Document control in construction management

Document control is part and parcel of the important area for construction personnel to look into. The important of this are to help every party involved in a particular construction work get the right information at the right time and it help protecting interest of every party.

Due to the heavy work load personnel tend to be distracted from performing a proper document control. For example, there is important documentation that already being distributed to respective personnel, however the sender had overlook on the acknowledge receipt of the document. Thus if there will be an issue arise mentioned that the document was not received or the sender have not do the submission yet, then the sender will having problem to proof that he actually had distribute that particular document.

Looking at the scenario above, this can indirectly affecting the smooth progress of the project. The document might be needed for the purposed of material approval, notice, application of extension of time or progress claim or design change. When this issue of document control become so critical it will start affecting the completion of the construction work. Some of the issue might have to be solved at arbitration level.

For the sake of a well manage construction works and meeting the goal of any construction project, document control should not be taken lightly. I have to be part of the construction procedure. Regardless how it supposed to be carried out, whether by incorporate any document control software or conventional method, Document Control Have To Be Executed in such a manner which will have a positive impact on the project or construction works.

Project Quality Plan (PQP)

Project Quality Plan is a quality control manual that describe how the quality control of the construction works is going to be executed. Since it is a manual that going to be a reference document all of the construction personnel especially the top management, the content of the manual shall be able to covered all aspect of the quality control task.

As written earlier in the article "Quality Control in Construction works" , the content shall consist of the followings but not limited to the list below.

Section A : General Information
A1. Project information
A2. Project brief,
A3. Project locality and site utilization plan,
A4. Work program
A5. Quality control Organisation Chart
A6. Job Description

Section B: Document Control
B1: Document control Procedure

Section C : Quality Control
C1. Inspection and test plan
C2. Procedure and method of Inspection and testing
C3. Quality assurance and quality control forms and records
C4. Construction work method statement


1. Project Information
Project information and project brief shall describe the general information of the project such as title of the project, total contract value, commencement date and completion date of the project, client name and contact information, consultants name and their contact information, contractor name and contact information, amount of Liquidated and ascertained damages, project duration and amount of minimum allowable progress claim at one time by contractor (if applicable).


2. Project Brief
Shall contain brief description of the project such as the scope of work, quantity of works, standard and requirement to be adhere to for by the project, start and completion date of the project.


3. Project Locality and Site utilization plan
In this section either some narrative work to be included such as description on how to reach the project site, distance from the nearest center of the town and etc. However Most of the Project Quality Plan will insert the Locality plan showing the location of the project site and the site utilization plan which shows the location of important structure for the construction purpose such as site office, site accommodation, working yard, Laboratory, Machinery yard, Storage area and any other structures that deem to be important in order to enable a smooth construction works to take place.


4. Work Program
It is a must in a compiled "Project Quality Plan" to be inserted with a Master Work Program. The purpose of the work program is to help contractor, client and client representative to monitor the progress of the project. Work program shall be established in such a way that it shows all related activities in correct sequence and dependency. It shall include also the Critical path of the project.

5. Project Organisation Chart
Project Organisation chart shall consist of all key personnel that involved in the project. It is always preferable to have an organisation chart base on the Hierarchy Technic.it shall include the post, the name and the contact number of each top key personnel. With the hierarchy technic, indirectly it show the line of communication.


6. Job Description
In Project Quality Plan, all Top Personnel post have to be clearly describe. This is to ensure that person/s who read the PQP Understand the authority of each top personnel engaged for the project. Among top post are Construction manager, Project Manager, Quality Assurance & Quality Control Manager, Engineers and ect.


7. Inspection and Test Plan
Usually being inserted in a tabulated format. Normally will contain the type of work, Type of test to be conducted, Frequency of test, Acceptance Criteria and related inspection and testing form to be use.

8. Procedure and testing method
The procedure shall describe when shall the request of inspection and testing shall be submitted and to whom it shall be address to.The procedure is either in flowchart format or in narrative format.


9.Quality Assurance & Quality control forms and records
All of related forms for the purposed of QAQC shall be included under this section. It's ranging from Site memo, Request for information, Request for inspection, Inspection Check list, Inspection Form, Non conformity Form, Approval Chit , Record of inspection form, Site instruction form and ect.


10. Construction work method statement
Any work method statement for the construction of any structure shall be inserted under this section.

Document control and Correspondance Document Register

Document register is an important log that will enable you to track & manage all of your document efficently. Below are sample of Correspondance register log.

Drawing or Document Register

Control of document or drawing is part and partial of the process to ensure a construction project can be delivered on time and meet the specification. It is an important area that all personnel involve need to practice. The proper record of document or drawing issue, will make it easier for all parties to track and dispute on the matter of drawing or document distribution can me minimised or prevented

RFI (Request for inspection) sample

REQUEST FOR INSPECTION
CONTRACT NO: PROJECT TITLE:
REFERENCE NO:			DATE:
TO:			ATTENTION:
ACKNOWLEDGE RECEIPT BY: DATE:
We hereby request for inspection on : For the following work:(Tick in the box below (√))
BUILDING WORK
Boundary setting out		Building setting out			Setting out ( specify):
earthwork		Foundation			Beam		Column
Staircase		Reinforcement			Formwork		Roof truss
Slab		Perimeter drain			Apron slab		Wall/partition
Roof covering		Door frame			Door leave		Window frame
Window leave		Rain water drain Pipe			Gutter		Plastering
Painting		Floor Screeding			Floor tile		Wall tile
Water Proofing		Septic tank			Other :
CIVIL WORK
Earthwork		Road subgrade			Road sub base		Road base
Sewage manhole		Waste water manhole			Drain Alignment		Road Alignment
Road side drain		Flexible Pavement			Fencing		culvert
Road kerb		Road Marking			Signages
Mechanical & Electrical works
Internal water pipe		External Water pipe			Water tank		switches
conduit		wiring			Power point		Lighting
Lightning arrester		MCB			DB		MSB
Cold water fitting & accessories					Electrical fitting & Accessories
Other:
Location:
SO/SOR/RE/COW The above work inspected on : Inspected by:			Witness By Contractor: Signature: Date:
Approved (      )                  Not Approved (      ) Remarks:

Related Topic:
RFI
Request For Information 2010
Request for information form 2012
Inspection form for reinforcement installation
Document control and Correspondance Document Register

Material approval log form

Buy your most needed form at Amazon. Click below and buy 

Guideline For Project Quality Plan

Project Quality plan is an essential document that any contractor or consultant must have. It is the life line of a project that will ensure the end product that is going to be delivered to client meet all the requirement and specifications. Some how, most of contractor does not have any idea on how to come out with this Project Quality Plan. Below is the the guideline on what shall be include in the Project Quality Plan. In other words, Project Quality Plan contents.

1. INTRODUCTION.

    1.1 Contract Particulars
    1.2 Project Description
    1.3 Site Plan
    1.4 Master Work Program

2.0 PROJECT MANAGEMENT ORGANIZATION
    2.1 Project Team
          2.1.1 Project Team Organization Chart
          2.1.2 Roles and Responsibilities
    2.2 Quality Assurance and Quality Control Team (QA/QC)
          2.2.1 QA/QC Team Organization Chart
          2.2.2 Roles and Responsibilities
    2.3 Manpower And Machineries on Site
          2.3.1 List of Manpower
          2.3.2 List of Machineries

3.0 DOCUMENT AND DATA CONTROL
      3.1 Project Files
      3.2 Incoming Project Files
      3.3 Outgoing Project Files
      3.4 Distribution / Control of Drawings

4.0 QA/QC ON CONSTRUCTION PROCEDURES
      4.1 Method Statement
      4.2 Laboratory Testing
      4.3 Submission and Approval of Materials
      4.4 Handling, Storage And Delivery
      4.5 Machinery And Equipment Controls
      4.6 Inspection And Test
      4.7 Non-Conforming Works And Actions To Be Taken

5.0 QA/QC IMPLEMENTATION PLAN
      5.1 Standard Forms and Checklist
      5.2 QA/QC Monthly Report
      5.3 Inspection And Test Plan
      5.4 QA/QC Records
      5.5 QA/QC Audits.

Delay and Extension of time Application in construction project

Extension of time (E.O.T) is one of the contract clause which is helpful to all contractor to prevent the Liquidated and ascertained damages (L & AD) being imposed to them due to delay. Not to say that with the Extension of Time, contractor do not incurred losses, but in actual fact it did minimised it. With the granted of Extension of time, Contractor still need to extend the work insurances and other overhead cost such as rental of site office,site support staff and ect. but it do stop the L & AD being imposed.

A Guide to the Project Management Body of Knowledge, Third Edition (PMBOK Guides)

Enterprise Contract Management: A Practical Guide to Successfully Implementing an ECM Solution

Practical Contract Management

Application of  Extension of time, base on the contract clauses is always base on what does it allow for. Some of the reason that allow are as follows;

1. Delay due to Superintending Officer instruction which was issued under certain clause in the contract

2. Exceptionally increment weather,

3. By force majeure

4. Delay in giving site possession to contractor,

5 Delay by other contractor engaged by employer in executing parts of the work which for part of the contract

6. by the contractor in ability for reason beyond his control and which he could not reasonably have foreseen at the date of closing of tender of his contract,

7. by reason of  any action due to civil disturbance

and any reason allow in the particular contract.

However to make an application,  normally, there are clauses in the contract that contractor need to satisfy or follow. For example, Delay due to Superintending Officer instruction (which was issued not due to contractor negligence), in which a stop work order was issued due to design change for certain works which affecting other works and will resulted in delay of the project completion. This reason, for sure it is not due to contractor negligence. As such contractor is entitle for extension of time and also possibly entitle to claim loss and expense ( if allow in the contract).

Also part and parcel of the application is the supporting document. As contractor, all the significant event shall be properly documented and recorded. For example, some of the following document might be necessary.

1. Master and detailed work program (A work program in which shows the sequence and logic of works) before the event.

2. Revised work program ( Work program which show when will the new expected completion date for the project after incorporated the event)

3. Official instruction from Superintending officer (letter)

4. Notice from contractor with regard to the event which mentioned that the event will caused delay.( if the instruction is going to be issued after or few days before the date of start work for the particular work as planned or schedule in original master work program or original detailed work program)

5. The event chronology

6. Photos (if any)

7. calculation on number of days that contractor entitled for.

8. Site diary 

9. minutes of meeting

10. contract clause which mentioned that contractor are entitle for the Extension of time.

However, contractor need to be aware on the other clauses in the contract in which contractor need to fulfilled. For example; notice to superintending officer shall be submitted with-in 7 days from the date of the event.

Not all contract having the same clauses or requirements, thus. contractor need to know what is allow in their contract. For instant, time frame to submit notice to superintending officer due to an event. Some contract might specified that the notice shall be submitted with in 14 days from the even occurred, some might be 30 days but other might be 7 days. Hence we need to be aware of those clauses.

A Guide to the Project Management Body of Knowledge, Third Edition (PMBOK Guides)

Enterprise Contract Management: A Practical Guide to Successfully Implementing an ECM Solution Practical Contract Management

Preliminaries work

Preliminaries work.
Preliminaries work is description that always being used in tender and contract documents. It consist of more than one work or things that is essential and without it the construction work will not be able to proceed. Below are list of preliminaries work normally being included in the tender and contract document.
1. CIDB Levy,
2. Insurances,
3. Performance Bond,
4. Site office for contractor,
5. Site office for Superintending officer and representative,
6. site clearing,
7. Mobilization and demobilization,
8. Temporary works,
10. Progress report, Quality assurance and Quality control report, Safety and health report.
11. Environment monitoring report.
12. Safety and health officer/supervisor,
13. Environmental consultant,
14.Safety and health protective equipment,
15.As-built drawings,
16.Statutory and regulatory requirement,
17.Transpotation services for S.O and S.O.R's
18.monthly Site meeting
19. Site clearing prior to completion.
20. others..

 
The item that is listed above is the normal preliminaries work in a tender or contract document.

Construction Cost Estimation.

Construction cost estimate is not only about cost of the construction materials, wages machineries, construction period and profit margin. There are some more factor that need to be consider and inserted. Some of the items which was spell out inside the preliminaries and generally of the bill of quantities in the tender document should not be taken lightly.

construction cost estimation software

Part of the item that was usually inserted in by quantity surveyor are, insurances, Government Levy, As-built drawings, quality assurance and quality control work. Very often that I came across tenderer that price those item that is not reasonable, especially as-built drawings and quality assurance and quality control works. It was price well below the the actual or market rate. Building As-built drawings for instant, very often that it being price at a range of  5,000-10,000 (currency). Just imagine, for a complete and functional building, there are five (5) major components to make it fully function. The five major components are Civil works, Structural works, Architectural works, electrical works and mechanical works. With these five major works, means contractor need to produce five different set of as-built drawings. How much will each of this As-Built drawing will cost contractor in order for them to produce sets of proper As-built drawings ????. With the pricing range from 5,000 to 10,000, is it possible???



That is only part of the construction cost estimate which need to be consider. How about the environment monitoring, charges by council or authority, occupation safety and health, third party liability and may more?
Hence construction cost estimate shall be priced accordingly to avoid any cash flow difficulties once your are awarded with a project.