Purpose Statement
This guide provides step-by-step instructions for service providers to create, complete, and submit ITM (Inspection, Testing, and Maintenance) reports through the Business Portal. The process covers location selection, system detail entry, file attachments, and submission to the Authority Having Jurisdiction (AHJ), enabling efficient compliance reporting and streamlined communication between service providers and fire departments.
Background Information
ITM reports are critical compliance documents that fire protection service providers must submit to fire departments after performing inspection, testing, and maintenance services on fire protection systems. The Business Portal streamlines this process by providing a digital platform where service providers can submit reports directly to the AHJ, eliminating paper-based processes and reducing processing times.
The system supports multiple systems per report, allows file attachments, provides AHJ-specific guidance, and includes filtering capabilities for efficient report management. Reports can be saved as drafts for completion over time or submitted immediately upon completion.
Key Features:
- Address validation and auto-population for jurisdiction locations
- AHJ reference materials and guidance integration
- Multiple system entries per report
- File attachment capabilities for supporting documentation
- Draft saving functionality for incomplete reports
- Integrated payment processing for submission fees
Required Permissions
Business Portal User Account: Active registration with enabled ITM work type
- ITM Manager - Full Access or ITM User - Submit Reports Only: Required to create and submit ITM reports
- Payment Authorization: Access to business credit balance or payment method for submission fees
Video
Step-by-Step Guide
Step-by-Step Guide
1. Sign In to the Business Portal.
2. Ability to filter list and pare down information. Click on Filter to see options.
3. Select filtering criteria to narrow your search down.
4. Click on Columns to customize the visible columns in your ITM List.
5. To create a new ITM Report click on "Add ITM".
6. Enter the address for the location you are providing service for.
7. Addresses should auto populate for the jurisdiction you are working within.
8. Reference Area: This area provides you with guidance from the AHJ on workflows associated to ITM Report Submission.
The AHJ is able to provide attachments and links to webpages with additional resources.
9. Click on "+Add" to add a system for this ITM report.
10. Enter the Date of Service.
11. Enter the next Service Date.
12. ITM Occupancy ID Number: utilize this area to capture internal ID numbers for ITM Reports.
13. Enter System ID if applicable (not required).
14. Select Type of Service from the dropdown
This list is developed by the AHJ.
15. Select the Type of System you are working on.
16. Select the Status of the system.
17. Enter Contact Information for the Occupancy Owner.
18. Enter a Comment for the System (required).
19. Click on "+ Add" to upload attachment. This is the area when you can upload your ITM Report.
20. Once you have entered all required information you can click on "Add System" to add this system to the ITM Report.
21. You can continue adding Systems to this report by clicking "+ Add" next to Systems.
22. Once you have completed your ITM Report you can click on "Confirm Submission".
You also have option to click on "Save Draft" to continue working on this report prior to submission.
23. You will be directed to the modal that confirms your submission and payment.
Once you confirm your submission click on "Pay & Submit"
24. You will receive confirmation that "ITM Report Saved".
25. From the ITM list your ITM Report will now show an ITM Status of "Submitted".
Best Practices
Report Organization
- Plan System Entries: Gather all system information before beginning report creation
- Use Consistent Naming: Maintain standardized system IDs and descriptions across reports
- Complete Address Information: Ensure addresses are complete and validated to prevent processing delays
Documentation Standards
- Detailed Comments: Provide comprehensive system comments that clearly describe services performed
- Quality Attachments: Upload clear, legible ITM reports and supporting documentation
- Organize Files: Use descriptive file names for easier reference and AHJ review
Workflow Efficiency
- Use Draft Functionality: Save incomplete reports to avoid data loss during complex entries
- Review AHJ Guidance: Check reference materials before submission to ensure compliance with local requirements
- Verify Before Submission: Double-check all information before final submission to prevent rejections
Troubleshooting & FAQs
Address and Location Issues
Q: The address I need isn't showing in the auto-population
A: Verify you're entering the complete, correct address. If the location is new or recently constructed, it may not be in the system yet.
View the related - Business Portal - How to add a new location
Q: I'm working in multiple jurisdictions - why can't I see all addresses?
A: Address auto-population is filtered by the jurisdiction you're currently working within. Ensure you're accessing the correct AHJ's portal for the service location.
System Entry Problems
Q: Required fields are preventing me from adding a system
A: All required fields (Date of Service, System Comment, Status, etc.) must be completed. Check for any empty required fields and ensure all dropdown selections are made.
Q: File upload is failing or taking too long
A: Ensure your files are in supported formats and under size limits. Check your internet connection and try uploading files individually rather than in batches.
Payment and Submission Issues
Q: My submission failed during payment processing
A: Verify your business has sufficient credit balance or valid payment method on file. Contact support if payment processing continues to fail.
Q: I submitted a report but don't see confirmation
A: Check your ITM report list for status updates. Reports should show "Submitted" status after successful submission. Browser issues may require a page refresh to display updated status.
Draft and Data Management
Q: My draft disappeared or won't load
A: Drafts are automatically saved periodically, but manual saving is recommended. If drafts are lost, they may have timed out due to inactivity. Contact support for data recovery assistance.
Q: Can I modify a submitted report?
A: Submitted reports cannot be edited. If corrections are needed, contact the AHJ directly or create a new report with corrected information if instructed to do so.