The Role of Construction Documents in Improving Quality of the Construction Process

by Robert Popp

Properly written, standardized construction documents are a vital part of the construction process.  These documents not only assure that the contractor knows what to do, but they also provide specifications telling him how to do it.  When documents are written clearly and in an easy to understand format, time and money are saved.  The Construction Specifications Institute has played a vital role in standardizing construction documents, which helps all involved in the construction process.

                As stated in the Manual of Practice, "Good communication of the design depends largely on having complete and fully coordinated construction documents. (The Construction Specifications Institute, FF/030.1)" The construction documents are a collection of paperwork from two sources: bidding requirements and contract documents. Together these documents form the project manual.  The bidding requirements explain the procedures that the contractor must follow when preparing and submitting a bid. They should not contain any contracting requirements.  The contracting documents, on the other hand, do not contain any bidding requirements. They are the legally enforceable requirements that the contractor agrees to when signing the agreement.  These document requirements should be placed in the correct area and should not be repeated in that document or any other documents.  All in all, a project manual, when written in a standardized format, makes it possible for anyone to be able to find specific information which speeds up communication and cuts down on time wasted trying to find information (FF/030.1).

The Construction Specifications Institute (CSI) was formed "to promote improvement of construction communications, techniques, and procedures.”  As a result, CSI developed a standardized way to present documents called The Uniform System. Then in 1978 Construction Specifications Canada and The Construction Specifications Institute joined together to create Masterformat, which formatted a complete organization guide to present project manuals.  Masterformat is the standard for "titling and arranging project manuals" and presents the information in a uniform manner making it easy and quick to locate specific information in any construction document.  It also divides the information into a sixteen-division format with division one being general requirements.  This helps with organization because if someone is working with concrete for example, he can turn directly to division three and find everything about concrete procedures, properties, and requirements. This format not only cuts down on delays but also reduces waste by not repeating requirements. It also reduces confusion by presenting all material in a "clear, complete, and concise" manner (1).

            When construction documents follow a standardized format and are properly written, several problems can be avoided.  First of all, if there are changes to the design, these new ideas can be easily included.  If changes are made because the correct materials or specifications were not listed, these can be amended.  Finally, if a change requires new materials to be brought in, no time is wasted before they can be ordered and delivered. The standardized form of Masterformat helps the contractor avoid project delays and added expense to fix something after it has already been constructed or to get a rush delivery on materials.  Such delays can be avoided since the project manual follows a definite pattern so no time is wasted searching through the entire manual every time a specification is required. Finally, clear and concise wording avoids various interpretations of what is meant in reference to procedures and bidding requirements. This also eliminates delay to the project because no one needs to be reached who can clarify the document.

            Construction documents are vital in the construction process and conserve time, money, and materials if they are compiled and written correctly.  It is the job of everyone involved with the building and design process to make sure things are done correctly because one small mistake in writing can result in a more costly correction on the job site.  Construction documents do play one of the biggest parts in construction and are directly related to the quality of the work done.

Works Cited

1.         The Construction Specifications Institute, "Construction Documents Fundamentals and Formats Module", Manual of Practice 1992 ed., pg.  FF/030.1 - FF/030.7.

2.          The Construction Specifications Institute, Masterformat 1995 ed., pg.  1-2.