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Run Your Programme on Site

Update progress, plan the lookahead and the week, keep subbies booked, and report

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Watch the Run Your Programme on Site video
Watch the Run Your Programme on Site video on YouTube
Watch the video walkthroughhttps://youtu.be/OF1oke8j5lQ

In this walkthrough, you'll run a live construction programme in the Deep Space web app, week to week. We'll update progress, plan the lookahead and the weekly work plan, keep subbies booked, and send the weekly report.
The full series: 26 videos in Builder's Wheel order (Win, Set Up, Build, Move the Money, Govern)
  1. Build an Estimate and Proposal Win
  2. Multi-Trade Tender Win
  3. Set Up Your Workspace Set Up
  4. Add Users and Give Them Access Set Up
  5. Company Settings: Get Your Documents Ready Set Up
  6. Connect Xero and Map Your Cost Codes Set Up
  7. Folder Templates and Project Documents Set Up
  8. Document Templates vs Contract Templates Set Up
  9. Email Templates and Sending Documents Set Up
  10. Head Contract Setup Set Up
  11. Build Your Programme Set Up
  12. Subcontracts: Award to Executed Set Up
  13. DS Site: Invites, Inductions and Site Sign-on Build
  14. Drawings to Site and Subbies Build
  15. Run Your Programme on Site Build
  16. RFIs, Notices and the Project Inbox Build
  17. Inbox to Xero: How the Money Flows Move the Money
  18. Purchase Orders Move the Money
  19. Process Supplier Invoices Move the Money
  20. Subbie Claims: Inbox to Payment Schedule Move the Money
  21. Retentions and Security Move the Money
  22. Variations, End to End Move the Money
  23. Provisional Sums: Allowances, Drawdowns and Over-runs Move the Money
  24. Progress Claims to Your Client Move the Money
  25. Budget and Forecasting Govern
  26. Delegation of Authority Govern

Update progress

The dashed line on the Gantt is today. Anything to the left of it should be done, but here everything still shows nought
The dashed line on the Gantt is today. Anything to the left of it should be done, but here everything still shows nought percent.
Tick the tasks that are going to plan, and click Mark on Track.
Tick the tasks that are going to plan, and click Mark on Track.
Deep Space works out where each task should be today. Finished tasks go to a hundred percent, and current tasks get the
Deep Space works out where each task should be today. Finished tasks go to a hundred percent, and current tasks get the share of time that's passed. Check them, and click Confirm and Update.
The progress column and the Gantt bars update, and summary stages roll up.
The progress column and the Gantt bars update, and summary stages roll up.
Running ahead or behind? Open the task, and set the progress yourself. If the subbie has reported progress from their po
Running ahead or behind? Open the task, and set the progress yourself. If the subbie has reported progress from their portal, you see it here too.

Plan the lookahead

Lookahead Planning shows just the tasks coming up. Pick the period and start date, and you see the totals at a glance: i
Lookahead Planning shows just the tasks coming up. Pick the period and start date, and you see the totals at a glance: in progress, upcoming and overdue.
Choose a two, four, eight or twelve week lookahead.
Choose a two, four, eight or twelve week lookahead.
Use Advanced Filters to show or hide completed tasks, or filter by category. Changes you make here update the live progr
Use Advanced Filters to show or hide completed tasks, or filter by category. Changes you make here update the live programme.

Plan the week

On the Weekly Work Plan, the tasks due this week sit under Ready Tasks. Use Next and Previous to move between weeks.
On the Weekly Work Plan, the tasks due this week sit under Ready Tasks. Use Next and Previous to move between weeks.
Drag each task onto the day it'll happen. Group by trade or by area, then click Save Plan.
Drag each task onto the day it'll happen. Group by trade or by area, then click Save Plan.
Save it to project documents to share with the site team and subbies, or print it for the site office.
Save it to project documents to share with the site team and subbies, or print it for the site office.

Keep subbies booked

When you assign a subbie to a task, they get a booking to accept or reject. The programme dashboard shows how many are a
When you assign a subbie to a task, they get a booking to accept or reject. The programme dashboard shows how many are accepted, pending, and rejected.
Remind pending sends each subbie one email with all their bookings still waiting on a reply. Push programme sends every
Remind pending sends each subbie one email with all their bookings still waiting on a reply. Push programme sends every subbie on the project their current tasks, with start and finish dates. Use it after you've changed the programme.
If you see this message, the subbie has no one to send it to yet. Check their contacts in the Company Directory.
If you see this message, the subbie has no one to send it to yet. Check their contacts in the Company Directory.

Report and track

Milestone Tracking lists every milestone, with its due date and status, so you can see what's on track, at risk or delay
Milestone Tracking lists every milestone, with its due date and status, so you can see what's on track, at risk or delayed.
The programme dashboard shows planned and forecast completion, tasks on track this week, the critical path, delayed task
The programme dashboard shows planned and forecast completion, tasks on track this week, the critical path, delayed tasks and trade commitments.
Click Weekly Report. Choose a PCG status report or a client stakeholder report, the report date and how many weeks to lo
Click Weekly Report. Choose a PCG status report or a client stakeholder report, the report date and how many weeks to look ahead, then click Generate draft.
Pick the sections to include, like the lookahead, claims, variations, R F Is, submittals, and site photos from DS Site a
Pick the sections to include, like the lookahead, claims, variations, R F Is, submittals, and site photos from DS Site and site diaries.
Preview the report: the lookahead Gantt, then each register. When you're happy, click Publish.
Preview the report: the lookahead Gantt, then each register. When you're happy, click Publish.

Common questions

Does Mark on Track change my dates?

No. It only updates progress percentages, based on the status date. Dates and dependencies stay as they are.

Does Mark on Track change my dates?
No. It only updates progress percentages, based on the status date. Dates and dependencies stay as they are.

Why does my report show no photos?

Photos come from site diaries and DS Site for the report week. Take them on site that week, and they'll be there to pick.

Why does my report show no photos?
Photos come from site diaries and DS Site for the report week. Take them on site that week, and they'll be there to pick.

Do changes in the lookahead update the programme?

Yes. The lookahead is a filtered view of the live programme. To try changes first, use a draft on the Construction Program.

Do changes in the lookahead update the programme?
Yes. The lookahead is a filtered view of the live programme. To try changes first, use a draft on the Construction Program.

How do subbies see their tasks?

They get the booking by email and in their portal, where they see the live programme for their tasks and can report progress. You see what they report on the task.

How do subbies see their tasks?
They get the booking by email and in their portal, where they see the live programme for their tasks and can report progress. You see what they report on the task.

Quick reference

Need a hand? Email help@deepspacegroup.ai

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