Deficiency & Rework Management
Document Type: Procedure
Version: 1.0
Last Updated: February 2026
Distribute To: Superintendents, QC, Project Managers
Purpose
Establish procedures for identifying, tracking, and resolving construction deficiencies to minimize rework and protect quality.
What is a Deficiency?
Work that does not conform to:
- Contract documents
- Approved submittals
- Industry standards
- Building codes
- Quality expectations
Cost of Rework
Direct Costs:
- Labor to remove and redo
- Replacement materials
- Equipment time
- Supervision
Indirect Costs:
- Schedule delay
- Disruption to other work
- Management time
- Relationship damage
- Potential claims
Industry Data:
- Rework typically 5-15% of project cost
- Best-in-class: < 2%
- Goal: < 1%
Deficiency Categories
By Severity:
| Category | Definition | Action |
|---|---|---|
| Critical | Safety or structural | Stop work, immediate fix |
| Major | Significant non-conformance | Fix before covering |
| Minor | Cosmetic or minor | Fix before completion |
By Source:
| Source | Examples |
|---|---|
| Design | Errors, omissions, conflicts |
| Material | Defective, wrong, damaged |
| Workmanship | Poor quality, wrong method |
| Coordination | Conflicts, interference |
| Communication | Misunderstood requirements |
Deficiency Identification
Sources:
Proactive (Preferred):
- Self-inspections
- Supervisor walkthrough
- QC inspections
- Pre-pour/pre-cover checks
Reactive:
- Owner/architect inspection
- Third-party inspection
- Testing failure
- Complaints
Self-Inspection Process:
Before inspections by others:
- Foreman checks own work
- Superintendent spot checks
- Pre-inspection walkthrough
- Correct issues found
- Then request formal inspection
Deficiency Tracking
Deficiency Log:
================================================================
DEFICIENCY LOG
================================================================
Project: ___________________________________________________
================================================================
| ID | Date | Location | Description | Cause | Assigned | Due | Status |
|----|------|----------|-------------|-------|----------|-----|--------|
| D-001 | | | | | | | |
| D-002 | | | | | | | |
| D-003 | | | | | | | |
================================================================
STATUS CODES:
O = Open
IP = In Progress
C = Corrected
V = Verified
CL = Closed
================================================================
Deficiency Report
Non-Conformance Report (NCR):
================================================================
NON-CONFORMANCE REPORT
================================================================
NCR #: ____________ Date: ____________ Project: ____________
================================================================
IDENTIFICATION:
Location: __________________________________________________
Specification Reference: ____________________________________
Drawing Reference: _________________________________________
Discovered By: _____________________________________________
Description of Non-Conformance:
___________________________________________________________
___________________________________________________________
Photos Attached: ☐ Yes ☐ No
================================================================
CAUSE ANALYSIS:
Category:
☐ Design issue ☐ Material issue
☐ Workmanship ☐ Coordination
☐ Communication ☐ Other: _____________
Root Cause:
___________________________________________________________
Responsible Party:
☐ Self-performed ☐ Subcontractor: ________________________
☐ Supplier ☐ Design team
☐ Owner ☐ Other: _____________
================================================================
DISPOSITION:
☐ Rework (remove and replace)
☐ Repair (fix in place)
☐ Accept as-is (document justification)
☐ Reject/replace material
Corrective Action Required:
___________________________________________________________
___________________________________________________________
Assigned To: _______________________ Due Date: _____________
================================================================
VERIFICATION:
Corrective Action Complete: ☐ Yes ☐ No Date: _____________
Verified By: ________________________ Date: _______________
☐ Conforms to requirements
☐ Does not conform (additional action required)
================================================================
APPROVAL:
PM Signature: ________________________ Date: _______________
================================================================
Correction Process
Step 1: Identify and Document
- Photograph condition
- Document location
- Note specification requirement
- Determine cause
Step 2: Determine Disposition
- Can it be repaired?
- Must it be removed?
- Is accept-as-is appropriate?
- Who is responsible?
Step 3: Plan Correction
- Scope of correction
- Method to use
- Resources needed
- Timeline
Step 4: Execute Correction
- Perform work properly
- Use proper materials
- Follow correct method
- Document process
Step 5: Verify Correction
- Inspect corrected work
- Meets requirements?
- Document acceptance
- Close NCR
Subcontractor Deficiencies
Process:
- Document deficiency
- Notify subcontractor (writing)
- Allow time to correct
- Reinspect
- If not corrected:
- Correct ourselves
- Back-charge subcontractor
- Document all costs
Back-Charge Documentation:
- Original deficiency notice
- Time allowed for correction
- Evidence of non-correction
- Cost of correction
- Supporting receipts/records
Preventing Deficiencies
Proactive Measures:
| Measure | Impact |
|---|---|
| Pre-installation meetings | Clarify expectations |
| Mockups/samples | Establish standards |
| First-work inspections | Catch early |
| Training | Build capability |
| Clear communication | Avoid misunderstanding |
| Quality submittals | Ensure right materials |
Quality Culture:
- Set expectations
- Reward quality
- Address issues immediately
- Learn from deficiencies
- Continuous improvement
Rework Tracking
Track Rework Costs:
| Month | Rework Cost | Total Cost | Rework % |
|---|---|---|---|
| Jan | |||
| Feb | |||
| ... | |||
| YTD |
Analyze Patterns:
- By cause category
- By trade/subcontractor
- By project phase
- By specification section
Improvement Actions:
- Address systemic issues
- Training where needed
- Process improvements
- Vendor/sub evaluation
Related Documents
- Inspection Procedures
- Quality Plan
- Punch List Management
- Backcharge Procedure
Software Integration
BLDR Pro:
- Deficiency tracking
- Photo documentation
- Assignment and follow-up
- Reporting
Template provided by support.construction. Catch it early, fix it once.