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Koester Expectations - Daily Logs

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Objective

Documenting daily activity on a jobsite.

Background

The purpose of a daily log is to record all activities that occur on a jobsite each day. Daily logs will include a record of manpower, progress, weather conditions, delays, safety, accidents, inspections, deliveries, site visitors, critical conversations and phone calls, equipment on site, and progress photos.  

Things to Consider

A daily log is a way for field superintendents to document what has occurred on any given day. This documentation is critical for showing daily progress, negotiating change orders and can be a critical piece of documentation in the arbitration of a dispute.        

Prerequisites

Procore Superintendent Certification

Procore Certifications> Procore Tool Training> Daily Log (General Contractor)

Steps

1.       Weather- Make sure your location is turned on in your device settings so that weather conditions can be automatically uploaded into your daily log.

  • When weather conditions create delays, these will need to be documented in Observed Weather Conditions. Weather delays logged under Delays are not able to be used in the creation of a weather delay report in Procore.
  • Add a photo of your rain gauge or of site conditions due to weather.
  • Continue to log delays for weather events beyond the day of the event itself if the event causes multiple day delays. For example, a 3” rain on Monday may cause delays to concrete for the entire week if conditions do not improve.

2.       Manpower- record all sub-contractors on site for that day. It is required to document who’s on site, how long they were working, and what tasks were being worked on.

  • Company- if you are not finding a company in the Directory, ask a team member to get them added as all contracted work must be documented.
  • Workers- number of workers on site each day.  
  • Hours- record the hours worked for each worker on site. When individuals or groups from the same company are working different hours, you will need to create additional line items for those individuals or groups.
  • Location- if locations are not set up in Procore, ask a team member to get these added. Locations will be required to complete several of your Procore obligations and need to be set up for every interior room, building shell, exterior.  

3.       Notes-

  • Was there an issue? If so, mark the line item as such.
  • Detailed description of the work performed on that day, issues that were encountered and steps taken to resolve them (anything unresolved needs to become an observation)
  • Conversations- document conversations regarding anything related to that day's activities. This could include directives given, questions answered or unanswered, scheduling agreements or disputes, manpower needs, plan clarification, and safety concerns.

4.       Phone Calls- See Daily Logs- Phone calls for initiating calls in Procore for easier documentation.

  • Who was the call from or to.
  • Time of the call and when it ended.
  • Comments- what was discussed (phone calls of any importance should also be followed up with an email).

5.       Inspections- record all inspections.

  • Time the inspection started and completed.
  • Inspection type (e.g. Framing Inspection).
  • Inspector’s name.
  • Location- set up in Procore by PE (e.g. Office RM #116).
  • Area (more specific than Location) (e.g. North Wall @ RM#116)
  • Comments- pass/fail and any other information provided by the inspector. Conversations will be documented when relevant to the project and/or outcome of the inspection.

6.       Visitors- anyone visiting a site, not included in manpower or inspections will be documented.

7.       Delays- record all delays other than weather (weather delays are recorded in Weather Observations).

  • Delay type (preset in Procore).
  • Time- when the delay started and when the delay ended (this could be multiple days or hours).
  • Location- where and what work was directly affected by the delay.
  • Comments- description of why the delay occurred, who or what was responsible, what trades were affected and the outcome for that day.

8.       Deliveries- Document and visually inspect all deliveries that are Koester Constructions responsibility. This should include all owner provided items. Document all Critical Path items that are delivered on site (e.g.

  • Time that delivery was received.
  • Who the delivery was from.
  • Note any damaged or refused deliveries.

9.       Accidents- it is critical that any accident be documented in-depth, with as much information as you can obtain. This is in addition to any observations or incidents in Procore.

  • Time the accident occurred.
  • Party involved- individual(s) name.
  • Company involved.
  • Comments-
    • What- description of the accident.
    • Where- specific location that the accident occurred.
    •  Why- contributing factors

10.   Safety Violations- Any safety violation by individuals or groups of individuals to be recorded in your Daily Log. This is in addition to any observations in Procore.

  • Reason for: what was the violation?
  • Safety Notice- 1st offence- verbal warning, 2nd offence- email to offenders PM/Owner or   3rd offence- removed from site.
  • Issued to- Company the individual(s) are employed by.
  • Compliance Due- date of when the violation must be rectified.
  • Comments- what, why and when
  • Attachments- upload photograph of the violation  

11.   Equipment- Documenting equipment on site is important as it keeps the entire team apprised of what is on site at any given time and can be helpful for budget concerns.

12.   Photos- adding daily progress photos to your daily log is important for referencing what happened on a specific day.  

  • Daily log photos should be a synapsis of all work that occurred on that day.
  • All other photos taken throughout the project should be organized in folders by location, making it easy to find a specific photo at a later date.  

See Also

Koester Expectations- Photo Documentation

Procore Certifications> Procore Tool Training> Photos (General Contractor)

Procore Certifications> Procore Tool Training> Conversations (General Contractor)