In this overview we run through the key quality assurance workflows in CivilPro.
This will provide a high-level understanding of our features and functionality, but for more in-depth worked example videos, check out our Worked Video Tutorials page here.
Click titles below to jump down to the bullet points, or skim through to the timestamps in the video as shown
Navigation & User Management
00:00 - Intro
00:17 - Team & Roles
The Lot Register & Views
01:46 - Interactive Lot Register
Inspection Test Plans (ITPs)
03:40 - ITP Repository
Project QA Setup
06:15 - Work Types, Area Codes, Control Lines
Creating Lots
07:32 - Create a Lot
Checklists & Testing
09:49 - Adding a Checklist
10:22 - Digital Checklists
11:30 - Create Test Request
Approvals & Hold Points
19:25 - Release Hold Points
21:31 - Approval Workflows
22:32 - Approvals Register
Non-Conformance Reports (NCRs)
24:44 - Create an NCR
Lot Conformance & Reporting
27:00 - Create Lot Summary
28:41 - Contract Notices + Controlled Docs
29:25 - Lot Review Status
Navigation & User Management
Learn how to navigate the CivilPro interface, manage your team, and configure user roles and permissions to ensure data security and proper access levels.
Key Steps:
Access the Team Panel: On the left-hand menu, select Team to view all internal members and external administrators/client representatives with access to the database.
Access the Roles Panel: Select Roles to configure permissions.
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Create/Edit Roles:
Select a role (e.g., "Project User") to configure view, add, edit, or delete permissions for specific modules.
Recommendation: Limit "Delete" permissions for standard users to prevent data loss.
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Set Up Specific Roles:
Project User: Grant add/edit access but restrict delete access.
Principal’s Representative: Restrict to "View Only" permissions if they only need to monitor progress without editing.
Notes & Tips:
Associate Roles: If a role (like a Tester or Subcontractor) does not require "Add" or "Edit" permissions (only View), it is considered an Associate Role and is typically free within the platform.
Templates: Roles are usually set up once for the database and then applied to projects.
The Lot Register & Views
An introduction to the Lot Register, the central hub of CivilPro, including how to customize your view to find information quickly.
Key Steps:
Navigate to Lot Register: This is often the default landing page, displaying rows (Lots) and columns (Data).
Customize Columns: Click the Column Chooser (usually on the right) to drag and drop additional data fields into your view.
Group Data: Drag a column header (e.g., "Work Type") to the top grouping bar to categorize lots (e.g., separate Asphalt lots from Earthworks).
Filter Data: Enable the Filter Row to type keywords (e.g., "Surfacing") to narrow down visible lots.
Save Custom Views: Once you have configured your columns and filters, click Views -> Save View to create a preset for quick future access.
Notes & Tips:
Think of the Lot Register as a more powerful, integrated Excel spreadsheet.
Saved views are personal but can be useful for quickly toggling between different scopes of work (e.g., "My Surfacing Lots").
Inspection Test Plans (ITPs)
How to import, create, and configure ITPs, which serve as the template for quality assurance on your lots.
Key Steps:
Import ITPs: Inside a project, select Import from Repository to pull pre-configured ITPs from your company database (e.g., standard client specifications).
Create/Edit ITPs: Click New ITP or select an existing one to edit.
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Define Inspection Items:
Mark items as Milestone, Witness Point, or Hold Point.
Add Acceptance Criteria in the description.
Assign responsibility (e.g., Engineer, Surveyor).
Define the method (Check, Verify, Approve).
Add Testing Requirements: Within an ITP line item, click the Tests tab to link specific test methods (e.g., Compaction Test), set frequencies (Normal/Reduced), and define compliance targets.
Notes & Tips:
Color Coding: White ITPs are drafts; Green ITPs are approved for use. Only approved ITPs can be deployed to lots.
One-Time Setup: Configuring ITPs is an upfront task; once done, they are reused across the project.
Project QA Setup
Setting up the fundamental data structures before work begins to ensure accurate reporting and location tracking.
Key Steps:
Work Types: Define disciplines (e.g., Earthworks, Drainage, Pavement) to help group lots later.
Area Codes: Define geographical zones (e.g., North Side, Stage 1) or separable portions.
Control Lines: Import linear project data (Chainage, Latitude, Longitude) to allow for visual plotting of lots on a map.
Test Methods: Ensure the library of test codes (e.g., Q141A) matches the project specifications.
Notes & Tips:
Control lines allow you to define a Lot by "Chainage" (Start/End) rather than just drawing a polygon.
Creating Lots
The process of creating a new lot to track a specific portion of work.
Key Steps:
Click New Lot: Located in the Lot Register.
Define Details: Select the Work Type, Area Code, and provide a description (e.g., "Subbase Ch0-30").
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Define Geometry:
Select Chainage (if using control lines).
Select the Road/Line.
Input Start and End chainage, Width (Offset), and Depth.
Result: The system calculates Area and Volume automatically and plots it on the map.
Save: Click Save to generate the Lot Number.
Duplicate (Tip): For linear work (e.g., road construction), right-click a created lot and select Duplicate. Simply update the chainage (e.g., change 0-30 to 30-60) to rapidly create the next lot.
Notes & Tips:
If your geometry is complex, you can use "Coordinates Region" to draw a polygon on the map instead of using chainage.
Checklists & Testing
Adding quality checklists to lots, completing inspections, and raising requests for material testing.
Key Steps:
Add Checklist: In the Related Items panel of a Lot, click Checklists > + and select the relevant ITP (e.g., Unbound Pavement).
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Complete Inspection:
Open the checklist.
Click the check-boxes to verify items.
Note: The system records who clicked the box and when (digital signature).
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Raise Test Request:
Identify the line item requiring testing (indicated by a flask icon or test note).
Select the item and click New Test Request.
Select the Testing Subcontractor, Date Required, and Time.
The system auto-populates geometry and required tests based on the ITP setup.
Send Request: Click Publish and Send to email the request to the tester.
Notes & Tips:
You can set up "Random Stratified Testing" locations or let the tester determine locations.
Testers receive an email with a link to upload results directly, streamlining data entry.
Entering Test Results
How test results are entered into the system (by external testers or internal staff) and verified.
Key Steps:
Tester Action: The tester clicks the link in their email, which opens a simplified portal. They upload the PDF result directly to the Test Request and notifies the Contractor.
Notification: The engineer receives a notification that results are uploaded.
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Verification:
Engineer opens the Test Request.
Reviews the uploaded PDF and the data entered.
If compliant, marks the result as Conforms.
Marks the Test Request as Complete.
Notes & Tips:
Test results are only visible to the wider project team (Client/Admin) after the engineer marks the request as Complete. This allows for review and re-testing of failures before official submission.
Approvals & Hold Points
Managing Hold Points and obtaining approvals, including using QR codes for on-site sign-offs.
Key Steps:
Identify Hold Point: Look for the "Approval" box in the checklist.
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Method A: Quick Approval (On-site):
Right-click the line item -> Quick Approval.
A QR Code appears.
The Approver (e.g., Superintendent) scans the code with their phone, logs in, and clicks "Approve" instantly.
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Method B: Request Approval (Office):
Right-click the line item -> Request Approval.
Select the workflow (e.g., "Hold Point Workflow").
Select the Approver (e.g., Principal’s Rep) and set a due date.
Add attachments (photos/docs) and click Send.
The Approval: The approver receives an email, clicks the link, and selects Approve, Conditionally Approve, or Reject.
Notes & Tips:
All approvals are time-stamped and linked to the user's login for full auditability.
Non-Conformance Reports (NCRs)
Raising and managing Non-Conformance Reports when work does not meet specifications.
Key Steps:
Raise NCR: From the Lot Register, select the lot, go to Related Items, click Non-Conformances, and select New NCR.
Define Issue: Enter the details, root cause, and proposed Corrective Action (e.g., "Rip and Re-compact").
Workflow: Select the approval workflow (similar to Hold Points) to send the NCR to the client or engineer for review and approval of the remediation plan.
Lot Conformance & Reporting
Generating the final Lot Summary Report to prove conformance and close out the lot.
Key Steps:
Select Lot: In the Lot Register, ensure the lot status is "Conformed" or ready for review.
Generate Report: Click the Reports icon and select Lot Summary.
Choose Format: Select PDF for a single document or Folio for a folder structure.
Download: The system compiles the Cover Sheet, Checklist, Test Results, Survey Data, and Approval history into a single package.
Notes & Tips:
This report serves as the "Digital Wet Signature" or assurance package, proving all steps were followed, checked, and approved.
Would rather discuss in a Teams call?
We would. Can hear more about your operations and highlight key wins CivilPro will provide your team.
Get in touch with Lachie for a no-obligation runthrough - lachie_watson@civilpro.com