| Client Information: | | 1. Whatever the client pays for, the client owns, including all the Intellectual Property associated with what the client has paid for. | | 2. Every project exists for the exclusive benefit of the client and no other party, so when the client has paid for the project, the client owns all project information. | | 3. The client has the right to know about the project activity plans, project funding, project health and safety and project cash flow. | | 4. Where the supplier does not have the funds to pay for the project and the project may stop when the supplier cannot pay the contractors, then the client has the right to be notified of the risk. | | 5. It is hard to imagine any project information that the client does not have the right to access. The client is offered two ways to access their project information as: | | (1). Sign in rights to the online project diary that may be viewed as and when the client chooses. | | (2). Email with link to online project weekly document that may be viewed as and when the client chooses. |
| Daily Project Information: | | 1. DAB: Daily Activity Briefing is the key document that is created by the Site Manager and shared with all people working on-site that day. The DAB includes a schedule of expected deliveries and collections. The DAB includes a daily risk assessment for the scheduled activities. | | 2. DOS: Daily On-Site Register is the legal obligation maintained by the Site Manager to identify who is on-site and the work place of each person. | | 3. DPC: Daily Pre-Start Checklist is a document signed by each person to verify they are ready to begin their assigned activities. | | 4. DEC: Daily Excavation Checklist is an optional document created by the Site Manager when applicable. Permit to Dig, Hot Works Permit, Working at Height. Other safety permits and checklists may also be included at this part of the client documents. | | 5. DTL: Daily Task List as an optional document created by the Site Manager as evidence of work done and each event as it happened. Photographic evidence may be associated with any task and that task must identify the purpose and work place of the photograph. Any number of tasks may be documented in a day. | | 6. DWP: Daily Work Package as an optional task created by the Site Manager as evidence when a billable work package is complete. Every billable work package must be represented by a task that associates the work package with the contract price - this is a preview of what will become an invoice line item. The client representative onsite may be asked to verify that the work package is complete and sign off the document. | | 7. DTS: Daily Time Sheets for each person will show clock in and clock out times with the billable labour function, rate and hours if applicable. Not all projects have a billable labour function rate. Time sheet hours can become a preview of an invoiced labour line item. | | 8. HAV: Daily Hand and Arm Vibration details for each person may be optional included at this part of the client documents. | | 9. DCH: Daily Contract Hire List as an optional document created by the Site Manager as evidence of contract hire costs incurred. | | 10. DPS: Daily Purchased Supplies List as an optional document created by the Site Manager as evidence of purchased supplies costs incurred. | | 10. MIN: Daily Minutes of Meeting are optional documents that are created by the Site Manager as evidence of when who said what. Any number of minutes may be documented in a day. Minutes must be factual and avoid personal opinions. |
| When did Who do What: | | 1. The project is about gethering evidence in real-time as things happen so evidence is part of each task and not an overhead to be overlooked. | | 2. The Site Manager or their assigned Supervisors are responsible for the majority of project documents. | | 3. Each person working on-site is responsible for their own (1) time sheets, (2) pre-start checklist and (3) optional HAV reports. To motivate people to be responsible, they only get paid for days when they have created a valid time sheet with pre-start checklist. | | 4. The project shall ensure that every email exchange is collated as evidence. Emails are authored as tasks and sent to the recipient. Emails received are saved as a PDF and uploaded as an attachment to a task - simple text messages are cut and pasted into a task. | | 5. The project shall ensure that every document is authored in the onlne application and shared with others. |
| Work Package: | | 1. Every project is unique and every project is a contract for the supplier to provide one or more work packages where each work package has a contract price. | | 2. Each day, task represent activities undertaken and some tasks represent the completion of a billable work package. | | 3. A billable work package may be shown as a unique document that is signed off by the client represenative as a preview of a pending invoice line item. |
| Company Information: | | 1. Not all information is about projects, some information is private to the company and shall not be included in any project document. | | 2. Payroll information is company and personal data that is not shared with a project, however billable labour time may be shared. | | 3. Project minutes of a meeting are shared while company minutes of a meeting are not shared. | | 4. Honest open and transparent means that privacy is respected for company information, while sharing all project information. |
| Personal Information: | | 1. Personal information is private and is not normally shared in any way. | | 2. The persons company will have access to daily time sheets, HAV and pre-start checklists and some of this data may be treated as project information and shared with the client. | | 3. Personal payroll information shall not be shared, it shall be encrypted and pseudonymised to ensure it cannot be involved in a data breach. | | 4. Personal address, bank and security information is fragmented, encrypted and pseudonymised to ensure it is meaningless to a criminal agency. |
| Honest Open and Transparent: | | 1. To minimise payment delays, the client shall be continually informed of what work has been done on their behalf. | | 2. Some clients will be assigned sign-in rights to view the project diary as and when they choose. The wise client uses their sign-in rights to monitor their project in real-time as things happen. | | 3. Some clients will be sent an email with a link to view the project diary or weekly consolidated document as and when they choose. The relaxed client uses their weekly document to monitor their project in weekly chunks. | | 4. It is generally accepted that the amount of information being generated as evidence each week is too great to print and provide a paper copies. In an age when most government services are digital, it is reasonable to provide clients with digital shared access to all project information. | | 5. Honesty means that when accidents or bad incidents take place, they are reported together with a corrective action plan. Damage estimates, liability estimates and time scales are included and revised in real time as each incident progresses. Construction is not perfect, but the reporting of incidents can be honest, open and transparent without any cover-up. | | 6. Long term relationships can emerge from shared problems, shared difficulties and shared values. |
| Payment Delays: | | 1. A major problem with monthly billing is that by the time the client sees an invoice, they have a hard time is cross checking that everything on the invoice was contracted and delivered as expected. It can be many weeks with many things happening between when a billable work package is completed and when it has to be verified and paid by the client - verification can include queries and will cause delays. | | 2. It is proven to be a critical success factor to keep the client fully informed in real time in an honest, open and transparent way. | | 3. When a billable work package is completed, the clients representative is asked to verify the completion and sign off the work package. When the invoice is prsented, each signed off work package document is included as evidence. |
| Client Information Package (CIP): | | 1. Site Managers report: | | date.DAB. Daily Activity Briefing glyph=23 instance=none-one. | | date.DTL. Daily Task List glyph=28 instance=none-one-many in one document. | | date.DEC. Permits and Certificates glyph=28.230 instance=none-one-many documents. | | date.MIN. Minutes of Meeting glyph=27+230 instance=none-one-many documents. | | date.DWP. Daily Work Package glyph=28.250 instance=none-one-many documents. | | date.DCH. Daily Contract Hire glyph=28.250 instance=none-one-many in one document. | | date.DPS. Daily Purchased Supplies glyph=28.250 instance=none-one-many in one document. | | 2. Labour report: | | date.DOR. Daily On-Site Register glyph=24 instance=none-one for all people. | | date.person.DTS. Daily Time Sheet glyph=25 instance=none-one-many. | | date.person.DPC. Daily Pre-Start Checklist glyph=24 instance=none-one-many. | | date.person.HAV. Hand and Arm Vibration glyph=25 instance=none-one-many in one document. | | date.person.DEF. Daily Expense Form glyph=28.250 instance=none-one-many in one document. | | 3. Audit report: | | SIC. Site Inspection Checklist glyph=28 as Friday audit. | | EIC. Equipment Inspection Checklist glyph=28+55 as Friday audit including LOLER and PUWER. | | AEE. Accident and Emergency Evidence glyph=51-2-3 as required. |
| Document Control. | | 1. Document Title: Client Information. | | 2. Description: Client Information, policies and guidelines. | | 3. Keywords: Client Information, policies and guidelines. | | 4. Privacy: Shared with approved people for the benefit of humanity. | | 5. Edition: 1.1. | | 6. Issued: 2 Jan 2018. |
|
|