Record keeping and supervising contractor work

Record keeping

Record keeping is the systematic preparation, keeping and updating of dated and signed documents of all construction activities, such as drawings, measurement book, site order book, muster roll, material registers, test results, correspondence, minutes and bills.

Importance: evidence in disputes and claims; basis for bills and wages; progress and cost control; proof of quality; audit and legal requirements; data for future estimates; and maintenance and as-built information.

Supervising the work of a contractor

Supervision is checking, on behalf of the owner, that the contractor does the work as per drawings, specifications, schedule and contract.

1. Before start: check the contractor's approved programme, staff, equipment, site facilities, insurance and permits; study the contract and drawings.
2. Setting out: check the lines, levels and benchmarks before work begins.
3. Materials: approve samples, check test certificates and conduct tests; reject sub-standard materials and remove them from the site.
4. Workmanship: inspect each stage and give approval before the next (foundation, reinforcement, shuttering, concreting, curing); watch mix proportions, curing, finishing and tolerances.
5. Progress: compare the actual progress with the programme weekly; ask for a recovery plan if late.
6. Instructions: give written orders through the site order book; control variations by written variation orders.
7. Measurements and bills: jointly measure the work, enter in the MB, and check the contractor's bills.
8. Safety and environment: ensure safety measures, labour welfare and legal compliance.
9. Records and reports: keep daily diaries, photos and send progress reports to the owner.
10. Handover: inspect the completed work, prepare snag list, check defects in the defect liability period, and recommend final payment.