Defects

Overview

This section provides a guide for logging and tracking items of incomplete works in the lead up to completion, logging defects upon inspection of completed works then inspecting and closing out rectified defects.

Objectives

Log an Incomplete Works hitlist in preparation for completion
Log Defects in completed works
Inspect rectified Defects
Close out Defects

Things to Consider

Logging Defects can be a long, repetitive task – It is crucial to set up the project Locations in the project Admin menu prior to commencing defects inspections. For further information on the setup of Locations, refer to this Support Link and the Project Setup section of this Guide. Please also refer to the Framework listed in Annexure 2.
QR Codes can be produced based on Locations. These QR Codes can be printed on stickers and installed in every location on the site. This allows the Defect Manager to quickly prefill the Location every time a Defect is logged.
Defect Types can be created to delineate and quickly filter different items. Two standard types that are typically used in the defecting process:
- Incomplete Works – This allows Works Supervisors to create an Incomplete Works list for a Contractor in preparation for a completion deadline. The items of work may not be defective at this point in time but this tool can be used effectively to create a hit list and track its status.
- Defective Works – This is typically used for items of work that are either a) incomplete when they have been claimed to be or should be complete, or b) defective in any way.

Guide

Detailed Steps	Support Link
Logging a Defect Using the Procore Mobile App, select the Defects List tool and click Add to create a new Defect. The options are as follows: Create Defect Without Template – This should be used if the standard defect templates do not have an option for the specific defect being logged. Template Defect – This will pre-populate the template information. Choose the required option and the new defect will open - Fill in all the required information and take / attach all relevant photos / attachments. Once complete, click Save Repeat this process for every apparent defect in the location. It is recommended to structure your defecting sessions to ensure a location or trade is completed before the session is ended. This reduces the risk of confusion.	Log a Defect
Issuing the Defect Report Once a defecting session is complete, in the Defects List, click on the Review button to confirm all of the items raised are ready to be sent. Once reviewed, click Send. All Assignees will receive an automatic email notification of their defects.	Send Defects Report
Updating Defect Status Once a Contractor has given notice that a defect has been rectified, the works can be inspected and closed out. Simply open the Defect Item then click Slide to Close Item.	Close out a Defect

Detailed Steps

Support Link

Logging a Defect

Using the Procore Mobile App, select the Defects List tool and click Add to create a new Defect. The options are as follows:

Create Defect Without Template – This should be used if the standard defect templates do not have an option for the specific defect being logged.
Template Defect – This will pre-populate the template information.

Choose the required option and the new defect will open - Fill in all the required information and take / attach all relevant photos / attachments.

Once complete, click Save

Repeat this process for every apparent defect in the location. It is recommended to structure your defecting sessions to ensure a location or trade is completed before the session is ended. This reduces the risk of confusion.

Log a Defect

Issuing the Defect Report

Once a defecting session is complete, in the Defects List, click on the Review button to confirm all of the items raised are ready to be sent. Once reviewed, click Send.

All Assignees will receive an automatic email notification of their defects.

Send Defects Report

Updating Defect Status

Once a Contractor has given notice that a defect has been rectified, the works can be inspected and closed out. Simply open the Defect Item then click Slide to Close Item.

Close out a Defect

Handy Tips

When taking a photo of a defect, use the photo mark-up tool to give clarity to the exact issue being raised in the photo.

If more than one person is assigned to a Defect item, accountability can be unclear. Where a defect has multiple elements of responsibility, it is recommended to break these out separately as stand-alone defects and assign responsibility accordingly.

Use the “talk to text” button when filling in Descriptions on Defects. Talk at your device and let it convert it to text. The more you use this, the better it gets at recognizing your voice.

Defects that are in complex locations should be accompanied by a Punch Pin mark-up on the relevant Drawing. This will give clarity on its specific location and allow the Contractor to efficiently find / rectify the issue.