Non Conformance Reports (NCRs) are raised when an element of the works, or a process associated with the works fails to comply with the Specification. An NCR can be used for internal purposes or for gaining third party approval from the client’s representative. Civil Pro manages the entire Non Conformance process including documentation, Approval and Close Out, cross referencing to other records and valuation. The NCR Register is accessed from the Quality Assurance section of the Main Menu.
NCRs can be linked to Lots and Photos.
Several fields describe the NCR, its progress, and when key events have occurred:
- NCR Number – the sequential unique identifier for an NCR. Generated when an NCR is first created.
- Location – a description of the location where the NCR occurred.
- Description – a text field providing a description of the non conformance.
- Corrective Action – the proposed actions or works to rectify the non conformance.
- Preventative Action – the proposed actions to prevent the non conformance reoccurring.
- Raised By – the user who created the NCR record – automatically assigned.
- Date Raised – the date the NCR was created – automatically assigned.
- Status – the NCR status is a calculated field and cannot be set directly. An NCR’s status can be changed by creating an approval request, response to an approval request, and manually approving an NCR or closing an NCR out using the Context Menu function. Statuses are calculated as follows:
- Closed Out – if a Close Out Date is set
- Approved – if an Approved Date is set – this is either through a manual setting of the date, or an approval of a request
- Rejected – if an Approval Request receives a rejected response, and no subsequent approval
- Requested – if an Approval Request has been made, but the NCR is not Approved, Closed Out or Rejected
- Open – no Approval, Closeout or Approval Request
- Action Type – the proposed action to resolve the NCR – Retest, Repair/Rectify, Replace/Reconstruct, Reject, Use As Is or Other
- Severity – the impact of the NCR – Incidental, Minor or Major
- Third Party Approval Required – checked if the NCR requires approval by a third party – e.g. the client’s representative.
- Related Parties – a text field for listing any other suppliers, subcontractors etc. who are associated with the NCR and its resolution.
- Root Cause – a classification of the root cause of the NCR for analysis purposes. These can be customised using Project Options.
- NCR Cost – a numeric value estimating the cost associated with an NCR. This is not to be confused with the NCR Value which is calculated as the sum of the values of Lot Quantities for Lots associated with the NCR.
- Approval Date – the date an NCR was approved.
- Approval By – the user recorded as approving an NCR.
- Close Out Date – the date an NCR was closed out.
- Close Out By – the user recorded as closing out an NCR.
- Notes – a text field for providing addition information about an NCR.
Adding a new NCR
To create a new NCR, click on the New NCR button in the Register Menu. This will start the New NCR Wizard. As with all Civil Pro forms, only the coloured fields are compulsory.
The new NCR wizard
- When the New NCR Wizard starts, you will be prompted to specify the Location, Description, Corrective Action and Preventative Action (the date NCR Raised is inserted automatically). Enter the data and click Next.
- The next screen prompts for the remainder of the NCR fields required to define the NCR. Complete the applicable fields, and click Next.
- Select any Lots which are related to or affected by the NCR. These Lots will be added as links to the new NCR. Click Next.
- Review the summary and either click Finish to complete, or click the back arrow button in the top left to return to previous page.
Updating an NCR
To update an NCR, either:
- Enable Editing using the button at the left end of the Register Menu, or use the Context Menu option to do the same. Then directly update data in the grid.
- Update any field directly in the detail panel. If the Detail Panel is not visible, double click any record to show it.
Updating the NCR number
If you need to edit the NCR number, this can only be done using the Detail Panel.
- Invoke the Context Menus for the NCR Detail Panel (right click on any of the grey area in the Detail Panel) – refer to the Lot Register section on editing lot numbers for more information.
- Select the Edit NCR Number function.
- Edit the NCR number to the desired, unique NCR number.
Deleting an NCR
To delete a record:
- Enable Editing and select the record to delete.
- Press the delete key.
While Civil Pro can generally identify all related records and remove them along with the NCR, it is still possible that NCRs may fail to delete because of these links. In this case, remove the links and try again.
NCRs can be linked to lots and photos. The related items for each NCR are shown in the related items panel to the right of the register. If the panel is not visible, you can add it using the context menu’s Show Related Items function. Related items are linked in the standard way as described in the Adding, Updating and Deleting topic.
The NCR Register has several functions for managing your records. These are accessed from the Context Menu, unless noted otherwise.
NCRs can require approval by a 3rd party such as the client’s representative. Civil Pro provides an approval request / response system which is designed to work in conjunction with the Civil Pro Mobile platform, but it can be also used with the Windows desktop version. For details on how the approval system works, refer to the Approvals topic.
To create an Approval Request using the Windows desktop client, you must have set the SMTP Server Settings.
- Select the NCR for which you want to request approval.
- From the Context Menu, select Approval & Closeout => Request approval.
- In the next screen, a preview of the email text is shown. This text can be edited. Add the addressee and the date a response is required and click Send Request. An email will be sent with a PDF of the NCR report and cc’d to you. If you have a custom NCR Report overriding the standard Civil Pro report, then the custom report will be used.
You can see in the above screenshot that a warning is present. This warning occurs where a mobile site is not defined in the server settings. When there is no mobile site, Civil Pro cannot customise the email with a link for the approver to approve online. Approval can only be made using the approval code.
The Re-Request function is only visible for Unapproved NCRs that already have a request. Use this function (Approval & Closeout => Re-request Approval) if the NCR has required changes since the initial request, or the original request was rejected. It doesn’t matter to Civil Pro how many Requests for Approval are made, an object is considered to be approved as long as at least one request is approved.
The function to approve a request is only visible for unapproved NCRs which have an outstanding request. When selecting this option (Approval & Closeout => Approve Request), you will be prompted for the Approval Code. This code is included in the email sent to the approver and is a combination of alphanumeric characters (uppercase). As this code is only known by the approver, entering it into Civil Pro is evidence that they approve the NCR.
NCRs can be manually approved. To manually approve an NCR, use the Approval & Closeout => Manually Approve Function. Enter the details of who approved it and when, along with approval details. It is very important to provide as much detail about the approval as possible. It is especially useful to be able to reference correspondence or communications – including date and time.
Approval of an NCR is generally the step where the proposed actions are agreed. Close Out occurs when these steps have actually been completed. To close out an NCR, use the Approval & Closeout => Closeout option from the Context Menu. The process is completely analogous to the manual approval process described above.
The NCR register has several pre-baked views for quickly accessing relevant data in the Register Grid. These are available in the Views sub menu of the Context Menu. You can also save your current layout as a Custom View. Pre-baked views include:
- Value – shows the NCR Number, Description, Corrective Action, Date Raised and calculated columns displaying:
- Lot Value – as calculated from Lot Quantities of associated Lots
- RPF Value – the value Reduced Payment Factors
- Approvals – shows the NCR Number and Description, and the approval details including Approval Date, Approved By and Approval Remarks
- Close Out – shows the NCR Number and Description, and the Close Out details including Close Out Date, Close Out By and Close Out Remarks
- Classification – shows the NCR Number, Description, Severity and action type columns