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110802-QC&CMmanual

(draft)

Dam Safety and Water Resources Planning Project (DSWRPP)

Quality Control & Construction Management Manual

Background Construction work of DSWRPP has to be done to quality as per the technical specifications issued at the tendering stage. Technical Specifications are generally explicit and sometimes are implicit. This is because of the difficulty in specifically covering all the aspects intended in writing a specification. Starting with what is available it is the talent and the competence of the Engineer to bring out a satisfactory project. What is given below are explicitly stated requirements in the contract, sometimes interspersed with what is implied therein, for proper Project Management. These may also be very useful documentation in future for defect identification & correction, dispute resolution etc. In the past site visits of ISC staff these have been presented to site staff in their communications. It was felt that compiling these in a concise form will be useful to Engineers staff in particular and in general to senior management involved.

Summary 1.1 Program, Cumulative Monthly Program/Progress (S curve) & updated Program. The Contractor has to submit a Construction Program (CP) for the Project within 14 days of signing of Contract. This has to be submitted to the Project Manager (PM) in writing. PM will make his comments on this Program to the Site Manager (SM). This may be acceptance of the Program or other comments which may be calling for clarifications in some areas and expressing his disagreement in some other areas, if it is the case, in his opinion. After to & fro communication agreement will be reached between the two parties about the acceptable Construction Program. Unless and until this Program is officially revised, basis for all communications and other functions/activities on the Project will be the initial CP. For the purpose of monitoring the overall progress of the Project, an S curve has to be prepared based on the above Program. This again has to be prepared by the SM and submitted to the PM. After a similar process as in producing the Construction Program an S curve for the Project will have to be agreed between PM &SM. Just like in the case of Construction Program, until and unless the S curve is revised this will be the basis for assessing the overall progress of the Project. S curve can be prepared either manually or using a suitable computer software. The Contractor has to update the Construction Program (called updated Program -UP) every 84 days after the previously adopted Program following a similar process as stated earlier. However if there is no appreciable change in the scope of work or any other applicable factor the previous program can be continued with the agreement of the PM.

A copy of the adopted Program & S curve will have to be included in the Monthly Progress Report (MPR) to be submitted by the Contractor. 1.2 Meetings & minutes of meetings At the early stages of the Contract (say first month or so) meetings can be held between PM & SM and agreement for general dates and times for routine and other meetinsg can be reached. These may be Monthly Progress meetings, weekly meetings etc. and once reached they should be adhered to unless there is a compelling reason. Notice of monthly progress meetings (MPR) or any special meetings will have to be circulated among relevant parties at least 1 week ahead so that everybody can plan his/ her activities. It is advisable to agree on the format for the minutes of Progress Meeting as well at this stage. Monthly Progress Report (MPR) The format for the MPR and dates of submission of report can be agreed in these early meetings and will include amongst others following: -Description of progress -Construction Program & S curve -Progress Photographs -Visitors to site -Weather - Special Problems experienced at site -Queries/list of correspondence with the Employer and his responses. 1.4 Daily Report (DR) (form no Poy-CM1) The Contractor has to submit this daily and in the morning of the following day. If he doesnt submit this or delays in submitting this, this fact has to be put down in writing without much delay, reminding them of their contractual obligation. The Contractor should not do a careless job in submitting this and if he does so it has to brought to his attention. The Engineer too has to check the correctness of the Contractors submission carefully and if necessary send a copy back to the Contractor with his comments; this will prevent continuation of mistakes in the Contractors submission. PM should check the filed forms on a routine basis and effect corrections, if necessary. What is given is only a sample and the format proper can be agreed between PM & SM to suit the particular site in the early meetings mentioned above. 1.5 Check Lists (CL) (form no Poy-CM2a to 2f & continue) These need to be submitted by the Contractor for all items of work as judged by the PM. Before submission the Contractors relevant technical staff should go through every item and satisfy themselves that all preliminary requirements are in place to carry out the intended item of work. Once submitted the Engineers staff too are required to check the correctness of submission and once satisfied only should the consent be given to execute

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the works. If the SM could not go through the form beforehand it should be done immediately afterwards and note any lapses and ensure that they are not repeated. Same is required from the Authorized Representative (AR). PM should check the filed forms on a routine basis and effect corrections, if necessary . What is given is only a sample and the format proper can be agreed between PM & SM to suit the particular site in the early meetings mentioned above. What is given is only a sample and the format proper can be agreed between PM & SM to suit the particular site in the early meetings mentioned above. 1.6 Method Statements (MS) Method Statements can be for individual items of work, series of connected items or an entire Project and depends on the purpose it serves. If it is an individual item of work, idea may be to visualize in detail how work will have to be organized to carry out that item of work. It may be that a reasonable doubt can occur in the mind of PM as to if the work could be carried out to the stipulated specifications with the available resources at site. It may sometimes be possible but nevertheless may need additional arrangements normally not required in the day to day workings of the site. On the other hand additional resources say, a crane or a concrete skip bucket may have to be brought to the site from outside if the work is to be carried out to the applicable specification. Anyway this visualization will help to identify possible problems in advance and make allowance for them instead of confronting them when work actually is in progress; it may not be possible to find solutions to some of such problems when the work is in progress. Furthermore as this MS will be reviewed by the PM, any details escaping the mind of SM, will still come to the notice of the former. Therefore there is a very good possibility of coming up with a good strategy to tackle the possible problems. MS can be useful to see if completion of a series of items constituting an important milestone can be achieved with in a specific period of time. Say for eg completing the construction of a sluice before the next water issues period. This may have serious implications with the local community and hence with the local political authority as well; so ensuring the completion of this activity will be of crucial importance for the PM. It will be similar scenario in the case of the entire construction program as well. 1.7 Technical Query/ Request for Clarification (TQ/RC) (form no Poy-CM3) This is for the benefit of the Engineers staff who may come across some problem/ clarifications with regards to drawings, contract conditions or some contractual situation and needs clarification from ISC. The Engineer can immediately write this Query with relevant details in the sheet and fax it to ISC (fax no 0112588184) and can expect a reply in a day or two. The idea is to minimize delays to construction work on account of Technical Clarifications. 1.8 Quality/ Progress Control- Monthly feedback from site (form no Poy-CM4)

This is the only form designed to report the progress of the work site and has been kept as simple as possible to the most crucial issues to ascertain Quality & Progress. It is agreed that this has to be sent to the PMU by the PM/AR with copy to ISC by the 10th of the following month. Until the completed form is ready by the 10th it is expected that the items 1, 2, 3 & 4 of the form (first page) be sent in the first working day of the next month by E mail (konara wanigasekara@poyry.com) or by fax to ISC. 1.9 Filing and Safekeeping of documents Although it looks trivial this is a very important aspect in the operation. Copies or originals (as the case may be) of relevant documents ( Program, S curve, updated Program, minutes of meeting, Monthly Progress Reports, Daily Reports, Check Lists, Method Statements, Technical Queries, Monthly feedback from site and other relevant papers shall be filed orderly manner in separate box files and kept at the site office preferably in a steel cupboard. The idea is to have these documents ready at hand for easy reference to site staff as well as any visiting staff.

Attached: A sample set of forms referred above.