NCRs vs Punchlist vs Defects - what's the difference?

Asphalt cracking - NCR or Defect?

In construction and quality management there are a number of terms/tools used to identify issues with the physical product, material or system that need to be fixed, NCRs, Punchlists, and Defects all relate to identifying issues which are unacceptable, but they differ in scope and purpose.

Different companies and clients define these terms and tools in different ways - this is our view - what do you think?

Common Features

All these tools :

• describe an issue with the product which needs to be repaired, reworked or scrapped

• describe the specific product and location

• can have photos added

• require independent close-out (the fixer cannot close the issue without verification)

Non-Conformance Reports (NCRs)

Let's start with a Non-Conformance Report or NCR - this is probably the most-consistently used term of the three (although defects are more numerous).

A Non-Conformance Report is the tool used to raise issues where a product or material has failed at a formal test or inspection.

Non-Conformance Reports typically address complex issues. In addition to descriptions of what is wrong, they generally require:

• third party approval of remedial actions - this was originally done with sections on a paper form but today this is normally done by a workflow

• metadata on “disposition” - this is a classification of what is being done to fix the issue

• metadata on “cause” - this helps with learning and improvement

• details of cost impact

• corrective action - action to prevent the recurrence of the issue (if the client asks for preventive action then read our blog post)

Defects and Punchlists (or Snag Lists if you're from the UK)

Defects/Punch lists are typically captured during an inspection on site (not at a formal test or inspection point) - whilst projects may only have a few hundred NCRs, they may have tens of thousands of Defects/Punch list items.

Defects/Punch lists are a short form way of capturing simple issues (do and fix) which don't require complex technical approvals - this typically involves capturing details of the location and description/photos, plus other relevant metadata.

The typical process is that a Defect/Punch list item is entered into the system, this is then issued to a party to repair, the party provides evidence of repair, and the originator accepts or rejects the repair.

Defects which turn out to be significant/require approvals/design approval may be turned into NCRs.

Should I raise a Punchlist or a Defect?

Whilst "Defect" is a catch-all term, there are a number of possible different distinctions between a Punchlist and a Defect - these differ from client to client and contractor to contractor - eg:

• Punch list items are internal items, whereas Defects are raised by the Client on formal walk-down inspections

• Punch list items are pre-inspection items, whereas Defects are raised post-Subcontractor over

• Punch lists are raised prior to completion and Defects are raised post-completion ("Defect" is a legal term in many contracts - and construction companies are unwilling to raise defects on themselves)

What about Outstanding Works and other issue notices?

Theoretically there is no limit to the number of issues you could define - Issues/Outstanding Works/Works in Progress - it's important that the head contract is clear on the purpose and be consistent in the structure and use.

It would be fantastic to align on a common definition of Defects, but the clearest we can get is the following table:

Definition/Behaviour	CQA Standard Term	Other equivalent terms
Notice raised at formal inspection point to address complex issues which generally requires third party approval of remedial actions	Non-conformance Report (NCR)	Non-conformance Notice
Notice to address simple issue raised prior to formal handover inspection.	Punch list item	Defect, Works in Progress
Notice to address simple issue at formal handover inspection.	Defect
Notice to raise awareness of works to a subcontractor	Outstanding Works	Issue