construction documentation business rules 08132019 - draft...page 1 of 12 business rules for...

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Business Rules

for

Construction Project Documentation

using

SharePoint and GoFormz

8/1/2019

1980 W. BROAD ST., COLUMBUS, OHIO, USA 43223

614.466.3598

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1 Documentation Expectations

1.1 Procedure

Construction documentation will be contemporaneous with construction activities. The following documents describe ODOT’s official processes:

• The Construction and Material Specifications

• The Sampling and Testing Manual

• The Construction Administration Manual of Procedures.

1.2 Roles:

1.2.1 Central Office

The Central Office will provide policy, guidance, software selection, software support, and training.

1.2.2 District

The District office will provide guidance, software support, and training.

1.2.3 Project Engineers / Project Managers

The Project Engineer / Manager will provide oversight to the documentation process, accurately complete / review / file construction and testing forms and worksheets for the project record in a timely manner as necessary. The Project Engineer / Manager will resolve non-conformance issues and provide feedback on user interface and workflow processes.

1.2.4 Project Inspectors

The Project Inspector will accurately complete, review and file construction and testing forms and worksheets for the project record in a timely manner. The Project Inspector will provide feedback on user interface, and inspection requirements.

1.2.5 Project Clerks

The Project Clerk (when used) will accurately file and maintain, construction and testing forms and worksheets for the project record in a timely manner. The Project Clerk (when used) will provide feedback on user interface workflow processes.

1.3 Accurate, and timely data

Inspection data will be documented on the required forms as work is being performed. The person who performed the inspection must be properly denoted on the inspection form. Work should NOT be paid for if the work has been shown to be in non-conformance with the contract documents, and has not been satisfactory corrected or accepted as per S 1102.

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1.4 Prioritizing Inspection

District Construction Engineers, Project Engineers and Inspection staff will utilize the ODOT Inspection Priority and Form Selection List to assign specific duties to inspection staff. The

intent is to allow engineering flexibility, while providing uniform inspection activities.

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For each Proposal Line Number (PLN) / item on a project, there will be an associated Inspection Priority and Documentation Priority

For the example above, the 441 Asphalt Surface course item should be inspected at least daily, and the required forms provided daily while the activity is under way.

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The focus of the inspection activity should be on inspecting the attributes as listed in the quality forms, and documenting what was observed.

It is acknowledged that for As Per Plan items, and many other situations, specific quality attribute questions will not be specifically listed on the Quality form. The inspector must review the plan note describing the item to determine what has been altered/added to make it an APP item. It is the responsibility of the inspector to record ANY observed non-conforming activities on the form, and bring those activities to the attention of the Engineer.

It is important to note that NOT EVERY item on a form must be completed every time an inspection occurs. Only the specific attributes under construction at the time should be completed. General quality related comments can be made in the comments section at the bottom of every form.

Comments on each line should be reserved for issues ONLY related to that specific attribute.

It is vitally important that the Inspector communicate with the Contractors and Project Engineer as the work progresses especially for areas found to be in non-conformance.

2 GoFormz - mobile data entry

2.1 Loading the program

The GoFormz system can be loaded via a Windows 10, Android, or IOS application (app), or via logging into the WWW.GoFormz.com webpage.

Consult the GoFormz guidelines for detailed operational instructions.

2.2 Quantity forms ( CA-D-2 _______ )

At least one quantity form is required for each pay item on a project. Quantity forms provide the primary documentation of Plan quantity, field measurements, and pay quantity.

Each time an inspector measures an item for pay it should be noted as an entry (row) on the Quantity summary form.

Quantity forms should be completed and filed in the project record under the appropriate Proposal Line Number as completed PDF files, or as a properly completed Excel (XLS) file.

2.3 Worksheets ( CA- L/S/P/T/EW- _ )

Worksheets are required supplemental documentation forms. They are based on the forms used in conjunction with the 2013 MOP, but have been updated for use with the 2017 MOP. ONLY use the forms that are designated for use with the 2017 MOP!

Worksheets should be completed as required and filed in the project record under the appropriate Proposal Line Number as completed PDF files.

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2.4 Construction Quality forms ( CA-Q-_ )

Construction Quality forms should be completed as the work on an item progresses. These forms provide key guidance to the Inspector on what to document for every item.

At least one quality form is required for each pay item on a project (but many items require more!) Quality forms provide the primary documentation of conformance with the Quality attributes denoted in the contract documents.

2.5 Testing Quality forms ( TE-_ )

Most testing forms are available on the internet here: www.dot.state.oh.us/Divisions/ConstructionMgt/Materials/Pages/TE_Forms.aspx

SharePoint folders are provided for specific material and testing information.

Most testing data is required to be entered into the SiteManager system, on the appropriate screen.

3 SharePoint - electronic document storage

3.1 Folder structure

The default folder structure will be as denoted in the MOP, and here:

http://construction.dot.state.oh.us/SitePages/Home.aspx

Specifically the “SharePoint Template of Folders” guidelines should be followed.

3.2 Project Documentation / electronic filing

For each Proposal line number (PLN) / item on a project, there will be an associated folder created on the SharePoint Construction Project Website (the official project record).

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There will also be a Documents to be Reviewed folder!

When a form is submitted by pressing “Complete” in Goformz, a PDF of the form will be saved to the Documents to be Reviewed folder or in the PLN folder directly. If the form has any attributes that have been marked as Non-Conforming, then the PDF will be initially stored in the Non-Conforming Inspection Forms subfolder.

There should be one quantity form and at least one quality form in each PLN folder. In the case of Priority 3 Documentation items, the single completed form should be placed in each PLN folder of the similar items. Excel forms may be used.

3.2.1 Conforming Documentation

Forms that have NO Non-Conforming attributes can be reviewed for accuracy, and filed in the appropriate Proposal Line Number folder immediately.

3.2.2 Non-Conforming Documentation

Forms that have at least one Non-Conforming attribute should be recorded in the Non-Conformance Log Excel file. The Non-Conformance Log should be kept in the Non-Conforming Inspection Forms folder. Document every corrective action or acceptance as per S 1102 on the project Non-Conformance Log. The original Non-Conforming PDF should be saved in the appropriate PLN folder after satisfactory correction or acceptance as per S 1102.

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The Engineer may request that the original non-conforming attribute be re-inspected using the appropriate Quality form. Any subsequent conforming Quality form generated should be saved in the PLN folder.

The Non-Conformance Log should be kept up to date with every non-conforming attribute on each non-conforming quality report that gets filed. The log will become an integral part of the project record, because it records how and when non-conformances were corrected, or adjustments made.

An Engineer should sign off on each non-conforming attribute reported, because the decision may involve acceptance, or changes to the contract.

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4 Project Finalization, documentation checks

Project documentation should be reviewed as part of the finalization process to ensure an accurate representation of project inspection is documented.

Each Proposal Line Number folder should be reviewed to ensure the Quantity and Quality of the items are properly documented!

Quantity forms (GoFormz or Excel) should properly document the Plan quantity, Field measurements, and Pay quantity.

Quality forms should properly document the Quality Attributes inspected.

Exact duplicate forms, blank forms, and improperly completed forms should be deleted.

No Quantity or Quality forms should remain in the Documents to be Reviewed folder – all of the files should be properly placed in the respective PLN folder.

Non-Conformance documentation check:

As part of the Project Finalization, a search will be run against the Sharepoint Project records to produce every form that has had non-conforming attributes on the project.

The Non-conformance search results will be uploaded to the project record.

The Non-conformance search results will be reconciled against the project Non-Conformance Log. Prior to final payment, every non-conforming item must be corrected, or action taken in accordance with S 1102 - Acceptance Of Non-Specification Material On Construction Projects.

Here is an example of how to perform a search:

In a Sharepoint folder:

http://construction.dot.state.oh.us/d07/18-0129-DAR97246/SitePages/Home.aspx

Click into a project, and then click on the Proposal Line Numbers in the left menu:

Click the box to the left of the “Type”

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Next select the “Library” tab at the top, then click on the “Open with Explorer” icon. This should open the Sharepoint folder in explorer view.

Type the word “Non-Conformance” without quotes, in the search box. Under the Options menu make sure search documents is selected. This will perform a file search of the entire folder structure. It might take a few minutes, as it scans the entire folder structure. It will return every file that has the words Non-Conformance in it, including if it happens to be in an attribute. Capture this report as a screen shot, and save it in the Documents to be Reviewed folder as a picture (jpg). These are the Non-Conformance Search results.

Each document displayed in the Non-Conformance Search should be opened and reviewed for Non-conforming attributes. Each document that is found to have actual Non-conforming attributes, should be verified that it was recorded on the project’s Non-Conformance Log (excel file), and properly acted upon.

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5 Follow-up and TPR requirements

5.1 District follow-up

The District Construction Office will provide project setup assistance, to ensure all project files meet the guidelines.

The Project Engineer / Area Engineer will provide oversight as needed to ensure non-conformances are adequately corrected.

Ensure a properly completed Non-Conformance Log is part of the project record.

5.2 Central Office Construction Division Review

Central office will perform Statewide Non-Conformance Log reviews.

Completed Quality forms and Worksheets will be reviewed to assess attributes, and update specifications.

Engineer / Inspector / user comments will be reviewed to update the forms, and processes.

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Quality Form Documentation Flowchart