CAE STANDARD OPERATING PROCEDURE

Job Log Construction

ISO NUMBER: FLD-5 EFFECTIVE DATE: Pending

AUTHOR: Dept. 68 APPROVED BY:Pending

 

Purpose: The purpose of this document is to provide guidance and establish the minimum requirements for a CAE Job Log. It is intended to give the Test Leader/Field Project Manager a framework for the recording of pertinent job related information.

 

Procedure: The following procedure is a general outline of how data and information should be organized in order to ensure the generation of a complete and comprehensive CAE Job Log

 

1.     Page Numbers: Each page of a CAE Job Log Book should be numbered by the book’s manufacturer

2.     Page Heading: The page heading should always contain the date, the job title, and the job number. This heading shall appear on each and every page of the Job Log.

3.     Crew Summary: The crew summary should appear on at least the first page of the Job Log. This summary should be comprised of the names of each CAE technician and CAE engineer assigned to the filed portion of the project. If applicable, special designations should be defined such as, location leaders, lab technicians, and monitor technicians. Also if applicable, locations should be assigned and manpower distribution recorded. Any trainees, specialist, observer, sub-contractor or other agent of CAE should be listed in the Crew Summary section along with their purpose for attending. Also, Identify who you are in this section, the author of the job log sometimes goes unnoticed.

4.     Initial Client Contact: The first page of the job plan should contain a synopsis of the initial meeting or contact with the on site client. Their initial instructions or other information conveyed at this meeting should be carefully documented.

5.     General Job Plan Exceptions: General Job Plan Exceptions should also appear on the first page of the Job Plan. These types of exceptions would include different or additional site contacts and a description of their role both at the plant or facility and on the project, any problems with travel directions or travel accommodations, or any other significant discrepancies between the CAE Job Plan and the expectations of the Test Leader/Field Project Manager.

6.     Tour Summary: Any potential location specific problems or complications should be noted in the Tour Summary section of the Job Log. These would include any safety concerns and their resolutions, general condition or housekeeping concerns, drastic differences in expected and actual duct conditions or sizes, ambient conditions, or other such scenarios. Nomenclature for the name of each location along with any aliases should also be noted, as well as any process or operational information that may be helpful in further developing or improving upon the Description of Installation located in the Job Plan.

7.     Set-up Notes: Any pertinent information involving the initial dispatch and set-up of equipment should be included in this sections(s). Equipment problems should be organized under the following headings:

·      Malfunctioning Equipment. This would include any equipment received broken or in a state of disrepair, or equipment that does not meet the expectations of the Test Leader or user.

·      Missing Equipment. This would include any equipment helpful or necessary for the execution of the test program that was not received on the job site.

·      Wrong Equipment. This would include any excess or inappropriate equipment received.

·      Unforeseen Equipment. This would include any equipment that is missing due to a miscalculation, additional test request by the client or similar add-on, or other situations that may have arisen on site that are outside the scope of the original Job Plan.

 

Any equipment problem listed should be accompanied by a description of what was done to resolve it and if applicable, any ideas or information that may be helpful to avoid similar problems in the future. A Ship List should also be included in this section that identifies all equipment that required immediate shipment form CAE offices or equipment to be shipped from the job site back to CAE. Means of shipping should be noted as well as Airbill numbers if available.

 

Any location, plant or facility specific problems that could or will affect the test program in any way should be called out in this section. These problems would include equipment clearance, extraordinary duct pressure or temperature, power problems, or other such scenarios. Any problem listed should be accompanied by a description of what was done to resolve it as well as an accounting of the time and manpower required.

 

8.   General Logging: All significant events should be logged, by entering the time in the left hand margin next to a brief description of the event as it occurs. A list of events typically would include arrival and departure times, all delays, specific problems, process changes or shifts, or other information for which a time stamp is appropriate.

 

9.   Ship Lists: A Ship List should be recorded every day for any samples, supplies, equipment, or other necessary items that have required shipping. The Ship List should include such information as what was shipped, carrier or freight company, number of pieces, terms or type of service and consignee name and address.

 

10. Day In General: This is the final entry of the day. This section allows the author to assess the days happenings and accomplishments. It is the catcher of stray thought. The forum for one to sum up the day, to celebrate the victories and ponder the defeats. Ideas and creativity are valuable assets and should be put to pen here.

 

11. Helpful Information: This is the spot to jot down helpful information for the next crew that comes out to this site. Fed Ex locations, stores that sell vermiculite and nearby hardware stores would be examples of this kind of information.

 

Two copies of the job log should be turned into the project manager. One copy goes into the Field Data Binder and the other copy is included for reports. The Project Manager will give one copy to reports and give a copy of the equipment problem section to Dept. 67 if applicable.

 

The job log can be written electronically if the test leader chooses. However, when the project is complete the test leader must print out one copy of the log and then initial each page.

 

Finally, it should be noted that the Job Log is a legal document. Our clients can have access to these logs if they desire. Therefore, they should be written in a professional manner. Comments about the client should not be included here unless it was critical in the outcome of this job. Also, non-work related comments such as where the crew is going to dinner or tourist spots should not be included here.