PURPOSE
Document control establishes a central point where all project related correspondence and documents are logged and tracked. The purpose of document control is to ensure that all project required documents and/or correspondence is processed as required and in a timely manner. A delay in processing the required documents and/or correspondence could cause a delay to the overall project completion and result in substantial additional costs. Therefore, this process is an important element of construction management and project delivery and should not be underestimated. The Bureau has a web-based Document Control System, e2020, to be utilized for logging, tracking, and communication between the Construction Manager and the Contractor.
The purpose of this procedure is to provide an overview on document control for any project using e2020.
REFERENCES
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RESPONSIBILITIES
Construction Manager (CM): The CM should ensure that all project related correspondence and documents are uploaded to e2020 for document control.
PROCEDURE
The duties of document control consist of documenting project related correspondence and documents onto e2020. The homepage provides a summary of important documents and information for the CM to track, including Project Status, Change Orders, Allowance Orders, Request for Information (RFI), and Submittals (Attachment 16.5-1).
The CM is responsible for monitoring and uploading construction documentation for a project into the Construction folders on e2020 (Attachment 16.5- 2). Additionally, the Contractor is able to generate RFI’s, Submittals, General Correspondence, and Change Order Requests. Permission is also granted to the Project Manager and Designers to review and respond to submittals and other correspondence forwarded to them by the CM (Attachment 16.5-3). The CM may carbon copy any personnel in their correspondence and responses. It is the responsibility of the CM to ensure all project related correspondence and documentation is uploaded into the appropriate Construction folder for documentation control.
The key documents to be tracked include General Correspondence (incoming and outgoing), Job Site Memos, Shop Drawings, RFI, Plan Clarifications, Change Orders, and Progress Payments. E2020 allows the CM to generate excel summary reports of these key documents for monitoring (Attachment 16.5-3). In each record, some of the key data that is automatically tracked and updated by e2020, which includes Document Number, Description, Date Received, Date Returned, Reviewer’s Name and Remarks.
RELATED PROCEDURES
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LINKS / ATTACHMENTS
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