Claim-Ready Planning and Daily Records: Practical Steps for Extension of Time and Claims

At Robust Expert Services Ltd, many disputes and lost entitlements come down to two basics during delivery: a reliable programme and consistent contemporaneous records. Good planning and daily monitoring are not only “project controls” activities — they are the foundation for Extension of Time (EOT), prolongation and disruption claims, and for defending or negotiating the commercial position.

Programme baseline and critical path review (CPM/P6)

Below are practical steps contractors can implement to keep a project claim-ready.

1. Establish a claim-ready baseline

• Use a clear WBS and define measurable outputs (deliverables, areas, systems).

• Ensure logic, calendars and constraints are consistent and explainable.

• Identify key milestones (including any LD milestones) and confirm the critical path narrative.

  
  

Programme updates and audit trail for time entitlement

2. Run disciplined programme updates

• Update progress using consistent rules (percent complete, remaining duration, actual dates).

• Record the reasons for change at each update (instruction, late information, access, third-party interface).

• Avoid “re-baselining by stealth”; keep a clean audit trail of revisions.

  
  

3. Link events to notices and instructions

• Maintain a simple event register: date, event, responsible party, affected activities, evidence.

• Issue notices and contractual correspondence in line with the contract mechanism and time bars.

• Cross-reference the programme update to the event register and notices.

Event register, notices and change control for substantiation

4. Capture daily records that actually support entitlement

• Daily site reports: labour, plant, weather, access, inspections, testing, constraints.

• Progress photos with date, location, and what is shown (before/after where possible).

• Meeting minutes and RFIs/technical queries linked to the affected scope/activities.

Daily records / progress photos

5. Track time and cost in a way that supports substantiation

• Separate prolongation/disruption cost codes where possible.

• Keep a clear record of idle time, rework, resequencing and acceleration measures.

• Preserve procurement and delivery records (submittals, approvals, deliveries, defects/returns).

6. Use technology, but keep it auditable

• Tools like Primavera P6 / ASTA / MS Project and structured document control systems are valuable if they produce a consistent audit trail. The goal is not “more dashboards” — it is evidence that can be followed from event → programme impact → entitlement → substantiation.

Progress Recording and Reporting with Drones

A practical rule: if a third party can’t understand the story from your records, determination and negotiation become harder.

Claim submission pack with evidence register and programme exhibits

Keeping a disciplined programme, a simple event register and strong contemporaneous records materially improves the chances of achieving fair time entitlement and cost recovery when issues escalate.

If support is required with an EOT/prolongation submission, forensic delay analysis (TIA/Windows), or claim exhibits and evidence registers, please submit an enquiry via the Contact form.