Non-Procore projects: safety plans, JHAs and toolbox talks from the documents you were sent

A non-Procore project is one you're asked to write a safety plan for before it's set up in Procore: a new award, or a bid. Open Non-Procore Projects in the menu (the Administrator, Safety and Project Administrators; Project Managers can start one too).

Started by a Project Manager

A Project Manager who receives the bid set and the emails can start the project: choose the instance, enter the details, upload the documents and choose Send to (Safety Officer), or leave it on Anyone in Safety. The agent identifies the documents and researches the state and local requirements; then the Safety Officer (or everyone in Safety) gets a Ready for Safety email from the LaunchPad Safety Agent and a notification on their phone. The first Safety Officer to confirm the scope takes it on, and the PM is told. Not taken after 24 hours: a reminder; after 48 hours: the Administrator is told. The PM sees the project, its documents and the state and local requirements, can add facts, hears when a plan is approved and when the Project Handoff Report is ready, and can send the Handoff Report to the project team. Confirming the scope, building and approving plans, JHAs and talks, and sending the safety documents stay with Safety.

1. The project and its documents

+ New project: first the Procore instance the project belongs to (in a consultant account: the client, then the client's instance if it has more than one). Its company manual, rules and logo are used for everything the agent builds, and Link to Procore opens on it. Then the project name, the client, the location and the permitting authority (the city, county or state office that permits and inspects the work; leave it blank if you don't know and the agent looks for it in the documents). Then add the documents: the bid set and drawings (up to 300 MB a file), the geotechnical report, the contract and subcontract, specifications, and the emails asking for the plan (.msg from Outlook, or .eml), with their attachments. A ZIP (a OneDrive download) is opened and every file in it read. The same file sent twice is read once.

2. The agent identifies each document

The agent reads every document and records, as part of the project's record, what each one is (contract, subcontract, drawings, geotechnical report, a request by email, the company's own safety manual...), who it is from or between, its date and what it says that matters. It also finds the parties, any request in the emails, and the scopes of work the documents describe.

3. State and local requirements

Agent: review the state and local jurisdictional requirements for this project. The agent searches official sources (state statutes and agencies, the county, the city's code, fire marshal and permits pages) and the documents themselves (a city note on the drawings is a requirement): trench safety, permits and inspections, licensing, fire code, right of way, 811, environmental. Each requirement shows its source, and whether the source states it or it is to be confirmed with the permitting authority. The plans include these requirements.

4. Who you represent and the scope

If the agent finds no contract or scope of work for your company in the documents, it asks who you are representing: the client, the contractor(s) in the documents, or your company (the default). In a consultant account the list has the companies you work for. Then: what specific scope of work would you like me to review on your behalf? The agent checks it against the documents. If they don't describe it, it says so and what they do describe; you can change the scope, or go ahead with a reason (kept on the record). Once the scope is settled, the agent reads the pages and looks at the drawing sheets for that scope (the whole sheet and each quarter zoomed in) and writes what it found: the request, the work in order with its hazards, the facts, what the contract, specifications and geotech require, conflicts and questions, each with its document and page. Answer the questions you can: your answers override the documents.

5. What to build

Tick the plans (excavation / trenching, lift, hot work, confined space), JHAs and toolbox talks the agent suggests, and Build. Each is drafted one at a time from the brief and your facts, within OSHA, the NFPA codes, the industry standards and your company's manual and rules (the stricter one wins); where a regulation or the city requires a registered professional engineer, a qualified or a competent person to design or decide something, the plan says so and leaves a [PLACEHOLDER] for it. Everything lands in the project's library as drafts.

6. Work each plan with the agent beside it

Open a plan: the agent is on the right. Ask it why ("Why do we need a PE for this pit?"), push back, tell it a fact, or have it change the plan ("Delete section 6", "Add the 811 ticket step"). It changes only the sections involved and says what it changed; it won't take the plan below a regulation, your manual or a requirement in the job documents, and tells you where that requirement comes from. Fill in the placeholders, Approve, then Email it to the GC (you approve the email; the PDF goes with it) or download it. Download all on the project gives every plan, JHA and talk as PDFs in one ZIP.

7. Link to Procore

When the project is set up in Procore, Link to Procore on the project and choose it: the plans, JHAs and talks move to that project. From there, Move to Library on any of them puts it in your main library.