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Procore

M12: Document Control

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I. Module Objective 

  • After completion of this module the participant will be able to:
    • Identify, obtain and upload contracted (GMP) drawings to the project management software and set a revision zero marker for contracted documents and drawings 
    • Identify, process and document all changes that occur on a project 
    • Properly perform overlays on change documents to help depict all changes that have been submitted to the project team 
    • Maintain and store progress drawing sets
    • Properly record change documents
    • Handling and storing the permitted set of drawings on a project  

II. Overview 

The project team must be thoroughly familiar with the proper procedures of receiving various types of documents from the design team, owners and sometimes third party consultants through out the project. These documents are sometimes used as vehicles to change the contracted drawings and documents. How the project team manages, organizes and knows when and how to properly distribute these documents is key to the project's success. 

III.Contract (GMP) Set

  • Receiving the GMP Set 
    • All Contracted (GMP) drawing sets and specifications will be provided to operations by the pre-construction department.
    • The set of drawings/specifications and log provided by pre-construction should be reviewed against Exhibit A of the contract to ensure that they are consistent with each other. 
    • It is important to check that the drawings/specifications have the received date stamp from the pre-construction department.
  • Storing the GMP Set
    • Once the GMP set and log are reviewed, The GMP set will be stored in the project management software within the 100.Change Docs\00.ContractSet-DO NOT MODIFY folder.
  • Uploading the GMP Set
    • Once the GMP set is stored in the documents folder tree , the set of drawings will need to be uploaded to the Drawings Tool in the project management software.
    • When uploading drawings, it is important to check every sheet to ensure that the sheet number, title, received date and drawing date are correct per the Drawing Log from Exhibit A of the contract.
    • Ensure that the GMP set is uploaded into the project management software as Revision 0.
  • Reviewing GMP set 
    • Once the GMP set has been uploaded into the project management software, it is important to compare and review the drawing log produced by the software to Exhibit A of the contract. 

IV. Change Documents

  •  All Change Documents
    • It is important to review all change documents prior to issuing to trades or incorporating into the current construction set.  As a best practice, only accept sheets that reflect actual changes to the documents. Do not add drawings or specifications to the Current Set without knowing first-hand the content of the change documents
    • Create a Change Event when change documents are received that may impact time or cost, and distributed to the trades via RFQ (Request for Quote).
      • See Module 4 "Change Order Management" for more on managing the change process. 
      • when distributing to trades, it is important to include a directive so that they understand your intent (price only, price and proceed, no cost, information only, etc.), and KAST PM Staff should include language regarding deadlines, agreed-upon markups, CCIP/OCIP, etc. Sample Language below:
        • Please see [REVISION NUMBER, NAME & DESCRIPTION] drawings (dated [MM/DD/YY], KAST Rec'd [MM/DD/YY]) and [incorporate into your scope of work] and/or [provide pricing for review by KAST & Owner]. Please review the revision for any cost or time impacts to your scope. If impacts exist, please notify the KAST [PROJECT NAME] project management team within 72 hours.  See RFQ for Change Event #[YYY] sent separately and respond with time and cost impacts accordingly, and be sure to include [CONTRACTUAL MARKUP LIMITS/REQUIREMENTS/CIP CREDITS] as required by your subcontract.
        • Please see Revision 8 "Cooling Tower Revision" drawings (dated 12/23/2021, KAST Rec'd 01/23/2022) and incorporate into your scope of work and provide pricing for review by KAST & Owner. Please review the revision for any cost or time impacts to your scope. If impacts exist, please notify the KAST New Sandbox project management team within 72 hours.  See RFQ for Change Event #317 sent separately and respond with time and cost impacts accordingly, and be sure to include markups of 10% overhead and 5% fee, as well as CCIP credits as required by your subcontract.
    • Changes received via submittal review process, meeting minute’s process, verbal communication, some emails, etc. are not official change documents. Review the prime contact for to determine the proper vehicle for formal changes.
    • It is important that the project team maintain an original archive of all revised documents as they were received.
    • Save all change documents (ASI, drawing revisions, CCDs, revised specifications etc. with the exception of RFIs) first in the project server/Documents in the original condition they are received, plus the date received stamp. 
      • Documents\100.Change Docs\YYMMDD REV XX [DESCRIPTION]\Archive
    • Save all narratives, attachments, transmittals, emails, etc. related to the issuance of the change document to the following folder
      • Documents\100.Change Docs\YYMMDD REV XX [DESCRIPTION]\Correspondence
    • Only slip-sheet drawings that have been approved for construction into the Current Set, or as responses to RFIs that have been properly vetted (See Overlays section below).  “Price and Proceed” or a CCD (Construction Change Directive) would indicate an approval for construction and should be slip-sheeted. See Upload Drawing Revisions
    • Often, drawings are dated by the design team with dates that are not correct for our purposes.  It is important to date-stamp all documents received for correct tracking of revisions and change documents
      • When a change document is received, stamp all included documents (narratives, transmittals, specifications, drawings, etc.) with the “KAST Received Date” stamp, which can be found in the KAST Procore Training Center.

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  • Revisions / Bulletins.
    • Revisions may be received from the Architect or other members from the design team, depending on how they are contracted with the owner. It is important to ensure that a consistent numbering and dating convention is being used across all design team parties. This will help to keep drawings organized and accurately priced.
    • Drawings Revisions should be issued with a narrative from the architect describing the changes included in the revisions. Project teams must review the revisions against the narrative to ensure all changes are included in the drawings.
    • The drawings may now be slip sheeted into the current set and distributed to the subcontractors (See Drawing Revision Workflow). Similarly to the design team correspondence, this issuance of the revision from KAST to the subcontractors should also be saved.
    • It is best practice to always receive updated CAD files from the architect or engineer to match issued PDF drawing revisions.  In the case of design teams utilizing Revit or other 3D design software always request a copy of these files.  Any 2D CAD exports should come from the design team and should not be generated by KAST. 
  • ASI (Architect's Supplemnetal Instructions-G710
    • AIA G710 form ASI are intended as changes that do not impact Contract Sum or Time and proceeding with the work indicates KAST’s acknowledgement that there will be no change in Contract Sum or Time.
    • ASIs may include documents such as drawings, sketches, changes to spec sections, etc.
    • When an ASI is issued via email, the correspondence must be saved in a design team correspondence folder of the document management 
    • Once posted, a notice of the ASI issuance should be distributed to the subcontractors.
  • Sketches
    • Sketches are often received from the design team outside the normal revisions process (e.g. Emails). When this occurs the sketch needs to be formalized via ASI, RFI response, or drawing revision.
    • After properly documenting the respective vehicle the sketch was issued through, it is best practice to store the sketch in the appropriate change document folder.
    • Informal sketches may be saved in a separate folder that contains all unofficially issued sketches that are relevant to the project.
    • Once saved to the correct folder, the sketch should be posted to the working set of drawings.
  • RFI's
    • See Module 6 for detailed guidelines for managing RFIs 

V. Comparisons/Overlays

Project teams should utilize Bluebeam Revu to overlay documents.  Overlays are prepared for many purposes, with the primary uses being Comparison of a new revised document(s) to the old, previous current, document(s) and for Trade Coordination

  • Revision Comparison
    • KAST project teams should prepare overlays of change documents as designers may not cloud all of their changes.
      • this includes instances where a response to an RFI has a full-sheet attached as changes could be hidden in the sheet that do not pertain to the RFI
        • If changes are found that are not part of the RFI scope, project team should create additional RFIs for clarification.
    • KAST project teams should compare these overlays against the narrative issued by the design team. 
    • Oftentimes the design team has made changes without knowing the status of construction in the field.  It is important to identify these changes and communicate them to the Owner.
      • e.g. a drywall chase in a corridor that the Architect has moved on revised architectural drawings, which may have been no-cost had the change happened early enough, but may now impact other work in place (such as a plumbing riser inside the chase) that would need to be moved in order to accommodate the change.
    • Process
      • Create Overlay Documents Instruction for overlay process
      • Review Overlay Documents for changes
      • Schedule Meeting with KAST project team to review Overlay Documents
        • best done after normal work hours or weekends
          • this is done to reduce distractions and interruptions and maintain the full attention of all involved
        • KAST Superintendent and PM Staff should all attend
        • Assign one person to take notes of all the changes
          • Prepare a list of potential issues the Owner may not be aware will impact cost (such as the chase example above)
    • Communication
      • Identify and communicate all unexpected Owner cost to the Owner and Architect as early as possible
      • Utilize the Design Team's narrative as well as the notes from the overlay review meeting to identify potential scope misses, such as
        • items not clouded that trades may miss
        • new scope added that is not covered by any existing subcontractors or vendors on the project
      • Project teams should consider sharing overlays with subcontractors provided that
        • The Overlays are clear and may be of use to the subcontractor for use in pricing the change
        • They are transmitted with clear language reminding the subcontractor that Overlays are not Contract Documents and are provided as a courtesy only
        • Subcontractor has not previously abused the courtesy of utilizing KAST's overlays
  • Trade Coordination
    • The Owner's Design Team have often not coordinated their design across trades.  This responsibility then falls to KAST. 
    • Project teams should review the project schedule to determine the appropriate time to start Trade Coordination & take into account all aspects and impacts.  For example:
      • While underground MEP work may not be starting for several months, the coordination of that work could impact the foundations, piles, pipe caps, etc. which occur in the early stages of a project.
      • MEPF overhead coordination will impact penetration locations in horizontal and vertical CIP.
    • Project teams must save Trade Coordination Overlays on the project server/Documents & distribute to all trades participating in the coordination
      • 200.Field\210.Coord & Markups\212.Non-BIM\Trade Coord
    • Project teams should prepare coordination overlays for all areas of the building for the purposes of trade coordination
      • Units
      • Common/Amenity
      • Garage
      • Equipment & Mechanical Rooms
      • Underground
      • Roof
      • Pool, pool deck & pool equipment
    • Assign a unique color to individual systems for each trade
      • Plumbing - Blue
      • Ductwork - Green
      • Fire Protection - Red
      • Electrical - Orange

VI. Progress Drawings

  • Project teams should maintain a separate set of construction drawings to highlight and document the progress in the field.  Utilize colors to indicate various stages of construction in the Progress Drawings.  Utilizing interior framing as an example:
    • Walls framed & inspected - Yellow
    • Wall rough complete & inspected - Orange
    • Drywall hung & screws inspected - Blue
    • Wall Finished - Green
  • Project teams should save Progress Drawings on the project server/Documents 
    • 200.Field\210.Coord & Markups\216.Progress

VII.Record Keeping

  • It is important to keep records of all receipts from design team and transmission  to the subcontractors of change documents 
  • Whenever possible use Procore in lieu of Outlook to distribute change document in order to maintain a centralized record of distribution
  • See module 8 for project turnover and closeout 

IX.Permit Records 

  • It is important to keep an updated log of all required permits for KAST, owner, subcontractors etc.
  • KAST utilizes Procore to store all documents pertaining to permitting under the Permit Log tool located in Procore's Toolbox.
  •  Many municipalities and jurisdictions require hard copies of permit documents to be kept on site. Coordinate with AHJ to determine what documents need be stored on site as a hard copy.