One source of truth, daily.
A disciplined site diary prevents disputes and accelerates approvals. Log work completed, inspections, delays, permits, deliveries, interfaces, and decisions—linked to photos/redlines and page codes. Summaries feed weekly reporting and programme control, while evidence anchors NCRs and variations. Clear, time-stamped entries protect HVM bollard and crash-rated bollard traceability from installation through commissioning. Include one-sentence context that naturally links upward to the parent hubs (this section and the chapter hub). Add SIRA context with a link to SIRA Bollards (UAE) when relevant. Link installation pages only if helpful: What to Expect and Installation Guide.
Important: This is a general guide. For live projects we develop a tailored
Method Statement & Risk Assessment (MS/RA) and align with authority approvals (e.g., SIRA) where in scope.
729.1 Purpose & audience
Single source for progress, delays, and risks. Diaries keep HVM bollard stakeholders aligned.
The site diary is the daily ground truth for supervisors, engineers, QS/controls, and client representatives. It captures what was planned versus done, who was present, and why variances occurred. Entries should reference the relevant ITP line, hold/witness points, and evidence paths so approvals move faster later.
Keep language factual and time-stamped. Use consistent codes (e.g., lane IDs, drawing numbers) and link to the Photo/Redline Logbook and Mark-Up & Overlay Standards where a picture clarifies the text. This also reduces disputes during NCR or VO discussions.
| Aspect | What matters | Where to verify |
|---|---|---|
| Performance | Tested system (bollard + footing) | How to read crash ratings |
| Operations | Duty cycles, fail-state, safety | Installation Guide |
729.2 Standard entries
Weather, manpower, plant, work areas. Entries contextualize crash rated bollard progress.
Log weather (temps, wind, rainfall), crew counts by trade, plant/equipment status, active work fronts, and exact chainage/coordinates. Note permits in effect (e.g., PTW) and reference drawings or page codes used. Tie each task to the corresponding ITP hold point and planned deliverable for the day.
Use consistent naming so diaries can be filtered for reports. Example: “Lane B – sleeve set & duct pull to panel PL-02 complete, ITP 714-C-3 witness, photos appended.”
729.3 Photos & markups
Before/after, redlines, utilities (936, 617). Visuals validate HVM bollard status.
For each entry, attach a “wide→detail” photo set with time and location metadata (see geo-tagged photos). Use the redline overlay method in 936 Mark-Up & Overlay Standards and file images through the Photo/Redline Logbook for traceability.
For utilities, mark exposed services and any conflicts clearly on the day they are found and reference the proving method used. This creates defensible evidence for later decisions and protects programme.
729.4 Deliveries & inspections
Record materials, ITP checks (714). Logs support crash rated bollard traceability.
Record deliveries with item, quantity, serials/heat numbers where applicable, storage location, and condition on arrival. Link any inspection to the ITP and attach signed witness/inspection forms. This strengthens the product and certificate trail that feeds 431 Documentation & certificates.
For critical equipment (HPUs, controllers), capture commissioning-readiness notes and any deviations for early resolution in SAT planning.
729.5 Issues & blockers
Utilities clashes, permits, access (617, 611). Recording speeds HVM bollard decisions.
Describe the blocker, location, discovery time, immediate containment, and the decision needed. Typical items: uncharted services (617), permit delays (611), or third-party access constraints. Raise an RFI/transmittal when design input is required and log the response link for closure.
Where safety is implicated, cross-reference the Risk Assessment and note any temporary controls put in place pending a permanent fix.
729.6 Safety & environmental notes
Incidents, near-misses, controls (727, 726). Notes sustain crash rated bollard compliance.
Log toolbox talk topics, active controls, and any incidents or near-misses, referencing 727 Incident / Near-Miss Reporting. Environmental notes include dust/noise measures and spill/waste handling per 726 Environmental Controls. Capture evidence (photos, forms) and the person accountable for follow-up.
For equipment isolation add a brief LOTO note (who, where, verification) when applied or removed, linked to the LOTO page.
729.7 Variations & changes
Link to CRs and approvals (718, 717). Links prevent HVM bollard scope creep.
Where scope, sequence, or quantities change, reference the Change Request/VO number and attach the day’s evidence (photos, marked-up drawings, quantities). Tie the diary to 718 Variations & Change Log and record any authority touchpoints per 717 Authority Submittals. For UAE projects, note if SIRA notification/approval is required and link to SIRA Bollards (UAE).
729.8 KPIs snapshot
Ops/hour readiness, snag counts (542, 639). Snapshot shows crash rated bollard trajectory.
Add a daily KPI line: operations per hour, average cycle time, and open snag count with “new/closed” deltas. Keep definitions consistent with 542 KPI Set and show how today’s work moves the lane toward commissioning per 639 Snagging & Handover. If useful, link to a dashboard tile or daily export under 544 Operational Dashboards.
729.9 Filing & distribution
Daily PDF under 911; share list. Filing preserves HVM bollard records (938).
Export the signed diary to a day-stamped PDF and file it under the project’s 911 File Index & Naming Rules path. Email the distribution list or post to the collaboration space and record recipients. For submission packs and audits, the diary becomes part of the evidence chain; follow 938 Submission-Pack Guidance and, at project close, archive per 939 Final Archive & Retrieval.
Related
External resources
- NPSA: Hostile Vehicle Mitigation guidance
- ASIS Security Risk Assessment Standard
- FEMA 426 / DHS reference manual
729 Daily Progress & Site Diary — FAQ
What’s the difference between the site diary and the weekly report?
The diary is a daily factual log with time-stamped entries and evidence links; the weekly report summarizes trends, KPIs, and decisions for management. Use diary references to build the weekly narrative quickly and consistently.
Which photos should I attach to a diary entry?
Use a wide→detail set with geo/time stamps, plus a redlined view when location or intent needs context. File images through the Photo/Redline Logbook so reviewers can trace each image to the ITP line and work area.
How do I record a variation or change in the diary?
Quote the CR/VO number, state what changed and why, and link today’s evidence (photos, mark-ups, quantities). Cross-reference the Variations & Change Log and note if an authority submittal is required.
Who signs the site diary and how long should we keep it?
The day’s responsible engineer/supervisor signs; client or consultant may co-sign when agreed. File the PDF in the project archive and retain it per contract or authority requirements alongside submission/hand-over packs.