These tools were developed in the last couple of years for use on an owner-engineer contract for an 8 year dam rehabilitation project still underway. We have selected these tools, as examples of contract specific tools that mirror language directly from the contract.

The Infrastructure Rehabilitation project contract is a much simpler document than the contract documents used on the other International Design/Build project tools page featured on this web site. We have selected communications and change management documents for posting here - notices, change management tracking sheets, submittal and approval of documents, along with the standard contract summary documents.

Improving team communication was a major issue for the owner in the award and negotiation of this contract. As the owner has the right to select work priorities, the engineering concerns relating to cost controls and managing scope were significant. The original scope of work included more than fifty main tasks, with multiple sub-tasks, that required multi-level review and approval phases. In the review and approval phase, the tasks often took directions not contemplated in the original scope, making it difficult to keep scope and task identification up to date.

Tools were developed to address communications and change management concerns. Process management, utilizing checklists and worksheets, was chosen as a means of early identification of, and consistently address, communication, documentation and change management issues.

The Tools

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Index of contract documents

For this project, the contract was outlined to provide an index of the contract provisions for reference by staff not familiar with contract provisions (contract checklist.pdf). The listing of headings allows quick reference for topical questions that arise during the normal course of business, such as when or how often staff salary increases are allowed under the contract, or whether notice or permission is required when replacing a subcontractor.

The general terminology of the contract was also summarized as a communications aid, providing common language for non-project staff and consultants (terms.pdf). These documents also include citations to the related contract paragraph(s) for reference to the specific contract language.

Administrative Actions Required by the Contract

Contracts commonly require a number of administrative actions to be performed. Under this contract, we summarized any activities that required prior authorization or approval (authorizations.pdf), activities that occurred on specific dates or a specific amount of time (calendar.pdf), and activities that require advance notice (notice.pdf).

Standard Documents

Regularly occurring activities around project work require some documentation as well. We drafted an internal status report to be completed each week by project team members for submittal to their project manager for review and evaluation (status.pdf).

The status report was designed to capture events that require follow-up and provide early review for activities that suggest documentation in formal correspondence. This document provides background information for appropriate requests for increase in time or budget, and provides documentation of when and who provided specific direction that may have lead to a claim.

A change order spreadsheet was also created to track information leading up to a change, and includes information regarding the impact on time and budget, when notices were submitted and approved, amount of increase, and departmental approval for changes with significant scope or risk changes. (change.pdf)

An internal checklist for processing change requests was also created to allow documentation of the reasons behind change requests and the predicted price or schedule adjustment. The worksheet requires signatures by both the technical lead and the project manager, building in a mentoring aspect to the internal change management process (internal.pdf).

External change management documents were also drafted to standardize requests to the owner. Notices regarding change, completion of tasks, and owner direction address contract administrative requirements. (changenote.pdf) (completion.pdf) (direction.pdf)

Standard cover letters were also drafted for repeat activities, such as delivery of reports, which require the owner to review within a 14 day period, and offer final approval within 21 days. The cover letter included time specifics, alternate paragraphs for draft versus final reports and language that stated the reports are deemed approved if the owner misses the response deadline, saving the engineer the time and effort of tracking down a last minute approval (deliverable.pdf).

Benefits

As task, cost and communication were of extreme importance and very complex to track, processes were implemented to automate tasks and ensure the documentation and approval of decisions, direction and change occurs.

While there is natural resistance to the use of checklists and tools, this routine requires very little effort and offers great rewards in client relations and professional respect. Can you imagine pilots refusing to use pre-flight checklists, insisting they can rely on memory and training?

Summaries of contract basics are available to your entire project team, allowing the entire team to access portions of the contract, including senior management and various internal departments (accounting, legal, marketing or human resources) for answers to specific questions as they arise.

We would be pleased to provide standard project or contract-specific tools for your organization. Our tools are designed to emphasize delegation of many contract administration/contract management duties for increased contract compliance and improved productivity.

CSG also offers contract negotiation, drafting and review and can train your internal staff to create similar project tools. See our consulting and workshop pages for additional information.