claims-delay-documentation

# Claims & Delay Documentation > **Important Disclaimer**: This skill provides documentation awareness and guidance only. Actual claims preparation and prosecution should be handled by qualified claims consultants and legal counsel. Project managers focus on building the contemporaneous record; claims professionals use that record to pursue recovery. ## Quick Reference: Documentation Types | Documentation Type | Purpose | Timing | Reference | |-------------------|---------|--------|-----------| | Daily Logs | Record events, conditions, workforce, issues | Same day as events occur | [Contemporaneous Recordkeeping](references/contemporaneous-recordkeeping.md) | | Delay Notices | Preserve rights, notify owner of impacts | Within contractual timeframes | [Delay Notice Templates](references/delay-notice-templates.md) | | Photo/Video | Visual evidence of conditions and progress | Continuous throughout project | [Contemporaneous Recordkeeping](references/contemporaneous-recordkeeping.md) | | Impact Records | Document productivity losses and disruption | As impacts occur | [Disruption Documentation](references/disruption-documentation.md) | | Acceleration Records | Document directed or constructive acceleration | When acceleration begins | [Acceleration & Compression](references/acceleration-compression.md) | ## Delay Classification Matrix | Delay Type | Owner Caused | Contractor Caused | Third Party/Force Majeure | |------------|--------------|-------------------|---------------------------| | **Excusable** | Yes - time extension warranted | No | Often yes - depends on contract | | **Compensable** | Usually yes - time + money | No | Typically no - time only | | **Concurrent** | Typically bars both parties from recovery | See [Entitlement vs Quantum](references/entitlement-vs-quantum.md) | Complex analysis required | ## Notice Timing Requirements | Notice Type | Typical Deadline | Consequence of Late Notice | |-------------|------------------|---------------------------| | Delay Notice | 7-14 days from discovery | May waive claim rights | | Impact Notice | Varies by contract | Reduced recovery potential | | Reservation of Rights | Immediately upon concern | Weakened claim position | | Claim Submission | 21-30 days after impact ends | May bar recovery entirely | > **Critical**: Always check your specific contract for notice requirements. Deadlines vary significantly. See [Delay Notice Templates](references/delay-notice-templates.md) for sample language. ## Delay vs Disruption | Aspect | Delay | Disruption | |--------|-------|------------| | **Definition** | Extended project duration | Loss of productivity without time extension | | **Impact** | Later completion | Higher costs, same duration | | **Documentation** | Schedule analysis | Productivity records | | **Recovery** | Time extension +/- costs | Additional costs only | | **Analysis Method** | CPM schedule analysis | Measured mile, studies | See [Disruption Documentation](references/disruption-documentation.md) for detailed guidance. ## Impact Quantification Methods | Method | Best Used When | Reliability | Reference | |--------|----------------|-------------|-----------| | Measured Mile | Comparable unimpacted work exists | Highest | [Impact Quantification](references/impact-quantification.md) | | Industry Studies | No project-specific baseline | Moderate | [Impact Quantification](references/impact-quantification.md) | | Modified Total Cost | Some costs segregable | Moderate | [Impact Quantification](references/impact-quantification.md) | | Total Cost | No other method possible | Lowest - disfavored | [Impact Quantification](references/impact-quantification.md) | ## When to Engage Claims Consultants | Situation | Action | Reference | |-----------|--------|-----------| | Complex delay with multiple causes | Engage scheduling consultant | [Expert Report Basics](references/expert-report-basics.md) | | Significant productivity losses | Engage claims consultant | [Expert Report Basics](references/expert-report-basics.md) | | Dispute likely to proceed to litigation | Engage early for document strategy | [Claim Narrative Structure](references/claim-narrative-structure.md) | | Acceleration being considered | Consult before agreeing | [Acceleration & Compression](references/acceleration-compression.md) | ## Claim Structure Overview | Component | Purpose | Key Elements | |-----------|---------|--------------| | **Entitlement** | Prove liability exists | Contract terms, breach, causation | | **Quantum** | Prove damage amount | Costs, lost productivity, analysis | | **Narrative** | Tell the story clearly | Chronology, facts, exhibits | See [Entitlement vs Quantum](references/entitlement-vs-quantum.md) and [Claim Narrative Structure](references/claim-narrative-structure.md). ## Daily Documentation Checklist **Record Every Day:** - [ ] Weather conditions (temperature, precipitation, wind) - [ ] Workforce counts by trade - [ ] Equipment on site - [ ] Work performed and areas worked - [ ] Visitors and inspections - [ ] Delays encountered and causes - [ ] Instructions received (verbal and written) - [ ] Safety incidents or concerns - [ ] Material deliveries and shortages - [ ] Photos of conditions and progress See [Contemporaneous Recordkeeping](references/contemporaneous-recordkeeping.md) for complete guidance. ## Document Retention Best Practices | Document Category | Retention Period | Storage Requirements | |-------------------|------------------|---------------------| | Daily logs and reports | Project + 10 years minimum | Original format, indexed | | Photos and videos | Project + 10 years minimum | Organized by date and area | | Correspondence | Project + 10 years minimum | Complete threads preserved | | Schedule files | Project + 10 years minimum | Native format (.xer, .mpp) | | Cost records | Project + 10 years minimum | Auditable detail | ## Reference Files - [Contemporaneous Recordkeeping](references/contemporaneous-recordkeeping.md) - Daily logs, photos, correspondence, defensible records - [Delay Notice Templates](references/delay-notice-templates.md) - Notice of delay, impact, reservation of rights, timing - [Impact Quantification](references/impact-quantification.md) - Measured mile, total cost, productivity analysis - [Acceleration & Compression](references/acceleration-compression.md) - Directed vs constructive, documentation, cost recovery - [Disruption Documentation](references/disruption-documentation.md) - Loss of productivity, cumulative impact, ripple effects - [Expert Report Basics](references/expert-report-basics.md) - When to engage experts, report structure - [Claim Narrative Structure](references/claim-narrative-structure.md) - Organization, executive summary, exhibits - [Entitlement vs Quantum](references/entitlement-vs-quantum.md) - Proving liability vs damages, burden of proof ## Related Skills - **Schedule Management (CPM)** - Delay analysis methods, float ownership, schedule updates - **Contract Administration** - Change order processing, general notice requirements, RFIs - **Document Control** - Filing systems, transmittals, distribution tracking --- *Remember: Document during the project; let claims professionals prosecute later. Your job is to build the record.*