SUBJECT

Task 1

: CONSTRUCTION PROJECT MANAGEMENT

Meeting Minutes
Meeting minutes are the written or recorded documentation that is used to inform attendees
and non-attendees of the happenings during the meeting. The meeting minutes are generally
taken or recorded during a meeting so that participants have a record of what happened
during the meeting.
Minutes usually include:

the names of the participants

the agenda items covered

decisions made by the participants

the follow-up actions committed to by participants

due dates for the completion of commitments

Any other events or discussions worth documenting for future review or history

Exemplary meeting minutes focus on decisions made during the meeting and commitments
made by the participants. The commitments are accompanied by due dates and any other
detail necessary for shared understanding by meeting participants. Effective meeting minutes
for the typical business meeting do not need to record every discussion. They also do not
need to, and shouldn't, state who said what. Recognize that this rule is different for other
types of meetings in such situations as legal action, court hearings, and so forth. These
minutes do require an exact record of the conversation and statements. But, your typical
workplace meeting does not. Ideally, meeting minutes are disseminated to meeting
participants within 24 hours of the meeting. The minutes serve as a reminder of the
commitments made during the meeting. They help participants transfer their meeting
commitments to their calendars and to do lists. Meeting minutes are an effective contributor

to successful meetings when minutes are appropriately written and distributed in a timely
manner.
There is example meeting minutes of 10 units Single Storey Semi-Detached Houses project at
S2 Heights. It contains commencement date, completion date, contract amount, main
contractor name, sub contractor name, client name and architect name.

Kick-Off Meeting
The Kickoff Meeting is the first meeting with the project team and the client of the project.
This meeting would follow definition of the base elements for the project and other project
planning activities. This meeting introduces the members of the project team and the client
and provides the opportunity to discuss the role of each team member. Other base elements in
the project that involve the client may also be discussed at this meeting such as schedule,
status reporting and more.
The basic format of a kickoff meeting includes the roles of and contributions from the
stakeholders. It also mentions the risks and issues involved, particularly those that may affect
project schedules and lead to decreased customer satisfaction. This is the point at which help
needed from stakeholders is explicitly mentioned.
If there are any new team members, the process to be followed is explained so as to maintain
quality standards of the organization. Clarity is given by the project lead if there exists any
ambiguity in the process implementations.
There is a special discussion on the legalities involved in the project. For example, the design
team interacting with the testing team may want a car to be tested on city roads. If the legal
permissions are not mentioned by the concerned stakeholder during kickoff, the test may get
modified later to comply with local traffic laws and this causes unplanned delay in project
implementation. So, it would be best to have a discussion about this during the kickoff
meeting and to follow it up separately, rather than to proceed on assumptions and later be
forced to redo plan test procedures.
The kickoff meeting is an enthusiasm-generator for the customer and displays a full summary
of the project so far. In simple sentence kickoff meeting is gathering of interested parties to
discuss a plan or strategy before launching a program or project. There is example for kickoff
meeting minutes of 10 units Single Storey Semi-Detached Houses project at S2 Heights.

Memo
A memo is intended to inform a group of people about a specific issue, such as an event,
policy, or resource, and encourages them to take action. The word memorandum means
something that should be remembered or kept in mind. A memorandum can have only a
certain number of formats; it may have a format specific to an office or institution. In law
specifically, a memorandum is a record of the terms of a transaction or contract, such as a
policy memo, memorandum of understanding, memorandum of agreement, or memorandum
of association. Alternative formats include memos, briefing notes, reports, letters or binders.
They could be one page long or many. They may be considered as grey literature. If the user
is a cabinet minister or a senior executive, the format might be rigidly defined and limited to
one or two pages. If the user is a colleague, the format is usually much more flexible. At its
most basic level, a memorandum can be a handwritten note to one's supervisor. In business, a
memo is typically used by firms for internal communication, as opposed to letters which are
typically for external communication. There is example for memo of 10 units Single Storey
Semi-Detached Houses project at S2 Heights. This memo was written by main contractor to
client that the housing project was ready to hand over.

Daily Report
Daily report in construction means summary of hourly- and daily-conditions and events at a
worksite on every workday, prepared for the offsite project administrators. An
essential document in construction projects, it records the number of workers or employees
and work equipment at the construction site, exact time the work began and
ended, job progress, weather, accidents if any. For example when no work days it reports "No
Work Today," and show as evidence in case of disputes. There is example for daily report of
10 units Single Storey Semi-Detached Houses project at S2 Heights for month September
2009 and April 2010.

Monthly Report
Project managers and program directors use monthly reports to inform supervisors of the
status or progress of one or more projects. The reports help management to track
accountability and ensure that initiatives are productive. Monthly reports are based on one
calendar month and are usually turned in within a week after the month has ended. The report
should be kept to one to two pages of easily digestible information but attach additional
supporting documents if needed. Monthly report provides information on monthly reporting
to the Project Control Group to be adopted for all major capital investment projects from
inception to the completion of construction, commissioning and hand over.
The monthly report is required to put forward in a standard format that facilitates
consideration of important issues, a well reasoned basis of facts upon which discussion can
proceed and provide a record of matters including:

clear and concise avoiding unnecessary duplication

essential issues and attendant risks for consideration

viable options, the evaluation of options and their implications

clear recommendations by consultants

There are example for monthly report of 10 units Single Storey Semi-Detached Houses
project at S2 Heights for month September 2009 and April 2010. This monthly report
contains weather chart, rain fall records, construction plan chart and monthly QA/QC
inspection report.

Formal Letters
A formal letter, also known as a business letter, is a letter written in formal language with a
specific structure and layout. The main features are a polite and respectful tone, short length,
correct format and no grammatical or spelling mistakes. A business letter is usually a letter
from one company to another, or between such organizations and their customers, clients and
other external parties. The overall style of letter depends on the relationship between the
parties concerned. Formal letters can have many types of contents, for example to request
direct information or action from another party, to order supplies from a supplier, to point out
a mistake by the letter's recipient, to reply directly to a request, to apologize for a wrong, or to
convey goodwill. A business letter is sometimes useful because it produces a permanent
written record, and may be taken more seriously by the recipient than other forms of
communication. There is example for formal letters of 10 units Single Storey Semi-Detached
Houses project at S2 Heights. This formal letter was written by main contractor to client that
they need extension of time and include with site direction.

Task 2

The contract documentation is all documents which, when combined, form the basic of the
contract, including all pre-tender, tender and contractual documentation. Your quote can also
form part of the contract document. The contract documentation will give you sufficient
information to be able to complete the building works and meet the service delivery
requirements. The documents that make up the contract documentation include:

Contract DocumentsThose items so designated in the Agreement, and which

together comprise the Contract.

Bidding DocumentsThe Bidding Requirements, the proposed Contract Documents,

and all Addenda.

Bidding RequirementsThe advertisement or invitation to bid, Instructions to

Bidders, Bid Bond or other Bid security, if any, the Bid Form, and the Bid with any
attachments

Drawings The part of the Contract that graphically shows the scope, extent, and
character of the Work to be performed by Contractor.

Specifications The part of the Contract that consists of written requirements for
materials, equipment, systems, standards, and workmanship as applied to the Work,
and certain administrative requirements and procedural matters applicable to the
Work.

Shop Drawings All drawings, diagrams, illustrations, schedules, and other data or
information that are specifically prepared or assembled by or for Contractor and
submitted by Contractor to illustrate some portion of the Work. Shop Drawings,
whether approved or not, are not Drawings and are not Contract Documents.

There are some papers and plans for contract documents of 10 units Single Storey SemiDetached Houses project at S2 Heights.
Task 3

A variation sometimes referred to as a variation instruction or variation order is an alteration

to the scope of works in a construction contract in the form of an addition, substitution or

omission from the original scope of works. Almost all construction projects vary from the
original design, scope and definition. Whether small or large, construction projects will have
inevitably depart from the original tender design, specifications and drawings prepared by
the design team. This can be because of technological advancement, statutory changes or
enforcement, change in conditions, geological anomalies, non-availability of specified
materials, or simply because of the continued development of the design after the contract has
been awarded. In large civil engineering projects variations can be very significant, whereas
on small building contracts they may be relatively minor. Variations may include:

Alterations to the design.

Alterations to quantities.
Alterations to quality.
Alterations to working conditions.
Alterations to the sequence of work.

Variations may not without the contractors consent:

Change the fundamental nature of the works.
Omit work so that it can be carried out by another contractor.
Be instructed after practical completion.
Require the contractor to carry out work that was the subject of a prime cost sum.

There is example for variation orders of 10 units Single Storey Semi-Detached Houses
project at S2 Heights. This variation order was written by main contractor to sub-contractors
that they to supply and install hoarding to the houses.