Manage Inspection Scheduling and Approval Records

A. Finished-Project Specification

Deliverable: one operating inspection-management system containing an inspection register linked to the WBS and schedule, a preinspection readiness checklist for each required inspection type, documented requests and results, a correction log tracked to verified reinspection, and an approval archive preserved in the active job file and reconciled before final inspection and owner handoff.

B. Inspection Register Document Schedule

Section	Content	Source	Purpose
Inspection identification	Permit, type, area, predecessor work, required documents, test, responsible trade, request method, status	Book 25 matrix, permit conditions	Establishes the complete list of required inspections
WBS and schedule linkage	Work package, predecessor completion, successor release condition, schedule date	WBS, master schedule	Prevents an inspection from being requested or missed out of sequence
Readiness checklist	Documents, cleanliness, safety, access, test equipment, required attendees	Quality-control plan, permit conditions	Confirms the area is genuinely ready before a request is made
Request and attendance record	Date requested, confirmation, notified parties, attendees present	Authority contact directory	Documents that the request followed the approved channel
Result record	Date, inspector, type, result, approved areas, partial approval, verbal comments, official record	Authority, trade, or professional performing the inspection	Preserves the controlling approval evidence
Correction log	Citation or note, location, responsible party, due date, corrective action, verification	Inspection result, quality-control plan	Tracks each correction to independently verified closure
Reinspection record	Date requested, fee, schedule effect, result	Correction log, authority contact directory	Confirms corrected work is approved before concealment
Approval archive	Permits, inspection cards, reports, tests, letters, certificates, utility releases	All prior sections	Preserves the complete record for closeout

C. Information and Document Takeoff

• Source records: the Book 25 inspection matrix, permit conditions, approved plans and revisions, engineering documents, truss documents, product approvals, and authority contact directory, sufficient to populate every field of the register without inventing a requirement.
• Coordination records: the WBS, master schedule, two-week lookahead, and quality-control plan, used to link each inspection to its predecessor work, successor release, and internal hold points.
• Attendance record: written confirmation of which licensed trades, competent persons, special inspectors, or design professionals are required to attend each inspection type.
• Revision control: a document-control convention sufficient to confirm that inspected work matches the current approved documents and to identify any revision issued after an inspection was requested.

D. Acceptance Standards

Check	Standard
Identification	Every required authority, trade, utility, special, manufacturer, lender, and owner inspection listed individually with its controlling permit or contract reference
Linkage	Every inspection linked to a WBS package, predecessor completion condition, and schedule date
Readiness	Contractor QC and the full preinspection readiness checklist confirmed complete before a request is made
Requests	Requested through the approved channel with confirmation recorded; no request made merely to obtain a correction list for incomplete work
Results	Date, inspector, type, result, approved areas, and any partial-approval limitation recorded and preserved as controlling
Corrections	Every correction assigned an identifier, location, responsible party, due date, and verification method; none accepted as closed without adequate evidence
Concealment	No inspected or uninspected work concealed before approval is recorded
Archive	Permits, cards, reports, tests, letters, and certificates preserved in the active job file and reconciled before final inspection

E. Preparation — Import Requirements and Build the Register

1. Import the Book 25 inspection matrix, permit conditions, approved plans, and authority contacts. Confirm the imported information matches the current permit and plan revision.
2. Identify building, zoning, grading, plumbing, electrical, HVAC, gas, fire, energy, utility, environmental, special, and final inspections required. List every inspection type individually rather than as a general category.
3. Identify testing, engineer observation, manufacturer inspection, lender draw, and owner witness points. Record each as its own register entry alongside the authority inspections.
4. Create an inspection register with permit, type, area, predecessor work, required documents, test, responsible trade, request method, and status. Populate one row per required inspection.
5. Link each inspection to the WBS and schedule. Confirm the linkage identifies the exact predecessor work package and successor release condition.
6. Identify work that must remain exposed until approval. Record the exact scope and location that must not be concealed before the linked inspection is approved.

F. Confirm Readiness Before Each Request

7. Identify partial, phased, underground, above-ceiling, pressure, pre-pour, pre-cover, and final inspection conditions. Record the specific condition governing each inspection type in the register.
8. Confirm approved plans, permit card, engineering, truss documents, product approvals, test forms, and revisions are on site. Verify the documents present match the current approved revision.
9. Confirm inspection request lead time, cutoff, cancellation, access, contact, and fee rules. Record the current rule for the specific authority and inspection type.
10. Create a preinspection readiness checklist for each inspection type. Include documents, cleanliness, safety, access, and required test equipment.
11. Assign internal preinspection responsibility. Name the person who confirms readiness before a request is submitted.
12. Complete contractor QC before requesting authority inspection. Confirm the linked quality-control hold point from Project 13 has been passed.
13. Confirm the full inspection scope is complete, clean, safe, lit, accessible, and test-ready. Walk the exact area to be inspected before submitting the request.
14. Confirm ladders, platforms, excavation protection, panels, valves, test gauges, equipment, and identification are available. Stage every item the inspector will need to perform the inspection.
15. Confirm required licensed trades, competent persons, special inspectors, or design professionals will attend. Obtain a specific commitment rather than assuming availability.
16. Confirm the work matches current approved documents. Check for any revision issued after the work was installed.
17. Do not schedule merely to obtain a correction list for incomplete work. Verify readiness against the checklist before submitting the request, not after.

G. Request, Attend, and Record

18. Request the inspection through the approved channel and record confirmation. Enter the request date and confirmation in the register.
19. Notify trades, owner, occupants, security, and site supervision. Confirm access and schedule coordination in advance of the inspection date.
20. Protect the inspection area from concealment, damage, shutdown, or material storage. Maintain the readiness condition until the inspection occurs.
21. Attend the inspection with current documents and factual answers. Provide only confirmed information; do not speculate on unconfirmed conditions.
22. Record inspection date, inspector, type, result, approved areas, partial approval, verbal comments, and official record. Complete every field before closing the register entry.
23. Preserve the official inspection result as controlling. Do not rely on a verbal comment alone as the record of approval.
24. Photograph approval marks or retained conditions where permitted. Confirm photography is authorized before photographing occupied or security-sensitive areas.

H. Track Corrections, Reinspect, and Archive

25. If corrections are issued, create correction-log items with exact citation or note, location, responsible party, and due date. Record each correction individually rather than as a general list.
26. Obtain design clarification or permit revision when correction requires it. Route the item through the RFI or change process rather than improvising a field solution.
27. Verify corrective work internally before reinspection. Confirm the correction meets the cited requirement before requesting reinspection.
28. Request reinspection and record fees or schedule effects. Enter the reinspection request, date, and any fee or schedule impact in the register.
29. Do not conceal the corrected work before approval. Maintain the exposed condition until the reinspection result is recorded.
30. Update the schedule, lookahead, cost, change, quality, and communication logs. Reflect the inspection result and any correction impact across the connected project-control systems.
31. Record approval, conditional approval, partial approval, expiration, or remaining hold. Confirm the recorded status matches the official result exactly.
32. Distribute approval status to affected trades. Notify the successor trade that the area is released according to the recorded status.
33. Maintain permits, inspection cards, reports, tests, letters, certificates, and utility releases in the active job file. File each record as it is received rather than reconstructing the archive later.
34. Reconcile all required inspections before final inspection and owner handoff. Confirm every register entry shows a final approved status or a documented, agreed exception.
35. Archive the complete approval record in the closeout package. Provide the reconciled register and supporting documents to Project 18.