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<SlideText><![CDATA[TCI/TA Training: Introduction to Documentation  This course you are about to complete contains narration.   If you can hear the narration, click the ‘Go to Next Page’ button.  If you cannot hear the narration, please turn on your speakers or connect your headphones, then click the ‘Repeat Narration’ button.  ]]></SlideText>
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<Notes><![CDATA[This course contains several navigation tools.On the left of the screen is the ‘Outline’ tab.  Clicking on a title in the ‘Outline’ tab will take you to that screen.]]></Notes>
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<Notes><![CDATA[Before proceeding, you should note that you will need to print your results in order to receive credit from PennDOT.  If you cannot print, please stop and try again from another computer that can.  ]]></Notes>
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<Title><![CDATA[Introduction to Documentation]]></Title>
<Notes><![CDATA[Welcome to the Introduction to Documentation course.  This course will give you an overview of the documentation you will use as a construction inspector in Pennsylvania on a PennDOT project.  ]]></Notes>
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<SlideText><![CDATA[Introduction to Documentation TCI/TA Training 12.27.2011 ]]></SlideText>
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<Title><![CDATA[Course Objectives:]]></Title>
<Notes><![CDATA[The most important thing to understand about your new position is that it involves two types of activities:Inspecting work, materials and the protection of traffic at the construction site and Documenting what you have just observed.  Both of these activities are related and of equal importance. This course will give you the background on the documentation you will use to record your inspections.  The objectives for this course are:To explain the key documentation types and their functions on the project.To explain document management requirements on project sites.To describe audit trails and the ways in which key documents are related to one another.To list negative consequences of failing to document properly.Mastering these objectives will provide you with the information you need to start work as an effective Transportation Construction Inspector.]]></Notes>
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<SlideText><![CDATA[To explain the key documentation types and their functions on the project. To explain document management requirements on project sites. To describe audit trails and the ways in which key documents are related to one another. To list negative consequences of failing to document properly. Course Objectives: Inspecting Documenting ]]></SlideText>
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<Title><![CDATA[Section 1: Why Do We Document?]]></Title>
<Notes><![CDATA[Proper documentation of the construction operations to which you are assigned is critical to the successful completion of the project.  It can seem very overwhelming from the start with all of the reports, forms, files and calculations that you will be asked to do.  Everyone starts this way, but don’t overreact.  With a little patience and attention to detail it is a system that you will be able to learn.We document the projects for various reasons.]]></Notes>
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<SlideText><![CDATA[Section 1: Why Do We Document? ]]></SlideText>
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<Title><![CDATA[‘As-built’ Condition]]></Title>
<Notes><![CDATA[We document to keep an accurate record of the ‘as-built’ condition at the end of the project for future maintenance questions or future rehabilitation and reconstruction  If you fail to keep accurate records of what was actually constructed, future maintenance or reconstruction can take more time, or cost more money. ]]></Notes>
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<SlideText><![CDATA[As-Built Conditions  Material Verification  Defense Against Claims  Track Schedules  Payment What was planned ‘As-built’ Condition What was built! ]]></SlideText>
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<Title><![CDATA[Materials testing]]></Title>
<Notes><![CDATA[We document to verify the results of material testing to assure the acceptability and quality of the finished product.  If you fail to track the results of these tests, a project could go forward with substandard materials in place, which ultimately could result in increased future maintenance costs and danger to the general public. ]]></Notes>
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<SlideText><![CDATA[Materials testing Materials Testing Collect Sample Measure Record Substandard ]]></SlideText>
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<Title><![CDATA[Defense Against Claims]]></Title>
<Notes><![CDATA[We document to keep an accurate record of the contractor’s daily activities for defense against future claims. Who did the work. What did they do. Where did they do it. When was it done.If you fail to keep these records, should they ever be needed in a court case, the truth of the claims may never be known. ]]></Notes>
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<SlideText><![CDATA[Defense Against Claims Who?  What?  Where?  When?	 ]]></SlideText>
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<Notes><![CDATA[We document to keep an accurate record of the progression of the project.   If you fail to keep an accurate record of progress, critical points on the project schedule could be missed. ]]></Notes>
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<SlideText><![CDATA[On Schedule! Project Progression ]]></SlideText>
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<Title><![CDATA[Accurate Payments]]></Title>
<Notes><![CDATA[We document to keep an accurate record of the contractors completed work for payment purposes and to keep an accurate accounting of the materials used, payments made to the contractor, and to create an audit trail for future state and federal audits. If you fail to keep an accurate record of the materials the contractor used or the money the contractor received, they could be overpaid, or they could be underpaid and no one would be able to tell. ]]></Notes>
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<SlideText><![CDATA[Accurate Payments Accurate Payments Work in Progress Completed Work Payment Audit ]]></SlideText>
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<Title><![CDATA[Summary]]></Title>
<Notes><![CDATA[These are some of the main reasons that we need to keep detailed documentation on a daily basis. In the next section we will give you a brief overview of what we document, the forms we use, and how we need to go about it.]]></Notes>
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<Title><![CDATA[Section 1 Quiz: Why Do We Document]]></Title>
<SlideText><![CDATA[Section 1 Quiz: Why Do We Document]]></SlideText>
<Notes><![CDATA[Please take a moment to answer these review questions from Section 1.]]></Notes>
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<Title><![CDATA[Section 2: Types of Documentation]]></Title>
<Notes><![CDATA[It may help you to visualize some of the documentation needed for your project by breaking it down into smaller, more manageable chunks.  In general there are two broad categories of documentation – which you will often hear called 'source documents' and 'reference documents.'    ]]></Notes>
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<SlideText><![CDATA[Section 2: Types of Documentation	 Source  Documents Reference  Documents Documentation A Heading for Stuff if Needed ]]></SlideText>
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<Title><![CDATA[Source Documents]]></Title>
<Notes><![CDATA[Source documents are those items that you will either be creating or which the contractor will create and provide to you as the project moves forward. Remember that:For every inspection you perform you will need to record what you saw. For every load of material the project receives you will collect a delivery ticket. You will fill out or file these as the project moves forward.  ]]></Notes>
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<SlideText><![CDATA[Source Documents	 Source Documents	 Inspecting Concrete Concrete Delivery You create. Contractor creates. ]]></SlideText>
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<Title><![CDATA[Source Documents Continued]]></Title>
<Notes><![CDATA[Among the forms you will create will be things like the PSA, or Project Site Activity.  This is a daily report that captures all the activity on the project site.  Remember, your job is to inspect and to document.   ]]></Notes>
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<SlideText><![CDATA[Source Documents Continued	 Project Site  Activity	 Inspect Document ]]></SlideText>
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<Title><![CDATA[Reference Documents]]></Title>
<Notes><![CDATA[An example of one type of reference documents would be the Plans & Contracts you receive.  For every project you will have a copy of the contract that details what is to be done, and the plans that have been submitted to detail where and how the work will be done.  As an inspector you will not be making changes to these documents. ]]></Notes>
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<SlideText><![CDATA[Reference Documents Reference Document ]]></SlideText>
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<Title><![CDATA[Specifications & Standards]]></Title>
<Notes><![CDATA[Specifications and Standards are a different type of reference document. Samples of this type of reference are Publication 2, The Project Office Manual, which contains guidelines for many of the tasks you will perform as an inspector, and Publication 408, which is a bound book of standards and specifications. In both of these cases you will ‘reference’ the documents for instructions on what to do, but you will not change them. ]]></Notes>
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<Title><![CDATA[Electronic Record Keeping]]></Title>
<Notes><![CDATA[A PennDOT construction project can be set up to track documentation in two ways, paper or electronic.  As a new inspector you will need to know the electronic method of keeping records.  On an electronic project the Daily Report is referred to as a PSA, or Project Site Activity and is directly entered into the computer on the CDS NeXtGen system. On a paper project it is an FID. For purposes of training we will use the term PSA.    	   ]]></Notes>
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<SlideText><![CDATA[Electronic Record Keeping	 Electronic record keeping PSA ]]></SlideText>
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<Title><![CDATA[Section 2 Quiz: Types of Documentation]]></Title>
<SlideText><![CDATA[Section 2 Quiz: Types of Documentation]]></SlideText>
<Notes><![CDATA[Please take a moment to answer these review questions from Section 2.]]></Notes>
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<Title><![CDATA[Section 3: Survey of Documents]]></Title>
<Notes><![CDATA[As we have discussed, most of your day will be spent performing a variety of inspections on project operations, and then documenting what you have observed.  These will be the source documents that you create. While we will not go into the detail needed to actually fill in the forms, in this section we will take a closer look at some of the more common forms you will use, and the type of activities they document.]]></Notes>
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<SlideText><![CDATA[Section 3: Survey of Documents Source Reference You create  these You Get These Project Specific Publications   & Standards A Heading for Stuff if Needed ]]></SlideText>
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<Title><![CDATA[Project Site Activity (PSA)]]></Title>
<Notes><![CDATA[The most important document you will generate is your PSA.   Your PSA describes the actual daily construction operations on the project and any inspections you may perform.  If for any reason the progression of the project needs to be recreated after the project is complete, your PSA should lead anyone reading it to all other documents that make up the project documentation.  ]]></Notes>
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<SlideText><![CDATA[Project Site Activity (PSA) PSA- Project Site  Activity ]]></SlideText>
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<Title><![CDATA[Items/Quantity Book]]></Title>
<Notes><![CDATA[The next item we will discuss is the Items Quantity book, commonly referred to as the I-Book, or the I-Q Book. This book is used for computations and may include sketches and field dimensions. When used for this purpose, the appropriate notations and cross references by date, or book and page number, will be included in the PSA for the audit trail. Entries in the IQ book will include notes that label data as ‘Paid by,’ ‘Entered by,’ ‘computed by,’ or ‘checked by’ and which are used to compute pay quantity.    ]]></Notes>
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<SlideText><![CDATA[Items/Quantity Book I-Book or I-Q Book ]]></SlideText>
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<Title><![CDATA[Concrete Inspectors Daily (CID)]]></Title>
<Notes><![CDATA[The Concrete Inspectors Daily Record Book, commonly referred to as the CID, is a bound book that you will use to document pertinent data regarding each concrete placement. This would include items such as date and time of inspections, temperature, slump and air content tests and air meter calibrations. ]]></Notes>
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<SlideText><![CDATA[Concrete Inspectors Daily (CID) CID or Concrete Inspectors Diary ]]></SlideText>
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<Title><![CDATA[Materials Book]]></Title>
<Notes><![CDATA[The Materials Book contains pre-printed pages for each type of material that is used on the project.  As materials are received on site the quantity of each type of material received is recorded in the materials book. ]]></Notes>
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<SlideText><![CDATA[Materials Book Materials Book ]]></SlideText>
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<Title><![CDATA[Wage/Rate Book]]></Title>
<Notes><![CDATA[The Wage Rate Book contains pre-printed pages.  Contractors are required to pay their employees minimum amounts based on the federal and/or state wage rate.  On a weekly basis, wage rate interviews of the contractor’s employees must be conducted and recorded in this book.]]></Notes>
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<SlideText><![CDATA[Wage/Rate Book Wage/Rate Book ]]></SlideText>
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<Title><![CDATA[TR-447]]></Title>
<Notes><![CDATA[The TR-447 is a form that is used when material samples are taken.  The TR-447 is used to describe the type of sample and the location where it was taken.  The samples, along with the bar codes from the TR-447, are submitted to PennDOT’s laboratory for testing.  The bar codes are attached to the actual samples you send to the lab for tracking purposes.  ]]></Notes>
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<SlideText><![CDATA[TR-447 TR-447 Send Collect Box Label Label Tracks Test Samples ]]></SlideText>
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<Title><![CDATA[CS-458A]]></Title>
<Notes><![CDATA[The CS-458A is a form used to record the compressive strength test results of concrete cylinder samples taken from the site.  It is commonly referred to as the ‘concrete break sheet.’]]></Notes>
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<SlideText><![CDATA[CS-458A Concrete break sheet CS-458A Cylinder Test ]]></SlideText>
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<Title><![CDATA[CS-901 (Traffic Control Checklist)]]></Title>
<Notes><![CDATA[The CS-901 is a list of all traffic control devices that are in use on the project.  As an inspector you will use this list to perform your daily A.M. and P.M. traffic control device checks.  If you find any deficiencies, note them on the form and provide a copy to the contractor.]]></Notes>
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<Title><![CDATA[TR-478A]]></Title>
<Notes><![CDATA[The TR-478A is a form used to record the results of visual non-movement tests for compaction of various materials used on site.]]></Notes>
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<SlideText><![CDATA[TR-478A TR-478A ]]></SlideText>
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<Title><![CDATA[Buck Slips]]></Title>
<Notes><![CDATA[Buck Slips are non-standard forms used as a cover sheet to document material delivered to the project.  It is attached to the front of a package of material delivery tickets or certifications and describes what contract item number that the material was used for, where the material was used, the quantity of material that was used, and to reference the daily report that the item was documented on. There is no standard Buck Slip form within PennDOT. Therefore, the buck slip used may vary from project to project. ]]></Notes>
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<Title><![CDATA[E&S Check]]></Title>
<Notes><![CDATA[The E&S check form is used to document Erosion and Sedimentation control inspections.  These inspections are conducted weekly or after a significant rainfall of 1/10th of an inch or more. ]]></Notes>
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<SlideText><![CDATA[E&S Check Erosion  & Sedimentation ]]></SlideText>
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<Title><![CDATA[As-Built Conditions]]></Title>
<Notes><![CDATA[A set of ‘as-built’ drawings must be maintained for each construction project. ‘As-builts’ are maintained for the purpose of recording approved field changes throughout the life of the project.  Such field changes are usually of minor nature. ]]></Notes>
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<SlideText><![CDATA[‘As-Builts’ As-Built Conditions What Was Built! ]]></SlideText>
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<Title><![CDATA[CS-4171]]></Title>
<Notes><![CDATA[All material incorporated into a project must meet acceptable department specifications and standards. The CS-4171 is a contractor-supplied source document that certifies these standards are met.  The CS-4171 is a certification from the approved plant/material producer/supplier that accompanies material that is delivered to the site.     ]]></Notes>
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<Title><![CDATA[Section 3 Quiz: Survey of Documents]]></Title>
<SlideText><![CDATA[Section 3 Quiz: Survey of Documents]]></SlideText>
<Notes><![CDATA[Please take a moment to answer these review questions from Section 3.]]></Notes>
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<Title><![CDATA[Section 4: Document Management]]></Title>
<Notes><![CDATA[We have looked at some of the reasons why we document, and at a few of the more frequently used documents themselves. In this module we will focus on how you store the documents you create, and how those documents relate to one another.]]></Notes>
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<Title><![CDATA[Fireproof File Cabinet]]></Title>
<Notes><![CDATA[As an inspector, along with collecting and producing various documents you are required to keep the project files organized and secured.  The project field office will have a fire proof filing cabinet. PennDOT’s Publication 2, also called the Project Office Manual has examples of how the filing cabinet may be organized. Each form you have seen in this course will be collected, filed, and stored in your fireproof filing cabinet at the project site.  ]]></Notes>
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<Title><![CDATA[NeXtGen Computer System]]></Title>
<Notes><![CDATA[The project computer contains the CDS NeXtGen documentation.  This includes PSAs, work orders, and contractor pay estimates. Some PennDOT Districts will require you to print out a hard copy of your CDS NeXtGen documentation.      ]]></Notes>
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<SlideText><![CDATA[NeXtGen Computer System CDS NeXtGen  Computer System ]]></SlideText>
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<Title><![CDATA[Audit Trail - Introduction]]></Title>
<Notes><![CDATA[Now that you have been given a quick tour of the office and the documents that constitute the project, it is important to remember that none of these documents stand alone.  Every activity at the project site, and every inspection you make will be recorded in several places. The relationships between these records creates the audit trail.  Creating that audit trail is a simple process and is easiest to explain by example.]]></Notes>
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<SlideText><![CDATA[  The Audit Trail - Introduction The Audit Trail ]]></SlideText>
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<Title><![CDATA[Audit Trail - Interaction]]></Title>
<SlideText><![CDATA[Audit Trail]]></SlideText>
<Notes><![CDATA[]]></Notes>
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<Title><![CDATA[Audit Trail - Conclusion]]></Title>
<Notes><![CDATA[Because each of these documents references the same activity, and the other documents that track that activity, if there is ever a question about what happened on a project, an audit will be able to find multiple references to the same actions and items. Because you have created these references, this audit trail, you should never be asked a question that you cannot answer confidently, and completely. ]]></Notes>
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<SlideText><![CDATA[  The Audit Trail The Audit Trail - Conclusion ]]></SlideText>
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<Title><![CDATA[Key Points:]]></Title>
<Notes><![CDATA[While we have covered a lot of information about the documentation you will use on the project, there are a few things that you should take away from this course:The PSA must be completed every day!It is very important to create the audit trail- and the interrelationship of documents is part of the audit trail. You create the audit trail by connecting related documents through proper referencing.It was not our goal to show every document you might use on the project. Based on the operations at your project site there will be additional documentation you will need to create.]]></Notes>
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<SlideText><![CDATA[The PSA must be completed every day! You create the audit trail. Based on the operations at your project site there will be additional documentation you will need to create.  Key Points: ]]></SlideText>
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<Title><![CDATA[Section 4 Quiz: Document Management]]></Title>
<SlideText><![CDATA[Section 4 Quiz: Document Management]]></SlideText>
<Notes><![CDATA[Please take a moment to answer these review questions from Section 4.]]></Notes>
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<Title><![CDATA[Summary]]></Title>
<Notes><![CDATA[The Objectives for this course were:To explain the key documentation types and their functions on the project.To explain document management requirements on project sites.To describe audit trails and the ways in which key documents are related to one another.To list negative consequences of failing to document properly.You should now have a basic understanding of the documentation used on a construction project.]]></Notes>
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<SlideText><![CDATA[Summary To explain the key documentation types and their functions on the project. To explain document management requirements on project sites. To describe audit trails and the ways in which key documents are related to one another. To list negative consequences of failing to document properly. ]]></SlideText>
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<Title><![CDATA[Completion]]></Title>
<Notes><![CDATA[You have successfully completed the course materials, but you have not yet finished the course.In order to receive credit you must complete the module test. Once you pass, you will receive instructions on how to send your results to PennDOT.]]></Notes>
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<SlideText><![CDATA[Completion You have successfully completed the course materials, but you have not yet finished the course.     In order to receive credit you must complete the module test. Once you pass,  you will receive instructions on how to send your results to PennDOT.  ]]></SlideText>
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<Title><![CDATA[Final Quiz - Project Setup]]></Title>
<SlideText><![CDATA[Final Quiz - Project Setup]]></SlideText>
<Notes><![CDATA[]]></Notes>
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<Title><![CDATA[Completion]]></Title>
<Notes><![CDATA[Congratulations! You have successfully completed the Introduction to Documentation course. Please click on the attachments tab, complete the cover sheet, then print and send it to PennDOT, along with the results of your final exam.]]></Notes>
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<SlideText><![CDATA[Completion Congratulations! You have successfully completed the Introduction to Documentation course.  Please click on the attachments tab, complete the cover sheet, then print and send it to PennDOT, along with the results of your final exam.     ]]></SlideText>
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<Title><![CDATA[Completion via Email]]></Title>
<Notes><![CDATA[If your computer system can print to a PDF file, or if you can scan your results to a file, you can email them to PennDOT. The email address is on the cover sheet.]]></Notes>
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<SlideText><![CDATA[Completion via Email  If your computer system can print to a PDF file, or if you can scan your results to a file, you can email them to PennDOT.  The email address is on the cover sheet. Keep the hard copy of your completion until you receive confirmation from PennDOT.  ]]></SlideText>
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