How to create a Deficiency (Procore Web)

Steps

Select a Project from the dropdown.

Select Deficiency List under Project Management.

You can view Deficiency List sorted by My Items (only shows items you have created) and All Items (shows all the items created). You can search for specific items by typing the deficiency title or number in the Search box.

To filter the deficiency list items, select Add Filter drop down and select one of the filters options – e.g. Overdue – No Due Date, Overdue or Select Day or Range.

The Status box shows the status and percentages of items created. The Items by Assignee Company shows the number of items and assigned companies. The number of overdue items shown in the Total Overdue Deficiency List Items.

Click on + Create to create a new deficiency item.

On following page complete all required fields:

Title – e.g., # -, Deficiency Item Manager, Assigned To, Date Due, Final Approver, Distribution, Reference, Schedule Impact, Cost Impact, Description.

Note: Items with * are required fields. If these fields are not filled out then the item will not be created.

Select Save when done or Save & Create New when additional new items need to be added.

Comments, attachment and additional assignees can be added before initiating a deficiency then select Send to Assignees. Items can be sent to assignees one at the time or in bulk from the main deficiency page. Once the item is sent, it will change the status to Work Required. IF the items are not sent, the status will be Initiated.

Once a subtrade responds, and sets the items to ready for review, then you can select All Work Complete (which changes the status to ready to Close) or Work Not Accepted (Which changes it back to Work Required). Select Submit to proceed with the change.

Note: Users with admin permissions (Buttcon) can manually respond for the subtrades.

Once the response is submitted, it will change the status to Ready to Close. Then the item can be closed by selecting Close Deficiency Item

If the item been reviewed prior to the trade sending the response, you can preemptively close the item using the side bar Close Deficiency Item option.

Editing Items using Bulk Actions

If multiple items need to be changed, you can select the box beside these items on the Deficiency List main page then select Bulk Actions drop down to wither Close, Edit, Delete or Reopen items.

If Edit is selected: below option can be changed then select Update.

Internal Processes

The Status to be used are Work Required (open), Ready for Review/ Ready to Close (complete pending final review) and Closed.

Exporting Deficiency Reports

When exporting reports, filter information needed e.g Status (Work Required, Ready for Review and Read to Close) Assignee Company (Buttcon) prior to exporting.

To export the deficiency list, select Export (PDF, PDF w/description, PDF w/ Photos & drawings and CSV)

Other custom reports can be found in the Reports tool. These reports have been made for more specific use.