Project Knowledge Risk Review

# Project Knowledge Risk Review

A project can appear well documented while its most important facts remain scattered, unverified or controlled by different parties. This rapid review helps an owner identify where decision-making depends on incomplete information.

Rate each area using the following scale:

• Green — Controlled: Current, verified, accessible and owner-governed
• Yellow — Exposed: Partially complete, manually assembled or dependent on follow-up
• Red — Critical: Missing, conflicting, inaccessible or controlled only by an interested party

Risk area	Green / Yellow / Red	Evidence or action needed
Contract requirements and deliverables are mapped to responsible parties.
Current drawings and specifications are clearly identified.
RFIs are connected to responses, affected documents and downstream actions.
Submittal status and approval history can be verified.
Meeting commitments have owners, due dates and closure evidence.
Potential changes are captured before cost and schedule impacts compound.
Change requests include complete supporting records and decision history.
Schedule revisions can be compared with underlying project events.
Payment applications are supported by the required documentation.
Daily reports and photos are complete, attributable and retrievable.
Commissioning issues are connected to tests, corrections and acceptance.
Turnover requirements are being collected throughout construction.
Owner access does not depend on a contractor’s subscription or cooperation.
Permissions protect sensitive records while preserving accountability.
The final record will remain usable by facilities teams after personnel change.

Interpret the review

Mostly green: Validate a representative sample and maintain exception reporting.

Three or more yellow areas: The project has preventable knowledge friction. Assign corrective actions before the next major milestone.

Any red area: Leadership should identify the affected decision, contract requirement and owner exposure. Establish a recovery plan with an accountable owner and deadline.

Questions for the review meeting

• Can the owner retrieve the evidence without asking the party whose work is being evaluated?
• Does the record show what happened, when it happened and who was responsible?
• Is the information current enough to support a decision today?
• Can a new team member understand the history without relying on institutional memory?
• Will the same record serve operations after turnover?

Bring one live project question to a focused knowledge-risk review. Talk to Shelley.