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Cert IV Building and construction. Implementing and supervising the administration processes of a project.

  • Category:
    Other
  • Document type:
    Assignment
  • Level:
    High School
  • Page:
    2
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    1086

Project administration Process

CONSTRUCTION PROJECT ADMINSTRATION

Supervising the administration of claims and payment processes

Since this is an engineering contract dealing with construction, there ought to be a lot of procurement of materials, payment of workers and payment of daily expenses. Therefore, there is need to have a detailed outline on how claims are processed and eventually paid. The following is the outline:

  1. Payments related to the contract are made or are settled in accordance with the provisions of the contract allowance.

  2. Drawings made against allowances are made or carried out according to the provisions and policies of the organization.

  3. Variations arising out of the implementation of the contract are properly authorized and where necessary, corrective measures or actions are made.

  4. Application of back charges are made according to organizational set policies and guidelines.

  5. Payment of invoices relating to the supply of materials is properly authorized.

  6. Any forms of insurance claims for damage or for site loss are suitably completed, processed and payments made.

  7. All administrative processes are properly conducted and supervision made according to organizational set policies and regulations

Variations

Variations often occur during the course of the project. All variations need to be recorded irrespective of whether the variations are initiated or caused by the client or the building contractor himself. It is worth noting to understand that variations can be either an addition or subtraction to the contract sum. The following guidelines help in managing variations in a project:

  1. Establish a clear process of how to deal with variations whenever they occur.

  2. Point out the person to deal with variations because not any other person can analyze variations.

  3. Undertake close monitoring of the project to establish specifically when the variations occurred in the course of project implementation.

  4. Any form of variation, be it an addition or subtraction to the contract sum, should be clearly supported by relevant supporting documents.

  5. Payments arising from variations should be properly authorized.

  6. Variation requests should be properly communicated to appropriate persons in the project.

  7. Any amendment to the project sum that can cause a variation should be appropriately authorized.

Extension of time

A project should always have a timeline within which it should be completed. However, there could arise need to make an extension of time to the project. There are a number of factors that can necessitate time extension for a project. To adequately manage time extension, the following procedures and guidelines should be adhered to:

  1. A site diary should be kept and periodically updated and reviewed inorder to establish factors that can necessitate time extensions.

  2. An official process should be followed regarding time extension issues. Time extensions requests should be communicated to the appropriate person

  3. Provide all the necessary supporting documents relating to time extensions.

  4. Any form of payment that arises as a result of time extension should be appropriately authorized.

Back charges

A back charge is a billing that is made inorder to collect an expenditure that was incurred in a previous period. To supervise back charges, the following procedure and guidelines should be followed:

  1. Application of back charges are made according to organizational set policies and guidelines.

  2. Provisions relating to back charges should be included in contract terms.

  3. Inspections should be done before any back charge is approved.

Authorization for payment of materials

Payment of materials used in the project is important inorder to ensure smooth running and successful completion of the project. However, such payments should be appropriately authorized. The following procedures and guideline should be followed inorder to effectively manage this issue:

  1. Establish the person to authorize the payments, for example, Project chief accountant.

  2. Establish a time period when the payments should be made, according to policies of the organization.

  3. Establish a clear process of how payments should be made

  4. Avail all the necessary supporting documents regarding payments. All invoices should be appropriately approved before payment is made.

  5. Inspection of materials delivered should be carried out before payment is made. This is to ensure that proper accounting is done.

Site diary/Foot notes

The following procedure and guidelines should be followed in maintaining a site diary:

  1. A diary relating to on-site events and communications should be maintained. The contents should include: Any communication with clients, any communication with contractors, any form of inspection done, Matters dealing with union and matters dealing with suppliers.

  2. File notes indicating specific instructions should be prepared and issued.

  3. There should be continuous preparation of site reports regarding supervision.

  4. The project manager should be regularly updated regarding the progress of the project. All reports relating to the progress of the project should be directed to the project manager.

Site inspections

  1. There should be site checklists relating items to be inspected at various stages.

  2. Quality control procedures should be relevantly identified.

  3. There should be an arrangement to allow the Local authority carry out their inspections.

  4. Quality manuals should be prepared by the organization and should be used in controlling and managing quality.

  5. There should be clear communication to on-site personnel relating to quality requirements and construction work should be regularly assessed against set building and construction standards

Practical completion

  1. There should be proper documentation to facilitate proper completion of the project

  2. Preparation of standard check list to use for verification during completion.

  3. Certificates and any other relevant information relating to the client should be availed and provided during handover.

  4. Appliance warranties should also be provided.

Defects Liability

  1. Clients should provide defects liability items

  2. Defects should be identified and rectified and clients sign-off should be obtained.

  3. Defects liability should be according to the provisions of the contract terms.

Handover

  1. Handover procedures should be done according to the policies and regulations of the organization.

  2. There should be proper documentation inorder to facilitate smooth handing over.

  3. There should be standard check list to facilitate successful handing over.

  4. Certificates and any other relevant information relating to the client should be availed and provided during handover.

  5. Appliance warranties should also be provided

Quality control

  1. There should be identification of relevant quality control procedures.

  2. Checklists giving details of items to be inspected at various stages should be used.

  3. There should be an arrangement to allow the Local authority carry out their inspections.

  4. Quality manuals should be prepared by the organization and should be used in controlling and managing quality.

  5. Necessary processes should be put in place to ensure continuous supervision of onsite activities and to ensure that on-site work is carried out according to regulatory standards.

Works Cited

Australia, Commonwealth of. CPCCBC4008B Conduct on-Site Supervision of Building and Construction Projects Release: 1. n.d. Web. 7 Aug. 2016.