Construction document is mainly used to record keeping purposes, in this article you gonna learn about various kind of document of construction and their uses, example.

construction document

Construction Document | Project Records

Types of documents in construction project

Program Records

These records set out the Contractor’s plan for carrying out the works and, upon being updated, record the progress status of the works at the agreed intervals and upon completion of the works. There are a number of sub-categories of programme records as set out below.


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Programmes

Typically there are multiple programmes created and maintained in relation to the works as follows:

(a) tender programmes;

(b) Contractor’s proposed programmes (submitted for the purposes of acceptance as the Accepted Programme);

(c) Accepted Programme;

(d) Updated Programmes (the last of which should be an as-built programme);

(e) proposed revised programmes submitted by the Contractor;

(f) detailed short term look ahead programmes; and

(g) the Contractor’s internal target programmes.

Also, there are supplemental detailed programmes or programming information in a suitable format (such as CPM, line of balance or time location analysis, tabular spreadsheet, or database) for:

(a) design;

(b) approvals (including the CA’s approvals and public authority approvals);

(c) procurement or manufacturing;

(d) delivery;

(e) installation;

(f) construction of key aspects of the works; and

(g) testing and commissioning.

Explanatory Records

These explain in words, graphics, and spreadsheets key considerations and assumptions underpinning the programmes (in particular the Accepted Programme). These records are used to establish the Contractor’s plan in detail and explain the activities in the programmes and how their durations, logic and sequences were determined. Examples include:


(a) programme narrative (setting out the assumptions underpinning the Contractor’s proposed programme including, at a minimum, key resources, risks, sequencing restraints, and the critical path);

(b) narrative of each Updated Programme or proposed revised programme describing key changes to the sequence of the works or as-built data from the last Updated Programme, and the critical path, along with identification of any delay or disruption events impacting progress;

(c) progress curves for costs, resources and physical construction;

(d) tabular report of milestone dates scheduled, forecast and actual;

(e) as-built database for each activity in the Accepted Programme (cross-referenced to the progress records listed under category 2 below);

(f) Building Information Modelling (BIM) files where BIM is being utilised for the works; and

(g) Marked-up drawings and sketches showing the anticipated completion and as-built dates for parts of the works.

Progress Records

These records identify the progress of the works at a particular time. There are a number of sub-categories of progress records as set out below.

Raw Data Records

These are records which ought to be compiled on a regular basis, normally daily for anything other than very small projects, which record how relevant parts of the works are being carried out. They are at the heart of establishing progress achieved before, during, and after periods of delay or disruption.

Below are examples of these records:

(a) reports (for each major work area recording weather conditions, manpower, deliveries of key materials, discovery of adverse site conditions, working hours, major plant and equipment used, and work activities underway);

(b) health, safety, environmental and/ or security issues log;

(c) obstruction data (recording obstructions or impediments to planned progress at specific work fronts, clearly identifying the obstruction start and finish date, daily status at the work front, and the area of the works and programme activities impacted);

(d) evidence of area handovers between contractors/others, clearly identifying which contractor/other party is in possession of each work area at what time;

(e) geological mapping records;

(f) inspection requests/ inspection reports;

(g) site test records;

(h) testing and commissioning records (including certificates);

(i) web cam footage; and

(j) progress photographs (with date taken and if possible GPS coordinates).

Compiled Records

These are records prepared from the raw data records and programme records. Compiled records set out a summary and interpretation of the raw data and the conclusions to be drawn. These include:

(a) detailed monthly progress reports (which are required as a minimum in terms of progress reporting);

(b) weekly progress reports setting out the following,

(i) overview of progress in the main work areas (including design and procurement or manufacturing);

(ii) work status in each area of the works (covering the relevant programme activities underway);

(iii) illustrations of progress achieved (such as drawing of pile locations with piles completed colour coded, level and section of concrete cast, and so on); and

(iv) weather reports issued from a reliable and relevant source (preferably on site).

Procurement Records

These establish the procurement of materials and permanent equipment for the works and are required to demonstrate timely provision of such materials and equipment to support the Accepted Programme. Examples include:

(a) quotations from sub-contractors and suppliers;

(b) supplier contracts (including any amendments);

(c) shipment records; and

(d) delivery records.

Resource Records

Resource records document the labour, materials and equipment utilised on the works.

Labour and equipment allocation records set out on a daily basis in which areas specific labour and equipment worked and should correspond to, at least at a high level, the programme activities.


Equipment records should indicate if the equipment was active or inactive. If a piece of equipment was inactive, the records should explain the reason, such as undergoing routine maintenance. Where equipment is shared, this should be noted, along with the available hours.

A log of major materials deliveries should also be kept, which identifies the quantities of key materials available for use in the works.

Costs Records

Costs records demonstrate the costs incurred in carrying out the works and assist in substantiating amounts claimed in delay and disruption claims. These records should be kept in the normal course of business and should be project specific.

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An accounting and cost allocation system for the works should be established from the outset to split costs into the following headings as a minimum:

(a) management;

(b) labour;

(c) plant;

(d) materials;

(e) sub-contractors; and

(f) non-staff overheads.

Costs records include,

(a) internal cost reports;

(b) cost value reconciliation reports (or similar);

(c) payroll records;

(d) time sheets;

(e) labour agreements;

(f) monthly payment applications;

(g) regarding sub-contractors:

(i) sub-contract agreements; 

(ii) sub-contractor correspondence; 

(iii) claims made by sub-contractors and responses; 

(iv) sub-contractor applications for payment; and 

(v) details of all payments made to sub-contractors. 

(h) regarding suppliers:

(i) supply agreements;
(ii) supplier correspondence;
(iii) claims made by suppliers and responses;
(iv) supplier invoices; and
(v) details of all payments made to suppliers.



(i) regarding the Contractor specifically, this includes the following head office records:



(i) financial statements documenting annual head office general and administrative costs and revenue;

(ii) business plans for generating profit;

(iii) records regarding tendering history;

(iv) records regarding tendering opportunities; and

(v) internal meeting minutes to review future tendering opportunities and staff availability.

Any audited accounts should be retained.

Copies of all invoices should be kept in an easily retrievable filing system preferably with electronic copies.

Correspondence and Administration Records

This category refers to written communications regarding the management of the works and contract administration, along with registers of material communications. There are a number of sub-categories as set out below.

Letters / emails: this covers,

(a) letters and material emails between parties involved in the works; and

(b) other emails (including internal emails).

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Contract management

This covers all notices or documents issued under the contract (with the exception of letters/emails and claims related records). Examples include the following:

(a) CA instructions and confirmation of instructions;

(b) early warning notices (and their close out);

(c) variations/change requests or proposals;

(d) bonds, insurance documents or guarantees; and

(e) all other documents issued under or required by the contract (other than claims related records).

Technical Records

These records are the technical documentation submitted during the course of the works, along with the final documentation submitted by the Contractor. Technical records encompass the design, procurement and manufacturing, and construction methods for the works. Technical documentation is needed to demonstrate compliance by the Contractor with the contract drawings and specifications and the Employer’s requirements. They are also needed to document any changes. Examples include the following:



(a) submission logs (including date of submission, date of response, status, and follow up required) and the underlying documentation for:



(i) design drawings and calculations;

(ii) method statements;

(iii) sub-contractor approval requests;

(iv) material submittals;

(v) shop drawings; and

(vi) requests for information and responses.

(b) approvals by the CA;

(c) agendas for and minutes of meetings (including requests for amendments by the party(ies) not issuing the minutes). The types of meetings for which there may be agendas and minutes include the following,

(i) design;

(ii) construction progress;

(iii) programme review;

(iv) management;

(v) health & safety, environmental and security; and

(vi) quality;

(d) deficiency/ non-compliance notices (and their close out);

(e) as-built drawings/ documents; and

(f) operations and maintenance manuals.

Milestones

These are written communications regarding milestones being achieved and include:

(a) taking over certificates/snagging lists;

(b) the Contractor’s request for a certificate that the works are complete (and the CA’s response including a report on any areas of disagreement with the Contractor’s request for a certificate that the works are complete); and

(c) the CA’s certificate that the works are complete.

Claims

Examples of these records are as follows:

(a) EOT Claim Extension of time/ responses (including the CA’s determinations);

(b) claims for additional payment/ responses (including the CA’s determinations);

(c) notices of dissatisfaction with determinations;

(d) referrals to further stages of the dispute resolution procedure; and

(e) documents produced for the purposes of further stages of the dispute resolution procedure.


Delay and disruption claims should be supported by proper particulars and substantiation so that the CA can understand the claim and how any other delay and disruption events might impact upon the time and costs being claimed. This substantiation should include appropriate programming analyses.

Contract and Tender Documents

The contract and tender documents are key source documents for establishing entitlement and the quantum of compensation for delay and disruption events. They establish the Contractor’s requirements in carrying out the works and the assumed baseline in terms of time and costs for carrying out the works.

Contract documents typically include,

(a) contract agreement (which is the overarching document signed by the parties);

(b) correspondence relating to the contract negotiations (including any letter of intent and letter of award);

(c) conditions of contract (general conditions and special/particular conditions);

(d) specifications and the Employer’s requirements;

(e) drawings;

(f) schedule of prices or bills of quantities; and

(g) the Contractor’s tender submission and any clarifications to that submission.


The order of priority in case of conflict between the documents should be set out in the contract agreement.

Tender documents consist of documents produced or issued by both the Employer and the Contractor pre-contract and include the following:

(a) instructions issued by the Employer to tenderers, including a draft copy of the contract;

(b) any clarifications issued by the Employer regarding those instructions or the draft contract;

(c) submissions from all tenderers (technical and commercial submissions), including the Contractor’s submission, and all clarifications to those submissions;

(d) the Contractor’s tender build-up (including all estimating information);

(e) the Employer’s tender evaluation; and

(f) the Employer’s calculations for any liquidated damages rates in the contract.