Deficiencies or punch lists are a reality of the construction process but how effectively a company deals with them can really impact the bottom line. Reducing the cost of managing deficiencies is all about saving time – saving time documenting and managing deficiencies and saving time required to correct the defects.
Mobile deficiency tracking is by far the best way to improve this process. Smartphones and tablets are so ubiquitous, as are wireless networks, and the cost of mobile apps and mobile transmission is continually coming down. This makes the cost-benefit of using mobile deficiency tracking tools very easy to justify, with typically little to no additional capital required.
Being able to create, edit and complete deficiencies while on-site in real time saves time as well as improves communication throughout the construction process. Accessing an electronic inspection form with a smart device ensures nothing is missed in the inspection process. Creating deficiencies in real time and attaching photos and/or associated design drawings, and assigning to the appropriate entity can save many hours that would otherwise be spent taking notes and photos, and attaching and transcribing this data later in the office. The real time capture of data also allows issues and risks to be identified and addressed before negatively impacting the project.
Electronic inspection forms are easier to fill out than paper because some data can be auto-filled and drop-down menus can be used to minimize typing. In addition to attaching photos from a smartphone, providing mobile access to plan drawings and specifications means more detail can be added to the deficiency to eliminate any confusion that might result in errors or re-work later.
Effective deficiency resolution requires collaboration by all parties involved in the project. Mobile systems are available that allow secure access to only the information that is relevant to a person/company’s role. Therefore, a workflow can be established where information is provided to all parties involved in defect resolution, based on their role. This ensures effective collaboration and the use of timely and accurate information, which results in tremendous efficiency completing the work.
The use of QR codes with deficiency tracking takes this process to the next level of efficiency in a very simple way. By placing a QR code at each unique location, the site inspector can scan the QR code with its smart device and access inspection forms and other relevant information specific to that location. When a subtrade scans a QR code, it only sees the defects assigned to it for that location, plus any relevant documents. Both parties can access and edit the deficiency list in real time by simply scanning the QR code and saving any changes.
QR codes work well post-handover to track deficiencies during the warranty period. The new owner or tenant can use location specific codes to log deficiencies, add photos and comments. This allows prioritizing time-dependent problems from those that can be dealt more cost-effectively later on. This is an excellent way to provide a better service to the new owner or tenant because it is easy to log deficiencies. Plus, they can scan the code to see the status of the deficiencies as well as access any other location’s specific documents.
Mobile deficiency tracking has many benefits beyond saving time. It reduces errors, eliminates re-work and improves decision-making throughout the construction process. It can shorten project schedules by up to 10 to 20 per cent, which is significant. Construction personnel are happier since paperwork is eliminated, deficiency tracking is simpler, better information is available and collaboration is quickly available for more complex issues.
There are several applications that provide mobile deficiency tracking. When selecting one, it’s important to consider the ability to integrate, ease of use and functionality. Integration is important because in addition to making it easier to manage deficiencies in the field, automatically bringing that data into project management tools avoids costly transcription, while ensuring a solid view of the overall project. Ease of use is all about system simplicity that will save time, while ensuring users will accept and actually use the system. Functionality should be relatively easy to define but keep in mind the excellent additional capabilities like QR codes that make these tools even more effective.
Tom Brauser is COO of Vancouver-based BuiltSpace Technologies, which provides an integrated building management system that offers very effective and innovative ways to manage all aspects of buildings.
