Keys to KRAs

Owned by Sean Connaghan (ITD)
Last updated: Jun 23, 2022 by Matthew Hinkel (ITD)
5 min read
The purpose of this page is to give guidance on how some KRAs are measured and how to maximize your results. 

General Best Practices

  • Open and update every schedule daily - the oldest open task will always appear at the top of the screen, this includes web and iOS mobile app.

  • Mirror the start date and end date of a task with what actually happened.

  • Update your templates when you see error or mistake. Do not continue to deal with it on future houses.

  • Review the Dashboard daily (Overdue tasks, Work Orders, Issues)

  • Mobile apps give visibility on the go so use them. 


Start Package Checklist

The Start Package checklist and task should be completed PRIOR to the start of construction of the house.  The official Start Date is defined as the UCS Start Date. Completing this on or after this date is considered a fail. 

Calculation: Start Package task completion date is < UCS Start Date. 

Exemptions:

  • Any schedule that has been purged after the Start Date will be exempt from the calculation.

Keys to Success (PJM)

  • Don't wait until the last minute to do the checklist, if starts get pulled up be prepared for this.
    • Be sure to verify that you have all additional DUCs that are applicable based on the options in the lot and local standard DUC adding options. 
      • The QAI Verification option and Additional Labor and Material option should be on every lot - if missing either contact your PM immediately! 
  • You are allowed to have negative answers, be sure to answer the questions as a point in time checklist.
  • Completing the task is the measurement so completing the checklist but leaving the task open will still be a failure.

Keys to Success (PM/RPM)

  • Communicate start changes with PJMs
  • Encourage schedule readiness with teams 

Link to Start Package Checklist Example


Task Completion Delta

The amount of time between the End Date of a task and when it was completed. Expectation is that this number of days averages 1 or less over the course of the schedule.

  • This is not a KRA for PJMs but a list of best practices.

Calculation: Task start date + Duration = End Date, End Date - Completion Date.  

Exemptions:

  • If a PJM who is not assigned to the lot completes a task that is 15 business days old
  • Completion Date is < Task End Date
  • Task insert Date > Actual Date
  • Start Date, QAI, PSD, Settlement, Model Tasks, Pre-Start Office Tasks

Proper Task Update Rules

Vendor No Show

  • Create an issue (leave open until they show up or complete)
  • Update Start date of task to expected day

*Do not leave the task on the no show date thinking it shows when they were supposed to show up. The issue will capture that information.

Vendor Starts and takes longer than expected

  • Extend the duration of task

Vendor Has loose ends/punch-out (Withhold pay)

  • Extend duration until work is complete
  • Create Issue to manage items

Vendor has small items or punch-out (Release Payment)

  • Complete task
  • Create issue to manage items

    Full Flowchart for Documenting Schedule Delays Below



Example

  • Monday - Vendor does not show up. You create an issue and move the task till Tuesday per your conversation with the vendor.
  • Tuesday - Vendor shows up after lunch. You close the issue. You extend duration knowing vendor will not finish that day.
  • Wednesday - Vendor finishes towards end of day but you do not have the ability to inspect
  • Thursday - If you inspect the work on this day and complete the task your delta will be 1
  • Friday - If you inspect the work on this day and complete the task your delta will be 2 

*Deltas are measured in BUSINESS DAYS, weekends and NVR holidays are ignored. 

Keys to Success (PJM)

  • Check your schedule daily and make sure it is as accurate as possible.
  • Get coverage when you are off site for extended periods of time.
  • Understand how to update the tasks based on the situation.

Keys to Success (PM/RPM)

  • Monitor the Overdue Task Report
  • Communicate the reason why schedule accuracy is important
  • Provide help when action is needed, a chaotic schedule is a sign of a troubled site
  • Look at the big picture, days are an average over the entire schedule.  It is OK to have some high deltas.  


Pending Work Orders (WO)

The amount of time between the creation of a work order and action being taken.  Action will include Acceptance or Rejection. Metric is measured by Average # of business days.

Calculation: Work Order creation date rounded to the NEXT business day. Create Date - Action Date = # of Days

Exception: Work Orders created by NVR users will be ignored in average.


Keys to Success (PJM)

  • Monitor your WOs daily through the Dashboard (Pending)
  • Use the mobile app (filter by user or community)
  • Take action, if you are not supposed to get the WO reassign it or reject it. 
  • If you need to research a WO do the right thing and take the time. WO delta is averaged over the life of the schedule.
  • This is not a KRA for PJMs but a list of best practices.

Keys to Success (PM/RPM)

  • Monitor the WOs through the Dashboard
  • Correct vendor issues by educating them on the process
  • Do not "clear out" work orders to keep numbers low, follow the process as it was designed.
  • Look at the big picture, days are an average over every WO for a schedule.  It is OK to have some high deltas 


Not Ready (Q4)

The vendor has the ability to flag a task as not being ready.  They are required to upload a picture to show that it isn't ready. The expectation is that a high percentage of tasks do not have the not ready flag on their tasks.

This KRA is currently in development and will be rolled out during Q4 2019.


Material Management (7/15/19)

The amount of time between the delivery of plant packages and corresponding installation task.

  • (SFD) Delivery - Rough Lumber (RL) and Framing Task
  • (SFA) Delivery - Decking (DK) and Framing 
  • (ALL) Delivery - Inside Trim (IT) and Trim

Some communities might not apply. 

Keys to Success (PJM)

  • Place the framing task on the start of framing for SFA.  This means the framing of a TH building might not all start on the same day.
  • Packages not supported by Plant should still be adjust 
  • This is not a KRA for PJMs but a list of best practices.

Keys to Success (PM/RPM)

  • Utilize the Plants Flex Program
  • Look at the big picture, days are an average over every WO for a schedule.  It is OK to have some high deltas 


Pay Upon Completion (Q2)

The measurement from task completion date to PO/Invoice posted Date.  The goal is to limit the number of exceptions we pay prior to completion. 

PMs are expected to start having conversations with vendors on the timeliness of submitting invoices and POs.  Vendors should not be submitting PO/invoices until work is complete.


This KRA is no longer needed since the changes to UCS were made to prevent early payment. 


Please use this site as well as your management team to help maximize your KRA scores. 


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