What is Lot Management?
Lot management is a structured quality control process used in civil construction and infrastructure projects to track, verify, and document discrete portions of work, known as “Lots” throughout the project lifecycle.
Each Lot represents a defined section of work, such as a pavement layer between specific chainages, drainage run between pits, or concrete pour, and is directly linked to an inspection and test plan (ITP), quality assurance documentation such as inspection and test checklists (ITCs), inspection and test records (ITRs), and verification checklists (VCs).
This process ensures that every part of a project is completed to specification, inspected, and approved before the next stage begins. It’s a cornerstone of modern construction quality systems and is essential for maintaining compliance, traceability, and accountability.
What is a Lot?
A Lot is a specific, traceable portion of work that is:
- Homogeneous in nature: The same material, method, or conditions apply throughout.
- Performed under consistent conditions: No significant changes in weather, crew, or equipment.
- Subject to inspection and verification: Defined by an ITP that outlines hold points, witness points, and test requirements.
Lots are typically created for each major activity or deliverable and are used to ensure that work is completed to specification before it is handed over or built upon.
Real-World Example: Imagine a contractor is installing stormwater drainage along a 500-metre stretch of road. Instead of treating the entire run as one unit, the work is divided into five 100-metre Lots. Each Lot is:
- Installed using the same methodology, process, and materials.
- Inspected for trench depth, bedding, pipe alignment, and backfill compaction.
- Documented with photos, test results, ITRs, ITCs, VCs and Hold Point and/or Witness Point releases.
If an issue arises later; for example, a pipe collapses at the 300-metre mark, the project team can quickly identify which Lot it belongs to, review the inspection records, and determine whether the issue was due to workmanship, materials, or external factors.
Why Lot Management Matters
Lot management is essential for:
- Quality assurance: Ensures that each portion of work is inspected and approved before progressing.
- Traceability: Links materials, test results, and approvals to specific work areas.
- Compliance: Demonstrates adherence to project specifications, standards, and regulatory requirements.
- Progressive handover: Allows for staged approvals and documentation, reducing delays at project close-out.
- Dispute resolution: Provides a clear audit trail of what was done, when, and by whom.
- Risk mitigation: Helps isolate and address issues early, preventing rework and cost overruns.
How Lot Management Works
The process typically includes:
- Lot creation – Based on the project’s ITPs, work breakdown structure, and construction methodology. Each Lot is assigned a unique identifier, typically referred to as the Lot number.
- Execution – Work is performed according to the approved method and specifications. Any deviations are recorded and addressed.
- Inspection and testing – Hold points, witness points, and test points are triggered as defined in the ITP. These may include compaction tests, concrete strength tests, or visual inspections.
- Documentation – Results, photos, and records are uploaded and reviewed. Supporting documents such as material dockets, test certificates, and inspection checklists are attached.
- Approval and close-out – The Lot is reviewed by the quality management team and formally closed once all requirements are met. Only then can the next stage of work proceed.
How Lot Management is Used in Glaass
Within Glaass, Lot management is fully digitised to streamline quality control and compliance, allowing teams to:
- Create and manage Lots using standardised templates
- Link the associated inspection and test plan to the Lot and track its progress
- Attach test results, link ITRs/ITCs/VCs to specific inspection and test plan items linked to the Lot
- Track hold points, witness points, and approvals in real-time
- Integrate with BIM models and external systems like Aconex and Autodesk
- Enable progressive handover with complete traceability and audit readiness
Example: A quality engineer using Glaass can open a Lot, view all associated test results, confirm that hold points have been cleared, and close the Lot – all from a mobile device on site. This eliminates paperwork, reduces delays, and ensures that every Lot is documented and compliant before handover.
Whether you’re managing a single subcontractor or coordinating across multiple disciplines, Glaass helps ensure that every Lot is traceable, accountable, and ready for audit or client review.
