Construction Supervisor Best Practices Training

Construction Supervisor Best

Practices TrainingNCALL Research,

Updated March 2009

05/03/23 Free PowerPoint Template from www.brainybetty.com 2

Throughout this slide presentation, NCALL’s recommended “best

practices” will be notated with a *BP.

General Overview


• The Construction Supervisor is an integral part of a successful housing agency’s self-help program

• *BP To be successful, they need to know:– How the RD Self-Help Program works– How their organization operates this

program– The concepts and practices of construction

management– How they will assist the program


• Construction Supervisor’s role in the program– Assists participants in the construction

of their homes (Both technical assistance and training)

– Many aspects are difficult– The following training and information

will help

Staffing a Self-Help Agency


• Many factors determine staffing patterns– Size and nature of organization

• Typically a minimum staff of 4 for small or new organizations– Executive Director / Project / Housing

Director• Runs the agency• Administers the SH Program• Hires and supervises the staff


– Group Coordinator• Directs the agency’s recruitment• Screens applicants for interest and eligibility• Prepares loan dockets for RD• Coordinate pre-construction meetings• SHARES reporting

– Bookkeeper• General secretarial duties (in a small office)• Handles the Section 523 grant funds• Maintains family 502 loan accounts• Bill paying, maintains financial books,

prepares financial reports• SHARES Reporting


– Construction Supervisor• Responsible for training and guiding the

participants (does not build homes for them)• Assists in site selection process• Assists during pre-construction family meetings• Prepares accurate cost estimates• Develops contracts for subcontractors and

suppliers• Maintains field records and accounts• Trains group in construction methods• Supervises project and keeps it on schedule

General Program Expectations


• *BP Good communication and a good relationship with Rural Development are vital to success

• It is important to know what to expect


What Rural Development Expects

• Agency performance measured by 4 factors:– Number of homes built– TA cost per unit– Amount of family labor contribution– Percentage of VLI participants

• Measured by grant application goals• Other important factors

– Maintaining accurate financial records– Operating within RD guidelines– Maintain good level of recruiting– Building activity– Successful screening of applicants– Good, clear communications


What the SH Agency Should Expect from RD

• SH program very workable, includes:– Administration grants (523)– Affordable construction and mortgage

loans (502) – T&MA Contractors– RD offices for convenience and

assistance• Ongoing assistance from RD and the

T&MA Contractor


Roles and Roles and Responsibilities of the Responsibilities of the

Construction SupervisorConstruction Supervisor


• Construction Supervisor one of the most important positions

• Professionalism of CS can be directly tied to timeliness of program

• Must be skilled in:– Construction methods– Terminology– Materials– Applications of those materials

• Must be knowledgeable of:– Codes– Regulations– Building requirements of RD


• Must be a good:– Teacher– Inspector– Supervisor– Counselor– Troubleshooter– Foreman


• Responsible for:– Assuring all homes built according to

plans and specs– Preparing accurate cost estimates– Developing contracts for subcontractors

and suppliers– Coordinating all family labor and

subcontractor work– Maintaining construction progress

according to the Housing Development Plan

– Safety of all people on the job site


• *BP It is not the CS’s job to build the homes – but to train and supervise the participating families in building their own homes!!


• *BP Suggestions to accomplish all these tasks:1.Adjust your work schedule to times most

convenient for participants (usually evenings and weekends)

2.Keep friendly and productive working relationships between you and the group

3.Be fair and impartial in assigning jobs to participants

4.Keep detailed and accurate records of owner labor - very important in avoiding disputes

5.Make sure that material of the proper quality, quantity, and type are at job site when needed and work will not be delayed

6.Examine all materials as they are unloaded to assure the correct quantity, type, and quality of materials being delivered

Construction Management


Construction Specifications

• Specifications are necessary for many phases of the construction process – Site development – House plans – Material supply– Subcontractors

• The CS oversees or writes the construction specifications (RD Form 1924-2, Description of Materials)

• An engineer typically writes the site development specifications


• Definition of a good construction specification – Simple, clear and complete – The specs need to be concise– Specifications must be detailed enough to

explain the specific steps or materials


• *BP Take the following into consideration in order to develop a good specification– Who is going to do it?– What construction standard or code is used?– What materials or equivalents will be used?– What type and term of warranty is required?– Specific brand or model to be used as basis for

comparison– Describe the method of installation– Describe the specific quantity: sq.ft., cubic yards,

etc.– Describe the quality of product: size, style, model

number


• 5 specification types that the CS should understand– Technical

• General accepted standard for construction specs• Completely details the exact needs or conditions• Accounts for every detail

– Performance• Second most common• Describes the finished product in relation to a measurable

standard• Allows you to write about criteria without knowing the exact

method required to meet it– Reference

• Refers to a generally accepted standard• Should only be used as an adjunct to another specification• Calls out a testing standard, building code or trade association

recommendation

Specification TypesSpecification Types


– Brand name• Simple to write• Specifies a product to be used and its standards• Written to preserve the manufacturer’s guarantees• Easy to inspect for compliance

– Other proprietary specifications• Base bid

– Written with only one brand for each required construction material or equipment

– No substitutes allowed• Base bid with requested alternatives

– Same as base bid except that it requests alternative bids using predetermined, acceptable material or equipment

– Contractor or supplier must show the credit or additional cost that each additional item could cause


• Written – specs– Take precedence over blueprints– *BP Participants should initial each

page and sign last page • Graphic - blueprints

Two Types of Instructions for Building a Home


• This is the spec sheet that is to be used for this program

• Required for docket submission• *BP Make sure the form has been

reviewed and clarified with the house plan

Description of MaterialsDescription of Materials (Form RD (Form RD 1924-2)1924-2)


• Any structural, mechanical or material change to the original plans and specs considered a change (even if there is no cost involved)

• *BP DO NOT ALLOW ANY CHANGES!!• Homeowners can make changes after move-

in• *BP If a change is necessary, follow a process

to inform and have changes approved • Certain RD process must be followed and

forms must be used

Change OrdersChange Orders


• *BP The following is a step-by-step process that you may consider using to process a change order:– Construction Supervisor identifies change and

prepares a field change order– Change not performed until authorized by the SH

Program Manager– Program Manager will discuss, review and formalize

the request by filling out an RD Change Order Request Form

– PM contacts RD, discusses the change order and requests the change

– PM submits form to RD for their approval

House Plans


• Use standard plans • Offer variations of square

footage, bedrooms, bathrooms, and exterior style

• Small agencies may have to contract out the design of house plans or look in plan books

• Visit RD, ask to review current house plans

Standardize Plans


• There is a variety of places where you can obtain plans– Local RD office– T&MA contractor– Other self-help agencies– Building supply centers

• Sell plan books• Pick ones that will not need changes

– Local Architect• Very expensive and time consuming

Plan Availability


• House plans will vary in size and design• Each home should fit the definition of

modest housing• RD financed dwellings cannot exceed

the maximum dollar limitation established by RD

• No in-ground pools or structures designed for income-producing purposes

• Check with RD for guidance

House Plan Amenities


• Prices keep rising • Beware of copyright infringement• Plans must be certified• Reasonable costs

– Borrow or pay small fee to grantee near you– Check with NCALL for plans– Check with RD

• Higher costs– Building suppliers – affordable housing design

book– Local architect – may reduce price for the

program

House Plan Cost


Construction Estimating


• Estimating is an analysis of many items that contribute to the cost of a program

• Serves a variety of purposes• Can cause success or failure in program• Poor estimating can lead to:

– Participants loosing sweat equity– Participants being forced to seek a

supplemental mortgage• Every item should be accounted for• Primary responsibility of the grantee is

accurate and accountable disbursement of the 502 loan funds

Introduction


• Quick and easy methods are not very accurate and require experience and intuition– Quickest method – Rule-of-thumb– *BP These methods should NEVER be

used for Self-Help Housing

Other Estimating Procedures


• Requires detailed analysis• *BP Perform quantity take-offs

– List quantity of every item needed– Based on Description of Materials form– Should be compiled and summarized onto a cost

estimate summary form• This will include all subcontracted costs, lot costs,

permits, fees, and materials• *BP Strive for price guarantees from

subcontractors and suppliers• Make sure to use the most current codes

when considering material (check with RD)

Recommended Estimating Procedures


• Homes must be modest, decent, safe and sanitary

• Loans must not exceed the dollar limitation

• No in-ground pools or structures designed for income producing facilities

• Check with local RD office for guidance

Dwelling Requirements


• *BP Construction estimating should not be taken lightly! Take your time and accurately price the homes!


• Method by which participating families are organized into groups and utilize their own labor to lower the cost of the homes

• Participants have to meet 65% of labor contribution (listed in Exhibit B-2)

• Current regulation requires participants to do a “significant portion” of task to get credit

Mutual Concept


Recommended Acceptable and Unacceptable Activities on the

Job Site


• No children on job site• Follow a practical dress code• Limit or supervise friend and relative

visits• Sexual harassment and physical abuse

will not be tolerated• No lewd or inflammatory language• No alcohol or drugs allowed on the job

site• No one under the influence allowed on

job site

Recommended Acceptable and Recommended Acceptable and Unacceptable Activities on the Job Unacceptable Activities on the Job

SiteSite


Construction Safety

• Supervisor is first line of defense against injuries and accidents on the job

• *BP Train participants in tool and construction safety– Design safety training for participants

including:• Correct tool usage• Proper storage and maintenance


• *BP Discuss safety regularly– Based on stage of construction– Any problems that have been occurring– Reminders on proper use of tools

• *BP Routinely maintain first-aid supplies• *BP Check job site for debris and

hazards• *BP Develop safety checklist• Refer to Appendix for a sample safety

checklist


• *BP CS should develop safety guidelines and procedures that should be followed

• *BP Rehearse safety plan as part of pre-construction meetings

• CS should have knowledge of first-aid and emergency assistance– Many organizations train in first-aid, CPR

and safety in the workplace• American Red Cross, YWCA, YMCA

Safety Guidelines


Emergency Phone Numbers• CS and agency should maintain a list of

phone number in case of emergency• List must be readily accessible• CS list should be small – hospital and

ambulance• Agency list should be complete

– Children’s schools– Family doctor– Nearest relative– Family church

• Keep lists up to date• See Guide for sample phone list


Reporting an Accident• *BP Agency must develop clear instruction for

reporting an accident• Should be a requirement of the agency that

the CS have knowledge of basic first aid including:– Treating burns and cuts – Applying a tourniquet– Treating shock – Performing CPR – Treatment of venomous bites

• CS should have general knowledge of agency liability

• Example of an accident report can be found in the Construction Supervisor’s Guide Appendix


Inspectors


Working With Inspectors • Inspectors should be treated with courtesy and

respect • CS must encourage the group to respect the inspector • *BP Respect from you now may save you from

frustration and delay • When a building inspector arrives at the job site:

– Stop what you are doing – Be gracious in your greeting – explain what you are doing that day – Direct the inspector to the specific house or houses to be

inspected • *BP A job site should always be clear of debris and

hazards, especially during an inspection • CS should accompany the inspector while the

inspection is in progress


How to Prepare for the Inspection

• Have the phase to be inspected completed and ready

• Confirm the inspection time and date • Have all the necessary forms completed,

signed and available• Ask for the inspector’s name so that you

can address him/her personally• Have the job site clear of debris


Local Inspections • Generally, construction will be inspected by the

local city and county building inspector – Sometimes a separate state and Federal inspection may

be required – Fire, school and utility districts, county engineers and

other special districts may require additional inspections • Inspections performed in a specific order• Determines whether house location and

construction are in compliance with local codes and ordinances

• *BP To avoid unnecessary delays, meet the local building inspector before a construction project begins


Rural Development Construction Inspections

• RD inspections observe the project’s progress and insures RD staff that the project:– Is built according to the approved plans– Is progressing on schedule – Will pass final RD inspection– They are ensuring that their investment is

secure• *BP Never allow an RD inspection to occur

without the presence of the CS or another representative of the agency on site– This is absolutely essential to maintain control

of the group


Maintain a Good Relationship with Rural Development


• CS must maintain and promote good relations with RD officials in the field

• Complaints with a RD official must be taken through proper channels

• *BP Under no circumstances should the CS step into a potential volatile situation with RD


*BP CS Rules of Professional Behavior • Know the Self-Help program procedures • Do not complain about RD procedures• Never criticize RD in front of the group • Never harass RD• Never lose your temper with a group

member• Direct all complaints through the Self-Help

agency • Document and report any problems • *BP The project’s success depends on your

tact and good sense every day, especially in a crisis


• Project’s supervision requires attention to detail and timing

• CS may assist in and direct the following tasks:– Maintaining records of family labor contributions

and commitments – Project scheduling, charts and checklists– Material takeoffs and cost estimates– Bids and contracts for material and subcontracted

services – Preparing purchase orders and ordering materials – Material handling and bill paying procedures – Report preparation and record keeping

• *BP CS has the greatest responsibility for the project’s success


• Group members will probably have little or no construction experience

• Any experience may be outdated or wrong • Group members are not employees and can not be

supervised the same way paid construction workers can

• Supervising nonskilled participants is the most difficult task for the CS

• Gaining the group’s corporation, respect and trust is not always easy

• Getting consistent, good quality work from the participants, while also avoiding conflict, is a challenge

• *BP CS must develop communication skills necessary to motivate, persuade and train

Group SupervisionGroup Supervision

Quality Control


• CS must remember that the goal of the program is housing

• CS’s role is to train and guide the group members in construction

• To ensure RD housing standards are met, the CS must:– Assist the group to produce quality housing – Adhere to the approved house plans and specifications

• CS must know the local building code, Uniform Building Code, Model Energy Code, RD construction guidelines, and generally accepted methods of residential construction

• CS must be able to demonstrate these principles and enforce adherence


The Project Diary • *BP CS should maintain a project diary

including brief description of each day’s important event: – Material delivered – Subcontractors work – Any problems and their solutions – Houses worked on and their progress – Inspections and their outcome – Details of any conversations with inspectors,

subcontractors or suppliers (including name, date and time, agency, reason, etc.)

• Used to maintain a record of complaints and disputes

• *BP Transfer the information to the agency’s permanent files


Keeping Organized

• CS will assist their agency to develop a system to organize, control and direct the constant paper flow through the program

• CS’s filing system has three functions: – Maintain delivery receipts for materials – Organize house plans, permit and

inspections – Update the group’s progress reports


Maintaining Delivery Receipts for Materials

• The quantity of receipts accumulated will vary throughout the project

• It is easy to loose these important papers• Devise a filing system that bridges the gap

between Bookkeeper and CS – Example of some rules:

• Separate receipts by family• Turn them into the office weekly

• *BP Get receipts and delivery slips to the bookkeeper ASAP– The key to a bill paying system is paying

accounts quickly to capture possible discounts– The receipts must be legible


• *BP Do Not:– Use purchase orders as napkins or

desk blotters– Keep receipts in your back pocket

or above your pickup’s visor– Spindle them on a nail in a stud or

temporary power pole• *BP Devise a system that works

for you


Organize House Plans, Permits and Inspections

• CS needs a field copy of:– Each house plan – Site plans for each lot– Specifications for each plan– The original building permits for each

site, kept in a safe place in good condition

• *BP Having these plans in the field is critical when the project is located a distance from the main office


A Comprehensive Filing System

• *BP CS needs comprehensive filing system to maintain general records of the group and project– Record of each family (family data,

emergency contacts)– Each family’s house

• Lot number• House plan• Colors• Finish specifications

– Field progress records (used to update RD’s records and reports)

• Especially EU checklist


The Field Office

• Some agencies set up a field office– Located in small trailer or built on site

by agency– Large enough for desk, house plan

file, file cabinet– 100 sq.ft. usually is enough– Secure and weather tight– Preferably with heat, AC, electric and

a telephone– Often these offices are used to store

building equipment

Selecting the Right Subcontractor


• Grantee and participants jointly responsible for obtaining bids and referrals from subcontractors– Mostly grantee works to receive bids

and reviews with participants• Grantee not general contractor

– Coordinator, organizer, advisor


• Before bidding, grantee provides blueprints, specs and any other job info to the subs– For bidding to be valid all subs must have same

info– Be careful when determining a subs qualifications– Some subs may want to see the location and know

access to electric, water, storage of equipment, understand local ordinances, drainage issues and topography

– Make sure they understand the length of the project and the time demands

– Give them firm date when bids are due


• After obtaining bids, schedule interviews with potential subs– Determine their quality and background– Check references, make sure they were

from a similar job– Review with participant families and

recommend a subcontractor• Once selected, each family needs to

sign a contract with each sub– RD From 1924-6 should be used– Specify conditions under which payment

may be withheld or another contractor substituted


• Inspect the subs’ work carefully• Errors or changes can be handled more

easily if dealt with quickly• Problems with subs usually stems from

lack of communication– Make sure that payment schedules are

defined– If the sub is not fulfilling their contracted

obligations and attempts to resolve the problem fail, release them from the job

• *BP Good preparation is the answer to finding the right subcontractors for your project


Construction Planning and Scheduling

• Time is an important aspect of job control• Work must be carefully planned and

scheduled in advance for construction to proceed efficiently

• Construction projects involve thousands of separate operations

• Some tasks are interdependent• Bar chart is traditional basis for planning

– Easy to read– Convenient way to monitor progress


Scheduling Subcontractors• Even though contracts have been signed,

sometimes it can be difficult to get the contractors to the job site as needed

• *BP Keep them involved in your planning• *BP Give them plenty of notice when they will

be needed• *BP Negotiate start and finish times• *BP Arrange on site meeting with

subcontractors prior to and during their work on the project

• *BP Give them copy of construction schedule • *BP Clear communication and prompt action is

essential

Mutual Self-Help Housing - A Construction Supervisor’s

Guideline to Success


• Motivation is a way to help your job get done

• *BP Key’s to keeping participants motivated– Keep them grouped together– Do not show favoritism– Brag on jobs well done– Compliment the teamwork– Understand that they have everyday problems– Show understanding of their inability to work

as a professional tradesman


– Set reasonable goals that allow for a sense of accomplishment

– Set long-range goals that they can relate to (moving into their homes by Christmas or Easter)

– Make working on the houses a thing to look forward to – celebrate birthdays, have a cookout, have donuts

– Take photos throughout construction to show progress


– Encourage group breaks– Mix up teams/partners – Keep in mind that these families have just

met and are now expected to get along and accomplish a large task


Group Motivation• Every group goes through high and low

motivation• Early in the process motivation is high,

participants are eager• Bad weather, construction delays, exhaustion

sets in and motivation ebbs• CS must be able to motivate individuals and

group– Be complimentary– Give people a reason and they often perform

beyond expectation


Group Communication• *BP CS must begin with and maintain

leadership of the group• This allows CS to be accepted as an authority

figure and trainer who can motivate and help the group through problems

• *BP Communicate– Today’s work plan– Tomorrow’s work plan– Locations and times of work– Goals and expectations– Families should inform CS of needs and intentions


Group Problem Solving• CS must teach problem solving to the group• Decision making and problem solving should be

part of the group meetings• Group should try to solve its own problems first

– CS is not a referee• *BP Before they arise, discuss these potential

problems – ask the group how they will handle them – Handling a non-participating family member– Judging the qualities of a members labor

performance– Stopping disruptive behavior on the job site


• Recognizing and solving problems within the group is as much the members responsibility as it is the CS’s role

• If problems persist the Program Manager or Self-Help Housing Director should be informed and involved

• Do not let little problems grow into large problems

• Participants are released only as a last resort, involve the Executive Director in problems that you have no solution for


Failure to Meet Labor Contributions

• *BP A participant’s failure to meet its labor contribution is to be treated as a breach of contract

• *BP Respond to this failure as quickly as possible• Membership Agreement should have clear

description of consequences• Encourage participants to abide by Membership

Agreement• Encourage members to comply to keep project

on time and to avoid their expulsion from the group

• *BP Follow exact policies in agreement every time


Keep the Group Aware of its Commitment

• No set guaranteed method to ensure that members will meet labor commitment

• Some suggestions when a member is falling behind:– CS to contact participant at home to

determine: • If participant has problem that will temporarily

excuse them from labor commitment• If not acceptable, explain labor commitment in full

and review membership agreement– Inform participant of repercussions– Let them know how many hours need to be made up – Work out a plan for this to be possible


– If the CS and group cannot get the member to return to work, discuss this problem with the CDM

– The agency can stop work on their house until the hours are made up

– Project Director decides when the grounds are sufficient for expulsion form the group


The CDM and Maintaining Labor Contribution

• Ensure a clear understanding with RD on labor contribution requirements and consequences

• Determine what response and support will be received from the CDM

• Get a commitment from CDM that they will listen to complaints only when all parties are present – Self-help agency– The family – Representative of the group– Rural Development


Conflict Management

• Conflicts will arise• Ease and eliminate them before they

disrupt the project• Types of conflicts that will arise range

from annoyances to disputes to clashes• CS must be aware of rise in tension levels• Deal with personality conflicts quickly to

ensure smooth process for entire group


Avoiding Conflict• CS needs to avoid appearance of

impartiality• *BP Keep all houses at nearly same level

of progress• *BP Be fair and impartial in assigning

chores, rotate assignment in the group• Construction abilities will be limited• CS needs to teach • Do not chastise a participant in front of

the group


Recording Construction Time

• CS and group members need to schedule their time with care and attention

• If sites are scattered, it can be especially hard• Construction planning needs to be ongoing –

at the weekly group meeting• Record hours daily and involve everyone in

this process• CS must record participant hours on a “Time

and Attendance” report• Group Coordinator gets these and compiles

them onto a Construction Time Report


Group Communication

• Key to a group’s success will be the communication skills of the CS

• Speaking to, training and working with diverse group is not easy

• Reasons for good communication:– Too time consuming to work with

participants one at a time– If the participants think of themselves as

a group they will be more easily managed and “mutual”


Enforcing the Membership Agreement

• If CS looses control of a group it is not easily regained

• Make sure little problems do not lead to big ones

• Maintain group’s attention on common goal of finishing the houses

• The only way to accomplish this is by strict adherence to the labor commitment


Grievance Procedure• Membership agreement must contain formal

grievance procedures• Must recognize the potential problems:

– Among group members– Between the CS and the group– Between the group and the agency– Between the group and RD

• Procedure to resolve must be logical and just• The group should attempt to solve the

problem first


• When a problem interrupts construction progress, the CS must act quickly

• Encourage airing of complaints during weekly group meetings

• A neutral member, along with the CS, should facilitate this part of the meetings

• Best outcome is a group consensus• CS should attempt to resolve if group cannot• If still not resolved, formal request in writing is

made to Project Director/ED/ or RD to assist


• The CS must avoid all actions that will disrupt construction!!


Other General Recommendations

• *BP Build homes according to plans, do not allow changes

• *BP Do not transfer materials from one house to another without documentation

• *BP Participants should not be allowed to purchase materials for their homes

• *BP Schedule payments to suppliers to take advantage of discounts and maintain the line of credit

• *BP Require suppliers to set up individual accounts and billing records

The End

Documents

Construction Supervisor Best Practices Training