Professional management practices of data clerks
The necessity of construction project data management
1. Strengthen standardized management, improve project management levels, and ensure the concrete reflection of project quality .
2. It is an important part of urban construction files and a necessary condition for completion acceptance and identification of project quality levels.
3. It is the handling of project quality and safety accidents, as well as the Important technical basis for inspection, maintenance, etc.
4. Supervise units and individuals to work in accordance with standards, specifications and procedures
5. Provide reference and accumulate experience for future construction, which is Important information to guide future project construction.
Characteristics of construction engineering data
1. Complexity 2. Randomness 3. Timeliness 4. Authenticity 5. Comprehensiveness
(3) Relevance Basic concept of construction project
Construction project: Upon approval, the project is constructed according to an overall design, economically it implements unified accounting, administratively it has an independent organization, and it implements unified management of the capital construction unit. It can have a Or it consists of several intrinsically related projects.
Unit project: a project with independent design documents that can independently exert production capacity or engineering efficiency after completion, and forms an integral part of the construction project.
Divisional project: It is a project within a unit project that can be independently organized for construction.
Construction project documents: are information records formed during the project construction process, including project preparation stage documents, supervision documents, construction documents, as-built drawings and completion acceptance documents, which can also be referred to as project documents. .
Project preparation stage documents: documents formed during the project preparation stages such as reverse engineering, approval, survey, design, and bidding before the start of the project.
Supervision documents: are documents formed by the supervision unit during the design, construction and other supervision activities of the project.
Construction documents: refers to the documents generated by the construction unit during the construction process of the project.
As-built drawings: refer to drawings that can fully and truly reflect the construction results of the construction project after the project is completed and accepted.
Completion acceptance document: It is a document formed during the construction project activities.
Construction project archives: They are historical records in various forms such as texts, charts, sub-items, etc. that are directly formed during the construction process of the project and have archiving value. They can also be referred to as project archives.
Case file: It is a file storage unit composed of a number of related documents.
Dossier filing: It is the process of sorting documents with preservation value into case files according to certain principles and methods, also called master files.
Archiving: After the document-forming unit has completed its work tasks, the generated documents are organized into files and handed over to the archives management agency in accordance with relevant regulations
Construction Engineering: Yes Various technical work and completion work entities such as specification, survey, design and construction, and completion for new construction, reconstruction, and expansion of housing buildings and structures.
Construction project quality: It reflects that the construction project meets the requirements of relevant standards or contracts, including all obvious and implicit combinations of safe use functions and durability, environmental protection, etc.
Acceptance: On the basis of the self-inspection and evaluation of the construction project by the construction unit, the relevant units participating in the construction activities jointly conduct sampling re-inspections on the quality of the inspection batches and unit projects. According to relevant standards, Confirm in writing whether the project quality is up to standard or not.
Site acceptance: On-site construction materials, components, equipment, etc. shall be inspected in accordance with relevant standards and requirements to confirm whether the products are qualified or not.
Inspection batch: An inspection body composed of a certain number of samples that is collected for inspection according to unified production conditions or in a prescribed manner.
Inspection: An activity that measures, inspects, and tests the performance of inspection items, and compares the results with the requirements of standards to determine whether each performance is qualified.
Handover inspection: It is an activity in which the contractor and the completion party of the construction inspect and confirm whether the construction can continue.
Witness sampling testing: Under the supervision of the supervision unit or construction unit, relevant personnel from the construction unit will take samples on site and send them to the corresponding qualification testing unit for testing.
Main control item: It is an inspection item that plays a decisive role in safety, sanitation, environmental protection and public interests in construction projects.
General projects: refers to projects other than the main control project.
Sampling inspection: refers to the inspection conducted by randomly selecting a certain number of samples according to the inspection batch from the incoming materials, components, equipment or inspection items of the construction project in accordance with the prescribed sampling plan.
Sampling plan: The sampling quantity and method determined according to the characteristics of the inspection item.
Calculation inspection: There is some system for recording each individual in the sample or an inspection method for calculating the number of defects in each individual.
Metric inspection: An inspection method that measures a specific characteristic of each individual in the sample for sampling inspection.
Perceptual quality: The external quality of the project reflected through observation and necessary measurements.
Rework: It is to take measures such as repairing the parts that do not meet the standards.
Rework: Measures such as re-making and re-construction of unqualified engineering parts.
(4) Management responsibilities of the project data of the participating parties
1. General responsibilities:
1) The participating units should include the formation and accumulation of project data All aspects of project construction management and the scope of responsibilities of relevant personnel.
2) Project data should be managed at different levels, and the person in charge of the construction, supervision, and construction units should organize the entire process management of the unit's project data. During the construction process, there should be a dedicated person responsible for collection and sorting.
3) Project data should be collected, organized and handed over as required along with the progress of the project.
4) Each participating unit of the project should ensure that the documents are authentic, valid, complete and complete. Use standard forms.
5) The formation of engineering data should comply with relevant national laws, regulations, specifications, construction quality acceptance standards, engineering contracts and design documents, etc.
6) Those who alter, forge, scatter, damage or lose project data shall be punished in accordance with relevant regulations and held legally responsible.
2. Responsibilities of the construction unit
1) Responsible for the management of infrastructure documents, and assign dedicated personnel to collect, organize and archive infrastructure documents.
2) When bidding for a project and signing a contract or agreement with all parties involved in the construction, clear requirements should be put forward for the preparation responsibilities, costs, number of sets, quality and handover period of project data and files.
3) Provide information related to the construction project to the survey, design, supervision, construction, and other units involved in the project construction.
4) The construction materials/equipment/components purchased by the unit should be guaranteed to comply with the design documents and contract requirements. The relevant material documents are true/complete and valid.
5) Responsible for supervising and inspecting the formation, accumulation and filing of project data of each participating unit, and may entrust the supervision unit to inspect.
6) Opinions should be signed on the project documents that need to be signed by the construction unit.
7) Project files filed by survey, design, supervision and construction units should be collected and summarized.
8) Should be responsible for organizing the drawing of as-built drawings, and may also entrust the design unit, supervision unit or construction unit, and bear the costs according to relevant documents.
9) For project files included in the acceptance scope of the Urban Construction Archives, the construction unit should request the Urban Construction Archives to conduct pre-acceptance of the project files before organizing the completion acceptance of the project. In order to obtain the "Pre-acceptance of the Construction Project Completion Files" "Opinions", the completion acceptance of the project shall not be organized.
10) The construction unit shall transfer the project files to the Urban Construction Archives within three months after the completion and acceptance of the project.
3. Responsibilities of the construction unit
11) Should be responsible for the management of construction data, implement the technical person in charge responsibility system, and establish and improve the construction data management position responsibility system step by step.
12) Responsible for summarizing the construction data prepared by each subcontracting unit. The subcontracting unit shall be responsible for the collection and arrangement of construction data within the scope of its subcontracting, and ensure the authenticity, completeness and validity of the construction data. Responsible.
13) The construction data of the project should be sorted and summarized before the project is completed and accepted.
14) Should be responsible for preparing two sets of construction materials, one of which will be handed over to the construction unit and the other will be kept by itself. Multiple sets can also be prepared depending on the actual situation.
(5) Responsibilities of the construction unit data clerk
Job responsibilities:
Responsible for internal and external communication with the construction unit, survey unit, design unit, The management of sending, receiving and communicating documents and information between supervision units, material and equipment supply units, subcontracting units, and other relevant departments should be managed in a standardized manner to ensure timely sending and receiving, conscientious communication, proper management and accuracy.
Responsible for the circulation, borrowing, sorting, filing, storage, transfer and archiving of the engineering drawings involved.
Participate in construction and production management, and do a good job in timely collection, verification, registration, circulation, borrowing, sorting, and storage of various documents and materials.
Responsible for the classification, organization, archiving and handover of construction materials.
Retrieve and query, collect, organize, circulate and save information related to project management in a timely manner.
Handle various public relations well.
Principles for collecting project data:
Principle of timely participation: The document collection and management work of the construction unit must be included in the entire process of project management, and the data clerk should participate in technology, quality, and safety , coordination and other aspects of the meeting, and should often participate in the construction project site to understand the construction status, and correctly grasp the comprehensive information of project construction management in a timely manner, so as to facilitate the timely collection, sorting and verification of project data
Maintain the synchronization principle: The collection of data is closely related to every process of the project and must be carried out simultaneously with the construction of the project to ensure the accuracy and effectiveness of the documents.
Principle of serious control: Work closely with the project manager and construction technical leader to strictly control the quality of documents and materials, whether it is within the enterprise or the documents and materials exchanged between relevant units. Check and proofread, and correct problems in a timely manner if found.
Management of documents and data:
Organization and classification: Construction data must be organized and classified in a timely manner. The classification methods mainly include the following categories: classification according to the source of the data, classification according to the nature of the data The objects of archiving are classified differently, according to the professional nature of the data, according to the content of the data, and according to the order in which the data is formed.
Storage and custody: The construction unit and project management department should configure appropriate rooms and equipment to store documents and materials, strengthen management and awareness of prevention, and do a good job in fire prevention, theft prevention, insect prevention, etc.
Strictly implement the precepts and procedures: a sound system should be established for the collection, classification, sorting, preservation, circulation, borrowing, and review of management documents and information, and should be handled strictly in accordance with the prescribed procedures to avoid the loss of documents and information. and damage.
Documents, archives, and transfers should be made in a timely manner. The collected and sorted information should be compiled in a timely manner. Completion documents that need to be preserved and collected by the construction unit, construction unit, and construction archives should be promptly stored in accordance with the contract and relevant regulations, respectively. Make the transfer and file it intact.
Handle various public relations well:
1. Handle the responsibility contracting relationship with the project manager.
2. Handle the relationship between the direct business leader and the leader with the technical leader.
3. Handle the collaborative working relationship with technicians, construction workers, material workers, quality inspectors, safety officers, cost managers, etc.
4. Handle the partial and overall relationship with the engineering project management department and the company's competent departments.
5. Handle business relationships with survey units and design units.
6. Handle the relationship between the supervisor and the supervisee with the supervision unit.
7. Handle the relationship between supervision, guidance and supervision with the urban construction archives department.
(6) Scope of archiving of construction project data
Scope of archiving: Any important activities related to project construction that can record the main process and current status of project construction and have preservation value All documents and materials on each carrier should be collected completely, sorted into master volumes and filed in the corresponding departments.
The scope of projects to submit project files to the construction archives:
1. Civil construction projects: residential construction, office buildings, culture, education, medical care, sports, commerce, Finance, services, scientific and technological information, politics, monumental buildings, etc.
2. Industrial construction engineering: metallurgical industry, machinery industry, petrochemical industry, light textile industry, electronic instruments, building materials industry, pharmaceutical industry, food industry and other construction industries, etc.
3. Projects for reconstruction, expansion or seismic reinforcement: All civil and industrial construction projects that require large-scale reconstruction, expansion or the adoption of enhanced seismic reinforcement measures should submit project files.
(7) Period and confidentiality level of project data storage
Dividing the period of storage of project data
The storage period can be divided into: permanent - refers to the need for project files Save forever.
Long-term - refers to the retention period of project files equal to the service life of the project.
Short-term—refers to the project archives being kept for less than 20 years.
If documents and materials of different periods appear in the same case, the longer storage period shall prevail.
Dividing the confidentiality levels of engineering data storage
The storage confidentiality levels can be divided into: top secret, secret, and secret. If there are different levels of confidentiality in the same case, the one with the highest level of confidentiality shall prevail.
(8) Engineering data carrier format
Engineering data carrier format: 1. Paper carrier; 2. Microform carrier; 3. Magnetic carrier; 4. CD carrier. (Main forms: paper carrier, optical disc carrier)
Archiving of electronic engineering archives on optical disc carriers: Archiving and storage units, especially urban construction archives, when receiving engineering archives, must first review the electronic engineering archives on paper carriers. The engineering files are carefully and strictly inspected. After passing the inspection, the electronic engineering files are checked. Only after the verification is correct, the electronic engineering files can be burned into a CD. The disc jacket must be in a standardized format.