With Acuite's defect module, you can log a defect, add it to a location on a drawing and send it to a sub-contractor immediately.
Before you start logging defects on the project, the defect locations will need to be set up. This will allow you to select a location and pin a defect to a drawing. This is done in the project settings menu. For instructions, click here.
Click the shortcut on the project dashboard.
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2. Click on the Add Defects button on the Quality dashboard.
3. You will be taken to a screen that allows you to choose the location of the defect. A thumbnail of the drawings will appear in a list. These are locations that you have been recently viewed. Choose one of the locations from the list. You may need to click on an arrow on the right-hand side to drill down into sub-locations.
If the location that you are looking for doesn’t appear as a thumbnail, click on "Go to all locations on" the right-hand side.
Don’t see the drawing that you’re looking for?
If you can't see the appropriate location in the list, it may need to be added in the project settings menu. For instructions, click here.
4. Once you have selected a defect location, you will be taken to a drawing (if one has been added to Acuite). Find the location of the defect and click on the drawing. It will add a pin (red dot) with some icons above it, a camera icon, a $ symbol and a delete symbol.
5. You can now add a photo to the defect by clicking on the camera icon (if you are using your phone or a tablet) or by adding a saved photo. You can also add a cost implication to the defect by clicking the $ button. You can continue to pin other defects onto the drawing if they are the same type of defect. (eg, plumbing).
Note: if you add a number of defects at a time by clicking on the drawing multiple times and adding multiple defects, the defect names and descriptions will all be the same. To add a single defect, click once on the drawing, add the photo and go to the next step (Add Defect Details).
Note that when you click on a pin (defect), you can see a thumbnail picture of the defect below it.
6. Press the Add Defect Details button.
7. Next, you'll be taken to a screen where you enter all of the defect details. Start by entering the sub-contractor.
8. Choose a sub-contractor from the list and click OK.
9. If the company doesn't appear in the list, you can add it by typing the name into the box at the top.
After you've typed the name, the company will appear in blue "Add [company name]". Click OK.
The company name will be highlighted, with a tick next to it. Click OK.
10. Next, click on the Select Assignees box.
11. Enter the assignee that you want the defect to be assigned to (within the sub-contractor). Select the name. If the name is not in the list, start typing into the box and follow the prompts to enter the person's name and email address.
If you want the defect to be emailed to the assignee immediately after you save it, click "OK, and notify assignees instantly.
If you just click the green OK button, the defect will be emailed to the assignee at the end of the day, with a summary of all defects assigned to them that day.
12. Select a due date.
13. Add a further location (optional). Select from previously added locations and click OK. Or type in a new location into the box, select the new location (circled) and click OK.
14. Add a defect name by clicking on a previously added name (in the list under Options) and clicking OK.
15. Or add a new name by typing it into the box. Select the name ("Add...) and click OK.
Enter more details into the Description box (28) and click Save (29).
Once you've saved the defect you'll be taken back to the drawing, where you can see all defects entered on that drawing. You will notice once you have entered a few defects, the defects appear in a circle on the plan with an initial inside them. This refers to a trade. A sub-contractor can be set up with a trade on the project settings, companies page.
Note: if the icon appears with an alert next to it, this means there is an action for you. This will happen if you have entered a defect, without assigning a sub-contractor and/or person.
To continue to add defects, pin a location on the drawing and press "Add Defect Details" on the top right-hand side.
'Pending for my action' Flags:
On the defects list (at the bottom of the Defects page) you will see an alert next to a defect if there an action required by you.
This alert will appear when someone has been assigned to the defect, and action is required by them, eg, if you assign a defect to a sub-contractor, the defect will appear on their dashboard with the alert next to it.
SCENARIOS:
There are a few scenarios that are possible when logging defects.
SCENARIO 1 (most common): Main contractor -> Sub-contractor. Main contractor closes.
The main contractor logs a defect and assigns it to a sub-contractor.
The defect is emailed to the sub-contractor and they print it out, fix the defect and tell the main contractor that it has been fixed.
Main contractor reviews the work and opens the defect. Adds comments by clicking on the comments icon and an updated photo by clicking the camera icon, and presses "Close Out".
The defect can be closed out by anyone from the main contractor's company (not just the creator). However any ‘pending for my action’ flags will only show up for the creator or assignee (sub-contractor).
SCENARIO 2a: Consultant -> Main contractor -> Sub-contractor. Main contractor reviews and marks as fixed. Consultant reviews and closes.
Consultant logs a defect and assigns it to the main contractor. Main contractor will see the defect on their defects page, with an alert next to it.
Main contractor will log in and re-assign the defect to a sub-contractor. Email will be sent to the sub-contractor (either immediately or with a summary, at the end of the day).
Sub-contractor fixes the defect and tells the main contractor.
Main contractor reviews the work and marks the defect as fixed by opening the defect and clicking Close Out (or Reject, which will keep the defect assigned to the sub-contractor). (Main contractor can also add comments and a photo by clicking comment and camera icon).
Defect goes back to the consultant for review. Consultant will see an alert on the defect list and open the defect. Consultant clicks Close Out or Reject.
Anyone from the main contractor company can do the initial close, anyone from the consultant company can do the final close, but ‘pending for my action’ flags only show up for the direct assignees/creator.
NOTE: if the consultant logs the defect, it cannot be closed by the main contractor. The defect will always go back to the consultant for review.
SCENARIO 2b: Consultant -> Main contractor -> Sub-contractor. Sub-contractor closes -> Main contractor reviews and marks as fixed -> Consultant reviews and closes. ('Full chain' of responsibility).
Consultant logs a defect and assigns it to the main contractor. Main contractor will see the defect on their defects page, with an alert next to it.
Main contractor re-assigns the defect to a sub-contractor. Email will be sent to the sub-contractor (either immediately or with a summary, at the end of the day).
Sub-contractor fixes the defect, opens the defect in Acuite and closes by clicking the "Close Out" button.
Main contractor sees an alert next to the defect, reviews the work and marks the defect as fixed by opening the defect and clicking Submit/Reject. (Main contractor can also add comments and a photo by clicking comment and camera icon).
Defect goes back to the consultant for review. Anyone from the consultant company can review and close the defect. Consultant clicks Close Out or Reject button.
Anyone from the main contractor company can do the initial close, anyone from the consultant company can do the final close, but ‘pending for my action’ flags only show up for the direct assignees/creator.
SCENARIO 3: Main contractor -> Other main contractor assignee -> Sub-contractor. Sub-contractor closes. Main contractor reviews and closes.
Main contractor logs a defect and assigns it to someone in his/her team, as an action list for them to manage.
The person in the team logs in and sees some defects assigned to him/her for action (with an alert next to the defect in the defects list). He/she will then re-assign that defect to a sub-contractor.
The sub-contractor will receive an email notification, fixes the defect and tells the main contractor (team member) that it has been fixed. The main contractor (team member) closes out the defect. The defect status is still "open", because the person who originally created the defect will go back in and have the final close-out of the defect. The defect status changes to closed.
SCENARIO 4: Main contractor -> Sub-contractor. Sub-contractor closes. Main contractor reviews and closes.
Main contractor logs the defect and assigns it to a sub-contractor.
The sub-contractor receives the defect via email, fixes the defect, logs in, and closes out the defect. The main contractor will then check that the defect has been fixed and close out the defect.
SCENARIO 5: Main contractor -> Main contractor closes immediately.
The defects module can also be used as a QA record.
Main contractor logs an item for QA, and attaches a photo and closes it out immediately (without assigning it to anyone). This is what it might look like on the defects dashboard.
For further instructions on how to close out a defect, click here.
For information on how to run a defects report, click here.