Three Phase Process How-To's

How do we do this in Practice

You learned about the 3 phase process in your government QCM course, correct?
What were your takeaways from the course? Not much right? You need to do them, but how?
Now you learn how to do this efficiently and practically in the office and in the field.

PHASE 1 PREPARATORY MEETING

This is performed before any work is allowed to start. 
(Can be up to 30 days prior to commencement of DFOW)

Review submittals for anything that will be used in this definable feature of work, if all are approved you can make the invite to all parties concerned. 

From the prime contractor 3 key personnel must attend, 
1. The QCM
2. The SSI
3. The SSHO 
4. The subcontractor to perform the work (PM and/or foreman only) keep most others away as they will gum-up the process with irrelevant verbal comments. 
All must know to keep comments to a minimum, professional and crisp, no chatter.

What you need:

1.       A printed copy of all documents for each side the meeting (You, Sub, COR), including:
           a.       Document of record / meeting minutes for all, includes notes taken during meeting by QCM or assigned scribe (AI works well for this).
          b.      Companies standard sign-in sheet recording all attendees (online and present) 
          c.       Safety document from RMS, assembled by the SSHO for the DFOW aligning with or accompanying the subcontractors approved AHA.
          d.      Copy of the DFOW / specification, highlighted showing any unusual requirements, QC must review highlighted items for full awareness of the requirements.
          e.      AHA: produced in USACE required format , sent to USACE through RMS or by COR determination, all are copied and the subcontractor and SSHO sign the last page.

2.       All documents are assembled in order noted above, scanned upon completion and issued in the daily report with RMS recorded date of this activity.

How it goes:

          A.       Meeting is called for (EG: Tuesday @ 10:00 AM) at field office. Meeting invite sent to USACE representatives (min 3 days before) with copy of AHA & uploading of AHA by SSHO to USACE in RMS.
          B.       All assemble @ 10:00 Tuesday, sign-in & QCM titles the meeting & records minutes, points are discussed per the predetermined outline found in the meeting layout & SPEC section provided by the QC team.
          C.       USACE holds questions & comments until final section of the meeting format.
          D.       Initial meeting date and time determined, meeting closes.

PHASE 2 INITIAL MEETING (& follow-ups if long duration)

What you need:

1. Copy of PREP meeting
2. INITIAL_PHASE_CHECKLIST
3. Copy of drawings
4. SSI, SSHO, QCM/PE   

How it goes:

Upon arrival QCM reviews PREP minutes, reviews plans, drawings & specifications for accuracy, reviews all USACE comments from PREP & has short discussion on how the start of the DFOW has gone, progress & determines time-frame for completion of DFOW.

The DFOW may be impacted by other DFOW’s or upon completion the next DFOW will commence so a final review is made upon completion, see below.

PHASE 3 FINAL INSPECTION

Final inspection is made to determine the validity of work performed.

Is it within the drawings and specifications? Is the quality as determined by specifications? Is the work good to move to the next phase of work?

Be careful with USACE as they like to add out-of-scope items into the meetings so if it looks or seems out-of-scope request comments in writing with SPEC references.

All comments must be recorded in writing in the final meeting minutes and call out a specific specification for each comment. The QCM records all nuances of the meeting for the record & issues minutes of meeting. If comments from any party need clarification, QCM should give a 3 day response time else the comments are omitted. (this keeps comments relevant and timely.) 

CLOSE-OUT OF DFOW

Once all are in agreement that the work is acceptable, the FDOW is logged as closed in RMS daily report with the document dated to the 3 phase check list added to the daily report.