Construction Program Management and Inspection Guide

Report Summary,
Recommendations, and Followup
Prepare a report of each IID and distribute in accordance
with division office procedures. Refer to example forms for
inspections as shown in Appendix G and on the FHWA
headquarters Construction Web page: www.fhwa.dot.gov/
construction/reviews.htm.
Within the report, identify the project, location,
contractor, and project engineer; provide a general
description of the work and a more detailed description of
the particular phases of work involved in the inspection. Use
inspection questionnaires based on the specific contract
requirements and STA procedures.
Discuss deficiencies, irregularities, and concerns, along
with exemplary work, in adequate detail to provide an
understanding of the issue. Emphasize recurring concerns by
using photographs, charts, and tabulations.
Avoid overemphasizing deviations from desirable
procedures that are trivial in character or that do not have
significant effect on the value or serviceability of the
completed project nor on the effectiveness of the control
over the work.
Include a concise summary statement of the important
findings and recommendations for corrective actions if any
are required. Whenever improvements are necessary or
Appendix D: Inspections-in-Depth
CONSTRUCTION PROGRAM MANAGEMENT AND INSPECTION GUIDE (5/01/04)
desirable, ensure that there is appropriate followup to verify
that corrective action is taken and that the desired results are
accomplished. In some instances, conditions and practices
found on one project will indicate the need for checking
whether similar conditions and practices exist throughout the
State or jurisdictional subdivision thereof or on other
projects where the same engineers and contractors are
involved. Establish reasonable time frames for the resolution
of issues.
Document followup in subsequent reports. When the
conditions and actions are limited to one project, report
further developments in either special followup reports or in
subsequent regular intermediate or final inspection reports.
When the conditions are found to exist generally or on a
number of projects and the corrective actions have
corresponding application, report specific followup actions
in special reports. Cross-reference the original IID report
and provide the same distribution as the original IID report.
Consider withholding further Federal funds from the
project or projects as appropriate when the necessary
improvements are not accomplished.
Ensure that the original of the report and all significant
work papers are made a part of the division’s project files.
D–5