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Delbert Bearden, PSP

Founder & Manager at Bear3 Consultants LLC, Master Scheduler, 4D, 5D & 6D Scheduler, Project Controls Manager, Author, Inventor ..

28 June 2023

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In the realm of construction project management, the daily report stands as the most crucial document produced in the field. It serves as a detailed account of the day's activities, providing valuable insights into the progress, challenges, and potential impacts to the project schedule. As a Scheduler and Forensic Schedule Analyst, I understand the immense significance of these reports, particularly when preparing a Time Impact Analysis (TIA) or other approved impact analysis type, that may be used in court years after the work was completed. This article will explore the key points surrounding the importance of daily reports in documenting impacts to the project schedule, ensuring clarity and accessibility for a wide range of stakeholders.

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Daily reports are at times assigned to a new (less experienced) superintendent or foreman, which unfortunately is a delegated assignment like the "Drive-Thru Window" of project management. However, despite the common perception of their low importance, or nobody reads them attitude, daily reports hold immense value in terms of record-keeping and claim substantiation. It is essential to recognize their significance and allocate the necessary attention and resources to their proper execution.

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The daily report holds immense importance in documenting impacts on the project schedule. Its comprehensive and accurate documentation of work progress, support in preparing Time Impact Analysis, its role in court proceedings, effective communication among stakeholders, promotion of transparency and accountability, and contribution to lessons learned make it an indispensable, and often required, tool for construction companies. Recognizing the significance of the daily report and investing in the proper training of foremen and superintendent personnel to write detailed and concise reports can significantly enhance project documentation, mitigate risks, and ensure project success.

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The principle of "if it's not documented, it didn't happen officially" emphasizes the importance of proper documentation in establishing the validity and existence of events, actions, or decisions. In various fields, including construction, legal, and business, documentation serves as a reliable record of occurrences and transactions. Without proper documentation, there is no official evidence to support claims, track progress, or validate agreements. It underscores the significance of accurately capturing and recording information to ensure transparency, accountability, and the ability to reference and rely on documented events in the future. In essence, if something is not documented, it lacks official recognition and can be challenging to substantiate or enforce.

The adage "garbage in, garbage out" often holds true when it comes to the proper documentation during the life of a construction project. Inaccurate, incomplete, or poorly written daily reports can undermine the entire documentation process and compromise the validity of the information recorded. If the daily reports are not diligently prepared, the resulting data and records become unreliable and can lead to incorrect conclusions and analysis. It is crucial to emphasize the importance of accurate and detailed reporting, as the quality of the information entered into the daily report directly impacts the quality of subsequent analyses, claims, and decision-making processes. By adhering to a high standard of reporting and ensuring that accurate and relevant information is consistently captured, construction professionals can uphold the integrity of their project documentation and avoid the pitfalls associated with "garbage in, garbage out."

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The daily report serves as a detailed account of the work performed each day. It captures critical information such as who is working, what tasks are being undertaken, when activities begin and end, where the work is taking place, why the work is being done (especially for out-of-sequence or out-of-scope work), and how the work is being executed. By providing a comprehensive description of the project's progress, the daily report becomes an invaluable tool for tracking work activities, identifying potential delays, and documenting the overall project timeline.

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Daily Reports have many uses beyond the period the work is performed:

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• Evidence for Time Impact Analysis

 

When it comes to preparing a Time Impact Analysis (TIA) to support a claim of impact to the project schedule, the daily report plays a pivotal role. As a Scheduler or Forensic Schedule Analyst, reviewing the daily reports and other project documentation review by the analyst is crucial in gathering evidence to substantiate the claim. The daily report provides a day-by-day account of events, changes, delays, and disruptions, which can be used to establish causation and demonstrate how specific factors affected the project's timeline.

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• Supporting Claims in Court

 

In situations where disputes or claims escalate to legal proceedings, the daily report becomes a vital piece of evidence. Years after the work was completed, the daily report serves as a historical record that can be referred to during court proceedings. It provides a factual account of the project's progression, highlighting any unforeseen circumstances, weather conditions, or other factors that impacted the schedule. This documentation helps strengthen the credibility of the claim and provides a solid foundation for presenting the case in front of arbitrators, judges, and potential jurors.

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• Communication Among Project Stakeholders

 

The daily report serves as a means of effective communication among project stakeholders. It keeps the entire project team, including the contractor and owner, executives and home office personnel, project controls personnel (such as the Scheduler, Cost Engineer, and Forensic Schedule Analyst), and attorneys, well-informed about the project's daily activities and progress. The report ensures that everyone is on the same page, aware of any issues or delays, and able to take appropriate actions to keep the project on track.

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• Transparency and Accountability

 

By consistently producing detailed daily reports, foremen and superintendents demonstrate transparency and accountability. These reports showcase the team's adherence to schedules, contract requirements, and industry standards. They provide a clear record of the work performed, decisions made, and any challenges faced. This transparency not only promotes trust among project stakeholders but also helps protect the contractor's interests by providing a solid documentation trail in case of disputes or claims.

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• Lessons Learned and Continuous Improvement

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Daily reports also contribute to the learning and continuous improvement process in construction projects. By reviewing past reports, project teams can identify recurring issues, patterns of delay, or areas for improvement. The reports serve as a valuable resource for assessing the effectiveness of project management strategies, identifying best practices, and implementing lessons learned in future projects. They facilitate a culture of learning and enable teams to enhance their efficiency and performance over time.

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A target audience refers to a specific group of individuals or a demographic that a message, product, or service is intended to reach and engage. It involves identifying the characteristics, preferences, needs, and behaviors of the individuals who are most likely to be interested in or benefit from the offering. Understanding the target audience helps tailor communication and strategies to effectively connect with and resonate with the intended recipients.

The target audience for daily reports is diverse and includes individuals with varying levels of education and familiarity with the construction industry. Therefore, it is crucial to strike a balance between providing sufficient detail for project team members while ensuring that the average person, who may serve on a jury several years in the future, can comprehend the content. By adhering to a 6th grade reading level, the information becomes accessible to a broader audience and prevents any misinterpretation or confusion that may arise from technical jargon.

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One critical aspect of daily reports is their readability. To ensure effective communication and understanding across various stakeholders, it is recommended to write these reports at a 6th grade reading level. Similar to newspaper journalists, making the report readable by a broader audience, not just the highly educated executives, home office personnel, project controls professionals, attorneys, arbitrators, judges, but also potential jurors, those without a college degree or experience working in construction. Following the journalistic principle of answering the "6 Ws" - Who, What, When, Where, Why, and How - daily reports should address these key questions to provide a comprehensive account of the day's events.

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When preparing daily reports, it is essential to include specific details that answer the 6 "W" questions. These details encompass who is working, what they are doing, when they started and/or finished the task (schedule activity), where the work is being performed, why the work is being done (especially if out-of-sequence or out-of-scope work is being performed), and how the work is being executed.

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Additionally, a 7th "W" - "Why Not" - should be considered. This addresses situations why work scheduled to be performed does not progress as planned. Providing reasons for such delays, such as pending change orders, subcontractor manpower shortages, conflicts with other trades, or request for information (RFI), helps establish a comprehensive picture of the project's progress and any potential schedule impacts.

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Daily reports should also document visitors to the site, a running headcount, schedule activity IDs, special notes, verbal directions given in the field (followed up with RFIs), inspection results with explanations for pass or fail outcomes, and photographs of progress. This is a suggested minimum list of items to include in daily reports, but it is not meant to be exclusive.

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It is worth noting that when capturing photographs, the focus should be on the work itself rather than individuals involved. Moreover, videos can be a valuable resource, as they combine multiple pictures to provide a dynamic representation of the project's evolution. To maximize the effectiveness of visual documentation, it is important to learn techniques for taking clear, focused photographs and videos without excessive movement or distraction. Be sure to view your videos regularly to see the effects moving too quickly may have on the viewer and be sure they do not become seasick watching the video on a bigger screen.

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Advancements in technology have revolutionized the process of documenting daily reports. Moving from paper-based records to digital platforms, such as word processing and spreadsheet software developed a generation ago, streamlined the collection and dissemination of information. However, exercise caution when using copy-paste or save-as functions, as each entry should be reviewed to ensure accuracy and representation of the work performed on that specific day. Furthermore, the ubiquity of smartphones allows for easy access to video and still cameras, dictation capabilities, and project management applications that facilitate real-time reporting from the field. By embracing these technological advancements and providing proper training, project teams can enhance the efficiency and accuracy of daily reporting.

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Writing daily reports at a 6th grade reading level ensures clarity and accessibility for a wide range of stakeholders. To help improve the quality of future reports, engaging an elementary school teacher to randomly assess and grade monthly samples can be a helpful quality control measure. The objective would be that the proper sentence structure is used and for their readability, more than being sure every word is spelled correctly.

Moreover, regular training sessions for superintendents on how to write (or speak for dictation purposes) at a 6th grade level will foster effective communication practices within the project team.

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It is vital to recognize that a superintendent's duty is to protect their employer, and comprehensive documentation through daily reports is a key element of that responsibility. The ability to reference detailed descriptions written on the day the work occurred is far superior to relying on memory when facing deposition months or years after the events took place. By adhering to the principles outlined in this article and consistently maintaining accurate and comprehensive daily reports, construction professionals can protect their companies from false or exaggerated claims and provide the necessary evidence to support legitimate claims of impacts to the project schedule.

In conclusion, the daily report stands as the most crucial document in the realm of construction project management. Its significance lies in its ability to document impacts to the project schedule, provide evidence for claims, support legal proceedings, facilitate effective communication, promote transparency and accountability, contribute to continuous improvement, and establish a reliable record of project activities. The adage "garbage in, garbage out" serves as a reminder of the importance of accurate and detailed reporting, as the quality of the information entered directly affects subsequent analyses, claims, and decision-making processes. By recognizing the importance of daily reports, investing in proper training, embracing technology, and adhering to a 6th grade reading level, construction professionals can enhance project documentation, mitigate risks, and safeguard their companies from false claims. Ultimately, diligent and accurate documentation through daily reports not only serves as a foundation for successful project completion but also ensures the integrity and accountability of the construction industry as a whole.