NCL-2026-0109

Summary

Problem

No Ducting on the shopping list for Helen Crudgington

Investigation And Action

Builds an evidence-based review from this NCL, status history, related NCLs, and relevant communications. The report is stored here and emailed to Luke, Rob and Michelle.

# NCL investigation review: NCL-2026-0109

Generated: 2026-06-01 09:29:11
Generated by: anonymous

## Executive summary
NCL-2026-0109 reports that ducting was omitted from the shopping list for the Helen Crudgington (Copster Lane) job. The record is initial, owned by Sophie McNaughton, with no existing root cause or actions recorded. Available communications include purchase orders, quotes and Basecamp/to-do activity related to the job; however none of the supplied previews explicitly show a ducting line on the shopping list or quoted/invoiced item set. Multiple related NCLs in May 2026 record similar "parts missing from shopping list" issues, indicating a possible recurring process or communications problem. Immediate verification of scope and procurement status is advised, plus short-term corrective action to procure the missing ducting if required, and medium-term actions to address process gaps (checklist/BOM template, accountability and review of shopping-list generation).

## Evidence reviewed
- NCL-2026-0109 record (Initial, 2026-05-27): Title/description: "Ducting missing from shopping list"; Owner: Sophie McNaughton; Party: N/A; no existing root/corrective/preventative actions recorded.
- Status history: single initial entry on 2026-05-27.
- Related NCLs list (multiple records in May 2026) showing repeated issues: NCL-2026-0101, -0087, -0086, -0085, -0063, etc. Several are explicitly 'Parts missing from shopping list' or similar.
- Related Chilvester record note: 'Faults picked up by 3rd party; root=Shopping list Internal comms; action=Site visit arranged ... RP spoke to CB regarding duct and vents' (suggests prior internal-communications shopping-list issues).
- Email/attachment previews for the Copster job (Helen Crudgington): multiple Basecamp emails, purchase orders (e.g. PO_007791_from_Haigh_Environmental_for_Tricel (preview)), Quote_08684.pdf and Invoice_38223.pdf (previews include some supplied items such as airline, blower components for a CEN-5 but do not show a ducting line in the provided text previews).
- Email activity showing project administration and assignments (Basecamp to-dos assigned, PO communications) but no explicit shopping-list amendment or confirmation visible in supplied previews.

## Possible root causes
- Human omission when compiling the shopping list for this job (single-instance omission). (confidence: 0.6)
  Evidence: The NCL description explicitly states 'No Ducting on the shopping list for Helen Crudgington'. The record has no corrective/preventative action recorded. Available quote/invoice previews do not show a ducting line in the supplied text previews.
- Lack of a standard shopping-list/BOM checklist or template to ensure required common parts (eg. ducting) are included. (confidence: 0.65)
  Evidence: Multiple related NCLs in May 2026 report 'Parts missing from shopping list' or similar; a Chilvester related record lists root 'Shopping list Internal comms'. The recurrence across records suggests a process/template gap.
- Communication/accountability gap between design/estimating and procurement/project administration (unclear ownership of shopping-list completeness). (confidence: 0.6)
  Evidence: NCL shows Party: N/A (no party assigned). Email/Basecamp activity indicates multiple people involved (Sophie, Michael, others) and to-dos assigned, but the NCL record lacks assigned party; related records show ad-hoc corrective actions or local workarounds (e.g. NCL-2026-0063 action: Shaun collecting a D400).
- Possible system/process generation error (software or template that populates shopping lists omits certain line-items for specific job types). (confidence: 0.2)
  Evidence: No direct evidence in the supplied record; this remains a plausible technical cause given repeated similar omissions but is not supported by data in the supplied context.

## Contributing factors
- Multiple related NCLs in the same timeframe reporting parts/shopping-list omissions (May 2026), suggesting a recurring/systemic issue.
- NCL record lacks an assigned Party (Party: N/A) which may reduce clear accountability to check shopping-list completeness.
- High volume of project communications and administrative actions (numerous emails and Basecamp to-dos visible in the supplied context) around the same dates, which may increase risk of omission under workload pressure.
- No existing root cause, corrective or preventative actions recorded on this NCL (Initial status), so no immediate trace of containment or correction for this specific omission.

## Gaps / unknowns
- Full shopping-list document (the exact shopping list file/line items used to place orders) is not provided; the NCL asserts omission but the complete shopping list cannot be reviewed here.
- Complete contents of the relevant purchase orders and supplier order confirmations (PO previews are partial); ducting could have been ordered separately or under a different line/PO not visible in provided previews.
- Whether ducting is actually required for the agreed scope of work as documented in the contract/quote (some supplied previews list items but do not confirm scope-specific requirements).
- Who prepared or authorised the shopping list for this job and whether they followed any existing internal checklist or template (responsibility/accountability is not recorded in the NCL).
- Whether this omission has led to any operational delay or customer impact (customer emails show payments but no complaint visible).
- Whether any automated process/tool generates shopping lists and, if so, whether it behaved correctly for this job (no system logs or tool outputs provided).

## Suggested actions
- Immediate: Verify scope and confirm whether ducting is required for the Helen Crudgington job; if required, confirm whether ducting has already been ordered under any PO and, if not, place an expedited order. (confidence: 0.8)
  Evidence: NCL states ducting missing from shopping list; available PO/quote previews do not show ducting in supplied text previews. No corrective action recorded on the NCL.
- Immediate: Identify and record the responsible person(s) who prepared/checked the shopping list and update the NCL (assign Party and contact) to enable accountability and closure. (confidence: 0.7)
  Evidence: NCL lists Owner but Party: N/A; related records show ad-hoc workarounds and lack of assigned responsibility on other NCLs.
- Short-medium term: Review and update the shopping-list generation process to include a mandatory checklist or BOM template for common job types (include ducting, lids, vents, etc.), and require a checklist sign-off prior to raising procurement POs. (confidence: 0.75)
  Evidence: Multiple related NCLs in May 2026 cite 'parts missing from shopping list'; Chilvester record cites 'Shopping list Internal comms' as root; absence of preventative actions recorded across records.
- Medium term: Conduct a focused review/audit of recent shopping lists and related NCLs from the past 2-3 months to identify patterns and quantify recurrence; implement corrective actions based on findings (training, template changes, system fixes). (confidence: 0.7)
  Evidence: Cluster of related NCLs in May 2026 with similar themes (missing parts on shopping lists).
- Medium term: If shopping lists are produced by software/tools, review configuration and generation logs for the affected job types to rule out system omission; if manual, provide focused training and standard work instructions. (confidence: 0.4)
  Evidence: Possible but unconfirmed system/process cause; repeated omissions leave open both human and system causes.
- Administrative: Update NCL record NCL-2026-0109 to document the verified root cause, corrective action taken (e.g., order placed / expedited delivery), who performed the verification, and set a date for effectiveness review. (confidence: 0.8)
  Evidence: NCL currently has no existing corrective or preventative actions recorded; record is initial and requires follow-up.

## Recommended record updates
- root_cause: Probable omission during shopping-list compilation and a lack of a mandatory shopping-list/BOM checklist for common job components leading to ducting not being included in the shopping list.
- corrective_action: Immediately confirm scope and procurement for ducting; if not ordered, raise and expedite an order for the required ducting and record the PO number(s) in this NCL. Document the person who completed the verification and the date/time.
- preventative_action: Implement a standard shopping-list/BOM checklist for relevant job types that includes ducting and other common items; require checklist completion and sign-off prior to raising purchase orders. Assign clear responsibility (Party) for shopping-list compilation and checking. Run a short audit of recent shopping lists to identify and address recurring omissions; provide brief training to staff involved.
- review_effectiveness: Set a 30-day effectiveness review: confirm that the missing ducting was delivered/installed without impact, verify checklist use on subsequent similar jobs, and report audit findings (number of omissions before/after) to close the NCL or adjust actions as needed.

## Context searched
- Search terms: NCL-2026-0109, Ducting missing from shopping list, ducting, missing, shopping, list, No Ducting on the shopping list for Helen Crudgington, helen, crudgington, Sophie McNaughton
- Related emails found: 35
- Related attachment previews found: 7
- Related NCL records found: 16
- Overall confidence: 0.62

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