Previously, I discussed the many flaws in computerized scheduling, but I also stated that schedule software programs were invaluable for creating an Activity Worklist in order to compute Physical Percent Complete. I also described the use of graphs to track progress with the data provided by updating computerized schedules and making comparisons with the baseline Construction S-Curve. Another invaluable use that is derived from computerized schedule programs is creating the Daily Construction Report Schedule, which is described below.
The Daily Construction Report-(DCR) and DCR Schedule
Every major construction project should maintain a daily log of actual ongoings, events, and circumstances that occur on the job site during the construction process. This daily log is commonly referred to as the DCR (Daily Construction Report). Also, every construction job should maintain a computerized scheduling program of the daily log in order to categorize and organize the large amount of information contained in the DCR. This daily construction schedule is the DCR Schedule. The purpose of a DCR Schedule is to simplify the researching effort that would be required to locate information in the Daily Construction Reports. In other words, create an index system.
The DCR is the most important report in claim settlements and time impact arbitrations. When lawyers or arbitrators are called-in to settle dispute claims for restitution, the DCR is the first thing they want to review. Having a system in-place that is able to assist in finding recorded historical events is just good sense. In the good old days DCRs were hand-written with blue ink pens in order to prevent erasures and in hard-bound notebooks in order to prevent pages from being torn out and replaced. The reason should be obvious; no fooling around permitted. Some construction projects do not require a DCR. Others think that the world is beautiful and allow the DCR to be kept on a computer. Let us just say that it is far better for everyone to keep and utilize the good old days DCR method.
Having settled that, the DCR has to have pertinent, descriptive, and accurate information for it to be of any use. Everything that happens on the construction site needs to be recorded faithfully and described to its fullest extent for clear and unmistaken documentation. The DCR Schedule needs to reflect the DCR documentation as an organizing mechanism in order to locate and reference specific information contained in the daily reports. Schedule programs are limited in the number of characters available for describing and duplicating information in the daily report; therefore, these two entities must work in tandem and support one another. The schedule is used to sort, filter, and group keyword data. The DCR Schedule acts as a fact finder so that others can locate the desired report information in the DCR quickly, efficiently, and thoroughly. One daily construction report for a 5-day workweek translates into 260 reports per year. Include some additional overtime shift work and add in some weekend or holiday workdays and the fact that there is no index for locating information in a handwritten notebook, anyone can understand the need for a DCR scheduling (indexing) tool. Many construction jobs will last for multiple years, which translates into a vast ocean of handwritten hard facts. The need for an indexing tool is essential. This void can be filled with a project scheduling software program.
The DCR Schedule is easily maintained. It is a schedule in-progress that is updated for one day at a time for the duration of the project. All that is required is entering an abbreviated description of the current workday activities as written in the DCR with standard keywords and entering the actual start date and the actual finished date, which will be the same date. No activity logic links are necessary with the actual date entries. All activities will have actual durations that are one day only and all activities will be 100% complete at the end of the workday. The same activity may be repeated several times during the course of its installation period. Other important daily activity information is entered under the appropriate Activity Codes such as: Weather Conditions, Temperatures for AM and PM, Contractors, Trades, Work Locations, Work Types, Delays, and anything else requiring an activity code that will help categorize data in the DCR. To make the schedule effective, do not omit any codes in the line item even if it may seem redundant.
It is the Superintendent, who is solely responsible for entering daily information into the Daily Construction Report. It is the Scheduler, who is responsible for entering this information into the DCR Schedule. It is the Project Manager, who is responsible for getting the Project Superintendent and the Project Scheduler to fulfill their responsibilities each day. Daily reporting is essential to avoid data loss due to forgetfulness. If for some reason, data is not recorded on the same day, it should be noted as such. For the Construction Manager, who is responsible for representing the owner, the DCR is an absolute necessity and the CM should have his field inspectors verify all entries for content, accuracy, and thoroughness. Also, all entries should be photocopied and submitted to the CM. The DCR is a historical document as well as a legal document. Using the DCR Schedule to backtrack through the DCR report and glean information pertinent to various situations and disputes makes for a powerful tool. At the end of the day, it would be better for everyone to have a DCR Schedule available; than not.