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Construction Management
Site Management
Regular Site Records
CE403 – Construction • Daily recording of the actions done by all parties
Management on a construction site is necessary, not only for
(Slides Set No.4)
confirming that work is done according to
specifications, but also for analyzing any claims
for additional time/cost.
By
• Site records are necessary for:
1. Establishing the basis for a claim for loss and
Dr. Pujitha B. G. Dissanayake
expenses
Department of Civil Engineering
2. Defending a counter claim from the client
Faculty of Engineering
3. Substantiating applications for extension of
University of Peradeniya
time
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Construction Management Construction Management
Site Management Site Management
Regular Site Records Regular Site Records
4. Claiming payment for extra work not included • Records are normally more important after the
in the contract event rather than during it, and contractors often
5. Reporting to progress meetings fail to keep adequate records during a project
unless some formal procedures are adapted and
maintained.
• The contractor should delegate responsibility to
his site management team for keeping, circulating
and maintaining records and this include the site
supervisors, planning engineers and quantity
surveyors, etc.
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Construction Management Construction Management
Site Management Site Management
Regular Site Records Regular Site Records
• Construction Site Supervisory Staff should be • Construction Site Supervisory Staff should be
responsible for : responsible for : (Cont.)
1. Maintaining a Daily Site Diary. 5. Record of additional excavation works
2. Recording time lost per day due to exceptional especially when underground obstructions have
weather been encountered. Effect of delays in foundation
3. Keeping records of contractor’s own labour and works may lead to the issue of variation orders
that of his subcontractors and hence to possible extension of time.
4. Recording verbal instructions from the 6. Maintaining a drawing register
architect. Confirmation of verbal instructions 7. Record of materials on site and deliveries of
should be carried out. material
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Construction Management Construction Management
Site Management Site Management
Regular Site Records Regular Site Records
• Construction Site Supervisory Staff should be • Construction Site Planning Staff should be
responsible for : (Cont.) responsible for :
8. Record of daywork 1. Updating short-term programmes (schedules)
9. Accident record each week
10. Visitors to site 2. Recording progress each week on all the
11. Plant / Machinery on site relevant contract programmes
12. Safety Training / Safety Audit record 3. Preparing records to “as-built programme as
work progresses
4. Recording the effect of programme delays on
final contract completion
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Construction Management Construction Management
Site Management Site Management
Regular Site Records Site Meetings Held on Site
• Construction site based Quantity Surveying Staff • During the period of construction, it is a good
should be responsible for : practice to hold regular meetings for the purpose
1. Keeping records of all site measurements which of recording events, discussing problems and
relate to final account. i.e. records of foundations taking decisions.
and drainage re-measurement. It may be useful to • Frequency of these meetings would vary but
photograph complex drainage connections for monthly meetings are the accepted norm.
reference purposes. • The resident engineer will conduct such regular
2. Recording details and measurement of meeting which might be called the contract
individual variations to contract. management meeting attended by the key
3. Pricing of site day work sheet and obtaining the technical and administrative staff of the resident
appropriate signatures. site staff and contractor staff.
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Construction Management Construction Management
Site Management Site Management
Site Meetings Held on Site Site Meetings Held on Site
• A typical agenda of such meeting would be as • A typical agenda of such meeting would be as
follows: follows: (Cont.)
1. Matters arising from the last meeting 8. Miscellaneous
2. Progress in the previous month 9. Time and date of next meeting
3. Planned progress
4. Personnel, machinery and material
5. Technical matters
6. Financial matters
7. Administrative matters
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Site Meetings Held on Site Site Meetings Held on Site
• In addition to the above site meeting, the 3. Works Coordination Meeting – Fortnightly.
contractor will conduct the following regular Coordination issues among works contracts will
meetings. be discussed and resolved. For example the
1. Progress Review Meeting – Monthly. The coordination work/issues between the main works
overall progress of each of the works contracts contractor and a specialist contractor for electrical
will be reviewed and any corrective actions and mechanical works.
required will be discussed.
2. Financial Review Meeting – Monthly. The
overall financial status of each of the works
contracts will be reviewed.
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Construction Management Construction Management
Site Management Site Management
Site Meetings Held on Site Site Meetings Held on Site
4. Interface Coordination Meeting – As and 5. Quality/Safety/Environmental Review Meeting
when necessary. Any interfacing issues among – Monthly. Issues related to Quality, Safety and
contractors or with outside parties are discussed Environmental issues are discussed and resolved.
and resolved. For example, issues related to the 6. Commissioning Meeting – Fortnightly (for
completion of one contract or portion of a contract commissioning period)
which gives access to commence the work on
another contract.
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