Verifying & Closing Defects

The closeout process ensures that defect repairs are reviewed and approved before being marked as resolved.

The closeout process

Step 1: Repairer submits closeout

When the repair is complete, the person working on the defect submits a closeout:

1. Open the defect and click Close Out
2. Enter closeout notes describing what was done to fix the problem
3. Optionally record:
   • Parts cost — cost of materials used
   • Labour cost — cost of labour
   • Repaired by — who performed the repair
4. Attach any evidence photos
5. Click Submit for Verification

The defect moves to Awaiting Verification status.

INFO

Closeout notes are mandatory. The repairer must describe the repair work that was carried out. This forms part of the audit trail.

Step 2: Manager verifies

A site manager or H&S admin reviews the closeout:

1. Open the defect — review the closeout notes and any attached evidence
2. Decide whether the fix is satisfactory
3. Either Approve or Reject the closeout

If approved

• The defect status changes to Closed
• The verifier's identity and timestamp are recorded
• The assignee is notified that their fix was verified
• If the defect had isolated the asset out of service, the asset is automatically restored to In Service

If rejected

• Closeout notes, costs, and repairer information are cleared
• The defect moves back to In Progress
• The assignee is notified that their closeout was rejected with the reason

The assignee must then address the issues, carry out further work, and submit a new closeout.

Closing without verification

For trivial issues, a manager can close a defect directly from Open status without going through the full closeout process. This should only be used for minor items that don't require formal verification.

What happens when a defect is closed

• The closed_at timestamp is recorded
• The verified_by user and verified_at timestamp are stored
• If the asset was isolated out of service because of this defect, it is automatically returned to In Service
• The defect appears in the closed defects list and in compliance reports
• Cost data (parts + labour) is available for reporting

Required permissions

Action	Minimum role
Submit closeout	Operator (if assigned) / Contractor
Verify and close	Site Manager
Reject closeout	Site Manager