Project Rapid Start

Lily Hnatkowicz
Code check
Definition: Determining what city or county municipality rules apply for signage allowance—both size
and quantity—for a specific location

Local codes will often address the following information regarding allowable signage:
 Number of signs
 Types of signs
 Size of the signs—height and square footage
 Illumination of signs
 Placement of signs
 Color of the signs

A code check can also provide valuable information about the

permitting process for signage by answering questions like:

 Which signs require permits?

 What documents and information is needed to file for a permit?
 How long does it take to receive a permit after the sign permit
application has been filed?
 Are there specific structural requirements regarding high wind or
seismic activity?
 Is a variance allowed if there are significant restrictions for signage
allowance?

Some of the information you will need to gather in your investigation of the local code when you
perform a code check on a specific location:

1. Investigate the Address

2. Identify the Jurisdiction
3. Find the appropriate Zoning Map for the location
4. Find the Zoning or Planning authority within the jurisdiction
5. Find the Sign Code
6. Record Applicable Sign Code on the Code Sheet
7. And then, call for any clarification needed
Signage surveys
Definition: A signage survey requires a physical trip to a site that an AGI Project Manager schedules with
a local surveyor.

The surveyor will gather specific information based on the PM’s direction that will later
be used in:
 Branding & Proposals
 Technical Services
 Production
 Information to Obtain in a Signage Survey

Although every project is different, this information is required for a majority of our
projects:
 Photographs
 Measurements of existing signage
 Measurements of building
 Site Conditions
 Power lines
 Slope grade change
 Soil
 Trees/obstructions
 Electrical
 Access panel
 Power circuit
 Voltage/Amperage
 Fascia dimensions
 Fascia color
 Fascia material
 EIFS
 Brick
 ACM
 Concrete
 . Information to Communicate

A good first step in this process is to ask this question:

“What information does Branding, Technical Services, and Production need to draw this in detail,
estimate this, and build this?”

 Detailed instructions
 Reference any forms
 On site contact information
Branding/ Brand book
Definition: Name, term, sign, symbol or design, or a combination of them intended to identify the goods
and services of one seller or group of sellers and to differentiate them from those of other sellers.

A Brand Book:
 Illustrates a site-specific signage proposal
 Provides an overview of the sign project for the customer to review and approve
 Identifies the products and services AGI will deliver and perform in a project.
 A Brand Book is critical to set specific expectations for both AGI and the customer.

There are six steps in the Branding Process:

1. Signage Survey
Identifies:
• Building and property dimensions
• Visibility
• Obstructions
• Traffic flow at a customer’s location
2. Code Check
3. Branding a Facility
4. Brand Book creation
5. Revisions
6. Approvals
Proposals and approvals
Definition: A document that outlines the entire scope of work and the estimated total cost for a
particular product or service to a customer.

Components
Customer Proposals may contain, but are not limited to, the following items:
 Code check fees
 Survey fees
 Permit and permit procurement fees
 Signs required and the cost of each sign
 Delivery fees
 Installation service charges
These may include:
o Foundation
o Electrical
o Façade restoration
o Landscaping

Translate Sign Scope from the Brand Book Information is translated

from the Brand Book to the proposal:
 Review both the proposal and the Brand Book to ensure the proposed signs match in both
documents, and all scope of work information is included.
 PM is responsible to confirm the customer has received the proposal and to follow-up as needed
to secure their approval.
 PM must address the customer’s desires and issue updated proposals as needed.
 With a hard deadline, PM should clearly communicate the urgency to the customer to get the
proposal approved so that the project can be completed on time.

Customer approval
 Now that the customer proposal has been generated, it’s important for the Project Manager to
review both the proposal and the Brand Book to ensure the proposed signs match in both
documents, and all scope of work information is included.

When the final review is complete, the proposal and Brand Book are
sent to the customer for review and approval.
 Proposals can be sent via email, US mail, or UPS. Dropbox may be used as well.
  Customer review and approval may take 1 to 2 weeks or longer.

 PM is responsible to confirm the customer has received the proposal and to follow-up as needed
to secure their approval.

• PM must address the customer’s desires and issue updated proposals as

needed.

• With a hard deadline, PM should clearly communicate the urgency to the

customer to get the proposal approved so that the project can be completed on
time.

Formal customer approval can be obtained through:

 Email or verbal authorization.

 A signed proposal which can be sent via email or a mail service

 And the receipt of a deposit check, if pre-payment is required.

Purchase order
Definition: A document issued by a buyer to a seller indicating types, quantities, and agreed prices for
products or services.

*A PM should not proceed with any project until formal approval has been received from the customer

 Importance
o Legal protection
o Project budgeting
o Corporate spending control
o Inventory control
o Corporate expenditure tracking
o Vendor ratings
o Cost reduction
o Time saving on closeout
o Prevention of duplicate payments

For an invoice to be paid to a vendor:

 A PO must first be issued from EPICOR.
 The product or service must be provided by the vendor.
 Then an invoice from the vendor must be received through the accounting system and matched
to the corresponding Purchase Order.
 Each invoice must match the purchase order dollar for dollar.
 This creates an effective system of checks and balances.

In most cases, a PM will need a purchase order for either:

1. Installation services
Installation services that require a PO:
• Technical surveys
• Land surveys
• Code checks
• Permitting (including staff time for a vendor to file for a sign permit as well as the
actual cost of the permits themselves)
• Sealed engineered drawings (also known as SEDs—if they are required)
• Signage installations
• Professional landscape plans
•Electrical work
•Special equipment rentals (like scissor lifts, jackhammers, and concrete saws)

*POs are also needed when we obtain products from a source outside of AGI’s
fabrication facilities.
 2. Buyout product
Buyout Products that require a PO:
• Ready to Apply Vinyl
• Specialty signage like complete stainless steel pieces
• Flex faces
• Anchor bolts for foundations
• And complete signs that are more profitable to produce with an outside vendor than
out of our own shop.

Generally, a well-drafted PO includes the following:

 Identifies buyer/seller
 Scope of work
 Pricing
 Quantities
 Product specifications
 Payment terms
 Shipping/Delivery terms
 Project or Product Timelines

Permit application
Definition: Permit: A formal authorization from a city or municipality allowing
signage related work to be done at a particular business or location.
Documents Required
1. Permit applications
 Sign Permit Application
 Zoning Permit Application
 Building Permit Application
 Electrical Permit Application

2. Brand Book
 Site plan
 Renderings

3. Sealed engineered drawing(s) (SEDs)

4. Shop drawings
 Electrical & foundation/ mounting details only

5. Landowner authorization (LOA)

 Owner Letter

Process
1. PM provides all the documents required for permit application to an authorized AGI
vendor.
2. Vendor fills out the permit application form(s) and submits all paperwork required to the
city or municipality for the permit review process.
3. The city or municipality reviews the application and:
 Approves
 Requests additional information
 Requires changes
 Denies  Variance possible

Production and shipping

Releasing Product for Fabrication
Required approval

-A project should not proceed until formal approval has been received from the customer in the form of:
• an email authorization

• a signed proposal

• and the receipt of a deposit check if pre-payment is required.

Work Order
Definition: An internal document that tells the shop specific details about what to build, how many of
them to build, and when the product is needed.

Work Orders: Components

Header

Notes

Part List

Header

1. WO creation date

2. WO number

3. AGI PM, Project ID, Customer, and Project Name

4. Date required and shipping information

 5. Work Order product and delivery revenue

1 2

3 5

Notes

1. Clarifications

2. SO#

1 2

Part List

The Part List includes information taken directly from what has been designated
on the Sales Order:

1. Quantity

2. Job Number

3. Part Number

4. Description

5. Dollar amounts allocated to the shop that will complete the fabrication
 1 2 3 4

Jobs

5 5

Shop Drawings

Detailed shop drawings for the project that were created by the Technical Services team

Document Tracking Sheet

A list of all the different departments at AGI that this product may go through to be completed—and
how shop drawings are needed for each department to accomplish their individual task.
 4. T&M Worksheet
A T&M Woksheet includes a breakdown of 4 important components:

 the location where a task will be performed

 the materials required
 the time the task will take
 and the cost estimates of each task.

At the top, there are three separate summaries available.

3 Summaries:
1. Labor and material costs in each Production
Department

2. Hours and costs within each portion of the shop or

shops
3. Total quantity and unit cost breakdown cost for each Production Department

Work Orders: Process Flow

 Once the Work Order is created by the PM, the PM submits it to their Director for
approval.

 If the work order is approved, the Director releases it via email to the shop or shops
where the signs will be fabricated.

Director

Created by the PM Submitted Approved Released Fabrication

 Work Orders are typically released with a 5-week production cycle.

• Week 1— Planning, scheduling, and ordering raw materials

• Week 2— Cut files are generated for each component of the sign and released to the shop
floor
• Week 3— Cutting, bending, and routing; then, items are put together in fabrication—like
stapling and welding
• Week 4— The fabrication process continues, then there’s bodywork, painting, and electrical
wiring
• Week 5— Graphics are applied, final assembly is completed, and the process ends with crating
and shipping

Shipping and Delivery

Process
Once fabrication of the product is complete, the AGI Factory Shipping Department identifies equipment
need—Common, FTL, or LTL— and submits a Ready to Ship—or RTS packing list to the AGI Freight
Department—or AGI Freight— and the Project Manager.

- Packing List

A document validating order information that typically includes:

• Destination details
• Specific items shipped

• Packaging dimensions

• Inspection requirements

- The Freight Department then creates a Bill of Lading—or BOL— for the shipment, schedules the
load pickup, and confirms load details with the following:

• The Project Manager

• The Carrier

• And the AGI Factory Shipping Department

- Shipping information added to the Packing List includes:

• BOL Tracking number

• the carrier

• shipping date

- PM confirms the load details with the destination point of contact—or POC—and the installer.

These details may include:

• Shipping date

• Delivery date

• Information and/or photos of how the product is packed

• Recommendations of inspections to be done

• Reminder to document any damage upon acceptance of the load

Shipping Request Form

In some cases, a PM is responsible to initiate shipping for product that is at a location other than an AGI
Production facility

This may include items that have already been shipped from AGI to another destination or have been
purchased as buyout product from another supplier.

For these kinds of shipments, the PM will complete a Shipping Request Form and send it to the AGI
Freight Department for processing.

- The Shipping Request Form can be found on the O Drive under shipping in the Forms folder.
o O:\Shipping\FORMS\Shipping Request Form.xlsx

The information needed from the PM includes:

1. Sender Information

2. Project Information

3. Ship From Address

4. Ship To Address

5. Shipping Requirements

6. Package Information

7. Special Arrangements or Delivery Instructions

8. List of contents or the items being shipped

To ensure that AGI meets promised delivery deadlines, it is important for the PM to understand the
different delivery regions and lead times required for shipments.

Installation
Importance
-The installation phase of a project is crucial because it is the fulfillment the customer’s expectations,
several weeks of concentrated effort, and AGI’s promise.

A PM must inform and direct an installer to ensure that the signs installed are:

 Exactly what was proposed and approved by the

customer
 Positioned in the proper locations
 Sized correctly
  Lit properly (if illuminated)
 No visible flaws or damage

Communication
It is the PM’s responsibility to drive the installation process through exact and effective communication
between:

 The installer or installers

 The general contractor of the site, if applicable

 And the customer

The goal of this communication is to make sure that everyone involved in the installation process is
aware of:

• What signs will be installed

• Where the signs will be installed

• How the signs will be installed

• And when the signs will be installed

Specific questions a PM may need to address and coordinate include:

 Does the building have sufficient backing to support the signs?

 Who is responsible for installing access panels so signs can be connected to electrical and the
signs can be serviced?

 Who is responsible for landscaping after the installation is complete?

 Who is responsible for the restoration of a façade if needed after completion?

PM Information for the Installer: INSTALLER

Imp

important information to inform and direct the installer may include:

 Point of contact to check in with when they arrive on site

 Date product will arrive

 Date when install needs to be complete

 Hours installer can be on site

 Special equipment needed

  Electrical access

 Install methods for each sign

 Elevation changes, if any

 And any other specific instructions needed

Documents Needed
These documents will include, but are not limited to:

 A Brand Book— providing specific mounting locations

 Sealed Engineering Drawings (if applicable)
 Any specific reporting instructions
 Permits
 Job inspection card
 Authorization letters (if applicable)
 Sign-off sheets (if applicable)
 And close-out instructions

Completion & Closeout

We know the installation process is complete when the installation meets these requirements:

1. Site cleaned up

2. Completion photos (day/night)

3. No “punch” items

4. Completion Form (signed off by customer)

Project closeout
Generally, a project is closed out when we have validated that:

1. Our scope of work is completed per program standards and customer requirements

2. All closing documents are received from vendor

3. Invoice package is sent to the customer

4. Payment is received from the customer

Installer & Customer Requirements

-The AGI PM must validate that the scope of work has been completed per program standards and
customer requirements.

Installer provides:

 Completion photographs (day/night)

 o Close ups of all sides
o Wide shots of all sides
o Shots showing full fascia and full view of ground signs
 Copy(s) of approved permit(s)
 SEDs
 Signed Completion Form
 Installation invoice

PM provides:

 Completion Form
 Completion photographs
 Customer invoice
 Copy(s) of permit(s) (upon request)
 SEDs (upon request)

Invoicing Process & Follow-up

The PM provides an invoice package to the customer after the completion of the project has been
verified.

Invoicing Process:

 Create an invoice for the project in EPICOR.

 Submit invoice to Director/Program Manager for approval

 Issue (send) invoice to customer for payment

Each program has different requirements for issuing invoices.

Issuing Invoices:

• Email directly to the customer

• Upload to a website or portal

After issuing an invoice, it is the PM’s responsibility to follow-up with the customer.

PM
Invoice Follow-up:
 • Confirm customer receipt and acceptance of the invoice (within 7 days of
issuing)

• Confirm the expected payment date (within 30 days of issuing)

• Check to see if accounting has received and posted the payment

Note: If a payment is not received within 24 hours of the customer confirmed date, the PM should
follow up with customer immediately for clarification.

Follow-up Process:

• Connect directly with the customer via phone and/or email

• Determine information available for scheduled payments on customer’s website

or portal

In either case, the important thing to remember is this:

*A project is not considered officially “closed-out” until AGI has received full final payment for the work
that was completed.

Receiving & Applying Payment

AGI can receive payment on an invoice in a variety of ways:

 Customers can send checks by mail

 Customers can wire payments

 Or pay via credit card

- PMs are required to monitor daily check receipt information and daily wire transmissions to look for
their project’s payments.

- Also, it’s the PMs’ responsibility to ensure that the AGI Accounting Department has the correct
remittance information—primarily the EPICOR invoice number— for payments received so the payment
can be applied to the correct invoice.