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Module 2: Creating a Daily Report Copy

September 5, 2021

[vc_row][vc_column][vc_single_image image=”17391″ img_size=”full”][/vc_column][/vc_row][vc_row][vc_column][vc_column_text]From the Daily Reports Summary Screen, click “Add” towards the top/left of your screen to create a new QC Daily Report. A window will pop up telling you to select a date. Here, you’ll select the date the QC Daily Report is being submitted for. This date will default to the current date, however you can select whatever date your Daily Report is being developed for.[/vc_column_text][/vc_column][/vc_row][vc_row][vc_column][vc_empty_space][vc_column_text]

The Daily Report consists of 9 sections documenting all the day’s onsite activity. A complete and detailed report is strongly suggested as the information you provide supports pay requests, performance evaluations, disputes or claims that may come up during the contract.

We can’t stress enough the importance of properly and thoroughly documenting the information on the Daily Report. The Daily Report is easy, but it does take some time. Click on each blue tile on the left of the screen and enter the required data. In a nutshell, this is how you create your QC Daily Report. As information is entered, a visual of the report will build in the grey section of the screen.

You can view the version that will print at any time by selecting the QC Daily Report widget.

[/vc_column_text][/vc_column][/vc_row][vc_row][vc_column][vc_single_image image=”17392″ img_size=”full”][/vc_column][/vc_row][vc_row][vc_column][vc_custom_heading text=”Weather” font_container=”tag:h2|font_size:22|text_align:left|color:%23000000″ google_fonts=”font_family:Noto%20Sans%3Aregular%2Citalic%2C700%2C700italic|font_style:400%20regular%3A400%3Anormal”][vc_single_image image=”17393″ img_size=”full”][vc_column_text]

Weather is a required entry. You will not be able to complete the report without selecting from the dropdown list. This data is important in documenting weather conditions that affect your ability to work and whether you may be due a time extension due to unusually severe weather.

The Government will also enter their weather assessment for the day on the QA Report. The reported weather in both reports must be the same. In case of disagreement, the Government will make the final determination. Be sure to document conditions well. Complete the temperature, rain, and wind fields with the weather conditions of the day.

In the Daily QC report, the term Rain includes all types of precipitation, including snow.

[/vc_column_text][vc_custom_heading text=”QC Narratives” font_container=”tag:h2|font_size:22|text_align:left|color:%23000000″ google_fonts=”font_family:Noto%20Sans%3Aregular%2Citalic%2C700%2C700italic|font_style:400%20regular%3A400%3Anormal”][vc_single_image image=”17394″ img_size=”full”][vc_column_text]

QC Narratives are the most important input area of the daily report. This is where you describe what happened at the work site. Remember, it’s your responsibility to tell the story. Do not rely on the government to record the day’s events. What you write here will go a long way in supporting your position in case of disputes with the Government.

Select Add to either Manually Add QC Narrative or Copy Narratives from Previous Report.

For this example, we will manually add a QC Narrative.
The list of Narrative Types is customized by each USACE district and may vary between military, civil and dredging projects. The report type and the narrative types will be determined by the Government.[/vc_column_text][/vc_column][/vc_row][vc_row][vc_column][vc_single_image image=”17395″ img_size=”full”][vc_column_text]Select a title from the Narrative Type Lookup list to provide a detailed account, then select OK.

Be sure to include every narrative from the list in the QC Daily report, even if the content of the narrative is “NONE” or “N/A”. This will let the Government know that consideration was given to every topic when the report was written.

Looking at the fields needed to build the QC Narratives, we see the “Inspected On” field This will be the date for which the report is being created. It will automatically populate. However, an alternate date can be selected by clicking the calendar widget. This will move the narrative to the alternate selected date.

RMS will allow selection of an alternate date in the past. However, if the report for that date has already been sent to the Government, the Government will not see these changes. If you need to make changes to an earlier report, request your USACE Representative return the report for corrections. Make the changes, then resubmit.[/vc_column_text][vc_single_image image=”17396″ img_size=”full”][vc_column_text]The Safety Related field is READ ONLY and is set by the Government. If the box is checked, always include observations related to safety in the Comments.
The Comments field is where you’ll describe in as much detail as possible, information related to the narrative title.

Select the applicable shift from the dropdown list on the shift field.

And now Select the BACK button to exit and save. You’ll repeat these steps for all narratives to be included in the report.[/vc_column_text][vc_custom_heading text=”QA/QC Deficiencies” font_container=”tag:h2|font_size:22|text_align:left|color:%23000000″ google_fonts=”font_family:Noto%20Sans%3Aregular%2Citalic%2C700%2C700italic|font_style:400%20regular%3A400%3Anormal”][vc_column_text]The QC/QA Deficiencies section is used to track deficiencies identified by you and the Government. A deficiency may be any item that has not been performed or completed in accordance with the contract and requires further action in order for it to be considered acceptable.[/vc_column_text][vc_single_image image=”17397″ img_size=”full”][vc_column_text]Deficiencies that are discovered by you are added as QC Deficiencies and will be numbered automatically. For QC deficiencies the number will start with QC. Government-identified deficiencies will start with QA. Previously identified deficiencies, both QC and QA, will also be shown in the table according to the filter selected. “All Deficiencies” displays a comprehensive list for all deficiencies,

The list of QC/QA Deficiencies corresponding to any of the categories can be seen by simply clicking anywhere in the corresponding blue tile. A filtered list of the category selected will then be seen.

Issued —Not Corrected shows Deficiencies that have been identified and not yet corrected.
Corrected—Not Verified displays deficiencies that you have reported corrected, and the Government has not yet confirmed the correction is complete and satisfactory.[/vc_column_text][vc_single_image image=”17398″ img_size=”full”][vc_column_text]Finally, the verified tile shows Deficiencies that you have corrected, and corrections the Government has determined acceptable.

Check the boxes to the right to report deficiencies that have been corrected. And now we’ll look at adding a new Deficiency.[/vc_column_text][vc_custom_heading text=”Add a New Deficiency” font_container=”tag:h2|font_size:22|text_align:left|color:%23000000″ google_fonts=”font_family:Noto%20Sans%3Aregular%2Citalic%2C700%2C700italic|font_style:400%20regular%3A400%3Anormal”][vc_single_image image=”17399″ img_size=”full”][vc_column_text]The Location field is where you’ll identify where the deficiency occurred. You can manually enter a location or click on Select location from Lookup to choose from a list of locations that have been associated with this project elsewhere in RMS. This field is limited to 12 characters.

Please work with the QA Representative and field staff to decide upon an acceptable format for locations entered manually; avoid different variations for the same location. For instance, be consistent when using abbreviations.

If the deficiency involves a safety issue, check the Safety Violation box.
The Description of the Deficiency Item field will need to be written as a narrative. Write in as much detail as possible enough information to describe the deficiency.

Click on the blue lookup “Activity” box to display a list of all the pay activities in the Activity Schedule. Then, select the activity that is the most closely affected by the deficiency.[/vc_column_text][vc_single_image image=”17400″ img_size=”full”][vc_column_text]Wherever you have an opportunity to associate an activity with an item, you should always enter this information. Associating items with an activity enables RMS to assist you in supporting payment requests by documenting the status of actions that affect activity completion.

A complete accounting of your quality control efforts is essential to ensuring you are paid what you are due, when it is due.

Once you’ve made your selection, click OK.

Select the BACK button to exit and save. Repeat for all deficiencies to be included in the report.[/vc_column_text][vc_custom_heading text=”QC Requirements” font_container=”tag:h2|font_size:22|text_align:left|color:%23000000″ google_fonts=”font_family:Noto%20Sans%3Aregular%2Citalic%2C700%2C700italic|font_style:400%20regular%3A400%3Anormal”][vc_column_text]QC Requirements is the collective term given to contract requirements for QC Tests, User Schools, Installed Property and Transfer Property. You are responsible for developing complete lists of all these requirements and inputting these into RMS.

The requirements are usually found in the specifications and will require a careful reading of the specifications to identify the complete list of QC Requirements.

As a QC Requirement is completed, report the completion in the QC daily report on the date of completion.

Requirements not previously added in the QC Requirements section can also be added in the QC Daily Report.

Completion of a QC Requirement is subject to verification/concurrence by the Government.

A requirement that is reported completed but does not meet contract requirements will be returned/reissued and must be corrected to the Government’s satisfaction. The list of QC Requirements corresponding to any of the categories can be seen by clicking anywhere in the corresponding blue tile at the top of the screen. A filtered list of the category selected will then be displayed.[/vc_column_text][vc_single_image image=”17401″ img_size=”full”][vc_column_text]Place a checkmark in the “Completed” column of all requirements that have been completed on the report date.

When reporting that a QC Test which has been completed, also select the applicable Status note from the dropdown list.

Update the status as needed until results are received and the test has passed. Enter the test results and any applicable notes or observations in the Description field. Remember that the Government will review your reported status and if in disagreement, will return it for correction.

Let’s try adding a QC Requirement now. Click on Add to create a new QC Requirement. Then select “Add QC Test”[/vc_column_text][vc_single_image image=”17402″ img_size=”full”][vc_column_text]Complete all the fields in the screen where you’ll enter your new QC (Test) Requirement.[/vc_column_text][vc_single_image image=”17403″ img_size=”full”][vc_custom_heading text=”Prep/Initial Inspections” font_container=”tag:h2|font_size:22|text_align:left|color:%23000000″ google_fonts=”font_family:Noto%20Sans%3Aregular%2Citalic%2C700%2C700italic|font_style:400%20regular%3A400%3Anormal”][vc_single_image image=”17404″ img_size=”full”][vc_column_text]The Prep/Initial Inspections selection is used to report when one of these inspections is conducted.

The list found in Features of Work corresponding to any of the categories can be seen by clicking the corresponding blue tile.

Select the Feature of Work for which the Preparatory or Initial Inspection was held by double-clicking on the Feature or selecting Edit.[/vc_column_text][vc_single_image image=”17405″ img_size=”full”][vc_column_text]Now, Select the report date and enter it into the section named Held . RMS will not prevent you from selecting a date other than the date for which the daily report is being prepared. However, the information will only appear on the daily report matching the date chosen. Click the Back button when complete.[/vc_column_text][vc_custom_heading text=”Time for the Next Quiz” font_container=”tag:h2|font_size:25|text_align:center|color:%237c1717″ google_fonts=”font_family:Noto%20Sans%3Aregular%2Citalic%2C700%2C700italic|font_style:700%20bold%20regular%3A700%3Anormal”][vc_column_text]

Once you’ve finished with the quiz, we’ll meet back here for the final Module. Good luck on the quiz!