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<br />Documentation of Project <br /> <br />Documentation of project is one of the most important aspects of an emergency response project. The ability to <br />recall specifics of a project helps AMX in many ways. For example client disputes pertaining to charges for <br />equipment or services can be easily reconciled through good documentation. Timely report generation is made <br />easier with accurate paperwork and field notes. The ability to be paid in a timely manner from customers is always <br />made easier with proper signatures and field notes. This area has always been one of the most neglected parts of the <br />response business. All paperwork for a project needs to be placed in ajob file for reference. The following is a list <br />ofthe mandatory paperwork that needs to be prepared to ensure AMX maintains a professional standard. <br /> <br />A. Contracts- There is various contracts used in our business, but the most common is the <br />ENVIRONMENTAL SERVICE CONTRACT. This contract is used primarily in the emergency <br />response business. Every client we do business with needs to have a contract in place prior to the start <br />of any work. A few AMX personnel can only authorize non-amended contracts; corporate legal, <br />corporate officers, project service line managers, and project managers. Amended contracts must be <br />approved by corporate legal department. New client contracts must be processed through our credit <br />approval office to ensure client is able to pay for services. AMX cannot afford to overlook this process <br />of contracts and credit approval. [See Table 1 for list of approved signatures] <br />B. Work Orders- Work orders help AMX in rectifYing payment problems by providing a signed scope of <br />work with terms and conditions. This paperwork is in addition to the contract and spells out what is to <br />be done and must be signed by the client. A work order never takes the place of a contract. <br />C. Time, Equipment, and Material Sheets- This paperwork is very important to AMX, because all <br />invoices are generated from information contained in this paperwork. It is very important to accurately <br />document all equipment, materials and time dedicated to a project on this paperwork. A representive <br />of the customer needs to sign this paperwork. (I.e. Truck drivers, client, insurance agent of client, etc.) <br />]f no representive of the client is present a third party signature with the statement (Witness of work) <br />needs to be obtained. Once the ability to fax or visit the client is available the daily needs to be signed <br />by the client. <br />D. Field Notes- Field notes need to be accurate and detailed. These notes help in providing a time line of <br />actions and changes in the process of any project. The ability to know exactly what was done; time of <br />event and authorization of equipment and materials helps AMX dispute claims and helps in report <br />writing. It is the responsibility of every foreman to keep accurate and detailed job notes. On large- <br />scale projects it may be necessary to assign a person to this task. If possible get a signature next to any <br />changes in equipment, personnel or other substantial change of events in the project or at least a <br />signature on the bottom of each page of notes. This attention to detail will help AMX maintain a <br />professional relationship with clients and help in any disputes. <br />E. RFP- Request for Proposals are very important in obtaining job numbers, invoicing and revenue <br />tracking. This paperwork contains information on billing addresses, client contacts, phone numbers <br />and project type. In order to receive a job number this form must be completed. <br />F. Purchase Orders- Purchase orders are required for all equipment rentals or equipment purchased on a <br />project. These numbers can be obtained from each offices business manager. Vendor name, phone <br />number, fax number, amount of purchase, and job number must be made available before a purchase <br />order number can be issued. <br />G. Photo Documentation- This method of documentation is probably one of the best tools AMX has in <br />settling disputes of service. Photos of emergency responses help clients to understand the situation that <br />specific equipment was needed or additional personnel were required. If at all possible take photos <br />from all sides of the incident. If buildings are present get them in the background to lend to a sense of <br />direction. ]f vehicles are involved be sure to get photos of license plates, truck numbers, trailer <br />numbers and cargo. Take photos of progress of project and document in the field notes what the photo <br />was taken of and time of photo. Photos must be included in the report. <br />H. Site Safety Plans- Site safety plans document the safety procedures for projects. This document is <br />critical because it outlines PPE, safety equipment and special safety procedures used in accordance <br />with OSHA. If any incident were to occur this document states nearest hospital, fire department and <br />emergency medical services and there respective phone numbers. Site safety plans must be completed <br />and signed prior to the start of any job. <br /> <br />35 <br />