CHP 5 Documentation and record keeping at the jobsite

Why is it necessary to report labor hours to the accounting system?

Because the information needs to be specific for payroll to establish payment periods.

What are some items of information that should be recorded concerning job site photographs?

Date and time. Location. Subject matter.

What are some important items of information that need to be recorded in the daily report?

Date, Project name and number, Individual making the report, Weather info, Subcontractors on the jobsite, Equipment at the job site, Visitors to the jobsite, Occurrences, signatures and dates

What are some instances where the use of video recordings is useful?

Discovering an unknown condition.Showing a process. Recording existing condtions. Video taping installation techniques, special installation, or operating and maintence instructions.

What types of activities in the construction project need to be documented?

Events, Conversations, Costs, Correspondence, Contractual requirements, Meeting minutes.

What is included in the weekly or monthly report?

Identification of the project. Summary of activities. Schedule analysis. Cost analysis. Subcontract and purchase order management. Change orders. Summary. Signature of preparer.

What are purchase orders?

Purchase orders are generated from bill of materials. It is an order to purchase items from a vendor and may include several different materials, activity codes, and delivery dates. It is also used for accounting purposes.

In terms of construction correspondence what is reference?

Reference the project name and number. Further reference may be added to other corresspondence.

What are five basic elements of any correspondence?

Reference. Description. Objective of correspondence. summary. signature

What are advantages and disadvantages of e-mail?

The advantage of email is that it is convenient. The disadvantage is that it is an electornic correspondent and is subjected to the fragile nature of computer hardware.

What is an RFI?

a request for information.

Why are change orders such a major issus for the contractor and subcontractors?

because of the progress of authorization of the change order, so that work can proceed, and in the final approval of the change order work can be billed on the monthly progress payment request.

Meeting minutes

becuase important discussion occurs in meetings, careful minutes should be taken to reflect the conversation and any resolution of issues. Provides an accuate summary of major points and who made them. To avoid redundant discussion.

What is the purpose of maintaining daily reports?

consecutive record of events on the job site. Provides snapshots of daily activities and conditions. It is a job site report completed by superintendent or field manager.

What are some rates associated with equipment?

cost of investment, fuel, repair costs, and othe costs.

What is a Letter of transmittal?

dated record of when a particular document was sent to another party. Proof that a peice of information was sent from one party to another. To ensure reciept the contractor should request that the document be sent certified mail.

How are meetings documented?

documented by meeting minutes

Progress payment requests

formatted documents the contractor uses to show the amount earned during the construction period. Provide record of the contractosr's progress.

What is a bill of materials?

lists types of material, the amount, the vendor, and the cost and be relatable to the specific construction project.

What is new business?

new topics and issues

What are six keys to effective job site documentation and communication?

objectivity and truthfulness. Timeliness. Retrievability. Appropriate distribution. Standard, uniform information. Completeness and comprehensiveness.

What is the purpose of a job site diary?

personal records of conversations and occurrences that are kept by each management individual on the job site.

What are some logs that could be kept on the job site?

telephone log, visitors log, subcontractor log, document control log, accident reports, progress photographs

What are construction coresspondence?

they are major forms of documentation of the construction project and should be well crafted by the author.

time-lapse photography

this process provides an accelrated view of the construction process compared to real-time video recordings. Used for information in disputes and to show of the construction of the building.

What are some item that would be included in project meeting minutes?

title, project designation, parties in attendance, Minutes from the previous meeting, Project progress, and Submittals.

What are the purposes of weekly and monthly reports?

to inform upper management of the project's progress.

Wha are letters used for in construction?

to provide and obtain information, request action, reply to a request for action, or present an explanation.

What are two primary purposes of job site cost documentation?

to transmit information to the companies accounting system for disbursment funds and to accumulate information to control the projects costs for present and furture projects.

What is Old Business?

unresolved discussions from a previous meeting

Progress schedule and schedule updates

used as a record of progress and sequence as well as a plan for the project