Use the defects list to manage all defects that have occurred in your company's buildings following new construction or renovation work. Enter where the defect occurred and specify who is responsible for rectifying it. You can also call up notifications of defects for the individual defects using the form. Attach documentation of the defect in photographic form, scan the notices of defects sent and then upload the copy to document their dispatch.
Description
A detailed description of the defect is provided here.
| Property | Description |
| Remark | Enter an additional comment on the defect. Please note: This entry does not appear in the defect letters generated by the system. |
| Description | Enter as detailed a description of the defect as possible in this editor. A reference to the location is particularly important. The description is included in the defect letters generated by the system and is therefore visible to the service provider contacted. |
| Trade | Selection of the trade in whose area the defect falls. |
Identification
Information on the identification of the data record is stored in this info area.
| Property | Description |
| Construction Project | Select the construction project to which the defect is to be assigned. After selection, the defect number and contract date of the construction project are displayed. |
| Defect No. | Display of the ticket number of the structural defect. The number is automatically generated by the system |
| Status | Selection of the status of the defect. |
Location of the Defect
The exact location where the defect occurred can be determined in this info area.
| Property | Description |
| Room | Selection of the room of the building in which the defect occurred. |
| Element | Enter the name of the component on which the defect has occurred. |
| Floor | Here you can select the floor on which the defect has occurred. This information is important for the exact localization of the defect in the building and helps with the efficient planning and implementation of remedial measures. |
| Building | Select the building in which the defect occurred. This information is crucial for the precise localization and efficient rectification of the defect as part of defect management. Specifying the building is mandatory to ensure precise allocation and tracking. |
Responsibilites
The planner and builder of the building in which the defect occurred can be selected here in order to find the person responsible for rectifying the defect.
| Property | Description |
| Planner | Selection of the company responsible for planning. |
| Building Company | Selection of the company responsible for the installation and thus for the defect. |
Details and Status
In this info area, you can enter information on the processing status of the defect.
| Property | Description |
| Service ticket | Information on the existing service ticket |
| Rectification Finished on | Selection of the date on which the rectification of the defect was accepted by the employee responsible for defect management. |
| maintenance order | Information on the existing maintenance order. |
| Payment Reduction | Indication of whether the defect is associated with a reduction in the value of the service (and thus the invoice amount to be paid) and should be noted. |
| Quotation | This value represents the estimated amount in euros for the elimination of the identified defect. It is based on the cost estimate prepared and serves as an important basis for budget planning and for prioritizing the elimination of defects as part of the construction project. |
| Approved by Orderer on | Selection of the date on which the defect is marked as completed by the client and the service provided to rectify the defect is marked as accepted. Note: If the defect is marked as completed here, the defect status further up in the form must also be set to "Completed". |
| Rectification Date | Selection of the date on which the company responsible for rectifying the defect reported the defect as rectified. Please note: Entering a date does not mark the final acceptance of the defect rectification by the client. This is done in the field "Released by client". |
Correspondence and Deadlines
This group includes features for documenting correspondence and deadlines in connection with defects. It contains information on deadlines, correspondence and timelines for processing defects.
| Property | Description |
| Second Notice of Defects | Selection of the date to which the first deficiency letter is to be dated. |
| Deadline According to First Notice of Defects | Selection of the date on which the deadline set for the company responsible for rectifying the defect is to expire. |
| Deadline According to Second Notice of Defects | Selection of the date on which the deadline set for the company responsible for rectifying the defect is to expire. |
| Deadline According to Third Notice of Defects | Selection of the date on which the deadline set for the company responsible for rectifying the defect is to expire. |
| Third Notice of Defects | Selection of the date to which the second deficiency letter is to be dated. |
| Deadline According to Fourth Notice of Defects | Selection of the date on which the deadline set for the company responsible for rectifying the defect is to expire. |
| Fourth Notice of Defects | Selection of the date to which the third deficiency letter is to be dated. |
| Notice of Defects during Construction Phase | Selection of the date on which the notice of defects ("notification of defective performance") is to be dated. |
Warranty
Here, the defect is assigned to the warranty, which covers the damage.
| Property | Description |
| Warranty | Selection of the warranty that covers the defect. |
Photo documentation of the defect
A photo of the defect can be uploaded for documentation purposes in this info area.
In this section you can manage images and display an image gallery.
Comments
Individual comments for the defect can be created here. The comments are recorded with the date and the name of the author and are saved permanently. The comments are listed chronologically.
In this section you can add and edit comments and annotations.
Objects
This area lists the objects that have been assigned to the defect.
See also: Assignment: Objects to defects
Correspondence and Notices of Defects
Finished, scanned letters and defect reports can be uploaded here. All correspondence relating to the defect can be documented here.
In this section you can upload, download and manage files.
First Notice of Defects
The notice of defects is a letter to the person responsible for the defect, which can be sent during the construction phase. It is advisable to write a notice of defects if one or more defects or damages are discovered. The defects should always be recorded in writing and documented with photos. The data entered in the "Correspondence and deadlines" information area can be used to create and download an automatic form for the notice of defects for the defect. The notice of defects can then be found under the "Reports" button in the work bar of the form. Once printed, this letter is sent to the company that has to rectify the defects.
Second Notice of Defects
The first defect letter is written after the construction phase and can therefore already be the second request to rectify a defect if a defect notification was sent during the construction phase. Filled in with the data entered in the "Correspondence and deadlines" info area for the first notification of defects, the letter can be downloaded via the "Reports" button in the work bar of the form.
Second Notice of Defects
The second defect letter is written after the first defect letter if the party responsible for rectifying the defect does not rectify the defect after the first defect letter and the deadline has been exceeded. Filled with the data entered in the "Correspondence and deadlines" info area for the second notification of defects, the letter can be downloaded via the "Reports" button in the work bar of the form.
Third Notice of Defects
The third defect letter is written after the second defect letter if the party responsible for rectifying the defect does not rectify the defect after the first defect letter and the deadline has been exceeded. Filled with the data entered in the "Correspondence and deadlines" info area for the third notification of defects, the letter can be downloaded via the "Reports" button in the work bar of the form.
