How Does a Technician Record a Deficiency Now?
Mark Wilson Alberta Fire, Regional Manager, Troy Life & Fire Safety Ltd.
One critical part of completing any life safety system inspection is finding, recording, and communicating deficiencies found in the system. The proper documentation of these deficiencies can mean the difference between a building owner achieving compliance quickly or having unnecessary delays in repairs leaving them non-compliant.
Before we talk about how we document them, let us first discuss what a deficiency is. In CAN/ULC-S536-19 a deficiency is defined as:
3.29 Deficiency – For the purposes of this Standard, this term refers to a device or function that:
a) Does not operate as intended;
b) Due to alteration in the building layout or contents, is installed in a location which is not readily accessible for service, testing, maintenance purposes or safety considerations;
c) Is installed in an environment which is not compatible with the documented operating conditions of the specific device;
d) is installed in an orientation or location not specifically indicated by the installation instructions of the specific device; or
e) Has been altered or modified from the manufacturer’s installation instructions, or where the wiring to (or from) the device has been compromised.
Are Deficiencies always Clear?
Not always, and often a technician's experience comes into play. If you are a newer tech, a deficiency may not be clear, or you might be unsure as to whether it should be documented. I am a big believer in leaning into the resources around you. Hopefully, the company you work for has some experience you can count on. We used to say a picture is worth a thousand words, and I would argue that FaceTime is worth a billion. Get someone with more experience to join you and review what you are seeing in the field. This can really help with accurately documenting a problem. If you do not have that luxury, there are always resources within the CFAA (Canadian Fire Alarm Association) across the country that are more than happy to help out.
Missing Documentation – What Should You Do?
ULC536-2019, Cl. 7.5 states “Required system documentation that is not available on site shall be identified.” And Cl. 21.1 specifies all of the documentation for the fire alarm system that must be available or accessible on site. The list includes the description of the fire alarm system that includes though is not limited to sequence of operations, instructions for resetting the system and silencing alarm signals, zone descriptions, description of ancillary equipment, etc. It is recommended that your inspection report clearly identifies any missing documentation and the building owner and/or property manager takes action to gather any missing documentation that is required to be on site or accessible on site.
How do we document deficiencies?
What might seem obvious to the technician performing the inspection, can become almost impossible to decipher on the other end of the report. Anyone who has reviewed inspection reports can tell you that decoding a technician's listed deficiencies can be a difficult task. Technicians must remember that the person(s) reading your report may not always be as technical, aware of codes and standards, or familiar with parts as you are. So do not assume, document. Make it clear to the reader exactly what did not work, and why. Where is the failed device located? How will you access it to make the necessary repair? Will it require additional resources such as sub-contractors, elevated work platform, scaffold, special tools, special training, etc.? For a quote to be created, the relevant information must be provided. Inaccurate information leads to lost revenue, delays, and incorrect work order details, and the worst-case scenario is leaving a building owner with a non-compliant system yet again.
The number one contributor to margin erosion is return trips for deficiency repairs.
Let us look at a real example of a reported deficiency. It reads “duct detector not working on the 1st floor mechanical room.” By referencing the field device testing record, we can see which duct detector failed, and that its location is listed as MUA #1 duct detector. So, what is missing? Well, for starters, because the failed device legend was maybe not completed, we have no model number. We also do not know how high from the ground this duct detector is. Can you safely access it from a step ladder, or will a lift or scaffold be required? Is the duct detector obsolete and requires a newer model? If so, how will the mounting holes of the newer duct align to the existing holes in the ductwork? Does the duct detector have an output relay built in? There are many questions that can be asked by the person reading the deficiency. So, let's look at another way to document the deficiency. We could instead say something like this: “The MUA #1 duct detector in the 1st floor mechanical room failed. This detector is located approximately 25 feet from floor level and will require a 20’ scissor lift to access it safely. The confirmed model number listed in the field device legend is accurate. Attached are pictures of the mechanical room and device location for reference.” As you can see, this description is much more helpful and accurate and will allow this deficiency to quoted appropriately, and the service company to do the repair as quickly as possible.
Technology helps
A particularly useful feature that many of our available cloud-based inspection software options have is the ability to tag photos of the device itself in the inspection report. So, if you fail a device, and list the deficiency, a photo can be tagged to it to help identify details on the repair required. This is an extremely helpful feature.
CAN/ULC-S536-19 also requires that the clause in the standard is referenced to support the deficiency.
What to do when you just do not know? Or maybe when a customer is pushing back. Well, in simplest terms, this is when you need to engage your local AHJ. As a fire alarm technician, it is your job to document what you find. If you are facing blowback from an angry customer, it can be a tricky situation to find yourself in. At this point, you should excuse yourself from the situation and immediately contact your supervisor or manager to make them aware of the issue. They can diffuse the situation with the building owner, or in some cases, refer the situation to the local AHJ for review. It is understandable for some building owners to be upset that the repairs needed may be costly. Often their frustration is taken out on technicians, but remind yourself, that they are upset with the situation and not with you. Focus on doing your job correctly and in line with applicable codes and standards.
In summary
The ability to accurately describe and document deficiencies is a critical skill that all technicians should have. Sure, experience plays a huge role. But for new technicians, mastering this skill will set you apart from the rest. At the end of the day, the ability to communicate a deficiency is as important as finding it in the first place.
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