How to Notify a Defect, Testing and Inspections

In this article we explain the following:-

• How to notify a Supervisor’s Defect 
• How to accept Tests & Inspections 
• Accepting a Contractor’s Test/Inspection 
• How to Instruct a search 
• Creating an Instruction to search 
• Training Video: How to find your way around the defects module

In this article, we will show you how to create and manage an Defects, Testing, Inspections and Searches for Defects based on an NEC3 ECC Contract and flag any specific differences from other forms of NEC Contracts. These  workflows can be used for NEC3 ECC, NEC3 ESC, NEC3 PSC, NEC3 TSC, NEC4 ECC, NEC3 ESC, NEC4 PSC, NEC4 TSC and also the short version of the contracts. 

How to notify a Supervisor’s Defect 

The Supervisor can create a defect by clicking on “Supervisor Defect Notifications ” from the green  “Create New” dropdown button at the top of the page or by selecting the “Create New” button on the Supervisor Defect Notifications module.

Here the Supervisor can raise a new communication by using “Create New” to bring up a new form. It simply requires the details of the defect being notified before creating the draft form. This allows the Supervisor to check the details produced and add a relevant attachment (e.g. a photo which would be a good idea here to clearly show the defect) before pressing “Communicate Defect Notification” to issue into the system.

Once created there is an “actions” tab where the Supervisor can update the latest action to be taken and by who, before eventually when they agree it is closed out the Supervisor can confirm the final action and confirm the date it has been closed which then updates the Register.

How to accept Tests & Inspections

The Contractor can create new tests and inspections on the Contract Management Platform. They can select the green “Create New” button at the top of the screen or from Inspections & Defects then Contractor Tests & Inspections and use the “Create New” button on the module. The details required to be completed are: Details of test/inspection to be carried out, Location of test, Date and time of test and Description of test. 

We have recently added Supervisor Test & Inspections as a workflow as well. 

Accepting a Contractor’s Test/Inspection

The Supervisor can use the “Sign off record” to record their findings. They state whether the test/inspection was Accepted or Not Accepted before adding relevant comments as to their response. They then submit the form which then instantly updates the register in terms of comments and status.

How to Instruct a search

The Contractor is obliged to uncover works if they are instructed to do so. If a defect is not found, the cost of uncovering the works will be notifiable as a Compensation Event by the Contractor providing they gave the Supervisor the chance to inspect (as required in the Works Information or in line with any agreed Inspection & Test Plans) before the works were covered up.

Creating an Instruction to search 

The Supervisor can create a new instruction to search and confirm the details of what they require to be uncovered and why. Once this has been communicated and the works are uncovered, the Supervisor can then create a “sign off record sheet” recording what was found. The Supervisor would confirm if a defect was found or not, and then fill in details of what the search showed and then if relevant, any actions required to be carried out.

Training Video: How to find your way around the Defects Module: