This workflow outlines the steps for creating, responding to, and approving a Punch List item. It includes roles such as Author, Responsible Party, and Approvers.

Workflow Participants:

1. As the Author of the Punch List, navigate to the appropriate project. 
2. Under Apps, select Document Management.
3. Select Punch Lists.
4. Once in the Punch Lists application, click New located at the top to create a new Punch List.
5. Fill out the Punch List form noting the following: 
   1. Required fields are marked with red text.
   2. The Responsible Party should be the representative who completes the work.
   3. Provide any other information that will be helpful for the Responsible Party to complete the work.
6. To Import/Export the Punch Lists, click More and select Export or Import.
   1. The Export Button will provide the Template that can be used to fill out and import the Punch Lists.
7. The Originator defaults to the person creating the item (example: the Author). 
8. The Locations field allows the Author of the items to enter specific reference to the location in which the item was identified.
   1. The drop-down list is populated from the Locations app under the Index Management section.
9. Under Library Type, select a Library Item.
10. Select a Defect from the list.
    1. The selected Defect populates the Subject field.
    2. Edit the Subject text as needed.
11. Enter a Due Date, the Responsible Party, and at least one Approver.
    1. Approver 1 - Contractor with Assigned or Construction Manager (if applicable)
    2. Approver 2 - Professional Services Consultant
    3. Approver 3 - C&I Lead Inspector (UIUC, UIC if applicable)
    4. Approver 4 - University Project Manager 
12. Attach images and reference documents in the References section, if applicable.
13. Use the options on the Save menu at any time during editing by selecting:
    1. Save - Saves the Punch List you are editing while allowing you to continue editing.
    2. Save/New - Saves and closes the Punch List you are editing and opens a new Punch List form.
    3. Save/Close - Saves the Punch List you are editing and closes the Punch List Edit window.
14. After entering all relevant information, the Author can put the item into the workflow depending on whether the item has been complete upon entry or still requires attention by the Responsible Party:
    1. If it needs attention from the Responsible Party, click Send to Responsible.
       1. This saves the Punch List item and sends it to the person selected as the Responsible Party.
       2. The Status will change automatically.
    2. If the Item is complete, click Send for Approval to initiate the approval process.
       1. The system requests approval from each approver listed in the Approvers section.

At this point, the Author can only Recall the Punch List to make edits or delete it. The Punch List is sent to the Responsible Person with all the details from the Author.

Kahua allows the Responsible Party to respond to unresolved items with comments as well as references to indicate that the item is ready to be routed through the approval process.  

1. The user listed in the Responsible Party field receives a task noting an item requires a response. 
   1. Click the link in the email and auto-navigate to Kahua.
   2. Sign into Kahua.
   3. Click on your task icon located at the top right then select the Punch List task.
2. The Responsible Party reviews the item details and can either:
   1. Enter comments into the Notes field, then click Return.  This may be done when the Responsible Party needs to send the Punch List item back to the Author for edits or to reassign.
   2. Enter comments and references in the Notes field detailing the corrective actions taken to fix the item, then click Mark Complete to initiate the approval process.  

The individual listed in the Approver field receives a task notification noting that a Punch List Item requires approval.  

1. The Approver reviews the comments and references (if any) sent by the Author and/or Responsible Party and chooses to Approve or Reject the Item.
   1. If the first Approver approves the item, the item is then routed to Approver 2 and so on till the final Approver.
   2. If any of the Approvers rejects the Item, the Punch List item with the Approver’s comment is returned to the Responsible Party for revision and resubmission.
2. Approval by the final approver updates the Status of the Item to Closed.
3. A copy of all items specific to the project is maintained in the Log View under the Items sub-app upon opening the Punch List app.