Documentation and Process
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Documentation and Process

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Article summary

Quality is achieved by knowing what’s required and communicating this to everyone involved – in a form that is uncomplicated, clear and relatable to the people involved. Hutchies aims to simplify the way we manage quality and communicate so that we are always compliant and effective.

Here is how these documents and tools can be used correctly on a project:

  1. Project starts with an idea / concept

  2. The client’s needs are identified through the development of a PPR which is the start of project documentation

  3. Project documentation is further developed (drawings, schedules, specifications, sales / marketing documents, display / sample / prototypes)

  4. The contract is developed (necessary to provide context to PPR / project documentation and associated expectations / risk allocation)

  5. We aim to ‘get it right upfront’ in our tender and when successful we are awarded the project and a job number is allocated to the project by accounts

  6. A Project Start-up & Planning Meeting HB-HSEQ-F-010 occurs to hit the ground running with a good transfer of information from the Bid Team to the Project Team (where at least some of the Project team were a part of the Bid Team)

  7. The Project Team then starts setting up the job using Hutchies’ standard Job File Index HB-HSEQ-F-011 for their electronic / hard files

  8. The Project Team review and implement the procedures in the Quality Management System Manual including:

  • Develop a project specific Quality Management Plan

  • Complete the Project Quality Schedule HB-HSEQ-F006 which is developed to identify and consider the important aspects that require controls to achieve the intended outcomes and review with Support Teams to identify critical items/actions

  • Hutchies’ Quality and Services Handbooks and Toolbox resources – to review the project documentation for compliance and performance

  • A full design review and implementation of design development controls including a design program to create or review project documentation

  • Review the critical elements of the design with vigilance – these are high on regulators priorities and are directly related to major defects definitions:

  • Geotech and Structure

  • Waterproofing

  • Facades (all projects must provide a submission to Quality/Facades teams)

  • Fire compartments and passive fire penetrations

  • Life safety systems and other Services

  • Create registers of samples, technical submissions, shop drawings, prototypes, spares to be developed and the project documentation required

  • Project specific ITPs to provide a checklist for the works on this project, provide good record management of the works including any defects / non-conformances and any works that require rectification

  • Determine what support you require with the Quality and Services Teams for progressive and practical completion inspections

  • Owner’s Handover Manual (including as-builts) requirements –– to ensure you know what is required at handover before you start the works

  1. Most importantly, with the planning and controls in place, the Project Team is to procure subcontractors based on the Quality planning in place and then supervise the works carefully and thoroughly using the documents and tools to assist

  2. Trade Prestart Meetings are performed to ensure everyone is on the same page and understands the expectations of Hutchies and the project

  3. When we finish a project, it’s important to deliver the project in way that’s expected by people that are ‘taking delivery’ of their new investment. To be clear the aim is to provide a clean and polished build, defect free, with well-prepared comprehensive owner’s manuals for operation and maintenance

  4. During the defects liability period (DLP) the Project Team is to undertake certain warranty servicing to ensure the systems are operating correctly as they start being used under load. For peace of mind, for the benefit of the relationships we have formed and for confidence in trusting Hutchies with significant investments now and in the future, the Project Team is to complete a 6-month review of the building and resolve any issues

  5. At final completion and the end of the DLP, full defects reviews are undertaken, and issues resolved

  6. Post completion, when we have statutory warranties and Hutchies commitment in play, the Project Team is to conduct a full review of the building at 18 months as well as attend to any issues raised during the operation of the building as a part of being fair and decent. Clearly the proper care of the building by the end users is important in this respect, and the 6, 12, 18 month complete building reviews (or others / more as per NSW 2% developer bonds requirements) are an opportunity to bring any issues with this to the attention of those involved.

  7. With structural defects (refer definition that includes structure, weatherproofing, life safety systems) the statutory warranty exceeds 6 years – and whilst Hutchies has been around for more than century, the subcontractors that worked on the project may not be around. It’s critical the Project Team undertakes pre-completion and post-completion checks to capture any issues while there is opportunity to have them addressed by the subcontractors where applicable.

All of these quality management tools and documents, processes and people are related to communication which is essential to a successful project. They serve to remove doubt, confusion, misunderstanding and complication.

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