SITE MANAGEMENT AND

DOCUMENTATION

BY

KAMLESH K THAKUR
___________________________
When we build

Let us think that we build forever

Let it not be for the present delight

Nor for the present use alone

Let it be such work as our descendants

will thank us for

John Ruskin
 INTRODUCTION
• This Presentation describes the general
practice of Site Management and
Documentation which is currently
adopted to maintain the required /
desired cost based productivity at the
site.
 MANAGEMENT

• WHAT IS MANAGEMENT ?
To achieve
Maximum output
with
Minimum input
without loosing quality
 SITE MANAGEMENT

• Site Management deals with the

physical execution of the work.
• The challenge of site management is
the optimized integration and allocation
of the inputs needed to meet certain
pre-defined objectives of any Project.
 SITE MANAGEMENT DOCUMENTATION

• Documentation is an inherent part of the Site

Management to execute and control the physical
works efficiently, qualitatively and economically.
• The Documentation of site work is a set of records of
various inputs (time, money, people, materials,
energy, space, provisions, communication, quality,
risk, etc.) to meet the pre-defined objectives.
• It is also a set of record of performance of various
inputs / resources deployed at various levels in
order to ensure complete and accurate monitoring
and review of the site work.
 ELEMENT OF SITE MANAGEMENT

• Microplanning
• Resource Input Planning
• Quality Management
• Cost Management
• Accounts & Billing
• Documentation
 ELEMENT OF SITE MANAGEMENT
MICRO PLANNING
• The site work planning is done at micro level
for all the operations to be carried out in the
project.
• Micro planning helps in working out how
much labour, equipment, material etc is
going to be needed at different stages of the
work.
• Most important source of information for
preparing a micro plan is own experience of
the person involved.
contd.
 ELEMENT OF SITE MANAGEMENT
MICRO PLANNING
• It is required to start the planning by
going through the project, step by step,
from the very beginning to the last
activity.
• Quantities and Duration involved in
each operation / work should be known
correctly.
 ELEMENT OF SITE MANAGEMENT
RESOURCE INPUT PLANNING
• The project site needs input of
Manpower, Machineries and Materials.
• The planning of these input are based
on requirements already worked out at
micro planning level.
• The requirement of inputs on a daily /
weekly/ monthly basis is prepared by
making schedules for each of the
inputs.
 RESOURCE INPUT PLANNING
MANPOWER SCHEDULE
• A Manpower schedule shows what
workforce is needed and when it
should be on site.
• It is mainly based on the bar charts and
the experience of an Engineer or
Manager.
 RESOURCE INPUT PLANNING
MACHINERIES SCHEDULE
• A Plant and Machineries schedule
shows us what equipments are needed
and when they should be on site.
• It can also help us to decide whether to
buy or hire Plant, Transport and
Machineries etc.
 RESOURCE INPUT PLANNING
MATERIAL SCHEDULE
• A Material Schedule shows us what
materials are needed and when they
should be on site.
• In addition, to act as a guide line for
ordering materials, the schedule also
serves as a check list of materials
needed for the project.
 ELEMENT OF SITE MANAGEMENT
QUALITY MANAGEMENT
• Quality assurance and Control refers to the technical
processes that gather, examine, analyze and report
the projects’ progress and conformance
requirements.
• It includes the regulation of the quality of raw
materials, construction work, services related to
construction and management, material production
and inspection processes.
• QC at site mainly relates to four basic stages:
– Incoming material control
– Preconstruction and planning control
– Construction Process control
– Acceptance of end product control
 ELEMENT OF SITE MANAGEMENT
QUALITY MANAGEMENT
• The quality approach places an emphasis on
following four aspects:
• Infrastructure (sampling, testing, & reporting)
• Elements such as controls, job management,
adequate processes, performance and integrity
criteria and identification of records
• Competence such as knowledge, skills, experience,
qualifications
• Soft elements, such as personnel integrity,
confidence, organisational culture, motivation, team
spirit and quality relationships.
contd.
 ELEMENT OF SITE MANAGEMENT
QUALITY MANAGEMENT
• The quality of the outputs is at risk if any of
these four aspects are deficient in any way.
• In construction activities, these practices can
be equated to the models for quality
assurance defined by the International
Standards contained in the ISO 9000 series
and the specified Specifications for quality
systems through various BIS Codes.
 ELEMENT OF SITE MANAGEMENT
QUALITY MANAGEMENT
• QUALITY Management(Q/A &Q/C)
NORMS, TECHNIQUES AND PROCEDURES
– At site inspection becomes a routine matter. In
any quality control programme actual inspection
and measurement as an undetachable factor
which is to be planned at properly to meet with
the overall objective of the quality assurance &
control.
contd.
ELEMENT OF SITE MANAGEMENT
QUALITY MANAGEMENT
– Various stages of inspection should be as
folllows:
Material
- Inspection at source
- Inspection at the stage of receipt
– Inspection at the stage of issue
– Inspection of the process at the time of
initial setting of machines/equipments
contd.
ELEMENT OF SITE MANAGEMENT
QUALITY MANAGEMENT
• Equipment
– Inspection before erection and commissioning
– Inspection of commissioning
– Inspection of machines and equipment
commissioned
– Inspection of trial run Batch
– Inspection while the execution is in progress
– Inspection of the finished process
 ELEMENT OF SITE MANAGEMENT
QUALITY MANAGEMENTt
• PHASES OF INSPECTION

- Pre Construction

- During Construction

- Post Construction

- Final
 ELEMENT OF SITE MANAGEMENT
QUALITY MANAGEMENT
• METHOD OF INSPECTION
Individual inspection for physical
parameters
– Laboratory tests
– Destructive tests
– Sampling & testing
– Process control
– Final inspection
 ELEMENT OF SITE MANAGEMENT
QUALITY MANAGEMENT
• PHASES OF TOTAL QUALITY CONTROL
– Comprehension:
Quality should be definable and measurable
– Commitment:
Clarity of Concepts and Policies
– Competence:
Develop methods test procedure to evaluate
quality
- Understand the price of non conformance to
quality
contd.
ELEMENT OF SITE MANAGEMENT
QUALITY MANAGEMENT
– Communication:
Create awareness, resolve conflicts,
coordinate activities, create an image for
quality
Correction:
Solve problems of non conformance. They
may be due to lack of attention rather than
lack of knowledge or lack of facilities.
– Continuance:
Maintain its importance.
 ELEMENT OF SITE MANAGEMENT
COST MANAGEMENT
• Budgeting coupled with monitoring and
control is important to everyone concerned
with construction projects.
• The client requires a prediction of the total
cost of the project and the associated fees
and charges.
• It is important to realise that such budgets
are not merely predictions of a total cost of
price but are time related & will indicated the
patterns of accruals.
contd.
 ELEMENT OF SITE MANAGEMENT
COST MANAGEMENT
• It is in this time relationship which much of
the importance of budgeting lies.
• Budgets are usually based upon limited
information and so require updating and
amending as more information becomes
available and as circumstances affecting the
budgets change. An up to date budget is
essential for effective monitoring and
control.
 ELEMENT OF SITE MANAGEMENT
ACCOUNTS & BILLING
• Site Accounts deals with the recording
of all money transactions made at or in
connection with site operations.
• Billing mainly comprises of the
following:
– RA Bills/IPC
– Final Bills OR Final certification
– Escalation Bills
 ELEMENT OF SITE MANAGEMENT
DOCUMENTATION
• Construction projects can quickly become
very complex.
• There are many details, plans, and project
change constantly.
• How can you keep track of everything and
keep your clients happy and sleep at night?
• The answer is proper documentation of the
work preferably by means of construction
documentation
 ELEMENT OF SITE MANAGEMENT
DOCUMENTATION
• Your clients keep informed, which is a
large step towards keeping satisfaction
high.
• Documentation allows you to view
quickly the status of your projects and
the ability to answer questions quickly
with all the information just a few clicks
away.
 REQUIRED DOCUMENTATION

• Initial Inventory Survey

• Inception Report
• Design Review Report
• Field books for Survey work
• Field book for centerline grades
• Level book for Leveling
• Plan and Profile
contd.
 REQUIRED DOCUMENTATION
• Working Drawings
• Setting out Coordinate Details
• BOQ
• Work Programme
• Measurement Book
• Quality Control Test Reports (In
Standard BIS Format)
• RFI Details
contd.
 REQUIRED DOCUMENTATION
• Daily Work Diary
• Itemized Cost of Revision
• Variation Orders
• Description and justification for major
changes in quantities
• Photo/video report showing changed site
conditions
• Daily/Weekly/Monthly/Quarterly/Half/
Yearly/Yearly/Completion Reports
• As-built drawings
 REQUIRED DOCUMENTATION
• The Final Take-off quantities and amounts
• Final Completion Report
• RA Bills/IPCs
• Final Bills or Final certifications
• Certification of Payments of Statement of Work
Accomplished
• Defects Liability Report
• Certificate of Completion/Certificate of Acceptance
of the Works
• Projects Photographs and Videos
• Certificate of Final Inspection (copy of Final
inspection and Engineers Report confirming
reflections of defects)
• Consent to sublet any part of the Works
contd.
 REQUIRED DOCUMENTATION
• Certifying additional cost
• Approval of Contractor’s programme
• Determining an extension of Contract time
• To order the suspension of the works Issuing a
variation exceeding established limits
• Fixing rates or prices issuing order for Special Tests
not provided in the Contract.
• Issuing changes or additional Specifications.
• Correspondence
• Weather Report
• Site Visit Report
 DOCUMENT CONTROL
• Document control provides the
system for receiving project
document, controlling the
distribution of documents and
approved changes and retaining
the master copies in storage for
control and safekeeping.
contd.
 DOCUMENT CONTROL
• Document Control also maintains distribution lists
and a master controlled document index. The
distribution lists maintain continuous, current
records of documents received, identifies individuals
who receive copies, the purpose of the distribution
(Information review and comment, approval) and the
disposition of the document. The index includes
information such as document title, document
number, revision number or date of issue.
contd.
 DOCUMENT CONTROL
• Controlled distribution ensures that
recipients of controlled documents are
notified of approved changes and that
superseded documents are not used
for performing work.
• Document control also provides for
record receipt, organization,
reproduction and eventual disposition.
SITE MANAGEMENT VARIABLES
• Site Management tries to gain control
over four variables:
– Time

– Cost

– Scope

– Risk
SITE MANAGEMENT VARIABLES
TIME
• The amount of time required to
complete the project. Typically broken
down for analytical purposes into the
time required to complete the
components of the project, which is
then further broken down into the time
required to complete each task
contributing to the completion of each
component.
SITE MANAGEMENT VARIABLES
COST
• Cost to develop a project depends on
several variables including (mainly):
• Labour rates
• Material rates
• Plant (buildings, machines, etc.) &
Equipment
• Risk management and Profit.
contd.
SITE MANAGEMENT VARIABLES
COST
• When hiring an independent
consultant for a project, cost will
typically be determined by the
consultant's or firm's per diem rate
multiplied by an estimated quantity
for completion.
SITE MANAGEMENT VARIABLES
SCOPE
• Requirements specified for the end result. The
overall definition of what the project is supposed to
accomplish, and a specific description of what the
end result should be or accomplish. A major
component of scope is the quality of the final
product. The amount of time put into individual tasks
determines the overall quality of the project. Some
tasks may require a given amount of time to
complete adequately, but given more time could be
completed exceptionally. Over the course of a large
project, quality can have a significant impact on time
and cost (or vice versa).
SITE MANAGEMENT VARIABLES
RISK
• Potential points of failure. Most risks or
potential failures can be overcome or
resolved, given enough time and
resources. According to some
definitions risk can also be negative,
meaning that there is an opportunity to
e.g. complete the project faster than
expected.
 CONTROLLING VARIABLES
• Client or Customers (either internal or external
project sponsors) dictate the extent of three
variables:
• Time
• Cost and
• Scope
• The remaining variable (risk) is set by project
management, ideally based on solid estimation
techniques. Through a negotiation process among
project stakeholders, an agreement defines the final
objectives, in terms of time, cost, scope, and risk,
usually in the form of a charter or contract.
contd.
 CONTROLLING VARIABLES
• To control these variables properly a good
project manager has a depth of knowledge
and experience in these four areas (time,
cost, scope, and risk), and in five other areas
as well:
• Integration
• Communication
• Human resources
• Quality and
• Procurement.
 SITE MANAGEMENT FLOW CHART

• Structure of SEZ

• Structure of UICPL
STRUCTURE OF SEZ
 The end

-----THANKS------