Jul 6, 2023
Most teams think of claim management as something that begins after things go wrong — when deadlines slip or costs rise.
But at PMeyes, we see it differently:
Effective claim management starts the moment your project starts.
By establishing strong project control foundations from day one, you create the clarity and defensibility needed to manage every event, risk, and change that arises — before it escalates into a dispute.
Whether you’re a client or a contractor, PMeyes helps you build the systems and structure to stay in control throughout the project lifecycle — from claim management planning and analysis to negotiation and resolution.
The Reality: Claims Are Common — But Preventable
Every project aims to finish on time, within budget, and to the agreed quality.
Yet, experience shows that despite good intentions, many projects face deviations — often caused by:
Inaccurate early estimates
Scope changes or variations
Delayed deliverables
Misaligned commitments between parties
When these issues impact cost or schedule, claims for time extension or financial compensation become almost inevitable.
That’s when claim management moves from theory to necessity — and when the role of project planners becomes critical.
The Six Stages of an Effective Claim Process
Scholars and practitioners commonly model the claim process in six key stages.
Understanding each stage helps you manage claims proactively, not defensively.
1️⃣ Claim Identification
Early and accurate detection of claim events — schedule deviations, scope changes, or unforeseen circumstances — is crucial.
Planners with detailed progress data are best positioned to spot these triggers before they grow.
2️⃣ Claim Notification
Once a potential claim is identified, timely and clear communication with the other party is essential.
Notifications should explain the cause, effect, and potential time or cost implications — supported by documented evidence.
3️⃣ Claim Examination
This stage involves analyzing both the factual and contractual basis of the claim.
It’s where planning data, logic ties, and performance reports come together to demonstrate cause-and-effect relationships and to develop realistic recovery plans.
4️⃣ Claim Documentation
Good claim management relies on strong records.
This means maintaining a structured archive of schedules, correspondence, progress reports, and evidence that collectively form the history of the project.
5️⃣ Claim Presentation
At this stage, the claim is logically and convincingly demonstrated — combining facts, analysis, and narrative to make the case transparent and credible.
6️⃣ Claim Negotiation
Finally, both parties engage in negotiation.
Success here depends on entering discussions with complete, factual information, a clear understanding of contractual rights, and predefined boundaries based on scenario analysis.
Why Planners Are Natural Claim Managers
When we review these six stages, one conclusion becomes clear:
No one is better equipped to manage claims than the project planner.
Here’s why:
Visibility: Planners monitor progress continuously, capturing every deviation in real time.
Documentation: Schedules and progress reports are often recognized as contractual records, forming the most reliable evidence of what truly happened.
Analysis: Using integrated schedules, planners can identify cause-and-effect relationships between delays, resources, and external events.
Scenario Modeling: Through “what-if” simulations, planners can evaluate recovery options and forecast negotiation outcomes.
In short, planners don’t just report variances — they provide the factual backbone for every claim position, supporting the project’s contractual integrity.
PMeyes Approach: From Prevention to Resolution
At PMeyes, we believe claim management isn’t about confrontation — it’s about clarity and control.
Our role is to help clients and contractors build claim-ready projects that minimize exposure and maximize fairness.
We provide end-to-end support, including:
Claim Management Planning — embedding claim awareness into your project controls from the start.
Claim Identification & Analysis — detecting, quantifying, and validating potential claims with solid evidence.
Claim Documentation & Presentation — preparing clear, defensible narratives and delay analyses.
Negotiation & Dispute Resolution Support — equipping your team with structured data, strategy, and confidence.
We also collaborate with leading project business management and legal experts to ensure technical accuracy aligns with contractual strength — helping you protect your interests while maintaining constructive relationships with stakeholders.
The Planner’s Advantage: Control Through Knowledge
Regardless of which side you represent — client or contractor — one truth remains constant:
Planners who integrate claim awareness into their schedules from the very beginning are better equipped to deliver predictability, transparency, and control.
At PMeyes, we empower your planners and project teams to take this proactive stance — embedding claim readiness into everyday project management practices.
Ready to Strengthen Your Claim Management Capability?
Whether you’re preparing for a complex EPC project or managing an ongoing contract, PMeyes can help you establish a defensible, data-driven claim management framework that safeguards both performance and relationships.
Contact PMeyes today to learn how we can help you turn your project controls into your strongest claim management tool.