Progress certificates

A progress certificate identifies work presented for review under one work package and organization. It can carry a certificate number, site, certified value in US dollars, certification date and decision date. Its revision and status identify the version being considered and whether it is draft, submitted, approved, rejected or completed. The Project Coordinator prepares the certificate; the Project Reviewer examines the related work package and evidence before the Project Coordinator updates the certificate outcome.

The certificate value is a certified work amount. It is not a payment record. Keep the certificate linked to the package that explains the scope, project and task progress. A reviewer can then see why a particular value was submitted and which package revision supports the decision.

• Submission. Project Coordinator records the certificate’s package, organization, revision and value before submitting it.
• Review. Project Reviewer examines the submitted version alongside attachments and the package’s task history.
• Outcome. The Project Coordinator updates certificate status after the Project Reviewer’s decision. Any existing decision record adds revision detail to that result.

Set a numbering convention for certificates and confirm who may submit them. The organization on the certificate should agree with the organization on its parent package. Decide which attachments the reviewer expects for each kind of work and how the team will handle a returned or rejected submission. Agree whether a certified value should be recorded before or after a site inspection, and make the date mean the same thing across projects.

A certificate may be revised before the reviewer acts. The reviewer should confirm that the certificate revision under consideration is the one the team uses for the decision. If the amount or scope changes after submission, the team should recheck it against the package rather than relying on a prior decision. The submitted certificate queue is the operational starting point for that handoff.

A coordinator prepares a progress certificate for a work package covering a completed section of roofing. The package names the project and owner, and the task lines show planned and actual hours. The coordinator enters the certificate value, site and revision, then submits it. The Project Reviewer reads the relevant attachments and compares the submitted version with the package. The reviewer gives a reasoned decision on the package revision. The coordinator then records the certificate outcome. If a decision record exists, the team can read it alongside the certificate.

If the reviewer returns the work for more evidence, the team can identify the affected package and revision before another submission. If a certificate is approved, the approved certificate view helps the team see its value and certification date. The record remains a certification trail for delivery work; any actual contractor payment belongs in a separately connected finance process.

• Submitted Certificates — Certificates waiting for a named reviewer to examine the package and value.
• Approved Certificates — Approved certificate values and certification dates.
• Certificate Board — The current certificate states across active review work.

Use certificate review and evidence reconciliation.