Bezawit Tesfaye MSC, Construction Management August 2013

 Systematic procedure by which the records of an organization are created, captured, maintained & dispose off.

 It could be in writing or electronic form …………… tying it all together

     To Safeguard Vital Information To Support Better Management Decision Making To Foster Professionalism in Business To track record on project (progress, changes, cost etc) To provide compliances with laws, regulations, codes and Employer’s requirement

       To track labour output and equipment productivity and thereby planning To Improve Efficiency and Productivity To reduce unnecessary duplication of efforts To avoid ambiguities and subjectivities To Minimize Litigation To enforce accountability To ensure Staff Knowledge Management

 For Good Governance  To have a Control over the Project

The Recorded information Must be;       Accurate : Reflecting actualities Accessible: Readily available when needed..

Complete: Sufficient in content Comprehensive: Contain complete range of details.

Effective: Maintained for specific purposes Controlled: From creation to growth and disposal

     Format and nature of content should be predefined Key job activities, systems, processes that require specific construction records should be determined Should maintain specific information Entries must be legible, clear and reproducible Authorized people should be designated to generate and modify records

      Should be signed/initialed by appropriate person/s specifying name, title, etc Balance of a section of document shall be crossed out below the last entry Shall be retained in appropriate volume or folder Should be protected against infidelity Should be reviewed periodically Cross reference when necessary

        Survey and List all Records(Paper based & Electronic) Create File Series Taxonomy Categorized – open doc. / closed doc.

Assign Responsibility Accreditation and Audit Decide on Retention Periods Mind your record from creation through life-cycle Have a system to disseminate relevant information to appropriate person/department/office

        Directives and Proclamations Manuals Contract Documents (Plans, specification, etc..).

Quality Assurance Manuals Environmental Protection Plan Progress Reports Standard Operating procedures.

Site Records.

     Public Procurement and Property Administration Public Procurement Directive Environmental Impact Assessment Proclamation Nos. 299 and 300 The Research and Conservation of Cultural Heritage Proclamation No. 209 Rural Land Administration and Use Proclamation No 456

      Expropriation of Land for Public Purposes and Compensation Proclamation No. 455 The Forestry Law Proclamation .No. 94 The Wildlife Law Proclamation No. 192 Water resources Management Proclamation Public Health Proclamation No. 200 Environmental Protection Organs Establishment Proclamation No. 200

      Quality Manual Geometric Design Manual Site Investigation Manual Pavement Design Manual Volume I Pavement Design Manual Volume II Drainage Design Manual

      Bridge Design Manual Low Volume Roads Design Manual Standard Environmental Methodologies & Procedures Manual Standard Technical Specifications Standard Detailed Drawings Standard Bidding Documents for Road Work Contracts for National Competitive Bidding and International Competitive Bidding

       Photographic/ Narrated video camera records Site diaries Minutes of meetings ( kickoff, progress and project handing over) Official Correspondences Site communications ( working drawings, RFI, RFA) Quality control test results Accident Records

Should Contain;  Date    Location Direction ..Left or Right Cycle….Day or Night   Time in predefined range Vehicle Category Traffic count Form.xls

PROJECT: LOCATION: STATION: GPS

N E

AXLE LOAD (Tonnes) DATE SURVEY TIME Plate Code Vehicle Type F1 F2 R1 R2 R3 R4 R5 Origin Destination

PROJECT LOCATION STATION DATE SURVEY TIME Reg No. or Plate Code Vehicle Type Axle Config.

Load Type GPS

N E

Origin Destination

       Locations of activities Inspections and performed tests for quality control Non conformances Equipment on- site and used Downtime and stand-by-time Hours worked Weather condition

       Any abnormal, unusual unexpected condition Weather Personnel accidents, injuries Names of visitors to the site Violations, security acts and the like Work suspensions and restarts Other as determined by appropriate person

General;         Drawing index with drawing titles and numbers Title block format correct with drawing numbers, Signatures seals shown Correct symbols from legend used Scale(s) shown Profiles match plans and section Standard drawings referenced Units of measurement are clear and dimensions are consistent

Technical;  Conformance with contract drawings, specifications and other documents   Conformance with applicable codes and standards Details of concrete reinforcing, welding, fastening and other items are in accordance with contract design   Adequacy of form work and false work Adequacy of support structures   Meets safety requirements Interface with other works

Shall Contain;  Request Number    Location Submission Date Proposed Date and Time for Inspection    Description of Work for inspection/approval Preparatory Works (Structures & earthworks) Confirmation for availability of required resources  Signature Vol 6A Site Admin Forms RFI.xlsx

Shall Contain;  Request Number  Location      Sampled Date Tested Date Characteristics to be tested Person who took sample Person who conducted the test sample format for laboratory.xlsx

Shall contain ;   The date instruction is given Location     Type of work instructed Method of measurement and payment Supplementary drawings Signature Vol 6A Site Admin Forms site instruction.xlsx

Through;      Leadership Procedures Training Implementation Audit

 What is not documented is not done.

 Better information, at the right time, makes better business.

 Record Keeping documentation plays vital role for a success of a project and also in good governance of your company.

and