2. Project Organization

2.5.1 Plant Reports

The results of all daily and periodic tests conducted at the asphalt plant should be recorded. A variety of different forms may be used for this purpose. Contractor personnel should complete and keep their own records, even if not required to do so by the agency.

Data that should be recorded include project number and location information, project material sources, JMF information, aggregate gradation and asphalt content test data, mix temperature, mix test results, material quantities (of aggregate, asphalt binder, and additives) used, number of tons of asphalt mix produced, daily weather conditions, and the pavement location where daily production was placed (see Figure 3). Agency specifications may require additional information, such as the moisture content of the individual aggregate stockpiles. Any such required data should be reported on the appropriate forms.

It is important to record the date, time, and location of all samples taken, as well as the name of the individual who took them, on the form. Any additional information that pertains to the sample should be noted. For example, if aggregate gradations are determined from samples taken at two different locations (e.g., from the cold-feed belt and from the extracted mix), those locations must be marked on the report. Failing test results should be highlighted on the form as well as the action to be taken.

Most forms should have a “Remarks” area. This portion of the form should be used to indicate any unusual occurrences or test results that took place during the day. Any corrective actions or changes to the materials, plant operating conditions, or test procedures should be indicated, as should the results of those actions or changes.

2.5.2 Field Test Results

Field tests are conducted concurrent with the paving operations. See Chapter 11 on QA for details on this phase of testing. On projects that utilize a QA specification, both the contractor and the owner’s representatives will be conducting testing and tracking the results. The key is to track all test results to evaluate how the contractor is performing against QA requirements. This allows the contractor to fine-tune their processes as needed to maximize the quality of the product and the owner to have confidence in what they are buying.

Information on what occurred at the paving site during mix placement and compaction operations should be recorded by both parties. The form of this information may differ between the agency’s paving inspector and the contractor’s superintendent, but essentially the same information should be reported by both. This consistency will allow for more meaningful discussions later if deficiencies should develop in the test results or in the performance of the mix under traffic.

Field compaction is widely held as the single most important construction property for the long-term performance of an asphalt pavement. A well-compacted dense-graded mixture will be impermeable to both water and air, resisting the aging effects of the environment. The mix is given the best opportunity to sustain the repeated loading from traffic when properly densified. See Chapter 8 for more information on compaction.

Field compaction is widely held as the single most important construction property for the long-term performance of an asphalt pavement. A well-compacted dense-graded mixture will be impermeable to both water and air, resisting the aging effects of the environment.

Data regarding field compaction should include the following: project number and location; type and number of tonnes (tons) of each mix placed and its exact location—layer number, thickness, lane, and station number; the location (both transversely and longitudinally—station number) of any tests taken; and the density results and method by which they were obtained.

Other project information that should be recorded includes weather conditions; type and make of compaction equipment used by the contractor; roller settings of amplitude, frequency, tire pressures, and ballast weight; type, amount, and location of any tack coat material placed; a running total of the tonnes (tons) of each mix placed on the project; and smoothness results obtained.

All samples taken must also be clearly identified on the form to reflect the location from which the material was gathered, the time and date of the sampling, the reason the sample was taken, the quantity of material the sample represents, and the name of the person who took the sample. Pictures and/or videos of the testing and the materials gathered are valuable. If a nuclear or non-nuclear gauge was used to determine the relative density of the mix, any calibration procedures used to check the reliability of the gauge should be referenced. Any failing test results should be highlighted. The “Remarks” area on the pavement report form should be used to report any unusual conditions or test results that occurred during the day. An explanation for any failing test results should be provided, if possible, and the steps taken to correct the problem should be noted, along with their results.

While the pavement’s density is the most important factor in controlling its future performance, its smoothness and grade must also be achieved for the comfort and safety of the pavement users. Moreover, smooth pavements have been shown to last longer than rougher ones, and proper grading is needed to ensure drainage is achieved. Automated data-collecting vehicles are commonly used to determine the overall smoothness of a pavement, but the use of traditional 10-ft or longer straight edges still has its place. Namely, a long straight edge is needed to verify that transverse joints are smooth. Chapter 9 offers detail on the proper construction of joints, while Chapter 11 provides a discussion on smoothness.

2.5.3 Daily Diary

All project supervisors, both agency and contractor, should be required to keep a detailed daily diary for possible later reference. This document should be used to record all pertinent information about the conditions and production for each day’s activities. Any changes that are made in the mode of operation of the asphalt plant or the laydown and compaction equipment should be documented along with why the change was made. The diary should have each day’s weather conditions recorded, with updated weather information added periodically as needed throughout each day.

The daily diary should also document any non-routine events that occur on the job, including visitors to the project. It should also be used to record the reasons for any delays in paving (e.g., an equipment breakdown or poor weather conditions) and the duration of the delay.

The use of time-stamped and geolocated pictures and videos to further document a project is encouraged. Common items to consider documenting at the asphalt plant setup with pictures and video include aggregate stockpiles, paving site, traffic control, mixture delivery, paver operations, joint construction, and the compaction process. Handheld thermal cameras or smartphone attachments are inexpensive and can be invaluable tools for documentation.

For the information in a diary to be accurate and meaningful, it must be recorded as the events occur or shortly afterward. The diary should be one of the first activities of each workday, and it should be updated at least twice a day—once around midday and again at the end of the day. If job conditions and schedules preclude making the midday entry, the events of the day should always be recorded upon completion of each day’s activities.

The information contained in the diary must be as detailed and complete as possible. If a conversation concerning project activity is held with other project personnel, whether agency personnel or contractor employees, the date and location of the conversation should be recorded. The names and titles of any people involved in the discussion should be noted, as well as the topics addressed. If changed work scope and/or costs are realized due to project discussions, it is essential to officially document any agreements reached and to produce a timely written and signed change order, usually before changes are carried out.

The importance of the information contained in the daily diary cannot be overemphasized. “Too much” documentation is not possible. A typical daily diary would be a bound notebook with printed consecutive page numbers. If one party to a dispute can present information written in a timely fashion in a diary, whereas the other can only rely on memory to reconstruct the events, the diary owner will usually have an advantage in the settlement of the disagreement. The information in the diary may also be useful for conducting follow-up research and for determining the reasons for premature pavement performance issues.

It is becoming more and more common to document diaries electronically using photos, electronic notes, voice memos/notes, etc. This electronic documentation should be carefully and regularly stored on an accessible server in a format that can be read by all.