Punch List

Punch List Skill

Overview

Comprehensive punch list management system for construction projects. Tracks identification and resolution of deficiencies from initial walk-through through final closeout. Supports photo documentation, back-charge management, and professional reporting for inspections and regulatory compliance.

Punch Item Schema

Core Fields

• id (string): Unique identifier, format "PUNCH-{NNN}" (e.g., "PUNCH-001", "PUNCH-042")
  • Auto-generated on creation, incremental within project
  • Never reused, immutable
  • Enables clear reference in conversations and reports

Location Fields (One or more required)

• room_number (string): Room or space identifier (e.g., "Room 107", "306B", "ICU-2")
  • Used for healthcare: patient rooms, operating rooms, medication dispensary
  • Standard for office/commercial: office numbers, conference rooms
• building_area (string): Larger zone reference (e.g., "East Wing", "3rd Floor", "North Corridor")
  • Supports multi-floor, multi-wing projects
  • Hierarchical: "Building A > East Wing > 3rd Floor"
• grid_reference (string): Coordinate system, optional (e.g., "Grid C3", "Section 4B")
  • Used in large-scale or modular projects
• floor_level (integer): Floor number or level (e.g., 3, -1 for basement)
  • Supports vertical organization; assists in access planning

Identification & Documentation

• description (string, required): Clear, specific deficiency description
  • Example: "Drywall mud pops in northeast corner, joint at ceiling"
  • Example: "Paint scuff on south wall, 5 ft from floor"
  • Example: "Nurse call button missing in Room 214"
  • Should include location detail within space and visible severity
• trade (string, required): Responsible trade/discipline
  • Examples: "Drywall", "Painting", "Electrical", "Plumbing", "HVAC", "Doors & Hardware", "Flooring", "Medical Equipment", "IT/Communications"
  • Used to group items and assign to responsible subs
• responsible_sub (string, required): Sub contractor name or entity
  • Resolved against {workspace}/subs/ directory
  • Example: "ABC Drywall Inc.", "Ready Paint Services", "Smith Plumbing"
• date_identified (date): Date item was discovered
  • Auto-populated on creation (today's date)
  • Supports historical tracking and aging analysis
• identified_by (string): Name of person who identified the item
  • Usually superintendent or foreman
  • Accountability and follow-up contact

Status & Workflow

• status (enum): Current state of item
  • open: Newly identified, awaiting assignment
  • in_progress: Sub notified and work initiated
  • completed: Work finished, may be pending inspection
  • back_charge: Assigned back-charge (sub failed to correct)
  • disputed: Item contested by sub or stakeholder; requires resolution meeting
• date_completed (date, optional): When work was finished
  • Populated on transition to "completed"
  • Blank until completion
• completed_by (string, optional): Name of person who verified completion
  • Usually superintendent or inspector
  • Supports audit trail

Priority Classification

• priority (enum): Urgency and impact level
  • A (Critical): Safety violation or code non-compliance
    • Must be corrected before occupancy
    • Examples: Missing handrails, electrical safety hazards, ADA accessibility failures, infection control violations
    • Blocks final sign-off
  • B (Functional): Affects proper use or function
    • Should be corrected before final inspection
    • Examples: Non-functioning door, HVAC controls not working, plumbing leaks, paint color mismatch affecting space function
    • May delay closeout
  • C (Cosmetic): Appearance only, no safety/function impact
    • Minor touch-ups acceptable during or after occupancy
    • Examples: Small paint scuff, minor drywall finish, cosmetic grout gaps
    • Does not block closeout if agreed with owner

Photos & Documentation

• photos (array of objects): Visual documentation
  • Each photo object contains:
    • filename (string): File path or reference (e.g., "/data/photos/PUNCH-001-1.jpg")
    • description (string): What the photo shows (e.g., "Overview of mud pops in NE corner")
    • date_taken (date): When photo was captured
  • Supports multiple photos per item
  • Embedded in .docx reports (with file size limits)
  • Clarity: well-lit, straight-on, includes reference object for scale

Back-Charge Tracking

• back_charge_amount (decimal, optional): Dollar amount to charge to sub
  • Only populated if status = "back_charge"
  • Example: 250.00 (for corrective work cost)
  • Supports billing and dispute resolution
• back_charge_sub (string, optional): Sub entity assigned back-charge
  • Populated when status = "back_charge"
  • May differ from responsible_sub if sub contracted work to another party
• back_charge_reason (string, optional): Why back-charge was issued
  • Example: "Sub failed to correct deficiency within agreed timeframe"
  • Example: "GC performed corrective work due to sub non-response"

Notes & Communication

• notes (string, optional): Running log of updates, decisions, disputes
  • Example: "First notice 1/15. Re-notified 1/22. Completed 1/25. Inspector approved."
  • Example: "Sub claims material supplier error. Requested photos from supplier."
  • Example: "Owner approved temporary closeout pending final correction in Phase 2."
  • Supports audit trail and communication history

Status Workflow

┌─────────────────────────────────────────────────────────┐
│                    NORMAL FLOW                           │
├─────────────────────────────────────────────────────────┤
│                                                           │
│  open ──→ in_progress ──→ completed                      │
│   ↓                           ↓                           │
│   └────→ back_charge ────────→┘ (with back-charge amount)│
│                                                           │
│  Any state ──→ disputed (requires resolution)            │
│                  ↓                                        │
│             (return to open/in_progress after resolve)   │
│                                                           │
└─────────────────────────────────────────────────────────┘

Transitions

1. open → in_progress: Sub acknowledged and beginning work (via status update)
2. in_progress → completed: Work finished, verified by superintendent (date_completed, completed_by set)
3. open/in_progress → back_charge: Sub failed to correct; back-charge issued (amount and reason required)
4. back_charge → completed: GC corrected work or sub completed after back-charge warning
5. Any state → disputed: Item contested (reason required; typically returns to prior state after resolution)

Completion Statistics Calculations

By Location

• Room/Area Completion % = (completed items in location / total items in location) × 100
• Supports dashboard display: "Room 107: 4/5 items done (80%)"

By Trade

• Trade Completion % = (completed items by trade / total items by trade) × 100
• Supports dashboard display: "Drywall: 12/15 items done (80%)"

By Priority

• Priority A Completion % = (completed A items / total A items) × 100 [must = 100% for final sign-off]
• Priority B Completion % = (completed B items / total B items) × 100
• Priority C Completion % = (completed C items / total C items) × 100 [may be <100% if owner accepts]

Overall Project

• Overall Completion % = (total completed items / total punch items) × 100
• Open Count = items with status = "open"
• In Progress Count = items with status = "in_progress"
• Back-Charge Count = items with status = "back_charge"
• Disputed Count = items with status = "disputed"

Bulk Operations

Bulk Add

User input: "I found 5 items in Room 107: mud pops, paint scuff, missing outlet, cracked tile, missing grout."

Process:

1. Extract location: "Room 107"
2. Parse items: Create array of 5 items
3. Prompt for common fields once: Trade (prompt per item or once for all?)
   • If same trade: ask "All drywall?" → apply to all
   • If mixed: ask per item or accept trade in bulk input
4. Auto-assign responsible_sub: resolve from project subs directory
5. Auto-generate IDs: PUNCH-001 through PUNCH-005
6. Set all: date_identified = today, identified_by = current user, status = "open", priority = ?
7. Save to punch list

Bulk Status Update

User input: "All drywall items in Room 107 are done. Mark them completed."

Process:

1. Query punch list: filter by room_number="Room 107" AND trade="Drywall"
2. Display matching items for confirmation
3. Update all: status = "completed", date_completed = today, completed_by = user
4. Save and log bulk update in version_history

Report Generation

.docx Format Options

Header Section

• Project name and address
• Report date and time generated
• Report type: "Punch List by Area" or "Punch List by Trade"
• Superintendent name and signature line

Completion Statistics Section

• Overall Project: X% complete, N items remaining, breakdown by status
• By Area/Location (if grouped by area):

  Room 107:        80% (4/5 items) | A: 1/1 | B: 2/2 | C: 1/2
  Conference Room: 100% (3/3)      | A: 0/0 | B: 2/2 | C: 1/1
  

• By Trade (if grouped by trade):

  Drywall:         75% (9/12)  | A: 2/2 | B: 5/6 | C: 2/4
  Painting:        90% (9/10)  | A: 0/0 | B: 3/3 | C: 6/7
  

• By Priority:

  Priority A (Safety/Code):       100% (8/8) - READY FOR FINAL
  Priority B (Functional):         85% (17/20)
  Priority C (Cosmetic):           70% (14/20) - Optional for closeout
  

Items by Area (if option selected)

For each location (Room 107, Room 108, etc.):

• Section Header: Room/Area name, floor level, grid reference if applicable
• Items Table:

  ID	Description	Trade	Sub	Status	Priority	Days Open
  PUNCH-001	Drywall mud pops NE corner	Drywall	ABC Drywall	completed	B	8 days
  PUNCH-002	Paint scuff south wall	Painting	Ready Paint	in_progress	C	6 days

• Photos: Thumbnail or full-size embedded below each item (if available)
• Notes: Any back-charge or dispute info, completion dates

Items by Trade (if option selected)

For each responsible sub (ABC Drywall, Ready Paint, etc.):

• Section Header: Sub name, contact info (if in subs directory), total items assigned
• Items Table: Same as above, but sorted by location within trade
• Summary: X/Y items completed, back-charge info

Back-Charge Summary Section (if back-charges exist)

• Total Back-Charge Amount: $XXXX.XX
• Items Flagged:

  ID	Location	Description	Sub	Amount	Reason
  PUNCH-008	Room 112	Electrical hazard	Smith Electric	500.00	Non-compliance, GC fix
  PUNCH-015	Room 201	HVAC not functional	ABC Mechanical	350.00	Sub non-response

Footer

• Project info and contact
• Report generated by: [superintendent name]
• Date/time: [timestamp]
• Page numbers and total pages
• Confidentiality notice if applicable

Healthcare/Senior Care Special Handling

• ADA Items: Flag all Priority A items related to accessibility
  • Examples: Grab bars, accessible routes, door widths, bathroom clearances
  • Separate section: "ADA Compliance Items — 100% Completion Required"
• Infection Control: Flag items affecting sanitation
  • Examples: Shower/tub sealing, hand washing stations, sharps containers, supply storage
  • Separate section: "Infection Control Items"
• Nurse Call System: Track all nurse call button installations and functionality
  • Separate tracking: "Nurse Call Items — Room-by-Room"
  • Report completion status per room

Integration Points

Project Dashboard (/project-dashboard)

• Punch Completion Widget: Overall % complete, trending over time
• By Area Chart: Bar chart showing % complete per room/area
• By Trade Chart: Bar chart showing % complete per sub discipline
• Priority Status: Count of open A/B/C items
• Days Open Trending: Aging analysis; items open >14 days highlighted
• Back-Charge Summary: Total amount, count of flagged items

Daily Report (/daily-report)

• Punch Walk Findings section: Can reference new items identified during day
  • Example: "Punch walk identified 3 new items in Room 107 (see punch list PUNCH-041, PUNCH-042, PUNCH-043)"
• Completion Status: Reference punch completion % for area worked that day
• Back-Charge Updates: Log any back-charges issued or resolved

Closeout Workflow

• Pre-Final Punch List: All items listed and assigned; Priority A completion required
• Final Punch List: All Priority A done, Priority B >90% complete; Priority C completion optional if owner approved
• Block Conditions:
  • Disputed items halt final sign-off
  • Priority A items must = 100%
  • All back-charges must be resolved or owner must accept liability

Rules & Constraints

1. No Item Deletion: Punch items are immutable history; status changes only (set to "completed" or "back_charge")
2. Priority Cannot Decrease: Cannot downgrade A → B or B → C once set (can only escalate: C → B → A if severity discovered)
3. Back-Charge Amount Required: If status = "back_charge", back_charge_amount must be >0 and back_charge_reason must be provided
4. Completion Metadata: Transition to "completed" requires date_completed and completed_by fields populated
5. Location Required: Every item must have at least room_number OR building_area defined
6. Responsible Sub Required: Every item must reference a valid sub from subs directory
7. Priority A = 100% for Final: Project cannot reach final sign-off without all Priority A items completed
8. Disputes Block Closeout: Status = "disputed" requires resolution before completion

Project Intelligence Auto-Population

When project intelligence is loaded, auto-populate punch item fields from the data store to reduce manual entry and improve accuracy.

Location Auto-Resolution

When the user provides a room number or casual location:

• Read plans-spatial.json → room_schedule → match room_number
• Auto-fill: building_area from room's building area, floor_level from room's floor level, grid_reference from the building area's grid range
• Example: User says "Room 107" → auto-fill building_area="East Wing", floor_level="Level 1", grid_reference="E-G / 3-5"

Subcontractor Auto-Resolution

When the user names a responsible sub (by name, trade, or casual reference):

• Read directory.json → subcontractors[] → match by name (partial match) or trade
• Auto-fill: responsible_sub with full company name, resolve trade if not provided
• Pull foreman name and phone for the sub notification workflow
• Example: User says "Walker" → resolve to "Walker Construction", trade="Excavation/Sitework", foreman="Mike Johnson"

Spec Cross-Reference

When a punch item's trade is identified:

• Read specs-quality.json → spec_sections[] → find sections matching the trade's CSI division
• Include relevant spec section number and acceptance criteria in the punch item notes for context
• Example: trade="Concrete" → pull Section 03 30 00 tolerances and finish requirements

Drawing Reference

When a punch item location is resolved to a grid/area:

• Read plans-spatial.json → sheet_cross_references.drawing_index[] → find relevant sheets for that location and discipline
• Include sheet numbers in the punch report for easy plan reference
• Example: Location at Grid E-5, trade="Electrical" → reference sheets E-100, E-101

Schedule Impact Check

When Priority A items exist:

• Read schedule.json → milestones[] → check if final_completion or substantial_completion milestone is at risk
• If open Priority A count > 0 and closeout milestone is within 30 days → flag schedule risk in punch summary
• Include remaining Priority A items in /morning-brief when closeout is approaching

Triggers & Activation Phrases

• "punch list"
• "punch item"
• "punchlist"
• "add punch"
• "punch status"
• "generate punch list"
• "closeout"
• "deficiency"
• "back charge" / "back-charge"
• "punch walk"
• "punch report"

Version History

• v1.0.0 (2026-02-17): Initial release. Core CRUD, status workflow, report generation, healthcare specialization.