Documenting Decision Impact
Record the cost, schedule, and scope consequences of each field decision for future reference and dispute defense.
About Documenting Decision Impact
Every field decision has consequences—cost changes, schedule shifts, scope adjustments, and downstream effects on other trades. Yet most field decisions are documented only as instructions: "do this, not that." The impact of the decision is rarely recorded at the time it's made, which means that weeks or months later, when someone asks "why did this cost $15,000 more?" or "why are we two days behind on this section?", the answer is buried in fragmented emails, text messages, and verbal conversations. This document creates a structured record of each decision's impact at the moment it's made, when the details are fresh and the data is verifiable.
The impact record captures three dimensions: cost (labor, material, equipment, and overhead changes), schedule (days added or saved on the critical path), and scope (work added, removed, or modified). For each dimension, the team records the before-and-after state, the reason for the change, and the person who authorized it. This creates a decision audit trail that supports change order negotiations, schedule dispute defense, and post-project lessons learned analysis.
Core Purpose & Scope
- To record the cost, schedule, and scope impact of each field decision at the time it is made.
- To create a decision audit trail that supports change order negotiations and schedule dispute defense.
- To capture before-and-after states for each decision dimension, enabling post-project lessons learned analysis.
Critical Field Review Questions
Before finalizing a field decision, the team must answer these impact questions:
1. What is the cost delta?
Record the estimated cost difference between the original plan and the field decision. Break it down by labor hours, material quantities, equipment rentals, and overhead. State whether the cost is absorbed by the contractor, billed to the owner via change order, or shared. This figure becomes the baseline for any future cost dispute.
2. How many schedule days are added or saved?
Quantify the schedule impact in calendar days. Specify whether the change affects the critical path or a non-critical activity with float. If the change saves time, document where the float can be used. If it adds time, note which milestone is at risk and whether a time extension will be requested.
3. What scope was added, removed, or modified?
Describe the scope change in terms of work added, work removed, or work modified. Reference the original specification or drawing that is being deviated from, and the new instruction that replaces it. This scope delta becomes the basis for as-built documentation and warranty obligations.
Step-by-Step Implementation Guide
Follow these steps to document the impact of each field decision:
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Capture the Before State:
Before the decision is executed, record the original plan—drawing references, specifications, budget line items, and scheduled dates. This snapshot establishes the baseline against which the impact will be measured.
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Record the After State:
After the decision is made, document the new plan—revised drawings, updated quantities, new cost estimates, and adjusted dates. Compare each dimension (cost, schedule, scope) against the before state and calculate the delta.
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File the Impact Record:
Store the impact record alongside the decision documentation in the project management system. Link it to any related RFIs, change orders, or submittals. This creates a searchable audit trail that can be retrieved for dispute defense, change order support, or lessons learned analysis.
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