What is the QA/QC Tracker?

The QA/QC Tracker is a web-based tool for managing construction inspection checklists, material deliveries, and project milestones. Everyone on the team can access it from any computer or phone using a web browser — no software to install.

Navigating the App

• On a computer: Use the sidebar menu on the left side of the screen. Click any item to go to that page.
• On a phone or tablet: Tap the menu icon at the top left to open the navigation menu. Tap any item, and the menu will close.

Understanding the Sidebar

• Dashboard — Your home page with an overview of everything.
• Buildings — Click a building name to see all the areas (rooms) inside it.
• Inspections — Filter inspections by status: Upcoming, Past Due, Completed, or In Progress.
• Other — FOKs, Materials, Customer Milestones, Calendar, Schedules, ACC Forms, and Settings.

The Dashboard is the first page you see. It shows a summary of everything happening across the project.

What You Will See

• Inspection Progress Cards — Shows how many inspections are Completed, Upcoming, Past Due, and Not Started, with a progress bar.
• FOK Tracking Cards — Same breakdown for First-of-Kind items.
• Material Tracking Cards — Delivered, Past Due, Upcoming, and Pending material counts. If any delivered items are missing an L1 inspection, you will see a warning.
• Issue Tracking Cards — Shows Total, Open, In Progress, Resolved, and Closed issue counts, plus the average closeout score (IES-assigned issues only). Each card links to the Issues page filtered by that status.
• Inspection Scores — If scores have been entered for milestones, you will see the overall and per-building averages.
• Past Due / Upcoming Lists — Cards showing which specific areas need attention, with the next milestone percentage due.

Buttons at the Top

Quick Area Lookup (Bottom of Dashboard)

Use the dropdown menus at the bottom to jump directly to any building and area without scrolling through the sidebar.

Step-by-Step: Download a Look-Ahead Report

1. Go to the Dashboard (click "Dashboard" in the sidebar).
2. Click the 1-Week Look-Ahead or 6-Week Look-Ahead button near the top right.
3. A PDF file will download to your computer. Open it to see a formatted report you can print or email.

Click any building name in the sidebar to see all the areas (rooms) inside that building.

What You Will See

• A table listing every area in the building.
• Each row shows the area name and a progress bar or percentage for each inspection type (L1, L2, L3, L4, L5).
• If scores have been entered, you will also see an average score column.

Buttons at the Top

• All / Completed / Upcoming / Past Due — Filter buttons to show only areas matching that inspection status.

Step-by-Step: View an Area

1. Click a building name in the sidebar (for example, "Building A").
2. You will see all the areas listed. Click the area name or the pencil icon to open that area’s detail page.

This is the main page where you track inspections for a specific area. Each inspection type (L1, L2, L3, etc.) has its own section on this page.

L1 Inspections (OFCI / Material Verification)

L1 works differently from the other inspection types because it tracks individual material deliveries:

• You will see one or more delivery forms. Each represents one delivery that needs to be inspected.
• For each delivery form, you can enter:
  • Form Number — The checklist form number (type it in the box).
  • Link — Click the link icon. If no link is saved, a box will pop up asking you to paste the URL. If a link is already saved, clicking the icon opens it in a new tab.
  • Completion Date — Pick the date the inspection was completed.
• Add Form button — Click to add another delivery form (for areas with multiple deliveries).
• Delete button () — Remove a delivery form you no longer need.

L2–L5 Inspections (Standard Checklists)

For each inspection type (L2 through L5), you will see:

• Start Date — When the inspection is scheduled to start. Pick a date from the calendar.
• Finish Date — When the inspection should be completed.
• Once you set both a start and finish date, the system automatically creates milestones:
  • If the inspection is 7 days or less: 50% and 100% milestones.
  • If it is longer: 25%, 50%, 75%, and 100% milestones.

Working with Milestones

• Checkbox — Check the box next to a milestone to mark it complete. The completion date is automatically set to today, but you can change it.
• Score — Enter a number from 0 to 100 to rate the quality. This is optional. The average score is calculated across all milestones.
• Form Number — Enter the checklist form number for that milestone.
• Form Link — Click the icon to set or open a link (same as L1 above).

Inspection-Level Fields

• Checklist Completion Date — Set this when the entire inspection is finished (all milestones done).
• Form Number & Link — A primary form number and link for the whole inspection.
• Notes — Free-form notes. Type anything you need to remember about this area.

Navigation at the Top

• ← Prev / Next → buttons let you move to the previous or next area in the same building without going back to the building page.
• Saving indicator (top right) shows "Saving…" when a change is being saved, then "Saved" when done.

Removing and Restoring Inspection Types

• Click the ✕ button on any inspection section to remove it from this area. You will be asked to confirm.
• At the bottom of the page, a Restore dropdown lets you add back any removed inspection types.

Step-by-Step: Complete a Milestone

1. Navigate to the area (click the building, then click the area name).
2. Find the inspection type (for example, L3).
3. Check the box next to the milestone percentage (for example, 25%).
4. The completion date fills in with today’s date. Change it if needed.
5. Optionally enter a Score (0–100) and a Form Number.
6. To add a link: click the link icon, paste the URL when prompted, and press OK.
7. The progress bar updates automatically. That’s it — everything is saved.

Step-by-Step: Add a Link to a Form

1. Find the link icon next to a form number field.
2. If the icon is gray/white, there is no link yet. Click it.
3. A pop-up box will appear saying "Paste the URL." Copy the URL from your browser’s address bar and paste it into the box, then click OK.
4. The icon will turn blue/green to show a link is saved.
5. Next time you click the icon, it will open the link in a new tab.

The sidebar has four links under Inspections: Upcoming, Past Due, Completed, and In Progress. Each one shows a filtered list of all inspections across all buildings.

Using Filters

• Building dropdown — Pick a building to narrow results.
• Search box — Type an area name to find it quickly.
• Status tabs — Click All, Upcoming, Past Due, In Progress, or Completed to filter.
• Click Filter to apply your selections.

What the Columns Mean

• Area — Click the area name to jump to its detail page.
• Building — Which building the area is in.
• Inspection Type — L1, L2, L3, L4, or L5.
• Progress — How many milestones are complete out of the total (for example, "2/4").
• Overall % — The inspection’s percent complete (0%, 25%, 50%, etc.).
• Next Milestone — The date of the next uncompleted milestone.
• Status — A colored badge: Completed Past Due Upcoming Not Started

The Materials page tracks all incoming material deliveries and links them to L1 inspections.

Top Section

• Delivery Progress Bar — Shows what percentage of materials have been delivered.
• L1 Warning Banner — If any delivered items do not have an L1 inspection assigned, you will see a yellow warning showing how many are missing. Once all delivered items have L1 assigned, this turns green.

Buttons

Searching and Filtering

• Search box — Start typing to instantly filter the table. It searches across all columns (description, PO number, vendor, etc.).
• Building filter — Dropdown to show only materials for a specific building.
• Status filter — Show only Delivered, Past Due, Upcoming, or Pending items.

Sorting Columns

Click any column header to sort the table by that column. Click again to reverse the sort direction. An arrow icon ( or ) shows the current sort.

What the Columns Mean

• MPN — Manufacturer Part Number. Useful for matching barcodes on boxes to specific materials.
• Need By Date — When the material should arrive.
• VCD (Vendor Confirmed Date) — The date the vendor confirmed they will deliver.
• Delta — The number of days between the need-by date and the actual delivery. Red (positive) = late delivery. Green (negative) = early delivery.
• Actual Delivery Date — When the material actually arrived. Set this when it is delivered.
• L1 — The L1 inspection linked to this material. Shows the form number (clickable if a link is saved).
• Status — Delivered Past Due Upcoming Pending

Step-by-Step: Import a Material Spreadsheet

1. Click Import Spreadsheet.
2. Click Choose File and select your Excel file (.xlsx or .xls).
3. Click Upload.
4. The system will:
   • Automatically find the header row (it looks for column names like "Description," "PO #," "Vendor," etc.).
   • Match existing records by description + part number + building — so it updates them instead of creating duplicates.
   • Add brand new items that are not in the system yet.
   • Already-delivered items will not be changed — their dates are protected.
5. A message will appear showing how many items were added and updated.

Step-by-Step: Mark a Material as Delivered and Assign an L1

1. Find the material in the table (use the search box if needed).
2. Click the pencil icon to open the edit popup.
3. Set the Actual Delivery Date to the date it arrived.
4. In the L1 Checklist dropdown, select which L1 inspection form this material belongs to. The dropdown has two sections:
   • Created forms — L1 inspections that already have a form number.
   • Uncreated forms — L1 inspections that do not have a form number yet.
5. Click Save. The row updates instantly — no page reload needed.
6. The L1 warning banner at the top updates immediately to reflect the change.

FOKs (First-of-Kind) are special items that need approval or certification before the rest can proceed.

Buttons

• Add FOK — Opens a form to create a new FOK item.
• Edit () — Edit an existing FOK.
• Delete () — Remove a FOK. You will be asked to confirm.

Fields

• Description — What the FOK item is.
• ACC Form # — The form number (becomes a clickable link if a URL is saved).
• Needed By — When this item is needed.
• Completion Date — When it was completed (setting this marks it as "Completed").
• Submitted / Signed — Tracking dates for the approval process.
• Link — URL to the form or document in an external system.
• Notes — Any additional notes.

Step-by-Step: Add a FOK

1. Go to FOKs in the sidebar.
2. Click Add FOK.
3. Fill in the description and any known dates.
4. Click Save.

Customer Milestones track delivery dates for customer-facing deliverables like turnover dates, commissioning, testing, etc.

Summary Cards

At the top you will see cards showing Total, Completed, Past Due, and Upcoming counts.

Buttons

• Add Milestone — Manually add a single milestone.
• Import Excel — Upload an Excel file to bulk import milestones.
• Edit / Delete — Per-row actions.

Step-by-Step: Import Customer Milestones

1. Go to Customer Milestones in the sidebar.
2. Click Import Excel.
3. Select your .xlsx file. The system looks for columns like "Area," "Category," "Due Date," "Completion Date," and "Notes." Column names are flexible (it recognizes variations).
4. Click Upload. New records are added. Existing records are not deleted.

The Calendar shows all upcoming milestones, material deliveries, FOK deadlines, and customer milestones in a visual calendar.

Views

• Month — Traditional calendar grid.
• Week — Shows one week at a time.
• List — A simple chronological list of events.

Event Colors

Filter Checkboxes

Use the checkboxes at the top to show or hide event types. For example, uncheck "Materials" to hide all delivery events.

Clicking Events

Click any event to go to the related page. For example, clicking a material delivery event takes you to the Materials page with that PO number pre-searched.

Subscribe to Calendar

You can subscribe to this calendar from Outlook, Apple Calendar, or Google Calendar so events show up on your phone and computer:

1. On the Calendar page, click the Share / Subscribe dropdown.
2. Click Copy iCal URL to copy the subscription link.
3. In your calendar app:
   • Google Calendar: Click the + next to "Other calendars" → "From URL" → Paste the URL → Click "Add calendar."
   • Outlook: File → Account Settings → Internet Calendars → New → Paste the URL.
   • Apple Calendar: File → New Calendar Subscription → Paste the URL.
4. Your calendar will automatically update as items change in the tracker.

You can also click Download .ics to get a one-time snapshot file you can open in any calendar app.

Available Exports

Use Settings to set up and manage buildings and areas.

Bulk Import Buildings & Areas

1. Go to Settings in the sidebar.
2. Click Bulk Import.
3. Upload an Excel file with columns: Building, Area (or "Room"), and optionally Section.
4. The system will:
   • Create buildings that do not exist yet.
   • Create areas that do not exist yet.
   • Automatically create L1–L5 inspection cards for every new area.
   • Skip duplicates.
5. A summary message shows what was created.

Managing Buildings

• Edit — Change the building name or display order (lower number = appears first in sidebar).
• Delete — Only works if the building has no areas. Remove all areas first.

Managing Areas

• Edit — Change the area name or section. The building cannot be changed.
• Delete — Only works if the area has no inspections. This is a safety feature to prevent accidental data loss.

What Is This?

The Schedules page lets you import Primavera P6 schedule files (.xer format) and use them to automatically set start and finish dates on your inspection checklists. Instead of manually typing in dates for every area, the system reads the schedule and fills them in for you.

Uploading a Schedule

1. Go to Schedules in the sidebar.
2. Click Upload XER.
3. Select your .xer file (this is the file exported from Primavera P6).
4. Click Upload & Parse. The file will process in the background — you will see a spinning indicator.
5. When processing is done, you will see a tab with the file name and the number of activities found.

Viewing Schedule Activities

• Each uploaded file gets its own tab. Click a tab to switch between files.
• You can rename a tab by clicking the pencil icon (for example, rename to "Phase 2 Schedule").
• Use the Search box to find specific activities by name or ID.
• Use the WBS dropdown to filter by work breakdown structure.
• Use the Status dropdown to filter: Complete, Active, or Not Started.
• Check Critical Only to see only critical-path activities (activities with zero or negative float that could delay the project).

Auto-Populating Inspection Dates

This is the powerful part. The schedule contains activities like "Set Infrastructure" or "Install Network" that correspond to inspection types. The system matches these activities to your areas and can fill in the dates.

1. You will see buttons for each inspection type: L2-INFRA, L3-ISP, L3-OSP, L4-NETWORK.
2. Click one (for example, L2-INFRA). A preview window will appear showing:
   • Which schedule activities matched to which areas.
   • What the new start/finish dates would be.
   • If dates already exist, it shows the old dates too.
   • A list of activities that could not be matched (you can expand this to see them).
3. Review the matches. Each area has a checkbox — uncheck any you do not want to update.
4. Click Apply to set the dates. The inspection milestones will be automatically regenerated.

Resetting Dates

Each auto-populate button has a paired Reset button. Clicking Reset will clear all start/finish dates that were set by that schedule import. This does not affect dates you entered manually on other inspection types.

Understanding the Activity Table

• Activity ID — The task code from P6.
• Activity Name — Description of the task.
• Status — Complete Active Not Started
• % Complete — A progress bar showing how far along the activity is.
• Float — How many days of slack the activity has. Red numbers (zero or negative) mean the activity is on the critical path — any delay will delay the project.

What Is This?

The Receiving page provides a workflow for receiving material shipments. You create a receiving session by entering an invoice or PO number, then use your phone or tablet camera to scan barcodes on boxes. The system matches scanned part numbers to materials in your tracking list.

Step-by-Step: Receive a Shipment

1. Go to Receiving in the sidebar.
2. Click New Session.
3. Enter the Invoice / PO Number and optionally the Vendor name.
4. Click Start. This creates a new receiving session.
5. On the session detail page, click Start Scanner to open the camera.
6. Point your camera at the barcode on a box. When it reads a code, the system checks if it matches any material MPN in the tracker.
7. If a match is found, the material is added to the receiving line items. If not, the scanned code is still recorded for manual review.
8. Repeat for each box in the shipment.

Receiving Session List

The main Receiving page shows all sessions with their invoice number, vendor, date, line count, and status (Open or Closed). Click a session to view its details and scanned items.

The Issues page tracks punch list items and deficiencies — things that need to be fixed or addressed before closeout. Each issue is tied to a building and room location.

Summary Cards

At the top, colored cards show the count of issues by status: Total, Open, In Progress, Resolved, Closed, and the Avg Score. Click a status card to filter the list to that status.

Closeout Score

Each issue receives a closeout score from 0 to 100 based on how quickly it is resolved:

• Score starts at 100 on the reported date.
• Score decreases by 3 points per day until the issue is resolved (minimum 0).
• For open issues, the score reflects elapsed time so far (an "at risk" indicator).
• ≥70 = Green (good), ≥40 = Yellow (caution), <40 = Red (needs attention).

Columns

• Title — Brief description of the issue. Click to open the edit modal.
• Location — Building, room, and optional location detail (e.g. “above door 3A”).
• Assigned To — The responsible party. If the name contains “IES,” the issue counts toward the closeout score.
• Form — A form number associated with the issue. If a form link URL is provided, the form number is a clickable blue link that opens in a new tab.
• Status — Open In Progress Resolved Closed
• Score — The closeout score (color-coded). Shows “–” for non-IES issues.
• Reported / Resolved — The dates the issue was reported and resolved.

Adding an Issue

1. Click Add Issue.
2. Enter a Title (required) and optionally a description.
3. Select a Building and Room (the room dropdown filters based on the selected building).
4. Fill in Location Detail, Assigned To, Form Number, and Form Link as needed.
5. Set the Reported Date (defaults to today).
6. Click Add Issue.

Editing an Issue

1. Click the issue title or the pencil icon.
2. Update any fields in the edit modal. Change the Status to track progress.
3. When you set the status to Resolved or Closed, the resolved date is automatically set to today (you can change it).
4. Click Save. Changes are saved via AJAX — the page refreshes automatically.

Searching and Filtering

• Search box — Type to instantly filter issues across all columns.
• Building dropdown — Filter to a specific building.
• Status cards — Click a status card at the top to filter by that status.

The Specifications page stores all project specifications in a searchable reference library.

Importing PDFs

Click Import PDFs to bulk-upload specification PDFs. The system automatically extracts:

• Spec Number — Detected from the filename or PDF content (e.g. 26 05 00).
• Title — Extracted from the PDF content or parsed from the filename.
• Category — Auto-assigned based on the CSI division number (e.g. Division 26 → Electrical).

You can select multiple PDFs at once. After import, click the edit button on any spec to adjust the auto-detected details.

Tip: Filenames like 26 05 00 - Common Work Results for Electrical.pdf give the best auto-detection results.

Adding Manually

Click Add Spec to manually enter a specification with a PDF upload.

Smart Search

The search bar at the top searches across all fields simultaneously — title, spec number, category, description, keywords, and notes. For example:

• Type "OSP" to find all outdoor plant / outside cabling specifications.
• Type "infrastructure" to find all infrastructure-related specs.
• Type "26" to find all Division 26 (Electrical) specs.

Results filter instantly as you type. Use the Category dropdown to narrow results further.

View Modes

Toggle between Card View (default) and Table View using the button below the results.

Ask a Question (AI-Powered Spec Search)

Click the Ask a Question bar to expand the AI search assistant. Type a natural-language question like:

• “What is the max support distance for ladder rack?”
• “What type of conductor is required for fire alarm?”
• “What grounding electrode is specified?”

The system scans the full text of every uploaded specification PDF, finds the most relevant sections using keyword matching, then sends those sections to an AI model for a precise, cited answer.

Click the spec link below the answer to open the source PDF. The viewer will automatically scroll to the relevant page and highlight the key facts (numbers, measurements, values) from the answer in the PDF so you can quickly verify the source.

Privacy: The initial keyword search is done entirely on the server. Only the relevant text excerpts (not the full PDFs) are sent to the AI service (OpenRouter) to generate the answer. API data is not used for model training.

Keyboard & Browser Tricks

• Bookmark pages — You can bookmark any page in the app. Filters and search terms are saved in the URL, so your bookmarked page will load with the same filters.
• Multiple tabs — You can open the app in multiple browser tabs to work on different areas at the same time.
• Back button — Your browser’s Back button works normally throughout the app.

Material Search URL Trick

You can share a direct link to a material search by adding ?search=keyword to the Materials page URL. For example: https://checklisttracker-app.azurewebsites.net/materials?search=PO12345 will open the Materials page with "PO12345" already searched.

Link Icons Explained

Throughout the app, you will see link icons next to forms and inspections:

• Gray/white icon = No link saved yet. Click to paste a URL.
• Blue/green icon = Link is saved. Click to open it in a new tab.

Form Numbers as Links

In several tables (FOKs, ACC Forms), the form number itself is a clickable link if a URL is attached. Click the form number to open the form directly.

Material Import Tips

• The import is flexible with column names. "PO #," "Purchase Order," and "PO" are all recognized.
• Merged cells in Excel are handled automatically — the value is copied across all merged cells.
• If a material is already delivered (has an actual delivery date), importing a new spreadsheet will not overwrite its dates. This protects your completed records.

Delta Days Explained

On the Materials page, the Delta column shows the difference in days between the Need By date and the Actual Delivery date:

• +5d = Delivered 5 days late.
• -3d = Delivered 3 days early.
• 0d = Delivered on time.
• – = Not yet delivered or no need-by date set.

Calendar Subscription

The calendar subscription (iCal) updates automatically. Once you add it to your phone or Outlook, new milestones, deliveries, and due dates will appear without you needing to do anything.

Look-Ahead Reports

The 1-week and 6-week look-ahead PDFs are great for meetings. They include everything due in that window and highlight anything past due in red so you can quickly see what needs attention.