1.1

Project name and number – contractor's and/or client's

1.2

Project logo and motivational phrase to be used on all project‐specific documents

1.3

Statement of project objective

1.4

Home office addresses and telephone numbers

1.5

Project office addresses, that is: where the work is to be done – if it is different from the home office, together with e‐mails for formal use

1.6

Contact telephone numbers, fax number

1.7

Site address, telephone number, fax number, and e‐mail

1.8

Any contractor or client associate companies and their addresses and contact information.

1.9

Third‐party contact details, for example, local authority

2.1

Specific rules for how communication mechanisms are to be used (identified and discussed in Part VI, Section A Communications) must be defined as part of the coordination procedure, for example: see 2.2.

2.2

Rules for letters:

1. Letters are sent from project manager to project manager and restricted to a single subject per letter.
2. Letters are coded with a consecutive numbering system, for example:
   • Client/Contractor (3 initials each) 001, etc.
   • Contractor/Client (same 3 initials reversed) 001, etc.
   • A register is maintained for each code combination. Agree on the number of copies required with the client.
   • I like the client who insisted on only two digits for the letter numbers since they ‘would not be writing that many letters!’
3. Transmittal letters will be coded and numbered separately and recorded in a separate register. It is sensible not to have more than one type of document per transmittal.
4. Letters between other entities will have similar codes with associated registers.
5. Any attachments and the number of copies should be recorded in the registers.
6. Letters are filed as origin – destination. Nevertheless, it is also necessary to copy letters to a subject file. See Section F Filing and Archiving, subsection 3, Master File Index.

2.3

Mail delivery and collection times and locations. List details of the schedule for a courier service (restricted to documents only) between the home office and site office.

2.4

Publish limited circulation lists on a need‐to‐know basis. These may need to be amended as a result of protests.

2.5

Details of the project calendar. This is a side‐by‐side listing of week numbers (starting at 1) matched up to dates, week ending Sunday.

2.6

Names of project managers and key team members.

2.7

Project organization charts for both client and contractor with job titles and names. With a reimbursable contract, it may also be necessary to identify other classifications and salary grades and highlight non‐reimbursable positions.

2.8

A list of key contractual documents with reference numbers and dates.

1. Contract document
2. Client drawings
3. Client procedures, standards and specifications
4. Reference to the proposal document if relevant.

2.9

Description or reference to the agreed contractual scope of work.

2.10

Reference to the agreed project schedule and budget.

2.11

Contract requirements relating to formal notices, approvals, and authorisations for contractor's documents, purchase orders, and vendor's documents.

2.12

Agreed project cut‐off dates for production of various reports and submission of invoices.

2.13

Date of project manager's meeting, for example, every Thursday p.m., with location of conference room. This room should be booked on day one and reserved on the appointed day for the duration of the project

2.14

Reference to the project filing system with location (see Section F).

2.15

Definition of the software to be used for the administration functions of the project for both text and graphics.

2.16

References to the project standards and specifications to be used, together with the job title of persons responsible for the various documents. For example, if these documents have not already been referenced or published as part of the proposal document, a description as to how the company's standard procedures, standards, and specifications will be modified to meet the requirements of the contract/project.

2.17

An initial document distribution matrix will form an attachment to the coordination procedure. The matrix will identify the different types of documents and the number of copies for distribution to the various contractual parties. Scrutinise this document carefully in order to reduce unnecessary copies. Make sure you identify the documents you want to receive. See also Part IV, Section C Getting Organized, paragraph 3.1.

2.18

For convenience of reference, and in order to have all of the primary coordination information in one document, provide a list of the project manager's project procedures, as follows:

1. Procedure index
2. Project procedures
3. Project organization
4. Project roster and personnel authorizations
5. Project calendar
6. Correspondence and communications
7. Minutes of meetings/conference notes
8. Project files
9. Document distribution
10. Approval of overtime
11. Travel authorisations and expense reports.

2.19

Include any project‐specific issues covering policy, procedures, and services for each department.