Client Timeline Guide

Timeline Guide

A guide for you to know what is happening, what is coming up with some tips and tricks along the way.

Table Of Contents

Client Timeline Guide

Stage 1 - Planning
Stage 2 - Preconstruction
Stage 3 - Construction
Stage 4 - Hand-over

Resources Page

Click the document name to view.

Stages

Project conception, design, budgeting and timeframe.

Stage 1 - Planning

Finance, council compliance, final plans, scheduling.

Stage 2 - Preconstruction

Trades start work, client decisions on finishes and other minor choices

Stage 3 - Construction

Rectification, final inspection, project completion

Stage 4 - Hand-over

Start

Your Project

Planning

Stage 1 - Planning

In this stage, you (The Client) are gathering information for your proposed project. To help you out, we are going to walk you through the standard steps involved in a project, from right now at the conception of the project to the very end of the project handover. This stage is primarily about articulating and defining the objectives for the project while also evaluating the feasibility of the proposed project. This stage is also a great time to seek preapproval of finances from your lender.

In Simple terms, the planning phase is when you and your builder have early discussions on what is to be built if it is approvable by the council and other considerations.

As stage 1 and 2 is where you will have the most work to do we will delve into detail about the process and steps to help you understand and be knowledgeable about what is going on and coming up.

1.1 - Preliminary Quotation

At this stage, you have received your preliminary quotation from our team. This is where you will take to time to evaluate the project, our quotation and any other considerations.

1.2 - Quotation Revision

We ask you to take the time to read and review the quotation in detail. There will be a page in the quotation with a link to "Preliminary Client Choices" that will help you review the items and decisions relevant at this stage.

1.3 - Finance - Preapproval vs Unconditional Approval

Preapproval (Conditional approval) means that your loan has been assessed and approved – in principle at least – though the lender needs more information before you can be granted formal, or ‘unconditional’ approval, which is the status you are wanting.
Unconditional approval means that a lender has taken the time to formally assess all your paperwork and your signed loan application, and decided to offer you a loan based on the proposed project you have chosen.

Half Ellipse Memphis Elements Illustration

This document can be your handbook to keep you organised. The better organised you are the better your project will run.

There will be little tabs like this one with key take aways from the information on the page.

Quotation Acceptance is required for us to proceed to the next step of the project.

We can progress with preapproval from your financial provider. We require unconditional approval to start the project.

The earlier you gain unconditional approval the more streamlined the projects planning/preconstruction stages can be

Stage Change

Planning

Preconstruction

Planning

The final preparations begin for the project.

The hard work is done!

Preconstruction

2.1 - Quotation Acceptance

We have provided you with a preliminary quotation and you have decided to go ahead with the project. Next will be for our team to send over a Quotation Acceptance Letter. This letter is an agreement that you would like us to progress with the project and build the final detailed quotation. This will be sent using DocuSign to your email.

2.2 - Detailed Site Measure

We now are up to the stage where we will conduct a detailed site measure to narrow down the actual dimensions of the project to help our team build the draft plans. Depending on your type of project this stage may need minor demolition to access inside walls, roof or floor spaces. This will be rectified throughout the project.

2.3 - Client Portal Creation

At this stage, we will create you a client portal account, which we send the login link to you via email, and you simply choose a password and you’re all set. This portal is where we can share documents, plans, and photos, and communicate about the project.

2.4 - Client Portal Documents

A few documents will be uploaded to your portal. These can include documents, plans, web links and more. There will be a few documents uploaded:

Draft plans
Draft scope of works
Client Contact Details
Contract Signing Checklist
Client Choices Guide
Client Timeline Guide (This Document)

We ask you to fill out and submit the "Client Contact Details". The "Client Choice Guide" will aid you in all your decision-making, providing you with the relevant details for each section and a form for you to submit your choices. Your decisions will all need to be submitted before the Development Application (D.A.) is submitted. From this, you will be able to make all the decisions for the project.

2.4 - Checklist

The "Contract Signing Checklist" is a form we ask you to go through and submit. This is to make sure you have reviewed each part of the plan in detail. This document is designed to help you stay informed of what the process of your build is, and provide clarity on what is needed from you, and what lies ahead. Please make sure you read through the section on Banks / Finance and discuss with your Bank the points raised in the checklist , these are important in achieving a smooth transition from planning to commencement on site.

2.5 - Approval of Plans and Scope of Works

Before we submit your Development Application (D.A.) to the council we have to review and make any revisions to the Plans and the Scope of Work. At this stage, we ask that you have made and submitted your decisions via the forms in the Client Choices Guide. This is the last opportunity to make any changes to the plans without incurring costs.

2.6 - D.A Submission & Approval

We submit the D.A and wait for the council's determination.

2.7 - Finance

After the D.A has been lodged we will have the relevant documents for the bank to approve your finance. Your loan approval now will have all the relevant documents to achieve the Unconditionally approved status. At this point, it is asked that you continue with your loan application to finalise your finances.

2.8 - Preparation and Submission of Construction Certificate

The last stage of the approval process for your project. Once the Construction Certificate C.C has been submitted and approved the project is ready to start on site.

2.9 - First Progress Claim

Once the C.C is submitted, the first progress claim will be sent (Progress Claim* 1 – Deposit).

*Reference 3.3 for Progress claim definition.

2.10 - Review of Approval Documents

It's time for the final revisions of the documents below. Each document will need to be reviewed by the client in depth. Each document will have the final construction details for your project.

Scope of Works.
Architectural Plans.

2.11 - Finalise Documents

Finalise contract documents. At this stage, after the document’s revision in the previous step, the client will need to sign all documents below. These documents will be sent using DocuSign to your email:

Scope of Works.
Architectural Plans.

2.12 - Home Building Contract

Before we start onsite, we first have to sign the Home Building Contract. We will create the contract and forward it to you, usually this contract will be signed digitally and you will receive the link via DocuSign to your email.

Quotation Acceptance is required for us to proceed to the next step of the project.

The portal system is relatively simple and easy to use. to login simply choose a password to entre and you are in.

Draft plans are the set of plans that we will submit to your local council for approval.

You can use the draft plan set and the client choices guide together to make your choices.

You can upload documents to the client portal as well. File sharing is both ways.

Communication is best through the portal. It keeps a record for both parties. Contact via phone or SMS for urgent matters.

You can use the elevation plan that is in the plan set. This will help you get a better understanding of the proposed window sizes.

Draft plans are the set of plans that we will submit to your local council for approval.

This is the last start of alterations to the design and floorplan of your project that is cost-free. After this stage, you will be charged a fee. Carefully use this time to review the plans in depth.

You can use the elevation plan that is in the plan set provided. This will help you get a better understanding of the proposed window sizes.

A construction certificate is required to start work on-site.

Finance needs to be unconditionally approved at this stage in the project.

A construction certificate is required to start work on-site.

Review all your contractual documents carefully, in detail, and multiple times.

The finalised documents will be uploaded to your portal.

We will send you the Home Building Contract via a link where you can sign digitally with no signup or account needed.

Our schedule is forever changing due to weather, materials, trade schedules etc. We do our best to notify you as early as possible.

Stage Change

Preconstruction

Construction

The final preparations begin for the project are finished.

The building begins. The exciting and visual part of the project.

Construction

construction

3.1 - Site Information

At the start of this document, there is a list of information regarding the work site. Some of these items are requests and some items are general info. Please read this document and if you have any issues contact one of our staff members. You can find this document in the learn more section found at the end of this booklet.

3.2 - Construction Starts

The team and contractors start work on your project. the standard times for workers to be on-site are 7am - 4pm. These times can vary. It is best to leave the driveway clear for trades to use if possible. We try to communicate as best as possible about what days trades will be there to give you notice and keep you updated on what is going on.

3.3 - Critical Stage Council Inspections

At the relevant stages throughout your project, a council certifier or a private certifier will be carrying out inspections on works complete. They are to ensure the works are up to standard and the project can continue to progress.

3.3 - Progress Claims

Progress claims refer to periodical payments, that are relevant to stages completed in the project. These payments are typically split into 7-10 individual payments. When a stage of work is complete a progress claim will be forwarded to you, through the client portal, and will be due to be paid.

At 7 am the trades typically start. We can be flexible in regards to indoor work, where we may be able to start at 730-8 am.

The site information is there to help you, the trades and the overall projects flow.

Our schedule is forever changing due to weather, materials, trade schedules etc. We do our best to notify you as early as possible.

Council inspections are mandatory and will be carried out after each stage promptly.

Progress claims are to pay for works complete.

Stage Change

Construction

Hand-Over

The hard work and wait is over. The project has reached practical competition

The project is practically complete. Its now functional and ready to use.

Hand-Over

4.1 - Certificate of Practical Completion

A document will be sent out to you to fill out and sign. In this document, you will be able to list if there are any minor defects that you have noticed for us to rectify. This document is for you to sign off that the building works are complete. This document will be sent electronically to sign digitally.

4.2 - Home Owners Information

The Home Owners Information is a document we have created to inform you of the maintenance and upkeep requirements of your structure. This will also have to be signed and returned.

4.3 - Issue of Final Progress Claim

After the job is complete and it's all signed off on we will issue the final progress claim.

4.4 - Final Council Inspection and Issue of Occupation Certificate

And lastly, the final council inspection is carried out and once it passes the occupation certificate (O.C.) is issued. With the O.C, any other relevant documents will be gathered and handed over to you for your record.

4.5 - Defects Rectification.

This period is for if there are any issues or defects with works that aren't up to standard. We do a good job of limiting these throughout the project, but there can be instances where materials or items fail or do not work properly. These things are usually very minor and easy to fix.

4.6 - Project Review

At the projects competition, Our team would like to come in and take final photos for a potential project review. This review will be sent to you for your use and posted to our platforms. All content can be sent to you if you would like as well.

The Home Owners Information document should be kept in a safe place with any other records we provide you for future reference.

The O.C. should be kept in a safe place with the other document we have given you.

It is common to have some minor defects in a project. We do however try to limit and rectify them promptly.

Stage Change

Construction

Hand-Over

The project has now been completely finished.

Project Complete