No. T/26/1340, dated 16-6-1966.There is no regular system of preparing completion reports of projects indicating when deviations have taken place from the original project reports and of recording the reasons which led to the deviations nor there is a record of the difficulties of all types which confronted the project during the execution and the remedial measures taken to meet them. In the absence of such a report no guidance is available for meeting such difficulties in similar subsequent projects. Such a system is to be adopted and the completion reports be sent by the concerned Divisional offices to their Superintending Engineer and the Chief Engineer.In this connection it has been noticed that the divisions do not maintain a proper record of the deviations made during the construction period in the original project estimate or the reasons due to which the deviations have become necessary. No records is also kept of the difficulties encounted during the construction of important, works and the remedial steps taken to solve them. These records are very necessary for exercising a proper control over execution of the work and can be great help when any remedelling or special reports to these work has got to be undertaken or when some similar works are taken up at a later date. It is hereby enjoined upon all concerned to keep a proper record of the work done. The measurement of the work should be recorded in such a manner as to preparation of detailed completion drawings in due course. All the relevant latest stratas and width etc. should be recorded in the measurement books and for complicated structures, necessary sketches should also be drawn in the measurement book. All such important entries which cannot be checked after the Assistant. Engineers himself. The Executive Engineer should also check a part of these items of the work which are liable to get covered up. The construction staff should also prepare monthly progress drawings of the works under execution on which references of measurement books, brief specifications of the works and the cases of execution should be entered from time to time. The Executive Engineer, should ensure safe custody of such drawings in the name manner that of a measurement book, whenever deviation have to be made from the sanctioned proposal the reference of the order of the competent authority should be recorded in the measurement book as well as on the drawing. The Superintending Engineer, should during their inspection examine these progress drawings and ensure that these instructions are faithfully complied with.The revised estimate should in future details of completion drawings of all works proposed on the basis of measurement books as well as the progress drawings mentioned above.The Ex. Engineers and A. En. should maintain a detailed account of the difficulties encountered by them during the construction of the works and the measures that were taken by them to solve these difficulties. The spudg. Engineer should bring to the notice of the Chief Engineer, derails of some important difficulties encountered or of successful measures adopted for solving them, which in his opinion deserve to be made widely known. The Jr. Offices should be encouraged to write technical report regarding various works being under taken by them.
