Job Life Cycle Process (JLCP) Task Matrix
Source: Live Podio Task Templates + Subtask Templates app exports (single source of truth)
Total Tasks: 89 main tasks + 14 subtasks = 103 total
Last Updated: July 2026 (synced to live Podio; numbering, task 9.1, and the C3 re-sequence reflect the current app)
Summary Statistics
| Metric | Count |
|---|---|
| Total Main Tasks | 89 |
| Total Subtasks | 14 |
| Independent Tasks | 30 |
| Dependent Tasks | 59 |
| Recurring Tasks | 20 |
| Automation Tasks | 7 |
Tasks by Stage
| Stage | Task Count | % of Total |
|---|---|---|
| Pre-Construction | 46 | 52% |
| Construction | 19 | 21% |
| Safety & Compliance | 9 | 10% |
| Mobilization | 9 | 10% |
| Demobilization | 3 | 3% |
| Retainage | 3 | 3% |
Tasks by Responsible Role
| Role | Task Count |
|---|---|
| Project Manager | 26 |
| Project Accountant | 25 |
| Safety Coordinator | 9 |
| Asst Project Manager | 8 |
| Automation | 7 |
| Operations Coordinator | 7 |
| Other (shared/multiple) | 5 |
| Sales | 1 |
| Estimator | 1 |
Pre-Construction Tasks (46 tasks)
The Task # column matches the task number shown in Podio.
| Task # | Task | Responsible | Type | Depends On |
|---|---|---|---|---|
| 1 | Receive LOI or Contract from GC and Review | Sales | Task | — |
| 2 | Submit Podio Project Intake Form | Project Manager | Task | — |
| 3 | Estimator, Sales Person, FOCS, & PM Conduct Solo Job Intro Meeting | 2 stakeholders | Task | — |
| 4 | Set-up Job in Google Drive | Automation | Automation | Task #2 |
| 5 | Add new Job to Job Listings | Automation | Automation | Task #2 |
| 6 | Create Job Info Sheet | Automation | Automation | Task #2 |
| 7 | Create RFI Log (if needed) | Automation | Automation | Task #2 |
| 8 | Create Submittal Log | Automation | Automation | Task #2 |
| 9 | Create Vendor / Subs List Template | Automation | Automation | Task #2 |
| 9.1 | Fill Out Vendor / Subs List | Project Manager | Task | Task #9 |
| 10 | Create Change Order Request Log | Automation | Automation | Task #2 |
| 11 | Estimator Adds OST Takeoff PDFs to Office Google Drive Folder | Estimator | Task | Task #3 |
| 12 | PM Fills out Job Info Template | Project Manager | Task | Task #3 |
| 13 | Send LOI/Contract to Linda & Accounting for Review | Project Manager | Task | Task #12 |
| 14 | Receive & Review LOI/Contract | Project Accountant | Task | Task #12 |
| 15 | (CCIP dependent) PM provides Estimated # of Man Hours for Project | Project Manager | Task | Task #14 |
| 16 | Field Leak of Upcoming Job Scope from PM to DFO (director of field operations) | Project Manager | Task | Task #3 |
| 17 | Negotiate Contract (if needed) | Project Manager, Project Accountant | Task | Task #14 |
| 18 | Send Signed Contract to GC | Project Manager, Owner | Task | Task #17 |
| 19 | Enroll in Required Insurance + Request Bond (if required) | Project Accountant | Task | Task #18 |
| 20 | Submit C3 documentation (conditional) | Project Accountant | Task | Task #18 |
| 21 | Enter Job into QuickBooks | Project Accountant | Task | Task #19 |
| 22 | Create Schedule of Values | Project Manager | Task | Task #18 |
| 23 | Enter Schedule of Values | Project Accountant | Task | Task #19 |
| 24 | Add Project Spec to know if Textera or Procore is Needed | Project Accountant | Task | Task #14 |
| 25 | Determine Cost Estimates | Project Manager | Task | Task #18 |
| 25.1 | Fill out PM Sheet | Project Manager | Task | Task #25 |
| 26 | Enter Job Cost Estimates | Project Accountant | Task | Task #25 |
| 27 | Create GC Job Contacts | Project Manager | Task | Task #18 |
| 28 | PM Selects Vendors and Requests Signatures | Project Manager | Task | Task #18 |
| 29 | APM Returns Signed Quotes to Vendors | Project Manager | Task | Task #28 |
| 30 | Create a Work Order for Subcontractors | Project Manager | Task | Task #29 |
| 33 | Upload Signed Vendor Quotes to Google Drive | Project Manager | Task | Task #29 |
| 34 | Fill-out Tax Exempt Forms | Project Accountant | Task | Task #29 |
| 35 | Send Tax Exempt Certifications to Vendors | Project Accountant | Task | Task #34 |
| 36 | Request Reinforcement Shop Drawings from Vendor | Asst Project Manager | Task | Task #35 |
| 37 | Review Shop Drawings Internally, then Send Shop Drawings from Vendor to GC | Project Manager | Task | Task #36 |
| 38 | PM compiles material list for project and ensures it is uploaded to the Project Drive folder | Project Manager | Task | Task #29 |
| 39 | Pull Submittal Data from Vendor Portals | Asst Project Manager | Task | Task #38 |
| 40 | Pull Safety Data Sheets from Same Place | Asst Project Manager | Task | Task #38 |
| 41 | Send SFA Submittals to GC/Engineer | Asst Project Manager | Task | Task #38 |
| 42 | Resubmit Revised Submittals (as needed) | Asst Project Manager | Task | Task #41 |
| 43 | Submit Safety Data Sheets | Asst Project Manager | Task | Task #38 |
| 44 | Track Submittals in Submittal Log | Asst Project Manager | Task | Task #38 |
| 45 | Confirm Approval of Submittals from GC/Engineer | Asst Project Manager | Task | Task #39 |
| 46 | Schedule Precon Meeting | Project Manager | Task | Task #45 |
Task 9.1 (Fill Out Vendor / Subs List) and Task 25.1 (Fill out PM Sheet) are point-numbered tasks inserted after tasks 9 and 25 respectively. Task 20 (Submit C3 documentation) is a conditional task that Podio now sequences in order at #20 — earlier versions of this doc listed it out of order as #87.
Mobilization Tasks (9 tasks)
| Task # | Task | Responsible | Type | Depends On |
|---|---|---|---|---|
| 47 | PM Requests CAD Files from GC | Project Manager | Task | Task #18 |
| 48 | PM Requests Schedule from GC | Project Manager | Task | Task #18 |
| 49 | PM Forwards CAD Files to Layout Team | Project Manager | Task | Task #47 |
| 50 | PM Receives & Reviews Schedule | Project Manager | Task | Task #48 |
| 51 | Conduct Internal Job Meeting w/ Sub(s) & Team (3 biz day advance notice) | Project Manager | Task | Task #46 |
| 52 | Set-up Initial Job Mobilization | Operations Coordinator | Task | Task #51 |
| 53 | Site Visit by OC and Foreman w/ SuperIntendent | Operations Coordinator | Task | Task #51 |
| 54 | Create Job Schedule | Operations Coordinator | Task | Task #51 |
| 55 | Schedule Initial Deliveries | Operations Coordinator | Task | Task #51 |
Construction Tasks (19 tasks)
All Construction tasks are Independent and Recurring on a weekly cadence while the Construction stage is active.
| Task # | Task | Responsible | Type | Depends On |
|---|---|---|---|---|
| 69 | Review & Verify Sub/Vendor Invoices | Project Accountant | Recurring (weekly) | — |
| 70 | Verify Receipts for Job Costs | Project Accountant | Recurring (weekly) | — |
| 71 | Track Quotes in Quickbooks | Project Accountant | Recurring (weekly) | — |
| 72 | Compiling Job Cost Reports | Project Accountant | Recurring (monthly w/ billing) | — |
| 73 | Track WEX Fuel Logs | Project Accountant | Recurring (monthly) | — |
| 74 | Verify Invoices w/out Quote/Purchase Order | Project Manager | Recurring | — |
| 75 | Track Daily Reports & Technology(?) | Project Manager | Recurring | — |
| 76 | Track Owned Equipment | Project Accountant | Recurring (monthly) | — |
| 77 | Report Certified Payroll + CCIP Requirements | Project Accountant | Recurring (weekly + monthly) | — |
| 78 | Create Change Order Requests (As Needed) and Submittals | Operations Coordinator, Project Manager | Recurring | — |
| 79 | Submit Change Order Requests | Project Manager | Recurring | — |
| 80 | Track Change Orders in Change Order Log | Project Manager | Recurring | — |
| 81 | Release Material Orders | Operations Coordinator | Recurring | — |
| 82 | Order Materials | Operations Coordinator | Recurring | — |
| 83 | Order Equipment | Operations Coordinator | Recurring | — |
| 84 | Distribute & Process Invoices from Vendors | Project Accountant | Recurring (as needed) | — |
| 85 | Initiate Payment Applications | Project Accountant | Recurring (monthly) | — |
| 86 | Submit Billing | Project Accountant | Recurring (monthly) | — |
| 87 | Submit Waivers | Project Accountant | Recurring (monthly) | — |
Safety & Compliance Tasks (9 tasks)
| Task # | Task | Responsible | Type | Depends On |
|---|---|---|---|---|
| 31 | Request 811 Line Locate Remarks | Safety Coordinator | Recurring (every 2 weeks, starting after Task #56 completes) | Task #50 |
| 32 | Verify All Subcontractors have a Master Agreement On File | Safety Coordinator | Task | Task #30 |
| 56 | Initial 811 Line Locate | Safety Coordinator | Task | Task #51 |
| 57 | Compose Safety Forms | Safety Coordinator | Task | Task #3 |
| 58 | Submit Equipment Certifications to GC | Safety Coordinator | Task | Task #51 |
| 59 | Submit SSSP to GC | Safety Coordinator | Task | Task #3 |
| 60 | Upload the above to Project Drive Folder & Send Safety Deliverables to Ops Coordinator and Foreman | Safety Coordinator | Task | Task #3 |
| 61 | Submit All Necessary Labor Credentials for Badging & Schedule Trainings to GC | Safety Coordinator | Task | Task #51 |
| 62 | Book Out of Town Reservations (if needed) | Safety Coordinator | Task | Task #51 |
Demobilization Tasks (3 tasks)
| Task # | Task | Responsible | Type | Depends On |
|---|---|---|---|---|
| 63 | Review Punchlist Received by GC | Operations Coordinator, Project Manager | Task | — |
| 64 | Submit Warranty Letters | Project Accountant | Task | Task #63 |
| 65 | Submit Final Retainage Billing | Project Accountant | Task | Task #63 |
Retainage Tasks (3 tasks)
| Task # | Task | Responsible | Type | Depends On |
|---|---|---|---|---|
| 66 | Scan Closeout Documents/Files to Job Folder | Project Accountant | Task | Task #63 |
| 67 | Check-Off Status Column for Job in Job Listings | Project Accountant | Task | Task #66 |
| 68 | Move Job Folder to Back Office Shared Drive (Archived Projects?) | Project Accountant | Task | Task #66 |
Subtasks (14 total)
| Parent Task | Subtask | Description | Responsible |
|---|---|---|---|
| Task #1 | 1.1 | Review $ Amount | Project Manager |
| Task #1 | 1.2 | Review Retainage | Project Manager |
| Task #1 | 1.3 | Review Scope | Project Manager |
| Task #3 | 3.1 | Project Notes w/ Vendor Quotes | Project Manager |
| Task #3 | 3.2 | OST File | Project Manager |
| Task #3 | 3.3 | Bid File | Project Manager |
| Task #8 | 8.1 | Review Mix Designs | Project Manager |
| Task #8 | 8.2 | Review Shop Drawings | Project Manager |
| Task #8 | 8.3 | Review Product Data | Project Manager |
| Task #14 | 14.1 | Review to see if Certified Payroll is a requirement | Project Accountant |
| Task #14 | 14.2 | Review Insurance Requirements | Project Accountant |
| Task #14 | 14.3 | Review OCIP/CCIP/ROCIP Requirements | Project Accountant |
| Task #82 | 82.1 | Concrete Accessories/Forms | Operations Coordinator |
| Task #82 | 82.2 | Concrete Mix | Operations Coordinator |