Purpose Statement

The Pre-Plan Review Process provides jurisdictions with greater control for standardization and consistency of their Pre-Plan Program. This workflow ensures all pre-plans undergo quality control before being published and made available to responding crews, maintaining department standards and accuracy across all pre-plan documentation.

Background Information

When the Pre-Plan Program within First Due is configured with a review process, end users can only submit pre-plans for approval rather than publishing them directly. This creates a controlled workflow where designated reviewers with publish permissions must approve all pre-plans before they become available to responding crews. The review process helps maintain consistency, accuracy, and compliance with department SOPs across all pre-plan documentation.

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Info:

This workflow is intended for agencies that grant permission for users to add or edit a pre-plan but not publish them until they undergo a review with a user with "publish" permissions. Workflow example:

Step 1: Pre-Planning user creates/edits a Pre-Plan.
Step 2: Pre-Planning user submits pre-plan.
Step 3: Admin user with "publish" permission reviews the pre-plan for accuracy, quality, and consistency, and can publish (approve) or reject the pre-plan with feedback.

Required Permissions

Pre-Pans Read--Allows User to access Pre-Plan Maps and Pre-Plan list as well as view Pre-Plans in a read only state.
Pre-Plans Edit--Allows User to edit Pre-plans within the First Due System.
Pre-Plans Publish--Allows Users to Publish the Pre-Plans.
Pre-Plan Organizer: Provides Read Only access to the Pre-Plan Organizer.
Edit Pre-Plan Organizer: Allows for editing of Pre-Plan Assignments, Due Dates, Cycles & offers the ability to print Occupancy Data.
Pre-Plans - Approve: Required to approve Pre-Plans within Organizer.
Pre-Plans - Delete Saved: Allows user to Delete saved Pre-Plans.
Pre-Plans - Delete All: Allows user to Delete ANY Pre-Plans.

Video

Step-by-Step Guide

1. After a user has created or edited a pre-plan, they should select the Submit button.

2. Users with the publish permission can locate submitted pre-plans needing review by navigating to Pre-Planning Pre-Plan Organizer or Pre-Plan List.

3. Any Pre-Plan(s) needing review can be found by selecting "Pending Approval" in the Status dropdown and then selecting the Search button.

Pre-Plan List

Pre-Plan Organizer

4. To review the pre-plan, select the edit icon

5. After reviewing the Pre-Plan, the Reviewer has the ability to Publish, Reject, or Cancel within the Pre-Plan editing view.

6. The Pre-Plan can also be Published or rejected without being reviewed by selecting the approve icon

, or reject the pre-plan by selecting the 'X' icon

7. If the pre-plan is Published, the reviewer can enter feedback to the user who submitted the pre-plan for approval.

8. If the pre-plan is Rejected, the reviewer can enter feedback to the user who submitted the pre-plan for approval.

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Warning:

If "Retain the associated pre-plan - Unchecking this box will delete all changes submitted" is selected, the pre-plan will go into a Draft status, if it is unselected, the pre-plan will go into a Rejected status and any changes made since the last Published status will be deleted.

9. The user that submitted the Pre-Plan will automatically receive an e-mail with the feedback and a link to edit the pre-plan if rejected.

10. If enabled by your Pre-Plan Administrator, after selecting Publish a Validation Modal will appear. This allows for the Pre-Plan to be a credited to a specific user. This can be used when a Pre-Plan is completed using a Unit login but needs to be credit to a specific user.

11. Any feedback can also be viewed within the notes area of the Pre-Plan by selecting the Notes Icon.

Best Practices

Do's:

Review pre-plans promptly to maintain operational readiness
Provide specific, actionable feedback referencing department SOPs
Use the draft status option when rejecting to preserve user work
Maintain consistent review standards across all reviewers
Include positive reinforcement when approving quality pre-plans
Prioritize time-sensitive pre-plans for high-risk or new properties

Don'ts:

Don't provide vague feedback that doesn't help users improve
Don't delay reviews unnecessarily, impacting workflow efficiency
Don't use full rejection with deletion unless absolutely necessary
Don't approve pre-plans that don't meet department standards
Don't skip the feedback window, even for quick approvals/rejections

Tips:

Create a review checklist based on your department's pre-plan standards
Use the Notes area to track feedback history for reference
Establish clear turnaround time expectations with your team
Consider batch reviewing multiple pre-plans for efficiency

Troubleshooting & FAQs

Q: Why can't I see the Publish button on my pre-plan?
A: When the review process is enabled, end users only have access to the Submit button. Only reviewers with publish permissions can publish pre-plans.

Q: Where can I find my feedback after a pre-plan is reviewed?
A: Reviewer feedback is sent via email and also displayed in the Notes area of the pre-plan.

Q: What happens if I uncheck the box when rejecting a pre-plan?
A: This fully rejects the pre-plan and deletes all submitted edits. The user must start over from the last approved version (or from scratch for new pre-plans).

Q: Can I approve/reject pre-plans without reviewing them in detail?
A: Yes, you can use the quick checkmark (approve) or X (reject) options, but you'll still need to complete the feedback window.

Q: What's the difference between draft status and full rejection?
A: Draft status preserves the user's work and allows modifications. Full rejection deletes all edits and requires starting over.

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Knowledge Center

Pre-Plans: Review Process