Material planning
Three material dates your project team should keep separate
Use ordered, required-on-site, and expected-delivery dates to identify a delivery conflict and plan the right follow-up.
A material can be ordered and still need attention. The useful question is whether the expected arrival supports the work that depends on it. Keeping three different dates clear makes that conversation much easier.
1. Ordered: when the order was placed
Record the actual order date and keep the order confirmation with the material. This gives the team a reference for follow-up. It does not, by itself, tell you when the material will reach the site.
2. Required on site: when the project needs it
Set this date from the project's installation needs, allowing for the receiving, inspection, or preparation your team expects. Review it when the work plan changes. The required date describes the project's need, not a supplier commitment.
3. Expected delivery: the current arrival estimate
Use the latest supported estimate from the supplier or shipment information. Keep the source of the update with the record and follow up when the estimate changes. An expected date is a forecast until delivery is confirmed.
Review the gap before it becomes today's problem
For example, if a material is required October 15 and expected October 23, the forecast has an eight-day conflict. Before October 15, that is an upcoming delivery risk, not eight elapsed days of lateness. Ask the team to review the estimate, installation needs, and available next steps.
- Confirm the latest supplier information
- Check whether the required-on-site date is still current
- Identify the work affected by the gap
- Record the next action and responsible person
Put it to work
The order date explains what happened. The required date explains the need. The expected date tells you what to review next.
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