Site controls
Daily site reporting
Create a contemporaneous factual record of people, work, weather, safety, quality, deliveries, inspections, instructions, delays, and next actions.
How to execute this stage
Micro-stage control plan
Work through each applicable step in order. A hold point means pause the dependent decision or work until the stated evidence and authorised review are complete.
01Record date, weather, site condition, programme stage, companies, headcounts, visitors, plant, deliveries, and work by exact locationLevel 3 · Site controls
TaskCheckHold pointEvidenceRecordNext actionSimple explanation
Record date, weather, site condition, programme stage, companies, headcounts, visitors, plant, deliveries, and work by exact location.
Technical context
Coordinate this work against Marked-up current drawings, Contract reporting requirements, the current consent status, and the actual site condition. Confirm interfaces before releasing dependent work.
Why it matters: The main recorded risk is: Retrospective or vague record. A missed check can create rework, delay, hidden defects, an inspection failure, or a departure from approved project documents.
Prerequisites
- Marked-up current drawings is current, approved for the intended use, and available to the people doing the work.
- Contract reporting requirements and relevant product information have been checked.
- Access, responsibility, safety controls, preceding work and the end-of-day record review sequence are confirmed.
Checks
- Check the completed work against Marked-up current drawings and Contract reporting requirements.
- Check specifically for: Retrospective or vague record.
- Avoid this known mistake: Starting daily site reporting without confirming the current documents and responsibility.
Evidence to save
- Wide, location-identifying and close-up photographs of the completed daily site reporting work before it is concealed.
- Marked-up Marked-up current drawings or a precise drawing/detail reference.
- End-of-day record review result, consultant record, trade QA record or written not-applicable reason.
Hold point
Do not cover, backfill, load, connect, certify or release the next activity until End-of-day record review and the required project evidence are complete or the authorised reviewer confirms what may proceed.
Stop or escalate when
- Retrospective or vague record
- Starting daily site reporting without confirming the current documents and responsibility
- The current drawing, approval, competent reviewer or required evidence cannot be confirmed.
Documents and records
- Marked-up current drawings
- Contract reporting requirements
- Current RFI/site-instruction/change record
- Inspection and evidence register
- Cost effect
- Rectification, reinspection, delay, damaged follow-on work, access loss and changed scope can increase the cost of daily site reporting. Record the cause and obtain written pricing before approving a commercial change.
- Programme effect
- This activity controls the release of dependent work. Update the lookahead programme and notify affected trades if the hold point, information, inspection or evidence is not ready.
Next action
Record inspections, tests, photos before cover-up, H&S events, RFIs, instructions, variations, delay start/finish/cause, and affected activities.
Applicability: Apply when this work package is included in the current project scope. Confirm project-specific consent, contract, design, site and authority requirements.
Use the current consented/issued project documents and competent site review. BuildPath does not approve work.
02Record inspections, tests, photos before cover-up, H&S events, RFIs, instructions, variations, delay start/finish/cause, and affected activitiesLevel 3 · Site controls
TaskCheckHold pointEvidenceRecordNext actionSimple explanation
Record inspections, tests, photos before cover-up, H&S events, RFIs, instructions, variations, delay start/finish/cause, and affected activities.
Technical context
Coordinate this work against Photo location plan, Project communication and record rules, the current consent status, and the actual site condition. Confirm interfaces before releasing dependent work.
Why it matters: The main recorded risk is: No location/photo reference. A missed check can create rework, delay, hidden defects, an inspection failure, or a departure from approved project documents.
Prerequisites
- Photo location plan is current, approved for the intended use, and available to the people doing the work.
- Project communication and record rules and relevant product information have been checked.
- Access, responsibility, safety controls, preceding work and the weekly completeness audit sequence are confirmed.
Checks
- Check the completed work against Photo location plan and Project communication and record rules.
- Check specifically for: No location/photo reference.
- Avoid this known mistake: Relying on a verbal answer without recording the source, decision, owner, and due date.
Evidence to save
- Wide, location-identifying and close-up photographs of the completed daily site reporting work before it is concealed.
- Marked-up Photo location plan or a precise drawing/detail reference.
- Weekly completeness audit result, consultant record, trade QA record or written not-applicable reason.
Hold point
Do not cover, backfill, load, connect, certify or release the next activity until Weekly completeness audit and the required project evidence are complete or the authorised reviewer confirms what may proceed.
Stop or escalate when
- No location/photo reference
- Relying on a verbal answer without recording the source, decision, owner, and due date
- The current drawing, approval, competent reviewer or required evidence cannot be confirmed.
Documents and records
- Photo location plan
- Project communication and record rules
- Current RFI/site-instruction/change record
- Inspection and evidence register
- Cost effect
- Rectification, reinspection, delay, damaged follow-on work, access loss and changed scope can increase the cost of daily site reporting. Record the cause and obtain written pricing before approving a commercial change.
- Programme effect
- This activity controls the release of dependent work. Update the lookahead programme and notify affected trades if the hold point, information, inspection or evidence is not ready.
Next action
Name owners and due dates for open actions, set the next-shift plan, sign the report, and file linked evidence using consistent references.
Applicability: Apply when this work package is included in the current project scope. Confirm project-specific consent, contract, design, site and authority requirements.
Use the current consented/issued project documents and competent site review. BuildPath does not approve work.
03Name owners and due dates for open actions, set the next-shift plan, sign the report, and file linked evidence using consistent referencesLevel 3 · Site controls
TaskCheckHold pointEvidenceRecordNext actionSimple explanation
Name owners and due dates for open actions, set the next-shift plan, sign the report, and file linked evidence using consistent references.
Technical context
Coordinate this work against Programme extract, Contract reporting requirements, the current consent status, and the actual site condition. Confirm interfaces before releasing dependent work.
Why it matters: The main recorded risk is: Delay impact not recorded. A missed check can create rework, delay, hidden defects, an inspection failure, or a departure from approved project documents.
Prerequisites
- Programme extract is current, approved for the intended use, and available to the people doing the work.
- Contract reporting requirements and relevant product information have been checked.
- Access, responsibility, safety controls, preceding work and the end-of-day record review sequence are confirmed.
Checks
- Check the completed work against Programme extract and Contract reporting requirements.
- Check specifically for: Delay impact not recorded.
- Avoid this known mistake: Allowing the next activity to hide incomplete checks or missing evidence.
Evidence to save
- Wide, location-identifying and close-up photographs of the completed daily site reporting work before it is concealed.
- Marked-up Programme extract or a precise drawing/detail reference.
- End-of-day record review result, consultant record, trade QA record or written not-applicable reason.
Hold point
Do not cover, backfill, load, connect, certify or release the next activity until End-of-day record review and the required project evidence are complete or the authorised reviewer confirms what may proceed.
Stop or escalate when
- Delay impact not recorded
- Allowing the next activity to hide incomplete checks or missing evidence
- The current drawing, approval, competent reviewer or required evidence cannot be confirmed.
Documents and records
- Programme extract
- Contract reporting requirements
- Current RFI/site-instruction/change record
- Inspection and evidence register
- Cost effect
- Rectification, reinspection, delay, damaged follow-on work, access loss and changed scope can increase the cost of daily site reporting. Record the cause and obtain written pricing before approving a commercial change.
- Programme effect
- This activity controls the release of dependent work. Update the lookahead programme and notify affected trades if the hold point, information, inspection or evidence is not ready.
Next action
Close the daily site reporting stage, link its evidence, resolve outstanding defects and release only the next applicable stage.
Applicability: Apply when this work package is included in the current project scope. Confirm project-specific consent, contract, design, site and authority requirements.
Use the current consented/issued project documents and competent site review. BuildPath does not approve work.
Trade-to-trade control
Interfaces and release gates
Use the actual consented design, specification and authorised reviewers. These controls help expose gaps; they do not approve work.
Release this stage to the next team
Prerequisites
- • Current consented/contract documents and scope are available
- • Preceding work, access, safety and materials are ready
- • Named people own open RFIs, defects, inspections and evidence
Interface checks
- • Work matches the current documents and actual site condition
- • Interfaces with the preceding and following trades have been walked
- • Cost, programme, change and evidence consequences are recorded
Evidence before release
- • Location and detail photographs
- • Dated checklist/inspection/RFI references
- • Daily report and linked action/defect records
Next team: The next applicable project team
Open the related Workspace control →What happens in this stage
- Record date, weather, site condition, programme stage, companies, headcounts, visitors, plant, deliveries, and work by exact location.
- Record inspections, tests, photos before cover-up, H&S events, RFIs, instructions, variations, delay start/finish/cause, and affected activities.
- Name owners and due dates for open actions, set the next-shift plan, sign the report, and file linked evidence using consistent references.
Before work starts
- Confirm the latest issued-for-construction and consented documents for daily site reporting are on site, including Marked-up current drawings.
- Check Contract reporting requirements, approved product data, RFIs, minor variations, and amendment status before work starts.
- Confirm the subcontractor understands the scope, hold points, access, protection requirements, H&S controls, and quality evidence required.
- Check the programme sequence so this stage does not start before earlier work, inspections, testing, or concealed-work photos are complete.
- Confirm materials delivered to site match the specification, are dry/undamaged, and are stored according to manufacturer instructions.
During the work
- Walk the work face early, mid-shift, and before close-up. Compare actual work with the consented drawings, specification, and manufacturer details.
- Check set-out, levels, falls, clearances, penetrations, fixings, bracing, waterproofing, or protection points that will be difficult to see later.
- Ask trades to show their own quality checks rather than only saying the work is complete.
- Keep weather, site condition, delivery, delay, inspection, RFI, variation, and safety notes in the daily report.
- Photograph any work before it is covered, backfilled, lined, clad, tiled, painted, or otherwise hidden.
After the work
- Complete a close-out walk with the subcontractor and mark defects immediately while access is still available.
- Confirm required inspection bookings, council results, producer statements, LBP Records of Work, warranties, test certificates, or installer declarations are obtained.
- Update as-built notes where service routes, drainage, fixings, penetrations, or dimensions differ from the design.
- Confirm the area is protected from weather, other trades, impact damage, contamination, or premature loading.
- Update the lookahead programme and tell affected trades what is ready, what is blocked, and what must not be covered.
Common problems and step-by-step solutions
Daily site reporting information is incomplete or conflicting
- 1Stop the affected daily site reporting activity if continuing could hide defective work, create unsafe work, or move away from the consented design.
- 2Photograph the condition from wide, medium, and close-up angles. Include a tape, level, datum mark, gridline, or drawing reference where useful.
- 3Check the latest consented architectural, structural, civil, services, and specification documents before giving an instruction.
- 4Ask the subcontractor to explain the cause, proposed fix, timing impact, and whether the fix changes consented work.
- 5Escalate to the builder/project manager, designer, engineer, council inspector, or client when the fix affects structure, weathertightness, drainage, H1, fire/safety, cost, programme, or consent.
- 6Record the decision, responsible person, drawing/RFI/variation reference, photos, and follow-up inspection in the daily report.
Daily site reporting is not ready when the programme requires it
- 1Stop the affected daily site reporting activity if continuing could hide defective work, create unsafe work, or move away from the consented design.
- 2Photograph the condition from wide, medium, and close-up angles. Include a tape, level, datum mark, gridline, or drawing reference where useful.
- 3Check the latest consented architectural, structural, civil, services, and specification documents before giving an instruction.
- 4Ask the subcontractor to explain the cause, proposed fix, timing impact, and whether the fix changes consented work.
- 5Escalate to the builder/project manager, designer, engineer, council inspector, or client when the fix affects structure, weathertightness, drainage, H1, fire/safety, cost, programme, or consent.
- 6Record the decision, responsible person, drawing/RFI/variation reference, photos, and follow-up inspection in the daily report.
Daily site reporting evidence or approval cannot be located
- 1Stop the affected daily site reporting activity if continuing could hide defective work, create unsafe work, or move away from the consented design.
- 2Photograph the condition from wide, medium, and close-up angles. Include a tape, level, datum mark, gridline, or drawing reference where useful.
- 3Check the latest consented architectural, structural, civil, services, and specification documents before giving an instruction.
- 4Ask the subcontractor to explain the cause, proposed fix, timing impact, and whether the fix changes consented work.
- 5Escalate to the builder/project manager, designer, engineer, council inspector, or client when the fix affects structure, weathertightness, drainage, H1, fire/safety, cost, programme, or consent.
- 6Record the decision, responsible person, drawing/RFI/variation reference, photos, and follow-up inspection in the daily report.
Verification
Source / where to check
Use current official information and the controlled documents for the actual project.
The issued consent drawings, stamped specifications, engineering drawings, RFIs, minor variations, and amendments control the specific project.
Insufficient data to verify — confirm against the current consented drawings, specifications, Auckland Council requirements, Auckland Unitary Plan, NZ Building Code, relevant NZ Standard, consultant advice, manufacturer instructions, insurance broker, insurer, lender, lawyer, accountant or project contract.
The issued consent drawings, stamped specifications, engineering drawings, RFIs, minor variations, and amendments control the specific project.
Use the exact current installation manual, warranty requirements, BRANZ/Appraisal information where applicable, and product data sheet for the product on site.
Insufficient data to verify — confirm against the current consented drawings, specifications, Auckland Council requirements, Auckland Unitary Plan, NZ Building Code, relevant NZ Standard, consultant advice, manufacturer instructions, insurance broker, insurer, lender, lawyer, accountant or project contract.
Project-specific consented documents and professional advice override generic guidance.
Common inspections required
- End-of-day record review
- Weekly completeness audit
Common risks
- Retrospective or vague record
- No location/photo reference
- Delay impact not recorded
- Personal opinion presented as fact
Common mistakes
- Starting daily site reporting without confirming the current documents and responsibility
- Relying on a verbal answer without recording the source, decision, owner, and due date
- Allowing the next activity to hide incomplete checks or missing evidence
Required documentation
- Latest consented drawings and specifications
- Relevant RFIs, site instructions, amendments, minor variations, and variation approvals
- Subcontractor scope, QA checklist, delivery dockets, product data, and installation records
- Inspection booking/result records and photos before cover-up
- Daily site report notes covering labour, weather, progress, delays, risks, and decisions
Photos or diagrams needed
- Wide photo showing where daily site reporting is happening on the site
- Close-up photos of critical details, fixings, laps, seals, penetrations, clearances, levels, or falls
- Photo of product labels, batch numbers, delivery dockets, and installer marks where relevant
- Marked-up drawing or simple diagram showing any changed location, clash, defect, or agreed remedial detail
Construction manager checklist
- 1Scope, drawings, specification, product data, and latest revision confirmed
- 2Trade briefed on hold points, tolerances to verify, evidence required, and inspection sequence
- 3Access, storage, protection, temporary works, and safety controls in place
- 4Work checked against drawings during installation, not only at completion
- 5Photos and records captured before work is concealed
- 6Defects, RFIs, delays, and variations recorded with owner and due date
- 7Inspection/producer statement/warranty/Record of Work requirements tracked for CCC
Questions to ask the subcontractor
- Which drawing, detail, or manufacturer instruction are you working from?
- What needs to be checked before this is covered or handed to the next trade?
- What could stop you today: weather, access, materials, information, inspections, or other trades?
- Does anything on site differ from the drawings or specification?
- What evidence will you provide for the quality file and CCC file?
Red flags to stop work
- Work differs from consented drawings or specification and no approved variation/RFI exists
- A structural, weathertightness, waterproofing, drainage, fire/safety, or H1 detail is unclear
- The trade wants to cover work before inspection, testing, or photos are complete
- Specified materials are missing, substituted, damaged, wet, expired, or installed outside manufacturer instructions
- A safety control is missing for excavation, heights, plant movement, electrical work, asbestos, silica, or public protection
What to record in the daily report
- Exact location and quantity of work completed
- Trade headcount, company names, plant used, deliveries, and material batch/product details
- Weather, site conditions, delays, instructions received, RFIs raised, and inspections booked/passed/failed
- Photos taken before cover-up and any defects or non-conformances found
- Next-day lookahead, blockers, and who is responsible for each action
Use this in my project
Turn daily site reporting into controlled action
Open the relevant workspace register, create the project-specific record, link the controlling documents and preserve evidence. The guide does not automatically approve or verify the action.