Material Tracker

Material Tracker Skill

Overview

The material-tracker skill provides full lifecycle material management for construction projects — from identifying what needs to be ordered, through PO tracking, delivery logging, spec verification, and certification tracking. It also maintains a vendor database for sourcing decisions.

Key capabilities:

• Identify long-lead items from project schedule and specification requirements
• Track purchase orders from creation through delivery
• Log incoming deliveries with date, quantity, and condition data
• Verify delivered materials against specification requirements
• Track material certifications and test reports
• Source vendors and suppliers for any required material
• Alert on critical timeline risks (materials needed within 14 days but not yet ordered)
• Cross-reference submittals for approval status before material acceptance

Five Core Actions

A) Add — Add New Procurement Item

What it does: Creates a new tracking record for a material that needs to be procured. Automatically populates details from schedule long-lead items and spec sections when matches exist.

Workflow:

1. Trigger: User identifies a material to procure, or system detects from schedule
2. Input required:
   • Material name/description
   • Quantity and units
   • Target delivery date (or search window)
   • Responsible party (contractor, subcontractor, owner-supplied)
3. System auto-populates:
   • Spec section reference (from spec_sections matching material type)
   • Key material requirements (from key_materials database)
   • Expected delivery window (from schedule.long_lead_items if applicable)
   • Linked submittal (if one exists for this material)
   • Vendor suggestions (from vendor_database recent suppliers)
4. Manual entry for:
   • Specific requirements/options
   • Budget/cost estimate
   • PO number (once issued)
5. Saves to procurement_log with status = "identified"

Auto-population rules:

• If material name matches key_materials entry, populate: spec requirements, expected lead time, typical vendors
• If material is in schedule.long_lead_items, populate: scheduled delivery date, related task
• If material has associated submittal, link submittal_log entry and show approval status
• Cross-reference with subcontractors list to identify who furnishes each material

B) Status — Show Procurement Dashboard

What it does: Displays current status of all procurement items with filtering, color-coding, and alerts.

Workflow:

1. Query procurement_log with current dates and statuses
2. Display options:
   • All items — Full procurement list with columns: material, spec section, PO status, expected delivery, actual delivery, cert status
   • Long-lead filter — Only items from schedule.long_lead_items
   • Delayed items — Where actual_delivery > expected_delivery OR delivery_status still "ordered"
   • Upcoming deliveries — Items due within 14 days
   • Missing certs — Items where cert_status ≠ "verified"
3. Color coding:
   • Green: Item ordered, on schedule, certs received
   • Yellow: Item ordered but near due date, or certs pending review
   • Red: Item not ordered but due soon, delayed delivery, missing required certs
   • Gray: Not yet ordered, future item
4. Alert highlights:
   • Critical: Items where delivery_expected < today + 14 days AND (status = "not_ordered" OR status = "ordered")
   • Warning: Items where delivery_expected < today + 30 days AND delivery_status = "not_ordered"
   • Overdue: delivery_actual < delivery_expected
5. Summary metrics: # ordered, # delivered, # with complete certs, # at risk

C) Delivery — Log Incoming Material Delivery

What it does: Records the arrival of materials, capturing date, quantity received, condition, and cross-checking against PO.

Workflow:

1. Trigger: Material arrives on site
2. Input collected:
   • Procurement item (lookup from log)
   • Actual delivery date
   • Quantity received (compare against PO qty)
   • Condition assessment: intact/undamaged, minor damage, major damage
   • Packing slip/bill of lading #
   • Receiving notes (any discrepancies)
3. System validation:
   • Does received quantity match PO quantity?
   • Does packing slip item description match PO?
   • Is material needed for upcoming work?
4. Cross-check against spec:
   • Confirm this material matches the spec section requirement
   • Note if product model/version differs from submittal
5. Update procurement_log:
   • Set delivery_status = "delivered"
   • Record delivery_date, delivery_quantity, delivery_condition
   • Link to packing slip documentation
6. Generate receiving report for daily log integration
7. Trigger next action: Verify (if certs required and received) or hold for verification

D) Verify — Run Spec Verification on Delivered Material

What it does: Compares delivered material properties, documentation, and certifications against specification requirements. Uses submittal-intelligence compliance checking methodology.

Workflow:

1. Trigger: Material received and ready for inspection
2. Gather verification data:
   • Material documentation (certs, test reports, product data sheets)
   • Specification section requirements for this material type
   • Approved submittal (if exists) from submittal_log
3. Run compliance checks (per submittal-intelligence):
   • Product model matches submittal and spec
   • Material properties meet spec minimums (strength, durability, etc.)
   • Certifications present and valid (mill certs, test reports, UL listing, etc.)
   • Installation/handling instructions reviewed
4. Document findings:
   • Conforming: Material meets all requirements → Mark cert_status = "verified"
   • Non-conforming: Document deficiency with photo, reference spec requirement
   • Conditional approval: Material acceptable with conditions (e.g., different color lot, different option)
5. Update procurement_log:
   • Set verification_status
   • Record verification_date and inspector
   • Attach compliance report
   • Note any exceptions or deviations
6. Alert actions:
   • If non-conforming: Notify supplier, document decision (accept/reject/return)
   • If verified: Clear for installation/use
   • If incomplete certs: Escalate and hold material

E) Source / Find Vendor — Search for Suppliers

What it does: Identifies vendors and suppliers for materials. Checks internal vendor database first, then offers web search. Saves results for future reference.

Workflow:

1. Trigger: User needs to source a material or establish where to buy
2. Input: Material name/specification
3. Search vendor_database:
   • Look up by material type
   • Show recent suppliers (with past performance notes)
   • Filter by: location, specialty, certified capability
4. If no suitable match in database:
   • Offer structured web search suggestions
   • Typical search terms: material type + local area + supplier category
5. Capture results:
   • Company name, contact (phone/email), location
   • Specialty/products offered
   • Lead time estimate
   • Cost range (if quoted)
   • Performance notes: reliability, quality, responsiveness
6. Save to vendor_database:
   • Auto-tag with material type
   • Link to project if sourced for specific item
   • User can rate/comment for future projects
7. Recommend best match based on:
   • Lead time fit with schedule
   • Availability of spec version
   • Geographic proximity (delivery cost)
   • Past performance history

Data Sources

The material-tracker skill integrates with:

• procurement_log — Core record of all materials being tracked, with status, dates, quantities, costs
• spec_sections — Specification requirements for each material type (cross-reference for verification)
• key_materials — Project's critical materials list (auto-population source)
• schedule.long_lead_items — Long-lead materials from project schedule
• submittal_log — Submittal approval status (track approvals before material use)
• vendor_database — Historical and recommended suppliers by material type
• subcontractors — List of responsible parties for furnishing materials
• daily reports — Receiving and delivery logs for integration

Auto-Population Rules

When Add action creates a new procurement item:

1. Match to key_materials: If material name matches entry in key_materials, auto-fill:

   • Spec section reference
   • Typical lead time
   • Spec requirements summary
   • Last vendor used (from procurement_log history)

2. Match to schedule.long_lead_items: If material is in schedule long-lead list, auto-fill:

   • Scheduled delivery date
   • Related schedule activity
   • Dependencies/critical path impact

3. Match to submittal: If material has associated submittal in submittal_log, auto-fill:

   • Link submittal record
   • Show submittal approval status
   • Reference approved model/options

4. Vendor assignment: Assign responsible party from subcontractors list:

   • Some items are owner-supplied
   • Some are general contractor furnished
   • Some are subcontractor furnished

Alert Rules

The system flags items for superintendent attention:

Critical (red):

• Expected delivery date is within 14 days AND delivery_status = "not_ordered" or "ordered"
• Delivery is overdue (delivery_actual_date > expected_delivery_date)
• Required certification is missing and hold period expired

Warning (yellow):

• Expected delivery within 30 days AND status = "not_ordered"
• Certification received but not yet verified (cert_status = "requested")
• Non-conformance pending disposition decision

Information (blue):

• Upcoming delivery (within 60 days) to plan receiving
• New vendor used for first time (cross-reference on performance)

Cross-References

• project-data skill — For schedule, spec sections, project site info, subcontractor list
• submittal-intelligence skill — For compliance checking methodology when verifying delivered materials against specs; for tracking submittal approvals that gate material use

Workflow Integration

Typical material procurement workflow:

1. Identify (project-data) — Review schedule long-lead items and spec sections
2. Add (this skill) — Create procurement tracking record, auto-populate from schedule/spec
3. Source (this skill) — Find vendor, get quote, recommend supplier
4. Order — Issue PO (external system, record PO# in material-tracker)
5. Track (this skill) → Status — Monitor delivery timeline
6. Receive (this skill) → Delivery — Log arrival, inspect condition
7. Verify (this skill) → Verify — Check against spec, collect certifications
8. Approve — Clear for use or escalate non-conformance
9. Closeout — Verify all certs filed, update daily reports

SC/PO Log Spreadsheet Sync

Many GCs maintain an Excel-based SC/PO log for subcontract and purchase order tracking. The material-tracker can read from this spreadsheet to auto-populate procurement data.

How it works:

1. During /set-project (Step 1C), the plugin scans folder_mapping.spreadsheets for files matching *SC*PO*Log*.xlsx or *SC-PO*.xlsx
2. If found, the file path is stored in folder_mapping.sc_po_log
3. When /material-tracker status is run and sc_po_log is set, the skill reads the spreadsheet to sync data

Spreadsheet reading workflow:

1. Open the SC/PO Log spreadsheet using the xlsx skill
2. Identify the header row and map columns to procurement_log fields:
   • Look for columns like: "SC/PO #", "Vendor/Sub", "Description", "Amount", "Status", "Delivery Date", "Notes"
   • Common column names vary — use fuzzy matching (e.g., "PO Number" = "SC/PO #", "Supplier" = "Vendor/Sub")
3. For each row with data:
   • Check if a matching procurement_log entry already exists (match on PO number or description)
   • If new: create a PROC-XXX entry and populate from spreadsheet data
   • If existing: update delivery status, dates, and amounts if the spreadsheet has newer data
4. After sync, present a summary: "Synced X items from SC/PO Log. Y new items added, Z items updated."
5. Store last_sync_date in config so the user knows when data was last refreshed

Important rules:

• The spreadsheet is the source of truth for PO numbers, contract values, and vendor assignments
• The plugin is the source of truth for delivery verification, spec compliance, and certification tracking
• Never write back to the spreadsheet — only read from it
• Flag discrepancies between spreadsheet data and plugin data for the user to resolve

Daily Report Integration

Procurement data feeds into daily reports:

• Receiving log — Materials delivered today (from Delivery logs)
• Material status dashboard — At-risk items flagged by Status action
• Certification tracker — Certs due/received, missing items
• Vendor performance — On-time delivery, quality, responsiveness notes

File Structure

material-tracker/
├── SKILL.md (this file)
└── references/
    ├── delivery-verification.md
    └── cert-tracking.md