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Quality Control Manager Responsibility List Unlocked
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QC Collective
Quality Control Managers must always know what their responsibilities are to be effective
QC Collective Mission Statement
In an effort to create a more efficient, dynamic, and versatile Quality Control Department,QC Collective has created a list of minimum standard responsibilities for all of our Quality Control Managers. The intent is to ensure as a team we capitalize on past lessons learned, start and complete jobs timely & efficiently, increase communication between QC’s, Project Managers & Superintendents and create a paper trail environment where if need be QC’s can step in and substitute on other jobs without losing time learning another’s paper trail methodology. Second, only to Safety, the Quality of our jobs is the most prominent item insuring future work and the growth of the company. We are only as good as our reputation from the last job we have completed.
Quality is what remains long after the dust settles.
It is what QC Collective builds its reputation on.
QC Manager Responsibilities
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1. ALL QC’s should have a copy of IFC Drawings, RFP, SPECs, Your Company QC Manual & RMS/QCS Manual in their office for reference at all times.
2. Review Responsibilities Matrix and follow for all major project milestones.
3. Review & update Mobilization/Close Out Checklist insuring all activates are addressed and updated. In conjunction with Mobilization set up std. files, binders and systems in the job trailer as outlined below.
4. Q.C’s should pass around and keep Sign In Sheets for all pertinent meetings.
5. Schedule Preparatory & Initial Meetings with subcontractors & the Client.
6. Hold/Run Preparatory & Initial Meetings (Insure we have a copy of the subs 1413/insurance cert/AHA before the meeting is scheduled).
7. Track Prep/Initials via QCS or with excel spreadsheet log.
8. File preps/Initials by company name in alphabetical order. Insure in the folder there is a copy of the prep/initial/1413/insurance cert/AHA/trenching plan, excavation plan & shoring plan when applicable. This should be available for PM/Superintendent/COE viewing at any time.
9. If there is no site safety representative insure AHA gets signed by crew before beginning work onsite & that site specific orientation is held and sign in sheet kept up.
10. Schedule should never be impacted by not having a prep meeting completed. Also a current log of prep/initials completed should be transmitted to superintendents and PM in the least weekly so they know what subcontractors have been given the go to begin work onsite.
11. Provide Subcontractor QC Training to new subcontractors when needed to insure their compliance with QC measures & requirements.
12. Review and submit all required submittals via QCS on 4025 or other required Federal Form. Work with subcontractors to insure submittals sent to the designers and government are correct, complete and include clear cover sheets showing what is being submitted on and if variances are included.
13. Track all submittals via Log or QCS & if it is a Design Build use an additional excel spread sheet as needed. If QCS is going to be used to track submittals on smaller jobs do not complete 4025 in the system until the day the submittals are transmitted to the COE or the data in QCS will not be accurate and therefore NOT be an approved system for tracking.
14. File Submittals by Submittal Spec & Item Numbers in chronological order. Include in file original submittal from sub, submittal to Designer, Comment back from Designer, Submittal to Government or COE, returned response from Government or COE and transmittal back to subcontractor. This paper trail is necessary so PM’s & Supers can go to the files at any needed time and see the paper trail and where submittal is in the process. An example of submittal folder set up is attached.
15. Track time in review on all submittals in order to insure Designers and Government/COE are reviewing per contract guidelines.
16. Insure submittals are submitted and approved in time per master schedule. Keep open dialog with subcontractors to insure schedule is not held up or impacted due to submittals. Alert PM and Corporate QC Manager if subcontractors submittals are not being turn in upon request and or in danger of affecting schedule.
17. Formal/track able transmittals must be made of approved submittals being returned to subcontractors to insure materials are properly procured. This can be done via signed (wet inked) transmittals or via e-mail. If done by e-mail the e-mail must be printed out and filed in submittal folder. This is very important as subcontractors cannot order material until they have an approved submittal back from us and many times materials are long lead. Without proof of transmittal we are unable to hold subcontractors liable if they do not procure materials as soon as their approved submittals are received.
18. Create the monthly Exposure Rate Report for Government/COE and get it to those individuals who need it the 1st of each month.
19. Participate in Weekly Meetings with Government/COE reporting out on QC topics. If requested by Project PM the QC will run the meeting, keep meeting min and distribute the meeting minutes.
20. Participate in weekly subcontractors meeting the superintendent holds touching on QC topics such as upcoming preps, initials, inspections, punch lists, submittals due, submittals in review, close out items needed, & the commissioning/closeout flow chart.
21. File all Test Reports by Contractor Name in alphabetical order. It is very important the QC keeps copies of all test reports as the project goes along and that we do not depend on the subcontractor to hold and submit them as a complete package in the end as reports can get lost.
22. Submit needed RFI’s in QCS or to government via email. Be sure to reference drawings on all RFI’s in order to make the posting of asbuilts more efficient later.
23. Keep RFI Log, if not in QCS then by use of external spread sheet.
24. Insure all parties, subcontractors, PM, superintendent, designers see needed RFI responses. Distribute them across entire project team for copiability.
25. Update As-Builts as construction progresses. Stay up on As Builts. Post RFI, COE/government RFI, ASI’s & MOD logs to actual as-built set and keep logs and postings up as construction progresses.
26. Do not let As-Built set of drawings leave the trailer QC Office.
27. Input Daily Reports in QCS the day after the work is performed. Print out and sign one copy for COE/Government pick up daily and one copy to be filed. On Daily reports note weather, and weather impacts or delays, a safety observation from that day, any deliveries, inspections by COE/Government, Tests, prep/initials etc. Dailies must be done over the weekend and on non-work days as well noting weather. Many times, weather on non-work days affects weather when we return on work days so we need that noted.
28. File QC Daily Reports either in loose file or 3 ring binder insuring they are kept in chronological order.
29. Collect, keep and file subcontractor Daily Reports. Insure subcontractors submit dailies by 8 am the day follow the work being performed. Open dialog with subcontractors if this is not being taken care of. Insure subcontractors list craftsmen by name and craft designation on all daily reports.
30. Have important web sites handy such as weather underground (to report weather on daily reports), EM-385 (electronic version of yellow book/Red book), QC std. Library & RMS Support for our QCS system.
31. Standard responsibility codes for subcontractors when inputting in QCS are attached. QC’s must utilize these codes to insure there is no conflict with uploaded schedules. If any new codes are needed on specific jobs please coordinate the creation of these codes with the Project Scheduler. Also actual Spec Sections must be used for all Feature of Work entries in QCS.
32. If a weather delay occurs, print out the weather log which is attached. Keep the log current for the duration of the project including the QC & QA signatures for each weather delay encountered. This signed log will enable the PM to collect the weather days per contract. Transmit logs to PM monthly.
33. Populate other required data in QCS (every contract will be a little bit different so QC needs to get this defined by COE at the beginning of the project) for example equipment checks, payroll, subcontractor payments, deficiencies on check list, 1413, preps, initials etc. Whatever the required info is the QC must keep up on its input as any missing data will hold up project completion and final payments.
34. Keep up MADTAG (master deficiency log) whether it is in QCS or by our separate log.
35. Submit Formal Deficiency Notices to subcontractors as deficiencies are found. Be sure to file, track and close out deficiencies with subcontractors as they are corrected.
Create Required Warranty Log. Track & procure Required Warranties.
37. Create Required Spare Parts Log. Track & Procure Required Spare Parts.
38. Create Required Training Log. Schedule, arrange and film Required Owner Training as needed. Transmit DVD’s to COE/Government.
39. Run Key Coordination Meeting when required (definitely required on buildings).
40. Run Comm Labeling meeting when required (on buildings this is usually needed as a separate meeting from prep to insure end user wishes are met within boundaries of our contract).
41. Manage TAB, Cx, & Final Testing Process. Manage PVT books, sign off, Scheduling of Cx Agent, Scheduling of Cx meeting and take meeting min if needed. QC’s must take an active roll in the Testing & Cx process and drive the train to insure schedule is met.
42. Run Subcontractor Red Zone/Commissioning Meeting a. Go thru the Commissioning/ Close Out Flow Chart and get buy in from all subs (speak now or forever hold it). Explain that dates shown do not include needed pre-tests, subs need to back out pre-tests from final completion dates. Also explain that if we can beat any of these dates all the better, the flow chart shows drop dead dates. Get all of the subcontractors buy in at this meeting so Flow Chart can be published to COE and updated in every subcontractor weekly meeting from here on out. b. Publish Warranty Required List – QC’s need to go over the list and let subs know when warranties will be required by in order to put together warranty books for warranty conference. c. Publish Required Spare Parts list – QC’s need to let subs know when they will be needing them turned over and the need for an itemized transmittal with all spare parts turned over. d. Go over O & M requirements, Final # of copies required and if any soft Copies will be needed. Typically O & M’s are required to be approved before owner training can commence so subs need to be aware of this. e. Go over owner training & preliminary dates for the training. I stress to subs that trainers are punctual, well organized and that they bring training agendas and proper # of handouts. f. Ask for equipment lists from subs for the 1354 (typically from Mechanical & Electrical subcontractors). g. Remind subs not to forget equipment tags, ceiling tile dots, evacuation maps, manuals required to be attached to equipment, sprinkler head boxes etc..
43. Participate in COE Red Zone a. Go over the Commissioning/Close Out Flow Chart which before this meeting we have gotten Subs buy in on. Flow Chart Form is attached. b. Go over # of O & M’s required by contract and touch on it to insure we are giving COE what they desire (sometimes at this point the COE will lessen our required # of copies and or request soft copies in lieu of hard copies). c. Go over if Final O & M approval will be desired before any owner training (sometimes the COE will lift this in some instances so we can get manufacturers in asap to train). d. Discuss Key meeting, if it has been held and all key type questions and issues have been resolved. e. Go over the Owner Training we plan on providing per contract and duration (actual COE spec always calls for an over kill on duration of training when in reality DPW only can and wants to usually show up for one day per trade, this meeting is where we get this clarification documented to cover us). f. Training Videos, this meeting is where we clarify # of copies required. Typically I suggest 3, 1 – Your Company Copy, 1- Customer ex. COE & 1-End User ex. DPW. g. Go over Warranty list so that the COE is aware of what we are collecting per contract. h. Go over Spare Parts list and discuss when and where the customer and COE would like them staged and how they want the transfer to go.
44. Put together Warranty Booklet.
45. Run Warranty Conference Meeting.
46. Log Your Company & COE formal punch lists of project. Track punch lists with Superintendents insuring completion. For ease of use we have found that one punch list we add to from both Your Company & COE Punch list walks is best. We need to have subcontractors and QC initial/sign off on items completion.
47. Review & update Mobilization/Close Out Checklist insuring all close out items are wrapped up by project turn over.
48. Run Final Turn over walk with COE and final end user transferring facility and keys.
49. Manage Closeout –A project is not closed out until RMS/QCS’s open action items are all cleared, all submittals are in and approved, As-Builts are submitted and approved & final payment is collected. Corporate watches the close out time clock very closely so QC’s need to insure their portion associate with job close out is completed very timely.
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