Lecture 9

Lecture Information

• Presenter: Jawad Butt
• Credentials: M.Eng. Civil (UOT), PMP
• Contact: [email protected]

Site Superintendent Responsibilities

• Site administration is the responsibility of the Superintendent
• Duties include record-keeping

Job Site Documentation

• Change Order Log
• Field Authorization Log/Change Directive Log
• Supplemental Instructions
• Record/As-Built Drawings
• Minutes of Meetings
• Progress Status reports
• Timecards
• Job Logs
• Quality Control Reports
• Telephone Log
• Visitors Log
• Incident/Accident Reports
• Verbal Communications Records
• Written Communications Records
• Document Log (including Submittal Log)
• Project Closeout Documentation

Statute of Limitations

• Legally defined time frame for lawsuits in Ontario construction projects
• Typically begins when an issue or defect is discovered or should have been reasonably discovered
• Common claims: defects in design/workmanship, breach of contract, personal injury, negligence
• Basic Limitation Period: 2 years from the day the claim was discovered
• A claim is discovered when the person with the claim first knew:
  • The injury, loss or damage had occurred
  • The injury, loss or damage was caused by or contributed to an act or omission
  • That act or omission was of the person against whom the claim is made
  • That, in consideration of the nature of the injury, loss or damage, a proceeding was an appropriate means to remedy it
• Ultimate Limitation Period: 15 years from the day on which the act or omission on which the claim is based took place

Significance of Proper Job-Site Documentation

• Helps track project events, enabling a chronology, storage, retrieval, and transmittal of information; prevents loss
• Extremely helpful for disputes and legal proceedings
• Incomplete or erroneous records result from retroactively building documentation

Job Log

• Chronological record of significant events, tasks, and details
• Typical entries:
  • Date and Time: for accurate progress tracking
  • Daily Activities: specifying tasks, materials, equipment, and issues/challenges
  • Weather Conditions
  • Personnel (workers, contractors, visitors)
  • Deliveries and Inventory: for resource management
  • Inspections and Tests
  • Issues and Resolutions
  • Changes and Updates
• Job log serves as a crucial tool for construction project management

Communications Records

• Statistics show poor communication is a major cause of construction errors
• Important site communications should be in written as well as oral format to avoid misunderstandings
• Written documentation provides a permanent record
• Site superintendents should consider diverse cultural backgrounds
• Written communications with project stakeholders need storage for future reference

Minutes of Meeting

• The site superintendent must record minutes of every meeting (formal and informal)
• Minutes should describe: what happened, who said what, decisions made, action items, and responsibilities assigned
• A designated note taker should record the meeting during the meeting and once it's over, those minutes are documented, and circulated for approval
• Once all participants have reviewed, these minutes become an unchangeable record

General Structure of Meeting Minutes

• Heading: Title of the meeting
• Date and Time
• Location
• Attendees (list and roles)
• Distribution List (lists and attendees and those who can't make it)
• Approval of Previous Minutes
• Agenda Review (including changes, notes, or additions)
• Discussions on agenda points (summarize key points, questions raised, and expressed opinions)
• Decisions Made (state the decision clearly, reasoning behind the decision if necessary)
• Action Items (list specific tasks assigned to team members; clear, measurable, and assigned )
• Follow-up (any follow up topics, items or issues)
• Announcements
• Errors & Omissions date (reviewing the minutes after circulation, errors and omissions date)
• Next Meeting Date
• Attachments (handouts, presentations, additional docs)
• Signature & Date

Reports

• Progress Reports
• Quality Control Reports
• Record or As-Built Drawings

Progress Status Reports

• Monthly, with status updates for management that include:
  • Project status
  • Percentage completed
  • Schedule updates
  • Cost/budget updates
  • Milestones achieved
  • Photographs (progress and hidden work)

Quality Control (QC) Reports

• Comprehensive documents outlining procedures, assessments, and findings to ensure quality standards
• Inspection Details (initial/various stages/final/consultants, city inspectors, etc.)
• Defects and Non-conformities (defects/ deviations/ non-compliance issues)
• Corrective Actions Taken
• Testing and Results (different tests)
• Compliance with Specifications
• Photos and documentation
• Quality assurance measures (training, protocols, improvements)

Record or As-Built Drawings

• Accurate representation of final built condition of the construction project
• Updated during the process to reflect changes/modifications/variations from original plans; often need to show added items in red ink
• Trades can make minor on-site changes, but major changes need formal consultant approval and redesign.
• After completion, a final set of drawings with notes for items like pipes, mechanical, electrical and ventilation
• Valuable for facilities management, building owners, and maintenance
• Kept by the superintendent from day one; any differences from the design drawings are noted in red

Logs

• Document Log; includes drawings, plans, contracts/agreements (with contractors/suppliers/clients), permits, approvals and specifications; reports/correspondence
• Submittal Log: A record of all submittals
• Change Order Log: For tracking changes (trade reference, date, changes, initiator, cost changes, time changes, approval status, whether paid or not)

Field Authorization/Change Directive

• Used by the contract administrator to document an oral request for a change
• Issued on-site,
• Requiring immediate, on-the-spot completion without formal time and cost adjustments

Supplemental Instructions

• Issued by project consultants
• Used to clarify/update drawings and specs, answer contractor's questions and clarify site instructions
• Normally does not impact project cost and time
• Contractor can request a change order for cost/time changes due to instructions

Timecards

• Track employee/worker hours
• Crucial for payroll purposes, project costing, and regulatory compliance
• Employee information, date range, daily hours, total hours, and signatures

Project Closeout Documentation

• Final phase of a construction project; bringing all project aspects together to total completion
• Requires meticulous detail, thorough documentation, and effective communication among stakeholders
• Key components:
  • Final Inspections and Punch Lists (identifying remaining issues/tasks)
  • Total Completion of Work (ensuring all requirements/specifications are met)
  • Final Payments and Contracts Closure (resolving all financial matters)
  • Obtaining Occupancy Permits and Certifications (getting permits from appropriate authorities)
  • Compiling 'Hand Over' Documentation (collecting and providing all related documentation)
  • Warranties (letter of warranty)
  • Test and commissioning reports ( verifying the installed equipment/systems in a building)
  • Archiving of Records (storing all documents)
  • Lessons learned for future projects (evaluating project successes/challenges/areas for improvement; cost analysis, and profit/ loss)

Test your knowledge on the importance of proper documentation in construction projects. This quiz covers various aspects of job logs, meeting minutes, and the critical role documentation plays in ensuring project success. Dive in to understand how effective documentation can impact future projects and overall communication on-site.