CONSTRUCTION

PROJECT
DOCUMENTATION
Prepared by: Engr. Victor J. Santos (Engineer III)
DPWH Bureau of Construction
Outline

 Definition
of Project Documentation for
Construction
 Stages of Project Documentation
 Importance of Project Documentation
 Proper
Attitude /Discipline in Project
Documentation
 What is Project Documentation?

 It serves as a memory of the project

 Itis the ONLY CONTEMPORANEOUS
RECORD of what is actually happening at
any given time during the course of the
project.
Contemporaneous – meaning
“occurring during the
same period of time”
What is Project Documentation?

 It provides a permanent record which

allows the detailed reconstruction, review
and analysis of events and actions of the
projects
 Itis a foundation on which all proposals,
disputes or claims are built
Stages of Project Documentation

Pre-Construction Documentation

Project Implementation Documentation

Final/Completion Documentation
Pre-Construction Documentation

 Takesplace or is used in planning a

construction project before the

1
actual construction begins. This is
often referred to as preconstruction
or precon.
Pre-Construction Documentation
1. Detailed Engineering Design (DED), including
the preparation of Program of Works (POW),
Approved Budget for the Contract (ABC),
bidding documents
2. Pre-Procurement Conference with minutes
3. Project Procurement Management Plan (PPMP)
and Annual Procurement Plan (APP)
4. Advertisement/Posting of Invitation to Bid
5. Issuance of Bid Documents
6. Pre-Bid Conference with minutes
Pre-Construction Documentation

7. Receipt and Opening of Bids

8. Evaluation of Bids
9. Post Qualification
10. Resolution of Award/Notice of Award
11. Contract Bonds/Plans/Work Schedule, etc
12. Contract Agreement
13. Notice to Proceed (NTP)
14. Submission to COA for contract review
Project Implementation Documentation

 Takes place during the actual

project execution

2
Project Implementation Documentation
Project Daily Log, Site Instruction, Weather
1. Project Management Forms Chart, Monthly Status Report (Field Reports),
Quality Control Program, Monthly Time
2. Job Control Forms Suspension Report, Suspension/ Resume
Order, Variation Order, Itemized Cost of
Revision (ICR), Payment/Billing, Statement
3. Certificate of Job of Work Accomplished

Acceptance, Acceptance
Forms, Testing Forms
4. Contract Changes/Amendments
5. Contract Drawings and Revisions
Test/Regular Pile Data, Pile
Driving Log, Bored Pile Drilling
Log/Pouring Data, Work Request,
Bar Cutting List/Diagram, Concrete
Pouring Permit
Project Implementation Documentation
6. Correspondence/Communication (External)
7. Memoranda (Internal)
8. Agenda/Minutes of the Meeting
9. Project Photographs (taken before, during and after)
10. Color-coded Straight-Line Diagram
11. Emails
12. Any other electronic job related documents
Final/Completion Documentation

 Takes place upon the completion

of the construction project

3
Final/Completion Documentation
1. “As-Built” Plans (with Back-Up Quantity
Calculations/Computations)
2. Project Punch Listings prior to project inspection
3. Final Inspection for Completion and
Rectification/Correction Works After Final Inspection
4. Certificate of Completion
5. Final Inspection for Acceptance (after a year) and
Rectification/Correction Works after Final
Acceptance Inspection
Final/Completion Documentation

6. Certificate of Final Acceptance

7. COA Final Inspection Report
8. Clearances
9. Equipment/apparatus, materials or
supplies to be turned over
10. Final Payment/Billing
Importance of Project Documentation

MEMORY of the Project

 BASIS or EVIDENCE for claims

=
Failure to follow the Failure to provide
required project appropriate
documentation evidences
Importance of Project Documentation
For future project documentation references.
Gives past information for project’s lifecycle review.
Gives project history from design conceptualization,
construction and maintenance stages until
rehabilitation/repair occurs.
Old data/information if used collectively will provide initial
information (Example; 1.) Water Supply Project-to determine
the previously probable depth of water bearing strata; 2.)
Bridge Project-to determine the previous result of pile driving
data).
Basis for project cost comparison.
Attitude/Discipline in Project Documentation
 Committed to the assigned responsibility
 Responsible and accountable engineers
 Proactive
 Exhibit good leadership by example
 Be optimistic/positive thinker
 Patience and perseverance in dealing with
clients/stakeholders
 Development/improvement oriented
 Compassionate toward others
THANK YOU