1. Go to: Inspection > Enter New Inspection.
2. Select from the available lists.
3. Continue your selection process. You may be asked to select the following:
- Responsible Party
- Responsible Crew or Person
NOTE: When you select a Checklist, notice the colored tool icon to the left of the checklist name. The colors tell you the inspection status of that checklist for that phase/lot. If you select a checklist with a green color or yellow color, the system will take you to a started or finished inspection. Select a checklist coded blue, and the system will open a blank checklist.
- Green - Complete/Finished inspection using that checklist
- Yellow - Incomplete/Started inspection using that checklist
- Blue - Inspection not yet started using that checklist
- Grey - An inspection was started but not completed
4. Complete your Inspection, Audit, Test or Report. Below is an explanation of the various sections on the screen.
A. Checklist/Report - Name and number of the checklist that you're using.
B. Inspection Data Line - This shows you the date the inspection was last updated and by who.
C. Project/Community - Name of the Project/Community for the inspection.
D. Responsible Party - The Primary Responsible Party for the work or test being performed. Often this is the Superintendent. If the inspection or test is task-specific such as Concrete Forming, it will often be the concrete contractor whose work you are inspecting.
E. Location/Ref # - Optional field to enter additional information
F. Status - Current status of the inspection or test report. Defaults to "Incomplete" and the field will automatically update as the inspection is completed. If needed, you can click the arrow icon to Override the automatic status and select "pass," "CA Required," "Fail" and other selections.
- Inspections set to “Draft” status are not included in online or auto-reports. It is assumed that the person who set the inspection to “Draft” did not want it distributed.
- The “Complete/WIP” status is intended for use when the inspection or portion of the inspection is deemed complete for the time being and may be added to at another date. This is also often used as a kind of a catchall status when “Pass”, “Fail” or “CA Required” isn’t quite right. (Selecting "Complete/WIP" will remove open deficiencies from reports, such as the 405-Open and Ready for Review Deficiency Detail Report.)
G. Due Date - The date the inspection or test must be completed. Defaults to 3 days business days from today. You can change the default number of days in Setup > Customization > Customization Preferences > "Default Due Date"
H. Notes - Optional field to enter additional information
I. Inspection ID#, Created on date, by Inspector Name - System generated reference information.
J. Share Checkbox - If your company shares inspections and checklists with a partner company, this checkbox allows you to share or unshare this inspection.
K. References - This line item only appears if the Project has reference attachments, such as a pdf, spreadsheet or a note. Click the arrow icon to view the attachments.
L. Communications (1) - This line item shows the number of communications associated with this inspection. Click "+ Add New" to the right of this row to add Communications. To view existing Communications, click the down arrow. You can click on the blue number link to go the the Communication(s).
M. Equipment - If equipment is used, this line displays the equipment label.
When you begin scrolling down on your Inspection screen, a white bar will appear and stay at the top of your screen and include the elements listed below.
Click on the filter element and a list of options will appear on the right of your screen. Click to the left of the elements or on the left arrow at the top of the list to close the box.
K. %Complete Bar - This shows you what percentage of the inspection or test has been completed, and the bar graph displays the amount of checkpoints that are FTQ (green) compared to the QC (yellow) and OPN (red).
L. Navigation List Icon - This drop down allows you to jump to sections of the inspection. Areas that are available for navigation are Header and Dynamic checkpoints that are preset in Setup > Checklist Setup Process. This is a great option for long checklists.
M. Any Status - This drop down displays the number of FTQ, QC, Open and Unchecked checkpoints. This is particularly good if you'd like to see only Open items or if you want to know if you have any Unchecked checkpoints.
N. Any Resp. - This drop down lists the Responsible Parties with assigned OPN items.
O. Header - Used in Navigation List Filter to jump to sections of the inspection.
P. Standard Quality Checkpoint - Checkpoints that has four inspection checkboxes
- FTQ - Indicates first time quality, meaning no corrections required
- QC - Indicates corrections were necessary and are now QUALITY CONTROLLED
- OPN - Indicates there are OPEN corrections
- NA - Indicates not applicable – no need to check any boxes
Q. Notes & Comments - Use the comment boxes beneath the checkpoint to add data or observation comments for each inspection item.
R. Inspector Instructions - These are instructions or reference notes to use when conducting the inspection.
S. Data and Image Checkpoints - These checkpoints allow for observations or notes, rather than an inspection. They do not have the four inspection checkboxes.
T. Camera Tool - Click the camera icon to take and insert pictures, signatures, and files to your inspection items.
U. Checkpoint References - If a checkpoint has an attachment, such as a pdf, spreadsheet or other file, you'll see a "reference" link. Click on the link to open the file.
V. Dynamic Checkpoint - Dynamic checkpoints appear as gray buttons. A "dynamic" button allows you to insert a checkpoint that may not be required on every inspection or insert it multiple times for one checkpoint that is inspected in different areas. Click the button to insert the checkpoint. Click it again to add the checkpoint again.
Handling Deficiencies (OPN Checkbox)
When you have an item that needs correcting (or a deficiency), click on the "OPN" check box.
AA. OPN Checkbox - Click this checkbox when the item needs to be corrected or finished.
BB. Comments Field - Type a comment describing the issue or the correction needed.
CC. Ready For Review Box - This box sets the status of an OPN item to "Ready for Review." "Open" deficiencies marked "Ready for Review" will be reported as such and appear in the "Ready for Review" column on the Priority Open Item Dashboard. Items marked "Ready for Review" will not be reported to the Responsible Party as Overdue. However, the item will remain Open until the status is changed to "QC."
This feature doesn't need to be used every time a deficiency is marked "Open" or "QC," only when a follow-up verification is needed to ensure the job was completed accurately.
DD. Corrective Action Comment Field - This optional text field is to add comments about the corrections that were completed on the OPN item.
EE. Responsible Party - Select the Responsible Party who needs to correct the work. This field defaults to the Primary Responsible Party listed in the blue header area. Click the drop-down arrow to select a different Responsible Party.
FF. Due Date - Click on the calendar icon to select a date the corrections must be completed. The date defaults to 3 days business days from today. You can change the default number of days in Setup > Customization > Customization Preferences > "Default Due Date"
GG. Risk - This is an optional field where you can type a Risk level based on your internal scale. The default value is "1". You can change the default Risk Factor from "1" to any number. Go to Setup > Checklist Setup Process. Select your checklist and then select "Checkpoint" on the left-hand process menu. Hover over the "R" column for any checkpoint and you'll be able to change the value. For example, 1 - may be low risk and 5 may be a high risk.
This field can also be used for other values such as charge backs. The number is displayed on reports but is currently not calculated or sortable by value.
HH. Camera icon - Use the camera icon to take a photo using your device camera, upload images or other files from your device files, or add an electronic signature.
BOTTOM AND FOOTER
Job Complete Scores
II. Job Complete Scores - The Job Complete Scores that display are setup under Setup > Customization > Common Checklist Items > Standard Inspector Scores. Use these scores to rate the work being inspected using a 5 star rating system. Scores given on inspections are reported on Performance Reports. Job Complete Scores can be hidden from view by unchecking the "Common Scores" checkbox on the Checklist screen. Go to Setup > Checklist Setup Process. Find the Checklist and uncheck the "Common Scores" checkbox.
Typical ratings are as follows:
- 5 = Perfect, 100%, no problems found
- 4 = Very good, 1-2 minor corrections
- 3 = Good, 3+ minor or 1 major correction
- 2 = Poor, 6+ minor or multiple major corrections
- 1 = Very poor, excessive problems
Overall Inspection Information
JJ. Status of the inspection. “Status” is automatically set based on the FTQ, QC, or OPN check boxes. To override the automatic status, click the arrow icon and check the Override box. Then select your preferred Status: "Pass," "CA Required," "Fail" and other selections.
- Draft = Inspection is still in process
- Incomplete = Some items not checked
- CA Required = OPN items exist
- Fail (final) = The inspection did not pass
- Pass = All items either FTQ or QC
- Report Complete/WIP (Work in Process)
KK. Status Override: If you need to close a checklist without changing all check boxes to FTQ or QC., check the "Override" box at the top of the drown down and Select “Pass." An Inspection with a "Pass" status will not change the OPN items to QC. When you Pass an inspection with Open items, it means that you accept the Open items and Pass the inspection as-is.
LL. Due Date - Click on the calendar icon to select a date the corrections must be completed
MM. Overall Inspection Notes - type additional notes for the overall inspection in the notes text box
NN. Add new inspection | View all inspections - These links will immediately take you to the "Enter New Inspection" or "View All Inspection" pages.
OO. Activity Log - This records each action performed during the inspection and date and time stamps it.
PP. Action Buttons/ Footer Options
- Email: Use to immediately email a PDF report of the full inspection or a separated open deficiency list
- Print PDF: Use to print a PDF report of the full inspection
- Delete: Use to delete the inspection. Call support if you delete an inspection by accident
- Copy: Use to create a separate copy of the completed inspection. Your inspection copy will have a different inspection ID#. You can go to your inspection copy by clicking on the link in the orange warning box that displays on the top right-hand portion of your screen immediately after you create the copy. Or, you can click the "View all inspections" link to find and select your new inspection copy.
QQ. Save - Click the blue Save button to save the inspection. FTQ360 auto-saves periodically. However, it is prudent to save your inspection periodically or upon completion in case there was a poor Internet connection or other reason the inspection could not be saved to the server.
- Refinements to the inspection saving handles interrupted uploads like offline inspections that still need to be synced using standard reminders. For more information, check out Upload Offline Inspections