ALL ABOUT CONSTRUCTION REPORTING
A project team needs to be constantly aware of a number of things. Even if people can spread this information via email and other methods of communication, reporting on construction is a simpler and more reliable approach to have consistent data.
The finest construction firms have a variety of reports containing the data required to keep projects on schedule and within budget. The pertinent project stakeholders are also given copies of these reports in writing or by email. Construction reports are readily available for everyone to consult to make sure they are working with the most recent and relevant information. Foremen, project managers, and architects who are involved in the process may find digital construction reporting to be a hardship at times. This article provides a comprehensive overview of construction reporting and discusses its significance in the industry.
TEXT OF THE CHAPTER
· What is reporting for construction?
· What does a construction report serve?
· Construction report types
· Why a construction report is important
· How to simplify reporting
1. CONSTRUCTION REPORTING: WHAT IS IT:
Creating official records to educate key stakeholders of significant events, project milestones, and processes is known as construction reporting. These reports typically consist of textual data documents. A project's or the budget's state's distinct components may also be described.
Reports on construction projects must to be brief and written in plain language. Additionally, they should be simple to use and provide only the information that is necessary. Additionally, they shouldn't be repeated in other reports. The project team has clear visibility into and a knowledge of what has to be done thanks to construction reports. The budget and schedule for a project might suffer greatly from inaccurate reporting.
2. WHAT ARE CONSTRUCTION REPORTS USED FOR:
It is possible to comprehend the activities occurring at project sites by reading construction reports. Construction reporting makes use of a number of tools to compile and combine project data in order to accurately depict the project's progress.
The danger of project delays and cost overruns is decreased by creating reports, which also improves comprehension of the current activities. The stakeholders are kept informed and psychologically at ease by the information flow from construction reports, which helps a project run smoothly. Construction reports can reduce safety concerns because problems are identified and documented before they get worse.
3. CONSTRUCTION REPORT TYPES:
Construction reports come in a variety of formats and cover a range of project activities. The majority of construction reports can be divided into a variety of categories, as displayed below.
a. INFORMATION REPORT
New technologies have emerged as a result of technological advancements; which contractors can use in the building industry. Construction organisations can learn more about materials that offer greater cost reductions and longer lifespans thanks to material reports. Construction companies must sign up with these organisations in order to receive their services, which include information on these construction material reports.
b. CONSUME REPORT:
Standard in the building sector, trend reports provide information on various construction styles and whether or not the market is adopting them more frequently or less frequently. A contractor must subscribe to the websites' newsletters in order to receive updates on construction trend reports from those websites. These papers, the majority of which are released annually, provide useful summaries of current market dynamics and trend developments.
c. BUDGET REPORT:
These construction reports provide information to clients and other interested parties on the scope of anticipated and actual project expenditures. In general, cost consultants like quantity surveyors or contractors create cost reports. After that, the project is constructed in accordance with the cost report given to the client. To keep project expenses under control, these reports are updated on a regular basis. Cost reports are continuously changing as a project progresses. As a result, the level of accuracy and depth rises during the course of the project as information becomes more readily available.
d. TODAY'S REPORT (OR PROGRESS REPORT):
One of the key components of project management is daily reports. A daily report does exactly what it says on the tin: it lists project activity every day. Daily reports add value to a contract by confirming and documenting a project's progress.
These reports inform the stakeholders and provide an explanation of the site's specifics. Daily reports describe the circumstances that led to any delays, so there is no need to waste time debating the specifics of the situation. The daily report is often written by the foreman or construction manager.
WHAT A DAILY REPORT SHOULD CONTAIN:
The daily report is essential in construction since it records the overall success of the project. People are informed of the status of activities through the field notes and daily activity list. Some of the items you must include in your daily report are listed below:
Job Specifics: Information about the project, such as the date, work name, job type, and job number, should be included in this part. Typically, it also includes a succinct work description.
Log of materials, Labour, and equipment: It is best to list the team members who were on the job. This makes resolving any attendance or salary issues that may arise simple. The materials used and the quantities on hand are both listed in the construction report. The stakeholders can better comprehend the project's development by being aware of these numbers. The data includes all equipment on the property and the amount of hours it was operated.
Deliveries of materials: The project manager must keep track of any fresh material deliveries to the site. Included in this information should be the kind of material and the delivery amounts. A potential delay event should be documented if a material was supposed to be provided but wasn't.
Off-site meetings for the construction industry are occasionally held. However, when they take place in person, the meeting should be taped, as should the choices made by the panel. The construction manager should record that the meeting took place and list everyone who was present, even if there were no important decisions made.
Site conditions should be noted in the construction report, along with information on the weather, including temperature, precipitation, and wind velocities. The daily report must list potential hazards and reasons for potential delays.
Accidents: Safety is the top responsibility for all contractors. But it's crucial to include it in an incident report. This will make it easier to prevent events like these in the future.
The construction report's most important section is its summary of work completed because it shows how the project is progressing. Both specific tasks and the overall project progress should be included.
4. WHAT A CONSTRUCTION REPORT MEANS:
Reports on construction projects do more than just document how the job is going. A project can suffer if crucial information is left out of a construction report. One benefit of construction reports is that they analyze operations to make them more effective. One can track the development of a project by providing regular reporting.
The preference of businesses is to lower costs without taking short cuts. Data on Labour, equipment, and material expenditures is provided in daily reports. By analyzing this data, it is possible to identify spending trends, restructure budgets, and make time and money savings. Digital programmed that make sure you gather the correct data and quickly do various analytics on the data are the best method to keep track of your spending.
Workflows are also streamlined by construction reports. One can observe what they are doing well and where they may improve by tracking every detail on the site. It will enable the discovery of quicker, safer, and more effective methods for project completion.
If any disagreements occur, it is simple to review the construction report and determine what caused them. The construction report can be highly valuable in a court case if there are claims and the client or contractor wishes to show that everything was done in accordance with the contract.
5. HOW TO IMPROVE REPORTING:
Construction reporting can appear to be a difficult chore at times, but it is simple to create accurate, high-quality reports. Projects vary from one another, and this consequently gives construction reporting considerable leeway. Here are some tips you may use to simplify your construction reporting.
a. MAKE THEM DIGITAL:
Construction industry standard procedure calls for daily reports. You can save a tonne of time and money if you can fill them rapidly. Utilize technology by adopting process-streamlining building software like Sq-Feet. By keeping a log of daily activities, you can use less paper.
b. TRANSFORM THEM TO DATA-DRIVEN:
The generation of reports must be done quickly and simply. This can be accomplished with cheap, trustworthy tools. For instance, it need to be feasible to produce a PDF report and immediately distribute it to the project stakeholders. A data-driven strategy also makes it simple to communicate images and videos in real-time, improving comprehension of what happened on the ground. It also enables the generation of project reports and the ability to filter data based on particular time frames. Making sure that all stakeholders are properly informed and in agreement is also made simple with the help of such information.
c. MAINTAIN AN AUDIT TRAIL CLEAR:
A digital solution that keeps and updates your data automatically would be beneficial. As a result, data retrieval is made simple when required. The project team will have a clear record of the images, comments, videos, and progress updates, so they won't have to worry about who did what and when it happened all the time. If something goes wrong, the audit trail also serves as the basis for an investigation. We can use the audit trails as a resource for future budget planning and safety compliance actions.
The daily logs and weather reports are two instances of audit trails. Our ability to plan construction projects and evaluate project decisions is aided by accurate weather data. Daily logs save time by recording the most recent project information.
d. USE A TEMPLATE:
You require a template that contains all the data you will need to gather for your project. The necessary information is detailed below, and you only need to fill in the specifics. You can adapt your template to your project's needs because every project has its own unique requirements. The templates can be used to keep track of modifications and reduce paperwork on the job site.
e. BE DETAILED:
You ought to put thorough effort into your reports about construction. It would be beneficial to include all pertinent information without making the construction report so general that it is useless. The individual in charge of the construction reports should submit them on time. A lot of data is lost when a construction report is left unfilled until the next day. The construction reports should be brief and uncomplicated since they are a method of communication. In order to provide all the required information to the various team members, they should also be transparent. This makes it simple to find problems, fix them, and track your progress.
f. CONCERNS ABOUT RECORD SAFETY:
Construction reports have the important benefit of sparing the parties involved in a construction dispute from going to court. Therefore, a brief description of the safety situation at the construction site should be included in the report. There should be no occurrences listed in the report if the day was quiet. If safety issues do occur, they should be reported right away along with the safety steps taken to fix the issue.
g. DATA SECURITY:
Data is stored in numerous formats by large projects, and each format and electronic system has its own privacy and security needs. Data integrity and proper protocol are essential for a reliable reporting system to prevent data loss or corruption. The data storage systems must also comply with legal requirements and deliver timely reporting.
h. REDUCE DATA VARIATIONS:
Project reports can contain a lot of data variations. A big disparity between the construction report and the client's accounting system is an excellent illustration. Find the reasons behind this by evaluating your data reporting system. Duplicate input is one reason why data is off. Confusion and misleading information result from having multiple entries in your report and reporting essential data incorrectly.
All building projects must start with construction reporting. However, during the building reporting process, builders face a number of issues. By switching from manual to digital reporting methods, you can quickly free yourself from these obligations. You can organize your tasks, examine what is due, evaluate your team and workload with the aid of excellent and progressive reports. You can effectively manage the information on your project by producing clearer, more accurate reports.