What is the Deficiency List Workflow?

Answer

Procore's new Deficiency List Workflow offers several new features including:

It's important to note that you can still use Procore's Deficiency List tool in the same way you always have. The new workflow provides new roles and additional statuses in order to add more accountability and transparency to the deficiency list process. If you know who will serve as your project's Deficiency Item Manager and Final Approver, you can assign these default roles in your Deficiency List Configuration Settings. See Edit a Project Level Deficiency List Template and Configure Advanced Settings: Deficiency List.

See the sections below to read more about the Deficiency List Workflow:

Want to learn more? Sign up for the New Deficiency List Workflow Webinar: Register for the Webinar

Overview of the New Deficiency List Workflow

The diagram below displays the typical workflow for managing a deficiency list item throughout its entire lifecycle. This workflow assumes collaborator participation in the deficiency list process. 

Click a box to view the related tutorial:

What is the Deficiency Item Manager Role?

In Procore, a Deficiency Item Manager is responsible for overseeing a deficiency list item throughout its entire lifecycle. This Deficiency Item Manager assigns a deficiency list item, manages all communication with third-party collaborators and forwards the item to the responsible party for final approval.

If you know who will serve as your project's Deficiency Item Manager, you can assign a default role in your Deficiency List Templates and your Deficiency List Configuration Settings. See Edit a Project Level Deficiency List Template and Configure Advanced Settings: Deficiency List.

What is the Final Approver Role?

In Procore, the Final Approver, is the last responsible party in the Deficiency List Workflow. This person has the final authority to close an item. In many cases, a deficiency list item's Creator will also serve as the Final Approver. If you know who will serve as your project's Final Approver, you can assign a default role in your Deficiency List Templates and your Deficiency List Configuration Settings. See Edit a Project Level Deficiency List Template and Configure Advanced Settings: Deficiency List.

What are the Additional Deficiency List Item Statuses?

In Procore, the Deficiency List tool now provides additional statuses that will be applied to your item. These additional statuses provide clarity and transparency throughout the deficiency list process. Below is a list of statuses that Procore will apply to a deficiency list item.

  • Draft: Indicates that a deficiency list item has been created by a user who is not the item's Deficiency Item Manager and has not yet sent the item to its Deficiency Item Manager.
  • Initiated: Indicates a deficiency list item that was either created by a user who is also the item's Deficiency Item Manager or an item that was previously in Draft and has been sent to its Deficiency Item Manager.
  • In Dispute: Indicates a deficiency list item that was Initiated and then disputed by the item's Deficiency Item Manager or Project level Deficiency List tool Admin.
  • Work Required: Indicates a deficiency list item that was Initiated and then sent to its Assignees by the item's Deficiency Item Manager or Deficiency List tool Admin.
    Note: Deficiency list items will remain in the Work Required status while at least one of the Assignees is listed as Work Required.  
  • Work Not Accepted: Indicates a deficiency list item that was sent to its Assignees and at least one Assignee was marked as Work Not Accepted by the item's Deficiency Item Manager or Project level Deficiency List tool Admin.
  • Ready for Review: Indicates a deficiency list item that was sent to its Assignees and all Assignees marked the item as Ready for Review. 
  • Ready to Close: Indicates a deficiency list item that was sent to its Assignees and then all Assignee responses were marked as Resolved by the item's Deficiency Item Manager or Project level Deficiency List tool Admin.
  • Not Accepted: Indicates a deficiency list item that was Ready to Close but was Not Accepted by the item's Final Approver.
  • Closed: Indicates a deficiency list item that was closed by one of the following roles:
    • The Creator, while in Draft or In Dispute. 
    • The Final Approver, while in Ready to Close.
    • A Project level Deficiency List Admin, at any time in the workflow.

What are the New Assignee Responses?

In Procore, the following responses can be applied to describe the status of an Assignee's work:

  • Work Required: Indicates that an Assignee must complete required work on the item.
  • Ready for Review: Indicates that an Assignee has completed the required work and it is ready for review by the Deficiency Item Manager.
  • Work Not Accepted: Indicates that the work completed by the item's Assignee was not accepted by the Deficiency Item Manager.
  • Resolved: Indicates that the work completed by the Assignee was reviewed and accepted by the Deficiency Item Manager.

What is an Overdue Deficiency List Item?

A Deficiency List Item can become overdue if the required work is not completed while the item's status is listed as Work Required or Work Not Accepted. An overdue Deficiency List item will continue to be overdue until all Assignees are marked as ‘Ready for Review' and the item becomes 'Ready for Review'.

What is the New Activity Feed View?

The new Activity Feed View for the Deficiency List tool provides a record of changes for each deficiency list item, including when the item was created, modified, and closed. This activity feed provides a history of each item so that you and your team can better track and document a deficiency list item throughout its entire lifecycle. See View a Deficiency List Item.

See Also