Use Defect Management to enter defects relating to specific activity on a home.  Mainly, it will be construction managers who will enter and modify defects on a daily basis, as needed. The Defect Management part of the PunchList contains these three main functionalities:

• Add a New Defect - Users can add a new defect either straight from the PunchList tool or from the Job Task page on the Jobs tab.  The information contained in the Knowledge Base will be used to enter information about each defect.  This pre-defined information relieves the user from the burden of manual entry and facilitates repeatable processes.  

• Search Defects - Users can search open and completed defects to simply view more detail about a particular defect or edit any open defect.

• View PunchList - Users can view the current PunchList for the day by a specific community, job and trade.  The PunchList will display all open defects with the ability to send the defect information to the assigned Trade Partner.

Defect Basics:

• Status

• Priority

• Notifications

Defect Status

The defect status shows the current status of the defect. When a defect is first entered, the defect status defaults to ’Open.’ This is the only time the system will determine and assign the defect status. After this it is up to the user to update the defect status so it should always be editable by the user.  However, once a defect is in a ’Completed’ status, the user cannot change the status. Completed defects cannot be re-opened but they can be utilized when entering new defects. There are seven different defect statuses that appear in this filter:

• Open - Default status upon initial creation of defect. All open, standard defect items with a valid assigned supplier should be batched up and sent to the appropriate trades via a nightly batch process. One notification per supplier. Critical and structural defects do not apply to the nightly batch process as these will be sent upon saving the defect if the supplier is valid.

• Submitted - Defect has been submitted to the supplier.

• Repaired - Defect has been repaired by the supplier. Manual status update by user.  

• Repair not acceptable - Defect has been repaired by the supplier, but not approved by builder. Manual status update by user.

• Complete - Defect has been repaired by the supplier and approved by the builder. Manual status update by user. For critical and structural defects, a resolution photo must be attached before putting the defect in a ’Complete’ status.

• Inactive - Defect not applicable anymore. Manual status update by user.

• Incomplete - A defect that does not have a valid supplier (Self -Supplied or TBD). Critical or structural defect with no picture attached. Manual status update by user. A critical or structural defect with no picture attached generates an alert called Defect Requiring Picture.

Defect Priority

When you enter a new defect, the defect priority is pre-defined in the K.B, but you can escalate a Standard defect to Critical or Structural, if necessary. You can never lower the priority of a Critical defect to Standard, but you can sometimes change a Critical to Structural and vice versa. Items not marked as Structural or Critical are  Standard defect items by default.

• Critical - Critical defects are the most important and require immediate attention. Critical items are pre-defined in the K.B., but the user can also mark a defect as Critical when entering a new defect. When a Critical defect is entered, the assigned supplier is immediately sent a notification called the Critical Defect Notification.

• Structural - Structural defects are also important, and deal with structural problems in the home. When entering a new defect, a user can mark a defect as Structural only under one circumstance: when ”Other” is selected as the Category.  Otherwise, Structural items must always be pre-defined in the K.B.  When a Structural defect is entered, the assigned supplier is immediately sent a notification called the Structural Defect Notification.

• Standard - Standard defects are all those defects, big or small, that are not Critical or Structural. Standard items are pre-defined in the K.B., but when entering a new defect, the user can mark the defect as Critical. When a Standard defect is entered, it will be batched with all other Standard defects assigned to the same supplier, and transmitted nightly via the Standard Defect Notification.

Defect Notifications

When you enter a new critical or structural defect and click the Save Defect button, BuildPro sends a defect notification to the assigned supplier via fax or email. Defect notifications for standard defects are sent to the supplier in a nightly batch process via fax or email. When a supplier receives a defect notification, the notification status reflects when the notification is sent to the supplier, not the status of the actual defect. The notification may be in one of these three notification statuses:

• New - This status indicates that the defect is a new defect. If the BuildPro user resubmits the defect to the supplier from the PunchList without making any changes, the status will also be New.

• Updated - When the BuildPro user makes any changes to the Defect Detail in Buildpro, an updated defect notification is sent to the supplier immediately or in the batch process, depending on the type of defect. If the BuildPro user resubmits the defect to the supplier from the PunchList after making changes, the status will be Updated.

• Cancelled - If the BuildPro user changes the defect’s Assigned Trade from the Defect Detail page, the supplier will receive a defect notification with a status of Cancelled. The defect notification is sent to the supplier immediately or in the batch process, depending on the type of defect.