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Business Portal - How to View, Edit, Update System Status in ITM Reports

Purpose Statement

The ITM (Inspection, Testing, and Maintenance) Report workflow in the Business Portal allows service providers to respond to feedback from an Authority Having Jurisdiction (AHJ) and update the status of a previously submitted system.

When an AHJ identifies an issue with an ITM report, the service provider can review the AHJ's communication, verify the original report and attachments, indicate whether the issue has been resolved, provide comments, upload supporting documentation, and submit the update back to the AHJ.

Background Information

After ITM reports are submitted to an AHJ, service providers may need to make updates to systems associated with reports in a Submitted or Approved status.

For example, an AHJ may identify a discrepancy between the system status selected by the service provider and the information contained in the attached inspection report. The service provider can review the AHJ's communication and determine whether to:

  • Agree with the AHJ and resolve the issue
  • Maintain the original system status when the service provider does not agree with the AHJ's assessment
  • Provide comments explaining the response
  • Upload an attachment supporting the update
  • Submit the system update back to the AHJ

The Business Portal maintains the attachments associated with the system so supporting documentation can be tracked throughout the process.

Required Permissions

Users must have appropriate Business Portal access as a service provider and access to ITM Reports.

The exact permissions required to update ITM system statuses were not identified in the provided workflow.

Video

Step-by-Step Guide

1. Navigate to ITM Reports

  1. Sign in to the Business Portal.



     

  2. Navigate to ITM Reports.



     

  3. Locate the ITM report that requires an update.

Reports requiring system updates may be in an Approved or Submitted status.



 

2. Open the ITM Report

  1. Select the applicable ITM report.

  2. Review the systems associated with the report.
  3. Locate the system that requires attention.


3. Review the AHJ Communication

  1. Select the Information (i) icon associated with the system.

  2. Review the communication provided by the AHJ.

The AHJ's communication provides information about the issue that needs to be reviewed or corrected. For example, the AHJ may identify that the status selected for a system does not match the status shown in the attached inspection report.


4. Review the Existing Attachment

  1. Review the attachment associated with the system.
  2. Confirm that the correct inspection documentation was originally uploaded.
  3. Compare the attachment with the AHJ's comments to determine the appropriate response.

If the incorrect document was originally attached, use the correct supporting documentation when completing the system update.


5. Return to the System

After reviewing the AHJ communication and supporting documentation, select Dismiss to close the communication and return to the system details.


6. Select Update System Status

  1. Locate the system that requires an update.
  2. Select the Check icon for Update System Status.

  3. The system status update window opens.


7. Determine Whether the Issue Is Resolved

Review the AHJ's request and determine whether you agree with the requested change.

If you agree with the AHJ and have made the necessary correction, indicate that the issue has been resolved.

If you do not agree with the AHJ's assessment, indicate that the issue is not resolved and maintain the appropriate system status.

For example, if the AHJ believes a system should be compliant but the service provider confirms that a critical deficiency exists, the service provider can maintain the Critical Deficiency status and provide supporting information.


8. Review the Status Update Date

The current date automatically populates when completing the system status update.

Review the date before continuing.


9. Enter Comments

Enter comments explaining the update or response to the AHJ.

Comments should clearly describe the action taken or explain why the original status should remain unchanged.

Examples may include:

  • The AHJ's requested update was completed.
  • The original system status is correct.
  • The incorrect inspection report was originally attached.
  • A corrected attachment has been provided.


10. Upload an Attachment

An attachment is required when submitting the system status update.

  1. Locate the attachment area.
  2. Upload the documentation supporting the system update.
  3. Confirm that the correct file has been attached.

The attachment must be uploaded as part of the update even when you are providing the same attachment used previously. This maintains a consistent record of the attachments provided during each stage of the system update process.


11. Review the Update

Before submitting, verify that:

  • The appropriate resolution was selected
  • The system status is accurate
  • Comments clearly explain the response
  • The required attachment has been uploaded
  • The supporting documentation corresponds with the system being updated


12. Update and Submit

  1. Select Update and Submit.
  2. The system update is submitted.
  3. The AHJ receives the updated system information for review.

Best Practices

  • Review the AHJ's communication first. Use the Information icon to understand exactly what the AHJ is requesting before making changes.
  • Compare the system status with the inspection report. Verify that the status entered in the Business Portal accurately reflects the supporting documentation.
  • Do not change a status solely to match the AHJ's request if it is inaccurate. If the original status is correct, indicate that the issue is not resolved and provide information supporting the original status.
  • Use clear comments. Explain what was changed or why the existing system status remains appropriate.
  • Verify attachments carefully. Make sure the documentation being uploaded belongs to the correct property, system, and inspection.
  • Re-upload the supporting attachment when responding. An attachment is required for the system status update, even when the same document was previously provided.
  • Review everything before selecting Update and Submit. Accurate statuses, comments, and attachments help provide the AHJ with the information needed to evaluate the response.

Troubleshooting & FAQs

How do I see what the AHJ wants me to correct?

Select the Information (i) icon associated with the system to review communication from the AHJ.

Which ITM reports can require system updates?

Based on this workflow, service providers may need to update systems associated with reports in an Approved or Submitted status.

What should I do if I agree with the AHJ's requested change?

Complete the necessary correction, indicate that the issue has been resolved, provide comments, upload the required attachment, and select Update and Submit.

What if I do not agree with the AHJ's assessment?

You can indicate that the issue is not resolved and maintain the appropriate system status. Include comments explaining why the original status is correct and provide supporting documentation.

What if I originally uploaded the wrong inspection report?

Upload the correct supporting attachment when completing the system status update and use the comments to explain the correction.

Do I need to upload another attachment if the original attachment was correct?

Yes. An attachment is required when completing the system status update. The same attachment can be uploaded again when appropriate.

Why do I need to upload the attachment again?

Re-uploading the attachment provides a consistent record of the documentation submitted as part of the system status update.

How do I send my response back to the AHJ?

After completing the status update, comments, and required attachment, select Update and Submit. The updated system information is then provided to the AHJ.