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Podio Glossary - PSS Terms & Abbreviations

Project Roles & People​

PM (Project Manager) The PSS person in charge of the overall project. Handles budgets, schedules, GC relationships, and big decisions.

OC (Operations Coordinator) Supports the PM with scheduling, task tracking, documentation, and keeping the project organized in Podio.

FOCS (Field Operations Coordinator / Supervisor) [NEEDS VERIFICATION: Exact role definition] Coordinates field activities and crew schedules.

Foreman Leads the crew on-site. Executes the work and manages day-to-day field operations.

GC (General Contractor) The main contractor who hired PSS. They manage the overall construction project and coordinate all subcontractors.

Project Identification​

Job # (Job Number) A unique number assigned to each project (e.g., 2024-015). Used to identify and track projects.

Job ID The combination of Job # and Job Name, auto-generated by Podio (e.g., "2024-015 - Downtown Office Foundation"). This is the full project identifier.

Job Name The descriptive name of the project (e.g., "Downtown Office Foundation").

Project Organization​

Division The type of work PSS is doing on the project. Options:

  • Concrete - Foundations, slabs, concrete structures (most common)
  • Drywall - Interior walls and finishing
  • Other - Anything that doesn't fit the above

Division determines which task templates get auto-created for the project.

Scopes The specific types of work included in the project contract. Multiple scopes can be selected. Examples:

  • Earthwork
  • Utilities
  • Foundations
  • Concrete
  • Framing
  • Other trades

Project Stages​

PSS projects move through 5 stages in order:

1. Pre-Construction Planning phase: permits, submittals, RFIs, safety setup, scheduling. Happens before you break ground.

2. Mobilization Getting ready to start work: site setup, equipment delivery, crew assignment, final prep.

3. Construction Active work phase: building, daily reports, managing tasks, dealing with issues as they come up.

4. Demobilization Wrapping up: cleanup, equipment return, punch list items, final inspections.

5. Retainage Final billing and closeout: waiting for final payment, submitting closeout documents, project archive.

Each stage has its own set of tasks that auto-populate when you activate that stage.

Current Stage Status The field in the Project that shows which stage is active right now (e.g., "Construction Active"). This helps with organization and visibility, but all tasks for all stages are created when the project is first created.

Tasks & Work Tracking​

Task A specific to-do item that needs to be completed. Tasks are the building blocks of project work.

Subtask A smaller task that's part of a larger parent task. Example: "Pour Foundation" might have subtasks like "Set up forms", "Place rebar", "Call for inspection".

Task # The unique number for each task in the entire Tasks app.

Stage Task # The task number within a specific stage (e.g., Pre-Construction Task #5). Helps you reference tasks in conversation.

Recurring Task A task that repeats on a schedule (e.g., weekly safety meetings). Podio automatically duplicates these based on automation settings.

Task Type Category field that identifies what kind of task it is:

  • Task - Standard one-time to-do
  • Recurring - Repeats on a schedule
  • Subtask - Child task of a parent task

Task Status Shows where the task is:

  • Pending (red) - Not started yet, might be waiting on something
  • In Progress (yellow) - Actively being worked on
  • Complete (green) - Done!

Responsible The PSS person assigned to complete the task. This is who gets notified and who's accountable.

Due Date When the task needs to be finished.

Dependencies When one task can't start until another finishes. Example: "Pour foundation" depends on "Foundation inspection passed".

Independent Task A task that can be started right away. Doesn't depend on anything else.

Dependent Task A task that must wait for another task (its prerequisite) to be completed first.

Prerequisite The task that must be completed before a dependent task can start. Example: "Submit plans" is a prerequisite for "Obtain permit".

Documents & Requests​

Submittal Documents you send to the GC for approval before starting work (material specs, product data, shop drawings, etc.).

RFI (Request for Information) A formal question you ask the GC when plans, specs, or instructions are unclear.

COR (Change Order Request) A request for additional money or time when the scope of work changes beyond what's in the original contract.

LOI (Letter of Intent) A preliminary agreement that shows the GC intends to hire you, often issued before the full contract is signed.

Podio-Specific Terms​

App A Podio database for a specific type of information. PSS uses apps like Projects, Tasks, Stages, Contacts, Safety & Compliance.

Workspace A collection of related Podio apps. PSS's workspace is called Precision Projects.

Relationship Field A field that links items between apps. Example: the "Customer / GC" field in Projects links to items in the Contacts app.

Calculated Field A field that auto-calculates based on other fields. Example: "Job ID" is calculated from Job # + Job Name. You can't edit these directly.

Automation (GlobiFlow) Background processes that do things automatically. Examples:

  • Creating stages when you create a new project
  • Creating tasks when you activate a stage
  • Notifying people when a task is completed

Automation Status A field that tracks whether automations have finished running. Values:

  • "1 - Pending Creation" - Tasks are about to be created
  • "2 - Creation Complete" - Tasks created, linking in progress
  • "3 - Linking Complete" - Everything's done

Financial & Contract Terms​

Contract Value The total amount the GC has agreed to pay PSS for the project, including any approved change orders.

Project Budget The estimated cost to complete the project (labor, materials, equipment, etc.). Managed by the PM.

Variance The difference between budget and actual costs. Calculated automatically (Project Budget minus costs). [NEEDS VERIFICATION: Exact calculation source]

Retainage Money the GC holds back (usually 5-10%) until the project is completely finished and all issues are resolved.

Safety & Compliance​

811 Locate Calling the utility locate service (811) before digging to mark underground utilities. Required by law.

SSSP (Site-Specific Safety Plan) A safety plan tailored to the specific hazards and conditions of the project site.

Badging Security badges or credentials required to access certain job sites.

Common Abbreviations​

  • GC - General Contractor
  • PM - Project Manager
  • OC - Operations Coordinator
  • FOCS - Field Operations Coordinator/Supervisor
  • RFI - Request for Information
  • COR - Change Order Request
  • LOI - Letter of Intent
  • SSSP - Site-Specific Safety Plan
  • PSS - Precision Site Services (that's you!)

Still confused about a term? Ask your PM or OC—they're happy to explain!