Construction Program Management and Inspection Guide

are discussed with the State, it should be understood and
stated as such in the report that they are only suggestions or
information, particularly where differences of opinion may
exist. It can be disconcerting when a report raises more
questions than it answers.
Recommendations
As a result of the inspection, it may be desirable to make
recommendations regarding further actions. Unlike the
suggestions or information recorded in the Findings and
Comments section, recommendations are items to which the
State is expected to respond in a timely manner.
Followup Actions
The STA’s resolution of previous recommendations should
be discussed. Future followup actions should also be set forth
in this section.
Supporting Documentation
Self-Sufficiency
Construction inspection reports should be able to stand on
their own merit. This is not intended to imply that all
information needs to be included in the body of the report; it
is appropriate to reference other reports, documents,
specifications, and sources.
Work Papers
All the information gathered during the inspection may not
be suitable or necessary for inclusion in the report. Such
information may be kept in the work papers and filed with
the file copy of the report.
Photographs and Drawings
Sketches, drawings, photographs, and other illustrative
material form an important part of the report,
documentation, and work papers.
Construction Program Management
CONSTRUCTION PROGRAM MANAGEMENT AND INSPECTION GUIDE (5/01/04)
Processing and
Distributing the Report
Form
Construction inspection reports, as official FHWA
documents, should be professionally completed. They
should be neatly prepared, legible, and grammatically
correct. Standard reporting forms are available on FHWAwide
software (see Appendix G). Timeliness of reporting is
important. It is recommended that preparation and
distribution be accomplished within 2 weeks of the time the
field review is completed to increase the value and
effectiveness of the report. Inspection reports should be
numbered in sequence for each project.
Review
It is recommended that there be at least one level of review
by the division management prior to release. Field engineers
should report on their observations, findings, recommendations,
and conclusions as they see conditions and needs in
the field. Recommendations and conclusions should be
supportable and based on fact, technical soundness, and
compliance with Federal policy.
The inspecting engineer should accept constructive
criticism aimed at improving a report’s conciseness and
clarity but should not be expected to rewrite reports for
minor reasons or to satisfy the supervisor’s personal
preference. Rather than revise reports, it may be preferable
for the supervisor to add supplemental comments. These
additions should be signed and dated.
Distribution
The division office should have a routine procedure for
routing construction inspection reports. Some individuals
will be designated to read all reports while others, such as
bridge engineers, environmental specialists, and right-of-way
officers, should be designated to receive only those reports
containing topics within their specialties.
Inspecting engineers and their supervisors should be
responsible for assuring that appropriate individuals have
access to individual reports. A designated individual should
be responsible for summarizing observations, findings, and
followup actions. Significant data should be included in the
division office control system.
The State and FHWA should agree on the distribution
of reports within the STA. Distribution may be routine, or it
may vary with the type and content of the reports. It is
recommended that all construction inspection reports be
transmitted to the State for appropriate distribution.
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