Page 309 - Urban Construction Project Management

264 Chapter Fourteen
Exhibit 14-1
Sample list of
activities to be
Project
documented
during a project.

Shop
Meeting RFI’s Field drawing Equipment Transmittals
minutes reports and sample delivery
logs

the contract for administrative non-compliance. It is important that all documentation,
information, and reporting requirements be properly identified at the beginning of the
project, and systems developed to properly gather the data and develop it into timely
and accurate information, upon which management can be kept informed and take
timely action.

The CM/GC must have a professional staff that can construct the project as well as
administer, manage, and document the process. It is not often that a person is qualified
and experienced to do both simultaneously. In addition, there are usually so many
demands placed on the staff that they do not have the time to focus on both the con-
struction and administrative requirements of the project. Therefore, many CM/GCs
split this responsibility among the overall project staff, and have personnel who are
assigned to the administration and documentation of the project in the office, and
others who are assigned to construct the project working with the subcontractors, sup-
pliers, and vendors in the field.

There are many meetings held during the course of the project in its different phases,
which are discussed in detailed in Chapter 13. In these meetings important decisions
will be made about the project schedule, budget, phasing, special programs, and reso-
lution of problems. All of this is critical to the success of the project, and must be
documented properly. Unfortunately, people tend to have amnesia when it comes to
critical issues that have presented a challenge or problem to the project, especially when
it comes to the finances and schedule of the project.

The projects records needs to be properly preserved and archived after the construction
process is over. Accident claims and lawsuits for damages have at times arisen several
years after the construction of the project, and must be defended. If you are summoned
into a court of law, and are asked to produce the projects records and documentation
and cannot, the legal system often views this as a willful lack of proper record keeping.