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Mark’s response is the tip of the construction project documentation iceberg. As the documents noted by Mark are compiled and implemented on a construction project, they will create subservient documents based on the division of work, and include categories for:
• Contract documents
• Contractor submittals, contractor monthly deliverables such as progress reports
• Project Team/Project Manager monthly reports
• Construction Manager (CM) daily/weekly/month progress reports
• Engineer monthly reports
• Contractor/vendor equipment –Independent Testing Agency (ITA) procedures and reports
• Owner/Project Manager monthly/periodic reports to governments and funding sources
• Owner/Project Control Manager progress reports
• Owner/Quality Manager progress/audit reports
• Owner/Safety/Security Manager progress reports
• Owner/Risk Manager progress reports
Each of these document categories will be supplemented by Letter, Emails, Record of Telephone Conversations, Pre-Construction Photographs and Condition Surveys, Progress Photographs, and Meeting Minutes.
The reason for the extensive documentation is construction contracts normally include performance metrics, penalties and incentives. Cost and schedule deviations during construction often impact the financial condition and health of the overall project and the individual participants. As a result, there is high risk for contractual remedies, mediation, arbitration and litigation processes for performance that deviates from the original plan. The primary mitigations and response to these risks are documentation of progress, issues, risks, concerns, and direction from the Owner or the Owner Designated Representative.
