Documentation: Records and Reports 59
the action taken. List any other problems or abnormal of each project can be summarized in a single project report
occurrences that arose during each day, including nota-
tions of any particular lack of activity on the part of the
contractor. Note corrective actions taken.
3. Record time and the name of the contractors represen-
tative to whom field orders are delivered and the nature
of the contents of the field order.
4. Note unforeseen conditions observed by the inspector
that may cause a slowdown by the contractor.
5. Where a contractor is performing extra work because of
an unforeseen underground obstruction, make a careful
field count of all personnel and equipment at the site
and how they are occupied. Log the number and craft of
each person idled by such work, as well as any idle
equipment that would otherwise be capable of working.
6. Record the content of all substantive conversations held
with the contractor at the site, as well as any trade-offs,
deals, or commitments made by either party.
7. Record all field errors made by any party at the site.
Identify in detail and indicate probable effect.
8. Show name of the job at the head of every page.
9. Sign every diary entry and indicate your job title imme-
diately under the last line of entry on each days report.
This will preclude claims that additional wording was
added later.
WHO SHOULD MAINTAIN
DIARIES AND DAILY
REPORTS?
A construction diary should be kept by every individual
involved in the project. The Daily Construction Report, by
comparison, is prepared and submitted only by the Resident
Project Representative, utilizing the Inspectors Daily Record of
Work Progress reports submitted by each of the inspectors as
an information source. These interim inspectors reports serve
also as a check of contractor work progress when it becomes
necessary to review the contractors partial pay request.
DOCUMENTATION OF
INTERMIT TENT INSPECTION
Sometimes a project representative is responsible for moni-
toring the construction of several smaller projects instead of
serving as a Resident Project Representative on a single, large
project. In such cases, the project representative usually
makes intermittent field visits to each project site, as needed,
to meet the individual project requirements.
The documentation requirements for construction
progress reporting of multiple projects by the same project
representative calls for an approach different from the tradi-
tional daily report. A more practical approach under the cir-
cumstances is to prepare a weekly project report for each
project for which the project representative is responsible
(Figure 4.8). In this manner, the activities of the entire week
for each project being monitored.
SPECIAL FEEDBACK
REPORTS
Although not generally a contract requirement or even a
common practice among most architect/engineer offices, a
highly desirable practice would be the establishment of com-
munications feedback systems between the various field
forces and between the field and office. Such communica-
tions can minimize the number of repeated errors or field
problems that often occur as a result of the traditional failure
of communication between the construction forces and the
designers of a project.
Report of Field Correction
Whenever the need for any corrective change is recognized in
the field that would require a departure from the plans and
specifications as originally issued, a complete detailed report
should be prepared by the Resident Project Representative and
submitted to the project manager for evaluation by the design
and specifications departments to see if the problem can be
prevented in the future by design or specifications changes.
A convenient document for this purpose is illustrated in
Figure 4.9. It provides for the necessary information needed
by the office forces in their evaluations and possible correc-
tions, if merited. The report should be in sufficient detail to
allow the engineer or architect to understand the problem,
make a determination, and issue instructions to the field
personnel. This document is intended as a source of infor-
mation only and must not be used as an authorization to
perform work nor as a change order. Wherever changes are
required, the normal procedures for accomplishing such
changes within the terms of the contract must be observed.
The document should do the following:
1. Identify the problem. Indicate why originally specified
construction is not recommended.
2. Offer a solution. Describe in detail the recommended
change or changes that are suggested.
3. Indicate whether the case appears to be an isolated one or
whether it appears to be a general condition that could be
improved by changing specifications or drawings.
Whether it will facilitate an understanding of the prob-
lem or its solution, the Resident Project Representative is
encouraged to submit sketches along with the Report of
Field Correction.
At this point, the Resident Project Representative should
be cautioned. The foregoing instructions are not meant to imply
that the inspector is to take any corrective action that will result
in a variation from the plans and specifications without the
approval of the architect or engineer of record. By definition the
architect or engineer of record is that individual whose
signature appears on the plans as evidence that he or
she, either personally or as a representative of a design firm,