NCR (Non-Conformance Reports)

Prerequisites

• You must be logged in to Arkan with a valid user account (see Getting Started)
• A project must be selected before accessing the NCR module
• Your user role must have NCR permissions assigned by the system administrator
• To create NCRs linked to inspections or specifications, the corresponding modules must have data populated

Overview

The NCR (Non-Conformance Report) module provides a structured process for documenting work or materials that do not conform to project specifications, quality standards, or contractual requirements. The module supports the full NCR lifecycle -- from initial creation and issuance, through acknowledgment and corrective action, to final verification and closure.

Key capabilities include:

• NCR List -- Paginated, filterable grid of all NCRs
• NCR Dashboard -- KPI cards, charts, trend analysis, and critical alerts
• NCR Form -- Multi-section form with references, attachments, BOQ linking, and Smart Pin spatial linking
• NCR Detail View -- Tabbed view with overview, corrective actions, attachments, workflow steps, and activity timeline
• Workflow Integration -- Lifecycle actions with configurable approval workflows
• Smart Pin Viewer -- Full-screen drawing viewer to place and link spatial pins to NCRs
• Export -- Print/export individual NCR reports and export the list to Excel

NCR List

Navigate to Sidebar > Project Management > NCR. The list view shows all NCRs for the selected project.

Grid Columns

Advanced Filters

Filter by Status, Severity, Category, and Overdue status. Click Apply Filters to update, Reset to clear.

Tip: Use the Overdue Only filter to quickly identify NCRs past their corrective action due date.

NCR Dashboard

Navigate to Sidebar > Project Management > NCR > Dashboard.

KPI Cards

Total NCRs, Open NCRs, Under Review, Action Pending, and Closed NCRs -- each with trend indicators.

Charts

• NCR Status Distribution -- Donut chart color-coded by status
• NCR Trend -- Monthly creation trend over 12 months
• NCR by Trade/Discipline -- Grouped bar chart (Open vs Overdue per company)

Critical Alerts Panel

Lists overdue and critical-severity NCRs with badges. Click an alert to navigate to its detail view.

Creating an NCR

Click Create NCR from the NCR list or navigate to Sidebar > Project Management > NCR > New.

Section 1: Basic Information

Section 2: Issue Description

Section 3: Responsible Party

Section 4: Attachments

Upload photos, PDFs, and documents (max 50 MB per file) via drag-and-drop or file browser.

Section 5: BOQ Linking

Link to a BOQ item. Linking locks the BOQ item when the NCR is issued, preventing cost modifications until resolved.

Section 6: Smart Pin

Link the NCR to a physical location on a project drawing. Select a drawing, choose or create a Smart Pin, and link it. Pin colors indicate type: Issue (Red), Question (Blue), Note (Amber), Action Item (Green), RFI (Violet).

Section 7: Corrective Action Request

Saving

• Cancel -- Discard and return to list
• Save Draft -- Save without issuing (skips validation)
• Submit NCR -- Validate, create, upload attachments, and issue the NCR

NCR Detail View

Click any NCR number or the View icon to open the detail page.

The header shows NCR Number, Status, Title, Created Date, Raised By, Edit and Export buttons. A yellow banner appears when a workflow approval is pending.

Tabs

1. Overview -- Issue summary, references, root cause, proposed corrective action, closure details, and corrective actions preview
2. Corrective Actions -- Table with description, responsible person, due date, and status. Add new actions here.
3. Attachments -- Evidence files with upload capability
4. Workflow -- Visual step indicator (Draft > Issued > Acknowledged > Closed)
5. Timeline -- Chronological activity log with all status changes and actions

Right Sidebar

• Related Items -- Linked inspection, Smart Pin, BOQ item, specification, and drawing
• Recent Activity -- Three most recent activity log entries

Lifecycle Actions

Warning: Voiding an NCR is permanent and cannot be undone.

NCR Workflow Request

The Workflow Request page opens when you receive a workflow action notification for an NCR. It is typically reached via an encrypted link (the SQ query parameter) from a workflow email or notification, or via Sidebar > Project Management > NCR > Request.

Page Layout

1. NCR Header Card -- NCR number, status badge, severity badge, title, creation date, and raised-by user
2. Info Grid -- Project, Location, Category, Responsible Company, Assigned To, Raised By, Issue Date, and Due Date
3. Description & Root Cause -- If available, the description, root cause, and proposed corrective action in a three-column layout
4. Corrective Actions -- A compact list of corrective actions with completion status
5. Attachments -- A compact list of attached evidence files
6. Related Items -- Links, Smart Pins, and BOQ items
7. Workflow Action Component -- The standard Arkan workflow action form to approve, reject, or take other configured workflow actions

Submitting a Workflow Action

1. Review the NCR details and supporting information.
2. Complete the workflow action form (select action, add comments as required).
3. Click Send to submit the workflow action.

A success notification confirms the action and you are redirected to the workflow process page. Click Cancel to return to the workflow process page without taking action.

Smart Pin Viewer

The Smart Pin Viewer is a full-screen modal for viewing project drawings at high resolution, seeing existing Smart Pins overlaid on the drawing, creating new pins, and linking pins to the current NCR.

Opening the Viewer

From the NCR form (create or edit), in the Smart Pin section:

1. Select a drawing from the dropdown (or leave it unselected).
2. Click Full View or Open Pin Viewer.

Viewer Layout

• Left Panel: PDF Viewer -- The selected drawing PDF with zoom controls and a pin overlay
• Right Panel: Pins List -- Smart Pins on the current drawing, a detail panel for the selected pin, or the add-pin form

Use the dropdown at the top-right of the modal header to switch between project drawings; changing the drawing reloads the PDF and pins.

PDF Toolbar

Viewing Existing Pins

Existing pins appear as colored dot markers (color = pin type). Hover over a marker to see the pin title; click a marker, or a pin card in the right panel, to open its detail panel. The detail panel shows the Pin Title with type/status badges, Description, Created By, Date, Discipline, and a Link to NCR button that links the pin to the current NCR and closes the viewer.

Creating a New Smart Pin

1. Click Add Pin in the PDF toolbar.
2. Click anywhere on the drawing to place the pin. A pulsing pin marker appears at the clicked location.
3. Complete the New Smart Pin form in the right panel:

4. Click Create Pin to save, or Cancel to discard the placement.

The pin list refreshes, the new pin appears on the drawing, and the NCR form refreshes its pin list.

Tip: If no drawing session exists for the selected drawing, the system automatically creates one before saving the pin.

Close the viewer with the X button or by clicking outside the modal. Any drawing change made in the viewer is synced back to the NCR form's drawing dropdown.

Exporting an NCR

Export to Print (Individual NCR)

1. Open an NCR detail page and click Export in the header.
2. A new browser window opens with a formatted report: NCR number, status, creation date, raised-by user; details grid (Project, Category, Severity, Location, Responsible Company, Assigned To, Due Date, Issue Date); description; root cause and proposed corrective action (if available); corrective actions table; closure details (if closed); and a generated-on timestamp.
3. The browser print dialog opens automatically. Print to paper or save as PDF.

Export List to Excel

From the NCR list page, click Export in the header. An Excel file (NCR-List.xlsx) downloads with the columns: NCR No, Title, Category, Responsible Company, Severity, Status, Due Date.

NCR Status Lifecycle

Draft --> Issued --> Acknowledged --> CA In Progress --> Ready for Verification --> Closed
                                                              |
                                                              +--> Return for Rework --> CA In Progress

Any status (except Closed/Voided) --> Voided

Severity and Category Reference

Severity Levels

Categories

Work Quality, Material, Document, Process, Safety, Other.

Source Types

Manual, Failed Inspection, Drawing Review, Site Observation, Consultant Directive, Quality Audit, Material Rejection.

Resolution Types

Rectify, Remove & Replace, Accept with Concession, No Action Required.

BOQ Integration

When an NCR is linked to a BOQ item:

• The BOQ item becomes locked when the NCR is issued
• Cost modifications to the BOQ item are restricted while locked
• The lock is released when the NCR is closed or voided
• The lock status is visible in the NCR list and detail view

Troubleshooting

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