Create a QA and QC responsibility plan

01 / Planning the work

Write the purpose before assigning the test

Identify whether the proposed engagement supports the owner's assurance program, the contractor's control of its work, or another defined inspection responsibility. Use the contract, specifications, and applicable inspection requirements to establish those roles with the project team.

Avoid assigning responsibility solely from a familiar test name. Concrete sampling might appear in more than one party's documents. Confirm the required engagement, coverage, qualifications, and reporting with the responsible professionals before assuming that one assignment meets every requirement.

02 / Planning the work

Build one responsibility row for each activity

Use a simple matrix with the activity down the left and named responsibilities across the row. Complete separate rows where owner QA, contractor QC, or other inspection obligations differ. The following fields make a practical starting point for the coordination meeting:

• Requirement: the material, work area, and governing project reference.
• Purpose and appointment: the project role and who retains the provider.
• Scheduling: who requests attendance and confirms work readiness.
• Execution: the confirmed provider and agreed testing or observation scope.
• Reporting: who receives the records and who reviews technical questions.
• Follow-up: who coordinates the response and records the outcome.

03 / Planning the work

Resolve overlaps and gaps in the meeting

Look for activities with two scheduling contacts, missing report recipients, or no assigned reviewer. Ask whether parties can share particular records under the project requirements and whether separate attendance is needed. Record the agreed answer instead of removing apparently duplicated work without review.

CSA's brochure covers materials testing, construction observations, and special inspection report preparation. Discuss the services required for the identified role. The project team should also confirm any independence or appointment requirements before combining owner and contractor assignments.

04 / Planning the work

Keep a site-specific version across the program

A regional program can use the same matrix format while each location retains its own requirements, providers, contacts, and approvals. For Ohio or Kentucky transportation work, identify the applicable ODOT or KYTC project documents and revisions. Those references apply through the project's requirements, not simply its state label.

Assign a coordinator to maintain the current version and distribute changes when a phase, provider, or reporting contact changes. Share the location list and draft responsibilities with Scott so CSA can discuss coverage, scope, and availability for the individual assignments.