ITQAN Works — Document Control

Construction Document Journey Map — MASAR Destination

Tap a row label to filter · Tap a phase number for the full doc list · Tap any pill for live DC status

VIEW: All tracks — tap a row label on the left to filter

T1 Shop Drawings

T1 Material Approvals

T1 Method Statements

T1 ITPs

T1 Samples

T1 O&M

T2 Correspondence

T3 RFIs

T4 Contracts

T5 Close-out

TRACK	17 docs Pre-Construction M1–2	213 docs Mobilisation M2–3	319 docs Substructure M3–8	420 docs Superstructure M8–18	522 docs Envelope & MEP M14–24	620 docs Fit-out & Finishes M20–28	712 docs Completion M26–30
WHAT HAPPENS	Contracts signed. Programme set. Design finalised. Team mobilising.	Site setup. Temp works. Piling plant arrives. First submittals issued.	Piling. Pile caps. Ground beams. Basement walls. Waterproofing.	Columns. Slabs. Cores. Structural steel. Frame rising.	Facade. Roof. MEP rough-in. Lifts. Main plant installation.	Partitions. Ceilings. Flooring. Joinery. FF&E.	Commissioning. Testing. Snagging. As-builts. Handover.
T1 — Shop Drawings DWG · 14–21d · Blocks construction tap to filter	📐 Temp works dwg	📐 Piling layout📐 Site hoarding	📐 Pile cap details📐 Ground beam layout📐 Waterproofing details	📐 Column schedule📐 Slab reinforcement📐 Steelwork connections	📐 Facade panels📐 MEP coordination📐 Lift shaft details	📐 Fit-out drawings📐 Ceiling layout📐 Flooring details	📐 Snagging drawings
T1 — Material Approvals MAT · 14–21d · Blocks procurement tap to filter		🧱 Concrete mix design🧱 Reinforcement steel	🧱 Waterproofing system🧱 Piling material	🧱 Structural steel🧱 Formwork system	🧱 Facade cladding🧱 Glazing system🧱 MEP equipment	🧱 Floor tiles🧱 Joinery materials🧱 Paint system
T1 — Method Statements MTH · 14d · HSE · Blocks work start tap to filter		📋 Mobilisation MS📋 Excavation MS	📋 Piling MS ⚠️📋 Dewatering MS📋 Waterproofing MS	📋 Concrete pour MS📋 Formwork MS📋 Crane ops MS	📋 Facade installation MS📋 Lift installation MS	📋 Fit-out MS📋 Hazardous materials MS
T1 — ITPs ITP · 14d · Blocks all inspections tap to filter		✅ Site setup ITP	✅ Piling ITP ⚠️✅ Concrete ITP✅ Waterproofing ITP	✅ Structural ITP✅ Welding ITP	✅ Facade ITP✅ MEP ITP	✅ Finishes ITP	✅ Commissioning ITP
T1 — Samples & Mock-ups SMP · 14–21d · Blocks finish work tap to filter				🎨 Concrete finish sample🎨 Facade mock-up	🎨 Glazing sample🎨 External finishes	🎨 Floor tile sample🎨 Paint colour sample🎨 Room mock-up
T1 — O&M & Product Data OAM · 21–28d · Blocks handover tap to filter					📚 MEP product data📚 Lift product data	📚 Fit-out O&M📚 Fire systems O&M	📚 Full O&M package ⚠️📚 Warranties package
T2 — Correspondence Letters · NCRs · Notices · Minutes tap to filter	✉ Mobilisation notice✉ Programme submission	✉ Site instructions✉ Meeting minutes	✉ NCRs — piling✉ EOT notice✉ Progress minutes	✉ NCRs — concrete✉ EOT notice✉ Acceleration notice	✉ NCRs — MEP✉ Technical minutes	✉ PC notice✉ Snagging NCRs	✉ Completion certificate✉ Defects notice
T3 — RFIs 7–14d SLA · Urgent — stops work tap to filter	❓ Design clarification	❓ Site condition RFI❓ Spec interpretation	❓ Piling RFI❓ Ground condition RFI	❓ Structural RFI❓ Coord clash RFI	❓ MEP routing RFI❓ Facade interface RFI	❓ Fit-out RFI	❓ Commissioning RFI
T4 — Contracts & Legal No fixed SLA · Restricted access tap to filter	⚖ Main contract⚖ Performance bond⚖ Insurance certs	⚖ Sub-contracts⚖ Early VOs	⚖ VO — ground conditions⚖ Claim notice	⚖ VO — design changes⚖ EOT assessment	⚖ VO — MEP changes⚖ Prolongation claim	⚖ VO — fit-out scope	⚖ Final account⚖ Defects bond
T5 — Close-out As-builts · Handover · Blocks final payment tap to filter			🏗 As-built starts — substructure	🏗 As-built — structure	🏗 As-built — MEP🏗 Test records	🏗 As-built — fit-out🏗 Snagging register	🏗 Handover dossier ⚠️🏗 Completion certificate🏗 Commissioning records

✕ Close

Correspondence Register

✉ Correspondence Guide ▼

Pending

Overdue

Approved

Rejected

Expected

Total

Correspondence in DC is every written communication between UAQ and the contractor. Unlike submittals, correspondence does not require technical review. What it requires is speed, precision, and a paper trail.

Every piece of correspondence must be logged the day it is received. Date of receipt is legal fact — not an administrative detail.

⚖ The 4 Golden Rules of DC Correspondence

1.Log on the day of receipt — always. The date you log it is the legal start of any response clock. Never backdate. If it arrives at 4:55pm, log it before you go home.

2.Every letter gets a response. No correspondence is filed without a response or a deliberate decision not to respond. Silence is interpreted as acceptance by courts and arbitrators.

3.Never respond substantively at DC level. Log it, route it to the right person, and track the response. You do not write contract positions.

4.File both outgoing and incoming together. A letter without a response — or a response without the original — is an incomplete record.

✉

1 — Letters and Formal Notices

Site instructions · EOT notices · Acceleration notices · PC notices · Claim notices

▼

⚖ Contractual — legal consequences if not handled correctly

What it is

Formal written communication on any contract matter — instructions, claims, entitlements, programme

Who handles it

DC logs and routes. PM or Commercial Manager responds. Legal reviews claims.

Response SLA

7 days acknowledge · 14 days substantive response

If delayed

Contractor can argue claim was accepted by silence.

DC role: Log with date and time. Assign reference. Route same day. Chase by day 5. File response against original. Never decide the response content.

What to check on receipt

Date and time — stamp immediately. Legal proof.

Claim or EOT? — route to commercial and legal within one hour.

Acknowledge same day — one line protects UAQ.

📋

2 — Meeting Minutes

Progress meetings · Technical coordination · Kick-off · Handover

▼

⚠ Disputed minutes become the contractor's version of events

What it is

Written record of all decisions in any project meeting

Who issues

DC issues and files all minutes for UAQ-chaired meetings

Issue within

3 days of the meeting — no exceptions

If late

Contractor issues their version first. It becomes the record.

Key rule: Attendees have 7 days to comment. No comments = deemed accepted. This makes minutes contractually binding.

Before issuing

Unique reference number — sequential, never repeated.

Action items with owner and deadline — clearly stated.

Issue date — starts the 7-day comment clock.

⚠

3 — Non-Conformance Reports (NCRs)

Quality failures · Specification deviations · Test failures · Workmanship defects

▼

🛑 Affected work area is HELD until NCR is closed

What it is

Formal record that work does not conform to approved drawings or specifications

Who issues it

UAQ QC team or Resident Engineer. DC logs, tracks, chases closure.

Contractor response SLA

7 days to submit corrective action plan

If not closed

Affected area on hold. PC cannot be issued with open NCRs.

DC warning: Never close an NCR without a signed inspection record from the Resident Engineer. A closed NCR without sign-off creates a false record.

NCR register fields

Unique NCR number — sequential, never reused.

Exact location — grid reference, floor, zone.

Closure sign-off — Resident Engineer signature required.

⚖

4 — Programme Submissions and Claims

Baseline programme · EOT claims · Prolongation claims · Acceleration claims

▼

⚖ RESTRICTED — Route to commercial only. DC never responds substantively.

What it is

Documents affecting the contractual programme, time entitlements, or money

DC role

Log. Assign reference. Route to PM and Commercial within one hour.

Acknowledge within

7 days — written acknowledgment only

If not handled

Contractor can argue entitlement was admitted. SAR millions at stake.

Critical: An EOT notice starts a contractual clock. DC routes immediately, tracks the response, never assesses the claim or gives verbal opinion on its validity.

DC checklist

Log date AND time — to the minute. Evidence.

Route within 1 hour — PM and Commercial simultaneously.

Acknowledge same day — "We acknowledge receipt of your letter ref [X]."

How T2 differs from T1

T1 SubmittalsYou manage a technical review process. Missed SLA = delayed drawing review.

T2 CorrespondenceYou manage a contractual paper trail. You never decide the response content.

The riskMissed T2 response can cost UAQ millions in a claim or arbitration. Margin for error is zero.

Correspondence Register

RFI Register

❓ RFI Guide ▼

Pending

Overdue

Approved

Rejected

Expected

Total

An RFI (Request for Information) is a formal written request from the contractor to the design team or client asking for clarification, additional information, or a decision needed to proceed with the work.

RFIs are the most time-critical document in construction DC. An unanswered RFI stops work. Every day without a response is a day the contractor can claim as a delay caused by UAQ. RFIs are programme weapons — manage them with urgency.

⚡ The 4 Golden Rules of RFI Management

1.Log and route on the day received. The SLA clock starts the moment UAQ receives the RFI. Every hour of delay in routing is an hour off the reviewer's response time.

2.Never lose an RFI. Every RFI must have a unique sequential number. A lost or unlogged RFI is a contractual liability — the contractor will claim it was received and ignored.

3.Chase at 50% and 80% of SLA. Do not wait for the SLA to expire. A reminder sent on day 4 of a 7-day SLA prevents an overdue. An overdue RFI gives the contractor a delay claim.

4.Issue response formally — never verbally. Verbal answers to RFIs have no contractual standing. The response must be issued on the official RFI response form with a reference number and date.

Quick reference — RFI at a glance

Item	Detail
Who submits	Contractor — submitted to DC for logging and routing
Who responds	Design consultant, engineer, or UAQ PM — never DC alone
Standard SLA	7 working days — contract may specify shorter for critical path items
If overdue	Contractor can claim EOT and additional costs for every day of delay
DC role	Log → assign number → route to correct reviewer → chase at 50% and 80% → issue formal response → close in MDR
What blocks work	Any RFI on a critical path item — piling, structure, MEP coordination

❓

1 — Design Clarification RFIs

Drawing conflicts · Specification ambiguity · Missing details · Coordination clashes

▼

📐 Most common type — affects every discipline

What it is

Contractor cannot proceed because the design documents are unclear, conflicting, or incomplete

Who responds

Lead design consultant for the relevant discipline. DC routes to the correct engineer.

SLA

7 working days standard · Critical path items — 48 hours

If overdue

Contractor halts work on that element. Every day is a delay claim.

DC must check on receipt: Is this on the critical path? If the contractor cannot proceed without the answer and work is stopped, escalate immediately to PM — do not wait for the standard SLA. Mark it CRITICAL in the RFI register.

What to verify on receipt

Drawing/specification reference — which document is unclear?

Is work stopped? — flag CRITICAL if yes, route to PM immediately

Correct discipline identified — route to right reviewer first time

Contractor's proposed solution stated — good RFIs include a suggested answer

🏗

2 — Site Condition RFIs

Unforeseen ground conditions · Existing structure conflicts · Utility clashes · Survey discrepancies

▼

⚠ Often leads to Variation Orders — log with full detail

What it is

Conditions on site differ from what the contract documents described — contractor needs a decision on how to proceed

Who responds

Resident Engineer + PM. May require site inspection before response can be issued.

SLA

7 days — but site inspection may be needed within 24-48 hours

If overdue

Contractor stops work and builds a delay record. May trigger EOT and cost claim.

DC critical action: These RFIs frequently become the basis for Variation Orders and EOT claims. Log with maximum detail — date discovered, exact location, photos referenced, contractor's description of the condition. This log becomes evidence in any future claim dispute.

What to record

Exact location — grid reference, depth, zone

Date first encountered — not date of RFI submission

Photo log reference — cross-reference site photos

Work stopped? — note affected area and volume of work on hold

🔧

3 — MEP Coordination RFIs

Ductwork routing conflicts · Pipe clashes · Structural penetrations · Equipment access

▼

⚠ Multiple disciplines involved — route to all simultaneously

What it is

MEP services conflict with each other or with the structure — a coordination decision is needed before installation can proceed

Who responds

MEP engineer + structural engineer + architect — all three may need to agree. DC routes to all simultaneously.

SLA

14 days — multi-discipline coordination takes longer

If overdue

MEP installation stops. Knock-on effect to all finishing trades that follow MEP.

DC coordination role: These RFIs involve multiple parties. You route to all consultants at the same time and track each response separately. If one consultant responds but another does not, the RFI cannot be closed — chase all parties. The response is only complete when all disciplines agree.

Multi-discipline checklist

Route to ALL affected disciplines simultaneously — not sequentially

Track each consultant's response separately

Do not close until ALL disciplines have responded

Issue a single consolidated response — not three separate answers

How T3 RFIs differ from T1 and T2

T1 SubmittalsContractor submits documents for approval. DC manages the review cycle. Outcome is a technical decision.

T2 CorrespondenceFormal written communication. DC logs and routes. Contractual paper trail.

T3 RFIsContractor needs an answer to keep working. DC manages the clock. Every day without a response is a potential delay claim. Speed is everything.

The riskAn overdue RFI on the critical path can justify an EOT claim for every day of delay. 10 overdue RFIs on critical path items = 10 simultaneous delay claims running. DC must close RFIs faster than contractors can build claims.

RFI Register

Contract Register

💰 Contracts Guide ▼

Pending

Overdue

Approved

Rejected

Expected

Total

T4 — Contracts and Legal covers the highest-stakes documents in the project: Variation Orders that change scope or cost, and contract documents that establish legal and financial obligations. Every document here has direct financial consequence for UAQ. Precision and traceability are non-negotiable.

Unlike T1-T3, DC almost never closes a T4 document independently. Your role is to log meticulously, route to the right authority level, and maintain an unbroken audit trail — because every VO and contract document may be examined in a future dispute or audit.

⚡ The 4 Golden Rules of Contract Documentation

1.Never let a VO proceed without written authorization. Verbal instruction to vary the works is not enough — a VO must be formally issued and signed before work on the variation begins, except in genuine emergency.

2.Track the value AND the time impact separately. Every VO has two questions: how much does it cost, and does it extend the programme? Missing either creates a future dispute.

3.Route to the correct authorization level. Small VOs may be approved by the PM. Large VOs require Commercial Director or Client sign-off. Never assume — check the authorization matrix every time.

4.File the complete chain. Original instruction, contractor's quotation, technical justification, approval signature, and final account reconciliation must all be in the same file — a partial record is a liability.

Quick reference — T4 at a glance

Item	Detail
Who initiates	UAQ PM, Design team, or Contractor (via claim/VO request)
Who approves	Depends on value — PM, Commercial Director, or Client per authorization matrix
Standard SLA	14 days for VO pricing review — 21 days for claims assessment
If delayed	Contractor can claim the delay itself as a separate EOT — compounding cost
DC role	Log → verify documentation complete → route to correct authority → track approval → file complete chain → update cost/time register
What requires extra care	Claims and EOT assessments — these often involve legal review before DC can even log them as resolved

💰

1 — Variation Orders (VO)

Scope changes · Design changes · Additional works · Omissions

▼

⚖ Direct cost and time impact — requires formal authorization before proceeding

What it is

A formal instruction to change the scope of works — add, omit, or substitute — with associated cost and time impact

Who handles it

DC logs and routes. Commercial Manager prices. PM or Commercial Director authorizes based on value.

Pricing review SLA

14 days for contractor to submit priced quotation

If delayed

Work may stall waiting for authorization — contractor can claim resulting delay

DC sequence: Log the VO instruction with reference number. Confirm contractor has submitted priced quotation within 14 days — chase if not. Route the priced VO to the correct authorization level based on value. Track signature. File the complete chain: instruction, quotation, technical justification, approval.

What to verify before filing as closed

Original instruction is in writing — never accept a verbal-only VO as complete

Priced quotation matches scope — flag if the contractor's price covers more than instructed

Time impact assessed separately from cost — a VO can be cost-neutral but still cause delay

Signed by correct authority level — check the authorization matrix, do not assume

📑

2 — Contract Documents

Insurance · Sub-contracts · Claims · EOT assessments · Final accounts · Bonds

▼

⚠ Often requires legal review before DC can close the log entry

What it is

Any document establishing or evidencing a legal or financial obligation — insurance certificates, bonds, sub-contracts, claims, final accounts

Who handles it

DC logs and tracks validity dates. Commercial and Legal review claims and EOT assessments. PM tracks insurance and bond expiry.

Claims assessment SLA

21 days for formal claim or EOT assessment response

If delayed

Insurance or bond lapse exposes UAQ to risk — unanswered claim strengthens contractor's legal position

DC critical task: Insurance certificates and bonds have expiry dates — DC must track these proactively and alert PM 30 days before expiry, never wait for the contractor to remind UAQ. Claims and EOT assessments are routed to commercial and legal — DC never assesses validity, only logs, routes, and tracks the response timeline.

What to track per document type

Insurance / Bonds — expiry date, coverage amount, renewal reminder at 30 days

Claims / EOT — date received, basis of claim, route to commercial same day

Final accounts — cross-reference against all VOs and claims before considering complete

Sub-contracts — confirm UAQ approval was obtained before the sub-contract was executed

How T4 differs from T1–T3

T1–T3Technical and procedural document control. DC drives the process and can close most items independently.

T4 ContractsFinancial and legal document control. DC logs, routes, and tracks — but the actual decision sits with Commercial, Legal, or the Client. DC rarely closes a T4 item alone.

The riskAn unauthorized VO or a lapsed insurance certificate is a direct financial and legal exposure for UAQ — not just a process delay. This is where DC errors cost real money.

Contracts Register

Close-out Register

🏁 Close-out Guide ▼

Pending

Overdue

Approved

Rejected

Expected

Total

T5 — Close-out is the final phase of the document lifecycle: as-built drawings, test and commissioning records, snagging registers, and the handover dossier that together prove the building was constructed as approved and is ready to operate. Every approved document must have a corresponding as-built.

A missing as-built is not a paperwork gap — it is a handover defect. Practical completion certificates and final payment can both be withheld until the close-out package is complete.

🏁 The 4 Golden Rules of Close-out

1.Every approved document gets a matching as-built. Track this against the T1 approved register — a gap here is discovered late and is expensive to fix.

2.Verify against the approved-for-construction revision — never assume. As-builts must show what was actually built, including every field variation, not just a copy of the approved drawing.

3.Certification requires a named, authorised signature. The Resident Engineer or equivalent must sign — DC logs and chases, but never self-certifies.

4.Start chasing 3 months before practical completion. Close-out packages are large. Contractors deprioritise them once the physical work is done — DC must not.

Quick reference — T5 at a glance

Item	Detail
Who submits	Contractor — as-builts, test records, O&M, warranties, handover dossier
Who certifies	Resident Engineer / consultant QA for technical records — PM for the handover dossier
Standard SLA	14 days for test/snagging records — 21 days for as-builts — 28 days for the full handover dossier
If delayed	Practical completion certificate withheld — contractor's final payment is delayed as a direct result
DC role	Log → verify against approved revision → compile package → route for certification → distribute → archive as the permanent record
What blocks handover	Any missing as-built, uncertified test record, or incomplete snagging closure on the critical path to practical completion

📐

1 — As-Built Drawings

Piling · Structural frame · MEP systems · Fit-out — progressive, by phase

▼

⚖ Missing as-builts are a handover defect — not optional

What it is

A drawing showing exactly what was built — including every deviation from the approved design, however minor

Who certifies

Resident Engineer confirms it matches site conditions. DC verifies it references the correct approved revision.

SLA

21 days — submit progressively by phase, not all at once at the end

If missing

Facilities cannot operate or maintain the system correctly. Handover dossier is incomplete — PC certificate withheld.

DC sequence: Track every approved T1 shop drawing against its as-built counterpart — a live gap list, not a end-of-project scramble. Verify the as-built cross-references the correct approved-for-construction revision before accepting it as complete.

What to check on receipt

References the correct approved revision — not an earlier superseded one

All field deviations clearly marked — an as-built with zero changes from the design is suspicious, not clean

Matches the phase it claims to cover — piling as-builts before superstructure as-builts

🧪

2 — Test Records and Snagging

Pressure and insulation tests · Commissioning records · Pre-handover snagging register

▼

⚠ Uncertified test records invalidate the commissioning claim

What it is

Evidence that installed systems were tested and perform to specification, and a register of finishing defects to be closed before handover

Who certifies

Consultant QA witnesses tests per the ITP hold/witness points. Snagging closure is signed off by the Resident Engineer.

SLA

14 days per test package — snagging tracked continuously through fit-out

If not closed

Systems cannot be declared commissioned. Open snags block practical completion for that area.

DC critical link: Cross-reference every test record against its originating T1 ITP — an uninitiated test point cannot be evidenced after the fact. Track snagging items to closure individually; a snagging register that is only ever added to and never closed is a red flag.

What to verify before filing as closed

Witness signature present — self-tested with no independent witness is not valid evidence

Test results meet the specified acceptance criteria — not just "test performed"

Each snagging item has a closure date and sign-off — open items stay visible, not buried

🏁

3 — Handover Dossier

Full handover package · Practical Completion Certificate

▼

⚖ The single record that closes the project — assembled from everything above

What it is

The consolidated close-out package — as-builts, O&M, test records, warranties, and the Practical Completion Certificate — proving the project is complete and ready to hand over

Who authorises

PM assembles and submits. Client / UAQ representative signs the Practical Completion Certificate.

SLA

28 days — the largest single submission in the project

If incomplete

Practical completion cannot be certified. Defects liability period cannot start. Final payment is withheld.

DC final task: The handover dossier can only be assembled once every as-built, test record, and O&M item is already closed in your register — this is why the earlier items in T5 must be tracked continuously, not left until this final step. Do not accept a dossier with open items "to follow."

Completeness check before accepting

Every approved T1 document has a matching as-built — cross-check the full register, not a sample

All test and commissioning records certified — no "pending" items in the package

Snagging register shows zero open items — or a documented, client-agreed exception list

How T5 differs from T1–T4

T1–T4Documents that govern how the work is done and paid for, while construction is still underway.

T5 Close-outEvidence that what was governed by T1–T4 was actually delivered correctly. DC's role shifts from managing live review cycles to verifying completeness against everything already approved.

The riskClose-out failures are discovered latest and cost the most — a missing as-built found at handover is far more expensive to fix than one flagged during construction.

Close-out Register

A submittal is any document a contractor sends to get technical approval or review before they build, buy, or install something. The contractor cannot legally proceed with that scope of work until the submittal is approved.

There are six types of submittals in construction. They are all processed through Track 1 — but each has a different review chain, different SLA, and different consequences if delayed. Knowing the difference is essential DC knowledge.

Quick comparison — all six types

Type	Reviewed by	SLA	Blocks construction?	Blocks handover?
Shop drawing	Discipline engineer	14–21 days	YES — hard stop	No
Material approval	Engineer + architect	14–21 days	YES — hard stop	No
Method statement	Engineer + HSE	14 days	YES — hard stop	No
ITP	QC + consultant QA	14 days	YES — hard stop	No
Sample / mock-up	Architect / designer	14–21 days	Partial — finish work only	No
O&M / product data	Facilities / engineer	21–28 days	No	YES — blocks handover

📐

1 — Shop Drawings

Structural · Architecture · MEP · Fit-out · Steelwork · Precast

▼

🛑 Blocks construction — hard stop

What it is

Contractor's detailed drawing showing exactly how they plan to build something — dimensions, materials, connections, fixing details

Who reviews

The discipline engineer responsible for that element — civil, structural, MEP, architect

Standard SLA

14 days (simple) · 21 days (complex)

If delayed

Construction of that element stops. Contractor may raise a delay claim against UAQ

How it differs from other submittals: Shop drawings are the most common submittal type and the highest volume. They go through technical engineering review — not HSE, not facilities. Every discipline has its own shop drawings and each goes to the correct discipline reviewer. A civil drawing never goes to the MEP reviewer.

What to check on receipt

Title block complete — project name, drawing number, revision, date, scale

Originator, checker, and approver signatures all present in title block

Contractor QA stamp present — confirms internal review before submission

Revision clouds present if Rev B or higher — all changed areas marked

Scale stated and legible — an unreadable drawing cannot be reviewed

Transmittal clearly states "For Approval" or "For Review and Comment"

Drawing number matches the agreed document numbering convention

🧱

2 — Material Approvals

Product data sheets · Manufacturer certificates · Material samples · Technical data

▼

🛑 Blocks procurement and installation — hard stop

What it is

Contractor submits product data to prove the material they intend to use meets the specification requirements

Who reviews

Engineer for structural/MEP materials · Architect for finishes and visible elements · Both for items that affect both structure and aesthetics

Standard SLA

14–21 days depending on complexity

If delayed

Contractor cannot order or install the material. Procurement lead times mean a 2-week review delay can cause a 2-month site delay

How it differs from other submittals: Material approvals are time-critical because of procurement lead times. The contractor needs approval weeks or months before the material is actually needed on site. As DC you must flag material approvals early — a late approval here has a multiplied effect on the programme. Also, the reviewer may approve the material "subject to mock-up" — meaning a physical sample must also be approved before installation can proceed.

What to check on receipt

Manufacturer's product data sheet attached — not just a brochure

Third-party test certificates attached if the spec requires them

Specification clause reference stated — which clause does this product satisfy?

Contractor's QC manager has signed confirming the product meets spec

Colour, finish, and grade all clearly stated and matching spec requirements

Country of origin stated — some contracts restrict sourcing

📋

3 — Method Statements

Work execution plans · Construction sequences · HSE procedures · Risk assessments

▼

🛑 Blocks start of work — hard stop · HSE requirement

What it is

A step-by-step description of how the contractor plans to carry out a specific operation — sequencing, equipment, personnel, safety measures

Who reviews

Discipline engineer for technical compliance · HSE Manager for safety compliance · Both must approve before work starts

Standard SLA

14 days — but urgent operations may need fast-tracking

If delayed

No work can start on that operation. HSE violation if contractor starts without approval — UAQ is exposed to regulatory risk

How it differs from other submittals: Method statements are the only submittal type that requires HSE sign-off as a mandatory co-reviewer — not optional. This is a legal requirement, not a preference. If a contractor starts high-risk work (piling, deep excavation, working at height, confined space) without an approved method statement, UAQ can be held liable for any accident. As DC, if you receive a method statement with no HSE review and the work is imminent, you must escalate to the HSE Manager and PM immediately.

What to check on receipt

Signed by method statement author, site manager, AND HSE manager — all three

Risk assessment included — hazards identified and control measures stated

Equipment list included with certifications referenced

Competency requirements stated for operatives

Emergency procedures included — what happens if something goes wrong

Environmental protection measures stated if work near sensitive areas

If sub-contractor carries out the work — sub-contractor must also sign

✅

4 — Inspection and Test Plans (ITP)

Quality hold points · Witness points · Inspection checklists · Test procedures

▼

🛑 Blocks inspections — no inspection can proceed without approved ITP

What it is

A document that defines what inspections and tests will be done during construction, at what stage, by whom, and what the acceptance criteria are

Who reviews

Contractor QC Manager · Consultant QA Engineer · Client QA representative for critical works

Standard SLA

14 days

If delayed

No formal inspection can be carried out. Work progresses without witnessed quality checks — major contractual and quality risk

How it differs from other submittals: The ITP is the only submittal that the reviewer must sign to participate in — not just to approve. The consultant QA signs the ITP to confirm they will witness the hold points defined in it. If an ITP is not approved and work is inspected anyway, those inspections are not contractually valid. This is a legal quality record issue, not just an administrative one. At MASAR scale, critical ITPs — piling, concrete pours, waterproofing — must be on your urgent chase list.

What to check on receipt

Hold points (H) clearly marked — work cannot proceed past these without witness sign-off

Witness points (W) clearly marked — notification required, witness may attend

Review points (R) clearly marked — contractor reviews own work, no witness needed

Acceptance criteria stated for each inspection point

Referenced codes and standards listed (ASTM, BS, ACI, etc.)

QC Manager and Site Engineer signatures on the submittal

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5 — Samples and Mock-ups

Material samples · Colour samples · Full-scale mock-ups · Finish panels · Prototype units

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⚠️ Blocks finish work — partial stop for visible and finished surfaces

What it is

A physical sample or built mock-up submitted for visual and quality approval before the contractor applies a finish to the actual building

Who reviews

Architect or interior designer for aesthetic approval · Engineer for structural or performance mock-ups · Client representative on landmark projects

Standard SLA

14–21 days — but mock-ups may require site visit

If delayed

Finish installation cannot start on that surface. Structural work continues but finish trades are blocked

How it differs from other submittals: Samples and mock-ups are the only submittal type that may require a physical site visit by the reviewer — you cannot review a full-scale facade mock-up from a desk. As DC you must coordinate the inspection appointment and log it. Also, approved samples are kept on site as the benchmark — they are not filed in your office. Your role is to log that the sample was approved and cross-reference it to the material approval for the same product.

What to check on receipt

Sample clearly labelled — product name, manufacturer, colour code, batch reference

Cross-reference to the approved material submittal stated

Location of the mock-up on site stated if it is a full-scale mock-up

Proposed inspection date suggested by contractor

Duplicate sample available — one for reviewer to keep, one to remain on site as benchmark

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6 — O&M Manuals and Product Data

Operation and maintenance manuals · Warranties · Technical data packages · As-installed schedules

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✓ Does not block construction — but blocks handover and final payment

What it is

Documentation provided at end of construction explaining how installed systems and equipment should be operated and maintained by the building owner

Who reviews

Facilities Manager or building operator · MEP engineer for technical systems · Client's facilities team

Standard SLA

21–28 days — larger scope than other submittal types

If delayed

Handover certificate cannot be issued. Final payment to contractor is withheld until O&M package is complete and approved

How it differs from other submittals: O&M submittals are the only type where delay does not stop construction — but the financial consequence is severe. Contractors sometimes deprioritise O&M submissions because the work is done and they have moved on. As DC you must start chasing O&M submissions 3 months before practical completion — not after. A missing O&M manual for one system can hold up the entire handover and withhold millions in final payment to the contractor, which they will blame on UAQ's review team.

What to check on receipt

Manual covers the correct installed system — not a generic manufacturer document

As-installed drawings included — not the design drawings, the actual as-built

Warranty certificates included with correct start date and duration

Spare parts list and recommended maintenance schedule included

Emergency shutdown procedures included for all active systems

Manufacturer's contact details for warranty claims included

Table of contents and document index present — O&M packages are large

Your priority rule as DC — how to chase when everything is overdue

1.Method statements for work starting this week — HSE legal obligation, no grace period

2.ITPs for works currently on site — inspections cannot happen without them

3.Shop drawings on the critical path — delays here become programme delays

4.Material approvals for items with long procurement lead times

5.Samples and mock-ups — finish work dependent on these

6.O&M manuals — long lead time on chase, but start early before practical completion