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Construction Auditing

This document provides an overview and introduction to construction auditing. It discusses the purpose of construction audits, including monitoring costs and ensuring projects stay on track. It defines common construction terms and describes different types of construction contracts and their associated risks. The document also outlines the typical phases of a construction project life cycle and how projects are commonly organized and managed. It recommends that high-cost, high-risk, or problematic projects be prioritized for auditing. The summary concludes by listing the typical elements involved in a construction audit, such as reviewing bills, contracts, on-site inspections, and generating reports.

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Walid Marhaba
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100% found this document useful (2 votes)
470 views49 pages

Construction Auditing

This document provides an overview and introduction to construction auditing. It discusses the purpose of construction audits, including monitoring costs and ensuring projects stay on track. It defines common construction terms and describes different types of construction contracts and their associated risks. The document also outlines the typical phases of a construction project life cycle and how projects are commonly organized and managed. It recommends that high-cost, high-risk, or problematic projects be prioritized for auditing. The summary concludes by listing the typical elements involved in a construction audit, such as reviewing bills, contracts, on-site inspections, and generating reports.

Uploaded by

Walid Marhaba
Copyright
© Attribution Non-Commercial (BY-NC)
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPT, PDF, TXT or read online on Scribd
  • Introduction to Construction Auditing: Introduces the basic concept of construction auditing, including the purpose and key objectives.
  • Our Purpose - an Overview: Provides an overview of the topics covered in construction auditing, setting the stage for detailed discussions.
  • Ground Rules: Sets the ground rules for engaging with the material, emphasizing open communication.
  • Terms: Defines key terms and concepts frequently used in construction auditing.
  • Types of Contracts: Describes various types of contracts used in construction projects, such as Lump Sum and Cost Plus.
  • Why Audit Construction Projects?: Explains the rationale behind auditing construction projects, highlighting management benefits.
  • Goals of a Construction Audit: Outlines the primary objectives of conducting a construction audit, such as cost identification and litigation avoidance.
  • Construction Life Cycle: Discusses the different phases in the construction project life cycle, from planning to close-out.
  • How Are Construction Projects Managed?: Discusses the roles and responsibilities of the various personnel involved in managing construction projects.
  • External Organizations: Lists external organizations and their roles in construction projects.
  • Typical Project Organization: Illustrates a standard hierarchical structure for project organization in construction.
  • What is the Best Organization?: Discusses different organizational structures and their effectiveness in construction projects.
  • How Should Projects Be Selected for Audit?: Describes criteria for selecting construction projects for audit, focusing on contract types and project profiles.
  • Contract Risk Cost Plus: Analyzes risks associated with Cost Plus contracts, such as labor and material costs.
  • Contract Risk T & M: Describes the risks associated with Time and Materials contracts, focusing on cost accuracy.
  • Unit Price: Highlights risks specific to Unit Price contract types, focusing on estimating errors.
  • Recommended Contract Type: Advises on which contract types are most suitable based on risk and cost efficiency.
  • Elements of a Typical Construction Audit Program: Details the key elements and steps in executing a construction audit program.
  • Audit Reports: Discusses the types of reports generated from audits and their respective contents.
  • What Should Be Contained in Trip Reports?: Outlines the components of trip reports within audits, including summaries and schedules.
  • Auditor Selection: Details the criteria and considerations for selecting internal or external auditors for construction projects.
  • Change Orders: Introduces the change order process in construction projects, including important considerations.
  • Change Order Template: Provides a template for structuring and documenting change orders in construction projects.
  • Typical Findings: Identifies common issues found during audits of construction projects, such as pricing and material use discrepancies.
  • Which Types of Contracts and Projects Should Be Audited?: Discusses the varieties of contracts and projects that warrant auditing to ensure compliance and risk management.
  • When Should Construction Projects Be Audited?: Addresses the timing for auditing construction projects and the importance of concurrent auditing.
  • Jefferson Wells Approach: Explains the methodology and steps employed by Jefferson Wells for auditing construction projects.
  • Contract Analysis: Outlines the elements of contract analysis, including execution and attachment verification.
  • Work Plan: Describes how to create an audit work plan and select appropriate tests for construction projects.
  • What Does a Contractor Billing Look Like?: Illustrates examples of contractor billing forms and certification requirements.

Introduction to CONSTRUCTION AUDITING

Presented by Bob McDonald Jefferson Wells International

Our Purpose - an Overview


       

Terms Types of contracts Reasons for auditing construction projects Understand the construction project life cycle Management of construction projects Selecting projects for audit Audit steps and timing Contractor Billing Overview
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Ground Rules
None  When you have a question ASK!


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Terms
      

Architect & A&E AIA Asset Allocation Study Backcharges Change order, extra work & Claim Contractor, CM, GC Construction engineering

     

Consumables, Expendables & Small Tools Cost Crafts & Trades Design Builder Fast Track General Conditions Labor

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Terms
       

Materials Owner OSHA Retainage Sales & Use Taxes Site Shared savings Subcontractor

    

Subsistence Tax abatement Turn Key Value Engineering More Terms See RS Means Company 800 334 3509 Dictionary

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Types of Contracts
Lump Sum, Fixed Cost, Stipulated Sum  Cost Plus


Cost Plus with Fixed or Percentage Fee Cost Plus with Guaranteed Max Cost Plus with GMAX & Shared Savings

Unit Price  Time & Material



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Why audit construction projects?


Top management is concerned and exposed  Construction projects are costly  Delays can result in lost market opportunity  Provides monitoring not available elsewhere  Provides a means of keeping projects on track, or gets them back on track quickly

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Goals of a Construction Audit




Identify Cost Avoidance Opportunities  Ensure Controls Are Developed & Maintained
Owner Contractor

Identify Overcharges/Undercharges  Avoid Litigation



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Construction Life Cycle




Planning
Conception Design

Contracting  Construction  Close-out Close

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How are construction projects managed?




Inside or Outside Project Manager  Company Officer  Executive Committee  Architect

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Owners Project Management Team


       

Project Manager and/or Owners Representative Purchasing Legal Contract Administration Finance & Accounting Auditing Tax (consult) Risk Management (consult) - OCIP
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External Organizations
Architect  Engineering  Construction Manager  General Contractor  Owners Representative  Subcontractors  Testing  Survey

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Typical Project Organization


OW ER N

ARCHITECT

GEN AL C TR TOR ER ON AC

SUBCO NTRACTO R

SUBCONTRACTOR

SUBCONTRACTOR

SUB-SUB CONTRACTOR
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Alternate Project Organization


O NR WE

A C IT C RH ET

G N R LC N R C O E E A OTA T R

S B OT A T R U C NR CO

S B OT A T R U C NR CO

S B OTA T R U C NR CO

S B U C NR CO U -S B O T A T R
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Alternate Project Organization

Onr we

A ite rch ct

G n ra C ln cto e e l o tra r

T&EF irm

Eg er n in e

S b n ctro S b n cto S b n cto u co tra u co tra r u co tra r


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Alternate Project Organization


Onra GnraCn c r we s ee l otrato

Onr we

Ahet rcit c

Td Cn c r Td Cn c r Td Cn c r rae otrato rae otrato rae otrato

Tsn eti g

M ria a a l n te

Ds nEg er ei nine

Sbotrato ucn c r
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Alternate Project Organization


Owner with full support Executive

Owner's Project Team Outside Counsel Outside Audit Owners Rep

Architect

Construction Manager

General Contractor

Design Engineer

Testing

Subcontractor

Material an

Sub-subcontractor
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What is the best organization?


All types work  Use the one that suits your organization


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How should projects be selected for audit?


Size ($ value & physical size)  Type of contract


Cost Plus & T&M versus Lump Sum Shared Savings Features

High profile or high risk projects  Experience of Owners Representative  Experience with the General Contractor

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Contract Risk
Cost Plus


Labor
Rates & Fringes Subsistence Uncompensated overtime Not to exceed limits ignored Travel & reimbursable Union rates Ghosts
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Contract Risk
Cost Plus


Materials
Trade & other discounts Excessive material Scrap & returns Sources Rework

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Contract Risk
Cost Plus


Equipment
Rent to own Rental exceeds purchase price Excess damage costs Sweetheart deals Taxes on fuel Equipment not on job Rental rebates not credited
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Contract Risk
Cost Plus


Insurance  Performance bond  Home office charges  Permits & licenses  Fines  Mathematical errors

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Contract Risk T & M


Use of incorrect labor costs  Use of incorrect material mark ups  See Cost Plus


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Contract Risks
Stipulated Sum, Lump Sum or Fixed Fee


Materials outside specification  Quantities not installed  Improper construction methods  Change orders in original bid  Owner supplied material not credited  Insurance not purchased  Change orders not costed correctly
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Contract Risks
Lump Sum or Fixed Fee
Front End or Top Loading  Bonds not obtained  Unauthorized subcontractors used  Tax errors  Contract work performed by owners employees  Services not provided

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Unit Price


Erroneous estimates
Mobilization/demobilization Improper measuring/quantity verification

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Recommended Contract Type




Cost Plus  Guaranteed Max  Shared Savings Feature

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Elements of a typical construction audit program




Bid Review (Optional)  Contract Review  Control Assessment  Contractor Billing Tests - Progress Billings

Labor Materials Equipment (Contractor owned & rented) Subcontractor charges


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Elements of a typical construction audit program




Contractor Billing Tests (continued)


Permits and licenses Miscellaneous charges (small tools & consumables) Overhead charges Contractor fee Retainage calculation Performance bond & insurance Home office charges
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Elements of a typical construction audit program




Contractor Billing Tests (continued)


Physical inspection and review of engineering inspection reports Relocation & travel

Control Verification  Financial Review




Lead schedules Receivables Payables


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Elements of a typical construction audit program




Financial Review (continued)


Construction in Process (CIP) Fixed Assets

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Audit reports


Bid Review  Contract Review  Trip Reports  Final Report

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What should be contained in trip reports?




Tailor to the organization  Typical trip report


Summary Comments Issues Requiring Follow-up & Party FollowResponsible Visit Schedule

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Auditor Selection


Internal

Train Your Own Hire an Experienced Auditor Public Accounting Firms Construction Auditing Firms

External

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Change Orders
Change Orders  Extra Work  Claims


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Change Order Template


Contract: Scope of Change: Drawing Sheet # Description Change Order # Material Quantity Unit Price Bulletin # Line Item # Labor Hrs/Unit Unit

U/M

Total material NIC Sales & Use Tax

Cost -

Total Labor Hours

Hours -

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Change Order Template


LABOR & BURDEN COSTS Labor Cost per Hour - Ave Labor Hours Estimated Estimated Field Labor Cost Supervision Percentage of Field Labor Subtotal for Field Labor Add for Payroll Taxes Add for Insurance Add for benefits Project Manager @ (No. Hours) x Hourly Rate Engineering @ (No. Hours) x Hourly Rate Total Direct Labor Costs Add (%) for Fee Total Labor Costs
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Change Order Template


MATERIAL COSTS FROM DETAIL Material Costs from Detail Sundry Material @ % Material Cost Subtotal Material Costs Small Tools @ % of Materials Freight on Material @ % of Materials Sales & Use Tax on Materials @ % Fuel for Rental Equipment Rental Equipment Total Other Direct Costs Add % for Fee Total Material & Equipment 0% 0% 0% 0%

SUBCONTRA COSTS CT Subcontractor Net Subcontractor Costs Fee @ % of Subcontractor Costs Total Subcontractor Costs -

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Change Order Template


Total Labor Costs -

Total Material & Equipment


Total Subcontractor Costs
RECAP OF TOTAL COSTS Labor & Burden Costs Material & Equipment Costs Subcontract Costs Total Change Order Proposal

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Typical Findings
 

Defective Pricing in COs Unauthorized Items Billed


Home office charges Other

Labor Overcharges
Workers Comp Rates FUI/SUI

  

Materials Not Used on Job General Conditions G/L Insurance Experience Modifiers
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Typical Findings
Duplicate Charges  Equipment Billed Not in Use  Bonds not purchased  Backcharges not accomplished  Scrap not Credited  Unauthorized Substitution of Materials  Unapproved Methods

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Which Types of Contracts and Projects Should be Audited?




All Types

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When Should Construction Projects be Audited?


Begin at Planning  Concurrently Throughout the Project  Closeout


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Jefferson Wells Approach


1. 2. 3. 4. 5.

Contract Analysis Blueprint the project organization Determine the risks Develop the Work Plan Initial Report
contract analysis, recommend improvements project management, recommend controls

6.

Conduct the engagement


Verify charges Monitor controls

7. 8. 9.

Update meetings Complete the planned work and add other tests deemed necessary Final Report
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Contract Analysis


What to look for


Type of contract Complete?
Executed? All exhibits & attachments?

Financial Terms and Conditions Right-to-audit Right-to Change order/extra work/claims General Conditions
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Work Plan
Select tests from Master Audit Program  Add other tests based on analysis of this project


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What does a contractor billing look like?


See Sample G702 and G703  Certification by Contractor & by Architect


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Construction Auditing


Questions and Answers  Call Bob McDonald @ Jefferson Wells International 216 664 5600 Fax 216 664 5606 or email bob_mcdonald@jeffersonwells.com

JeffersonWells International

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