DCE 221 Site Org & Admin Notes

AICM VOCATIONAL TRAINING COLLEGE
DCE221 Site Organization & Administration Lecture Notes
Course Name: Site Organization & Administration

Course Code: DCE 226
Course Level: Year Two Semester II
Credit Unit: 3 CU
Brief Course Description
This course introduces administration and organization by defining objectives and structure. It also
describes the site layout to include the storage of materials, equipment on the site. The
management principles, skills of site record keeping, safety, health and welfare, and construction
regulations are specifically highlighted in this course.
Learning Objectives
 Describe the site administration and organization
 display knowledge of plant/equipment maintenance on site
 Describe the site layout to include the storage of materials, site equipment and their
maintenance
 Explain the management principles, record keeping; safety, health and welfare and
construction regulations
 should be able to write, know and observe important documents on site
Detailed Course Description
 Introduction to site administration and organization; Definition and objectives
 Technical control; site organization; important site documents
 Site layout; storage of materials; site equipment; its location and maintenance
 Management principles/functions
 Site communication
 Site record keeping;
 Safety, health and welfare;
 Construction regulations.
Mode of delivery
Lectures, Tutorials, Assignments and Laboratory/ Practical work
Assessment Contribution
Assignments 5%
Tests 15%
Practical Work 20%
Final examination 60%
Total 100%
References
1. Butler J.T 1983 Elements of Administration for Building Students 3 rd. Ed. Hutchison & Co.
London.
2. Foster J.S 1981 Construction Site Studies Production, Administration and Personnel.
Longman, London
3. Harris, F and Mc. Caffer R. 2001 Modern Construction Management 2 nd Ed. Blackwell
Science, London.
DCE221 Site Organization & Administration Lecture Notes 2015/2016Tel+256 773 914177 Email engbern.do@gmail.com
(Eng. Bernard Habumuremyi)
Introduction to Site Administration and Organization;

Definition and objectives
Site Administration
The administration of the construction works is very important. After all it is the basis for
management, organisational and accounting affairs. It is important to present the
 Physical progress
 Financial progress
 Final reporting
Diary
The site-foremen usually keep a diary of the progress of the work. The diary is the basis for
a week report. It presents among others:
 Number of man-days used

 Clarification of the difference between the budget and real resources
 Usage of equipment
 And general information like, agreements, undertaken activities, constraints in
progress and damages.
Both the contractor and client review and sign for acceptance of the diary on regular
intervals, for example once per week.
Provisional items
The site foreman records data about provisional items, price fluctuations etc. separately.
The contractor and the site foreman should keep records on test results, delivered and
used materials (split in provided by contractor, and provided by client.)
Meetings
Minutes should be prepared of every meeting and the draft minutes should be distributed
as soon as possible but certainly a week before the next meeting. The draft minutes should
be discussed and formalised during the next meeting.
Site organisation
Everything you need to know about organising a safe and healthy construction site:
 Traffic management - Ensures that moving vehicles do not present a hazard to

people working on, or visiting, the site.
 Protecting the public - Details the specific measures for protecting members of the
public on site and preventing access by unauthorized people, including children.
 Materials storage and waste management - Guidance on storing materials safely

to prevent hazards and make sure that waste is removed and disposed of safely.
 Welfare - How to meet your legal requirements for welfare facilities on

construction sites, for example providing toilet and washing facilities, drinking
water, rest areas, changing rooms and lockers.
 Administration - The paperwork you need to manage the site legally and safely.
Site layout; storage of materials; site equipment; its location

and maintenance
Site Layout:
Good site layout is important to increase the productivity. The site layout can be judged on
the efficiency of the production process. With a bad layout, time and materials are wasted
through double handling.
Transport and handling of materials always cost money. Every time a stack of bags of
cement is transported over the site the actual cost increases.
The layout of the site will depend upon two main factors: The methods and sequence of
activities and the space available.
Some basic principles for the design and evaluation of the site layouts are:
 Minimise handling and stacking time

 Reduce distances that materials and labourers have to travel
 Are the piles of stacks of materials located close to where they are to be used?
Generally, the site will have to accommodate a variety of temporary buildings, materials,
plant and equipment at different times. Schedules will be needed to present their
respective times of arrival and departure from the site. Particular care should be taken to
avoid items blocking access and interfering with the activities at the various stages of a
project. It is essential to list all the items and storage area that will be needed on site, and to
locate their position on a site plan.
Good layout is most important when the product or materials being used are very heavy or
big. Without a precise site layout plan, neither the site manager nor other site staff will
have a clear indication of where stores and offices, items of plant, work areas and stacks of
materials should be located. On a cramped or complicated site, a series of plans will be
needed covering the layout at each stage of the work.
Construction site layout
Involves identifying, sizing, and placing temporary facilities (TFs) within the boundaries of
construction site. These temporary facilities range from simple laydown areas to
warehouses, fabrication shops, maintenance shops, batch plant, and residence facilities.
Required temporary facilities and their areas are depending in many factors including
project type, scale, design, location, and organization of construction work.
General Considerations before any specific considerations and decisions can be made
regarding site layout a general appreciation should be obtained by conducting a thorough
site investigation at the pre-tender stage and examining in detail the drawings,
specification and Bill of Quantities to formulate proposals of how the contract will be
carried out if the tender is successful. This will involve a preliminary assessment of plant,
materials and manpower requirements plotted against the proposed time scale in the form
of a bar chart (see page 32).
Access Considerations this must be considered for both on and off site access. Routes to
and from the site must be checked as to the suitability for transporting all the requirements
for the proposed works. Access on site for deliveries and general circulation must also be
carefully considered
Storage Considerations amount and types of material to be stored, security and

weather protection requirements, allocation of adequate areas for storing materials and
allocating dequate working space around storage areas as required, siting of storage areas
to reduce double handling to a minimum without impeding the general site circulation
and/or works in progress.
Accommodation Considerations number and type of site staff anticipated, calculate

size and select units of accommodation and check to ensure compliance with the
minimum requirements of the Construction (Health, Safety and Welfare) Regulations
1996, select siting for offices to give easy and quick access for visitors but at the same time
giving a reasonable view of the site, select siting for messroom and toilets to reduce
walking time to a minimum without impeding the general site circulation and/or
works in progress.
Temporary Services Considerations what, when and where are they required?
Possibility of having permanent services installed at an early stage and making
temporary connections for site use during the construction period, coordination with
the various service undertakings is essential.
Plant Considerations what plant, when and where is it required? Static or mobile plant? If
static select the most appropriate position and provide any necessary hard standing, if
mobile check on circulation routes for optimum efficiency and suitability, provision of
space and hard standing for onsite plant maintenance if required.
Fencing and Hoarding Considerations what is mandatory and what is desirable? Local
vandalism record, type or types of fence and/or hoarding required, possibility of using
fencing which is part of the contract by erecting this at an early stage in the contract
Safety and Health Considerations check to ensure that all the above conclusions from
the considerations comply with the minimum requirements set out in the various
Construction Regulations and in the Health and Safety at Work etc., Act 1974.
For a typical site layout example see
Site Security
The primary objectives of site security are
 Security against theft.

 Security from vandals.
 Protection from innocent trespassers.
The need for and type of security required will vary from site to site according to the
neighborhood, local vandalism record and the value of goods stored on site. Perimeter
fencing, internal site protection and night security may all be necessary.
Typical Site Security Provisions
SAFETY AND STORAGE OF Materials

Site Storage materials stored on site prior to being used or fixed may require protection
for security reasons or against the adverse effects which can be caused by exposure to the
elements.
Small and Valuable Items these should be kept in a secure and lockable store. Similar
items should be stored together in a rack or bin system and only issued against an
authorized requisition.
Large or Bulk Storage Items for security protection these items can be stored within a
lockable fenced compound. The form of fencing chosen may give visual security by being of
an open nature but these are generally easier to climb than the close boarded type of fence
which lacks the visual security property.
Typical Storage Compound Fencing
Storage of Materials
This can be defined as the provision of adequate space, protection and control for
building materials and components held on site during the construction process. The
actual requirements for specific items should be familiar to students who have
completed studies in construction technology at an introductory level but the need for
storage and control of materials held on site can be analysed further :-
 Physical Properties. Size, shape, weight and mode of delivery will assist in
determining the safe handling and stacking method(s) to be employed on site,
which in turn will enable handling and storage costs to be estimated.
 Organisation. this is the planning process of ensuring that all the materials
required are delivered to site at the correct time, in sufficient quantity, of the
right quality, the means of unloading is available and that adequate space for
storage or stacking has been allocated.
 Protection building materials and components can be classified as durable or
non-durable, the latter will usually require some form of weather protection
to prevent deterioration whilst in store.
 Security many building materials have a high resale and/or usage value to persons
other than those for whom they were ordered and unless site security is adequate
material losses can become unacceptable.
 Costs to achieve on economic balance of how much expenditure can be
allocated to site storage facilities the following should be taken into account :-
 Storage areas, fencing, racks, bins, etc., b. Protection requirements.
 Handling, transporting and stacking requirements.
 Salaries and wages of staff involved in storage of materials and components.
 Heating and/or lighting if required.
 Allowance for losses due to wastage, deterioration, vandalism and theft.
 Facilities to be provided for sub-contractors.
 Control checking quality and quantity of materials at delivery and during storage
period, recording delivery and issue of materials and monitoring stock holdings
Cement ~ whichever type of cement is being used it must be properly stored on
site to keep it in good condition. The cement must be kept dry since contact with
any moisture whether direct or airborne could cause it to set. A rotational use
system should be introduced to ensure that the first batch of cement delivered is
the first to be used.
LARGE CONTRACTS … for bagged cement watertight container as below. For bulk
delivery loose cement, a cement storage silo.
Aggregates essentials of storage are to keep different aggregate types and/or sizes
separate, store on a clean, hard, free draining surface and to keep the stored
aggregates clean and free of leaves and rubbish.
Site Storage Space

the location and size(s) of space to be allocated for any particular material
should be planned by calculating the area(s) required and by taking into account
all the relevant factors before selecting the most appropriate position on site in
terms of handling, storage and convenience. Failure to carry out this simple
planning exercise can result in chaos on site or having on site more materials than
there is storage space available.
Calculation of Storage Space Requirements ~ each site will present its own
problems since a certain amount of site space must be allocated to the units of
accommodation, car parking, circulation and working areas, therefore the

amount of space available for materials storage may be limited. The size of the
materials or component being ordered must be known together with the proposed
method of storage and this may vary between different sites of similar building
activities. There are therefore no standard solutions for allocating site storage space
and each site must be considered separately to suit its own requirements.
Typical Examples
Bricks … quantity = 15,200 to be delivered in strapped packs of 380 bricks per
pack each being 1100 mm wide 670 mm long 850 mm high. Unloading and
stacking to be by forklift truck to form 2 rows
2 packs high
Area required: - number of packs per row = 15200/ (380x2) =20
Length of row = 10 x 670 = 6 700
Width of row = 2 x 1100 = 2 200
:
Allowance for forklift approach in front of stack = 5 000

.: minimum brick storage area = 6 700 long x 7 200 wide
Timber … to be stored in open sided top covered racks constructed of
standard scaffold tubes. Maximum length of timber ordered = 5 600. Allow for rack
to accept at least 4 No. 300 mm wide timbers placed side by side then
minimum width required = 4 x 300 = 1 200
Minimum plan area for timber storage rack = 5 600 x 1 200
Allow for end loading of rack equal to length of rack
:
.: Minimum timber storage area = 11 200 long 1 200 wide
Height of rack to be not more than 3 x width = 3 600
Areas for other materials stored on site can be calculated using the basic principles
contained in the examples above.
Site Allocation for Materials Storage the area and type of storage required
can be determined as shown above but the allocation of an actual position on site
will depend on:-
 Space available after areas for units of accommodation have been allocated.
 Access facilities on site for delivery, vehicles.
 Relationship of storage area(s) to activity area(s) … the distance
between them needs to be kept as short as possible to reduce transportation
needs in terms of time and costs to the minimum. Alternatively storage
areas and work areas need to be sited within the reach of any static
transport plant such as a tower crane.
 Security … needs to be considered in the context of site operations,

vandalism and theft.
 Stock holding policy … too little storage could result in delays awaiting for
materials to be delivered, too much storage can be expensive in terms of
weather and security protection requirements apart from the capital
used to purchase the materials stored on site
Typical Example
Bricks may be supplied loose or strapped in unit loads and stored on timber pallets as
shown below
Drainage Pipes supplied loose or strapped together on timber pallets
Site Tests ~ the majority of materials and components arriving on site will conform to the
minimum recommendations of the appropriate British Standard and therefore the only
tests which need be applied are those of checking quantity received against amount stated
on the delivery note, ensuring quality is as ordered and a visual inspection to reject
damaged or broken goods.
The latter should be recorded on the delivery note and entered in the site records. Certain
site tests can however be carried out on some materials to establish specific data such as
the moisture content of timber which can be read direct from a moisture meter. Other
simple site tests are given in the various British Standards to ascertain compliance with the
recommendations such as the test for compliance with dimensional tolerance given in BS
3921 which covers clay bricks. This test is carried out by measuring a sample of 24 bricks
taken at random from a delivered load thus
Bitumen
At the end of this session the participant should be able to:
 Identify the problems arising from working with bituminous products.

 Formulate a plan to deal with the problems.
 Institute a plan concerning site safety.
Problems
 Bitumen is a flammable product and, once burning, it is very difficult to extinguish

the fire. It is therefore imperative that basic precautions be taken to prevent the
bitumen from catching fire in the first place. Fortunately it usually requires a direct
flame to set it alight, and spontaneous combustion is rare. However the bitumen has
to be heated to make it fluid and so there is often an open fire nearby.
 When bitumen comes into contact with water it tends to froth and expand
considerably. The container can overflow and the hot bitumen can seriously burn
anyone nearby.
 Hot bitumen is adhesive and will stick to most things with which it comes into
contact. Thus, if it comes into contact with the skin, it sticks there and cannot be
removed until the heat has dissipated into the body. Therefore bitumen burns are
usually quite serious and deep.
 Bitumen dumped in an unauthorised site is a hazard to animals. Even large animals,

such as cattle, have been known to get stuck in dumped bitumen in a borrow pit, to
die a slow and lingering death. Dumping bitumen in an unauthorised area is likely to
contravene the strict environment laws of most countries today and there are
stringent penalties for contravening the act.
 It is sometimes necessary to add a volatile material such as kerosene, power

paraffin or diesel to bitumen to make a higher viscosity material. Special
precautions are necessary during the blending to ensure that none of the materials
can be set alight. Due to the addition of the volatile material the cutback bitumens
are more prone to catching alight.
Fire prevention
The bitumen is often delivered in drums, some of which may have been damaged in transit
and are leaking. The bitumen that has leaked from a drum is a potential source of fire. The
drums of bitumen should be stored in a cleared area with a defined firebreak around the
perimeter. The yard must be cleared of all vegetation and kept clear of vegetation for as
long as bitumen is stored in the area. Adequate fire extinguishers are mandatory around a
bitumen storage area. The fire extinguishers must be serviced regularly.
Leakage from drums must be picked up and disposed of in an authorised disposal site.
When bitumen gets very hot it will ‘flash’ and the cutback bitumen will ‘flash’ at lower
temperatures than the penetration grade bitumen. It must be remembered that when
bitumen is heated the volatiles evaporate and these catch fire readily.
Open flames or sparks must not be permitted near bitumen. Open flames must not be used
to inspect or examine drums or other bitumen containers. The common practice of heating
a drum of bitumen on an open fire or with an open gas flame is very risky.
Water hazard
It is essential to prevent water from coming into contact with hot bitumen. The problem
often lies in water getting into open drums of bitumen. When these drums are poured into
a distributor or storage tank containing hot bitumen, the result may be catastrophic as the
bitumen either explodes or froths out of the tank. Drums should be stored so that water
cannot be allowed to get into the drums. The drums should not be opened until the
bitumen is to be used. Opened drums should be effectively sealed to prevent water from
entering the drum. Any water on the top of the bitumen should be removed prior to
heating. If there is water trapped in the bitumen, then heating should be done very slowly,
with stirring, to allow the water to evaporate before frothing occurs.
Dumping
It is generally illegal to dump waste bitumen in unauthorised sites. Waste bitumen should
be collected into drum and disposed in an authorised site. Unscrupulous people have been
known to dump bitumen in an old borrow pit and cover it with some soil to hide their
illegal activities. On hot days the bitumen below the soil softens and the bitumen can come
to the surface and trap unwary animals. If there are no authorised sites then the bitumen
should be burned to destroy, with all the necessary precautions to prevent pollution by the
clouds of black smoke generated and run away fires.
Protective Clothing
People working with bituminous products have to be issued with protective clothing. They
should be issued with overalls, boots and, when necessary with eye goggles. It is very short
sighted to think that money can be saved by not issuing protective clothing. However one
accident can cost more than the cost of protective clothing issued to all the work force in
the first place.
Cleaning with diesel
It is a common practice for people to clean bitumen off their hands, etc with diesel. Many
people react badly to diesel resulting in sores and lesions. The diesel also removes natural
oils from the skin, drying out the skin. There are hand cleaners available, containing lanolin
and in some cases grit, which are more suitable and less damaging to the skin. Cleaning
machine parts with diesel is acceptable. However this must not be done on the road, either
on the base or existing surfacing, where the diesel may damage the surfacing.
Management principles/functions
Construction Management or Construction Project Management (CPMA) is the overall
planning, coordination, and control of a project from beginning to completion. CPM is
aimed at meeting a client's requirement in order to produce a functionally and financially
viable project.
Construction professionals who work in administration may also be referred to as

construction managers, superintendents or project managers. In these administrative roles,
individuals may plan, direct, budget and coordinate construction projects on-site, and they
may work with other managers or independently. Construction site administrators must
have knowledge of building and safety codes to ensure projects meet legal regulations.
They may have to work on-call 24 hours a day, and some stress might occur when
deadlines draw near or if any on-site emergencies happen.
Project Management
The art of directing and coordinating human and material resources through the life of a
project by using modern management techniques to achieve pre-determined goals of
scope, cost, time, quality and participant satisfaction
The planning, organisation, monitoring and control of all aspects of a project and the
motivation of all involved to achieve project objectives safely and within agreed time, cost
and performance criteria
The planning, monitoring and control of all aspects of a project and the motivation of all
those involved to achieve the project objectives on time and to cost, quality and
performance
Common themes – What is Project Management?
 Combination leadership and management

 Involves directing and coordinating resources
 Managing over a life cycle – start to finish
 Management tools and techniques - planning, initiation,
 directing, monitoring and control
 Project goals and objectives
 People – teams, motivation
Key General Management Skills
Leading
Establishing direction – developing both a vision of the future and strategies for producing
the changes needed to achieve that vision Align people – communicating the vision by
words and deeds to all those whose cooperation may be needed to achieve the vision
Motivating and inspiring – helping people to energize themselves to overcome political,

bureaucratic, and resource barriers to change
Communicating
 Written and oral, listening and speaking

 Internal (within the project) and external (to the customer, the media, the public,
etc.)
 Formal (reports, briefings, etc.) and informal (memos, ad hoc conversations, etc.)
 Vertical (up and down the organization) and horizontal (with peers and partner
organization)
Negotiating: typical project issues
 Scope, cost, and schedule objectives

 Changes to scope, cost, or schedule
 Contract terms and conditions
 Assignments
 Resources
Influencing
 Understanding formal and informal structures of participants and stakeholders

 Mechanics of power and politics
Problem solving
 Problem definition – distinguish causes and symptoms

 Internal problems and External problems
 Technical
 Managerial
 Interpersonal – personality and style clashes
Decision-making
 Identifying viable solutions

 Making a choice (the decision)
 Implementing
Role of the Project Manager
 Plan
 Organise
 Direct
 Control
 Motivate
Purpose of site planning
Plans help provide a map or point of reference. It should enable the project manager at any
point to know;
 What remains to be done?

 By when
 With what resources
 By whom
 To what specification
Objectives
Stay On Budget
One important objective of the project should be to stay on budget. Every project should
have a specific budget assigned. The project manager must keep track of project costs, and
make adjustments as necessary to avoid going over budget.
Finish On-Time
Another objective should be to bring the project to completion on time. In order to manage
time, many project managers use Gantt charts to track tasks, dependencies and milestones.
Whether a Gantt chart or other tracking model is used, the critical path must be identified.
Critical tasks are those that will delay the project if they are not completed on time. Project
managers should identify these tasks, determine how long each will take, and gauge their
dependence on other tasks.
Stay In-Scope
A third objective for a project manager is to keep the project in scope. The project's scope
defines its boundaries. If the project represents an engineering design, for example, the
scope will identify the features and functionality that must be included. Over time,
stakeholders can influence the scope, such as when they try to add new features and
functionality that were not originally discussed. In-scope items are typically defined in a
work breakdown structure, or WBS. The WBS should be monitored to identify and prevent
anything that can impact the project's scope.
Triple Contraints Model
If any of the above objectives is threatened, the project manager should see where
adjustments can be made in the other objectives to compensate. For example, if the project
timeline is being threatened by the late completion of critical path tasks, he must decide if
the scope needs to be adjusted to reduce the project's requirements, or if the budget should
be increased to expedite completion of other tasks.
Create Quality
Building quality into the project management process is another potential objective.
Measuring quality can be based on maintaining the balance of budget, time and scope, in
addition to reviewing customer or stakeholder satisfaction indicators. Stakeholders will be
satisfied if the project meets all of its key objectives, or provides added value by improving
the efficiency of the overall process.
The objectives of a construction project planning should be:
1. Planning of each activity:
The construction project planning should identify and include every activity of the project
in a sequential order. Every activity should be scheduled in a timeline for tracking of
construction project.
2. Construction Methods:
Plans should include construction methods to be adopted for different construction

activities and tools and planning for tools and tackles for each activity so that they can be
made available whenever required.
3. Planning for Construction Equipments and Machinery:
Cost of a construction varies greatly with the use of construction equipments and heavy
machinery as their renting cost could be very high per day. So, planning and scheduling for
such equipments and machinery should be done in advance so that project activities goes
on smoothly without keeping these equipments in waiting. Project should be planned in
such a way that the use of these machinery can be made to maximum during the given
period to make it cost effective.
4. Procurement of materials:
Project planning should also include procurement planning for materials. It is not advisable
to keep the material unused for site for long time. This can degrade the material as well as
much of the cost is spent on such materials. So, proper planning of material procurement
also helps to complete the project within budget.
5. Planning for employee skills:
Some of the construction activities requires availability of skilled person to execute that
work. It is not necessary to employ such person throughout the project, so proper planning
of such work can reduce the cost of operation for that activity.
6. Planning for required documents and drawings:
Construction projects are executed based on the drawings and specifications. It is

necessary to track and make available these drawings at site on time so that the
construction activities are not stopped. Thus construction project planning should also
include the schedules of drawings, specifications and other documents to be made available
at site for review and execution without delaying the project.
7. Financial Planning:
Financial planning of construction is the most important aspects. Different amounts are
required at different stages of construction project. Proper planning of funds for
construction helps the project proceed smoothly. There is no point in investing all the
budgeted amount on the construction project during start of the project. This can be done
in phases as and when required.
The objectives of a construction project planning should be:
1. Planning of each activity:
The construction project planning should identify and include every activity of the project
in a sequential order. Every activity should be scheduled in a timeline for tracking of
construction project.
2. Construction Methods:
Plans should include construction methods to be adopted for different construction

activities and tools and planning for tools and tackles for each activity so that they can be
made available whenever required.
3. Planning for Construction Equipments and Machinery:
Cost of a construction varies greatly with the use of construction equipments and heavy
machinery as their renting cost could be very high per day. So, planning and scheduling for
such equipments and machinery should be done in advance so that project activities goes
on smoothly without keeping these equipments in waiting. Project should be planned in
such a way that the use of these machinery can be made to maximum during the given
period to make it cost effective.
4. Procurement of materials:
Project planning should also include procurement planning for materials. It is not advisable
to keep the material unused for site for long time. This can degrade the material as well as
much of the cost is spent on such materials. So, proper planning of material procurement
also helps to complete the project within budget.
5. Planning for employee skills:
Some of the construction activities requires availability of skilled person to execute that
work. It is not necessary to employ such person throughout the project, so proper planning
of such work can reduce the cost of operation for that activity.
6. Planning for required documents and drawings:
Construction projects are executed based on the drawings and specifications. It is

necessary to track and make available these drawings at site on time so that the
construction activities are not stopped. Thus construction project planning should also
include the schedules of drawings, specifications and other documents to be made available
at site for review and execution without delaying the project.
7. Financial Planning:
Financial planning of construction is the most important aspects. Different amounts are
required at different stages of construction project. Proper planning of funds for
construction helps the project proceed smoothly. There is no point in investing all the
budgeted amount on the construction project during start of the project. This can be done
in phases as and when required.
Project Planning and control tools
 Work Break-down Structure (WBS)

 Gantt Charts (Bar Charts) Gives a clear, pictorial model of the project, Show
progress, Can be used for resource planning
 Network Analysis Methods
 Critical Path Methods (CPM)
 Project Evaluation & Review Technique (PERT)
 Milestone Charts; Gives a summary plan and Show trends in project slippage
 Time-phased Resource Budgets
 ‘S’ Curves
Site communication
Due to its very nature the construction industry requires its personnel to be mobile in
order to complete the realisation of the project.
To carry out their job function communication with others is essential and quality, quantity
and timing of information can either hinder or facilitate successful results.
For many years the walkie-talkie has been synonymous with the construction industry,
however with the advent of mobile phones and wireless data communications there are
now many more options open to you.
Getting connected
This document looks specifically at enabling communication in the field. It gives you an
overview of the technologies available to your site, outlining both the advantages and
disadvantages of each.
Cellular (Mobile Phone)
There are various ways in which you can choose to adopt this technology as your site
communications medium. The simplest but the least controllable is to allow field workers
to use their personal mobile phones and claim call costs as expenses. This will happen
inevitably when an inadequate alternative provision is made.
Requirements
 Handsets.
 Adequate coverage.
 Connection to a network.
Advantages
 Voice and data transfer available.

 No outlay for equipment.
 Field workers are familiar with the technology.
Disadvantages
 Communications costs are difficult to control.

 High tariffs expected due to workers choosing favorable evening rates.
 Reliance on the network provider for coverage.
An alternative is to provide a Voice VPN (Virtual Private Network). Each mobile phone is
registered with the service provider, and when a call is made the mobile phone is
recognised as being able to use the Voice VPN and calls are charged centrally at an agreed
tariff.
Advantages

 Costs are controlled.
 Internal and external communications are possible.
Disadvantages
 Costs are governed by length of calls.

 Reliance on the network provider for coverage.
Requirements
 Handsets.
 Adequate coverage.
 Voice VPN Agreement.
WLAN – Wireless Local Area Network
Wireless LANs can be set up in a number of ways. The first and most simple, is an ad-hoc
network here a group of PCs and mobile computers with wireless LAN cards in them can
communicate with each other directly. This allows the transfer of information between PCs
although does not allow access to a fixed network.
The most popular method of connectivity for wireless LANs is as an extension to a wired
network allowing mobile users or other authorised visitors access to the main servers and
other work related information. It is important to realise that, in most applications,
wireless LAN is an augmentation technology not a replacement technology.
Advantages

 Internal communication costs can be determined at the outset of the project.
 External communications costs are controlled – single tariff.
 Internal calls between devices are free.
 Coverage can be extended by the Contractor through the addition
ofaccess/extension points as and when required.
 High bandwidth data transfer available (Shared 11Mbps radio rate).
 Cells can be overlaid to increase total throughput.
 Established technology.
Disadvantages
 Shorter coverage distance.

 Voice transfer uses VoIP, which is less reliable than ‘normal’ telephones.
 VoIP handsets are expensive and not robust.
Requirements
 WLAN Cards / VoIP WLAN handsets.

 Access Points with provision of power (and network connection).
 VoIP Gateway for voice application.
Private Mobile Radio
Private Mobile Radio (PMR) is a term used to broadly cover all forms of 2 way radio
systems. PMR has been used in construction for the past 15 years.
Advantages
 Costs can be determined at the outset of the project.

 Coverage is achievable up to 15 miles in ideal conditions but typically 2-3 miles.
 Well established technology.
Disadvantages
 Voice transfer only.

 Short conversations only.
 Private conversations between individuals are not possible.
 Internal communications only.
 Handsets are bulky.
 Licenses are being replaced by TETRA.
Requirements
 Handsets.
 Licence issued by the Radio Communications Agency.

 Base stations.
Satellite Technologies
Low Earth Orbit
Through the use of special handsets information passes directly to and from the nearest
Low Earth Orbit (LEO) satellite in view and on to its destination.
Advantages
 Almost planet wide coverage.

 Voice and data communications supported.
 Quick deployment.
 Portability; service can be relocated.
 Independent of landlines.
Disadvantages
 Price of calls and subscriptions.

 Handsets are cumbersome.
 Communication is not always reliable.
 Satellite network providers are highly speculative.
 Long time delays that can be troublesome for voice communications.
 Coverage is not always achievable inside
Requirements
 Handsets.
 Connection to a network.
Key considerations
Imagine you are setting-out the next drainage run and have travelled 20 minutes from the
site office to get there. You arrive and realise that you have forgotten to bring one of the
drawings. Then the sub-contractor asks you whether there are any services running
through the area, again you don’t have that information to hand. You could call the site-
office but you know everyone is out on site, instead you have to travel back again simply to
collect the information needed – a 40 minute round-trip!
The technologies outlined above will each provide the best solution in different
circumstances. Asking the following questions should help you to determine the solution
that is right for your site.
 Will staff require mobile telecommunications and/or access to data?

 How many staff will there be on site?
 Will there be a permanent Site Office?
 How large is the site?
 Is there direct line of sight available?
 Is certainty of cost important?
 Is there coverage from a National Provider?
Communication on site is done through site Instructions.
Purpose of Site Instructions
Communication between the Contractor and the Employer is important for the smooth
implementation of a contract. The Employer’s representatives have a continuous task of
communicating with the contractor through an established system of Site Instructions,
Variation Orders and Site Meetings.
Site Instructions are used to amplify, correct or make minor amendments to the details of
the work within Engineer’s delegated authority and to order the use of provisional
items required to carry out the works as required.
A contractor can therefore be ordered to:
 Remove improper work or materials,
 Expose work which has been covered up without permission,
 Stop unsafe practices that put the works, plant, materials or personnel at risk
 Re-execute unsatisfactory workmanship and
 In general carry out the requirement of the contract.
None of these are variations and the contractor’s site agent/supervisors must not be left in
any doubt on that score. The instruction should therefore contain a reference to the
clause from which the Engineer draws his authority, to exclude the possibility that the
site agent/supervisors might mistake it for a variation.
Good communication requires not only speed and clarity but also definite channels
through which information and instructions can flow.
Contractor’s staff must direct requests for information or for approval of completed work to
the appropriate member of the supervisory team either directly or by leaving a clear
message. For his part the Engineer must ensure that the team members can be easily
contacted or if absent from site have their duties temporarily reassigned.
Instructions or other contractual directions are never given to labourers, machine

operators or other members of the work force. It is improper for instructions to be issued
to employees of the contractor who are in no position to judge the effect or importance
of what they are being told particularly when, as often is the case, extra work, delay or
other consequences likely to result in extra costs are involved.
Format of issuing instructions
All Site Instructions must be issued in writing. Verbal Instructions may be rejected if a
claim is submitted for work done on the basis of the verbal instruction. All verbal
instructions must be confirmed in writing. All site instructions are prepared in triplicate on
standard formats. Similar forms may be issued to site staff in the form of books or blank
forms printed in sets of three. The first copy is given to the Contractor while the second is
for the Supervising Officer/Engineer’s record and the last copy is retained in the site file.
All Site Instructions must be signed by the Contractor to indicate that he has received them.
Attached in Annex I is a Site Instruction format used for NRA contracts.
On some contracts Site Instructions are written, using a computer. The printout is signed
by the Resident Engineer and the Contractor’s Site Agent to prove that he has received it.
The Site Agent keeps the signed original and the Engineer keeps a photocopy of the signed
document.
All Site Instructions must carry a unique Reference Number. The Reference Numbers shall
run consecutively and if one is cancelled the record of the cancellation must be retained.
Both the Engineer’s and the Contractor’s files shall contain exactly the same records of Site
Instructions.
Types of Instructions
Site Instructions will fall into one of the following two types:
 Site Instructions issued to clarify existing work without any element of variation or
change in cost, or approval or disapproval of work done. An example would be a Site
Instruction clarifying the grade of steel required in reinforced concrete.
 Site Instructions that instruct minor additional work that is merely an extension of
normal work and which the Contractor can measure under bill items without query.
These Site Instructions have to be within the Engineer’s authority for expenditure.
An example would be an instruction to increase the length of a culvert.
Clarity of instructions
 Site instructions must be explicit, and where necessary should be accompanied by

sketches or drawings uniquely cross-referenced to the instruction. There must be no
room for arguments as to the precise nature of the works that have been ordered.
 Site instructions must not be issued which instruct additional work with a value in
excess of the Engineer’s delegated authority. If the cost of additional work will
exceed the Engineer’s authority, the Employer’s approval must be obtained prior to
the authorization of any variation.
Grounds for refusing to obey a Site Instruction or Variation Order
The Contractor does not automatically have to obey a Site Instruction or a Variation order.
However, the Contractor must be very sure of the grounds for refusal with reference to the
Contract Documents.
Some reasons why a Contractor may refuse to obey a Site Instruction or a Variation Order
are:
 The safety of plant, Contractor’s personnel, the public or existing structures would
be at risk if the instruction was carried out.
 The Site Instruction or Variation Order is not signed, referenced or dated by an

authorised person.
 The Variation Order is not authorised by the Employer.
 The authority of the signatory, in terms of the Contract, is exceeded.
 When a Variation Order is issued after the commencement of the Defects Liability
Period.
 Funds not available to pay the Contractor, particularly for additional work.
 The Variation is too much for the Contractor to carry out with his available
resources.
 Work outside of the Site as defined in the Contract Documents.
 Instructions given to personnel not authorised to receive them.
 Instructions telling the Contractor how to do work unless a method is specified is

specified in the Contract.
Site record keeping;

Documentation or Record keeping is very important in a construction project because it
provides a “memory” of the project. It is the only contemporaneous record of what was
actually happening at any given time during the course of the project. Documentation is the
framework on which a claim is built; without it, there is no contemporaneous evidence to
prove a claim and, thus, little chance of a fair outcome.
Project documents kept on a contemporaneous basis provide a permanent record which

allows the detailed reconstruction, review, and analysis of events and actions of the project.
The destruction of project documents is destruction of evidence which severely handicaps

the impacted party in presenting its case to the trier of fact. Such destruction “erases” the
memory of project events. This violates industry practice, likely violates internal corporate
policy, and may violate the law depending on the circumstances.
Documentation is the foundation on which all proposals, disputes, or claims are built.
Without documentation, there is essentially no contemporaneous evidence and, therefore,
it is difficult to present a persuasive case. Documentation is critical to resolving disputes in
two ways.
 Documentation provides a contemporaneous record of what was actually

happening on a project at any given time during the course of the project.
 Documentation provides a contemporaneous record of the parties positions
regarding particular events at the time of the event.
Federal participation in the cost of the construction is dependent upon documentation of

the project. Federal agencies require the state agencies to develop and maintain a
standardized system of documenting the work and payments made. To fulfill this
requirement the State of Connecticut Department of Transportation (Department)
developed a standard system of recordkeeping.
The Department's standardized system for recording and documenting conditions and
activities related to the construction work. Project records must be accurate and complete.
They may be subject to detailed review and audit by State and Federal personnel at any
time, even years after project completion, and they may also be required for settlement of
disputes between the Contractor and the State.
A sample list of project records is provided below (depending upon the specific project
other project records may be necessary):
 Contract Documents (plans, specification, etc.)

 Chief Inspector’s Diary
 Inspector's Daily Work Report (DWR)
 Project Volumes (and other documentation supporting Contractor payment)
 Project Correspondence
 Meeting Minutes
 Concrete Base & Pavement Inspection Report
 Base & Bituminous Concrete Inspection Report
 Requisitions and Receiving Reports for State-furnished materials
 Requests for Material Tests
 Report for Test on Cylinders
 Report of Rejected Materials
 Cost Plus Forms
 Pile Driving Records
 Special orders/directives to Contractors
 Noncompliance and Compliance Notices
 Labor Wage Check
 Contract Status
 Certified Payrolls
 Construction Orders (Orders for extra and additional work)
 Environmental Forms and Reports
Contractor shall ensure that the records, reports, certificates and other documents
required are kept on the site.
Lastly Proper administration of the contract requires that all communications between the
parties be in writing and preserved. Clear communication is vital to the success of a project
and written documentation of the communication process forms the basis for analysis and
resolution of disputes when a project has gone astray.
Safety, health and welfare;

The law on construction health and safety requires action to protect those at work on site
and members of the public who may be affected.
There are a number legal requirements concerning notifications, risk assessments, safety
plans and examination reports etc. that must be also produced or submitted.
Site Safety
Construction sites are particularly dangerous places to work. It is vitally important that
everyone concerned is aware of his personal responsibility for the safety of himself and his
colleagues. It is strongly recommended that, at the commencement of a contract, a
meeting be convened to inform all people on the site of basic safety procedures.
Particular attention should be given to:
 Traffic accommodation – signs, speed restrictions, stop-go procedures, flagmen, etc.
 The need for protective clothing. Overalls, boots, earmuffs, eye goggles. The need to
wear reflective jackets when working near moving traffic. It could be stated that
any worker, normally working on the road, who comes to work without his safety
jacket will be sent home and not paid for that day.
 The disposal of waste. It must not be thrown into the bush alongside the road.
 The danger of overhead and underground cables.
 The danger of children, animals and sightseers.
 Reversing vehicles, which should be fitted with audible reverse warning systems.
Tipping vehicles. Stopping vehicles. Turning vehicles. Parking vehicles.
 Clean footplates on pavers.
 Particularly hazardous materials such as bitumen, cutback, LPG gas, diesel, petrol,
etc.
 Horseplay.
 Abuse of alcohol.
 Handling hot asphalt on site.
 Basic first aid procedures.
 HIV/AIDS
This list is not exhaustive; each project will probably have its unique problems. It is given
to make all people aware of the need for safe practice.
Site safety and access to construction sites
A contractor responsible for a construction site shall ensure for that
 Site surroundings and the perimeter are laid out so as to be clearly visible and
identifiable and have appropriate signboards,
 Safe means of access to and egress from are provided and maintained indicated
where appropriate
Appropriate precautions are taken to protect persons present, at or in the vicinity of the
site, from risks which may arise from such site, for example, by the provision of
appropriate barriers, where necessary, to prevent unauthorised entry
Emergency routes and exits
A contractor responsible for a construction site shall ensure for that site;
 Emergency routes and exits remain clear of obstruction and lead as directly as
possible to a safe area,
 In the event of danger, it is possible for persons to evacuate their workstations
quickly and as safely as possible,
 The number, distribution and dimensions of emergency routes and exits are
adequate, taking into account the use, equipment and dimensions of the site and
of the rooms and the maximum number of persons that may be present,
 Specific emergency routes and exits are indicated by signs in accordance with
the relevant statutory provisions applying to safety and health signs at work,
 Emergency routes and exits, and the traffic routes and doors giving access to
them, are free from obstruction so that they can be used at any time without
hindrance, and
 Emergency routes and exits requiring illumination are provided with emergency
lighting of adequate intensity in case the lighting fails.
Doors and gates
A contractor responsible for a construction site shall ensure for that site
 Sliding doors are fitted with safety devices to prevent them from being derailed and
falling over,
 Doors and gates opening upwards are fitted with a mechanism to secure them
against falling back,
 Doors and gates along escape routes are appropriately marked,
 In the immediate vicinity of gates intended primarily for vehicle traffic, there are
doors for pedestrian traffic, unless it is safe for pedestrians to cross, and such doors
are clearly marked and kept free at all times,
 Mechanical doors and gates operate without any risk of accident to persons at work,
 Doors and gates are fitted with stop devices which are easily identifiable and
accessible and, unless they open automatically in the event of a power-cut, it is
possible for them to be opened manually
Traffic routes and danger areas
 Traffic routes, including stairs, fixed ladders and loading bays and ramps, are
designed, located, laid out and made negotiable to ensure easy, safe and appropriate
access in such a way as not to endanger persons working in the vicinity of these
traffic routes,
 Routes used for pedestrian traffic or goods traffic, or for both, including those used
for loading and unloading are dimensioned in accordance with the number of
potential users and the type of activity concerned,
 if means of transport are used on traffic routes, a sufficient safety clearance or
adequate protective devices are provided for other site users, and routes are clearly
marked, regularly checked and properly maintained,
 sufficient clearance is allowed between vehicle traffic routes and doors, gates,
passages for pedestrians, corridors and staircases,
 Traffic routes are clearly identified where the use and equipment of rooms in indoor
workstations on construction sites so requires for the protection of persons at work.
Protection from falling material and protective safety helmets
 Adequate measures are taken to prevent persons at work from being struck by any
falling material or article,
 Wherever technically feasible, persons are protected by collective methods against
falling objects,
 Materials and equipment are laid out or stacked in such a way as to prevent their
collapsing or overturning, and
 Where necessary, there are covered passageways on the site or access to danger
areas is prevented.
Every contractor shall ensure that every person under the contractor’s direct control who
is carrying out construction work is provided with a suitable—
 protective safety helmet, or

 other head protection
Installations, machinery and equipment
A contractor responsible for a construction site shall ensure for that site that all
installations, machinery and equipment, including hand tools, whether power-operated or
not, used on a construction site, are—
 Properly designed and constructed, taking account, as far as possible, of the

principles of ergonomics,
 Maintained in proper working order,
 Used only for the work for which they were designed, and
 Operated only by persons who have received appropriate training.
Welfare;
Shelters and accommodation for clothing and for taking meals
A contractor responsible for a construction site shall provide or cause to be provided at or

in the immediate vicinity of the site for the use of persons at work and conveniently
accessible to them—
 Adequate and suitable enclosed accommodation for taking shelter during

interruptions of work owing to bad weather and for depositing clothing not worn
during working hours, being accommodation containing
 Where there are more than 5 persons at work, adequate and suitable means of
enabling them to warm themselves and to dry wet clothing, or
 Where there are 5 persons or less at work, such arrangements as are
practicable for enabling them to warm themselves and for drying wet clothing,
 Adequate and suitable accommodation for the deposit of protective clothing used
for work and kept, when not in use, at or in the immediate vicinity, with such
arrangements as are practicable for drying the clothing if it becomes wet,
 Adequate and suitable accommodation, affording protection from the weather, and
including sufficient tables with impermeable surfaces and seats with backs, for
taking meals in satisfactory conditions,
 Facilities for boiling water and, where appropriate, facilities for preparing their
meals in satisfactory conditions,
 If there are more than 5 persons at work and heated food is not otherwise available,
adequate facilities for heating food, and
 An adequate supply of potable drinking water and, where appropriate, another
suitable non-alcoholic beverage, at a convenient point or convenient points.
Changing rooms and lockers
A contractor responsible for a construction site shall ensure for that site that
 Appropriate changing rooms are provided for persons at work if they have to wear
special work clothes and if, for reasons of health or propriety, they cannot be
expected to change in another area, and
 The changing rooms are easily accessible, are of sufficient capacity and are provided
with seating.
Washing facilities
A contractor responsible for a construction site shall ensure for that site that adequate and
suitable facilities for washing appropriate to the numbers of persons at work and the
nature and duration of the work are provided.
Sanitary conveniences
(a) That subject to subparagraph (d), at least one suitable sanitary convenience is provided,
not being a convenience suitable only as an urinal, for every 20 persons at work on the site,
(b) That every sanitary convenience required under these Regulations—
(i) If practicable, discharges into a main sewer,
(ii) Is sufficiently ventilated and does not communicate with any workroom or mess room
except through the open air or through an intervening ventilated space,

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AICM VOCATIONAL TRAINING COLLEGE

DCE221 Site Organization & Administration Lecture Notes

Course Name: Site Organization & Administration

Introduction to Site Administration and Organization;

 Number of man-days used

 Traffic management - Ensures that moving vehicles do not present a hazard to

 Materials storage and waste management - Guidance on storing materials safely

 Welfare - How to meet your legal requirements for welfare facilities on

Site layout; storage of materials; site equipment; its location

 Minimise handling and stacking time

Construction site layout

Storage Considerations amount and types of material to be stored, security and

Accommodation Considerations number and type of site staff anticipated, calculate

For a typical site layout example see

The primary objectives of site security are

 Security against theft.

Typical Site Security Provisions

SAFETY AND STORAGE OF Materials

Typical Storage Compound Fencing

Site Storage Space

accommodation, car parking, circulation and working areas, therefore the

Allowance for forklift approach in front of stack = 5 000

 Security … needs to be considered in the context of site operations,

Drainage Pipes supplied loose or strapped together on timber pallets

At the end of this session the participant should be able to:

 Identify the problems arising from working with bituminous products.

 Bitumen is a flammable product and, once burning, it is very difficult to extinguish

 Bitumen dumped in an unauthorised site is a hazard to animals. Even large animals,

 It is sometimes necessary to add a volatile material such as kerosene, power

Cleaning with diesel

Construction professionals who work in administration may also be referred to as

Common themes – What is Project Management?

 Combination leadership and management

Key General Management Skills

Motivating and inspiring – helping people to energize themselves to overcome political,

 Written and oral, listening and speaking

Negotiating: typical project issues

 Scope, cost, and schedule objectives

 Understanding formal and informal structures of participants and stakeholders

 Problem definition – distinguish causes and symptoms

 Identifying viable solutions

Role of the Project Manager

Purpose of site planning

 What remains to be done?

Triple Contraints Model

The objectives of a construction project planning should be:

1. Planning of each activity:

Plans should include construction methods to be adopted for different construction

3. Planning for Construction Equipments and Machinery:

5. Planning for employee skills:

6. Planning for required documents and drawings:

Construction projects are executed based on the drawings and specifications. It is

The objectives of a construction project planning should be:

1. Planning of each activity:

Plans should include construction methods to be adopted for different construction

3. Planning for Construction Equipments and Machinery:

5. Planning for employee skills:

6. Planning for required documents and drawings:

Construction projects are executed based on the drawings and specifications. It is

Project Planning and control tools

 Work Break-down Structure (WBS)

Cellular (Mobile Phone)

 Voice and data transfer available.

 Communications costs are difficult to control.

DCE 221 Site Org & Admin Notes

DCE 221 Site Org & Admin Notes