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Inspection and Defects Management System

USER GUIDE

QA software

UGD-ID-002 2C 27/05/2009

Document: Revision:

Last Updated:

DefectInspector User Guide

Information in this document is subject to change without notice. Companies, names and data used in examples are fictitious. © 2003 – 2009 by QA Software. All rights reserved. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose, without the express permission of QA Software. Although DefectInspector has undergone extensive testing, QA Software makes no warranty or representation, either express or implied, with respect to this software or documentation, its quality, performance, merchantability, or fitness for purpose. As a result this software and documentation are licensed “as is”, and you, the licensee are assuming the entire risk as to its quality and performance. In no event will QA Software be liable for direct, indirect, special, incidental or consequential damages arising out of the use or inability to use the software or documentation. Please send your comments to: QA Software 21 Bedford Street North Melbourne VIC 3051 Australia For technical support: Australia Phone: 03 8379 0000 Fax: 03 9326 6544 International Phone: +61 3 8379 0000 Fax: +61 3 9326 6544 Email: [email protected] Internet: http://www.qa-software.com

Contents


Chapter 1 – Getting Started ......................................................................................9 1.1 Introduction...................................................................................................................................... 10

1.1.01 Introducing DefectInspector..................................................................................................... 10 1.1.02 DefectInspector Workflow........................................................................................................ 11

1.2 Installing DefectInspector ................................................................................................................ 12

1.2.01 System Requirements ............................................................................................................. 12 1.2.02 How to Install DefectInspector on a PC ................................................................................... 12

1.3 Running the DefectInspector System.............................................................................................. 13 1.4 How to Install DefectInspector on a Pocket PC Device .................................................................. 13 1.5 Configuring DefectInspector............................................................................................................ 14

1.5.01 Moving DefectInspector to the Server...................................................................................... 14 1.5.02 Install the QASYS Files ........................................................................................................... 14 1.5.03 Creating a shortcut on your desktop........................................................................................ 14 1.5.04 DefectInspector Directory Structure......................................................................................... 15

1.6 Licensing and Registration .............................................................................................................. 16

1.6.01 DefectInspector Licensing Method .......................................................................................... 16 1.6.02 Registering DefectInspector on the PC or Server.................................................................... 17

1.6.03 Un-Registering a Pocket PC ................................................................................................................ 17 1.7 Program Defaults ............................................................................................................................ 18 1.8 DefectInspector Standard Tool bar buttons .................................................................................... 20 1.9 Quick Start Check list ...................................................................................................................... 21

Chapter 2 – Working with Projects ........................................................................23 2.1 Creating Projects............................................................................................................................. 24

2.1.01 Overview.................................................................................................................................. 24 2.1.02 Creating a Project .................................................................................................................... 24

2.2 Working with Projects...................................................................................................................... 24

2.2.01 Project Details ......................................................................................................................... 24 2.2.02 Project Settings ....................................................................................................................... 25 2.2.03 Rank Captions ......................................................................................................................... 26 2.2.04 Integration with TeamBinder.................................................................................................... 27

2.3 Project Calendar.............................................................................................................................. 28 2.4 Configuration Tables ....................................................................................................................... 29

Chapter 3 – Contractors Address Book ................................................................31 3.1 Overview.......................................................................................................................................... 32 3.2 Company Types .............................................................................................................................. 32 3.3 Companies ...................................................................................................................................... 33 3.4 Contacts .......................................................................................................................................... 33

3.4.01 Creating Contacts .................................................................................................................... 33 3.4.02 Making the assignment of Subcontractors to Defects Mandatory............................................ 34

3.5 Rename Company ID...................................................................................................................... 34 3.6 Import Address Book Wizard........................................................................................................... 35

Contents


Chapter 4 – Project Inspection List .......................................................................37 4.1 Overview.......................................................................................................................................... 38 4.2 Using the Standard Library.............................................................................................................. 38

4.2.01 Using the Standard Library ...................................................................................................... 38 4.2.02 Standard Library Maintenance Wizard..................................................................................... 40

4.3 The Project Inspection List .............................................................................................................. 40

4.3.01 Using the Project Inspection List ............................................................................................. 40 4.3.02 Using Abbreviated Codes with the Project Inspection List....................................................... 42

4.4 Setting the Security on the Pocket PC ............................................................................................ 43 4.5 Project Inspection List Maintenance Wizard ................................................................................... 44

4.5.01 Adding new items using the Project Inspection List Maintenance Wizard ............................... 44 4.5.02 Renaming items using the Project Inspection List Maintenance Wizard.................................. 45 4.5.03 Deleting items using the Project Inspection List Maintenance Wizard..................................... 45

4.6 Wizard to add Default Subcontractors to the Project Inspection List .............................................. 46 4.7 Transfer Project Data ...................................................................................................................... 47

Chapter 5 - Using DefectInspector on a Pocket PC..............................................49 5.1 Uploading Data to the Pocket PC device ........................................................................................ 50

5.1.01 Uploading Data to the Pocket PC device................................................................................. 50 5.1.02 Registering a Pocket PC DefectInspector License .................................................................. 50 5.1.03 Uploading Data from DefectInspector installed on Citrix or Terminal Server ........................... 51

5.2 Using DefectInspector on the Pocket PC........................................................................................ 51

5.2.01 Login to DefectInspector on the Pocket PC............................................................................. 51 5.2.02 The Defect List ........................................................................................................................ 52 5.2.03 Recording Inspection Results .................................................................................................. 53 5.2.04 Subcontractor Rectification Details .......................................................................................... 54 5.2.05 Re-Inspection Process – Marking Defects as Complete.......................................................... 54 5.2.06 Using a Camera with DefectInspector ..................................................................................... 55 5.2.07 DefectInspector Pocket PC Options ........................................................................................ 55

5.3 Download Inspection results from the Pocket PC........................................................................... 56

5..3.01 Preparing Data for Download on the Pocket PC..................................................................... 56 5.3.02 Downloading data to the PC .................................................................................................... 56

Chapter 6 - Working with DefectInspector on the PC ..........................................59 6.1 The Download History ..................................................................................................................... 60 6.2 The Master Defects Register........................................................................................................... 60

6.2.01 Overview.................................................................................................................................. 60 6.2.02 Direct entry of Defects on the PC ............................................................................................ 62 6.2.03 Add a New Defect to the Project Inspection List from within the Master Defects Register ...... 63 6.2.04 Copy Defects ........................................................................................................................... 64 6.2.05 Assigning Subcontractors on the PC ....................................................................................... 64 6.2.06 Change Subcontractors Wizard............................................................................................... 65

6.3 Sending Defects Notices ................................................................................................................. 65

6.3.1 Sending a new Defects Notice................................................................................................... 65 6.3.2 Resending a Defects Notice ...................................................................................................... 67 6.3.3 Auto Alerts ................................................................................................................................. 67 6.3.4 View Subcontractor Notifications ............................................................................................... 68

6.4 Updating the Status of Defects........................................................................................................ 69

6.4.01 Updating Fix Claimed .............................................................................................................. 69 6.4.02 Marking Defects as Complete.................................................................................................. 70

Contents


6.5 Export to Excel and Word................................................................................................................ 71 6.6 Customising the Master Defects Register....................................................................................... 71

Chapter 7 – Working with a Regional Office .........................................................73 7.1 Overview.......................................................................................................................................... 74 7.2 Define Local Server and Regional Office Email Details.................................................................. 74 7.3 Send the Local Defects to the Regional Office ............................................................................... 74 7.4 Receive the Local Defects at the Regional Office........................................................................... 74 7.5 Regional Office Reporting ............................................................................................................... 75

Chapter 8 – Facilities Management........................................................................77 8.1 Introduction...................................................................................................................................... 78 8.2 Defining Locations........................................................................................................................... 78 8.3 Recording Issues............................................................................................................................. 79 8.4 Recording Communications ............................................................................................................ 79

Chapter 9 - Reporting..............................................................................................81 9.1 Standard Reports ............................................................................................................................ 82

9.1.01 Overview.................................................................................................................................. 82 9.1.02 Creating a standard report....................................................................................................... 82 9.1.03 Report Details.......................................................................................................................... 83 9.1.04 Using Filters............................................................................................................................. 87 9.1.05 Advanced Filters...................................................................................................................... 88 9.1.06 Printing to Excel....................................................................................................................... 88 9.1.07 Printing to PDF ........................................................................................................................ 88

9.2 Grid Reports .................................................................................................................................... 88

9.2.01 Overview.................................................................................................................................. 88 9.2.02 Inspection Lists........................................................................................................................ 88 9.2.03 Master Defects Register and Download History ...................................................................... 88 9.2.04 Address Book .......................................................................................................................... 89 9.2.05 Configuration Tables................................................................................................................ 89 9.2.06 Facilities Management............................................................................................................. 89

Chapter 10 – Import /Export ...................................................................................91 10.1 Import Data from MS Excel File .................................................................................................... 92 10.2 Export Inspection List .................................................................................................................... 93 10.3 Import Inspection List .................................................................................................................... 94 10.4 Upload Inspection List to TeamBinder .......................................................................................... 95

Chapter 11 – Customising DefectInspector ..........................................................97 11.1 Dashboard..................................................................................................................................... 98

11.1.01 Customising the Favorites ..................................................................................................... 98 11.1.02 Dashboard Logo and Project Summary Details..................................................................... 98

11.2 Customising Reports ..................................................................................................................... 99

11.2.01 Standard Reports .................................................................................................................. 99 11.2.02 Using a Custom Title ............................................................................................................. 99 11.2.03 Customising the Report Layout ............................................................................................. 99

Chapter 12 - Administration .................................................................................101 12.1 Security........................................................................................................................................ 102

12.1.01 Security Overview................................................................................................................ 102 12.1.02 Security Levels and Features .............................................................................................. 102 12.1.03 Users and Projects .............................................................................................................. 103 12.1.04 View User Login Details....................................................................................................... 103

Contents


12.2 Utilities ......................................................................................................................................... 104 12.2.01 Rebuild Master Defect Register ........................................................................................... 104 12.2.02 Compact Files...................................................................................................................... 104

12.3 Upgrading DefectInspector.......................................................................................................... 105

12.3.01 Overview.............................................................................................................................. 105 12.3.02 Upgrade DefectInspector on the PC.................................................................................... 105 12.3.03 Upgrade DefectInspector on the Pocket PC........................................................................ 106

Chapter 13 – Corporate Office License ...............................................................107 13.1Overview....................................................................................................................................... 108 13.2 The Business process ................................................................................................................. 108 13.3 Send Data to Corporate Office.................................................................................................... 109 13.4 Login to Corporate Version ......................................................................................................... 109 13.5 Project Maintenance Wizard ....................................................................................................... 110 13.6 Auto Update ................................................................................................................................ 111 13.7 Administration.............................................................................................................................. 111


Chapter 1 – Getting Started

1.1 Introduction 1.1.01 Introducing DefectInspector 1.1.02 DefectInspector Workflow

1.2 Installing DefectInspector 1.2.01 System Requirements 1.2.02 How to Install DefectInspector on a PC

1.3 Running the System

1.4 How to Install DefectInspector on a Pocket PC Device

1.5 Configuring DefectInspector 1.5.01 Moving DefectInspector to the Server 1.5.02 Installing the QASYS Files 1.5.03 Creating a Shortcut on your Desktop 1.5.04 DefectInspector Directory Structure

1.6 Licensing and Registration 1.6.01 DefectInspector Licensing Method 1.6.02 Registering DefectInspector on the PC 1.6.03 Un-registering a Pocket PC

1.7 Program Defaults

1.8 DefectInspector Standard Tool bar buttons

1.9 Quick Start Check List



1.1 Introduction 1.1.01 Introducing DefectInspector DefectInspector is an inspection and defects management system for construction projects. DefectInspector manages the process of building inspection, and recording and closing out defects prior to practical completion.

Prior to practical completion, the DefectInspector system is used to:

• Define a project inspection list using DefectInspector on a PC.

• Record Defects against the project inspection list using Pocket PC devices or direct entry.

• Assign each defect to a contractor for rectification using the Pocket PC or direct entry.

• Download the recorded defects to the project inspection list on the PC.

• Issue defects lists to each contractor for rectification.

• Inspect the rectification of each defect using the Pocket PC devices.

• Download the rectification results to the DefectInspector System on the PC.

• Run reports to chase up defects to ensure all are complete to achieve practical completion.

• Record that defects are closed out.

Why use the DefectInspector system for defects management during construction?

Use a company approved work break down structure.

Capture defects using Pocket PC devices rather than filling in paper forms (saving requirement to data enter back in the office).

Streamline the process of notifying subcontractors to fix defects.

Simplify the process of inspecting fixed defects by using Pocket PC devices.

Keep an audit trail of each defect reported, who reported it, who fixed it, when it was fixed etc.

Manage costs associated with defects.



1.1.02 DefectInspector Workflow The workflow in DefectInspector is described by the following diagram:

Customer/Corporate Project Subcontractors

COMPUTER POCKET PC

Company Defined Std Library of Defects & Inspection Check Lists

Create Project Inspection List from Library

Upload Inspection List to Pocket PC Device

Inspect Project & Record Defects

Download Defects to Project Inspection List

Distribute Work Lists to Sub Contractors

Fix Defects

Inspect fixed Defects & record results

Freeze Project Inspection List at Practical Completion

Run exception reports for all open defects

Download to Corporate Database

Assign security access to Inspect List

Update Status in MS Word Template

Import Status Update or Update Fix Claimed

manually

Upload fixes claimed to Pocket PC Device

Download re-inspection results to PC



1.2 Installing DefectInspector 1.2.01 System Requirements DefectInspector requires a Pocket PC device plus installation of some software. The software can be obtained by contacting QA Software on: Phone: +61 (3) 8379 0000 Fax: +61 (3) 9326 6544 Email: [email protected] The system requirements for the PC running DefectInspector are:

Hardware/Software Minimum Requirements

Recommended Requirements

Computer/Processor Pentium III

Pentium IV or above

Memory (RAM) 512 MB

1 GB

Available Hard Disk Space 50 MB 250 MB Display 800 x 600 16 Bit

1024 x 768 16 Bit

Operating System Windows 2000

Windows XP or above

The technical specifications for the Pocket PC device to run DefectInspector are as follows:

Hardware/Software Minimum Requirements Recommended Requirements

Processor 266 MHz 400 MHz RAM 32 MB 64 MB ROM 32 MB 128 MB Operating System Microsoft® Pocket PC 2003

Second Edition Microsoft® Windows® Mobile 5.0 / 6.0

Display 3.5" 240 x 320 16-bit color transflective TFT

3.5" 240 x 320 16-bit color transflective TFT

Connectivity with PC USB synchronization cable USB synchronization cable Input mechanism Stylus (Soft keyboard) Stylus (Soft keyboard) Optional requirement for additional storage

N/A Secure Digital (SD) card /Micros SD card/Compact Flash card slot

1.2.02 How to Install DefectInspector on a PC The DefectInspector System requires the Windows Installer for installation. If you are running Windows NT 4.0 or Windows 98, you must first update your Windows Installer to version 1.1 before installing QDMS. Contact QA Software for details on obtaining the Windows Installer. If you are running Windows 2000, XP or Vista, you already have this installer and there is no need to reinstall this tool. To install the DefectInspector application files on a PC: 1. Close all open applications. 2. Click on the Start button and select Run. 3. Insert the QA Software CD in your CD drive.



4. Click on the Browse button and locate the D:\DefectInspector\Setup folder on the CD. 5. Select the DefectInspector.msi file in this folder and click OK. 6. Back at the Run window, click the OK button to start the setup process. Follow the instructions without changing the default settings in the setup process. Note: (a) After Installation and prior to running DefectInspector, ensure your screen is set to a resolution of

800 x 600 pixels or greater. 1.3 Running the DefectInspector System 1. Double click on DefectInspector icon on your Desktop to start the program. You will then be

prompted to logon to the system. 2. Enter your user name and password as QA for both these fields and press TAB. A list of projects

will be displayed. Double click on the Demonstration Project to open it. You are now at the DefectInspector Dashboard, which confirms that the installation has been successful. Click on the File menu and choose Exit to close the program. 1.4 How to Install DefectInspector on a Pocket PC Device Installing the Pocket PC application 1. Ensure the Pocket PC is connected to your PC and synchronised. 2. Within DefectInspector on the PC, from the Tools menu, select Install Pocket PC Application.

This will install the latest application. 3. When running the install process you will be prompted three times to install components on the

Pocket PC. Select Yes for each of them. After selecting Yes for one item, please wait until the installation on the Pocket PC completes (until the progress bar on the Pocket PC disappears), before proceeding clicking Yes for the next component.

4. Now in Pocket PC if you go to Start->Programs you will see an icon for the latest version of

DefectInspector. Note: (a) If you already have a version of DefectInspector on your Pocket PC device, it is better to uninstall

the current version before installing the new version.

• On the Pocket PC go to Start->Settings->System->Remove Programs. • Select QA Software Pty Ltd DefectInspector and select Remove. • Once the application is removed, go to Start->Programs->File Explorer • Select the folder My Device->Program Files • Tap & Hold on the folder DefectInspector and select delete.



1.5 Configuring DefectInspector 1.5.01 Moving DefectInspector to the Server With the DefectInspector installed on your local drive, it is now time to move the program to the server, which is necessary if you are going to have more than one user of the system. Instructions for moving the DefectInspector to the Server: 1. Start Windows Explorer. 2. Locate the QASOFT folder on the C: drive and move this folder with all subfolders to the server

drive (e.g. K). 3. Now install the QASYS files [Refer 1.5.02] on each work station requiring access to

DefectInspector. 4. Finally, create icons [Refer 1.5.03] pointing to DefectInspector.EXE on all work stations requiring

access to the system. 1.5.02 Install the QASYS Files The QASYS files are a series of DLL’s that are required to be installed on a work station connected to a server installation of DefectInspector. The QASYS files are installed automatically when installing DefectInspector. However for other work stations connected to the LAN, DefectInspector should not be installed but rather, only the QASYS files should be installed. These are supplied on the standard QA Software CD ROM. The files on the program CD are compressed; you can’t just copy them to your hard drive. Follow the steps below: 1. Close any open applications. 2. Click on the Start button. 3. Select Run. 4. Insert the QA Software CD in your CD drive. 5. Click on the Browse button and locate the QASYS folder on the CD. 6. Select the Setup.exe file in this folder and click OK. 7. At the Run window, click the OK button to start the setup process. Follow the instructions on the screen. Note at this stage it is advisable to accept the default settings in the setup process. At the end of the setup process you will normally be requested to restart your computer. 1.5.03 Creating a shortcut on your desktop If a short cut icon was not created automatically on your desktop when installing the system you can manually create such a short cut icon as follows:

1. Run Windows Explorer. 2. Locate the Desktop Folder (often right at the top). 3. Select the Desktop folder and click on the File menu and sub-menu New. 4. Select Shortcut. 5. At the “Create shortcut” screen, click on Browse and locate the QASOFT\DefectInspector folder

on the server drive. 6. Locate the DefectInspector.EXE file and click Open. 7. Follow the remaining instructions and a DefectInspector icon will be created on the desktop.



1.5.04 DefectInspector Directory Structure During installation of DefectInspector, a number of directories are created. These are: Folder Description

QASOFT\ DefectInspector Stores read only Program files.

QASOFT\ DefectInspector\ CONFIG

Contains all Configuration files.

QASOFT\ DefectInspector\ DATAUpdates

Stores DATA updates received from Site Offices to a Regional Office

QASOFT\ DefectInspector\ IMPORTWBS

Folder for storage of Project Inspection Lists for Import.

QASOFT\ DefectInspector\ IMPORTWORD

Folder for storage of Defect Notices in MS Word that are used to update the Status of Defects.

QASOFT\ DefectInspector\ PDFFILES

Folder for storage of reports generated to PDF.

QASOFT\ DefectInspector\PCCAPP

Stores the latest version of DefectInspector for the Pocket PC.

QASOFT\QTRAK \PROJECTS All Project Data files are stored in folders underneath the Projects folder.

QASOFT\ DefectInspector \ PROJECTS\<Project Number>

Project Database Files

QASOFT\ DefectInspector \ PROJECTS\<Project Number>\Download Data

Folder for data transfer from Pocket PC to DefectInspector when Local Transfer option and dfConnect.EXE is used.

QASOFT\ DefectInspector \ PROJECTS\<Project Number>\Upload Data

Folder for data transfer from DefectInspector to Pocket PC when Local Transfer option and dfConnect.EXE is used.

QASOFT\ DefectInspector \ PROJECTS\<Project Number>\Location Images

Folder for storage of Project Location Drawings.

QASOFT\ DefectInspector \ PROJECTS\<Project Number>\Photographs

Folder for storage of Project Photographs.

QASOFT\ DefectInspector \ REPORTS

Folder for storage of custom reports.

QASOFT\ DefectInspector \ TMPFILES

Stores temporary files used by the system while open.

QASOFT\ DefectInspector \ Uploads2Svr

Folder for storing data that is uploaded to the corporate server (for use with Corporate Licenses).

QASOFT\ GLOBAL

The global folder is created after first login and stores user profiles, and the global address book.

Generally all users on a network installation require full access to all DefectInspector folders. However various permissions can be denied to users if required to fully protect the DefectInspector folders and files to prevent accidental or malicious deletion of the DefectInspector data files from outside of the DefectInspector application (for example by using Windows Explorer). Contact QA Software for more on this if required.



1.6 Licensing and Registration 1.6.01 DefectInspector Licensing Method The DefectInspector System is licensed Per Project on the Pocket PC. This means that one project using three Pocket PC devices for remote inspections will require three project licenses. Five projects using either one Pocket PC device (to inspect all five projects) or five Pocket PC Devices with one project per PC Device will require five project licenses. A Typical DefectInspector License is a three project license which can be used on a single project with 3 Pocket PC devices or three projects with 1 Pocket PC device per project. The DefectInspector PC application can be used on a project without a Pocket PC device. In this case each project will still be deemed as using the minimum of 1 Pocket PC device. For example if a user has 3 project license for DefectInspector, they can use it for only a maximum of 3 projects with a single Pocket PC or no Pocket PC on each project. The number of users using DefectInspector on a server installation is unlimited and not controlled by the licensing. Every DefectInspector Installation requires a single registration key. If DefectInspector is installed on a Server with many PC’s using the system via a LAN, a single registration key is still all that is required. These registration key stores how many project licenses the Installation is licensed for and is entered into DefectInspector after installation [see 1.6.02 below]. When a new Project is created in DefectInspector on the PC, the number of available project licenses is reduced by 1. When a user uploads project data for the very first time to a Pocket PC device, a flag is set on the Pocket PC to identify that the Pocket PC is used on that project. For the first Pocket PC device used on a project the number of available project licenses remains unchanged. Uploads to additional Pocket PCs will reduce the number of available licenses by 1. The following table gives an example: Description of Action Usage of

Project Licenses

Available Project Licenses

Customer purchases an DefectInspector Five Project License

N/A 5

Create Project A on the PC -1 4 Upload data for Project A to Pocket PC 1 0 4 Upload data for Project A to Pocket PC 2 -1 3 Create Project B on the PC -1 2 Upload Data for Project B to Pocket PC 3 0 2 Upload Data for Project B to Pocket PC 4 -1 1 Upload Data for Project B to Pocket PC 2 -1 0

Additional Project licenses can be purchased at any time. QA Software will issue a replacement registration key. If a Pocket PC is lost, the Project License it uses can be unregistered and re-used for a new device [see Section 1.6.03].



1.6.02 Registering DefectInspector on the PC or Server DefectInspector is licensed on a per project basis [see 1.6.01 above]. A single registration key needs to be entered into the DefectInspector Installation on the PC or Server. This key contains the number of project licenses purchased. As data from DefectInspector is uploaded from the PC to a Pocket PC, the Pocket PC must be registered for use on the Project. To Register DefectInspector: 1. From the Help menu, select Register Program. 2. Complete the Name and Organisation fields.

Note that the Organisation must be selected from the DefectInspector Address book. If your company is not already listed in the Address book you must add it. This can be done using the Add a new Organisation button. See also Adding a new company to the address book [Refer Section 3.3].

3. Select the Contact Information Tab and complete the contact information that QA Software will use to communicate with you.

Note that the License number is generally provided at the time DefectInspector is supplied to you.

4. Back in the Registration tab, note down the User Reg Number and call QA Software on +61 (3)

8379 0000 to obtain the registration key. 5. Enter the key provided in the Registration key field and click Register. Notes: (a) The registration process for the Pocket PC is covered in section 5.1.02 of this User Guide. 1.6.03 Un-Registering a Pocket PC If a Pocket PC is lost it is possible to un-register the current Project + Pocket PC license, which will increment the number of licenses available by 1, and then register a replacement Pocket PC on the same project. To un-register a Pocket PC: 1. From the Help menu, select License Summary.

The current Project + Pocket PC combinations will be listed. 2. Locate the Pocket PC to un-register and click on it to select it. 3. Click the Un-register button. 4. Click Close to return to the main menu. Notes: (a) Once a pocket PC is Un-registered is it not possible to download any data that exists on it to

DefectInspector.



1.7 Program Defaults DefectInspector has a series of stored system defaults that control the operation of the system. These defaults can be adjusted by the system administrator as required. The various options are explained in this section. Program defaults are accessed by clicking Options from the Tools menu. The display is divided into five sections: Click on the Program Defaults tab. The Program Defaults screen is where you control certain program attributes that are common across the system. This enables management of such attributes as the printing of a logo on all Reports, date formats, the Filing System to be used etc. Program defaults are applicable to All projects. Explained below are the important attributes of this page. Click the Edit button to enable editing of the Program Default settings. Field Purpose

General Settings

Company ID The Company defined here is the company that has purchased DefectInspector. This company is used as the default owning company for projects as they are created. To add your company here your company must already have been created in the DefectInspector Address Book.

Transfer Data to Pocket PC

Option to control the Upload/Download of Data To/From the Pocket PC. Default is Directly which means data goes directly to/from the docked Pocket PC. Use Via Local Transfer if your DefectInspector Installation is deployed via Citrix or Terminal Server (see Section 5.1.01 for more on this).

Use Abbreviated Codes for Defect Entry

Option to activate the use of Abbreviated Codes (for Sub Item + Defect Combinations) on the Defect Entry screen.

Dates Choose a date format from the drop down list. The selected format will appear on all forms, reports etc.

Custom Menu Used by QA Software to define a Custom menu.

Custom Library

Used by QA Software to manager customer specific enhancements.

Email Client

Used to define the Email client being used. Select either Lotus Notes or Other (for all other clients such as MS Outlook).

Length of Defect Value

Used to extend the length of the field used to define Defects above 50 characters if required.

Currency Format

Used to control the Currency symbol on reports.

Show Century All dates can be displayed with the century included by activating this check box. For example 27/03/1999. Otherwise the date would be displayed as 27/03/99.

Century Rollover Year

DefectInspector uses a one hundred year rollover switch to control the Change of a century when dates are displayed in a standard format. With the default setting of 45, DefectInspector interprets a year ending in 60 as 1960 because 60 is greater than 45. For a year ending 20, DefectInspector calculates the year, as 2020 since 20 is less than 45. As the year 2045 approaches the century switch can be moved forward.



Field Purpose

Forms Settings

Forms Zoom to fill screen - If selected, the primary forms such as the Master Defects List Register will open at full screen size.

Reports Settings

Print Logo Used to switch logo printing on or off.

Edit report band colours

Used to edit the colours for background banding and text on reports.

Custom Word Template

This field is used to define a custom word template for use with Defects Notices.

Custom Defect Report

This field is used to define a custom defects report.

Fax Application Settings

Fax Application Used to control which of the three fax applications supported by DefectInspector is in use.

Fax Printer Used to select the Printer to use when generating faxes.

Fax Data Dictionary

This is a folder location required for WinFaxPro only. Run WinFaxPro and from the Tools menu, select Maintenance Utility. Click the Move data directory location button and note the “Current Directory” value. This value should be entered in the Fax Data Dictionary field in DefectInspector.

No. of Seconds to wait for Fax to process

Used to control the interval before which users are prompted to cancel the fax process if there is no activity taking place (for example a printer has been paused).

The following settings relate to working with a Regional Office [Refer Chapter 7]: Field Purpose

Regional Office Settings

Server Name This is the name of the Server at the location where DefectInspector is installed

Email To

This is the email address of the person at the Regional Office to send your defect database to.

Email Subject

This is a subject for the email sent when working with a Regional Office.

Last/Next Email

These dates fields are a record of the Last and Next emails to be sent relating to working with a Regional Office.

Email Days

This frequency in days that you want DefectInspector to auto email the Regional Office your database.



1.8 DefectInspector Standard Tool bar buttons With the DefectInspector system installed you are now ready to start using the system. Until you become familiar with the system it maybe worth while making a copy of this page which explains the meaning of the most commonly used buttons on the DefectInspector Toolbars. Button Purpose

Add New Used to add a new row to the main table.

Add Duplicate Used to add a new row to the table, duplicating the current row.

Add Child Entry Typically used in the Project Inspection List to add a new element below the currently selected element.

Edit Used to edit a record or details on a screen.

Undo Used to undo changes.

Delete Used to delete the current row.

Find A simple search based on the key field in the table.

Filter A structure search on any field in the table.

Export Exports the current data to MS Excel.

Preview Preview a report.

Print Print a report.

Save

Close This button is used to close the current form.



1.9 Quick Start Check list It is suggested that the check list below be used as a guide when setting up DefectInspector for the first time to ensure that key elements of the system are set up correctly prior to processing the first transactions (Mail or Controlled Documents). 1. Have you checked that all workstations meet the Technical Specification [1.2.01] required to use

DefectInspector? 2. Have you Installed DefectInspector [1.2.02] on all work stations requiring access to the system? 3. Have you moved DefectInspector to your server [1.5.01] (if applicable)? 4. Have you installed the QASYS files [1.5.02] on each workstation (if applicable)? 5. Have you registered [1.6.02] each work station that will access DefectInspector? 6. Have you set up the Address Book [3.1] to enter the key Subcontractors [3.3] involved in the

project? 7. Have you added Contacts [3.4] to the address book for both internal users and key contacts at

external subcontractors? 8. Have you assigned a Key Contact [3.3(a)] to each Subcontractor for the receipt of defects

notices? 9. Have you set up Company Types [3.2] to reflect the type of project you are undertaking? 10. Have you created the project using the Project Wizard [2.1.02]? 11. Have you defined the Default Company ID [1.7] for your Installation? 12. Have you set up the Configuration Tables [2.4] for use on your project? 13. Have you defined the Security Levels [12.2.02] you will use on your project? 14. Have you set up users of DefectInspector and Assigned each User [12.2.03] a security level?


Chapter 2 – Working with Projects

2.1 Creating Projects 2.1.01 Overview 2.1.02 Creating a Project

2.2 Working with Projects 2.2.01 Project Details 2.2.02 Project Settings 2.2.03 Rank Captions 2.2.04 Integration with TeamBinder

2.3 Project Calendar

2.4 Configuration Tables



2.1 Creating Projects 2.1.01 Overview DefectInspector is a multi project system. The number of projects that may be created is limited by the license your company has purchased [Refer 1.6.01]. Each Project is maintained in separate database which facilitates archiving at project completion if required. While each project is a separate database, meaning inspection lists and defects for a project are stored within a project database container, the address book in DefectInspector can be either Project Specific or Global which services all projects for your company. The first step to manage defects on a project via DefectInspector is to create the project. 2.1.02 Creating a Project DefectInspector is a project based system. Each project for which you manage inspection and defect lists needs to be created in DefectInspector. To create a new project: 1. From the File menu, select New Project. 2. At the first screen of the project creation wizard, enter the Project No. and press TAB twice. 3. In the Project Name field, enter the Title of your project and click Next. 4. Enter the address details about your project and click Next when done. 5. At Step 3 - Transfer Project Data, click Next unless you want to create the project with a blank

address book (i.e. don’t want to use the existing address book from the current project).

If you want to have an empty address book un-tick one or more of the three address book related options and then click Next.

6. Click the Finish button to create the project. Note that on creating of the project you will automatically be logged into it. 2.2 Working with Projects 2.2.01 Project Details Once a project has been created, the general details about the project can be edited at any time (security permitting). 1. From the Tools menu, select Options. 2. Click on the Project Details tab and click the Edit button on the toolbar.



Fields which may not be immediately obvious as to their purpose include:

Field Purpose

System Administrator

Used to store a System Administrator name (for information only)

Use Global Address Book

Tick this box to activate use of the Global Address book with the current project. If this box is not active, contact QA Software for assistance.

The following settings relate only to Corporate Installations of DefectInspector [Refer Chapter 13].

• Phase • Practical Completion • Project Number • Every X days • At Time • From Date, To Date • Update from (source project path)

3. Click the Save button on the toolbar after making any changes. 2.2.02 Project Settings The Project Settings page of the Options screen in DefectInspector is a project specific page of default settings for use on a project. 1. From the Tools menu, select Options. 2. Click on the Project Settings Tab and click the Edit button to adjust any of the values below:

Field Purpose

Default Days to Rectify Defects

This period in days is used to calculate the required completion date for defects registered via the PC. It does not affect defects registered on the Pocket PC.

Make new defect entries as This option can be used to change the default setting for inspection records from Passed to Not Passed or Not applicable.

Reports Logo This can be used to select a company logo for use on DefectInspector Reports.

Dashboard Logo This can be used to select a project related image to appear on the Dashboard.

Print Defect List by This selection controls the default sort order when printing reports from within the Master Defects Register or Download History. Choose from:

• Contractor • Area • Location • Room

Custom Menu Used by QA Software to define a Custom menu.

Custom Library

Used by QA Software to manager customer specific enhancements.

Project Summary Details This field can be used to enter some summary text about your project that then appears on the Dashboard for all users on this Project.

Force Estimated Cost Entry With this option ticked, users are forced when registering defects to enter an estimated cost to rectify the problem.



Field Purpose

User must finish checking one item before moving to the next

With this option ticked, users are forced to inspect all Sub Items within an Item/Room before they can move on to the next Item/Room. This option is ideal if it is desirable to ensure all parts of the Project Inspection List are inspected.

Display Multi Project Reports

This option is used to activate the Regional Office Reports (Standard Reports Group F).

Auto Add a Misc Item to the Project Inspection List

With this option ticked, when new Sub Items are created in the Project Inspection List, a defect called “Misc” will be created automatically.

In Defects Entry screen show

Use the select boxes to control the display of the following fields in the Defects entry screen (PC only):

• Additional Status • Raised by Reference • Date Created.

These are three optional fields that can be used when entering defects. If selected these fields are also displayed within the Master Defects Register. The Status values are defined via View\Configuration tables.

Defect Reports Data Order This setting controls the sort order of the following standard reports: C1 to C7, I1 and I2, P1 to P4. Choose between:

• Alphabetical • Sequence

The first option will sort data by the titles of the Inspection List Elements. The second option will sort the data each elements sequence.

2.2.03 Rank Captions The Work Breakdown Structure (WBS) in DefectInspector for the management of Inspections within a project is six levels from Building, down to Sub Item as per the example below. Building Area Location Room Item Sub Item Defect Apartment Block

Level 1 Apartment 3 Bedroom 1 Door Door Frame Paint Cracked

The captions for each Inspection Level can be modified if required. 1. From the Tools menu, select Options. 2. Click on the Rank Captions Tab and click the Edit button to enter the required captions for each

level. Note: (a) Captions should be defined separately for use within DefectInspector on the PC (Caption column)

and use of DefectInspector on the Pocket PC (Pocket PC Caption column) as on the Pocket PC only short descriptions can be used and ideally are no more than 6 or 7 characters. If no captions are defined for Pocket PC, the PC captions will be used, but they may not be shown properly on the Pocket PC.



2.2.04 Integration with TeamBinder Inspection/Defects Lists managed within DefectInspector can be published to QA Software’s TeamBinder web-based Project Collaboration System. This facility enables access to the defects list by anyone on the project (subject to security access) from any location using a just a web browser and internet connection. There are a number of settings that need to be configured within DefectInspector to enable this integration with TeamBinder which are maintained at a project level. Before you proceed with the steps below, ensure: • That you have your login details for TeamBinder available. • That all companies in DefectInspector with defects exist in the TeamBinder Address book. • That you are connected to the Internet. To set up the Integration with TeamBinder: 1. From the Tools menu, select Options. 2. Click on the TeamBinder tab and click the Edit button. 3. Enter the TeamBinder Host name: This is the location of the TeamBinder server. Normally

www.teambinder.com or www.teambinderuk.com. It can also be the IP address of the server if known.

4. Enter the TeamBinder Project number: This is the number of the Project to upload the Defects

List to. 5. Tick the box Link to TeamBinder Project and click the Save button on the toolbar. 6. Now click the Map TeamBinder companies with DefectInspector Companies button. 7. Click Next at the welcome screen of the mapping wizard. 8. Enter your User ID, Company ID and Password for TeamBinder and click Next. 9. Companies in DefectInspector with defects will be listed. Select against each company the

corresponding company in TeamBinder and click Next when done.

Note that it is mandatory to map all companies in DefectInspector with defects to the corresponding company in TeamBinder for the integration to be enabled.

10. At the map TeamBinder User ID(s) screen, select each company in turn using the drop down list

and for the contacts within each company in DefectInspector, select the corresponding contact in TeamBinder. Click Next when done.

It is not mandatory to map all or even any contacts. You will be warned you have not completed mapping all contacts but can click Yes to continue.

11. Click Finish at the final screen of the wizard. Note: 1. To upload an Inspection/Defects List to TeamBinder [see Section 10.4].



2.3 Project Calendar DefectInspector has its own project specific calendar. This is used in the process of automatic calculation of Required By dates when registering defects on the PC. It is also used in the calculation of the number of days at which data is auto emailed for Regional office reporting. To define the project calendar: 1. From the File menu, select Calendar. 2. Use the arrow buttons on the toolbar to navigate from month to month and year to year. 3. Non Working days are defined simply by clicking on the appropriate squares in the calendar

display. Note that Saturdays and Sundays default as non working. Non working days can be reverted to working days by clicking on them.

Extending the Calendar Range: It is occasionally required to extend the calendar range of the calendar. This is done by clicking the edit date range button on the toolbar: 4. Enter a new From date and To date and click OK. To add notations on the calendar: Messages can be displayed against required dates for reference purposes. 5. Tick the Edit Descriptions check box. 6. Click the day for the annotation. 7. Enter a summary annotation in the field for Short Description that appears. 8. Enter a detailed annotation in the large field for Long Description that appears. Printing the project calendar: The calendar can be printed as a project calendar if required. Note that each working day will be numbered on the printed copy. Notes: (a) To make a non-working day as working, simply click on the grey square and it will change to white. (b) To change an annotation, click on the square, and click on Edit Descriptions.



2.4 Configuration Tables There are a number of libraries in DefectInspector that support drop down lists in various screens both on the PC and on the Pocket PC. You should populate these tables with values to suit your business. To access the Configuration Tables: 1. From the View menu, select Configuration Tables. 2. Use the Files drop down list to select the file to work with. 3. Use the toolbar to add new records, delete records or edit existing records. There are four configuration tables to maintain: Actions This is a library of Action Descriptions that populate the drop down list for Next Action

when entering Defects into DefectInspector. Orientation This is a library of Orientation descriptions that populate the drop down list for Orientation when entering Defects into DefectInspector. Position This is a library of Position descriptions that populate the drop down list for Position when entering Defects into DefectInspector. Region This is a library of Regions used in the corporate version of DefectInspector. Example

Regions are countries. State This is a library of States used in the corporate version of DefectInspector which are

defined on a per Region basis. Status This is a library of Status values that can be applied to defects in the Master Defect

List.


Chapter 3 – Contractors Address Book

3.1 Overview

3.2 Company Types

3.3 Companies

3.4 Contacts 3.4.01 Creating Contacts 3.4.02 Making the assignment of Subcontractors to Defects Mandatory

3.5 Rename Company ID

3.6 Import Address Book Wizard



3.1 Overview The Contractors Address book in DefectInspector is structured in three levels: Company Types: These are the types of companies involved in projects you perform. Company

Types in DefectInspector are used to simplify the process of selecting companies to assign defects to.

Companies: These are the companies you do business with on projects. They are

categorised by Company Types and in DefectInspector are generally a list of Subcontractors.

Companies in DefectInspector are used both for the purpose of assigning Defects to and for the purpose of managing who can carry out inspections.

Contacts: These are the contacts (names and addresses) of the people within each

company. At least one contact is required per company.

Contacts are used in DefectInspector to send defects notices to electronically by email, and also to manage who can use the DefectInspector System plus control Inspectors default options.

It is important that the Contractors Address book is one of the first areas set up after installation of DefectInspector. Notes: (a) It is possible to import the Address book from Excel, DBF, or MS Outlook [Refer Section 3.6]. (b) It is possible to transfer an existing Address book from another project [Refer Section 4.8]. 3.2 Company Types 1. From the View menu, select Address Book. 2. At the top centre of the screen, click the Edit Company Details select button above the

Company ID drop down list. 3. At the top right corner of the Company Details screen, click the Edit Company Type Details

select button. 4. At the Company Types screen, click the New Company Type button to add a new Company

Type. 5. Enter a company Type and Title and click Add. 6. Add / Edit further company types as required. 7. Close the Company Types screen via the toolbar when done. Notes: (a) You can print a list of company types using the print or preview buttons on the toolbar. (b) You can delete company types using the delete button on the toolbar.



3.3 Companies 1. From the View menu, select Address Book. 2. At the top centre of the screen, click the Edit Company Details select button above the Company

ID drop down list. 3. At the Company Details screen, click the New Company button. 4. At the Add new company window, enter the Company ID, the Company Title, select the

Company Type, and click Add. 5. Repeat steps 3 and 4 for other companies.

Notes: (a) The Key Contact drop down list is used to select the Key contact at the company (this can only

be selected once contacts have been set up [See 3.4 below]. The Key contact is the person who will receive defects notices distributed from DefectInspector by email to the company.

(b) The Can Defect tick box shows whether the company is able to register defects into

DefectInspector via a Pocket PC. This tick box is updated automatically after the Security – Pocket PC Access has been used to assign access to the company. This tick box setting cannot be modified via the Companies screen.

(c) You can print a list of companies using the print or preview buttons on the toolbar. (d) You can delete companies using the delete button on the toolbar as long as there are not contacts

set up for the company. 3.4 Contacts 3.4.01 Creating Contacts To create new contacts you must first have created the company they belong to. Once the company has been created, contacts are created as follows: 1. From the View menu, select Address Book. 2. At the Contact details screen, select the company that the contact relates to from the Company ID

drop down list in the top centre of the screen. 3. Once the company is selected, click the New Contact button on the toolbar. 4. At the New Contact window, enter a Contact ID, select a Title, enter a First Name, a Last Name,

and click Add.

Note that Contact Ids must be unique within each company. This means it is possible to have JB as a contact id in many companies but this Id can only be used once within a single company. Generally it is suggested to use Initials for Contact Ids.

5. Once the new Contact has been added to the contact details screen you can enter the remaining details for the contact on the form on the right hand side of the screen.

Tip: When creating the first contact within a company, ensure you complete the address details as fully as possible as you can then use the New Duplicate option to create further contacts and save the retyping of the same or similar address details.

6. Click on the Close button when done to return to the main menu.



Notes: (a) Use the Addresses button to enter either the Business or Other Address Details for the contact. (b) You can print a contact register using the Print or Preview buttons. (c) Use the filter button to print a selected list of contacts only. 3.4.02 Making the assignment of Subcontractors to Defects Mandatory When recording Defects, it is normal to assign the defect to more or more contractors for rectification. It is possible in DefectInspector to make this process mandatory, optional, or not required on a per Inspector basis. The setting that controls this feature is maintained in the Address Book at a contact level. 1. From the View menu, select Address Book. 2. At the Contact Details screen locate the Inspector (Contact). 3. Click on the Details tab. 4. Choose between Not Allowed, Optional and Mandatory under “Assignment of defects to

Contractors”.

Notes: (a) This setting is relevant only for those contacts that are also going to be Inspectors using

DefectInspector. (b) The setting Not allowed is used when the inspector is unfamiliar with the subcontractors and

hence the allocation of subcontractors is done back in the office at time of download from the Pocket PC.

3.5 Rename Company ID A utility is provided with DefectInspector to rename Company ID’s if required. This utility renames the selected company ID across all projects which is required to maintain the integrity of the regional office reporting options [See Chapter 7]. To Rename a Company ID: 1. From the Tools menu, select Rename Company ID. 2. Click Next at the first screen of the wizard. 3. Select the Company to be renamed and click Next. 4. Enter the new Company ID and click Next. 5. Click Finish and Yes when prompted. 6. Click OK when prompted that the renaming is completed.



3.6 Import Address Book Wizard Often when starting a project in DefectInspector, a list of companies and contacts may already exist in say a spreadsheet. DefectInspector supports the import of such data into the Address Book. The File formats supported are limited to MS Excel, MS Outlook, and DBF. To import data to the Address Book: 1. From the Tools menu, select Import Address Book Wizard and click Next at the welcome

screen. 2. Choose the required import option from the following:

• Import from Excel • Import from Outlook • Import from DBF

If Importing from Excel or DBF: 3. Click the Select File button to locate the file to be imported. Select the file and click Next. 4. If there are any entries in the Import file which are invalid (for example a company with no contact

or a contact with no company), these will be displayed first. These entries will not be imported. 5. Click Next and if there are any entries in the import file that already exist in the DefectInspector

Address book, these will be displayed next. The details about these recipients will be updated from the import file.

6. Click Next and the new valid entries in the import file will now be displayed. All entries are

selected for import by default. Specific entries can be un-selected if required. 7. Click Next and then click the Finish button to perform the import. If Importing from Outlook: 8. At step 3 above, simply click Next. 9. The Contacts from your Outlook address book will be displayed and it is necessary to enter a

Company ID and Contact ID against each Contact. 10. Use the Suggest button to auto allocate these values. The Company ID’s will be allocated based

on the first 4 characters of the company name and the Contact ID’s will be allocated based on the Initials of the Contact.

11. Click Next and any invalid entries will be displayed. 12. Click Next and a list of valid contacts that will be imported is displayed. Note also that any

contacts in the list that already existing in the DefectInspector Address book will be highlighted in brown and if selected will be updated with non-blank data only from Outlook. Note that all entries are selected for import by default.

13. Click Next and then click Finish. Notes: (a) If importing from Excel or DBF, the import file must have field or column headings that relate to the

field names used in QDMS. (b) A default template called “Import-AdrBook-Template.xls” is located in the DefectInspector folder

and has the correct column headings already in place. (c) It is possible to fine tune which contacts will be imported using the Import tick box against each

contact.


Chapter 4 – Project Inspection List

4.1 Overview

4.2 The Standard Library 4.2.01 Using the Standard Library 4.2.02 Standard Library Maintenance Wizard 4.3 The Project Inspection List 4.3.01 Using the Project Inspection List 4.3.02 Using Abbreviated Codes with the Project Inspection List

4.4 Setting Security Access on the Pocket PC

4.5 Project Inspection List Maintenance Wizard 4.5.01 Adding new items using the Project Inspection List Maintenance Wizard 4.5.02 Renaming Items using the Project Inspection List Maintenance Wizard 4.5.03 Deleting Items using the Project Inspection List Maintenance Wizard

4.6 Adding Default Subcontractors to the Project Inspection list

4.7 Transfer Project Data



4.1 Overview An Inspection List in DefectInspector is a work breakdown structure of elements for Inspection and Defects management. The structure of the Inspection Lists in DefectInspector is as shown in the following hierarchy:

An example of this work break down structure is: Building Area Location Room Item Sub Item Defect Apartment Block

Level 1 Apartment 3 Bedroom 1 Door Door Frame Paint Cracked

It is not possible in DefectInspector to have a Defect in the inspection list without the Defect being related to a Sub Item and the Sub Item being related to an Item, which in turn is related to a Room and so on. Note that it is possible to modify the names for the various levels in the work break down structure [Refer Section 2.2.03]. 4.2 Using the Standard Library 4.2.01 Using the Standard Library The Standard Library in DefectInspector is a standard work breakdown structure for Inspection and Defects management. By using a standard library, project based inspection lists [See 4.3] can be created very quickly. The Standard Library in DefectInspector could for example have all Items and Sub Items with all possible defects to be checked for each type of Bedroom in an Apartment block. Say there are only three types of bedroom (3 Bed, 2 Bed and 1 Bed) in a building that has 120 bedrooms. In the standard library, each bedroom type would be defined once only. Then when creating the project inspection list, the standard library is used as a template to very quickly create the inspection lists for each of the 120 bedrooms to be inspected. Note that the Standard Library in DefectInspector is not project specific. It is global to all projects.

Building

Project

Sub Item

Item

Room

Location

Area

Defect



To access the Standard Library: 1. From the View menu, select Standard Library.

The Standard Library is displayed in a tree view and is defined in the form of a work break down structure.

2. To add a new element to the Standard Library at the same level as the currently selected

element, click the New Element button. Note that the tip for this button will change depending which level in the work breakdown structure you are at.

On a new project, the first element you create must be a Building. Once you have created a Building the next element you create will either be another Building if you click the New Element button again, or an Area of you click the New Child button (see below).

3. To add a new element to the Standard Library at a level below the currently selected element,

click the New Child button. Again the tip for this button changes according to the level you are currently at.

4. At the Create a new entry window, enter the Title fo the new element and click OK. Note that if

you enter a name that already exists in the Standard Library elsewhere at the same level you will be prompted but can continue.

5. Use the New Duplicate button to create a new element within the current section of the work

breakdown structure which is a copy of the current element and all elements underneath it

Note that a similar effect can be achieved by right clicking on an element and selecting Copy and then clicking on an element one level up in the work break down structure and right clicking and selecting Paste. In this case however the current element and all elements underneath it can be copied to any other part of the work break down structure as long as the element chosen to copy to is one level above in the tree. It is also possible to use “Drag and Drop” to copy an element with all sub levels by simply dragging it to a different part of the work break down strucuture one level above.

Thus the Standard Library work break down structure is built from top to bottom with the bottom level being possible defects. Notes: (a) The best way to become familiar with the use of the Standard Library is by working through the

DefectInspector Guided Tour. (b) Use the Edit button to modify the title of an element or change it’s sequence. The title of an

element can also be modified by right clicking on it and selecting Rename. (c) The Sequence field for each element can be used to control the order in which the element

appears when used in a Project Inspection List. (d) Use the Delete button to delete an element. This will delete the element and all sub-elements. (e) Use the Filter button to display only selected elements of the standard library. (f) Use Print and Preview buttons to print the Standard Library in the form of a check list. You are

prompted as to whether you want to print All Entries or Only New Entries. In the latter case you will be prompted to enter a date that defines the starting point to classify entries as New.

(g) Use the Export to Excel button to export the Standard Library to MS Excel. You will be prompted

to select between Unformatted and Formatted (in the latter case the excel file will be in a check list format), and then to select between All Entries and Only New Entries (those entries added during the session).



(h) Use the Expand All icon to expand the complete inspection work breakdown structure. (i) The length of the field that stores the Defect descriptions at the lowest level in the work breakdown

structure is 50 characters by default. This can be increased if required via Tools\Options\Program Defaults.

(j) It is possible to use a system of abbreviated codes for Sub Item + Defect combinations in

DefectInspector when recording Inspection results. These codes can be defined in either or both of the Standard Library and/or Project Inspection List. The process of assigning the Abbreviated codes is identical in both the Standard Library and Project Inspection List and is explained in detail in Section 4.3.02.

4.2.02 Standard Library Maintenance Wizard A wizard is provided with DefectInspector to add a single item to multiple parent items within the Standard Library. For example - it is possible to add the defect ‘Cracked’ as a defect option for every Sub Item of ‘Plaster’. The same wizard can also be used to Rename or Delete items within the Standard Library in bulk. From the Standard Library screen click on the Standard Library Maintenance Wizard button. There are three options to select from:

• Add Items to the Standard Library • Rename Items in Standard Library • Delete Items from the Standard Library

The use of this wizard is virtually identical to that of the Project Inspection List (PIL) Maintenance Wizard and hence the instructions for using the PIL Wizard in section 4.5 should be referred to for further details. Simply substitute “Standard Library” for “Project Inspection List” in the instructions. 4.3 The Project Inspection List 4.3.01 Using the Project Inspection List The Project Inspection List is the list of all Rooms on the Project with their Items, and Sub Items to be inspected. The Rooms are grouped via a work break down structure within Locations, and Locations are grouped within Areas and Areas within Buildings. Within each Room, the Items to be inspected are defined and broken down into Sub Items. Each Sub Item then has a list of possible defects that may be found. To access the Project Inspection List: 1. From the View menu, select Project Inspection List.

The Project Inspection List is displayed in a tree view and is defined in the form of a work break down structure. At the top level of the Project Inspection List is the Project Title.

2. To add a new element to the Project Inspection List at the same level as the currently selected

element, click the New Element button. Note that the tip for this button will change depending which level in the work breakdown structure you are at. Note also that it is not possible to create a new project via this method.

On a new project, the first element you create must be a Building. Once you have created a Building the next element you create will either be another Building if you click the New Element button again, or an Area of you click the New Child button (see below).



3. To add a new element to the Project Inspection List at a level below the currently selected element, click the New Child button. Again the tip for this button changes according to the level you are currently at.

Regardless of whether you are adding a elements at the same level or the level below the current element, clicking on the New Element or New Child button displays a selection window for you to select the new element(s) from the standard library or from elsewhere in the Project Inspection List

4. If you are adding elements below the current element, the selection window will display all

elements in the standard library (or in the Project Inspection List) that exist for the level below, regardless of the current element selected. One or more of these elements can be selected using the arrow buttons, to be added below the current element. The window also enables the editing of the titles of the elements being added in the right hand grid of the selection window.

5. If the element you want to add is not listed in the Standard Library (or Project Inspection List)

listing shown in the selection window, click the New button at the selection window to create a new entry. Enter the the title of the new element and click OK. Note that if you enter a name that already exists in the Project Inspection List elsewhere at the same level you will be prompted but can continue.

Note: Tick the Add to Std Library tick box if you want this new element to be added to the Standard Library for future re-use.

6. Close the Selection window and click Yes when prompted to save changes. 7. Use the New Duplicate button to create a new element within the current section of the work

breakdown structure which is a copy of the current element and all elements underneath it

Note that a similar effect can be achieved by right clicking on an element and selecting Copy and then clicking on an element one level up in the work break down structure and right clicking and selecting Paste. In this case however the current element and all elements underneath it can be copied to any other part of the work break down structure as long as the element chosen to copy to is one level above in the tree.

It is also possible to use “Drag and Drop” to copy an element with all sub levels by simply dragging it to a different part of the work break down strucuture one level above.

8. When you have completed working on the Project Inspection List, if there are any changes at a

Sub Item level you will be prompted to update the Security Access to Project Inspection List which is managed at a Sub Item level when inspections are being performed via a Pocket PC. This can be done later if required via the Define Security Wizard If you click Yes to this prompt you will be taken to the Define Security Wizard automatically [See Section 4.4 below]. Note that access to new items added to a Project Inspection List is granted automatically to the company of the logged in user.

Thus the Project Inspection List work break down structure is built from top to bottom with the bottom level being possible defects. Notes: (a) The best way to become familiar with the use of the Project Inspection List is by working through

the DefectInspector Guided Tour. (b) Use the Edit button to modify the title of an element or change it’s sequence. The title of an

element can also be modified by right clicking on it and selecting Edit. (c) The Sequence field for each element can be used to control the order in which the element

appears in a Project Inspection List. (d) New elements can be added to multiple elements above them in the hierarchy using the Project

Maintenance Wizard [See 4.4 below]



(e) Elements can be renamed or deleted in bulk using the Project Maintenance Wizard [See 4.4 below].

(f) Use the Delete button to delete an element. This will delete the element and all sub-elements. (g) Use the Filter button to display only selected elements of the Project Inspection List. (h) It is possible to add a Drawing image to an element at the Location level within the Project

Inspection List. This image will appear on the Drawing tab at the Defects entry window on the Pocket PC and can be marked up if required to indicate the exact location of a defect. To add a Drawing to a Location element, right click on the Location and select Edit. Then use the Attach a Drawing button at the bottom of the window. Drawing images should be in a common image

format such as .bmp, .jpg or .gif. To remove a drawing click on the button. (i) Use Print and Preview buttons to print the Project Inspection List in the form of a check list. You

are prompted as to whether you want to print All Entries or Only New Entries and then choose between Show Report with Defects and Show Repot without Defects. If you selected Only new Entries you will then be prompted to enter a date that defines the starting point to classify entries as New.

(j) Use the Export to Excel button to export the Project Inspection List to MS Excel. You will be

prompted to select between Unformatted, Formatted, and Import File, and then again to select between All Entries and Only New Entries. The Formatted option will export the Project Inspection List in the format of a check list. The Import File option will export the Project Inspection List in the required format for Import into another DefectInspector Project or Installation. If you selected Only new Entries you will then be prompted to enter a date that defines the starting point to classify entries as New.

(k) Use the Expand All icon to expand the complete inspection work breakdown structure. (l) The length of the field that stores the Defect descriptions at the lowest level in the work breakdown

structure is 50 characters by default. This can be increased if required via Tools\Options\Program Defaults.

4.3.02 Using Abbreviated Codes with the Project Inspection List It is possible to use a set of abbreviated codes for Sub Item + Defect combinations which can speed up the process of data entry of defects during the inspection process (as rather than have to select a Sub Item and then select a Defect the user can simple select an abbreviated code which defines the Sub Item + Defect combination). For Example, for a Sub Item = Plaster and a Defect of “Cracked” an abbreviated code of PLC could be define. The defintiion of Abbreviated codes is achieved using the Assign Code / Status button in the top right of the Project Inspection List screen. At the window that appears, select one or more of the same Sub Item + Defect combinations from the Project Inspection List and then click the Assign Code / Status button within the window and enter the required abbreviated code and if required a default Status to be allocated when this defect is found. Note that the use of abbreviated codes must be activated at a system level via the Program Defaults before the Assign Code / Status button is visible [Refer Section 1.7].



4.4 Setting the Security on the Pocket PC Access to the various elements in the Project Inspection List can be controlled on the Pocket PC to limit which parts of a Project any individual inspector can inspect. This is done at Sub Item Level. Each time the Project Inspection List is modified at Sub Item level, the user is prompted to update the security access settings and a wizard is provided for this purpose. Note that access to new items added to a Project Inspection List is granted automatically to the company of the logged in user. To define the security access on the Pocket PC: 1. From the Tools menu, select Security – Inspection Access. Alternatively click Yes when

prompted after making changes to the Project Inspection List. 2. Click Next at the first screen of the wizard. 3. At Step 2 of the wizard, select the company to define access for in the left hand grid by double

clicking on this row. They will move to the right hand grid. 4. Click Next. 5. At Step 3 of the wizard you can condition (filter) the items that will displayed at Step 4. Click Next

after making any selections required at Step 3. 6. At Step 4 of the wizard, you can select which parts of the Inspection List the company can inspect

or record defects against.

Notes: (a) Click the Select All button at the bottom of the screen to select all elements currently

displayed in the grid. (b) If there are no records shown in the grid, it means that either there are no Sub Items in your

Project Inspection List or that there have been no changes at Sub Item level for the selected company.

7. Click Next when done. 8. Click Finish at the final screen of the wizard. 9. You will be prompted that the security has been set and asked if you want to set the security for

other companies. Notes: (a) It is possible to control access to the Inspection List right down to individual defects within each

Sub Item. If this level of control is required, at Step 2 in the wizard, change the setting Give Access By from Sub Item to Defect.

(b) Use the drop lists for Building, Area and Location to quickly filter the List of Sub Items (c) Use the Filter button at Step 4 to apply a more advanced filter. (d) Use the All, Selected, and Not Selected Options to control the display of Sub Items. Not Selected

is ideal see which parts of an Inspection List an Inspector does not have access to.



4.5 Project Inspection List Maintenance Wizard A wizard is provided with DefectInspector to add a single item to multiple parent items within the Project Inspection List. For example - it is possible to add the defect ‘Cracked’ as a defect option for every Sub Item of ‘Plaster’. The same wizard can also be used to Rename or Delete items within the Project Inspection List in bulk. 4.5.01 Adding new items using the Project Inspection List Maintenance Wizard 1. From the Project Inspection List click on the Project Maintenance Wizard button.

There are three options to select from:

• Add Items to the Project Inspection List • Rename Items in the Project Inspection List • Delete Items from the Project Inspection List

2. To add items, check this option is selected and click Next. 3. Select the Type of new Item to be added from Building, Area, Location, Room, Item, Sub Item, or

Defect and click Next. 4. Select the method of searching for the Parent Items. The options are:

• Search for the parent item(s). • Select the parent item(s) from the inspection list.

5. If the Search method is selected (the default) you will be taken automatically to a filter. Build the

appropriate filter and click OK. If you are not sure of the filter to apply, just click OK. 6. At the Select the Parent Item(s) to add New Items to screen (Step 4 of the wizard) de-select

any Parent that you do not wish to add a new item to by using the check boxes in the grid. 7. If the Select method is selected at step 5 above, locate your parent item via the Tree View and

click OK when done. This will allow you to select one parent item only.

Use the Previous button to return to Step 5 to select additional parent items by this method. 8. Click Next. 9. Select the Item to allocate to the Parent item(s) selected in the step above by moving the required

item to the right hand side of the screen using the mover arrows.

Notes: (a) The title of the new item(s) can be modified in the right hand grid if required. (b) Use the New button to create a new Sub Item or Defect to add without leaving the wizard. (c) Multiple new items can be added at the same time.

10. If the new item(s) being added as if the Defect Level, select a default Company ID responsible for

this defect type and a enter default rectification time. These values are Optional. If the item(s) being added are not at the Defect Level you will not see these columns.

11. Click Next and then Finish to complete the Wizard.



4.5.02 Renaming items using the Project Inspection List Maintenance Wizard 1. From the Project Inspection List click on the Project Maintenance Wizard button. 2. To rename items, select the Rename Items in the Project Inspection List option and click Next. 3. Select the Type of Item to rename from Building, Area, Location, Room, Item, Sub Item, or Defect

and click Next. 4. Select the method of searching for the Items to be renamed. The options are:

• Search for the item(s). • Select the item(s) from the inspection list.


appropriate filter and click OK. If you are not sure of the filter to apply, just click OK. 6. At the Select the Item(s) to rename screen (Step 4 of the wizard) de-select any item that you do

not wish to rename by using the check boxes in the grid. 7. If the Select method is selected at step 5 above, locate your item via the Tree View and click OK

when done. This will allow you to select one item only.

Use the Previous button to return to Step 5 to select additional items by this method. 8. Click Next. 9. Enter the new name for the selected item(s). Note that you will be able to fine tune this if required

at the next screen. 10. Click Next. 11. At Step 6 of the wizard, the current name and new name for the selected items are displayed side

by side. You can now edit the new names and/or unselect items to rename if required. 12. Click Next and then Finish to complete the Wizard. 4.5.03 Deleting items using the Project Inspection List Maintenance Wizard 1. From the Project Inspection List click on the Project Maintenance Wizard button. 2. To delete items, select the Delete Items from the Project Inspection List option and click Next. 3. Select the Type of Item to delete from Building, Area, Location, Room, Item, Sub Item, or Defect

and click Next. 4. Select the method of searching for the Items to be deleted. The options are:

• Search for the item(s). • Select the item(s) from the inspection list.


appropriate filter and click OK. If you are not sure of the filter to apply, just click OK. 6. At the Select the Item(s) to delete screen (Step 4 of the wizard) de-select any item that you do

not wish to delete by using the check boxes in the grid. Note that if the items have defects or inspection results captured against them in the Master Inspection List, they cannot be deleted and are displayed in red.



7. If the Select method is selected at step 5 above, locate your item via the Tree View and click OK when done. This will allow you to select one item only.

Use the Previous button to return to Step 5 to select additional items by this method.

8. Click Next. 9. Click Finish to complete the Wizard.

You will be warned that if any of the items selected for deletion have already been uploaded to a Pocket PC, any inspection results recorded on the Pocket PC against these items will not be able to be downloaded back to the PC if you proceed with deleting the items from the Project Inspection List.

10. Click Yes to continue. 4.6 Wizard to add Default Subcontractors to the Project Inspection List As multiple defects and sub items normally relate to the same Subcontractor within the project inspection list when defects are registered, it is possible to pre-define the relevant default subcontractor for defects to the Project Inspection List using the Add Default Subcontractors Wizard. To use the Add Default Subcontractors wizard: 1. From the Project Inspection List click on the Add Default Subcontractor(s) Wizard button. 2. Click Next at the Welcome screen. 3. Select whether to assign the Subcontractor by Sub Item or Defect and click Next. 4. At the Choose the method for selecting Sub Item(s) screen the following options are available:

• Search for the Sub Item(s) / Defect(s). • Select the Sub Item(s) / Defect(s) from the Inspection List.

5. If the Search option is selected, build a filter and click OK. If you are not sure of the filter to apply

simply click OK. 6. At Step 4 of the wizard, de-select any Sub Items / Defects not required to assign the default

Subcontractor to. 7. If the Select option is chosen at Step 3 above, select your Sub Item(s) / Defect(s) using the Tree

View of the Project Inspection List and click OK when done. This will allow you to select one item only.

Use the Previous button to return to Step 3 to select additional items by this method.

8. Click Next and at Step 5, select the Subcontractor and the Number of Days to FIX. 9. Click Next and at Step 6 of the wizard, adjust and confirm the assigned values for subcontractor

and days to fix. 10. Click Next and then Finish. Notes: (a) Use the Show Sub Items/Defects with Subcontractors option at Step 4 to see Sub Items or Defects

that already have Subcontractors assigned.



4.7 Transfer Project Data It is possible in DefectInspector to copy the address book and/or Project Inspection List to a new project from an existing project. 1. From the Tools menu, select Transfer Project Data. 2. Select the Project to transfer from using the drop down option in the top right of the screen. 3. Via the Source Data tab, tick the tables you wish to transfer. As the tables are ticked you can see

the data from the project you are transferring from in the grid on the right hand side of the screen. 4. Click the Transfer button in the top left corner to perform the transfer. Notes: a) Using the Preview Target tab it is possible to view what the target table in the current project will

look like after the transfer has taken place. This is very useful if you are transferring project data after some initial data has already been created in your current project.

b) At the bottom of the transfer project data window there are options to:

Select all tables: This can be used to select the listed Tables in a single go. Overwrite all: During the transfer, the target table will be deleted and replaced with the data

from the project being transferred from.

Replace Existing Records: The Transfer process will replace existing records where an equivalent existing record is found. Existing records for which there is no equivalent in the transfer file will remain as they are.

Only New: During the transfer, if it is found that there is a record being transferred for which

an equivalent record already exists in the current project, the current record will be left unchanged. This is the default setting.


Chapter 5 - Using DefectInspector on a Pocket PC

5.1 Upload Project Inspection List to a Pocket PC 5.1.01 Uploading data to the Pocket PC Device 5.1.02 Registering a Pocket PC DefectInspector License 5.1.03 Uploading data from DefectInspector installed on Citrix or Terminal Server

5.2 Perform Inspections on a Pocket PC 5.2.01 Login to DefectInspector on the Pocket PC 5.2.02 The Defect List 5.2.03 Recording Inspection Results 5.2.04 Subcontractor Rectification Details 5.2.05 Re-Inspection process – marking Defects as Complete 5.2.06 Using a camera with DefectInspector 5.2.07 DefectInspector Pocket PC Options

5.3 Download Inspections from a Pocket PC 5.3.01 Preparing data for download to the PC 5.3.02 Downloading data to the PC

Chapter 5 – Using DefectInspector on the Pocket PC


5.1 Uploading Data to the Pocket PC device 5.1.01 Uploading Data to the Pocket PC device A Pocket PC device (or Tablet PC) is an ideal method of performing inspections on projects. The Project Inspection List can be uploaded from the PC to the Pocket PC / Tablet PC and after the inspection results are captured on the device, the results downloaded back to the PC. To upload the Project Inspection List to a Pocket PC / Tablet PC: 1. First, make sure that your Portable Device is in the Docking Station or Cradle before proceeding. 2. From the Defects menu, select Upload to Pocket PC \ Tablet PC.

The first time this process is run on a new Pocket PC you will be prompted in regard to registration of the Pocket PC DefectInspector License. In this case go to see section 5.1.02 for instructions.

3. If you are uploading to a Tablet PC, change the setting from Pocket PC to Tablet PC and select

the Tablet PC Directory which is shared to store DefectInspector data. If you are uploading to a Pocket PC, leave the default option of Pocket PC selected.

4. Using the drop down lists, select the Start At Building and End At Building to filter the data

uploaded. Further fine tune the data uploaded using the Start At Area, End At Area drop down lists. You may also choose to upload Defects for a specific company using the Upload inspection and defects for company dropdown.

5. Click the Upload button and click OK when prompted that the Upload is complete. Notes: (a) The data uploaded depends on the security access settings defined for the Pocket PC. [See 4.4

above]. (b) Use the Filter button to fine tune the data uploaded to the Pocket PC. (c) Use the Advanced Filter button for simple selection of elements to upload by looking at the

Project List in the normal tree view. (d) If you are using DefectInspector via a Citrix or Terminal Server, see Section 5.1.03 5.1.02 Registering a Pocket PC DefectInspector License A Pocket PC using DefectInspector must be licensed for each Project being used on it (excluding the Demonstration project of DefectInspector). [See Section 1.6.01] The first time data is uploaded to the Pocket PC for a project other than the DEMO project, after selecting Upload to Pocket PC from the Defects menu you will be prompted to register your Pocket PC License for that project. Proceed as follows: 1. Click Yes at the registration message. 2. Enter your Details in the Pocket PC Information window. These will default automatically based on

the Owner Information stored in your Pocket PC. 3. Click Register. 4. You will be prompted with a message asking you to confirm you want to register. Click Yes. Note that the registration process for a project on a Pocket PC will delete any data on the Pocket PC related to the project license being registered.



5.1.03 Uploading Data from DefectInspector installed on Citrix or Terminal Server For companies using DefectInspector over a wide area network where the DefectInspector software is deployed to users via either Citrix server or Terminal Server, the following steps are should be followed to configure DefectInspector for the transfer of data to/from the Pocket PC (as the Pocket PC device is not docked to the Server itself): (a) Configuring DefectInspector for the transfer of data

1. From the Local PC create a Share to the \Qasoft\DefectInspector folder on the Citrix or Terminal Server.

2. From with DefectInspector, select the project and from the Tools menu select Options. 3. Click on the Program Defaults tab and click the Edit button. 4. Change the setting for Transfer Data to Pocket PC to via a Local Folder. 5. Click the Save button and close the options screen.

(b) To Upload Data from DefectInspector to the Pocket PC

1. From within DefectInspector run the normal Upload Process [see Section 5.1.01].

The upload data will be stored in the \DefectInspector\Projects\<Project>\Upload Data folder.

2. Dock your Pocket PC device to your local PC and ensure it is connected via Active Sync. 3. From the Local PC, locate the file dfConnect.exe in the DefectInspector folder on the

Citrix/Terminal Server. 4. Double click on dfConnect.exe to run it. 5. Select Upload and click OK.

(c) To Download Data from the Pocket PC to DefectInspector

1. Dock your Pocket PC device to your local PC and ensure it is connected via Active Sync. 2. From the Local PC, locate the file dfConnect.exe in the DefectInspector folder on the

Citrix/Terminal Server. 3. Double click on dfConnect.exe to run it. 4. Select Download and click OK.

The download data will be stored in the \DefectInspector\Projects\<Project>\Download Data

folder.

5. Now run DefectInspector as normal and use the standard Download Process [see Section 5.3.02].

5.2 Using DefectInspector on the Pocket PC 5.2.01 Login to DefectInspector on the Pocket PC 1. On your Portable Device, select Start from the Today Screen and tap on Programs, 2. Tap on the DefectInspector Icon.

The first time you run DefectInspector on the Pocket PC (and each time thereafter if new data has been uploaded from the PC), the tables in the Pocket PC are updated with the latest values. Once this is finished you are prompted to login.

3. Select the Project. 4. Select your Company ID.



5. Select your User ID. 6. Tap Login. Notes: (a) Click the I button to the right of the Project drop down list to view the details of the current project. (b) Use the Show other users’ entries’ as well tick box to display inspection records from inspectors

other than yourself. This is required especially in the case or re-inspections where you were not the original inspector.

5.2.02 The Defect List After login to DefectInspector on the Pocket PC the Defect List window is displayed. You are now ready to perform you inspections and record the results. 1. Select from the three drop down lists the Building, Area, and Location to be inspected.

If there are any existing incomplete defects recorded for the Location, these will be listed. 2. Click the New icon to create / record new inspection results. Notes: (a) Click the Show button and select Incomplete to display only Defects which have been recorded

but are not yet completed. (b) Click the Show button and select Fix Claimed to display only defects which the subcontractor

claims are fixed. (c) Click the Show button and select All to display all inspection results for the Location. (d) Icons against any listed items have the following meanings:

Sub Item passed Inspection Defect reported Fixed Claim by subcontractor

If a defect has a photo or marked up drawing attached, this is now indicated via a paperclip icon. (e) Click the Show button and select Last Entry to open the last Inspection record saved. (f) Use the Delete button to delete an entry that was recorded in the current session.



(g) Use the Open button to open the currently selected defect. Alternative tap and hold on an item

and select Open this entry to open it. (h) Use the Filter button to further filter the list of inspection results displayed for the Location by

either Room or Sub Contractor. 5.2.03 Recording Inspection Results After clicking New or Open this entry at the Defects list window, the Defects Entry window will load. 1. Select the Room to be inspected. 2. Select the Item to be inspected within the Room. 3. Select the Sub Item to be Inspected (this will default to the first sub item by sequence for the

selected Item within the Inspection list). 4. Click the right arrow button at the bottom of the screen if the Sub Item has passed Inspection.

The Sub Item will automatically move to the next one to be inspected. If a Defect is found: 5. Select the Orientation and Position from the drop down lists. 6. Select the Defect applicable. 7. Select a responsible Subcontractor (Sub Con) from the drop down list to the right of the Sub Con

caption. Additional Subcontractors can be added by simple selecting them one by one. 8. Click the right arrow button at the bottom of the screen to move onto the next Sub Item to be

inspected. 9. Continue the above process until all Items are Inspected and then tap OK to return to the Defects

List. Notes: (a) Orientation and Position values can be maintained via the DefectInspector Configuration tables. (b) To un-assign a subcontractor, select them in the drop down list below the Sub Con caption and

click the Delete button. (c) It is possible to force all Items/Sub Items to be inspected [See 2.2.02]. (d) If there are multiple defects for a Sub Item, use the New Duplicate button to quickly record the

additional defects. (e) It is possible to add new defects (not already defined in the inspection list) on the fly using the Star

icon. (f) To record estimated costs and expected completion dates for defects for each responsible Sub

Contractor use the Sub Con tab [See 5.2.04 below]. (g) It is possible to capture of picture of the defect if your Pocket PC is equipped with a camera using

the Photo tab [See 5.2.06 below]. (h) It is possible to mark up the exact location of the defect on a drawing image of the Location (if one

has been attached) using the Drawing tab. Tap, Hold and Drag to mark-up the Drawing image. (i) It is possible to enter more detailed notes about the defect using the Notes tab.



5.2.04 Subcontractor Rectification Details When registering defects it is normal to assign the rectification works to one or more subcontractors. At the Defect entry window in DefectInspector on the Pocket PC this can be done simply by selecting the subcontractor(s) from the drop down list. 1. For a more detailed window regarding assigned subcontractors, click the Sub Con tab at the

Defect Entry window. At the Sub Con window: 2. Select the Sub Contractor (if there is more than one allocated to the Defect). 3. Enter the Due by date the rectification works should be completed by. 4. Enter a sequence if required (this will details the order in which the rectification works should be

carried out if multiple subcontractors are allocated to a defect). 5. Enter the Estimated Cost and Estimated Hrs for rectification. 6. Select who the works should be back charged to (if applicable) and enter any notes about the

Backcharge. 7. Repeat steps 2 to 6 for additional Subcontractors 8. Click back on the Defect Tab to return to the defect details. Notes: (a) The Due by Date defaults automatically based on the default numbers of days to complete as

defined via Tools\Options\Project Settings and Forecast Days to Complete. (b) The entry of an Estimated Cost can be made mandatory [see 2.2.02]. (c) Select Yes from the Complete drop down list to record that a Subcontractor has completed their

portion of the rectification works in relation to a Defect. This is normally done during the re-inspection process [see 5.2.05 below].

5.2.05 Re-Inspection Process – Marking Defects as Complete When performing re-inspections using DefectInspector on the Pocket PC (to check that defects have been rectified as claimed) the following is the recommended procedure: 1. Run DefectInspector on the Pocket PC as normal and select the relevant project.

Note that if you inspecting items that were originally inspected by another inspector, ensure you tick the Show other users’ entries as well option at the login screen.

2. Select the Building, Area, and Location being re-inspected. 3. Tap the Show option at the bottom of the Defects List and select Fix Claimed to see only items

for which rectification has been reported as completed. 4. Use the Filter button to filter for a Room or Subcontractor if required. 5. Tap and hold on any of the defects listed that you can confirm are rectified and select Mark as

Completed. 6. Alternatively tap and hold on the defect in the Defect List and select Open this Entry.

A defect entry can be opened also by using the Open Entry button.



7. Then tap on the Sub Con tab and select Yes from the Complete drop down list.

If the defect is only partially rectified, for example 2 subcontractors were required to perform rectification works to complete a defect and one is now complete then select the relevant Subcontractor first at step 7.

8. Tap on the Defects tab to return to the defect details and tap OK to return to the Defects List. Notes: (a) If the work has not been completed despite a Fix being claimed, then at step 5 above, select

Cancel Fix Claimed. 5.2.06 Using a Camera with DefectInspector To take photos with DefectInspector: 1. At the Defects Entry window, click the Photo tab at the bottom of the screen after selecting a

Room, Item, Sub Item and selecting a defect. 2. At the Photo window, position the Pocket PC to capture the correct image and click Take a

Photo. It is possible to mark up the image or simply draw a sketch at the Image window by simply drawing on the screen. 3. To change the pen colour simply tap the window and select the required colour. 4. Click OK when done. Notes: (a) Use the Clear button to remove any mark-ups. (b) Use the Remove button to delete the photo. 5.2.07 DefectInspector Pocket PC Options There are a number of DefectInspector settings than can be managed on the Pocket PC: 1. At the Defects List window, tap the Tools menu at the bottom of the window and select Options. 2. Tick the Warn if all rooms not checked when selecting another Location option if required. Notes: (a) The settings for Costs; Complete all items and sub items within a room, and Responsible

Contractor entry, are managed on the PC but displayed here for information.



5.3 Download Inspection results from the Pocket PC 5..3.01 Preparing Data for Download on the Pocket PC Once you have completed your inspections on the Pocket PC, when you tap OK at the Defects List window you will be prompted with a message Prepare data for downloading to PC? Tap Yes at this message and DefectInspector will prepare the data you have entered for download to the PC. If you tap No at this message, your data is all saved but is not ready for download to the PC. 5.3.02 Downloading data to the PC To download the Pocket PC inspection results to the DefectInspector system on your PC: 1. Run DefectInspector on the PC and select the required Project. 2. From the Defects menu, select Download from Pocket PC \ Tablet PC.

3. Click Next at the first screen of the Download Wizard. 4. Click Next at the window to choose between whether your device is a Pocket PC or Tablet PC.

A list of users with inspection results on the Pocket PC is displayed since single Pocket PC can store defects and inspection results from more than one person and/or project.

5. Click on your User ID, to select it and click Next. 6. At Step 4 of the wizard, review the defect and inspection records that will be downloaded and click

Next.

Note that it is possible at Step 4 to Assign Contractors and Costs to defects if this step was omitted during the inspection process on the Pocket PC. This is especially useful if for example you are downloading an inspection list performed by a 3rd party (e.g. the Architect) who was not in position to allocate the contractors and costs during the inspection process. To Assign Contractors at this point in the download wizard, simply select the defects to assign contractors to using the tick boxes at the left of the grid and then click on the Assign Contractors button. Contractors and costs allocated by this method are assign to each of the selected Defects. It is also possible at this step to delete items on the inspection results list. Finally it is also possible to have any new defect descriptions that were added on the fly during the inspect process added to the project inspection list for all similar sub items. Tick the box for this option at the Step 4 screen.

7. At Step 5 of the wizard, you can print a draft report of the inspection and defect records for

checking prior to final download to your DefectInspector System. To do this click the Preview button against either By Area or By Contractor.

Note that by default, the above report prints only defects. Tick the Print all inspection results box to include both passed inspection results and defects on the report.

8. Assuming the data is correct, click Next. 9. Enter a Title for the batch download for easy reference in future if required. 10. Click Next.



11. The final step in the wizard is to generate the reports required. The sort options include:

• By Contractor (Default) • By Area

Notes: (a) The Print and Preview options will print hardcopy reports. (b) The Email option will send an email to each contractor who had defects or inspections

assigned to them (c) The PDF option will produce a separate PDF file for each assigned contactor of the defects

and inspections that relate to them. (d) The Word option will produce a separate MS Word file for each assigned contractor of the

defects and inspections that related to them. This word file can be updated by the contractor and returned for import into DefectInspector to automate the process of updating the status of defects. [Refer Section 6.4]

(e) It is possible to include pictures on the reports (default) (f) It is also possible to print the full inspection results rather than only defects. To do this tick the

Print all inspection results option. 12. Click Next and at the last screen click Finish.


Chapter 6 - Working with DefectInspector on the PC

6.1 The Download History

6.2 The Master Defect Register 6.2.01 Overview 6.2.02 Direct entry of Defects on the PC 6.2.03 Adding to the Project Inspection List from within the Master Defects Register 6.2.04 Copying Defects 6.2.05 Assigning Subcontractors on the PC 6.2.06 Change Subcontractors Wizard

6.3 Sending Defects Lists 6.3.01 Send new Defects Notices 6.3.02 Re-sending a existing Defects Notice 6.3.03 Using Auto Alerts 6.3.04 View Subcontractor Notification History

6.4 Updating the Status of Defects 6.4.01 Updating Fix Claimed 6.4.02 Marking Defects as Complete

6.5 Export to Excel and Word

6.6 Customising the Master Defects Register

Chapter 6 – The Master Defects Register


6.1 The Download History The Download History file stores a complete audit trail of information captured on the Pocket PC and downloaded to DefectInspector on the PC. To access the Download History: 1. From the View menu, select Download History.

• The upper grid stores a register of downloaded batches. • The lower grid displays the inspection results for the selected batch.

2. Click Close button to return to the Dashboard. Notes: (a) Each inspection result within a batch is allocated a unique defect number. (b) Use the Preview button print the Batch of inspection results. Choose between Area and

Contractor for the Sort Order and Click OK. (c) Use the drop down list for Inspection to filter for only batches relating to a particular inspector. (d) Use the Find button to find a specific record in the history. (e) It is possible to delete the last batch of inspection results downloaded using the Delete last batch

button. 6.2 The Master Defects Register 6.2.01 Overview The Master Defects Register is a register of all Inspection Results. Note that each defect for each element in the work breakdown structure may be listed more than once if it has been assigned to more than one contractor and/or Inspected by more than one Inspector. To access the Master Defects Register: 1. From the View menu, select Master Defects Register.

There are a large number of functions available at the Master Defects Register which are explained below:

Filtering Options Inspection Company

Use this drop down to filter the items displayed based on the Inspecting company.

Contractor Use this drop down to filter the items displayed by Responsible Contractor.

Building Use this option to filter the items displayed by Building. Default Date This is the default completed date that will be applied to defects when

the Complete tick box is clicked. Show: Completed/Not Completed

Use this option to filter the items displayed by either Completed, Not Completed, or Both.

Show: Passed/Not Passed

Use this option to filter the items displayed by either Passed, Not Passed, or Both.

Columns in Grid that can be updated Claimed as Fixed Enter the date the defect is claimed as fixed by the responsible

contractor. [See also 6.4.01]



Completed Enter the date the defect is complete as reported by the inspector. [See also 6.4.02]

Status Select an appropriate Status for the defect. If you do not see a Status column, this can be activated via Tools\Options\Project Settings.

Due by Date Forecast Date for Completion of the Rectification works. Est. Cost Estimated Cost for the Rectification works. Est. Hours Estimated Hours for the Rectification works. Client Ref. A Client Reference for the Defect. Note that items in the grid with associated pictures have a paper clip icon against them. Toolbar Options

New Used to create a new entry in the Master Defect List. [See section

6.2.02]

New Duplicate

Used to create a new entry in the Master Defect List based on an existing entry. [See section 6.2.02]

Copy Defects

Used to copy inspection results for an item in the Master Defect List to another item selected from the Project Inspection List. [See section 6.2.03]

Edit Used to edit the details of the current entry.

Reset Order Used to reset the order of the defects register to the default order.

Filter Used to apply a detailed filter.

Find

Used to find a specific record in the MDR.

Assign Sub-contractors

Used to assign subcontractors to defects in bulk or change the current assignments. [See Section 6.2.06]

Preview Used to generate a Defects List report sorted by either Area,

Location, Room, or Contractor.

Set Defects Fix Claimed/ Complete

Set to batch update the Fix Claimed date and/or Completed data against selected defects. [See Section 6.4.01]

Change Defect Inspector Wizard

Used to perform a bulk change of Inspectors in the event that an inspection has been done using the wrong inspector ID

Delete Used to delete the current entry.

Other Options Next Action Used to Assign a Next Action to an entry.

Assign Contractors Used to assign subcontractors to defects. Note that generally

responsible subcontractors are assigned on the Pocket PC. [See section 6.2.05]



Picture

Used to add a picture to a defect or control the display of pictures in the Master Defect List. Options are: • Add Picture • Delete Picture • Show on Bottom • Show at Right • Hide • Open Note that if is possible to have multiple pictures associated with a single Defect.

Advanced Filter The advanced filter option enables complex filtering of defect entries in the MDR. Click the Advanced Filter button and then using the Project Inspection List tree, navigate and select (by ticking the select box and then using the mover right arrow) the required items.

Export to Excel The export to Excel option enables export of the MDR in any of the following formats: • Unformatted • Formatted • Format required for Import into another project or DefectInspector

Installation.

View History This option will show the full history of the defect. For example when it was recorded, when it was marked as fix claimed and when it was completed. Also if any changes are done to the defect at any time they will be shown. The User can choose to view the reinspection history only in which case if a defect is claimed as fixed and then later found to be not fixed and reinspection details entered, these details will be shown,

6.2.02 Direct entry of Defects on the PC For users of DefectInspector without a Pocket PC, it is possible to enter inspection and defect details directly into DefectInspector on the PC. 1. From the View menu, select Master Defect Register. 2. To enter a new inspection result/defect, click the New button. 3. Select the Inspection Company and Inspector ID. 4. Select from the four drop down lists the Building, Area, Location and Room. 5. Select the Item and Sub Item.

Note that if Abbreviated Codes for Sub Item + Defect are being used, simply select the Code [ See also Section 4.3.02]

6. Select the Orientation and Position from the drop down lists (optional). 7. Select the Passed value as No if you are entering a Defect. (If you are entering a passed

inspection results simply click OK at this point). 8. Select the Defect applicable.



9. Add any Notes if required. 10. Click the Assign Contractors button to the right of the Responsible Company field. 11. Select the Responsible Contractor and click the Add New Subcontractor button 12. Enter the Estimated Cost and Hours as required. 13. Repeat steps 11 and 12 for additional Contractors.

If the rectification works are to be backcharged to another company, then tick the Backcharge tick box after Step 12 and select the company to backcharge to. It is also possible to enter some notes about the Backcharge and an Issued Reference which could be a backcharge notice reference number.

14. Click OK to return to the Defects Entry window. 15. Enter a Client Reference (optional). 16. Click the Camera icon to add one or more pictures to the defect (optional). 17. Click OK to add the defect and return to the Master Defects List. Notes: (a) It is possible to enter a Raised by Reference number, Date Created and/or a User Defined

Status against the defect if these options are activated via Tools\Options\Project Settings\Show in Defects Entry window – Additional Status and/or Raised by Reference and Date Created. Note that the Status values are defined via View\Configuration Tables\Status.

(b) A new batch number will be created automatically to maintain an audit trail via the Download History file.

(c) If the Defect to be recorded is not in the drop down list at Step 8 above, use the Add new defect to create it in the Project Inspection List. [See section 6.2.03 below].

(d) Use the New Duplicate button at the Master Defects List to create add an inspection result/defect based on the details of the currently active record in the List.

6.2.03 Add a New Defect to the Project Inspection List from within the Master Defects Register When adding new inspection results/defects to the Master Register directly on the PC, if the Defect to be recorded is not in the drop down list it can be added to the Project Inspection List from within the enter defects screen. 1. From within the Master Defects Register select a Defect and click on the Edit button. 2. At the Defects Entry window, click on the Add New Defect button. 3. At the Select Defects window, either select the new Defect for the Sub Item from the Standard

Library list in the left hand window (then go to Step 5) or to create a completely new defect, click on the New Defect button.

Note it is also possible to select the new Defect from another part of the Project Inspection List but changing the Select Defects from setting from Standard Library to Project Inspection List.

4. At the Create a New Entry window, enter the Defect name and click OK. 5. At the Select Defects window, select a default Subcontractor for the defect and a default

number of days to fix (you may need to scroll to the right to see this column). 6. Click the Close button and click Yes when prompted to return to the Defects Entry Window.



7. Select the new defect at the Defects Entry window and then click OK to return to the Master Inspection List.

Note that the new defect can be added to the Standard Library if required by ticking the Add to Std Library option at step 4 above. 6.2.04 Copy Defects A Copy Defects wizard is available at the Master Defects Register to copy the inspection results from one part of the work break down structure to another part that has either not yet been inspected or has been inspected but you want to add additional results to it. 1. From within the Master Defects Register, click on the Copy Defects button. 2. Click Next at the first screen of the wizard. 3. Select the Item type to copy from (e.g. Room to copy the results from one room to another) and

click Next. 4. Now select the Source and Target items to copy From and To.

The drop down lists will vary depending on your selection at Step 3. For example if at Step 3 you selected Room as the Item Type to copy from, at Step 4 you will need to select a Source and Target Building, Area, Location and Room to copy From and To.

5. Click Next 6. At Step 4 of the wizard, a list of Defects from the Source items selected will be displayed. These

are the defects that will be copied to the Target Items.

Note that items in red cannot be copied as while they existing in the Source hierarchy, an equivalent hierarchy does not existing in the Target selections.

7. Click Next 8. At the confirmation window, double check that the required defects are listed, ready for copying

and then click Next and Finish. 6.2.05 Assigning Subcontractors on the PC While assigning of responsible subcontractors to defects is most commonly performed at the time of capture on the Pocket PC, it is possible to assign responsible subcontractors to defects from within the Master Defects Register. 1. From within the Master Defects Register, select the Defect to assign one or more responsible

contractors to. 2. Click the Assign Contractors button.

At the Add Subcontractor window, any existing contractors assigned will be shown in the grid. 3. Select the first Subcontractor to assign to the defect from the drop down list and click the Add

new Subcontractor button. 4. In the grid, enter the following as required:

• Estimated Cost • Estimated Hours



• Complete: This tick box is used to indicate the Subcontractors work (as opposed to all rectification works required for the defect) is complete. [See also section 6.4.02]

• Claim as Fixed: This is the date the Subcontractor claims their work is fixed (this is normally updated via an Update Status Wizard – See Section 6.4.01)

• Forecast Date: This is a forecast for when the subcontractor will complete their works. • Back Charge: Tick this box to indicate the Defect will be backcharged if relevant. • Back Charge to: Select the company to backcharge the rectification works to. • Charge Notes: Enter any notes about the backcharge. • Issued Ref.: Enter a back charge notice reference number if required.

5. Repeat steps 3 and 4 for additional Subcontractors. 6. Click OK to return to the Master Defects Register when done. Notes: (a) Use the Delete button to delete an assigned subcontractor. (b) See also Section 6.2.06 on bulk assigning subcontractors. 6.2.06 Change Subcontractors Wizard A quick way of assigning a single subcontractor to multiple defects is to use the Change Subcontractors wizard. 1. From within the Master Defects List, select multiple Defects to assign a single responsible

contractors to by ticking the select box against each of them. 2. Click the Change Subcontractors Wizard button and click Next at the Welcome screen.

Note that if any of the defects already have subcontractors assigned, you will be prompted. By clicking Yes to continue you will completely overwrite any existing subcontractor information against the selected defects. By clicking No, only defects without a subcontractor defined will be processed by wizard.

3. Select the Subcontractor to assign to the defects and click Next. 4. Step 3 of the wizard will then display the defects in a grid and for each defect display the existing

subcontractor assigned (if any) and the new subcontractor to be assigned. Click Next to continue if everything looks OK.

Note that you can unselect specific defects for assignment if required at Step 3.

5. Click Finish to complete the change process. 6.3 Sending Defects Notices 6.3.1 Sending a new Defects Notice While it is normal to send the subcontractor defect notices at the time of download of inspection results from the Pocket PC to the PC, it is also possible to send subcontractors a new defect notice at any time using the wizard to Send Defect Notices to Subcontractors. To send new defect notices to subcontractors: 1. From the Defects menu, select Send Defect Notices to Subcontractors. 2. Click Next at the welcome screen.



3. At Step 2 of the wizard select Send New Defect Notice (this option is used to create a new defect

list/notice to send) and click Next. 4. At Step 3 of the wizard select the Subcontractor(s) to send the defect notice(s) by either double

clicking on them in the left grid or by clicking on them once and using the right arrow button. Click Next when done.

5. At Step 4 of the wizard, select the Inspection company to filter which defects are listed on the

defect notice. If defects identified by all Inspection companies should be on the defects notice choose the +All option. Click Next when done.

6. Step 6 of the wizard lists for each subcontractor selected the defects they have not yet completed.

All the defects are selected by default for inclusion on the new defect notice. It is possible at this screen to fine tune which defects are included. For example you can include only Overdue defects rather than all Outstanding defects.

Note: Click the Exclude sending previously reported defects box to ensure that defects already included on previous defect notices sent to the subcontractor are not included on this new notice.

7. Click Next and at Step 7 of the wizard, first select the Send By method. The options are:

• Email • Fax (requires fax software) • TeamBinder (requires a TeamBinder project) • File

Note that if you choose File you should select which folder on your PC the PDF or Word copy of the Defect notice is to be saved into.

8. The Subject for the Defects notice defaults to include the Subcontractor Name and Project Title. This can be edited if required.

9. Enter a Message to be included with the Notice if required. 10. Choose the Format of the Defect Notice as either PDF or MS Word.

Note that if Word is selected the subcontractor can use the word document to report back on the status of defects and these updates can then be imported into DefectInspector. [See 6.4.01].

11. If sending by email and a Read Receipt is required, tick the Read receipt box. 12. Tick the Remember this setting box to have the system remember your choices for Steps 7 to 11

above for the next time you use this wizard. 13. Click Finish when ready. Notes: (a) Use the Preview button before Step 13 to preview the Defect Notice that will be generated. (b) If the Send By method selected at step 7 is Email, the Defects Notice in the format selected at step

11 will be sent via your email client. (c) It is possible to send a copy (CC) of the Defect Notification to another person at Step 7 of the

Wizard. (d) The inclusion of Pictures (Photos) with the Defect Notification is optional at Step 7 of the wizard

and if selected can be included with each defect or as an addendum to the Notification. (e) If the person being sent the notification does not have an email address defined in the

DefectInspector address book, you will be prompted on clicking Finish and can add the required email address on the fly.



6.3.2 Resending a Defects Notice The Send Defect Notices to Subcontractors wizard can be used to re-send a defects notice to a subcontractor in the event for example that the subcontractor did not receive the original notice. To re-send an existing defects notice to a subcontractor: 1. From the Defects menu, select Send Defect Notices to Subcontractors. 2. Click Next at the welcome screen. 3. At Step 2 of the wizard, choose Re-send Previous Defect Notice. 4. At Step 3 of the wizard, select the relevant Subcontractor(s) using the mover arrows. 5. At Step 5 of the wizard, the previously sent Defect Notices for each of the selected Subcontractors

are listed in a grid. Select the required notification to resend using the select tick box in the lower grid. Note that only a single defect notice can be resent at a time using the wizard (per sub contractor).

6. At Step 7 of the wizard, select the required sending options as for sending new Defect

Notifications. [See Section 6.3.01 for more details on the available options]. 7. Click Finish when ready. Notes: (a) Use the Preview button before Step 10 to preview the Defect Notice that will be re-sent. (b) If the Send By method selected at step 6 is Email, the Defects Notice in the format selected at

step 8 will be sent via your email client. 6.3.3 Auto Alerts Auto Alerts are a feature of DefectInspector to automate the process of sending Defects Notices in regard to outstanding or overdue defects to subcontractors. To define one or more auto alerts: 1. From the Defects menu select Defect Alert Setup Wizard. 2. At Step 2 of the wizard select Define a new Alert and click Next. 3. At Step 3 of the wizard, choose which defects to include on the Defects Notice. The choices are:

• Outstanding Defects • Overdue Defects • Both

4. Click Next. 5. At Step 4 of the wizard, select one or more subcontractors to define the Alerts for using the mover

arrows. 6. At Step 5 of the wizard select the Inspection company to filter which defects are listed on the

Defects Notice. If defects identified by all Inspection companies should be on the Defects Notice choose the +All option. Click Next when done.



7. At Step 6 of the wizard, choose the Alert Settings. These include the following options:

Setting Description

Send By Options are Email, Fax, TeamBinder [see Section 6.3.01 for more details on these options]

Request Read Receipt

Used to request a read receipt from the recipient(s) of the alerts.

Subject A Subject for the Defects Notice

Message A Message to include with the Defects Notice.

Defects List format

Choose between PDF and Word for the format of the Defects Notice.

Send a copy to Select a company and contact to send an additional copy of the Defects Notice to (optional).

Send Alert every Enter the interval for sending repeated Defects Notices in days.

8. Click Finish when done. You will be prompted to send an immediate Defects Notice if required. Notes: (a) Based on the Send Alert every X days value, when you log into DefectInspector you will be

prompted that Defects Notices should be sent out and you simply click Yes to initiate the process. If you do not log into DefectInspector Defects Notices will not be sent automatically.

(b) To edit the settings for an existing Alert, choose Edit an existing Alert at Step 2 of the wizard. Then at Step 4 of the wizard select the company to edit the Alert for.

(c) To Delete an Alert for a subcontractor, choose Delete Alerts at Step 2 of the wizard. Then at Step 4 of the wizard select the company to Delete the Alert for.

6.3.4 View Subcontractor Notifications The Subcontractor Notification History is a simple register of all defect notices sent to all Subcontractors. To access this history: 1. From the View menu, select Subcontractor Notification History.

The upper grid then displays a register of all Defect notices sent and the lower grid displays the defects on the selected Defect notice. Use the Company drop down list to filter the upper grid for a particular Subcontractor.



6.4 Updating the Status of Defects 6.4.01 Updating Fix Claimed Once a subcontractor has rectified defects assigned to them, the next step in the DefectInspector workflow is to update the Fix Claim box against these defects in the Master Defects List. This process can be largely automated if the defect lists are sent to the subcontractors in MS Word format. Below is an example of the MS Word document that DefectInspector generates when Word is chosen as the format for the Defects Notice.

After fixing defects, the subcontractor updates the Responded (Date); Fixed (Date); and enters any Comments in the fields provided. Note that the subcontractor cannot change any other information within the document. The completed Word document is then returned to the Contractor who can then update the Master Defects List as follows: 1. From the Defects menu, select Update Status of Defects from Import File and click Next at the

first screen of the wizard. 2. Select the Word document that has the status update details using the Select Word Document

button and click Next.



3. Review the Status update details and click Next when ready.

Note you can use the Show Claim as Fixed box to see only items claimed as fixed above.

4. Click Finish and click OK when prompted. The Master Defects Register is then updated for the relevant defects with the Fix Claimed date and the comments entered above. Note: (a) It is also possible to update the Fix Claimed field for Defects directly in the Master Defects

Register either one by one, or using the Set Defects completed/fix claimed option to update a number of Defects if the above import process is not being used. When using the Set Defects completed/fix claimed button, select the Set Claimed as Fixed option and select the relevant date and click OK.

6.4.02 Marking Defects as Complete Once a subcontractor claims a defect has been rectified, the process in DefectInspector is as follows: • Update the Claim as Fixed date against the defect [See 6.4.01 above]. • Upload the updated Master Defects Register to the Pocket PC. • Re-inspect the defect to check it is complete. [See 5.2.06] • Download the Pocket PC data to the PC. • If the defect was not completed satisfactorily, enter the re-inspection details. It is also possible to update the fact that defects have been rectified satisfactorily directly in the Master Defects Register on the PC. 1. From the Master Defects Register edit the Defect to nominate as complete by clicking on the edit

button on the tool bar. 2. Nominate the Defect as completed by checking the Complete check box in the bottom left of the

window. 3. Click OK to close the Defects Entry window. Notes: (a) It is also possible to tick items as Completed (Checked) directly in the Master Defects Register

without having to open each defect. The Complete date will be captured automatically based on the setting of the Default date.

(b) It is possible to enter the Completed date manually in the Completed column. (c) It is also possible to update a number of selected defects as completed in one go. First select the

defects in the grid and then click on the Set Defects completed/fix claimed button on the toolbar. Choose the Set Completed option and enter the Completed Date and click OK.

(d) The person marking items as completed is captured by DefectInspector and displayed in the

Master Defects List in the Completed By Company and Completed By ID fields. (e) If a defect was not completed satisfactorily after being claimed as fixed, delete the Fix Claimed

date in the Master Defects Register and at the Re-Inspection window that appears, enter the Reason that the fix is not satisfactory and click OK. Note that the Re-Inspection details can also be entered or edited by opening a defect in the Master Defects Register and using the Add Re-Inspection details button.



6.5 Export to Excel and Word It is possible to export the Master Defects Register in any of four ways using the Export button displayed on the Master Defects Register screen. The four options are: Excel - Unformatted: This option exports the MDR into an unformatted text file. This is the fastest export option when the MDR is very large. Excel - Formatted: This option exports the MDR into a formatted Excel file. Excel - Import File: This option exports the MDR in the required format for import into another project or into another installation of DefectInspector. Word – Formatted: This option exports the MDR into a Word file in the format of a Defects Notice (that can be used to update the Fix Claimed date etc [See section 6.4.01] 6.6 Customising the Master Defects Register DefectInspector supports up to three customised views of the Master Defects Register per user. To customise the layout of the Master Defects Register: 1. From the View menu, select Master Defects Register. 2. At the Master Defects Register screen, right click anywhere in the grid and select the view to

customise from Default, Custom View 1, and Custom View 2. 3. Right click again and select Customize. 4. Change the values as required of the following settings:

Setting

Description

Visible This logical flag indicates whether the field is visible in the Register.

Column Number The column number controls the order in which the columns are displayed on the grid.

Column Width The column width (in pixels) controls how wide a column appears on the grid.

Font Name Controls the font with which the values in the column are displayed.

Font Size Controls the size at which the values in the column are displayed.

Fore Colour Controls the colour of the text in a column.

Back Colour Controls the background colour of a column.

5. Select the default sort order for the documents in the Master Defects Register by clicking the Sort

Order button and using the drop down lists. 6. When you have modified the settings as required, click the Save button to save your changes and

then close to return to the Master Defects Register.



Notes: (a) The Partition value in the bottom left of the screen controls whether the Master Defects Register

will be displayed as split screen. Set the Partition to 120 to use a split screen with a non scrolling Defect Number.

(b) The Row Height controls the height of each row in the grid. 18 is recommended. (c) To reset a custom view back to the factory settings, click on the Clear Custom Settings button

and then click Yes when prompted. (d) With the Master Defects Register displayed, data in columns can be re-sorted simply by clicking

on the column heading. (e) With the Master Defects Register displayed, columns can be re-sized by clicking on the vertical

line between columns in the column header and dragging left or right.


Chapter 7 – Working with a Regional Office

7.1 Overview

7.2 Define Local Server and Regional Office Email Details

7.3 Send the Local Defects to the Regional Office

7.4 Receive the Local Defects at the Regional Office

7.5 Regional Office Reporting



7.1 Overview DefectInspector is designed to enable defects information from multiple projects being managed from different physical locations to be consolidated to enable reporting across projects within a region. There are four steps required if Regional Office reporting is required: (a) Define local server and regional office email details at the site installation of DefectInspector. (b) Send the local defects data from the site installation of DefectInspector to the regional office. (c) Receive the local defects data from project sites at the regional office. (d) Run the Regional office reports. 7.2 Define Local Server and Regional Office Email Details 1. From the Tools menu, select Options and click on the Program Defaults Tab. 2. Click the Edit button and enter the name of the Server the data is being sent from. This is

normally an abbreviation for the project name and can be any value to identify the site location. 3. Enter the Email To address of the person at the Regional office the data will be sent to. 4. Enter a Subject for the emails that will be used to send the data. 5. Enter the Email Days as the number of days after which DefectInspector will auto send the latest

details to the Regional office. Note that this is working days as defined by the Project Calendar. 6. Click the Save button when done and click Close to return to the Dashboard. 7.3 Send the Local Defects to the Regional Office The Local Defects database will be automatically sent to the regional office based on the settings in section 7.2 above. To manually send the Local Defects data to the Regional office: 1. From the Defects menu, select Send Zip file of Summary Data to Regional Office. 2. Click Yes when prompted. 7.4 Receive the Local Defects at the Regional Office The regional office will receive the Local defects data by email with a zip file attachment. The regional office should save the zip file the above email contains (without unzipping it) to the \DefectInspector\DATAUpdates folder.



7.5 Regional Office Reporting There are a number of Regional Office Reports available in DefectInspector. 1. From the File menu, select Print – Standard Reports. 2. From the “Select the Area of the system to generate a report from” list, select either:

• Defect Statistics – Across Regional Office Projects OR • Cost Reports – Regional Report

The reports available are:

Defect Statistics – Across Regional Office Projects

F01 By Project + Contractor This is a statistical report to be run only at a Regional office showing total number of defects; total outstanding etc. sorted by Project and then Contractor.

F02 By Contractor + Project This report is as per Report F01 but sorted by Contractor first.

Cost Reports –Regional Report

H01 Summary by Project, Building and Area

This is a statistical report on defect totals including Estimated Hours and Costs designed for running at the regional office only. It is sorted by Project and then Building and Area.

H02 Summary by Contractor, Project, Building and Area

This is as per report H01 but sorted by Contractor.

See Chapter 9 for more on generating DefectInspector Reports via Print – Standard Reports.


Chapter 8 – Facilities Management

8.1 Introduction

8.2 Defining Locations

8.3 Recording Issues

8.4 Recording Communications



8.1 Introduction DefectInspector is primarily used for managing defects prior to practical completion. However post practical completion there is a defects liability period of up to seven years during which issues reported by customers must be fixed by the developer or contractor. DefectInspector includes a Facility Management module to enable the management of these post practical completion issues. The Facility Management module consists of 3 main elements: • Location Details: This is a unique identification of each Location within a building. For

example a Unit Number. Associated with each location are the Owner, Tenant, and Agent Details.

• Issues: These are issues reported by Customers. • Communications: These are communications in regard to issues reported by

Customers. There are two specific reports relating to Facility Management which can be found under File\Print - Standard Reports. 8.2 Defining Locations A Location is a unique identification of a physical space within a building - for example a Unit Number. Associated with each location are the Owner, Tenant, and Agent Details. To create Locations: 1. From the View menu, select Facility Management – Locations. 2. Select a Building and Area and click the New Location button. 3. Select the Location from the drop down list.

Use the Load Inspection List button to create new Locations on the fly if required.

At the Location Details tab (the default):

4. Select the Owner Company and select a Contact at the Owner company. 5. Enter a Unique ID for the Location. 6. Enter the Address Details for Owner of the Location. There are two sets of addresses that

can be used here. 7. Click on the Tenant and Agent Details Tab. 8. Select the Tenant Company and a contact at the Tenant Company.The addresses (1 &

2) will be populated based on the contact selected 9. Select the Agent Company if applicable and a contact at the Agent. The addresses (1 &

2) will be populated based on the contact selected 10. Enter any text required in the Key Details, Comments and Private Comments boxes. 11. Click OK when done.



Notes: (a) Use the Delete button to remove a location from the register. (b) Use the Filter button to filter the locations displayed. 8.3 Recording Issues In the Facility Management module of DefectInspector, Issues are raised by customers and communications related to specific issues. A single issue may have many communications related to it. 1. From the View menu, select Facility Management – Communications.

2. Click the New Issue button and select the Building, Area, and Location the Issue Relates to. 3. Enter a Subject for the Issue. 4. Enter the Date Reported (which defaults to the current date and time). 5. Enter the Date Communicated (the date of this communication). 6. Select the Company and Contact reporting the Issue. 7. Enter any comments as required. 8. Click Close when done and Yes when prompted and click OK at the confirmation window. Notes: (a) Comments entered at step 8 are stored as the first communication in regard to this issue. (b) If the Company or Contact reporting the Issue are not in the drop down lists at Step 7, use

the Create a New Company or Create a new Contact buttons as required. (c) Use the Load Location Register button on the toolbar to switch to the Location Register. 8.4 Recording Communications To record a further communication in regard to an existing Issue: 1. From the View menu, select Facility Management – Communications. 2. Select the Issue the Communication relates to. 3. Click the New Communication button. 4. Enter the Date Communicated (Date and Time) 5. Select the Company and Contact for the person you are communicating with. 6. Enter notes about the communication in the Comments field. 7. Click Close, Yes and OK when prompted. Notes: (a) Use the Edit button to edit the details about an Issue or Communication after first clicking

on the required Issue or Communication in the Upper or Lower grids. (b) To Delete an Issue or Communication, first click on the required record in the Upper or

Lower grid and then use the Delete button.


Chapter 9 - Reporting

9.1 Standard Reports 9.1.01 Overview 9.1.02 Creating a standard report 9.1.03 Report Details 9.1.04 Using Filters 9.1.05 Advanced Filters 9.1.06 Printing to Excel 9.1.07 Using Filters

9.2 Grid Reports 9.2.01 Overview 9.2.02 Inspection Lists 9.2.03 Master Defects List and Download History 9.2.04 Address Book 9.2.05 Configuration Tables 9.2.06 Facilities Management

Chapter 9 – Reporting


9.1 Standard Reports 9.1.01 Overview Standard reports are a predefined series of numbered reports available with DefectInspector. All standard reports are generated in a similar way and from a single screen. The sorting of the data on the report is predefined and the user controls the filter settings and the destination of the report. 9.1.02 Creating a standard report To run a standard report: 1. From the File menu, select Print - Standard Reports. 2. Select the area of the system to generate the report from. 3. Select the report to generate. 4. Click Ok to generate the report. The standard reports generation screen has the following sections: Report The Select the area of the system to generate the report from list Groups: contains a number of report groupings from which specific reports can be

generated. This is the first step in generating a standard report. Report No.: For each report grouping there are a predefined list of reports. After selecting

a report group the reports available are listed in this section. Print Range: The print range area controls:

• The Page range to print. • The number of copies of the report to print. • Access to the windows page setup dialog box.

Destination: The destination controls how the report is generated. The options are:

• Preview: To generate the report to the screen. • Printer: To send the report to a printer. • File: To send the report to a file such as Microsoft Excel. See printing to

Excel [9.1.06] • PDF File: To generate the report in PDF format. See printing to PDF

[9.1.07]. Custom Title: This is a facility to define a custom title for the report [11.2.03]. Custom This is a facility to create a customised version of the standard report. See Report: customising reports [11.2.04]. Report Type: This is a facility to control the fields that appear on the standard report. This

feature is not active in DefectInspector. Filter: The filter is a means of controlling the data that is selected for the report. See

using filters [9.1.04].



9.1.03 Report Details The Report on options are: • Inspection List Elements: To print out a list of each of the elements of the Project

Inspection List. • Defect Statistics – Current Project Only: A series of reports for the current project. • Defect Statistics – Across Local Projects: A series of reports that run across one or

more selected project on the current DefectInspector Installation. • Defect Statistics – Across Regional Office Projects: A series of reports to be run at

head office across regional projects. • Cost Reports – Current Project Only: A series of reports for the current project only

detailing Estimated Hours and Costs for Defect rectification. • Cost Reports –Regional Reports: A series of reports across regional office projects

detailing Estimated Hours and Costs for Defect rectification. • Facility Management: A series of reports relating to Facilities management. • Miscellaneous: A few miscellaneous reports. • Inspection List Reports: A series of Inspect List reports printing in check list format. A complete listing of all reports available in DefectInspector is shown below. Report Number

Report Title Description

Inspection List Elements C01 – C07 Various These Inspection List Element reports are

used to simply print a list of values for any element of the Project Inspection List work breakdown structure.

Defect Statistics – Current Project Only D01 By Contractor – Detailed This is a list of defects assigned to a

contractor.

D02 By Contractor Summary This report is a graphical summary by Subcontractor of number of defects, total completed and total outstanding.

D03 By Contractor, By Area – Summary

This is a summary by Building and Area for each contractor of total defects, total claimed as fixed, total completed and total outstanding.

D04 By Contractor By Room - Summary

This is as per report D03 but reports at a greater level of detail down to each Room.



Report Number


D05a Defect Inspections – Incomplete Defects by Sub Contractor

This report is similar to D01 but reports on only Defects that are incomplete and includes forecast completion dates.

D05b Defect Inspections – Incomplete Defects by Owner

This report shows incomplete Defects by Owner and Location. Requires Locations with Owners to be defined via the Facilities management module.

D06 Defect Inspections – Overdue Defects

This report is similar to report D05a but lists only Defects that are incomplete and where the Forecast Date is older than the current date.

D07 Financial Commitments for Incomplete Defects

This report lists defect details including estimated hours and costs for defects that are incomplete.

D08 Defects without assigned Responsible Subcontractors

This report lists defects that do not have a subcontractor assigned to them.

D09 Defect Register – User defined sort order

This is a simple register of defects sorted as required by the user. At the Select Sort Order window, click New to create a new sort order. Enter a title for your sort order, select the fields to sort by and click OK. Then Click OK to run the report.

D10 Defects Claimed as Fixed This is the same as Report D01 but only lists Defects that have been claimed to be fixed but have not yet been marked as complete.

D11 Defect Status - Summary This is a summary report by Location that details over a defined date range, for each Inspector and Subcontractor the number of defects: Post Practical Completion; Completed; and Not Completed.

D12 Master Defect Register This is a simple register of inspection results from the Master Defects List.

D13 Outstanding Works – Defects Detailed by Area

This is a report listing outstanding defects (i.e. not completed), sorted by Area.

D14 Outstanding Works – Defects Detailed by Subcontractor

This is a report listing outstanding defects (i.e. not completed), sorted by Subcontractor.

D15 Defect History – Re-Inspection History

This report prints a history of all inspection results. When running this report the default option is to print a Re-Inspection history only rather than all Inspection results.

D16 Defect Inspections – Yet to be Notified

This report prints a Defect Inspection lists filtering only for defects not yet notified to the responsible subcontractor.



Report Number


D17 By Location – Detailed with Drawings

This report prints a Defect List including drawing/image mark-ups sorted by Location.

D18 By Contractor – Detailed with Drawings

This report is as per Report D17 but sorted by Contractor.

D19 By Contractor, By Location Summary

This report is as per Report D17 and is sorted both by Contractor and Location

Defect Statistics – Across Local Projects E01 By Project, By Contractor This is a statistical report showing total

number of defects; total outstanding etc. sorted by Project and then Contractor.

E02 By Contractor, By Project This is as per report E1 but sorted by Contractor and then Project.

E03 By Contractor, By Project, By Building

This is as per report E02 but down to Building Level.

E04 By Contractor, By Project, By Building, By Area

This is as per report E03 but down to Area Level.

E05 By Contractor, By Project, By Building, By Area, By Location

This is as per report E04 but down to Location Level.

Defect Statistics – Across Regional Office Projects F01 By Project, By Contractor This is a statistical report to be run only at a

Regional office showing total number of defects; total outstanding etc. sorted by Project and then Contractor.

F02 By Contractor, By Project This report is as per Report F1 but sorted by Contractor first.

Cost Reports – Current Project Only G01 By Location – Detailed This is a detailed report of defects by

Location showing Estimated Hours and Costs.

G02 Summary By Location This is as per Report G01 but summarised at Location Level.

G03 Summary By Area

This is as per Report G02 but summarised at Area Level.

G04 By Subcontractor – Detailed

This is a detailed report of defects by Subcontractor and Location showing Estimated Hours and Costs.

G05 By Subcontractor – Summary by Location

This is as per report G04 but summarised at Location Level.

G06 Summary by Contractor – by Project, By Building, By Area

This is as per report G05 but summarised at Area Level.



Report Number


Cost Reports – Regional Report H01 Summary by Project,

Building and Area This is a statistical report on defect totals including Estimated Hours and Costs designed for running at the regional office only. It is sorted by Project and then Building and Area.

H02 Summary by Contractor, Project, Building and Area

This is as per report H01 but sorted by Contractor.

Facility Management Reports I01 Issue Details – By Owner This is a register of issues +

communications sorted by Owner and maintained via the Facility Management module.

I02 Issue Details – By Building + Area + Location

This is as per report I01 but sorted by Building, Area and Location.

Miscellaneous M01 Project List This report prints the project details relating

the local projects.

M02 Address Book This report prints the contents of the DefectInspector address book.

M03 Master Defect List This report prints the current Master Defects List.

Inspection List Reports P01 Standard Library Prints the Standard Library in check list

format. P02 Project Library

Prints the Project Inspection List in check list format.

P03 Defects with default Subcontractors

Prints the Project Inspection List in check list format for only defect items that have default subcontractors allocated.

P04 Defects without default Subcontractors

Prints the Project Inspection List in check list format for only defect items that do not have default subcontractors allocated.

Notes: (a) All reports can be printed to screen, hardcopy or file (e.g. MS Excel). (b) Many of the above reports prompt for selection of an Inspection Company and/or

Contractor as this are the primary filters required. (c) Use the Filter button to apply a detailed filter for a report. [See 9.1.04] (d) A number of the standard reports have options to include Photos with the report. If

included these can be included against the relevant defect or as an addendum to the report.



9.1.04 Using Filters A Filter is a means of selecting the data to be displayed either on the screen or in a report. A filter button is present on most toolbars throughout DefectInspector and is also available when generating standard reports. To use the filter, click on the Filter. The Build filter expression window will open and it is now that you set up your selection criteria. The structure of the filter is always FIELD + COMPARISON + VALUE, where FIELD is a field name or column heading and COMPARISON is how the field is to be compared to the VALUE (e.g. begins with, equal to, greater than, contains etc.). Some examples of Filters are shown below:

Field Comparison Value ESTCOST greater than 500

In the above example, the filter expression is ESTCOST Greater than 500 where ESTCOST is the FIELD NAME, greater than is the COMPARISON and 500 is the VALUE. With this filter active on a Defects List report, defects will only appear on the report if their Estimated Cost is greater than $500. Another example is:

Field Comparison Value DEFECT Contains Damaged

This filter, if applied to a Defect List report, will select only Defects whose Title contains the word Damaged If you selected equal to instead of contains as the comparison, the title of the Defect would have to contain only the word Damaged and no other characters, to be selected. The Build Filter Expression screen can be used to set up a multi lined filter to apply more complex selection criteria. Up to five expression lines can be defined. The And Or buttons at the end of each line control how to join together the next expression line to the previous line. For example:

Field Comparison Value And/Or ESTCOST greater than 500 And DEFECT Contains Damaged

This filter expression has two lines: ESTCOST greater than 500 And DEFECT contains Damaged. As the And option has been used to join line 2. to line 1., both expressions must be true for a Defect to be selected. If Or had been used to join the two lines then either expression could be true for a defect to have it selected. It is also possible to save filters for re-use later. To save a filter, first setup the required filter and then click the Save button at the filter screen. Enter a title for the saved filter and any remarks when prompted. To load the filter at any time, activate the filter screen and then click the Load button. Select the required filter from the list.



9.1.05 Advanced Filters Advanced Filters are a means by which more complex filter criteria can be applied to a screen view or report than those options available with a simple filter. A simple filter operates only on the current or primary table being viewed or reported on. An Advanced filter enables filtering information contained in tables that are linked to the primary table. Contact QA Software for more information on the syntax to use when the need to use an Advanced filter arises. 9.1.06 Printing to Excel The destination of a report when generating standard reports can be selected from any of Preview, Print, File, or PDF. To print a report to Excel requires the selection of the destination as File. After selecting File the user will then see a drop down list from which they can select a File Type. The options are:

Excel The Report will be output to a Microsoft Excel file. ASCII The report will be output to a text file (.TXT).

The Excel option is the most commonly used. When printing to Excel any formatting in the report is maintained in the Excel file. There is no requirement to specify a file name as the report is published direct to excel with the user ending up viewing the report in an excel file. The user can then save this excel file as required. 9.1.07 Printing to PDF The destination of a report when generating standard reports can be selected from any of Preview, Print, File, or PDF. To print a report to PDF requires the selection of the destination as PDF File. After selecting PDF a default file name will be allocated automatically. The user can change this if required. The resulting report will be stored in the \DefectInspector\PDFFiles folder by default or the user can select an alternative folder if required using the Select Directory button. 9.2 Grid Reports 9.2.01 Overview Generating reports directly from screens in DefectInspector is a popular method of reporting on data. Grid reports work by printing the data in the current display, often with the data sorted and filtered in the same way as it is on the screen. Many useful reports can be very simply generated direct from the screens throughout DefectInspector.

9.2.02 Inspection Lists Useful grid reports can be generated from both the Standard Library and Project Inspection List. These reports print the Inspection work break down structure in the form of a check list. The Sort order of these reports is fixed. 9.2.03 Master Defects Register and Download History



From the Master Defects Register it is possible to quickly generate Defect Lists sorted either by Contractor or Area using the Preview button. Any filters applied at the Master Defects Register applied also in the reports. Similar grid reports can be generated from the Download History. 9.2.04 Address Book There are three address book grid reports: Contact Details: This report is available from the Contact details screen and prints the contact details for each person in the address book. Company Details: This report is available from the Company details screen and prints a register of companies in the address book. Company Types: This report is available from the Company Types screen and prints a list of Company Types. 9.2.05 Configuration Tables Each configuration table in DefectInspector has an associated grid report. This is accessed by using the View menu and selecting Configuration Tables and then selecting the required table and clicking print or preview. 9.2.06 Facilities Management Grid reports are available for both Locations and Issues/Communications in the Facilities Management module of DefectInspector. In the Issues/Communications screen, click first in the upper grid and the print for a register of Issues only. Click first in the lower grid and then print for a register of Issues including related Communications.


Chapter 10 – Import /Export

10.1 Import Data from MS Excel File

10.2 Export Inspection List

10.3 Import Inspection List

10.4 Upload Inspection List to TeamBinder

Chapter 10 – Import/Export


10.1 Import Data from MS Excel File It is possible in DefectInspector to import data into the Standard Library, Project Inspection List and Master Defects List from data in an MS Excel file. A template is provided in the DefectInspector folder called ImportDefectsTemplate.XLS. This format and column headings of the Excel file being imported from must match this template. To import from MS Excel: 1. From the Defects menu, select Import Data from a Microsoft Excel File. 2. Click Next at the Welcome screen. 3. Select the Import file using the Select File button. 4. Choose from the three options below and click Next.

• Standard Library • Project Inspection List • Project Inspection List and Master Defects Register

If the Import file contains element values that do not already exist in the Standard Library, Project Inspection List, and or Master Defect Register, you will be prompted through a series of screens to either:

• Assign an existing value for the value in the import file (this option is used where the values in the import file correspond to existing values but have been given different names).

• Import the values in the import file as New values. To assign existing values to the values in the import file: 5. Click on the value in the top grid to assign the correct value to. 6. Locate the correct value in the lower grid and click on it. 7. Click the Assign button. 8. Repeat steps 5 to 7 for additional values. To import the values as new values: 9. Click the value in the top grid to add as a new Value. 10. Click the New button. 11. Repeat steps 9 and 10 for additional values or alternatively select the required records

and then click New to update all the selected records in one go. 12. Click Next when done. 13. Repeat the above process if necessary for unknown values at the next level down in the

work break down structure.

At Step 4 of the wizard, the items to be imported to the Standard Library, or Project Inspection List will be displayed. Items in red already existing in either the Standard Library, Project Inspection List, and/or the Master Defects List and will not be imported.

14. Click Next



If you are importing into the Project Inspection List and Master Defects List, Step 5 of the wizard will display items to be imported into the Master Defects List. 15. Click Next and then Finish to complete the import process. 16. Click OK at the confirmation window once the import is completed. Note: (a) If importing data that includes a Responsible company ID, it is possible to import this

value as the default responsible company Id in the Project Inspection list by clicking the tick box that relates to this option at Step 2 of the Import Wizard.

10.2 Export Inspection List It is commonly required to transfer the Standard Library and/or Project Inspection list from one physical installation of DefectInspector to another or from one Project to another. The Export and Import Inspection List options enable this. To Export the Inspection List: 1. From the Defects menu, select Email Inspection List as a Zip Attachment. 2. Choose the data to export. The two options are:

• Export Standard Library Only • Export Standard Library and Project Inspection List

3. Select the scope of the records to export as either:

• All Entries • Only Entries created after <DATE> - Insert the required date.

4. Use the Filter button (optional) to fine tune further the records to export. 5. Enter the following email details:

• Email To • Email Subject • Email Message

6. Click OK. The selected data will now be exported, zipped and sent to the person you entered at step 3 by your email client.



10.3 Import Inspection List It is commonly required to transfer the Standard Library and/or Project Inspection list from one physical installation of DefectInspector to another or from one Project to another. The Export and Import Inspection List options enable this. To Import an Inspection List: 1. From the Defects menu, select Import Inspection List from a Zip Attachment and click

Next at the Welcome screen. 2. Select the file to import using the Select File button. 3. Choose from the 2 import data options and click Next.

• Standard Library only • Standard Library and Project Inspection List

4. Choose between the options of Adding to the existing data OR Replacing the existing

data. This is done separately for each of the Standard Library and Project Inspection List. 5. Click Next. 6. At Step 4 of the wizard shows you the data in the import file relating to the Standard

Library. Items highlighted in red are duplicates of existing data and are displayed in red if the Add option was chosen at Step 5 above. Tick the Overwrite button in this instance of overwrite the existing data if required.

7. Unselect any items that do not need to be imported into the Standard Library if required

and then click Next. 8. Step 5 of the wizard shows you the data in the import file relating to the Project Inspection

List (assuming the second option was chosen at Step 4 above). Items highlighted in red are duplicates of existing data and are displayed in red if the Add option was chosen at Step 5 above. Tick the Overwrite button in this instance of overwrite the existing data if required.

9. Un-select any items that do not need to be imported into the Project Inspection List if

required and then click Next. 10. Click Finish to perform the import. Note: (a) The Import Inspection List option will not allow you to overwrite existing Project Inspection

list elements that have already been inspected.



10.4 Upload Inspection List to TeamBinder Inspection and Defects Lists maintained and managed within DefectInspector can be uploaded and published to QA Software’s web-based Project Collaboration System TeamBinder. From within TeamBinder, users with access can review Defects lists and print reports. Prior to uploading an inspection list it is first necessary to map DefectInspector companies and contacts to TeamBinder companies and contacts [see Section 2.2.03]. To upload an Inspection list to TeamBinder: 1. From the Defects menu, select Upload Data to TeamBinder. 2. Choose between the following three options:

• Upload the latest modified records: This option will refresh an inspection list already published to TeamBinder with the latest data from DefectInspector.

• Re-upload the selected records: With this option, you will be prompted to apply a

filter and only the selected records meeting the filter conditions will be uploaded. Setup the filter and click OK. Existing records in TeamBinder that match the selected records will be overwritten.

• Re-upload all records: With this option, the complete inspection list will be

uploaded, overwriting the complete list previously published to TeamBinder. 3. Click OK to perform the upload. Notes: (a) You must be connected to the Internet to upload an inspection list to TeamBinder.


Chapter 11 – Customising DefectInspector

11.1 Dashboard 11.1.01 Customising the Favourites 11.1.02 Dashboard Logo and Project Summary Details

11.2 Customising Reports 11.2.01 Standard Reports 11.2.02 Using a Custom Title 11.2.03 Customising the Report Layout



11.1 Dashboard 11.1.01 Customising the Favourites The list of Favourites that appears on the dashboard when you run DefectInspector can be customised per user if required. The steps to follow are: 1. Click on the Tools menu and select Customise Favourites

You can have up to ten menu items on the list of Favourites. If there are 10 items already on the list you will have to remove one or more first before new items can be added. Items are moved from right to left or left to right using the Arrow buttons at the top of the screen.

2. Click Save to save the settings and Close to exit. Notes: a) The following options cannot be added to the Favourites list: Open Project; Print Setup;

Re-enter password; Hide dash board; Register program; DefectInspector help; Customise Favourites.

b) The items in grey are ones that have already been selected. 11.1.02 Dashboard Logo and Project Summary Details The Image and Text that appear on the right hand side of the dashboard when you run DefectInspector can be customised per Project if required. The steps to follow are: 1. Click on the Tools menu and select Options To select a Project Image: 2. Click on the Project Settings Tab of the Options screen. 3. Click the Edit button. 4. Use the select button against the field for Dashboard Logo to select the required image. 5. Click the Save button to save your changes. Notes (a) The image will be automatically resized to fit the space available on the dashboard. To define the Project Summary text: 6. Click on the Project Settings Tab of the Options screen. 7. Click the Edit button. 8. Enter the required summary text in the Project Summary Details field. 9. Click the Save button to save your changes.



11.2 Customising Reports 11.2.01 Standard Reports Limited customisation for DefectInspector Standard reports is available. From the File menu, select Print - Standard Reports. There are two types of customisation to consider:

• Using a Custom Title • Customising the Report Layout

11.2.02 Using a Custom Title To use a custom title on the report, first select the report to be run and then click the Custom title tick box at the bottom left of the screen. Enter the custom title in the field provided and click Ok to run the report. Note the custom title will be saved for future use on the same report. 11.2.03 Customising the Report Layout The most advance customisation of reports available from within DefectInspector is achieved by using the Modify button at the bottom left of the screen. 1. First select the report to modify. 2. If the report can be modified, when you click the Modify button a Report Design Window

will open. Note that you are not about to modify the standard version of the report. Rather a copy of the report is made automatically and it is the copy you are about to modify.

3. The report designer window is based on the Microsoft Visual FoxPro Report designer. If

you are unfamiliar with customising database reports, go no further without advice. 4. To save the changes you make to the report, press Ctrl+W. To exit the report designer

without saving, press Esc. 5. Finally to run the Customised version of the report, click the Run button rather than the

Ok button. Notes: a) Additional customisation of reports can be performed by the QA Software technical

support team. Contact [email protected] for details.


Chapter 12 - Administration

12.1 Security 12.1.01 Overview 12.1.02 Security Levels and Features 12.1.03 Users and Projects 12.1.04 View User Login Details

12.2 Utilities 12.2.01 Rebuild Master Defects Register 12.2.02 Compact Files

12.3 Upgrading DefectInspector 12.3.01 Overview 12.3.02 Upgrade DefectInspector on the PC 12.3.03 Upgrade DefectInspector on the Pocket PC

Chapter 12 – Administration


12.1 Security 12.1.01 Security Overview There are two types of Security in the DefectInspector System

• Controlling the Access to the DefectInspector functionality on the PC • Controlling the Access to Inspection Lists on the Pocket PC

Access to the DefectInspector functionality is firstly controlled by authentication on login to the system via a system of users Ids and passwords. Then once in the DefectInspector System user access to Projects, and functionality within projects they have access to is controlled via the Menu System. Access to performing inspections and recording defects on the Pocket PC is controlled by company and elements within the work break structure that they can work with on the Pocket PC. [See Section 4.4] 12.1.02 Security Levels and Features 1. From the Tools menu, select Security – Levels and Features. User Levels:

The top section of the grid displays the User Levels that have been defined. New user levels can be defined using the Add new User Level button or the Duplicate User Level button. There is no limit to the number of user levels that can be defined.

Access Rights:

The Lower grid displays all the menu options in DefectInspector with the access rights for the User Level in the upper grid. The menu options are sorted into related groups to make identification of similar parts of DefectInspector easy. Select between the three levels of access for each menu option. The access levels are: • Read/Write: This option gives the user level full access to this menu option. • Read only: This option restricts the user level to Read Only access which means new information

cannot be added or existing information edited. • No Access: This option denies access to this item for this user level. Use the Select All, Un-select All, and Invert Selection options at the bottom of the screen to quickly apply a level of access to all menu options.

Restricted Reports For each user level, not only can you define the menu access but you can also restrict access to specific reports. To do this, at the above screen click on the Restricted reports button on the toolbar: 1. Select Report group from the drop down listing. 2. Select Report title to restrict access of selected User Level. 3. Tick No Print to prevent the selected user level from printing this report. 4. Tick No Edit to prevent the selected user level from editing this report. 5. Click OK when done.



12.1.03 Users and Projects All staff requiring access to DefectInspector must be set up as users before they can access the system. All users are allocated a Security level from the levels defined in the previous section. Users can also be assigned to one or more projects. To add a new User: Before you can setup a user in DefectInspector, the user and the company they belong to must first be setup in the DefectInspector Address book (Contractor List). To create a User: 1. From the Tools menu, select Security – Users and Projects. 2. Click the Create a new user button on the toolbar 3. Select the Company the user belongs to. 4. Select the User ID from the selected company who you are going to make a user. 5. Enter a password for the new user and confirm this. 6. Select the User Level for the new user. 7. Click OK when done. To Assign Projects to Users: You can restrict the access of users to complete projects in DefectInspector using the Assign Users to Projects button on the Security – Users and Projects screen. 1. Click on the Assign Users to Projects Button. 2. Use the arrow buttons to add or remove projects assigned to the selected user. If a large number

of projects are listed, use the Find and Filter button to select required projects (located in the bottom left corner of the screen).

3. Click OK when done. 4. Click the Close button to return to the Dashboard. 12.1.04 View User Login Details The View User Login Details screen allows an administrator to see which other users are currently logged into DefectInspector and also to see a history for a selected user on past access to the system. The ability to see who is currently logged into DefectInspector is especially useful if you are about to perform a system upgrade and need to ensure all users are logged out. 1. From the Tools menu, select View User Login Details. 2. Choose between Current User Access Details (the default) and User Access History. 3. If Current User Access Details is selected, the grid displays the session details of users currently

logged into DefectInspector. 4. If User Access History is selected, the grid displays a list for all users of each access they have

made to DefectInspector. Use the drop down list to restrict the display to a specific user.



12.2 Utilities 12.2.01 Rebuild Master Defect Register In rare cases that the Master Defects Register gets corrupted, it can be rebuilt from the Download History by using the Rebuild Master Defects Register from the Tools menu. 12.2.02 Compact Files DefectInspector is a database system that stores data in tables. It is possible during operation of DefectInspector that one or more tables become corrupted if for example you just switch of your computer while downloading defects from the Pocket PC. After any un-expected exit from the DefectInspector program such as described above, it is highly recommended that you run the Compact Files utility provided which will compact and re-index all the DefectInspector tables. To do this: 1. From the File menu, select Files – Compact. 2. Select All Projects. 3. Click OK. If while running compact files, errors are reported, this means that one or more of your tables have become corrupted. In this case you will need to restore you latest backup of your installation and re-enter any data processed since this backup. If for any reason you do not have a recent backup: Using Windows explorer, locate the \DefectInspector\Projects\1234 folder where 1234 is the project number of the project that has corrupt data files. Zip up the \DefectInspector\Projects\1234 folder and email the zip file to [email protected] QA Software are often able to repair corrupted data. There is a minimum three hour charge for this service. Notes: a) IT IS HIGHLY RECOMMENDED THAT YOUR DefectInspector INSTALLATION IS BACKED UP

DAILY. b) It is possible to compact your files for current project or a selection of projects if necessary rather

than compact all projects.



12.3 Upgrading DefectInspector 12.3.01 Overview Further development of the DefectInspector system is a continuous process. From time to time and at least once a year a new release of the system is made available to customers. Information on new releases is available from www.qa-software.com and is normally announced via Newsletters. Contact QA Software if you have not received an upgrade in the last 12 months. 12.3.02 Upgrade DefectInspector on the PC DefectInspector Upgrade are normally provided by email in the form of a zip file. The process of upgrading is simple and seamless and the steps required to install the upgrade are:

• Determine where DefectInspector is Installed • Backup your existing installation • Install the upgrade file • Run the upgrade wizard

Determine where DefectInspector is Installed To find out where you existing DefectInspector System is installed: 1. Run DefectInspector and login to your project as normal. 2. At the bottom left of the screen under the Copyright message, the DefectInspector Program folder

is listed. 3. Make a note of this program folder. Backup your existing installation The following backup procedure is recommended: 1. Quit all QA Software Products on all machines. 2. Run Windows Explorer. 3. Create a folder called ZQABACKUP on your c: drive. 4. Copy the DefectInspector Program Folder to C:\ZQABACKUP (Typically this is simply done by

copying the QASOFT folder with all sub directories. Alternatively if you have other QA Software products installed, copy the QASOFT\DefectInspector folder with all sub directories plus the QASOFT\GLOBAL folder.)

Install the Upgrade file The DefectInspector Upgrade can be provided in a number of formats:

Zip file: Simply extract the zip file provided to the C:\ directory on your PC. Note that it is essential that the User folder names option in Winzip is ticked when extracting the zip file so that the correct folder structure is created. This will normally be C:\UpdateDefectInspector plus sub folders. Self Extracting EXE: Simply double click on the file and click Unzip.

Run the Upgrade Wizard 1. Check that no one else is using DefectInspector (the upgrade will not work if someone else is in

the system). 2. Run DefectInspector and login to your project. 3. From the Tools Menu choose Upgrade QDMS. You will be presented with an Update Window. 4. Type C:\UpdateQDMS in the field Update From Drive and Directory, or use the select button to

locate this folder. 5. Make sure Update all Projects is selected and click OK.



The Upgrade will begin and a status window will flash in the top right corner of your screen. When the upgrade is complete, DefectInspector will shut down and restart automatically. This may take several minutes. The next thing that will happen is that the DefectInspector login screen will reappear and you can log in and start work with the new version. Notes: a) The Upgrade Process may consume a lot of network resources. It may be advisable to either run

the upgrade from your server machine, or temporarily copy the application to a local drive and run the upgrade.

b) It is possible to upgrade only the current or selected projects but this is only recommended in exceptional circumstances.

12.3.03 Upgrade DefectInspector on the Pocket PC To upgrade the DefectInspector application on the Pocket PC: 1. Install the DefectInspector upgrade on the desktop computer. 2. On the Pocket PC go to Start->Programs->File Explorer 3. Select the folder My Device->Program Files 4. Tap & Hold on the folder DefectInspector and select delete. 5. Now from the DefectInspector desktop application go to Tools->Install Pocket PC application and

follow the on screen prompts. If you are prompted to reinstall some application select Yes.


Chapter 13 – Corporate Office License

13.1 Overview

13.2 Business Process

13.3 Sending data to the Corporate Office

13.4 Login to Corporate Version

13.5 Project Maintenance Wizard

13.6 Auto Update

13.7 Administration



13.1Overview A Corporate Installation of DefectInspector is a special version of DefectInspector used to gather information from standard DefectInspector Installations for the purpose of corporate analysis and reporting. Corporate Installations of DefectInspector are not included as part of the standard system. Contact QA Software for pricing information if required. The following information on Corporate Installations is provided here to explain the purpose of the Send Project Data to the Corporate Office under the Defects menu which included in both the Standard and Corporate Installations of DefectInspector. 13.2 The Business process The business process for a Corporate Installation of DefectInspector is as follows:

Projects from Standard Installations are Imported into the Corporate Installation via either of two methods: A For standard Installations of DefectInspector on a LAN or WAN, the corporate Installation can

import the projects simply by knowing the installed directory of each standard installation. B For remote Installations of DefectInspector, the remote Installations send their projects to the

corporate office by email and the zip files received are stored in a folder defined for the purpose of holding these zip files. Then the corporate installation reads this folder and imports the projects (step C above).

REMOTE INSTALLATIONS

Standard Installation of DefectInspector (C)

Standard Installation of DefectInspector (D)

WIDE AREA NETWORK

Corporate Installation of

DefectInspector

Standard Installation of DefectInspector (A)

Standard Installation of DefectInspector (B)

Folder for Remote Project Zip files

A A

C

B B



Projects in the Corporate Installation are classified into any of three phases: • In Progress • Post Practical Completion • Archived Projects that are In progress can be auto updated from the standard installations using any of the above methods For Method A an auto update interval and time is set within the corporate installation. For Method B the Standard installation of DefectInspector can schedule the auto sending of the Project data to the corporate office and then step C is automated within the corporate installation as per Method A. 13.3 Send Data to Corporate Office This menu option under the Defects menu is included in the Standard DefectInspector version to enable support for a Corporate Installation if required. If you do not have a Corporate Installation of DefectInspector, this menu option serves no purpose. The Send Data to Corporate Office option is generally used where you have a corporate Installation of DefectInspector in your head office and your Standard Installation of DefectInspector is not accessible to the corporate Installation via a LAN or WAN. In this case it is necessary for you to periodically send you project data to the head office for them to import. 1. From the Defects menu, select Send Data to Corporate Office. 2. Select the projects to send using the mover arrows. 3. Enter the email address of the person you have to send the projects to. 4. Enter a Subject for the email. 5. Enter the number of days (the interval) for the automated sending of the projects. 6. Click the Send Now button. Notes: (a) Once the first batch of project data has been sent, you will be prompted at login to the system to

send an update when it is due. (b) To modify the Interval for sending or the projects to send, simply repeat the above steps at any

time and adjust as required. 13.4 Login to Corporate Version The login to the Corporate Version of DefectInspector differs from the Standard Version. After entering a User ID and Password, the user is presented with summary status of DefectInspector projects by Region and State. For each Region + State combination the screen displays the number of projects at each Phase (In progress Post Practical completion or Completed) and the total number of defects outstanding. After selecting a Region + State the relevant projects are listed, again with a summary of outstanding defects. From here the user can drill into a project as they would in the standard DefectInspector. Note however that: • Projects that are In Progress cannot be edited • Projects that are Post Practical completion can be edited • Projects that are Archived cannot be edited.



13.5 Project Maintenance Wizard The Project Maintenance Wizard is used in the Corporate Installation of DefectInspector to import or restore archived projects from Standard Installations of DefectInspector or to remove projects from the Corporate Installation. 1. From the Tools menu, select Project Maintenance Wizard. 2. Click Next at the welcome screen. 3. Choose between the following four options:

• Import “In Progress” Project Data • Restore “Archived” Project • Restore “Post Practical Completion” Project • Remove Project

4. Click Next. If you are Importing or Restoring a project: 5. Choose between the following two import options:

• From an DefectInspector Installation (you will need to then select the application folder for the DefectInspector Installation)

• From a Zip file (you will need to then select the folder storing the zip file and the zip file itself. 6. Click Next. 7. If you are importing an In Progress project, select the project to Import and click Next. If you are

Restoring a project, select the source project and click Next. 8. At Step 5 of the wizard, enter the following information about the project in the Project Information

screen:

Region State Practical Completion Date Note that you should only change the Project Number, DBC Suffix, Name and Directory if you have previously imported the project and want to import it again as a different project.

9. Click Next. 10. At Step 7 of the wizard (which appears if you are importing a project), enter the Auto Project

Intervals for future auto updates for this project. 11. Click Next. 12. Click Finish at the final screen of the wizard. Notes: (a) Regions and States are defined via View\Configuration tables while logged into a standard project. (b) The Auto Project Update Intervals can be edited later via Tools\Options\Project Details while

logged into a standard project.



13.6 Auto Update The auto update of projects in the Corporate Installation of DefectInspector from either other DefectInspector Installations connected to the network or from Zip files supplied by remote locations works as follows: On a daily (or periodic) basis one user opens the Auto Update “In Progress” Projects menu option from the Tools menu. They should leave this screen open overnight and auto updates will take place on a per project basis at the times and intervals specified via the Project Details for each project. The Auto Update “In Progress” Projects screen will show update results and reasons for failure if any. 13.7 Administration A corporate Installation of DefectInspector can only be administrated when logged into a project that was NOT imported to the system using the Project Maintenance Wizard. This is normally either the Demonstration project or a project that was created within the Corporate Installation using the Create new project option under the file menu. Administration options that require the user to be logged into a standard project include: • Modifying the Auto Update Settings for each Project (via Tools\Options\Project Details) • Creating and Maintaining User Details • Defining Region and State values via View\Configuration Tables. • Using the Project Maintenance Wizard The fields at the Project Details screen that are specific for the Corporate Installation of DefectInspector are as follows: Field Purpose

Phase The Phase controls a number of elements in the Corporate version of

DefectInspector: (a) It controls the grouping of projects on login. (b) Projects that are In Progress cannot be edited from within the Corporate

Installation (unless they were created in the Corporate Installation via the New Project option). Generally all projects in Corporate Installation are created via the Project Maintenance Wizard and if their phase is In Progress, they are updated via the Auto Update process.

(c) Projects that are Post Practical Completion are fully editable within the

Corporate Installation. (d) Projects that are Archived cannot be edited within the Corporate

Installation.

Practical Completion

This is Target Practical completion date which is displayed for information against projects as part of the login process.



Field Purpose

Settings relating to a Corporate Installation

The remaining settings in this section of the Project Details are variables used in Corporate DefectInspector Installations to control the auto update of in progress projects. They include: Project No: This is the Source Project no of the project and must existing either in the live Standard Installation of in the Zip file sent from the remote office Every: Controls in days the frequency of the auto update process. At: Controls the time of the auto update process. From and To: control a date range during which the auto update should take place. Update From: This defines either the source application folder for the current Standard DefectInspector Installation or the zip file with the source data. Note that these settings enable the auto initiation of the Auto Update Process