Article #185 Creating a What You See is What You Get (WYSIWYG) Work Inspection Request (WIR) Forms for Construction Projects

One of the key requirements on construction projects is to have inspection forms for works completed by the contractor and his appointed subcontractors. On a construction project, there will be many work inspection request (WIR) forms for the different scopes of work that the contractor is required to complete. Each one of those forms will have a predefined list of items that need to be inspected that should be to the project’s specifications. This predefined list of items to be inspected will not only ensure a comprehensive inspection of the completed works but also help in eliminating the conflict between the contractor and the supervision consultant on what to be inspected.

In addition, the work inspection request (WIR) needs to be accessible from mobile devices to allow the supervision consultant to inspect the completed work on-site where it was completed. This will enable the consultant to also attach pictures and other documents that could be relevant to the carried-out inspection works. Finally, there is always a need to print and save the inspection form as it is one of the formal project communications.

Using a Project Management Information System (PMIS) like PMWeb, the project owner can develop and implement a comprehensive work inspection requests module that can be used across their complete projects portfolio covering the complete scope of work to be inspected. Those work inspection requests will be aligned with the specification standard adopted by the project owner, for example, the Construction Specification Institute (CSI) standard.

PMWeb custom form builder will be used to create those Work Inspection Requests (WIR). For each specification section, there will be a separate form with all items that need to be inspected by the supervision consultant. The form will have the fields for CSI Division and CSI Code to capture the relevant CSI division and core values that the inspection form belongs to. The form will have fields for the inspection location which will be picked from a predefined list of values and the WBS level that includes the items being inspected as well as the project schedule activity that the inspection relates to. The WBS and project schedule activity values will become available to select from when the MS Project and Primavera P6 schedule is imported to PMWeb. In addition, the form will include a field for the cost breakdown structure associated with the inspected scope of work. This could be needed when it comes to identifying the cost associated with a redo of work and other expenses associated with low quality.

The inspection items list will include the items to be inspected by the supervision consultant for each specification section. The content of the inspection list will also take into consideration the knowledge acquired in performing such work inspections. For each inspection item, the site supervision inspector verifies if the work is by the contract requirements or not for which the value will be either pass or fail.

In addition to the designed WIR input form, there will be a need to have an output form that has an exact design of the WIR input form that can be either saved as PDF or printed. To achieve this, the project team member designing the PMWeb WIR form will select the “HTML” tab in the created custom form. PMWeb will automatically create the HTML code for the designed WIR form. The project team member will press Ctrl+A to select the complete HTML code followed by Ctrl+C to copy the selected HTML code. The next step would be to select the PMWeb Word module that will be used to create the WIR output form. The project team member will select the “HTML” tab in the PMWeb Word form, then press Ctrl+V to paste the copied HTML code from the custom form.

Selecting the “Design” tab in PMWeb Word, PMWeb will automatically show the output form in a What You See Is What You Get (WYSIWYG) format. Of course, there will be a need to map the fields of the custom form into the newly created PMWeb Word form by just positioning the cursor at the location of the field, then selecting and clicking on the field to automatically insert it at that location. In addition, it is recommended to add the fields for the attached files to the WIR so that when printed, those attached files will be listed in the output form. The same can be done for the workflow steps should the WIR has a workflow assigned to it. The created form can be selected to be the default output form for the Work Inspection Request with the option to create different output forms if it is needed.

Since PMWeb is a zero-footprint application, the Work Inspection Request (WIR) can be accessed using any browser or any smart mobile device such as an iPad among others. PMWeb is also responsive design enabled so the form will automatically fit the displayed screen. Using the form on a mobile device also allows the user to take and attach pictures and videos as well as use the “Speech-to-Text” option to fill the text fields of the form.

Of course, the WIR can be also accessed from any computer browser should this be needed when it comes to reviewing the different inspection forms. This will be needed for the project team who are not on the field and would want to be made aware of the carried-out work inspections.

The Work Inspection Request (WIR) form can be printed or merged into a PDF file and saved. The form will have the exact layout of the WIR input forms as well as the list of documents that were attached as well as records and emails that were linked to the inspection form. The form can also include details of the workflow steps associated with the work inspection request if this was incorporated when for

This unique option of having What You See Is What You Get (WYSIWYG) is not limited to the work inspection requests but can be used with the hundreds of other custom forms created in PMWeb. Those could include project charter, NCR, SWI, Issue Resolution, Risk Form, Benefits Realization, Prequalification Form, Performance Assessment, Progress Report, Permits, Gate Passes, Interface Agreement, Substantial Completion Certificate, Handover Certificate, Post Project Review among others.

In addition, for PMWeb default input forms such as RFI, meeting minutes, change orders, progress invoices, and safety incidents among many others, PMWeb Word can be also used to create the output form in any desired form and format. If the layout design of those output forms is available in HTML file format, then the same approach of copying and pasting the HTML code applies. It should be noted that all MS Word and MS Excel files, which are usually by organizations to create those output forms have by default saved those files in HTML file format.

For each one of those forms, all supportive documents will be attached to the form as well as other relevant PMWeb records and imported MS Outlook emails can be linked to the record. Accordingly, the attachment or exhibits section of the form when printed will be automatically populated with the list of those documents, records, and emails.

In addition, the workflow assigned to each one of those PMWeb forms, whether custom form or pre-built, will formalize the review and approval of each record including the formal creation of a version for each record. For example, for the requirement capturing record, the workflow will be the basis for defining the versions of this record depending on the workflow review process.

About the Authorfounder

Bassam Samman, PMP, PSP, EVP, GPM is a Senior Project Management Consultant with more than 35-year service record providing project management and controls services to over 100 projects with a total value of over US $5 Billion. Those projects included Commercial, Residential, Education, and Healthcare Buildings and Infrastructure, Entertainment and Shopping Malls, Oil and Gas Plants and Refineries, Telecommunication, and Information Technology projects. He is thoroughly experienced in complete project management including project management control systems, computerized project control software, claims analysis/prevention, risk analysis/management (contingency planning), design, supervision, training, and business development.

Bassam is a frequent speaker on topics relating to Project Management, Strategic Project Management, and Project Management Personal Skills. Over the past 35 years, he has lectured at more than 350 events and courses at different locations in the Middle East, North Africa, Europe, and South America. He has written more than 250 articles on project management and information systems featured in international and regional magazines and newspapers. He is a co-founder of the Project Management Institute- Arabian Gulf Chapter (PMI-AGC) and has served on its board of directors for more than 6 years. He is a certified Project Management Professional (PMP) from the Project Management Institute (PMI), a certified Planning and Scheduling Professional (PSP), an Earned Value Professional (EVP) from the American Association of Cost Engineers (AACE), and a Green Project Management (GPM).

Bassam holds a Master’s in Engineering Administration (Construction Management) with Faculty Commendation, from George Washington University, Washington, D.C., USA, Bachelor in Civil Engineering – from Kuwait University, Kuwait, and has attended many executive management programs at Harvard Business School, Boston, USA, and London Business School, London, UK.


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