Project Administration Document

Project Administration Documents 1. Basic Concept of Documents There are several explanations of the basic concept of documents, here are the explanations: Definition of Document according to Louis R. Gottschalk is a historian and author of many books from the United States. According to him, a document has several different meanings when viewed from several perspectives, namely: a) Historical interest: is a written source for information related to history, which is used as opposed to oral testimony, artifacts, painted relics to archaeological remains. b) State interest: used for state letters and official letters, for example laws, agreements, and concessions. c) In general: is mentioned as a process of proof by referring to various sources of information that have a written, oral, descriptive, to archaeological nature. According to G.J. Reiner In contrast to Gottschalk, G.J. Reiner in his book states that documents have several dimensions of meaning, including: a) Broadly: includes all sources of information, both oral and written. b) Narrowly: is a collection of information that comes only from written sources. c) Specifically: are official letters and letters made by the state for state purposes, such as concessions, grants, laws, and others. According to the Document Personnel Dictionary In the world of archive management, the document personnel dictionary also has its own definition of document, which can be interpreted as: a) In general: includes all written records, both printed and unprinted. b) Specifically: referred to as all objects that have information in them, which are selected to be collected, arranged, provided, and also distributed. So it can be concluded that a document is a letter whose contents are in the form of an agreement between parties regarding a certain agreement or agreement on something that has been mutually agreed upon. 2. Draft Contract Document In one project, there are two aspects that must run in parallel, namely: Concrete Aspect or Technical Aspect and Non-technical Aspect, starting from the signing of the contract until the contract ends. In the draft contract document there are three major classifications, namely: a) Group I, contains: Customer Contract Offer Letter, Letter of Appointment of Goods and Services Provider (SPPBJ), and Implementation Guarantee b) Group II, contains: Signature of Contact, Letter of Command, Pre-Construction Meeting (PCM), SMM, SMK3. c) Group II, contains: Down Payment, Implementation and control of contract, SMK3, Provisional Hand Over (PHO), and Final Hand Over (FHO) 3. Concept of Contract Administration and Project Administration Contract Administration is defined as all commercial handling of a construction contract from the time the contract comes into force until the contract officially ends or is terminated midway (Gibreath, 1992). Contract Administration in a broad sense is the art of managing the visible and invisible aspects of a contract/activity. While Project Administration is work related to the project administration of a construction contract. Namely: Preparing guarantees, insurance, making progress reports, correspondence between service users and service providers. 4. Objectives, Functions, Duties and Responsibilities of Project Administration The purpose of Project Administration is to organize all non-technical aspects systematically, completely and accurately according to the provisions and so that the objectives of the contract are successful. a) The purpose of Project Administration is so that the project is commercially completed with good quality, cost and time according to the contract, and the Service Provider is entitled to receive payment for the results of his work along with changes and claims and other rights according to the provisions of the contract. b) The function of project administration is to drive the project, complete payments, take care of changes to work, claims and resolve disputes that may arise during the implementation of the contract c) The tasks and obligations of project administration are to implement all provisions in the contract that are not technical in nature, namely provisions or agreements that are legal in nature to be obeyed and implemented, both by Users and Service Providers, have a relationship with legal aspects. 5. Parties Involved in Construction Project Administration In order for a project to run well, other people or other parties are needed to run it, where there are several parties involved in project administration, namely: • Service User • Planning Consultant • Construction Management Consultant • Supervisory Consultant • Contractor • Sub Contractor • Quality Supervisor • Insurance Agent • Material and Equipment Supplier