Purpose Statement

The Pre-Plan Review and Approval process in First Due allows departments to review, approve, or reject pre-plans before they are published.

Depending on departmental Standard Operating Procedures (SOPs) and Standard Operating Guidelines (SOGs), pre-plans may be required to undergo an approval process before becoming available to users.

This process helps departments maintain standardization, consistency, and accuracy throughout their pre-planning programs while ensuring that submitted information meets departmental expectations.

Background Information

First Due provides a review and approval workflow that allows designated personnel to evaluate submitted pre-plans before publication.

When a user submits a pre-plan for review, the pre-plan enters a Pending Approval status. While awaiting review, the submitting user cannot edit the pre-plan.

Reviewers can access submitted pre-plans through two areas of the Pre-Planning module:

• Pre-Plan Organizer: Allows reviewers to filter, review, publish, or reject pre-plans directly from the organizer.
• Pre-Plan List: Provides additional options for filtering pending pre-plans, reviewing associated notes, and managing approvals.

Reviewers have two primary options when evaluating a submitted pre-plan:

• Publish: Approves the submitted pre-plan and makes it available within First Due.
• Reject: Returns the pre-plan to a rejected status and allows the reviewer to provide feedback to the submitting user.

Important: When a pre-plan is in Draft status, its associated occupancy details are locked from editing in other areas of First Due until the pre-plan returns to Published status.

Required Permissions

Users must have the appropriate permissions assigned to their role to access and manage pre-plan approvals.

The following capabilities are relevant to this workflow:

• Access the Pre-Planning module.
• View the Pre-Plan Organizer and Pre-Plan List.
• Review submitted pre-plan information.
• Publish or reject submitted pre-plans.
• View associated pre-plan notes and feedback.

Note: The exact permission names and configuration requirements were not identified in the training transcript. Administrators should verify the appropriate permissions within First Due's role and permission settings before assigning review responsibilities.

Video

Step-by-Step Guide

Step 1: Understand the End-User Submission Process

Before reviewing pre-plans, it is important to understand what users experience when submitting a pre-plan for approval.

1. Navigate to the pre-plan being created or edited.
2. Depending on the user's assigned permissions, the upper-right corner of the screen may display the following options:
   • Submit: Submits the pre-plan for review.
   • Save Draft: Saves the pre-plan without submitting it for approval.
   • Publish: Immediately publishes the pre-plan without requiring approval.
3. Select Submit.
4. A confirmation window appears informing the user that they will be unable to edit the pre-plan until it has been reviewed.
5. Confirm the submission.
6. The pre-plan moves into Pending Approval status and awaits review by an authorized user.

Important: Once submitted, the user cannot make additional edits to the pre-plan until the review process has been completed.

Step 2: Navigate to the Pre-Plan Organizer

1. Select the First Due logo in the upper-left corner of the screen.
2. Select Pre-Planning.
3. Navigate to Pre-Plan Organizer.
4. The Pre-Plan Organizer displays the available pre-plans and their associated information.
   
   
   
    

Step 3: Filter Pre-Plans by Pending Approval

1. Within the Pre-Plan Organizer, locate the list filters or view configuration options.
2. Select Edit List, if necessary, to modify the displayed results.
3. Locate the Pre-Plan Statuses filter.
4. Select Pending Approval.
5. Select Apply.
6. The organizer will display only pre-plans currently awaiting approval.

Tip: Consider creating a saved view filtered to Pending Approval. This allows reviewers to quickly access pre-plans awaiting review without repeatedly applying the same filters.
 

Step 4: Review Available Actions in the Pre-Plan Organizer

1. Locate a pre-plan with a Pending Approval status.
2. Navigate to the Actions column on the right side of the organizer.
3. Three actions are available:
   • Publish (✓): Approves and publishes the pre-plan directly from the organizer.
   • Reject (X): Rejects the submitted pre-plan and opens a feedback window.
   • Edit (Pencil Icon): Opens the pre-plan for detailed review before publishing or rejecting it.
4. Select the Pencil icon to open the pre-plan and review its information.
5. Review the details of the submitted pre-plan.
6. Locate the Publish and Reject buttons in the upper-right corner of the pre-plan.

Best Practice: Open and review the pre-plan before making an approval decision to ensure the submitted information meets departmental standards.



 

Step 5: Reject a Pre-Plan

1. Open the pre-plan requiring additional changes.
2. Select Reject in the upper-right corner.
3. The Pre-Plan Feedback window appears.
4. Enter comments explaining why the pre-plan is being rejected.
5. Locate the Retain Associated Pre-Plan checkbox.
6. Determine whether the submitted pre-plan information should be retained:
   • Checked: Retains the associated pre-plan information.
   • Unchecked: Deletes the submitted changes. If a previously approved pre-plan exists, the system reverts to that version. If no previously approved version exists, all submitted pre-plan data is deleted.
7. Select Send to complete the rejection.
8. The pre-plan will appear with a Rejected status for the submitting user.
9. The user can review the rejection notes to understand the feedback provided.

Important: Exercise caution when unchecking Retain Associated Pre-Plan. This action can permanently remove submitted information when no previously approved version exists.



 

Step 6: Reject a Pre-Plan Directly from the Organizer

Reviewers can also reject pre-plans without opening the individual record.

1. Navigate to the Pre-Plan Organizer.
2. Filter the list to Pending Approval.
3. Locate the pre-plan to reject.
4. Select the X icon in the Actions column.
5. The Pre-Plan Feedback window appears.
6. Enter comments explaining the rejection.
7. Review the Retain Associated Pre-Plan checkbox and determine whether to retain or discard the submitted changes.
8. Select Send.
9. The pre-plan status changes to Rejected.
   
   
   
    

Step 7: Approve and Publish a Pre-Plan

1. Navigate to the Pre-Plan Organizer.
2. Locate a pre-plan with a Pending Approval status.
3. Review the pre-plan information, if necessary, by selecting the Pencil icon.
4. Select Publish (✓) from the organizer or Publish from within the individual pre-plan.
5. An approval window appears.
6. Enter an optional approval message for the submitting user.
7. Select Publish to complete the approval process.
8. The pre-plan is published and becomes available within First Due.
9. The approval message is available within the associated pre-plan notes.

Tip: Use approval messages to communicate important information or acknowledge corrections made during the review process.




 

Step 8: Review Pending Approvals from the Pre-Plan List

In addition to the Pre-Plan Organizer, reviewers can manage approvals from the Pre-Plan List.

1. Select the First Due logo in the upper-left corner.
2. Navigate to Pre-Planning.
3. Select Pre-Plan List.
4. Locate the Filter option in the upper-right corner.
5. Expand the available status filters.
6. Select Pending Approval.
7. The list displays pre-plans awaiting review.
8. Locate the pre-plan you want to review.
9. From this screen, you can:
   • Publish the pre-plan and provide an approval message.
   • Reject the pre-plan and provide feedback.
   • Expand the pre-plan to review additional information.
   • Navigate to the Notes section to review previously submitted notes.

Tip: A saved view can also be created within the Pre-Plan List to display only pre-plans awaiting approval.



 

Step 9: Review Notes on a Rejected Pre-Plan

When a pre-plan is rejected, the submitting user can review the feedback provided by the reviewer.

1. Navigate to Pre-Planning.
2. Open the Pre-Plan List.
3. Filter the list by Rejected status.
4. Locate the rejected pre-plan.
5. Expand or open the pre-plan.
6. Navigate to the Notes section.
7. Review the rejection comments provided during the approval process.

These notes allow users to understand why the pre-plan was rejected and what corrections may be necessary.



 

Best Practices

Review Pre-Plans Before Publishing

Although pre-plans can be published directly from the Pre-Plan Organizer, reviewers should open the record and verify the submitted information before approving it.

Create Saved Views for Pending Approvals

Configure saved views within the Pre-Plan Organizer or Pre-Plan List to quickly identify pre-plans requiring review.

Provide Clear Rejection Feedback

When rejecting a pre-plan, provide specific comments explaining what needs to be corrected. Avoid vague statements that may cause confusion or require additional follow-up.

Use Caution When Removing Submitted Changes

Before unchecking Retain Associated Pre-Plan, understand whether a previously published version exists. Removing submitted changes may result in the loss of the entire pre-plan if no previously approved version is available.

Follow Departmental SOPs and SOGs

Ensure that the review and approval process aligns with departmental requirements for pre-plan accuracy, consistency, and publication.

Monitor Pending Approvals Regularly

Establish a routine for reviewing pending pre-plans to prevent unnecessary delays in publication.

Consider Occupancy Editing Restrictions

Be aware that occupancy details associated with pre-plans in Draft status are locked from editing in other areas of First Due until the pre-plan returns to Published status.

Troubleshooting & FAQs

Why can't I edit my pre-plan after submitting it?

Once a pre-plan is submitted for review, it enters Pending Approval status. The submitting user cannot edit the pre-plan while it is awaiting review.

Where can I find pre-plans awaiting approval?

Navigate to either the Pre-Plan Organizer or the Pre-Plan List within the Pre-Planning module. Apply the Pending Approval status filter to display submitted pre-plans awaiting review.

Can I approve a pre-plan without opening it?

Yes. Reviewers can select the Publish (✓) action directly from the Pre-Plan Organizer without opening the individual pre-plan.

Can I reject a pre-plan without opening it?

Yes. Select the X icon in the Actions column of the Pre-Plan Organizer. A feedback window will appear, allowing you to enter rejection comments and determine whether to retain the associated pre-plan.

What happens when I reject a pre-plan?

The pre-plan moves into Rejected status, and the submitting user can view the associated rejection notes.

What happens if I uncheck Retain Associated Pre-Plan when rejecting a submission?

The system deletes the submitted changes. If a previously approved version exists, the pre-plan reverts to that version. If no previously approved version exists, all submitted pre-plan data is deleted.

Can I provide feedback when approving a pre-plan?

Yes. When selecting Publish, a window appears that allows the reviewer to enter an approval message. The message is available within the associated pre-plan notes.

Where can users view rejection comments?

Users can filter the Pre-Plan List by Rejected status, locate the applicable pre-plan, and review the comments within its Notes section.

Can I create a saved view for pre-plans awaiting approval?

Yes. Both the Pre-Plan Organizer and Pre-Plan List support saved views that can be configured to display pre-plans with Pending Approval status.

Why are occupancy details locked in other areas of First Due?

When a pre-plan is in Draft status, its associated occupancy details are locked from editing in other areas of First Due. This restriction remains until the pre-plan returns to Published status.