Purpose Statement
The ITM (Inspection, Testing, and Maintenance) Report submission feature in the Business Portal allows service providers to create and submit fire protection system inspection reports directly to an Authority Having Jurisdiction (AHJ).
Using the Business Portal helps ensure inspection information, system statuses, deficiencies, supporting documentation, and property information are submitted to the appropriate AHJ for review. This provides a centralized process for managing ITM submissions and maintaining inspection records.
Background Information
Service providers performing fire protection system inspections may be required to submit inspection reports to the local Authority Having Jurisdiction (AHJ) for compliance and documentation purposes.
Through the Business Portal, service providers can:
- Create ITM submissions for properties within an AHJ's jurisdiction
- Select an existing property or request to add a new address
- Add one or multiple inspected systems to an ITM submission
- Document system statuses and deficiencies
- Add property contact information and comments
- Attach supporting inspection documentation
- Save an incomplete submission as a draft
- Submit completed ITM reports to the AHJ
The available Types of Service and other submission options are configured by the AHJ and may differ between jurisdictions.
When a new property address is added, the address will display as Pending AHJ Approval. You can continue creating the ITM report while the address is pending approval.
Required Permissions
Users must have the appropriate Business Portal access and permissions to create and submit ITM reports.
The exact permissions and functionality available to a user may vary based on the Business Portal and AHJ configuration.
Video
Step-by-Step Guide
1. Sign In to the Business Portal
- Navigate to the Business Portal login page.
Sign in using your service provider credentials.
2. Start a New ITM Submission
Select Add ITM in the upper-right area of the page.
- The ITM submission page opens, allowing you to select the property associated with the inspection.
3. Select or Add the Property Address
- Search for the address or location where the inspection was completed.
- If you have previously used the property, select it from the available results.
- If the property is not available, select Add New.
Select the appropriate Authority Having Jurisdiction (AHJ). Service providers working in multiple jurisdictions may have multiple AHJs available.
- Enter the required business and property information.
- Save the new property information.
When a new address is created, it will display as Pending AHJ Approval. You can continue creating the ITM submission while the address is pending approval.
5. Add a System
- Locate the systems section.
- Select Add to begin entering information for an inspected system.
- Complete the applicable system information
6. Enter System Identification Information
Enter the applicable identification information for the inspected system, including:
- Occupancy ID
- System ID
Use the appropriate identifiers for the property and system being inspected.
7. Select the Type of Service
- Open the Type of Service field.
Select the appropriate service performed, such as a quarterly or other configured inspection.
The available service types are configured by the AHJ, so the options displayed may differ between jurisdictions.
8. Select the Type of System
- Open the Type of System field.
- Select the fire protection system that was inspected.
- Confirm that the selected system corresponds to the inspection documentation being submitted.
9. Select the System Status
Select the status that reflects the results of the inspection.
Available statuses may include:
- Compliant
- Non-Critical Deficiency
- Critical Deficiency
- Impairment
Choose the status that accurately represents the condition of the inspected system.
10. Add Deficiencies, If Applicable
If deficiencies were identified during the inspection, enter the applicable deficiency information in the system record.
Ensure the deficiency information accurately reflects the inspection findings and corresponds with the supporting inspection documentation.
11. Enter Property Contact Information
Enter the applicable contact information for the property.
Provide accurate information so the property contact associated with the ITM submission can be identified.
12. Add Comments
Enter any applicable inspection notes or additional information in the Comments field.
Use comments to provide the AHJ with relevant context that may assist with reviewing the submission.
13. Add Attachments
Add the necessary supporting documentation in the Attachments section.
Ensure the appropriate ITM inspection report and any other required documentation are attached before submitting the report.
14. Update the System
- Review the system information for accuracy.
- Select Update System.
Confirm that the system now appears within the ITM submission.
You can add additional systems to the ITM submission as needed.
15. Save the ITM as a Draft, If Needed
If you are not ready to submit the ITM report, select Save as Draft.
Saving the submission as a draft allows you to return and complete it later.
Before submitting, you can also make changes to the systems included in the ITM, including deleting a system or adding additional systems.
16. Confirm the Submission
- Review the information entered in the ITM report.
- Select Confirm Submission.
The system saves the ITM report and directs you to the submission page.
17. Pay and Submit the ITM Report
If a fee applies to the ITM submission, the submission page provides the option to pay using ITM Credits.
- Review any applicable submission fee.
- Confirm that sufficient ITM Credits are available, if payment is required.
- Select Pay and Submit.
The ITM report is submitted to the AHJ.
For additional information about obtaining ITM Credits, refer to the Knowledge Base content covering purchasing ITM Credits.
Best Practices
- Verify the AHJ before entering property information. Service providers may work with multiple jurisdictions, so make sure the correct AHJ is selected for the property.
- Review AHJ reference information. Submission requirements and available options can vary between jurisdictions.
- Verify system information before updating. Confirm the Type of Service, Type of System, status, and other identifying information match the inspection performed.
- Document deficiencies accurately. Deficiency information should correspond with the findings documented during the inspection.
- Include complete supporting documentation. Make sure the necessary attachments are included before submitting the ITM report.
- Use comments to provide additional context. Clear comments can provide the AHJ with information that may be helpful during review.
- Save as a draft when necessary. If information or documentation is still needed, save the ITM as a draft and return to it when the submission is ready.
- Review the complete submission before confirming. Check property, system, contact, deficiency, comment, and attachment information for accuracy.
Troubleshooting & FAQs
Why does the property show "Pending AHJ Approval"?
A newly added property address requires approval from the Authority Having Jurisdiction. You can continue creating the ITM submission while the address is pending approval.
Why does my Type of Service list look different from the options shown in the training video?
Types of Service are configured by the AHJ. Available options may therefore differ between jurisdictions.
Can I add multiple systems to an ITM submission?
Yes. You can add multiple systems to the ITM submission as needed.
Can I save an ITM report and finish it later?
Yes. Select Save as Draft to save the ITM submission and return to it later.
Can I remove a system before submitting the ITM report?
Yes. Systems can be deleted from the ITM before the submission is completed.
Why am I being asked to pay when submitting an ITM report?
An ITM submission may have an associated fee. When applicable, payment can be completed using ITM Credits from the submission page.
Where can I learn how to purchase ITM Credits?
Refer to the Knowledge Base content covering purchasing ITM Credits for instructions on obtaining credits for ITM submissions.