No engineering and construction project will be ever delivered without having quality assurance and quality control (QA/QC) processes implemented. For quality assurance, the submittal review and approval of material, drawings, method statement and other documents, is the most proven process to ensure this (https://www.linkedin.com/pulse/why-managing-submittal-must-engineering-construction-bassam). As for quality control, the supervision consultant or third party inspection firm will implement a number of processes to inspect, review, approve and report the work delivered by the contractor which are usually part of the project’s Quality Management System (QMS) manual. The testing and inspecting process is one of those processes and it used to monitor that completed work is in compliance with contract documents. Testing and inspecting can occur at the product source, at independent testing laboratory prior to installation, at site prior to installation and after installation. The requests for testing and inspecting is always issued by the contractor to the supervision consultant.
In addition, there are other related processes to ensure that the completed work is in compliance with contract documents. The two other most common processes are Non-Conformance Report (NCR) and Snag List. The NCR will be issued by the supervision consultant upon discovery of nonconforming work for which the NCR will be used to document deficiencies. The contractor will be required to rectify the defective work and the supervision consultant will then verify that the deficiency was corrected and work is in accordance with contract documents.
Snag List or Punch List is the usually the final inspection that will be done by the supervision consultant before issuing the project final completion certificate. The Punch List should clearly locate and describe items of work to be corrected. Usually, the supervision consultant will estimate the amount of funds to be withheld until the defective works get corrected and accepted.
It is recommended to have a two-stage approach for completing the Punch List inspection. The initial Punch List will include the list of incomplete items or items in need of remedial work prepared by contractor. For the final Punch List, the supervision consultant supplements the initial list after inspection and assembles into one final Punch List. The final Punch List will usually be attached to certificate of substantial completion which should include time limit to perform outstanding work.
It is important to highlight that organizations should not confuse Punch List with Project Handover processes. The Project Handover process which could include different requirements for the building system being handed over to the facility end user, stakeholder, assumes that all reported punch list items had been rectified and there are no more pending items.
Request for Inspection and Technology
It is highly recommended that organizations consider having Request for Inspection document templates that are specific to the building system or work to be inspected. This will help in specifying the elements that need to be inspected and tested in accordance to what the project specifications and other accepted best practices. For example, the organization can develop document templates for:
· Material Inspection Report
· Material Inspection Report for Epoxy Coated Reinforcement Steel
· Material Deliveries Storage Checklist
· Deliveries of Steel Checklist
· Record of Concrete Pour
· Pre-Concrete Inspection Record
· Off-site Inspection Report
· Maintenance Inspection Check List
· Record of Ceiling Space Closure
· Concrete Cube Test Report
· Mortar Cube Test Results
· Block Works Checklist
· Certificate of Hydrostatic / Pneumatic Test
· HVAC Checklist
· Duct Leakage Test Report
· Airflow Test Report
· Drainage Pipe Water Line Pipe Checklist
· Electrical Underground Conduits & Electrical Ducts Checklist
· Protected Membrane Roofing Roof Water Proofing Checklist
· Metal Door / Frame Checklist
· Pre-Engineered Building Checklist
· Calibration of Unit Weight of Sand
· Sieve Analysis
· Determination of Modified Proctor
· Survey Works Checklist
By using a project management information system (PMIS) like PMWeb, the organization can design those Request for Inspection forms in the needed format which can be viewed as designed on a mobile device like an iPad. This will enable the consultant supervision team to capture the needed details of each inspection live onsite. The sample Contractor Works Inspection Request (CWIR) below is an example of how flexible those forms can be and how all needed data attributes can be added to enable selecting the values from predefined dropdown lists.
Pictures, videos, drawings, specifications and other supportive documents can be uploaded directly on the form or they can be attached if they were previously uploaded into PMWeb document management repository. All of those documents can be saved in one of the folders created in the document management repository to store all testing and inspection documents.
When the supervision consultant team members complete the inspection, they can submit the Contractor Works Inspection Request (CWIR) through the predefined workflow steps to ensure that all stakeholders who should be involved in approving or sharing the testing and inspection information are aware of the inspection results. The workflow could include conditions to include other stakeholders in the review process based on predefined attributes values.
Tabular and graphical reports can be designed in the format that organization needs to have to better understand the performance of the request of inspections that took place on the project. For example, they might need to know how the total number of request for inspections was spread by the supervision consultant inspector, specification category, vendor or contractor that have requested for the inspection among others. There could be also a need to understand the volume per month by those categories among many others.
Non-Conformance Report (NCR) and Technology
Similar to the Request for Inspection, PMWeb custom form builder will be used to create the Non-Conformance Report (NCR). The form should include sections for describing the deficiency, propose corrective action, acceptance of the proposed corrective action, confirmation that the corrective action have rectified the deficiency and final approval of the rectification.
Also, and similar to the Contractor Works Inspection Request (CWIR), each NCR can be attached with all types of supportive documents as well as it can be linked to a predefined workflow to ensure that all those who should be involved in reviewing, sharing and approving the NCR form.
Tabular and graphical reports can be created in any desired format to report on the NCRs issued and their status. The most common NCR report is the report that will detail all NCRs that are still open and where not rectified by the contractor. This report can be improved by adding charts to summarize NCRs by status, vendor, type and NCRs issued per month.
Punch List and Technology
PMWeb comes ready with the Punch List module that is aligned with all recognized best practices. It is a recommended practice to have a separate Punch List for each specification category. That is to say, it is better to have for interior finishes, electrical works, fire protection, HVAC, conveying systems among others. For each Punch list, the reported items should include the details of the snag or reported defect, location of the snag which will use a predefined location breakdown structure that will be common to all Punch Lists. PMWeb allows the user to drag and drop the location level to the desired line item. It is also recommended to attach a picture or video for each reported item. For each item, the Punch List will report to whom this item was assigned to rectify, which date it was issued, who spotted the defect and to whom it was reported to, when it should be rectified, days overdue and date it was actually rectified on.
In addition, it also a common practice to withhold payment from the contractor’s contract until those items are rectified. Accordingly, for the same Punch List items, the supervision consultant needs to provide an estimate for the cost for rectifying the works and against which contract agreement it should be charged. The Punch List items will be updated when they are completed and accepted by changing their status to closed.
Also, and similar to the Contractor Works Inspection Request (CWIR), each Punch List can be attached with all types of supportive documents, in addition to those attached to each line item number, as well as it can be linked to a predefined workflow to ensure that all those who should be involved in reviewing, sharing and approving the Punch List.
To track the status of reported punch list line items, both tabular and graphical reports can be created. In addition, more visual reports like the one shown below can be created. The report shows the list of punch list items at a specific floor level, say the ground floor and the location of those snag items. The color of each room or zone is an indication of the number of reported snag list items, green for 1, yellow for 2 or 3 and red for more than 3. The report has filers to select punch list items by status and specification category.