The Role Of Schedule Of Works In Construction

In construction, the most successful projects are those with excellent communication throughout. That’s why a Schedule of Works is one of the most important pre-contract services we offer at Bhangals Construction Consultants. A clear and accurate Schedule of Works can be the difference between a profitable project and one characterised by disputes and delays. Despite this, our quantity surveyors in London are often asked whether a Schedule of Works is worth investing in. So, in this article, we’ll use our expertise to explain what a Schedule of Works is and how it can benefit your construction project.

Construction 101: What Is A Schedule Of Works?

An effective Schedule of Works can be used at multiple points throughout a project and will benefit everyone involved in the construction. If you’re employing contractors, it will help streamline and simplify the tendering process. If you’re a contractor, it will clarify what is expected of you. So, keep reading if you’re looking to save time, money, and hassle on your project.

• What Is A Schedule Of Works?
• What Is A Bill Of Quantities?
• When Is A Schedule Of Works Needed?
• What Should Be Included In A Schedule Of Works?

What Is A Schedule Of Works?

Put simply, a Schedule of Works is a list of work required to complete a project. It outlines everything that needs to be done, with a price, so employers and contractors are on the same page. There’s no right or wrong way to format a Schedule of Works, but generally, they are written documents with drawings to describe the work needed in detail.

In order to protect the employer from any potential claims by the contractor, the Schedule of Works will need to be as clear as possible and avoid any ambiguity regarding what is expected of the contractor. The contractor should easily be able to identify the works and materials required from the description given so they can provide an accurate quote for their services.

What Is A Bill Of Quantities & How Is It Different?

A Schedule of Works is very similar to a Bill of Quantities as they both outline tasks that need completing in a construction project, but they both serve different purposes and target different audiences. A Bill of Quantities is a detailed document that outlines all of the materials, parts, labour and other costs required for a construction project. It is typically prepared by the employer or their quantity surveyor, so they are responsible for getting the quantities and pricing correct, not the contractor. These are a few of the key differences:

Function

The primary function of a Schedule of Works is to organise and plan the sequence of tasks that need to be completed during a construction project. It focuses on timing, workflow, and task coordination. On the other hand, a Bill of Quantities focuses on the materials and labour needed for the project along with their estimated costs. This key difference in function means the two documents are used at different times in the construction process. A Schedule of Works is used to track the progress of work on site, while a Bill of Quantities is crucial in the tendering process and helps a project stay within budget.

Format

The two documents are structured very differently to meet their purpose. The format and content reflect their focus on task management versus cost estimation. A Schedule of Works is typically presented as a list or chart that acts as a timeline for the project. It will include what tasks need to be done, when, and by whom. However, a Bill of Quantities is an itemised list in no chronological order. It will include item/service descriptions, quantities, and costs.

Audience

As they both serve very different purposes, different construction professionals use a Schedule of Works and Bill of Quantities. Those in charge of ensuring the project progresses smoothly, like project managers, contractors, and site supervisors, will use a Schedule of Works to track deadlines and allocate tasks. A Bill of Quantities, on the other hand, is used by those in charge of budget allocation and tendering. That includes estimators, quantity surveyors and stakeholders.

When Is A Schedule Of Works Needed?

A Schedule of Works isn’t mandatory at any stage of your construction project, but it’s highly advisable throughout. Without one, there is no reference point for any of the parties to refer back to, and you’ll leave yourself vulnerable to disputes from contractors. A Schedule of Works can serve different functions throughout a project’s development. Here’s how its purpose will evolve:

• Tender Pack: Firstly, a Schedule of Works will be used in the tender stage to give each contractor a detailed understanding of the work required. Contractors can submit bids based on the requirements outlined in the Schedule of Works, and the employer will award the contract to whoever they deem most suitable. Usually, the contractor’s quantity surveyor will conduct and produce their own material takeoff to provide an accurate and reasonably priced quote.
• Bound Into Contract: Once the employers have decided on a successful bidder, the Schedule of Works will be bound into the final contract between the parties. Once the contract is signed, the Schedule of Works becomes legally binding, and both parties are obligated to follow the agreed-upon schedule.
• Programme Formation: The Schedule of Works will be used to form the foundations of the Programme of Works. A Programme of Works is a more detailed and comprehensive plan that includes not just tasks but also resources, dependencies, and project milestones.
• Rolling Final Account: A Schedule of Works helps track the progress of tasks and link that progress to payments for a rolling final account. A rolling final account is a method used to settle payments gradually throughout the project rather than waiting until the project is complete, which is particularly useful for large or ongoing projects.

What Should Be Included In A Schedule Of Works?

A Schedule of Works should provide a clear, structured plan outlining the tasks to be completed in a construction project, along with their timelines and any dependencies. Below is a detailed outline of what should be included in a comprehensive Schedule of Works:

• Project Information: Before a Schedule of Works begins outlining details of the work required, it should include the basic project information. This includes the project name or identifier, contact information for the client or project owner and main contractor (if applicable), and the location.
• Scope Of Works: It should include a brief overview of the work that is to be carried out, including the objectives and general scope. It can help to break the project into phases for greater clarity.
• Task Breakdown: A clear, detailed description of each task or activity to be completed. Often, a unique identifier or reference code is included for tracking purposes for each task. The tasks should be laid out in the order in which they are to be completed.
• Start And Finish Dates: The scheduled start date, timeframe, and completion date for each task should be included. Additionally, key project milestones (e.g roof installed) should be outlined with the planned dates for achieving each milestone. Add a handover date for when the final work is expected to be handed over to the client or when the next phase is ready for handoff.
• Resources & Responsibilities: Identify the team subcontractor or individual responsible for each task. If needed, specify critical materials or equipment that must be available for each task.
• Progress Tracking: It should include space to update or mark when each task is completed alongside an area to add any relevant comments about the progress or delays for specific tasks.
• Dependencies & Constraints: Identify any factors that may influence the timing of certain tasks, such as weather, permits, or material availability. Include lead times for certain tasks or materials that require advance preparation.
• Contingencies & Flexibility: Include extra time for tasks that may be delayed. Specify if certain tasks can be started early or swapped if delays occur in other areas.

It’s important to factor in regular intervals for reviewing and updating the Schedule of Works based on the project’s progress. If you’re looking for support with structuring your Schedule of Works, take advantage of our
quantity surveying services in London. Or, for a Schedule of Works template, check out our free downloadable resources.

Schedule of Works For Stress-Free Construction

While a Schedule of Works might not be mandatory, it’s evident how important they are for the smooth progress of your construction projects. They’re among the most effective ways to ensure each party involved in the construction is on the same page and to protect yourself from disputes. Additionally, their purpose evolves throughout a project, and they play a key role in many important aspects of construction, including tendering, creating a Programme of Works and developing a rolling final account.

If you’re looking for QS services in London to help you develop your own Schedule of Works, don’t hesitate to contact our team at Bhangals Construction Consultants. We’ve completed over £276m worth of projects and are expertly placed to help you make the most of yours.