Description of requirements for the solution “Defect in IS System ”

PURPOSE : to create a comfortable defect management tool with the ability to accumulate IS and analyze informa-
tion on the detected defects on construction sites, adding external users to the system, organize defect fixing and control.

NEW FUNCTIONALITY INTENDS: every defect / violations / task can be marked in floor plan line and add de-
tails about defects / violations / task. Person responsible for defects may mark it as fixed by uploading a proof pictures or
adding a comment. The user who controls the defects, can mark that it has been tested and close or reject it (control
function). Notifications are being sent out about actions with defect entries.
Subcontractors, contractos, construction supervisor, author’s supervision will be able to connect to the IS to view,
create or eliminate defects that are attributed to them.

*** In the following text , where a “defect” is indicated in the functionality, must also be applied to violations and tasks.

TASKS TO BE PERFORMED / REQUIREMENTS

1. New section in Project “Defect” (LV: Defektācija)

1. Provide that the defect section also appear in the top toolbar. Apply filtering options: HEAVY / GLASS and accord-
ing to the project implementer - NAMS and other group companies. Filters - product group, project implementer,
project. Show in common filter if there is at least one recording / defect in a plan.

1.2. In the project summary show the total amount of all defects, tasks, violations for each project individually. For
each type indicate the number of status - closed, active . For example, a total of 100 defects in the project, of which 10
are active .
1.3. XLS export is not expected .

1. Defect section’s home view

Options with drawings of floor plans:
2.1. Defect section takes Plans (pdf file, jpg ) automatically from subfolders defined in project document sections. During
Setup, each company defines folder names (multiple folders can be defined) from which plans are taken, incl. au-
dits. The plans appear as a list in the Defect section. As future improvement provide possibility to load IFC. Do not an-
ticipate IFC assessment
2.2. When you open the plan, you can see the added points (defects / violations / tasks ) .
2.3. There is an option to "Add a new plan" in the defect section. Users will upload the plans in pdf format. The downloaded
plan shows - visually displayed type of defect (shape), priority (with colors), status (with colors), defect number. Possi-
ble to download plan or part of it according to applied filters and selected criteria (section 11).
The option to manually add a plan in the defect section is not necessary, if it can be replaced with in the additional
project settings for a new project, specify several Document folders from which to take plans for defect. (For example,
one folder for floor plans, another folder for parking plans). For each project, separately from the common settings, it
must be possible to add additional folders from which plans will be taken, incl. also for "old" already active objects. It
should be possible for construction manager to assign these rights. The settings should be updated as soon as they are
made – at any stage of the project.
2.4. There is an option "Delete" - the button is visible if no defects are added to the plan. If a file is deleted in a de -
fect, it must not be deleted from the document folder, only from the defect section. Everything must remain in the
documents section.in the documents section.

2.5. New audits are loaded into the Documents section, which are automatically reflected in the Defects section. Existing de-
fects / irregularities / tasks that were added to previous plans / audits are retained in the new audit. The audit system
takes the project from DOCUMENTS folder automatically. It must be ensured that the defects are transferred in exact
coordinates, transferred correctly, without offsets. The new audit preserves the history of the previous audit - records,
statuses, comments, added persons, etc., absolutely everything that has been done up to a certain point is preserved.

It must be possible to trace the date and time when each audit is loaded. It is not necessary to see which defects to
which the audit was added. All defects must be seen from the latest version.

1. Location of points in plan

When you open the plan, you can see the created defect points.
3.1. Information about the Defect in the plan can be seen 1) by clicking on the defect, a box with information appears
(fields: Applies to (company), Type of work, Description, Deadline) - pop-up; 2) there must be a link, by clicking on the
defect in the plan, the system “takes” the full information of the defect, for example, the screen breaks down and by
clicking on the defect the full defect information appears, where the Defect Submitter can correct / comment on the de-
fect.
3.2. The plan with points is seen by all involved persons in the project with access to the defect section. The person sees
only the defects to which he is attached. For example, the Construction Supervisor sees only his defects.
3. 3 . The plan has a zoom in, zoom out function, the points do not change, the plan changes. An example of what it
might look like (to be specified during development). Plan with a light background.
 1. Visual representation of points in the plan:
Table 4.1.
Requirement
By priority:

By type:

By status

1. Fields for each defect / violations / task

5.1. You can add a point to the plan and fill in the following data for each defect / violation / task :
Table 5.1.

No. pk

5.1.1.
5.1.2.

5.1.3.

5.1.4.

5.1.5.

5.1.6.

5.1.7.

5.1.8.

5.1.9.

5.1.10.

5.1.13.

5.1.14.

5.1.15.

5.1.16.

5.1.17.

5.1.18.

5.1.19.

5.1.20.

5.1.21.

5.1.22.
 5.1.23.

5.1. ALL activities must have a history of who, when and what activities have been performed. The defect history
appears next to each defect.
5.2. Required fields are changed / adjusted below each company's settings. You must have default settings when
creating a project. See section 11 for more details.

6.Linking the defect to the reclamation

a) Reclamations can only be prevented through the reclamations section by uploading a proof of elimination. The defect can
be “closed”: 1) through the defect section manually, 2) through the reclamation section, if the reclamation is eliminated, the
defect in the defect section also closes automatically. If the defect has already been closed, the confirmation of the reclama-
tion elimination did not move to the defect section, if not closed, then it was transferred, so the information included in the
reclamation must be a link back to the defect section:

6.1. The link to Reclamation appears in the defect. In the Reclamation a link to the Defect.
6.2. It must be possible to link a Reclamation from the defect section to a previously created Main-Reclama-
tion, so at the time of linking, select from the Main-Reclamation Register by searching for the Main-Reclama-
tion number.
Option only required from WEB. In the side of the Reclamation, it must also be possible to create this link, the
selection must offer all defects of the specific project with the type "Defect"
6.3. In the Defects section, provide an indication that the linked Reclamation is still open.

1. Roles
Each company needs to create a role matrix with roles, role accesses, and actions that can be performed.
7.1. Internal and external users will be distinguished under the "project participants" section. The section retains the ex-
isting principle - user (name, surname) + role (IS role). The PROJECT PARTICIPANTS section should be supple-
mented with “company” (the company to which the person is linked appears automatically in a separate column).
7.2. Need to create roles:
7.2.1. CONSTRUCTION SUPERVISOR - 2 options: 1) be able to create a defect, close the defect, add a comment, fol-
low the correspondence (see history) 2) defects / violations / tasks that are not created, can be seen and commented if
added to a specific defect as “add binding persons ”(see Table 5.1).
7.2.2. AUTHOR SUPERVISOR - 2 options: 1) be able to create a defect, close the defect, add a comment, follow the
correspondence (see history) 2) defects / violations / tasks that are not created, be able to see and comment if added to a
specific defect as “add binding persons ’.
 7.2.3. CUSTOMER - 2 options: 1) it must be possible to create a defect, close the defect, add a comment, follow the cor-
respondence (see history) 2) defects / violations / tasks that are not created, must be able to see and, if added to a specific
defect as “ add binding persons ". Binding House, EXD.
7.2.4. SUBCONTRACTOR MANAGER - 2 options: 1) be able to eliminate the created defects, reject the defect, add a
comment, follow the correspondence (see history) 2) defects / violations / tasks that are not created, can be seen and
commented if added to a specific defect as "Add binding persons". Binding House, EXD.
7.3. other users who have not created the respective defect cannot close or correct the defect, it can only be created by
the creator - USER + system administrator. It is not allowed for other users to make corrections to the defect. For exam-
ple, a construction supervisor may create a defect but cannot correct a BV defect. Binding for Namam, EXD.
NOTE: Role names and access for external users will be specified in agreement with UPB Nams and EXD.

1. Criteria of rights
8.1. New criteria of rights at the global, departmental, project level.

 Read the defect (+ comment, + add proof of elimination)

 Create a defect
 Edit Defect - Only the specific Defect Applicant can edit the created defect.
 Delete defect (system admin)
 Eliminate defects (eg AU, foreman)
 Close defects
 Reject
 Create a reclamation through the defect section
8.2. The rights are linked to the company / user to whom the defect relates. It must be possible to ensure that within one
project AU sees only the defects under its responsibility, but the customer, construction supervisor, author supervisor,
UPB project team, etc. sees all project defects (optional - can be set in settings). It must be ensured that an AU operating
on several projects sees its defects. Implement this before attracting external users.

1. Options (buttons) for each defective / violation / task entry

Table 7.1.

9.1.

1.

1.

1.

1.
 1.

1.

1.

1.

1.

1.

1.

1.

1.

1.

SAMPLE what the defect (record) information might look like:

Defect / violation / task information (Table 5.1.)

Information on defect / violation / task attachments (pictures, elimination statements) and comments

Information on defects / violations / changes made to tasks , history

1. Notifications
 10.1. The system uses the existing notification mechanism (appears on the IS desktop + e-mail) + additionally sends to
persons, if they are indicated in the field of the defect / violation / task entry “Persons who will see the entry” (5.1.14.p.),
To whom notifications should be sent - reference to Table 5.1.
Currently, the notification period is already embedded in the IS setup, the sending interval is not possible for each com-
pany to define its own.

10.2. New notifications:

 For a new defect / violation / task - to “Responsible person”, “Persons who will see the record”. Not sent with
Draft.
 For a renewed defect - to “Applicant”, “Responsible person”, “Persons who will see the record”.
 For the button "Fix defect" - to "Applicant", "Persons who will see the record".
 About the button "Close defect" - to "Responsible person", "Persons who will see the record".
 About the “Reject” button - to “Applicant”, “Persons who will see the record”.
 The fact that the deadline for elimination of the defect was approaching (3 days) - to “Applicant”, “Responsible
person”.

Persons to whom additional notifications should be sent

10.3. Make a note - the applicant sees when the AU has read / opened the defect. WEB only.

1. Defect / violation filtering

11.1. The system visually displays the filtered defects / violations / tasks in the plan (clause 9.11).
11.2. It must be possible to filter by the status of reclamation, incl. the pending reclamations in the defect section.
11.3. Filters are visible to everyone who has access to the defect section, the filter only reflects the records in which
users are linked.
11.4. All filters must be able to select multiple at once. When filtering, all the defect information is preserved, nothing is
lost.
11.5. Filtered defects can be:
1. Export the defect report pdf (paragraph 9.12).
2. Shown in the plan (paragraph 9.11).
3. Create a list of faults in the interface (clause 9.10).

11.1.table
Must be able to filter by fields :

Defect / Violation / Task Status

Project

Date

Number

Tips

Priority

Submitter

Company of submitter

People who will see the post

 Deadline for elimination
Applies to (company)
The person responsible for
Type of work
Name of the plan drawing
Link to a complaint

NOTE: must be able to filter by the fields used (the exact list of fields will be specified later)

1. Creating external users in IS

The system customer (UPB Nams, EXD, etc.) adds external users (AU, Būvuzraugus, etc.) to the project through the
section “Project participants”.
12.1. Create a single convenient and fast solution for adding of external users in the IS system.
12.2. Provide project access to all AU, construction supervision, author supervision, etc. It must be possible to choose
which defects to show / not to show to the construction supervisor, customer, author's supervisor. By default, the super-
visor should not be able to see all defects. Only those sent to him by the applicant. The defect is seen by those marked in
point 9.6 + defined in the role matrix.
12.3. Notifications to external users according to the existing principle - IS desktop + e-mail.
12.4. Add to contacts additional contact type CONSTRUCTION SUPERVISION.
NOTE: creation of external users IS is not Defective system Customer's responsibility. ALTO defines what information
needs to be sent to create a new external user IS. Under the project participants, the customer attracts a specific user to
the project

1. Settings
13.1. Provide fields for each company to show / not show in the interface (Table 11.1)

1. Table
 No.

1 3 .1 .1

1 3.1 .2

1 3 . 1 .3

1 3 . 1 .4

1 3 . 1 .6

13.1. 7

13.1. 8

13.1.9.

Rating -
Deadline -

1. The IS defect section must be available in offline mode

14.1. The defect can be created, information can be filled in and saved or sent from a non-internet facility, as soon as the
device is connected to the network, other corrective actions can be performed, such as IS will send notifications, com-
ment, etc. Can only be in the application.
In case of conflicts, when 2 users in offline mode perform actions with the same defect, the one who synchro-
nized their data last was "won".
Keep in mind that there will be users who have access to more than 100 projects. An option must be made to al-
low users to manually select which projects will be available in OFFLINE mode.
Descriptive data on defects is available in OFFLINE, but no pictures are available.

1. Development of a mobile application for DEFECTS

Convenient solution for mobile devices, tablets ( Android , Apple ) .
15.1. Adding a photo of the defect: a) First take a picture and then enter the application and add a photo from the gallery
to the defect b) Take a picture immediately through the application, creating a defect.
15.2. Photo "editor" in the Application. The image must be able to annotate an arrow, circle, etc. (toolbar).
15.3. It must be possible to create a defect in the application without the Internet. When connected to the Internet, the in-
formation is sent to the responsible person.
15.4. The application must be convenient, easy to understand and understand. ALTO prepare visualization.
15.5. It must be ensured that the downloaded plans / audits of the IS web are also displayed in the application.
15.6. Notifications in the application on the phone, tablet.
15.7. The application must also provide other IS functionalities.
NOTE: The visual details of the app will be agreed / specified by UPB Nams, EXD under development.
 Stage 2
1. Settings
16.1. Settings available for each project: drawing approximation around a point. Will be used to print the report.
16.2. Additional field LOCATION at fault / violation / task + Filter by "location"

1. Defect report
17.1. Preparation of the report - printout on pdf (according to the example of pdf printout of the Occupational Safety
Survey).
17.2. Before printing a defect report, it must be possible to filter “Applicable to (company)”, “Responsible person”,
“type of defect”, etc., according to the filter (DD survey functionality), it must be possible to mark several in one filter.
For example, put all the “objects / criteria” to be filtered next to the filter, then print the report with a choice in LV, ENG
languages.
17.3. Multiple defects can be exported in one report based on the filtered information (filtering section).
17.4. A printout of the report in English must also be provided.
17.5. Include all fields in the defect report + close-up of the drawing. When printing a report, it must be possible to 1)
print with a close-up - YES / NO; 2) print with a picture - YES / NO; 3) Print with picture and close-up. The diameter of
the drawing around the point is determined in the design settings (point 16.1).
Options to print the act in different ways, 4 options "Print Act with":
• Fields + cutout
• Fields + defect pictures
• Fields - prevention pictures
• Fields + defect pictures + cutout
Example of a report (to be specified during development):
 1. Summary of defects
18.1 Summary of defects / violations by project and by all projects together - Oracle BI. It will be specified which analytical
data must appear in the OBI.

Other remarks
 export works with dwg , if a pdf is needed , then project manager can convert it himself.