Page 308 - Urban Construction Project Management

Project Documentation, Logs,

and Reports

14 (The consultants have to know what we want.)

PROJECT DOCUMENTATION AND RECORD KEEPING

Project documentation provides a record of the history and progress of the project,
agreements reached, directions given, and decisions made. Proper project documenta-
tion provides a record of the project and is often used to settle disputes, contract claims,
court mediation, arbitration, insurance claims, accident investigations, and is used for
future reference. In the urban environment, projects tend to be very large in size, dura-
tion, and complexity, thus requiring the appropriate project documentation to capture
all of the various activities and events that occur during the project, which often lasts
for several years.

Project documentation provides written and electronic material regarding many different
types of activities and events. Exhibit 14-1 contains a sample list of the activities and
events that occur during the project life cycle that need to be documented.

Exhibit 14-1A is a project information form, which organizes all of the pertinent initial
information for the project.

Not only is it important for the construction manager/general contractors (CM/GC) to
construct the project on budget, on schedule, and quality controlled, but they must doc-
ument the process as well. At times, this can be more challenging than the actual con-
struction process. Many clients have large staffs of accountants, auditors, and lawyers,
who often also sit on the Board of Directors. These people have a lot of influence on
the selection process of the CM/GC, and the scorecard of their performance. It is impor-
tant to understand what information and documentation they will require throughout the
project, in addition to the contractually required documentation. Not producing the
proper and timely documentation, information, and reports can lead to delayed pay-
ments, adverse dealings with the owner’s corporate staff, and being found in default of

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