The official Resident Engineer's Diary is the typed original. This copy is retained by the Resident Engineer for attachment to the Final Estimate, along with another copy retained for the Resident Engineer’s records. In addition, copies are submitted WEEKLY to the Construction Engineer and the District Engineer NO LATER THAN TEN DAYS
FOLLOWING THE WEEK REPRESENTED. The Resident Engineer will SIGN EACH PAGE of the typed Diary.
completed Diary is the Resident Engineer's report and the Resident is fully responsible for the data recorded in it. A signature stamp may be used Only on the copies; NEVER on the original!
Always remember the Diary and its supporting documents are invaluable in case of an audit of the project records and in case of claims filed by the Contractor. The entries should be complete enough to give a clear picture of conditions and events to a reviewer who is not familiar with the project. The diary must be clear and concise and exclude irrelevant detail. Figure 108-9 is a sample format of a diary for a project on which time is assessed on the basis of working days and Figure 108-10 is a sample format of a diary for a project on which time is assessed on the basis of a Fixed Completion Date.
(c) Common Issues for SiteManager Diary & DWR / Resident Engineer’s Diary. When the Resident Engineer determines that the job is substantially complete, the following notation shall be made in the SiteManager DWR or Resident’s Diary: "JOB SUBSTANTIALLY COMPLETED THIS DATE. TIME CHARGES STOPPED." In addition, the RE or Office Technician must enter this date in the Critical Dates field of the Contract window of the Contract Records function in SiteManager. (From the Main Panel, go to Contract Administration, Contract Records, Contracts, and then the Critical Dates folder tab).
After that date, no further time charges will be made under normal circumstances. The SiteManager DWR or Resident’s Diary shall be maintained until final acceptance and submitted weekly. When no work is performed on a project during a weekly period after it has been considered "Substantially Complete", only one DWR or diary entry stating this is required. When work is performed on a project or there is some other occurrence worthy of noting during a weekly period after it has been considered "Substantially Complete", a Daily Work Reports or daily diary entries are required.
All SiteManager DWR or Resident’s Diary Entries for a project
following the determination that it has contain the notation: "No time charged,
been considered "Substantially Complete" job substantially completed on (date) ".
On signalization projects, daily entries shall be made through the end of the 30 day performance test period. After satisfactory completion of this 30 day performance test period, no weekly entries will be required for the 6 month warranty period unless significant events occur; in such cases, daily entries should be made. A note similar to the sample shown in Figure 108-11 must be shown on the SiteManager DWR or Resident’s daily diary entry for the last day of the 30 day performance test. On projects under a full suspension, only weekly entries (with weekly distribution) are required unless significant events occur. On all other projects, daily entries are required through the date of final acceptance.