Site Diary Overview
To provide a brief overview of the function and purpose of each section of the Site Diary.
Things to Consider
- Required User Permissions:
- 'Read Only' or above users on the Site Diary tool can view and search for entries.
- 'Standard' or 'Admin' users can add and edit site diary entries.
- 'Admin' users can configure advanced settings, copy entries and set which sections appear on the Site Diary.
- Additional Information:
- Not all sections listed below are turned on by default. To learn how to turn on and off certain sections, see Configure Advanced Settings: Site Diary.
- It's important to note that each section's purpose is meant as a suggestion; your team can use each section as needed.
- Once you have completed the day's entries, you can mark the day as 'Complete'. See Mark a Site Diary as Complete.
An asterisk (*) indicates that the section is enabled by default when the Site Diary tool is activated on a new project.
- Working Hours*
- Phone Calls*
- Safety Violations*
- Programmed Work*
- Daily Construction Report
- Plan Revisions
- Change History
The Weather section can be used to track many things. For example, you might want to track any delays to the project that may be due to weather conditions or compare team productivity against weather conditions. Each day also has a daily snapshot and weather report that automatically pulls weather information for the project's location from the weather software used on your project.
The Working Hours section tracks the people on site who have completed work on the project for that day. You are able to collect information on the companies on site, the number of workers, the number of hours they worked and the cost code associated with their work.
You can configure your Working Hours section so that the 'Hours' and 'Workers' values on a copied working hours entry are set to zero (0). See Configure Advanced Settings: Site Diary.
Note: If this setting is not enabled, the copied working hours entry will include the number of hours and workers from the previous entry.
The Notes section can be used to add additional information for the day. This is a good place to enter miscellaneous issues or items that don't necessarily fit in any of the other sections or tools provided. You can also mark notes as 'issues' and run dedicated reports on them.
The Timecards section is used to track the hours of internal workers and employees, as well as whether or not those hours are billable. Data from this section carries over to the company's Timecard tool to show all Timecard entries for all projects within the company.
CautionIf your project is using the Timesheets tool, your team will not be creating or editing timecard entries in the 'Timecards' section of the project's Site Diary tool. Instead, you should follow the steps in Create a Timesheet and Edit a Timesheet so the data from the project's Timesheets tool can automatically populate the Timecards section of the project's Site Diary tool.
The Equipment section tracks the hours that certain equipment or machines were used on the project, what time the equipment was inspected and the cost code related to them.
The Visitors section tracks anyone who visits the site (e.g. owner, union representative, salesperson, sales agent and customers) and a description of their visit.
The Phone Calls section tracks calls that have been made and who was involved on the call. This is a good place to track phone calls that might not have been considered "meetings", but covered topics that should be noted.
The Inspections section tracks inspections made by third-party inspectors that occur throughout the project. Use this section if you do not have Inspections on your project.
The Deliveries section tracks when shipments or packages are delivered. You can include who the delivery was from, the tracking number associated with the delivery and the contents of the package.
The Programmed Work section allows you to add tracking information for the project resources that are programd to complete tasks. You can designate whether the resource shows up at the worksite, the number of workers, hours worked and the compensation rate. Resources must be added in the Project Directory. See Add a User Account to the Project Directory.
Daily Construction Report
The Daily Construction Report section allows you to track the total number of workers and hours worked for each vendor or company and trade on a project. Additional categories for workforce labour can be configured in the Company Admin tool to use on projects. See How do I enable additional workforce labour types for the Site Diary?
The Safety Violations section tracks any hazardous actions or events that have violated the safety of those on site. You can record a violation or notice with a picture, time and date.
The Plan Revisions section allows you to add tracking information about project plans by revision, title and category. It also provides you with a place for entering comments.
The Accidents section tracks the party or company involved in any accidents that occurred onsite.
The Quantities section allows you to input tracking information about the amount of materials that are used on a given day.
The Productivity section allows you to track how much material arrives on site and how much is installed. Any "Approved" subcontracts or purchase orders with the Unit/Quantity accounting method will appear here so you can track the installation against the line items in the contract.
The Waste section allows you to record the type and amount of waste on site, how and where the waste is disposed and by whom. This is useful in keeping the project in accordance with any waste laws.
The Photos section allows you to upload photos associated with your Site Diary. This is an ideal place to aggregate progress photos of the worksite for that day.