approving a commercial change.
- Programme effect
- This activity controls the release of dependent work. Update the lookahead programme and notify affected trades if the hold point, information, inspection or evidence is not ready.
Next action
Set RFQ issue, query, return, evaluation, approval, order, shop-drawing, manufacture, delivery, and installation dates.
Applicability: Apply when this work package is included in the current project scope. Confirm project-specific consent, contract, design, site and authority requirements.
Use the current consented/issued project documents and competent site review. BuildPath does not approve work.
02Set RFQ issue, query, return, evaluation, approval, order, shop-drawing, manufacture, delivery, and installation datesLevel 1 · Planning
TaskCheckHold pointEvidenceRecordNext actionSimple explanation
Set RFQ issue, query, return, evaluation, approval, order, shop-drawing, manufacture, delivery, and installation dates.
Technical context
Coordinate this work against Schedules, Quality requirements, the current consent status, and the actual site condition. Confirm interfaces before releasing dependent work.
Why it matters: The main recorded risk is: Scope gap. A missed check can create rework, delay, hidden defects, an inspection failure, or a departure from approved project documents.
Prerequisites
- Schedules is current, approved for the intended use, and available to the people doing the work.
- Quality requirements and relevant product information have been checked.
- Access, responsibility, safety controls, preceding work and the pre-award scope review sequence are confirmed.
Checks
- Check the completed work against Schedules and Quality requirements.
- Check specifically for: Scope gap.
- Avoid this known mistake: Relying on a verbal answer without recording the source, decision, owner, and due date.
Evidence to save
- Wide, location-identifying and close-up photographs of the completed procurement planning work before it is concealed.
- Marked-up Schedules or a precise drawing/detail reference.
- Pre-award scope review result, consultant record, trade QA record or written not-applicable reason.
Hold point
Do not cover, backfill, load, connect, certify or release the next activity until Pre-award scope review and the required project evidence are complete or the authorised reviewer confirms what may proceed.
Stop or escalate when
- Scope gap
- Relying on a verbal answer without recording the source, decision, owner, and due date
- The current drawing, approval, competent reviewer or required evidence cannot be confirmed.
Documents and records
- Schedules
- Quality requirements
- Current RFI/site-instruction/change record
- Inspection and evidence register
- Cost effect
- Rectification, reinspection, delay, damaged follow-on work, access loss and changed scope can increase the cost of procurement planning. Record the cause and obtain written pricing before approving a commercial change.
- Programme effect
- This activity controls the release of dependent work. Update the lookahead programme and notify affected trades if the hold point, information, inspection or evidence is not ready.
Next action
Identify long-lead selections and approval dependencies, then assign a named owner to every package.
Applicability: Apply when this work package is included in the current project scope. Confirm project-specific consent, contract, design, site and authority requirements.
Use the current consented/issued project documents and competent site review. BuildPath does not approve work.
03Identify long-lead selections and approval dependencies, then assign a named owner to every packageLevel 1 · Planning
TaskCheckHold pointEvidenceRecordNext actionSimple explanation
Identify long-lead selections and approval dependencies, then assign a named owner to every package.
Technical context
Coordinate this work against Details, Warranty and handover requirements, the current consent status, and the actual site condition. Confirm interfaces before releasing dependent work.
Why it matters: The main recorded risk is: Early order based on unapproved design. A missed check can create rework, delay, hidden defects, an inspection failure, or a departure from approved project documents.
Prerequisites
- Details is current, approved for the intended use, and available to the people doing the work.
- Warranty and handover requirements and relevant product information have been checked.
- Access, responsibility, safety controls, preceding work and the sample/submittal review sequence are confirmed.
Checks
- Check the completed work against Details and Warranty and handover requirements.
- Check specifically for: Early order based on unapproved design.
- Avoid this known mistake: Allowing the next activity to hide incomplete checks or missing evidence.
Evidence to save
- Wide, location-identifying and close-up photographs of the completed procurement planning work before it is concealed.
- Marked-up Details or a precise drawing/detail reference.
- Sample/submittal review result, consultant record, trade QA record or written not-applicable reason.
Hold point
Do not cover, backfill, load, connect, certify or release the next activity until Sample/submittal review and the required project evidence are complete or the authorised reviewer confirms what may proceed.
Stop or escalate when
- Early order based on unapproved design
- Allowing the next activity to hide incomplete checks or missing evidence
- The current drawing, approval, competent reviewer or required evidence cannot be confirmed.
Documents and records
- Details
- Warranty and handover requirements
- Current RFI/site-instruction/change record
- Inspection and evidence register
- Cost effect
- Rectification, reinspection, delay, damaged follow-on work, access loss and changed scope can increase the cost of procurement planning. Record the cause and obtain written pricing before approving a commercial change.
- Programme effect
- This activity controls the release of dependent work. Update the lookahead programme and notify affected trades if the hold point, information, inspection or evidence is not ready.
Next action
Close the procurement planning stage, link its evidence, resolve outstanding defects and release only the next applicable stage.
Applicability: Apply when this work package is included in the current project scope. Confirm project-specific consent, contract, design, site and authority requirements.
Use the current consented/issued project documents and competent site review. BuildPath does not approve work.
Trade-to-trade control
Interfaces and release gates
Use the actual consented design, specification and authorised reviewers. These controls help expose gaps; they do not approve work.
Release this stage to the next team
Prerequisites
- • Current consented/contract documents and scope are available
- • Preceding work, access, safety and materials are ready
- • Named people own open RFIs, defects, inspections and evidence
Interface checks
- • Work matches the current documents and actual site condition
- • Interfaces with the preceding and following trades have been walked
- • Cost, programme, change and evidence consequences are recorded
Evidence before release
- • Location and detail photographs
- • Dated checklist/inspection/RFI references
- • Daily report and linked action/defect records
Next team: The next applicable project team
Open the related Workspace control →What happens in this stage
- Break the project into consultant, authority, material, supplier, and subcontract packages with clear scope boundaries.
- Set RFQ issue, query, return, evaluation, approval, order, shop-drawing, manufacture, delivery, and installation dates.
- Identify long-lead selections and approval dependencies, then assign a named owner to every package.
Before work starts
- Confirm the latest issued-for-construction and consented documents for procurement planning are on site, including Issue-for-pricing sets.
- Check Trade scopes, approved product data, RFIs, minor variations, and amendment status before work starts.
- Confirm the subcontractor understands the scope, hold points, access, protection requirements, H&S controls, and quality evidence required.
- Check the programme sequence so this stage does not start before earlier work, inspections, testing, or concealed-work photos are complete.
- Confirm materials delivered to site match the specification, are dry/undamaged, and are stored according to manufacturer instructions.
During the work
- Walk the work face early, mid-shift, and before close-up. Compare actual work with the consented drawings, specification, and manufacturer details.
- Check set-out, levels, falls, clearances, penetrations, fixings, bracing, waterproofing, or protection points that will be difficult to see later.
- Ask trades to show their own quality checks rather than only saying the work is complete.
- Keep weather, site condition, delivery, delay, inspection, RFI, variation, and safety notes in the daily report.
- Photograph any work before it is covered, backfilled, lined, clad, tiled, painted, or otherwise hidden.
After the work
- Complete a close-out walk with the subcontractor and mark defects immediately while access is still available.
- Confirm required inspection bookings, council results, producer statements, LBP Records of Work, warranties, test certificates, or installer declarations are obtained.
- Update as-built notes where service routes, drainage, fixings, penetrations, or dimensions differ from the design.
- Confirm the area is protected from weather, other trades, impact damage, contamination, or premature loading.
- Update the lookahead programme and tell affected trades what is ready, what is blocked, and what must not be covered.
Common problems and step-by-step solutions
Procurement planning information is incomplete or conflicting
- 1Stop the affected procurement planning activity if continuing could hide defective work, create unsafe work, or move away from the consented design.
- 2Photograph the condition from wide, medium, and close-up angles. Include a tape, level, datum mark, gridline, or drawing reference where useful.
- 3Check the latest consented architectural, structural, civil, services, and specification documents before giving an instruction.
- 4Ask the subcontractor to explain the cause, proposed fix, timing impact, and whether the fix changes consented work.
- 5Escalate to the builder/project manager, designer, engineer, council inspector, or client when the fix affects structure, weathertightness, drainage, H1, fire/safety, cost, programme, or consent.
- 6Record the decision, responsible person, drawing/RFI/variation reference, photos, and follow-up inspection in the daily report.
Procurement planning is not ready when the programme requires it
- 1Stop the affected procurement planning activity if continuing could hide defective work, create unsafe work, or move away from the consented design.
- 2Photograph the condition from wide, medium, and close-up angles. Include a tape, level, datum mark, gridline, or drawing reference where useful.
- 3Check the latest consented architectural, structural, civil, services, and specification documents before giving an instruction.
- 4Ask the subcontractor to explain the cause, proposed fix, timing impact, and whether the fix changes consented work.
- 5Escalate to the builder/project manager, designer, engineer, council inspector, or client when the fix affects structure, weathertightness, drainage, H1, fire/safety, cost, programme, or consent.
- 6Record the decision, responsible person, drawing/RFI/variation reference, photos, and follow-up inspection in the daily report.
Procurement planning evidence or approval cannot be located
- 1Stop the affected procurement planning activity if continuing could hide defective work, create unsafe work, or move away from the consented design.
- 2Photograph the condition from wide, medium, and close-up angles. Include a tape, level, datum mark, gridline, or drawing reference where useful.
- 3Check the latest consented architectural, structural, civil, services, and specification documents before giving an instruction.
- 4Ask the subcontractor to explain the cause, proposed fix, timing impact, and whether the fix changes consented work.
- 5Escalate to the builder/project manager, designer, engineer, council inspector, or client when the fix affects structure, weathertightness, drainage, H1, fire/safety, cost, programme, or consent.
- 6Record the decision, responsible person, drawing/RFI/variation reference, photos, and follow-up inspection in the daily report.
Verification
Source / where to check
Use current official information and the controlled documents for the actual project.
The issued consent drawings, stamped specifications, engineering drawings, RFIs, minor variations, and amendments control the specific project.
Use the exact current installation manual, warranty requirements, BRANZ/Appraisal information where applicable, and product data sheet for the product on site.
Insufficient data to verify — confirm against the current consented drawings, specifications, Auckland Council requirements, Auckland Unitary Plan, NZ Building Code, relevant NZ Standard, consultant advice, manufacturer instructions, insurance broker, insurer, lender, lawyer, accountant or project contract.
The issued consent drawings, stamped specifications, engineering drawings, RFIs, minor variations, and amendments control the specific project.
Use the exact current installation manual, warranty requirements, BRANZ/Appraisal information where applicable, and product data sheet for the product on site.
Insufficient data to verify — confirm against the current consented drawings, specifications, Auckland Council requirements, Auckland Unitary Plan, NZ Building Code, relevant NZ Standard, consultant advice, manufacturer instructions, insurance broker, insurer, lender, lawyer, accountant or project contract.
Project-specific consented documents and professional advice override generic guidance.
Common inspections required
- Supplier capability review
- Pre-award scope review
- Sample/submittal review
Common risks
- Long-lead item missed
- Scope gap
- Early order based on unapproved design
- Quote expires
Common mistakes
- Starting procurement planning without confirming the current documents and responsibility
- Relying on a verbal answer without recording the source, decision, owner, and due date
- Allowing the next activity to hide incomplete checks or missing evidence
Required documentation
- Latest consented drawings and specifications
- Relevant RFIs, site instructions, amendments, minor variations, and variation approvals
- Subcontractor scope, QA checklist, delivery dockets, product data, and installation records
- Inspection booking/result records and photos before cover-up
- Daily site report notes covering labour, weather, progress, delays, risks, and decisions
Photos or diagrams needed
- Wide photo showing where procurement planning is happening on the site
- Close-up photos of critical details, fixings, laps, seals, penetrations, clearances, levels, or falls
- Photo of product labels, batch numbers, delivery dockets, and installer marks where relevant
- Marked-up drawing or simple diagram showing any changed location, clash, defect, or agreed remedial detail
Construction manager checklist
- 1Scope, drawings, specification, product data, and latest revision confirmed
- 2Trade briefed on hold points, tolerances to verify, evidence required, and inspection sequence
- 3Access, storage, protection, temporary works, and safety controls in place
- 4Work checked against drawings during installation, not only at completion
- 5Photos and records captured before work is concealed
- 6Defects, RFIs, delays, and variations recorded with owner and due date
- 7Inspection/producer statement/warranty/Record of Work requirements tracked for CCC
Questions to ask the subcontractor
- Which drawing, detail, or manufacturer instruction are you working from?
- What needs to be checked before this is covered or handed to the next trade?
- What could stop you today: weather, access, materials, information, inspections, or other trades?
- Does anything on site differ from the drawings or specification?
- What evidence will you provide for the quality file and CCC file?
Red flags to stop work
- Work differs from consented drawings or specification and no approved variation/RFI exists
- A structural, weathertightness, waterproofing, drainage, fire/safety, or H1 detail is unclear
- The trade wants to cover work before inspection, testing, or photos are complete
- Specified materials are missing, substituted, damaged, wet, expired, or installed outside manufacturer instructions
- A safety control is missing for excavation, heights, plant movement, electrical work, asbestos, silica, or public protection
What to record in the daily report
- Exact location and quantity of work completed
- Trade headcount, company names, plant used, deliveries, and material batch/product details
- Weather, site conditions, delays, instructions received, RFIs raised, and inspections booked/passed/failed
- Photos taken before cover-up and any defects or non-conformances found
- Next-day lookahead, blockers, and who is responsible for each action
Use this in my project
Turn procurement planning into controlled action
Open the relevant workspace register, create the project-specific record, link the controlling documents and preserve evidence. The guide does not automatically approve or verify the action.