How To Run A Multi-Site Pilot As-Built Survey
Over the last couple of weeks I’ve been talking about “Multi-Site” As-Built survey programs. These are remodel programs which dozens or hundreds of locations which need to be surveyed – usually for large retail brands. I wanted to discuss these types of projects because PPM has learned so much about them through our experiences the last several years, but also because there just isn’t much information about them on the internet. There are very few companies that are capable of performing nationwide As-Built services for Multi Site programs, and ….
In the first article I talked about what a Multi Site program is: including clients, typical projects, scope of work, challenges, etc. Then last week I wrote about the steps that we take to plan a new Multi Site survey program: including assessing objectives, gathering necessary information, creating a team, and more. In this article, I wanted to cover a specific component of the Multi-Site program that is critical to the overall success – the pilot survey.
A pilot survey is when you complete an As-Built plan for the first location(s) on the client’s list. The pilot survey takes place after you have finished the initial planning for a new program, but before you are ready to go live with a full launch. The purpose of the pilot survey is twofold:
- For the survey company to see for themselves what the real conditions and challenges will be – both in the field and post-survey – for the program. This will help with the 2nd round of planning.
- To create, revise and confirm a Scope of Work with the client. This will be the actual Deliverable template that is followed for the remainder of the program.
Sometimes we do a single pilot survey, and other times we might do as many as 5 in order to complete these 2 goals. The entire process usually takes about 2-3 weeks, and contains the following steps:
- Preparation. To get ready for the pilot survey(s) we do a full review of the Scope of Work and any additional client communication to determine exactly what plans we should draw, items to include, and other information to gather. We also consider any travel arrangements, scheduling requirements, or special equipment needed.
- Surveying. There are a few additional things to consider when surveying for a pilot program:
- Capture more information then you think you need. This is good practice in general, but with a pilot particularly you really want to show the client more so that they can determine what is truly needed.
- Consider any site conditions which may impact your ability to efficiently perform the surveys on a large scale, such as employees, customers, hours of operation, etc…
- Compile a list of questions for the client as you survey. The pilot survey is the chance to get these questions answered so that everything can be settle before the full program launch.
- Delivery to Client. Complete and deliver the survey(s) to the client, along with notes and questions. Over the next few days there should be alot of back and forth with the client about any questions, revisions to make, information to include/omit. We like to schedule a full “Scope Review” call with the client to hash out any remaining questions or requests.
- Final Scope Confirmation. This is where both parties agree that the As-Built survey Deliverable created in the pilot(s) is ready. All future surveys for the remainder of the program will be based on that Deliverable.
- Update Program Documents. This is an internal step for the surveying company, to get all necessary training and workflow documents ready for the program rollout, including:
- Survey Scope of Work and Itemized Checklist
- Survey Operations manual
- AutoCAD template / CAD standards
- Other Training documents and/or videos
- Update Program Fulfillment Plan. This was discussed in my last blog, and includes things like a program timeline, scheduling procedures, etc..
Once the pilot is complete you should be ready to get started on the full program rollout, surveying as many as 50 or more locations each week for the remainder of the program. Next week’s blog will focus on some tips for running a live, high-volume, Multi Site As-Built survey program.
Thanks for reading!