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About Deficiencies

Using the Deficiency document, you can track information about items in your workspace that need to be finished, fixed or redone to complete the workspace. The Deficiency document organizes information on the deficiency itself, the actions and parties required to resolve it, and the schedule required for its completion.

• Open the Deficiency List register.

The Deficiency document also allows you to track progress on any of these actions, and once all have been completed to specification you can record details of the final resolution and closure of the deficiency. 

A Deficiency document's information is grouped under the following pages:

• Main: This page contains general information about the specific defect, such as its location, description, and responsible parties.  For more information, see "Deficiency - Main".
• Resolution: The Resolution page allows you to enter details on the actions taken to resolve the deficiency, as well as specific information relating to sign off as well as cost and schedule impacts if appropriate. For more information, see "Deficiency - Resolution".
• Action Items: Contains details of the specific action items or tasks required to correct and resolve this deficiency.  For more information, see "Deficiency - Action Items".
• Inspection Log: This page allows you to enter notes regarding the inspection and progress and outcome of specific Action Items that were required to resolve this Deficiency. For more information, see "Deficiency - Inspection Log".
• Properties: Contains the attributes of the document, such as the author of the document, and the date in which the document was created. For more information, see "Document Properties".

Additional deficiency information is also available on the following tabs:

• Project: Lists the projects the document is linked to. For more information, see "About the Projects Tab"

• Workflow: Enables you to see where the document is in its lifecycle, who has already performed actions on the document, and who will receive notification when the document changes to a specific state. For more information, see "Workflow tab".
• Activity Log: Records all the activities of the deficiency, such as when it was saved, imported, exported, forwarded, or received. For more information, see "Activity Log tab".
• Attachments: Contains a list of other documents related to this deficiency. For more information, see "Attachments Tab".

An example of the lifecycle of a deficiency within Proliance :

1. During inspection of a construction site, a defect is discovered regarding a specific element of construction not matching the required specification.
2. A Deficiency document is created with basic general details of the defect entered on the Main page, a general description, location, parties responsible and other details as may be required.
3. A series of Actions are now agreed by all concerned parties that will need to be completed in order to resolve this defect. These Actions are recorded in the Action Items page of the Deficiency document, and contain a description of the task required, which party will carry it out, planned completion date, cost implications and so on.
4. Once some or all of these Action Items have been completed, the work would be inspected and details on the progress of each Action Item will be recorded in the Inspection Log page of the Deficiency document. One or more inspections may be required before all Actions Items are deemed to have been satisfactorily completed.
5. Once all Action Items have been inspected and resolved to the satisfaction of all parties, final defect resolution details can be entered against the Deficiency to formally close it off. This information would be entered on the Resolution page of the document, and can be used to record notes on work carried out, cost or schedule impacts as well as sign off details.