Supervision Manual As Guidance For Supervisory Staff

By
1
2
3
Ir. Dr. Hasnul Mohamad Salleh , Kohilavaani Skumaran , Farahiza Kamran and Wan Nur Syazana Wan
4
Ahmad Bukhari

Keywords: Chief Resident Engineer, Contractor, Drawings, Engineer, Inspector, Maintenance,

Quality Control, Request for Inspection, Specification, Sub-Contractor, Supervision
Manual, Supervisory Staff, Technician

Abstract
This manual is designed to represent good engineering practices and guidance to all supervisory staff
during the construction of the project. The objectives of this manual are to ensure that the infrastructure to
be built shall meet Governments objective and accordance to Specifications, the product delivered
conforms to the highest engineering standards and is to the clients satisfaction as well as to ensure that in
the process of delivering the product, the environmental, safety and engineering standard meet the
requirement set by the relevant codes of practices. The inspection personnel must ensure that all material
and workmanship are in accordance with the Specifications and the acceptable good practice, the quality
control testing of material is at an acceptable level of workmanship and all works are to be in accordance
with the level, alignment, dimension and cross-sections as specified in construction drawings and
Specifications. During site supervision, personal diaries are to be completed daily by all staff and daily
reports shall be completed not later than the following day. This paper focuses on the inspections to be
carried out by supervisory staffs for various types of works involved. Supervisory staffs shall also carry out
quality control testing in accordance to the testing standards such as The Malaysian Standards, British
Standards, ASTM: The American Society for Testing and Materials and API American Petroleum Institute
and follow the quality control guides strictly.

1.0

Introduction

1.1

The Reasons for the Supervision Manual

This supervision manual is designed to represent good engineering practices and

guidance to all supervisory staff during the construction of the project. It is intended
principally for the use of Inspectors and Technicians. However, Engineers should

Director General, Water Supply Department, KeTTHA

Civil Engineer, Water Supply Department, KeTTHA
3
Pakej Rangsangan Ekonomi (PRE) Officer, Water Supply Department, KeTTHA
4
Pakej Rangsangan Ekonomi (PRE) Officer, Water Supply Department, KeTTHA
2

Page 1/20

acquaint themselves with its contents and ensure that Inspectors and Technicians work
according to it. It will not be possible to cover every aspect of the construction and this
manual is not intended to be a complete guide. If you are in doubt about anything, do
not keep quite about it. Ask someone. Everyone from the Engineer down to your fellow
peers will give you the benefit of his experience.
This manual can be used a guidance only and it is not to be read as taking
precedence over the Specification. Always bear in mind that until a particular aspect of
any work is complete, you cannot be certain that the Contractor will not comply or has
not complied with the Specifications in respect of workmanship and materials. You must
draw the Contractors attention to any non-compliance with the Specifications and
report to your Engineer at the same time. The Engineer will decide on the next line of
action. Most Contractors will welcome constructive criticism and suggestions. However,
take note that advice could sometimes be interpreted to be an instruction.
If you certain that materials for the permanent works do not comply with the
Specification, inform the Contractor and contact your Engineer if the Contractor is
reluctant to take corrective action. If you discover that the materials do not comply with
the Specifications, request the laboratory staff to check them and make sure that your
Engineer is informed of the test results.

2.0

Inspection Requirement

2.1

General
In general, the inspection personnel must ensure that each of the following items

is adhered to:
i)

That all material and workmanship are in accordance with the Specifications
and the acceptable good practice;

Page 2/20

ii)

The quality control testing of material is at an acceptable level of

workmanship; and

iii)

That all works are to be in accordance with the level, alignment, dimension,
and cross-sections as specified in construction drawings and Specifications.

3.0

Administration

3.1

General
Hours of work will generally be defined by the Engineer under whom you are

working. Your particular duties will be allocated by the Engineer. Time sheets must be
filled in at the appropriate time and signed by the Engineer.
3.2

Personal Diaries
These are to be completed daily by all staff to record events pertaining to the

progress of the works and in particular with regard to their own involvement in these
events, whether by observation or direct action. Items to be recorded shall include:
i)

Work carried out by the diarist, i.e. site supervision, level checking, etc;

ii)

Work carried out by the Contractor with reference also to events of note,
e.g. commencement of earthworks, bridge works, piling, etc;

iii)

Instructions given to the Contractor and any other conversations with the
Contractors representatives;

iv)

Inspections made, any decisions given, to whom, and when;

v)

Conservations and agreement with other parties e.g. land owners, local
authorities and public utility representatives;

vi)

Contractors Constructional Plant on Site, type and location, and whether

working, standing or in disrepair; and

vii)

Operations being carried out with respect to plant and labour, and any
general comment on the suitability of these to the tasks in hand. It shall be
Page 3/20

noted that for certain operation, there is to be a specific works progress

record attached to the daily reports as described below.

The diary will be supplied by the Chief Resident Engineers/Resident Engineers

office and if you have not been supplied with one, you shall ask for it.
3.3

Daily Reports
This shall be completed not later than the following day and shall be as complete

as possible and shall include the following:

i)

The reservoir and pipeline identities shall be shown. In the case of

earthworks, the locations of both cut and fill shall be stated. For pipelaying
works, the start and finish chainage must be shown;

ii)

For the purpose of identification, a rough sketch shall be included;

iii)

A complete list of the Contractors labour and plant shall be included. Where
work is being carried out on day works, the details on names and job
positions (e.g. lorry driver, crane operator, etc.) are essential together with
their hours of work;

iv)

A complete list of the plant being used shall be included. Working hours
shall be stated and also if any plant is standing or broken down. Again, if
the work is being done on day works plant, identification numbers shall be
included;

v)

Where work is being carried out on a day work basis, materials shall also be
stated;

vi)

vii)

A description of works being carried out shall be included. Examples are;

a)

Concrete Base of Reservoir Panel 1;

b)

Laying of 600mm from CH 100mm CH 110mm; and

c)

Laying sub-base.

A statement on weather shall be included. Examples are;

a)

Fine all day;

Page 4/20

b)

Heavy shower 10.30 11.15 am; and

c)

No work rain all day.

viii) The report shall note any difficulties that were encountered and how they
were overcame; and
ix)

The names of all visitors to the site shall be included.

3.3.1 Typically, daily reports shall include where appropriate to the writer:
i)

Topsoil strip location and depth;

ii)

Earthmoving operation, location, haul distances, material, plant and

outputs, weather, material classification, suitability and compaction records
(nothing reference to moisture contents, also hardness of materials and
strata levels with reference to rock claims, e.g. use of rippers or pneumatic
plant);

iii)

Soft sport locations, dimensions, material above and below;

iv)

Drainage type, chainage, amendments (if any);

v)

Sub-base location, state of formation at time of instruction;

vi)

Pavement construction location, weather, materials being laid, layer depth

and extra depths, air and material temperature;

vii)

Reservoir works progress daily record for each structure of labour, plant
and constructions, reinforcement, etc;

viii) Pipe laying route, pipe diameter, chainage, length laid, sand filling,
concrete surround, road crossing, obstruction, etc;
ix)

Concrete pour weather, quantity and grade, test cube taken (if any),
curing; and

x)

Top soiling and turfing location, weather.

3.3.2 Inspectors are to append to their daily reports their retained copies of all relevant
forms issued such as Request for Inspection.

Page 5/20

4.0

Items of Works and Inspections to be Carried Out

In carrying out the supervision of reservoir construction, access road, booster

station and pipe laying works, various types of works will be involved. Supervisory staffs
are required to carry out their duties through the following controls.
4.1

Site Clearing for Reservoir Site Access Road

Site boundary or L.A boundary and ground level shall be established first and

shall be verified by a licensed surveyor prior to commencement of site clearance,

grubbing and bush trimmings. All TBM and other offset points shall be established and
well preserved.
4.2

Stripping of Topsoil
Prior to stripping of topsoil, joint survey for spot level shall be carried out. Topsoil

can be stockpiling for future use, or dispose off at Contractors disposal site. To check
all requirements or permit by various Departments such as Pejabat Tanah, PTG and
other are complying.

4.3

Excavation for Reservoir Site

To carry out inspection and spot checks on level and to carry out part time

inspection for all phases of works.

4.4

Excavation and Filling for Access Road

i)

To carry out inspection on the excavation. Remove all unsuitable material;

ii)

To carry out compaction test;

iii)

To ensure all work in accordance to the drawing; and

iv)

To carry out full time inspection for all phases of works.

Page 6/20

4.5

Access road - Laying of Sub-base, Road Base, Binder and Wearing Course
i)

To carry out initial inspection of work area; and

ii)

To inspect material and full time inspection of all phases of works including
carrying out the final inspection.

4.6

Construction of Reservoir-Excavation
i)

To check the formation level is correct, spot checks as works in progress

(hardcore, level, formwork, orientation of pipeworks, size and spacing of
reinforcement, etc.); and

ii)

To carry out inspection on materials such as aggregate, sand,

reinforcement, formwork, etc.

4.7

4.8

4.9

Full Time Supervision during Concreting

i)

To supervise on preparation of test cube and witness testing; and

ii)

To carry out spot check on the curing of concrete.

Pipe Supply
i)

To check whether manufacturer is approved by SPAN/IKRAM/SIRIM;

ii)

To arrange factory visit; and

iii)

To carry out inspection at factory during casting of pipe.

On Shore Pipe Laying

i)

To carry out inspection on pipe delivered to site. Safety precaution

(adequate warning signboard, flagman, etc); and

ii)

To carry out full time inspection of all phases of works including final
inspection. To check all levels are correct.
Page 7/20

5.0

General

5.1

Setting Out
i)

The responsibility for setting out the works is the Contractors. The Engineer
with the assistance of the Inspector of Works will check that the
Contractors setting out is correct;

ii)

Before the Contractor starts any aspect of the works, make sure that the
Engineer is notified. To assist with the detailed setting out, reference
stations will be established. Check these occasionally to see that they have
not been damaged. If there is suspected damage, notify the Contractor
immediately as well as the Engineer;

iii)

Always check that you and the Contractor are working to the latest edition
of the drawings. A register of drawings is kept by the Site Clerk or another
in the Engineers site office;

iv)

Where simple checks from the reference points can be done, these shall be
carried out by the Engineer, Inspectors of Works and Technicians; and

v)

The setting out of the works, inclusive of cross-section surveys and pegging
shall be carried out intervals of not greater than those specified.

5.2

Quality of Materials & Testing

i)

The job can only be as good as the materials that are used. Substandard
materials will give a substandard job. The responsibility for testing for
acceptance is generally that of the Engineer (soil and materials). You
should see that materials that have deteriorated are not used e.g. concrete
that has been mixed too long or rebar that has mill scale or excessive rust;
and

ii)

Report to the Engineer any new material that the Contractor brings to Site
including a change in fill material in the earthworks.

Page 8/20

5.3

Construction Plant and Labour

i)

The end product of the job will depend very largely on the performance of
the Constructional Plant and labour. Check particularly that vibrating
equipment, rollers, concrete vibrators, etc. are functioning correctly. If not,
advise the Contractor and inform your Chief Resident Engineer or Resident
Engineer whichever is applicable.

5.4

Information from the Contractor

i)

It is important to know in advance what work the Contractor intends to carry

out. Official programmes information will be supplied by the Contractor and
your Chief Resident Engineer/Resident Engineer should let you know what
is planned for your part of the works. Try to think ahead and request
information from the Contractor on such things as times of concrete pours
so that shuttering and reinforcement can be finally approved or whether
temporary works i.e. stream diversions are needed.

ii)

If you are not certain how any particular aspect is going to be carried out,
ask both the Contractor and your Engineer.

5.5

Inspection and Approval

i)

The Contractor shall obtain approval to commence any aspect of the Works
and to obtain approval upon completion. You must not unnecessarily delay
the Contractor as this can give rise to a claim and needless expenditure.
Check each stage of the work as it proceeds and correct any errors as they
appear. A final inspection shall be made when the Contractor says that he
is ready to proceed to the next stage. It is not to the benefit of the project for
an Inspector or Technician to leave his comments on work until the
Contractor has completed it. Comments shall be made as work is being
done;
Page 9/20

ii)

On large concreting operations, do not delay giving the Contractor approval

to start if there are minor errors that are being worked on and will not be
covered with concrete for some time;

iii)

If testing is required, notify the Engineer (soil and materials) in advance;

and

iv)
5.6

The system of Request for Inspection forms is to be used.

Location of Existing Services

i)

Before the Contractor begins excavation for foundations below existing

ground, particularly adjacent to existing roads, check that underground
services such as water, electric and telephone are not liable to damage;

ii)

Drawings will indicate where services are but they shall be exposed by pilot
trenches prior to any excavation. If in doubt, inform the Contractor who will
contact the concerned service authority if necessary. You should also
inform the Engineer who will check that the Contractor has contacted the
concerned service authority; and

iii)

6.0

The same applies to heavy plant crossing of road, public or private.

Quality Control Standards

The quality control testing is to be carried out in accordance to the following

testing standards:
i)

The Malaysian Standards;

ii)

The British Standards;

iii)

ASTM: The American Society for Testing and Materials; and

iv)

API American Petroleum Institute.

Page 10/20

6.1

Existing Roads and Temporary Diversions

i)

The Contractor is obliged not to interfere with or damage roads or make use
of them without the permission of the Road Authority. Any breach of this
shall be reported in details, giving times, names, if possible and vehicle
types and registration numbers. Where a temporary diversion is needed, it
is the responsibility of the Contractor to obtain necessary Authoritys
approval to the alignment and the type of construction and get the Road
Authoritys permission to open any diversion;

ii)

Check all diversion and plant crossings to see that they are clean and do
not have potholes;

iii)

Check that signage are as approved and well maintained; and

iv)

At plant crossing, check that the Contractors safety precautions are

adequate.

6.2

Measurement Records
i)

Generally if the works are in accordance with the drawings, no

measurement records need to be kept. However, if any part of the works is
varied, then a record of the concerned work will be required;

ii)

The Engineer will inform you of the necessity to keep records and these
must be agreed with the Contractor and signed by him. Ensure that the
records are in the format required by the Engineer and are sent to him. For
record, keep a copy in your office; and

iii)

Occasionally, the Contractor will feet that he is entitled to extra payment

that has not been instructed as such. The Contractor may ask you to agree
records of time worked of materials used for this work. If you consider that
the records he presents to you are a fair representation of the work done,
you should sign it and add the words FOR RECORD PURPOSES ONLY.

Page 11/20

6.3

Communication with the Contractor

i)

You must always be aware of the identity of your counterpart within the
Contractors organisation. He will be your main point of communication with
the Contractor. If you are unable to identify this person, you must bring this
to the attention of your Engineer who will make the necessary enquiries with
the Contractor;

ii)

Instructions shall only be given to the Contractor on matters where the work
contravenes the Specification;

iii)

On methods of working, you can only advise or comment. Discuss matters

freely with your counterpart from the Contractor; and

iv)

Do not, except in an informal way, instruct sub-contractors representatives.

Any instruction regarding a sub-contractor shall always be given to the
Contractor. The reason for this is that the Contract is between Employer
and the Contractor.

6.4

Use of the Specification

i)

Do not try to remember the Specification. Get a photocopy of the part that
is relevant to your present duties and carry it with you. If in doubt, refer to
your Engineer.

6.5

Progress
i)

Draw to the attention of your Engineer any aspect of the work that seems to
be slow so that he may take it up at a higher lever. Try to find out the
reasons at your level.

Page 12/20

6.6

Safety on Site
i)

If you notice anything on site that you consider to be unsafe, bring it to the
attention of the Contractor and your Engineer; and

ii)

Examples of the type of things to look for are:

a)

A ladder that has broken rungs or is not properly secured at the top;

b)

An excavation near a public access that is not properly barricaded or

adequately lit at night;

c)

Mechanical defect in Construction Plant. This particularly applies to

any vehicle supplied by the Contractor in which you travel. Remember
its your life that is in danger;

7.0

d)

Weak scaffolding; and

e)

Inadequate support for excavation sites.

Quality Control Methods

The following are the quality control guides that are to be strictly followed:

7.1

Compaction Control of Earth Materials and Aggregates:

i)

Samples of materials to be compacted are taken from the work area

immediately prior to compaction and tests are to be carried out in
accordance with BS 1377 Compaction Test with a 4.5 kg. Hammer method;

ii)

After compaction of earthworks, field density test using sand replacement

method or methods stipulated in conditions of contract are to be carried out;

iii)

Compaction test are to be carried out in advance of compaction operations;

and

iv)

As a general rule, one compaction test is to be carried out for every 2 to 4

field density test of variable materials, and for every 5 to 8 field density test
for relatively uniform materials.

Page 13/20

7.1.1 Frequencies of field density tests are to be as follows:

i)

Earth embankment: 1 test per 500 metre square for each layer of
compacted material;

ii)

Top 300 mm of sub grade lower sub base: 1 test per 300 metre square for
each layer of compacted material;

iii)

Gravel surface sub base: 1 test per 200 metre square for each layer of
compacted material;

iv)

Crushed aggregate road base: 1 test per 150 metre square for each layer of
compacted material;

v)

Shoulders (earth/gravel): 1 test per 150 metre square for each layer of
compacted material;

vi)

Granular bedding for culverts and pipes: 1 test per 25 metre length of
culvert pipe;

vii)

Granular bedding for other structure: 1 metre per layer per 25m length of
structure, or per footing, or per 200 metre square of foundation slab;

viii) Backfill for structure: 2 test per layer per structure for each 25m length of
structure; and
ix)
7.2

Backfill for subsoil drain: 1 test per layer per 50 metre length of trench.

Earthwork and Flexible Pavement Materials

i)

Determine Atterberg limits, swelling or shrinkage characteristics and content

of organic materials in soils that are unsuitable for embankment material;

ii)

Determine plasticity index and gradation analysis of material proposed for

granular fill, bedding, drainage blanket, porous/granular backfill to
structures, aggregates, aggregate filters/drains, etc;

iii)

Atterberg limit, plasticity index and gradation analysis, BS 1377 Compaction

Test, CBR test (soak CBR) are to be carried out on fill materials used for
lower sub base, and top 300mm of sub grade of road embankment;

Page 14/20

iv)

Testing of earth shoulders are to be carried out in same manner as for

lower sub base;

v)

For gravel shoulders, gravel surfacing, sub base and crushed aggregate,
road base test for every 750 cubic metres of materials are to be carried out;
and

vi)

a)

Atterberg limit and plasticity index;

b)

Gradation analysis;

c)

B.S 1377 Compaction Test;

d)

Soak CBR test;

e)

Determination of flakiness index; and

f)

Determination of percent of particles in fractured face.

Order test deemed appropriate but not limited to sodium soundness test
and aggregate crushing value test.

7.3

Control of Concrete and Structures

i)

Concrete Aggregates:
a)

Aggregates shall not contain alkali reactive silica. Routine test are to
be carried out at the following frequencies;

Gradation test: 1 per stockpile per 100 tons of aggregate;

Specific gravity and absorption test: 1 test per stockpile per 1,000
tons of aggregates;

Particle shape test, e.g. flakiness index, % elongated: 1 test per

stockpile per 1,000 tons of aggregates (for coarse aggregate);

Determination of clay and silt content: 1 test per stockpile per

1,000 tons of aggregate; and

Organic impurities: 1 test per stockpile per 1,000 tons of

aggregate. (for fine aggregate)

b)

Other tests to be carried out include; and

Sodium sulphate soundness test for coarse and fine aggregates;

Page 15/20

c)

Aggregate crushing value test;

Determination of chloride content; and

Determination of sulphate content.

In the case of marine aggregates for both fine and coarse aggregates,
test for chloride content must be regularly carried out. The test is
carried out using manufactured titrator strips. A frequency of 1 test per
100 tons of aggregate stockpile or 2 tests per batch or material source
is recommended.

ii)

Water for Concrete

a)

Whenever water quality for concrete manufacture is doubtful, analyses

are to be carried out to test for excessive acidity or alkalinity, sulphate
content, and chloride content;

b)

Chemical analyses are to be sent to the chemical laboratory, while

samples to determine their effects on mortar setting time and
compressive strength are to be sent to the approved laboratory; and

c)

About 10 litres of water are needed for mortar setting time and
compressive strength test and 5 litres are required for chemical test.

iii)

Concrete
a)

1 batch of each concrete class or type shall be sample. Each sample

are tested for workability by slump test, 3 standard comprehensive
strength test cube and 1 for testing at 7 days and 2 for testing at 28
days; and

b)

Slump tests shall be carried out regularly during the production of

concrete.

Page 16/20

iv)

Pre-cast Concrete Culvert Pipes

a)

Reinforced Concrete Pipes (RCP) sections that are cast on site are
subject to inspection and testing of materials and workmanship.
Samples are to be loaded to determine 28 days strength after casting,
as well as to test for compliance with load bearing Specifications;

b)

Sampling at 5% of pipe sections of each class of size of pipe

fabricated are to be tested at cracking loads, while at least 2% of RCP
pipe sections shall be load tested to failure, i.e. ultimate strength test;
and

c)

Load tests are to be carried out at the site or at concrete product

factory with the suitable test equipment to facilitate testing.

8.0

Maintenance

8.1

Completion Certificate
i)

A certificate of Completion either for the whole of the works or part of the
works is issued when the works can be safety taken over for used by the
owner;

ii)

This may not mean that all works are fully complete, but are in a state of
practical completion to enable the owner to occupy and use the same;

iii)

When the certificate is issued, the Engineer has to issue to the Contractor a
list of all outstanding incomplete or defective works; and
a)

It will normally be the responsibility of each Engineer to compile the list

of defects and omissions that are found. Normally he will be assisted
in this by the Inspectors;

b)

The Contractor will complete these works and any other omissions
and defects that are found during the Maintenance Period;

Page 17/20

c)

On completion of all of these outstanding items and at the end of the

Maintenance Period, a Certificate of Making Good Defects is issued
which signifies that the Contractors obligations are completed; and

d)

These items only refer to omissions and defects. Fair wear and tear,
and accident damage during the Maintenance Period is not part of the
Contractors obligations.

iv)

Detail instructions on the above will be prepared by the Engineer and

issued at the appropriate time.

9.0

Caution
i)

Familiarise yourself with the relevant parts of the Specifications and

Drawings; and

ii)

Ascertain the line of command.

a)

Do not exceed your powers;

b)

Do not order any works that will delay the Contractor or result in
increase in the cost of the works WITHOUT THE PRIOR APPROVAL
OF THE APPROPRIATE AUTHORITY;

c)

Ensure that the Contractor adopts safety measures to prevent site

accidents; and

d)

10.0

When in doubt, ask your immediate superior.

Quality Control of Manufactured Materials

i)

Generally, manufacturers certificates are required to guarantee the quality

of materials. In such cases, tests are done for the following:
a)

Physical measurements of weights, density and dimensions;

b)

Physical measurements of protective coatings;

c)

Compressive strength tests;

d)

Tensile strength tests;

e)

Setting or curing;
Page 18/20

ii)

f)

Hardening time tests;

g)

Flow rate test;

h)

Penetration tests, etc.;

i)

Radiography test on welding;

j)

Pressure test; and

k)

Leakage test.

List of manufactured materials where tests are to be carried out include but
not limited to: and
a)

Mild Steel (MS) Pipe, Ductile Iron (DI) Pipe, High Density Polyethylene
(HDPE) etc per Specifications;

iii)

b)

Valves;

c)

Bitumen and bituminous materials;

d)

Cements;

e)

Corrugated metal pipes;

f)

Guardrails;

g)

Materials for road markings;

h)

Road signs, etc.; and

i)

Switchboard.

Materials where qualities are suspected for non-reliance, a more rigorous

testing are to be carried out. Materials in this category include:
a)

Penetration graded bitumens;

b)

Cut-back bitumens;

c)

Bitumen emulsions;

d)

Cements;

e)

Manufactured structural elements, and fittings;

f)

Welding materials;

g)

Corrugated metal culvert pipes;

h)

Clay and plastic pipes for drains;

i)

Water stop;
Page 19/20

j)

Guardrails;

k)

Gabions cages;

l)

Paints;

m)

Geotextile;

n)

Fabrics filter materials;

o)

Thermoplastic materials for road markings;

p)

Joint fillers;

q)

Waterproofing and damp-proof materials; and

r)

Bricks, etc.

Reference:
1.

Jabatan Bekalan Air Kementerian Tenaga, Air dan Komunikasi. Site Supervision
Manual, January 2008.

For further information on this paper and permission to use material contained in this
paper, request could be made via http://www.jba.gov.my. ALL COPY RIGHT IS
PROTECTED. Content of this paper protected under copy right shall not be reprinted or
used in whatsoever form without written consent from the authors.

Page 20/20