CQS104 Personnel Management: Post-Contract Documentation & Action Plan

This report provides a comprehensive overview of post-contract documentation in personnel management, including essential documents for presenting to the owner at the post-construction phase, such as construction insurance coverage, project performance records, training follow-ups, and final accounts payment reports. It also includes an action plan addressing a safety incident involving unstable steel pallets, detailing immediate actions, safety measures, and meeting requirements. Furthermore, the report outlines the importance of a health and safety file, its contents, and the agenda for a meeting to discuss the safety incident, emphasizing risk management, equipment safety, and effective communication within the team. The report references various books and journals to support its findings and recommendations.

Personnel management

TABLE OF CONTENTS
TASK 1- Post contract documentation............................................................................................3
(a) Key documentation needed for presenting to the owner at the post construction phase.......3
(b) Examples- .............................................................................................................................4
TASK 2 ...........................................................................................................................................5
(a) Action plan............................................................................................................................5
(b) Health and safety file.............................................................................................................6
(c) Agenda for a meeting.............................................................................................................6
REFERENCES................................................................................................................................8

TASK 1- Post contract documentation
(a) Key documentation needed for presenting to the owner at the post construction phase
A contract is a legal document which is beneficial to complete the deal between two
parties. Hence, it is necessary to have one to be ensured that both contract parties strictly abide
by the policies and terms (Hume, 2020). It is necessary to have a final records of payment report
after the contract, it involves maintaining and handling logs for reviews, any changes in the
orders and minutes of meetings. Post construction phase means the final stage after the
completion of project, training and others. Post contract stage will include agreeing with
payment conditions and terms so that amount of money is received by parties in accordance with
the terms of the project purchase order.
A primary function and purpose of contract documents is to deliver detailed information
regarding methods and materials of the work project for a particular construction (Markovits,
2020). It will cover various elements such as materials quality, quantity, labour contract, work
scope, insurance. It is necessary to maintain these reports, it is necessary to use simple and clear
statements or language so that one can understand easily.
Construction insurance coverage
This is the most essential document which is needed to cover in every contract agreement
because this document provides a guarantee to the owner that the project contractor has the
means in order to perform under the policies and terms of the construction related contract. This
documentation includes insurance of building, general liability insurance, risk insurance with
respect to different coverage.
Project performance and final post construction paperwork
After the completion of the project it is important to maintain the records of project
performance. This stage includes the overall performance of project is being measured to ensure
that it is running perfectly and within the budget of the firm (Lesere, 2018). This document will
say about the project completion whether it is truly completed or not. The architect for the
construction project will provide a certificate of completion of building or project. For example-
The local government will also issue a certificate to the owner, hence it will declare about that
the building complies with all the regulations and rules.

Training and follow-ups
This document or phase says that contractors will provide help to their staff members
with the post construction phase. They should focus on follow-up meeting in order to check if
the work or project is going perfectly and see if any problem need to be addressed (Carboni,
2017). They need to observe things deeply and keep record to make sure it is of the highest
quality. This phase will be protected by warranty, so it is necessary to keep record on such
document.
Post occupancy review
In this stage, the owners of the project will review about what can be done with the
benefits and facility related to projects. For example- for construction work , builder will actually
put the plan together to recommission the project information through the life cycle of project. It
is necessary to visit the site or project in order to monitor the progress so that necessary changes
can be done.
Project close document
This is the last stage in the construction project life cycle, where the project leaders and
managers of the company are ready to offer deliverables to their customers. For example- They
provide detailed information of completion of construction project to their clients. Leaders are
more responsible here because they take greater responsibility to finalize the process of
construction such as scheduling the project to finalizing the budget on the construction site.
Final accounts payment report.
This is the report maintained by the party in which they provide information about
relevant financial documents indicating all the important transactions and payments done
between the parties as per the terms and conditions of the contract. For example- bank
statements, copies of invoices, payment of raw materials, equipments payment, and payable and
receivable notes.
(b) Examples-
1. In the insurance document, the company will include the compensation of workers and any
liability of employer. It will cover all the risks coverage and points to be included regarding
property damage from natural calamities or others (Construction specification, 2021). It will also
involve personal injury and products liability with respect to medium-sized commercial build.

2. The final paperwork will also include the penalty which needs to be paid by the owner or
contractors for failure to comply with respect to time limits of the contract. Notice of limitation
of time period to complete the task and payment method to the party should be included in the
final stage of payment. Most of the companies include an incentive or commission in the
information of contract for early completion of the project.
TASK 2
(a) Action plan
 It was Monday morning around 7 am, The site foreman, jack discovered that four pallets
of reinforced steel were stacked in an unstable position on the top of each other. Location
is medical centre project, It is very risky because it was stacked next to the toilets and
tool shed. The place where public is keep coming to use the portable toilets and tool
sheds.
 In order to protect the site it is necessary to make urgent call to road safety department so
that they can raise awareness about this issue, hence any kind of road accident can be
avoided.
 After that, with the help of highly visible system which is installed their to offer remote
monitoring and urgent alert to problem arising must be used to spread the awareness
through alarm voice. As there is no crane on the site to move the pallets, it is necessary to
arrange crane so that four pallets can be set in a stable position. After this, enter the
pallets carefully with a forklift to avoid any damage, otherwise it can cause injury if they
land on a leg. When managing these pallets it is advisable to use the gloves as well as
safety shoes to prevent any kind of injury on a leg.
 Once, this stage is completed the use a dust cover sheet over the top of pallets to protect it
and keep them safely all together by using protective method. Also, it is necessary to
avoid this use a pick hook to reach on the pallet back and pull it forward, hence it will
prevent causing pallet to tip from a weight imbalance.
 In order to attend the meeting, jack, three subcontractors who saw the truck and eight
more subcontractors needs to attend this meeting to avoid any kind of incident and
emergency management.

(b) Health and safety file
The health and safety file should include the important information which is needed to
allow the construction work or any project. It involves maintaining machinery, cleaning,
equipments, alterations refurbishments and others (Haidar, 2021). It will serve as a legal record
which is beneficial for both the parties such as owner and contractors and labours. It is necessary
to create a risk management system to avoid any kind of construction injury. Always use a
secure equipment setup after choosing relevant equipment. When this measures related to safety
and health on the construction site aren't followed by the people, Injuries and incident are more
likely to occur.
This will impact the working performance of employees or labour who work on the site,
therefore it will impact the profitability and productivity of the business. For example- to avoid
any kind of incident in business it is necessary to maintain health and safety documentation
where parties needs to use communication methods effectively about the safety in the workplace
or site.
(c) Agenda for a meeting
Meeting Agenda
Date- Friday 25 June 2021
Purpose- An urgent meeting on the Monday morning incident
Attendance- Jack Blenkinsop and subcontractors
Action points-
 To deal with the situation crane has been arranged immediately to stable the position of
pallets.
 Enter the pallets carefully with a forklift
 For labour proper gloves and safety shoes has been used to avoid any injury
 Alerting public who go near and use the portable tool shed and toilets to stay away from
the location where the incident happen
 Proper utilization of risk management system
 Use right and relevant equipment which is safe for the operation

 Keep record of health and safety file
Message to share with the team-
 If lifting pallets using crane, it is necessary that the pallets load hasn't been damaged, so
risk management methods can be learned here.
 Failure of lifting will damage delivery items and can cause injury/ illness.
 Utilization of good lifting basket to carry materials related to pallets or others
 Use regular communication methods effectively so that team work can be done properly
 Always encourage and balance participation
 For successful meeting it is important to choose Effective meeting participants who can
easily make a unique contribution.

REFERENCES
Books and Journals
Azoulay, A. (2021). The civil contract of photography. Princeton University Press.
Carboni, J. L. (2017). Ex post contract market structure: Implications for performance over
time. The American Review of Public Administration. 47(5). 588-598.
Haidar, A. D. (2021). Introduction to Contract Management. In Handbook of Contract
Management in Construction (pp. 1-10). Springer, Cham.
Hume, D. (2020). Of the original contract (Vol. 1). Library of Alexandria.
Lam, P. T. & et.al., (2019). Methodology for upstream estimation of construction waste for new
building projects. Journal of cleaner production. 230. 1003-1012.
Lesere, S. (2018). Effects of Contract Management Practices on Supply Chain Performance on
Manufacturing Firms in Nairobi County, Kenya. Journal of International Business,
Innovation and Strategic Management. 1(4). 41-59.
Markovits, D. (2020). Contract as collaboration. Research Handbook on Private Law Theory.
Online
Construction specification. 2021. [Online]. Available through:
<https://www.sciencedirect.com/topics/engineering/construction-specification>