Reporting Formats

14.3 Reporting Formats

There are at least as many inspection record- keeping formats as there are clients. In par- ticular, documentation for work performed under IMO/PSPC must conform to their requirements. Most forms require such information as:

• Location (general and detailed) • Contractor’s name and phone number • Information about inspection company

Figure 14.9 Typical Daily Report Form

and or individual inspector • Job number

14.4 Inspection Documentation

• Environmental conditions

Documentation provides:

• Quantity of area prepared and painted • Inspection (QC) records • Coating application dates

• Management information • Equipment used and operating conditions

• Verification of work performed by the • Personnel

contractor

• Quantities of abrasive and paint used • Details of non-conforming work

In other words, the QA/QC reports contain

14.4.1 Daily Reports

most of the items described in Section 11 of Daily reports are the most common and most the trainee combined logbook. It is the coat- important form of inspection reports and ing inspector’s responsibility to clearly they are important for a number of reasons. understand what records and reports are In some cases, several inspectors may come required, the delivery timetable and who and go during the course of the job. An receives what. These are items that should example is offshore work, where inspectors

be discussed and agreed on in the pre-job change as often as every 14 days. Complete conference. daily reports provide continuity and enable

The daily reports and routine reports are cus- the inspection process to proceed more eas- tomized for each project ( Figure 14.9 ). Due

ily.

to the criticality of the information required Daily reports are important because: on inspection reports, the inspector must

understand the need to take individualized

• Inspectors may change

readings and submit individual reports rather

• The information is valuable for failure

than depend on contractor personnel to do

analysis

so.

• The information may be an aid in arbitra-

tion • The information aids communication with

supervisors

14-8 Inspection Project Documentation

The daily reports also help in cases of a coat- ble, attach actual test results, such as a piece ing failure. The reports can help determine

of replica tape used to measure an anchor why the coating failed and what can be done

pattern. As always, record all measurements. to ensure that the repair will be successful.

14.4.2 Materials Inventory Reports

Daily reports can also assist in arbitration between the contractor and the client. If a

These periodic (as opposed to regularly dispute arises, daily reports provide a reli-

scheduled) reports track the inventory of able record of the coating process to date

materials on site, such as coatings, thinners, and help pinpoint where a misunderstanding

abrasives, etc. It is good practice for the con- may have occurred.

tractor to use coatings in a structured and methodical manner, so inspectors should

Daily reports also provide a way to commu-

ensure that:

nicate with supervisors and are indications that inspection work is being done. The • Coatings with the same batch number are

kept together

daily reports also verify the amount of days the inspector was present and working. This

• The first-in first-out (FIFO) rotation of materials is continuing

can be very helpful for invoicing.

• Instrument calibration history reports are

As noted previously, forms (including daily

up-to-date

reports) vary from company to company. Calibration reports normally contain infor- Daily reports are usually quite detailed and mation on how frequently each instrument cover all aspects of the job, including: should be calibrated. Each instrument

• Environmental conditions (such as dew

should carry a label showing its own serial

point, humidity, air/substrate tempera-

number or special identifying label, and the

tures, wind direction and speed)

last calibration date. The inspector may be

• Surface preparation details (such as pre-

required to record the serial numbers on the

surface preparation condition and the

daily report.

types/grades of abrasive) • Description of equipment and personnel

14.4.3 Weekly Reports

• Details of coating application

In addition to daily reports, a weekly report

• Locations of work inspected that day

may be required. The weekly report tends to

• Deviations or non-conformances

be less detailed and written in layman’s

terms (i.e., in narrative form, rather than technical terminology). Often, it is written in

• Explanation of any work stoppages

• Estimate of the percentage of work com-

the office rather than in the field. To ensure

pleted

everyone is well informed about progress,

• Results of inspection and the standards

copies of both daily and weekly reports go to

and specifications applied

the:

As mentioned before, details increase the

• Client

importance of daily reports. Diagrams and photographs clarify written documentation

• Company doing the inspection

of locations and work progress. When possi-

• Engineer on site

Inspection Project Documentation 14-9

The inspector may elect (or be required) to The contractor does not generally report on the materials inventory and the

receive a copy of weekly reports. instrument calibration history.