Defects Management, what are the key points to consider after doing inspections of work on site?

Question

A real tricky topic that can lead to major defects if not addressed correctly.

Howard Gregory · Answer

THE BASICS

Inspections will identify defects and incorrect / incomplete trade works. To complete the inspection process, the defect information must be captured to manage defects rectifications in a timely manner.

The basic information to capture in the inspection process is as follows:

· Trade.

· Assign a Consecutive Trade Defect Number.

· Description of defect (the more detail here enhances the ability to clear the defect. General statements with the lack of specific failings, will only slow the process to clear an alleged defect).

· Location (e.g. building, floor level, zone, room etc)

· Date witnessed

· Witnessed by whom

Where Defects are cleared, there should be the facility to add

· Date witnessed as satisfactory and signed off

· Signed off by whom.

It is usual that the basic information is captured / included on an IT system. Various systems exist for information capture and allow the information to be managed in various ways. For example:

· Just list all defects

· List by trade

· List only live

· List only live by trade

· List by area/location

Once trade defect information is captured, it needs to be closed out. The outstanding defects need to be chased relentlessly. It is important to know the potential cost to close out all the live defects on any trade. This requires that the defect schedule be regularly reviewed, and each item evaluated for the trades.

With the knowledge of those potential costs then the project team need to consider any other actions they should take to reduce the risk to the Project. Such action need only be considered where there is little, or no effort being made to resolve defects. These other actions may include such as:

· Where possible, holding additional monies from companies who are failing to complete defective works that they are responsible for.

· Stopping works until corrective measures are in place. Subsequent works being able to be installed to the correct standards.

· Calling in senior partners / directors / mangers / operatives to discuss face to face what is required.

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Defects Management, what are the key points to consider after doing inspections of work on site?

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