Project Construction

Management
EPM5760

Quality Assurance

Unit: EPM5760 Project Construction Management

Prepared by: Vin Sarma - Andrew Smith
Course Coordinator: Dr Amir Ghapanchi
Contents

• What is QA?
• Why QA?
• Certification
• QA Systems
• Audits
• QA and the Project Manager’s Role
WHAT IS QUALITY ASSURANCE
Quality
“The degree to which a set characteristic fulfils a set requirement”.
(ISO 9000:2006)
Assurance
“A guarantee, promise or pledge.
Quality Assurance
“A part of quality management focused on providing confidence that
quality requirements will be fulfilled”. (ISO 9000:2006)
or
WHAT IS QUALITY ASSURANCE
The process

What How
Plan It Establish the objectives and processes necessary to deliver
results in accordance with customer requirements and the
organization's policies.
Do It Implement the process
Check It Monitor and measure processes and product against
policies, objectives and requirements for the product and
report the results
Act on It Take actions to continually improve process performance
WHY QA?

• Reducing Costs
• Customer Recognition
• Improved Consistency
• Customer Demand
• Tendering Pre-Requisite
• Employee Engagement
• Competitive edge
• More Efficient / Effective operations
• Legacy / Knowledge capture
• Staff competence maintained
• Ensure best practice
CERTIFICATION
The ISO 9000 family of standards relates to quality management
systems. ISO 9001 deals with the requirements that organizations
wishing to meet the standard have to fulfill.

Third party certification bodies provide independent confirmation that

organizations meet the requirements of ISO 9001.

Over a million organizations worldwide are independently certified,

making ISO 9001 one of the most widely used management tools in
the world today.
STANDARDS
What is a Standard? - A Standard is a published document which sets
out specifications and procedures designed to ensure that a material,
product, method or service is fit for its purpose and consistently
performs in the way it was intended.

Standards Australia was established in 1922 and is recognised

through a Memorandum of Understanding with the Commonwealth
Government as the peak non-government development body in
Australia.
THE ELEMENTS OF QUALITY
MANAGEMENT

Policies that establish the

Quality Policy adoption and management of
quality

Quality Management Company standard QA

System systems that apply to all facets
of the business.

Project Management Project specific management

Plan processes and information +
required QMS elements
1. QA SYSTEMS - POLICY

• Required under ISO 9001:2000 quality management system.

• This is an overall, high level statement that gives a general idea of
where your goals are.
• “Our goal is to achieve 100 percent customer satisfaction, strive for
excellence and continual improvement in all our activities” is a
good example of a quality policy statement.
• Quality objectives are also a requirement of ISO9001:2000.
• Quality objectives are specific and measurable and are aligned with
Policy Statement.
• Forms the basis of audit framework.
2. QA SYSTEMS – QUALITY MGT
SYSTEM
A Quality Management System is a collection of company processes and information needed to implement quality.
These can include;

Element Description

Organisation Structure Vision, Company Policies, Codes of Conduct

Roles and Responsibilities Limits of Authorities, reporting lines, management structures.

Methods / Processes Business Development, Procurement, Design and Construction,

EH&S Management, ITP’s and Sample management

Data / Document Management Filing, storing, security of information, IT policies, templates and
stationary standards, archiving.

Quality Improvement Quality Management Processes, auditing requirements and

obligations, reviews, non conformance, corrective and preventative
actions.
3. QA SYSTEMS
PROJECT MANAGEMENT PLAN
• A Project Management Plan adopts many elements from the QMS,
but is prepared to establish quality management specifically to a
project.
• A PMP can be contained within a number of formats and
includes details such as;
• Project specific information
• Project Standards
• Contractual documentation
• Correspondence
• Design Management and Standards
• ITP’s, Hold Points and Inspections.
• Audits and SC QA requirements
 QA SYSTEMS – PROJECT
MANAGEMENT PLAN
Element Description
Project Information General project information, project org structure, R&R’s.

Project Standards Policies and processes including procurement, approvals, reviews,

Contractual Information Copies of subcontracts, head contracts, schedules of variations, EoT’s

Correspondence Storage and transmission of correspondence, RFI’s, SI’s and official

documentation.
Design Mgt & Standards Documentation standards, design reviews and approvals, record
documents.

ITP’s, Hold Points and Inspections Records, notifications, attendees, signoof and verification.

Audits and SC QA Copies of documentation, storage of audit reports and closeout and
corrective actions.
 QA SYSTEMS – PMP ELEMENTS
DOCUMENT CONTROL

• Effective management of project documentation.

• Ensures that only current documentation is available and utilised.
• Transmittals record the issuing of project documentation.
• May be consistent with Head Contract conditions in relation to
timing.
• Relates to drawings, specs, reports, briefs, shop drawings, as built
and O&M Manuals.
 QA SYSTEMS – PMP ELEMENTS
COMMUNICATION

• Tracking and recording of project documentation.

• Tool such as Aconex and Project Web include correspondence,
RFI and SI modules so that all correspondence is contained within
the one database.
• Assist in conflict resolution.
• Makes referencing more efficient.
• Formal correspondence (e.g letters) can be stored as record
documents.
 QA SYSTEMS – PMP ELEMENTS
CONSULTANT / CONTRACTOR QA
• Risk assessment breaks each item down and documents actions
and responsibilities.
 QA SYSTEMS – PMP ELEMENTS
ITP’s and Hold Points

• An Inspection & Test Plan (ITP) is a document that summarises the

sequence of events that require attention.
• This can include visual inspection, testing or validation.
• ITP’s records must be maintained and kept.
• Many ITP items include checklists that provide supporting
documents.
• ITP’s are commonly prepared by designers.
• Often ITP’s are also prepared or completed by contractors to
demonstrate understanding of the works.
• ITP’s generally apply to high risk elements.
• ITP’s aim to ensure that abortive works is alleviated.
QA SYSTEMS – PMP ELEMENTS
ITP’s and Hold Points
• ITP’s Flow Chart
• Process
• ITP Regime and evidence
 QA SYSTEMS – PMP ELEMENTS
ITP’s and Hold Points

The following should be considered in preparing an ITP;

• How complex the work is
• Accessibility for inspections and tests
• Consequences of failure:
• Effect on reputation
• Cost of remedial work
• Effect on programme
• Accessibility for rectification
• Consequential damage
• Threat to safety –workers or public
QA SYSTEMS – PMP ELEMENTS
ITP’s and Hold Points
 QA SYSTEMS – PMP ELEMENTS
ITP’s and Hold Points

• Description
• Follows a risk analysis, including the requirements of the Head Contract, we
can determine the type and extent of inspection and tests we will undertake.
• Characteristics
• A distinguishable property of the item to be tested
• Colour, texture, size, strength, flatness, alignment, capacity, etc
• Determines the stage / frequency the item will be tested
• Stage / Frequency
• Depends on the type of inspection or test, and the characteristic of the item
to be tested
• Frequency of the testing may change during the course of the works
depending on the risk profile. Problem areas will have increased frequency
of testing.
• Head Contract and Subcontract requirements
QA SYSTEMS – PMP ELEMENTS
ITP’s and Hold Points
 QA SYSTEMS – PMP ELEMENTS
ITP’s and Hold Points

• Records
Provides documentary evidence that the works being undertaken are in
accordance with the Head Contract / Subcontract
Records include:
• Checklist signoffs
• Engineers Certificates
• Test Certificates
• Delivery Dockets
• Survey Data
• Written Approvals
• Written Guarantees / Warranties
QA SYSTEMS – PMP ELEMENTS
ITP’s and Hold Points
 QA SYSTEMS – PMP ELEMENTS
ITP’s and Hold Points

Specification / Standard - How we objectively measure conformance.

Standards may include:

• Subcontract specification / drawings
• Approved workshop drawings as well as approved samples / prototypes
• Australian / International Standards
• Manufacturers’ recommendations
QA SYSTEMS – PMP ELEMENTS
ITP’s and Hold Points
 QA SYSTEMS – PMP ELEMENTS
ITP’s and Hold Points

• Acceptance Criteria
• Is the yardstick by which the item of work is declared as either conforming or
non conforming
• Is usually defined in the Head Contract / Subcontract documents –directly or
by reference to relevant standards
• Where it is not defined we need to agree the criteria with the client /
consultants
• Inspection/Test Procedure
• Describes the precise manner in which the inspection / test is to be carried
out, in order to achieve consistent and reliable results eg pressure testing
• In many cases it may be possible to satisfy requirements simply by
referencing the requirements of the relevant Australian Standard
QA SYSTEMS – PMP ELEMENTS
ITP’s and Hold Points
 QA SYSTEMS – PMP ELEMENTS
ITP’s and Hold Points

• Code
• Use with caution, this should be specified in the design.
• Position and Organisation of Inspector / Approver
• Identifies the individual responsible for inspection and testing of that item of
work
• Allows for the qualifications of the person testing to be verified
QA SYSTEMS – PMP ELEMENTS
ITP’s and Hold Points
 QA SYSTEMS – PMP ELEMENTS
ITP’s and Hold Points
• Hold or Witness Point
“Hold Point” is mandatory and works must not proceed without the inspection or
test being verified and signed off by the appropriate authority

“Witness Point” provides the opportunity for the appropriate authority to witness
the inspection or test at their option. Failure to attend a Witness Point does not
halt the works

• Hold and Witness points required under the contract need to be clearly
identified in the ITP
• We should obtain advice from Consultants on the ITP and the
appropriateness of the Hold and Witness points
• The Client may determine the Hold and Witness points as part of the
acceptance process
• We need to ensure that adequate notice is given to the appropriate authority
to attend a Hold or Witness Point
 QA SYSTEMS – PMP ELEMENTS
ITP’s and Hold Points

• Make sure that each item in the ITP is signed off

• If an item is not applicable for a section of work, note “Not Applicable”. Do not
leave the item blank
• Do not proceed to the next item of work until Hold Points have been
released (signed off)
• Attach all back up documentation to verify the item is complete
• Provide sufficient notice to the inspector / approver
• If inspector / approver is not available to inspect a Witness Point consider
another appropriate person for the occasion or take photographic evidence of the
work area
• Audit your Subcontractor every 6 months or earlier if required
 QA SYSTEMS – PMP ELEMENTS
Samples and Prototypes

• Samples are generally specified in design.

• Organise early
• Arrange client / consultant inspection sessions.
• Keep samples register.
• Retain samples through the duration of the project.
 QA SYSTEMS – PMP ELEMENTS
Design, Shop Drawings and As Builts

• Design standards should be established and written into contracts.

• Include numbering protocols, title blocks, design standards.
• Documentation transmission protocols.
• Review and approvals
• Red stick reviews.
• Shop drawing approval process.
• As Built R&R’s
QA SYSTEMS – PMP ELEMENTS
Consultant and Contractor QA
• Most tenders will require a level of QA
to satisfy the tender eligibility.
• If IP issues arise, process charts and
QA System may be requested.
 QA SYSTEMS – PMP ELEMENTS
Consultant and Contractor QA

• QA Plans to be submitted for review

• Audits obligations and schedules
• ITP documentation to be reviewed and agreed
• Inspection programme to be agreed
• Sample approval system to be agreed
• Workshop drawing process to be agreed
• Client required handover documentation (As Builts
& Manuals) to be agreed
QA SYSTEMS – PMP ELEMENTS
ON-LINE TOOLS
Web based system readily available and widely used on
a range of projects, particularly Govt

Online documentation control system widely used on

Government tenders

Lend Lease on line Project Management system –

operational for over 10 yrs

Web based O&M Manual and GIS System – widely used

on precincts such as Defence and large events (F1 GP
overlay)

US based systems
 QA SYSTEMS – The process

What How When

Plan It Establish the objectives and processes necessary Quality Management System
to deliver results in accordance with customer
requirements and the organization's policies.
Do It Implement the process Project Management Plan
Check It Monitor and measure processes and product Verifications, ITP’s, Samples,
against policies, objectives and requirements for Audits, Test Plans, Reviews
the product and report the results
Act on It Take actions to continually improve process Rectification, Training
performance
 AUDITING
3 Types
Internal, Client (2nd Party), Accreditation (3rd Party)
• Why Audit?
• Ensure effective management
• Ensure the contractual specified requirements are met.
• Depth of Audit
• Scope of Audit
• The “scope” of an audit relates to the amount of the management system or
contract that should be reviewed.
• May be one procedure across a number of projects, or, a number of
procedures on one project.
• In the case of an internal activity, determine which management system
elements, procedures and instructions are to be audited within a given time-
scale.
 AUDITING - FUNDAMENTALS
• WHAT is done?
• HOW is it done?
• WHEN is it done?
• WHO does it?
• SHOW ME THE EVIDENCE
 AUDITING – IF YOU ARE AUDITED

Good planning goes along way

• Appoint a person or persons to be responsible for the audit
• Define the scope and objectives of the audit
• The place, date and time where the audit is to be conducted
• Notify the auditee well in advance
• Identify, obtain and review all relevant documentation
• Ensure auditee has all relevant documentation
• Brief the audit team members
• Develop the audit check lists
• Objective evidence
• No impressions, No assumptions, No opinions!
 AUDITING – LEAVING A TRAIL
• Audit notes report NCR’s close outs
• Because it can be verified
• Project and corporate management review
• Contract management and corrective action
• Ability to detect trends and problems
• Continuous improvement recommendations
 AUDITING – NON COMPLIANCE
Q1 –System non compliance
• A system or process failure that may result in repeat non conformances or Q2
defects
• Identified during:
• Auditing or inspection of the Contractors work or Supplier materials
• Repeat occurrences of a non conformance or Q2 defect

Q2 –Non conforming work or materials

• Works or materials identified as not conforming with the contract documentation
• Identified during inspections by:
• Project Manager
• Client or their representative
• Consultants
• Subcontractors
 QA AND THE PROJECT MANAGER
• Understand the project QA obligations.
• Re-inforce compliance with systems (don’t wait for audits)
• Assist in the audit process.
• Undertake and participate in consultant and contractor audits.
• Review NCR and audit reports.
• Report the quality status of the project.
QUOTE