Project Documentation and Communication

How construction teams create, send, control and keep the records that run a project and protect everyone on it, following one Ottawa general contractor through a mass-timber library under CCDC 2 2020: why contemporaneous records matter; document control, ISO 19650-style naming and the common data environment; correspondence, transmittals and timely Notice in Writing; daily reports and site diaries; requests for information; submittals and shop drawings; meetings and minutes; photos, video, inspection and test records; change, delay and claims-ready records; payment records under Ontario's Construction Act, including proper invoices, holdback, prompt payment and adjudication; closeout and handover documents; and records retention, legal holds and a project documentation plan.

CON-375 Year 3 3 credits 12 lessons · 4 h 3 min

Offered by HSM University · Construction Management

This is the Canadian version of this course. See the American version.

What you'll learn

Explain the families of project documentation, the jobs records do, and why contemporaneous records made in the ordinary course of business carry weight.
Set up and run a document control system and common data environment with structured naming, revisions, status codes, distribution and an audit trail.
Write formal correspondence and transmittals, and give timely Notice in Writing under CCDC 2 2020 and its supplementary conditions, counting deadlines correctly.
Prepare daily reports and site diaries that are specific, quantitative, factual and complete, and reconcile them with subcontractor reports and weather data.
Write requests for information that get fast, useful answers, manage the RFI log, measure response times and recognize answers that are changes.
Plan, review, track and expedite submittals, flag deviations, and work back from on-site dates to set submittal start dates.
Run effective project meetings and write minutes with numbered, carried-forward action items, and understand the limits of minutes as a contractual record.
Plan and manage photos, video and reality capture as evidence, and keep inspection, test, non-conformance and safety records in a complete quality file.
Keep change, cost and schedule records that support changes, delays and lost-productivity claims, and assemble a claims-ready file.
Prepare payment applications and proper invoices, manage holdback, statutory declarations and Ontario's prompt payment, lien and adjudication deadlines.
Plan closeout early and deliver deficiency lists, as-built information, operation and maintenance data, commissioning and training records, warranties and final payment documents.
Apply a records retention schedule, preserve records under a legal hold, archive records securely, and prepare a complete project documentation plan.

Course content

12 lessons · 4 h 3 min total · final exam

1 Why documentation matters 21 min · quiz
2 Document control and the common data environment 22 min · quiz
3 Correspondence, transmittals and written notice 21 min · quiz
4 Daily reports and site diaries 20 min · quiz
5 Requests for information 19 min · quiz
6 Submittals and shop drawings 20 min · quiz
7 Meetings and minutes 20 min · quiz
8 Photos, video, inspection and test records 20 min · quiz
9 Changes, delays and claims-ready records 20 min · quiz
10 Payment records, prompt payment and adjudication 20 min · quiz
11 Closeout and handover documents 20 min · quiz
12 Records retention and the project documentation plan 20 min · quiz
E Final exam 20 questions

Requirements

CON-120 Construction Drawings and Blueprint Reading

Recommended background. You can start any course at any time.

Description

Part of the Construction Management stream, typically taken in year 3.