Construction Manual  

​       The Weekly Project Report is a summation of project progress for the week.  This should include completion of major sections of work, completion of milestones, notes of conflicts or potential conflicts to the contractor's operations, issue resolutions, etc.  The Engineer should also include observations and concerns regarding safety, environmental concerns and project progress. 

      The Lead Project Inspector should complete the Weekly Project Report each week.  The Resident Engineer and/or the Project Engineer should document his comments, observations and instructions on the weekly project report.  The report should include information from significant conversations and correspondence between the Lead Project Inspector, Resident Engineer, and/or Project Engineer and the Contractor, municipalities, utilities, environmental agencies, Department Design Units, property owners, etc. 

       A Weekly Project Report should be completed for each week beginning with the date work began and continued through the date the project is completed and accepted for maintenance.  Information to note is the date of the Preconstruction Conference, meetings with the permitting agencies and utility companies, utilities beginning work or any other dates deemed important by the Engineer should be included in the Weekly Project Report.

     The Weekly Project Report sheet should be approved by the Resident Engineer or the Project Engineer weekly.  Information required for the Weekly Project Report includes the following items, referenced by number on the example form.

1. Add:  This is the location to add photographs, meeting minutes, correspondence, and/or other pertinent documents to the weekly project report.

2. Contract Number:  This is the number assigned to the project for construction purposes.

3. T.I.P. Number:  This is the number assigned to the project if it is a project included in the NCDOT Transportation Improvement Program. 

4. Week Beginning:  This is the date of the Monday that begins the week of the report.

5. Contractor's Controlling Operation(s):  The Engineer should list the Contractor's controlling operation(s) each week or when there is a change in the controlling operation(s).  If the controlling operation changes within the week, the new controlling operation should be noted and dated.  Article 101-28 of the Standard Specifications defines the current controlling operation(s) as “Any operation or operations, as determined by the Engineer, which if delayed would delay the completion of the project."

6. Delays to Contractor's Operations:  This item should be checked Yes or No for each day.

7. Reason for Delay:  If there are delays, a follow-up explanation is needed on the following line, such as heavy rains, too wet, no stakes, etc.

      Note any conditions tending to delay the work and the termination or correction of these conditions.  Also note any unforeseen difficulties encountered on the project, such as utilities not relocated or not shown on plans, right-of-way difficulties, insufficient or erroneous stakeout, insufficient personnel or equipment, interference by another Contractor or Subcontractor, incorrect or insufficient supply of materials, etc.  This is very critical information.

      Delays to the Contractor's operations that are caused by the Department should also be documented to provide an accurate and factual record of the delay.  Department personnel often hesitate to document their errors or Department-caused delays in the report because they feel this is a reflection upon them or it is helping the Contractor.  It is the Department's responsibility to document all facts so that the Contractor is properly compensated by additional compensation or additional contract time for all he is due under the terms of the contract.  It is also imperative that documentation be placed in the report as to the time and date that the delay to the Contractor's operations was resolved or removed and the Contractor was no longer prevented from performing the subject operation.  Even though the Contractor may choose not to commence this operation immediately after removal of the encumbrance, the time and date that the conflict was cleared to the point that he could resume operations should be documented in the report.

8.     Any Work In Dispute?:  This entry should be checked either Yes or No. 

9.     Reason for Dispute:  If there is disputed work being performed, a follow-up explanation is required.  Disputed work would be any work that has the potential for a claim.  This explanation should identify the work and nature or basis of the dispute, such as pipe installation - deeper than bid, fine grading - wasting surplus shoulder material, etc.

10.  Inspector's Comments: This section allows the Lead Project Inspector to provide comments or further explanation of the week's activities, such as delays to the contractor's operation or work performed in dispute.  This section can also be used for summarizing what operations that were performed.

11.  Assistant Resident Comments:  This section allows the Project Engineer to provide comments regarding the project such as the following:

• General comments upon status and condition of work
• Instructions given or received
• Contact with property owners
• Coordination of stakeout or inspection performed
• Detailed explanation of any delays or conflicts to the Contractor's operations
• Any coordination performed as to sampling or testing
• Contact with utilities or city representatives
• Any decisions rendered
• Requests by the Contractor

12.  Resident Engineer's Comments:  This section allows the Resident Engineer to provide comments regarding the project such as the following:

• General comments upon status and condition of work
• Instructions given or received
• Contact with property owners
• Coordination of stakeout or inspection performed
• Detailed explanation of any delays or conflicts to the Contractor's operations
• Any coordination performed as to sampling or testing
• Contact with utilities or city representatives
• Any decisions rendered
• Requests by the Contractor

13.  Title: This is the title given to this weekly project report.  The title usually contains the date of the week beginning the report.

    In summary, the Weekly Project report is one of the most critical and important project documents.  It is the Resident Engineer's responsibility to ensure that all pertinent data is placed in the report.  Any comments the Resident Engineer feels would clarify the status of the project to someone using the inspector's daily reports or the weekly project report, at a later date, should be made. 

     The General Statutes provide that project diaries are not public records until after the final estimate is paid.  Accordingly, the general public and Contractor should not be allowed access to the Inspector's Daily Reports or the Weekly Project Report.  An exception to this is when there are claims or legal actions not between the Department and the Contractor.  See Public Information in the Records and Reports section of the Construction Manual.

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