# LFCS Universal Project Folder Structure

**Source:** LFCS-Universal-Project-Folder-Structure (1).docx — v1.0, April 2026
**Status:** Canonical. Every project must follow this structure.

This is the LFCS standard for filing every project document. OpsMan must use this to decide where any incoming document goes.

## Top-level layout

```
Jobs/
├── Upcoming/                          (awarded or tendering, no site work yet)
├── Ongoing Jobs/                      (in construction or open obligations)
└── Completed Jobs/                    (PC + final invoice + DLP elapsed)
```

## Project naming convention

```
[JOB NUMBER] - [Client Name] - [Project/Site Name]
```

- 4-digit job number, year-prefixed, sequential (e.g. `2501` = first job of 2025, `2601` = first job of 2026)
- Examples: `2501 - FKR - Bourke Street`, `2502 - Solutions Plus - Jubilee Oval Upgrade`

## Per-project folder structure (11 sections)

| # | Folder | Purpose |
|---|---|---|
| 01 | **Contracts & POs** | Head contracts, POs, LOIs |
| 01a | ↳ Head Contract | Executed contracts, schedules, scope of works |
| 01b | ↳ Purchase Orders | Client POs, amendments, acknowledgements |
| 01c | ↳ Subcontract Agreements | Signed subcontract deeds, schedules, annexures |
| 02 | **Scope & Pricing** | Quoting, estimating, BoQs |
| 02a | ↳ Quotes & Estimates | All versions of quotes sent to client (keep history) |
| 02b | ↳ BOQ / Rate Schedules | Bills of quantities, rate cards, labour schedules |
| 03 | **Plans & Specifications** | All drawings + specs, by revision |
| 03a | ↳ Issued for Construction | Current approved drawings (work from these only) |
| 03b | ↳ Shop Drawings | Formwork/steel/other shop dwgs |
| 03c | ↳ As-Built Drawings | Final as-builts for handover |
| 04 | **Programme & Scheduling** | Programmes, Gantt, look-aheads |
| 05 | **Safety & Compliance** | Audit-subject; maintain throughout job |
| 05a | ↳ SWMS | One per high-risk activity |
| 05b | ↳ JSAs | Day-to-day task safety analyses |
| 05c | ↳ Inductions & Tickets | Site inductions, white cards, licences |
| 05d | ↳ Incident Reports | Near-miss / injury / incident forms |
| 06 | **Correspondence** | All written project comms |
| 06a | ↳ Emails | Key emails (scope, instructions, decisions) — exported as PDF |
| 06b | ↳ RFIs | RFIs in/out + responses |
| 06c | ↳ Meeting Minutes | Site meetings, PCG, client meetings |
| 07 | **Site Documents** | Daily site records |
| 07a | ↳ Dockets | Signed delivery / plant / labour dockets |
| 07b | ↳ Site Photos | Progress photos: `YYYY-MM-DD_Description.jpg` |
| 07c | ↳ Inspection Records | ITPs, hold points, sign-offs |
| 08 | **Variations** | All VO claims + backup. Sequential: VO-001, VO-002… |
| 09 | **Invoicing & Payment Claims** | All invoicing |
| 09a | ↳ Payment Claims | Progress claims / tax invoices issued (PC-01, PC-02…) |
| 09b | ↳ Supplier Invoices & Receipts | Invoices received from suppliers/subbies |
| 10 | **Subcontractors** | Subbie management |
| 10a | ↳ Contracts | Issued subcontract agreements |
| 10b | ↳ Invoices & Dockets | Subbie invoices + delivery dockets |
| 11 | **Handover & Closeout** | PC + post-construction obligations |
| 11a | ↳ Defects Register | Defects at PC + status tracking |
| 11b | ↳ Warranties & Manuals | Product warranties, op manuals |
| 11c | ↳ O&M Manuals | Operation & maintenance docs |

**Plus at the project root:**
- `Job Tracker - [Project Name].xlsx` — man hours, costs, progress tracking *(prime candidate for Google Sheets via gws)*
- `Man Hours spreadsheet` (if tracked separately)

## File naming rules

| Rule | Example |
|---|---|
| Hyphens between words, never spaces or underscores | `Variation-VO-001-Approval.pdf` |
| Start with date when date is significant | `2025-03-14-Site-Photo-North-Face.jpg` |
| Version suffix when multiple revisions | `Quote-Rev3.pdf` |
| Variations | `VO-001`, `VO-002`, `VO-003` |
| Payment Claims | `PC-01`, `PC-02`, `PC-03` |
| SWMS | `SWMS-[Activity]-[Rev].pdf` |
| Site photos | `YYYY-MM-DD_[Description].jpg` |
| Forbidden chars | `/ \ : * ? " < > \|` and ALL CAPS |

## "Where does it go?" cheat-sheet

| Document type | Destination |
|---|---|
| Signed contract from client | `01 / 01a Head Contract` |
| Client purchase order | `01 / 01b Purchase Orders` |
| Quote / estimate sent to client | `02 / 02a Quotes & Estimates` |
| Drawings received from client | `03 / 03a Issued for Construction` |
| Site programme / Gantt chart | `04 Programme & Scheduling` |
| SWMS document | `05 / 05a SWMS` |
| Worker white card / induction | `05 / 05c Inductions & Tickets` |
| Email re: scope change | `06 / 06a Emails` (export PDF) |
| RFI | `06 / 06b RFIs` |
| Signed delivery docket | `07 / 07a Dockets` |
| Site progress photo | `07 / 07b Site Photos` |
| Variation claim + backup | `08 Variations` |
| Progress claim / tax invoice to client | `09 / 09a Payment Claims` |
| Supplier invoice received | `09 / 09b Supplier Invoices & Receipts` |
| Subcontractor agreement | `10 / 10a Contracts` |
| Defects list at PC | `11 / 11a Defects Register` |
| Product warranty | `11 / 11b Warranties & Manuals` |

## OpsMan operating rules (this spec → OpsMan behaviour)

1. **OpsMan files at the moment of receipt** — no inbox, no Downloads. Hits OpsMan via Telegram → straight to the right folder per the cheat-sheet above.
2. **OpsMan refuses ambiguous filing** — if a document doesn't fit a folder cleanly, OpsMan asks Rocky 1 question: *"This looks like an RFI but is it for the head contract or a subbie? Filing under 06b or 10b?"*
3. **OpsMan applies the naming rules** — when saving, normalises filenames to the spec (hyphens, dates, versions). Rocky never has to think about it.
4. **OpsMan maintains the Job Tracker** — the per-project xlsx (or Google Sheets, once gws is wired) is the source of truth for hours/costs. OpsMan writes to it as work happens.
5. **Move triggers** — OpsMan flags when a job should move `Upcoming → Ongoing` (first SWMS issued or first day on site) or `Ongoing → Completed` (PC reached + final invoice paid + DLP elapsed).