Purpose Statement
This article explains how to configure Inspection, Testing, and Maintenance (ITM) Compliance Checks based on the status of each individual system within a submitted ITM report.
Configuring these settings allows your agency to automatically send notifications, schedule compliance checks, and assign inspectors according to each system's status. This helps improve response times, accountability, and regulatory compliance.
Background Information
When a service provider submits an ITM report, the report may contain multiple systems, such as:
- Fire alarm
- Sprinkler
- Suppression
ITM Setup allows agencies to configure automation based on the status of each system. Depending on the configuration, the system can:
- Send email notifications to designated personnel.
- Automatically schedule a compliance check.
- Assign the compliance check to designated inspectors.
- Define when the compliance check should be scheduled, such as Today.
Important: Compliance checks are scheduled per individual system, not per overall ITM report. If an ITM report contains multiple systems, each system is evaluated independently according to its status.
Available system statuses include:
- Compliant
- Non-Critical Deficiency
- Critical Deficiency
- Impairment
Automation can apply when a system is initially submitted and when its status is later updated.
Required Permissions
Users must have the appropriate permissions to access ITM and configure ITM Setup.
Permission requirements can vary based on your agency's configuration and assigned roles. If you cannot access ITM Setup or modify its settings, contact your system administrator to verify your permissions.
Video
Step-by-Step Guide
Step 1: Navigate to ITM Setup
- Select the First Due logo in the top navigation.
- From the dropdown menu, select ITM.
- Select ITM Setup.
Step 2: Configure Initial System Status Notifications
- Locate the Initial System Status section.
- Review the available system statuses:
- Compliant
- Non-Critical Deficiency
- Critical Deficiency
- Impairment
- For each applicable status, configure the desired automation settings, including:
- Email notification recipients
- Whether a compliance check should be scheduled
- Inspectors who should be assigned to the compliance check
- When the compliance check should be scheduled, such as Today
For example, when a system is submitted with an Impairment status, your configuration can:
- Send an email notification to designated personnel.
- Automatically schedule a compliance check.
- Assign the compliance check to specific inspectors.
- Schedule the compliance check for Today.
Step 3: Understand Compliance Check Scheduling Logic
Before creating a new compliance check, the system evaluates whether a compliance check already exists for the individual system.
A new compliance check is scheduled when:
- There are no prior compliance checks for the system, or
- The existing compliance check has a Scheduled status.
A new compliance check is not created when an existing compliance check has one of the following statuses:
- In Progress
- Ready to Review
- Completed
This logic helps prevent duplicate compliance checks from being created for the same system.
Best Practices
- Assign specific inspectors when configuring automated compliance checks to help establish clear responsibility.
- Consider same-day scheduling for high-priority statuses, such as Impairment, when appropriate for your agency's procedures.
- Review notification recipients regularly to ensure the appropriate personnel receive system status alerts.
- Configure automation according to the level of response required for each system status to avoid unnecessary compliance checks.
- Periodically review ITM automation settings to ensure they remain aligned with your department's SOPs and compliance processes.
- Remember that automation applies to individual systems. A single ITM report containing multiple systems may result in different actions for each system.
Troubleshooting & FAQs
Why was a new compliance check not created after a system status update?
A new compliance check is not scheduled when an existing compliance check for that system has a status of In Progress, Ready to Review, or Completed. A new check is scheduled only when there is no prior compliance check or the existing check is in Scheduled status.
Are compliance checks scheduled per ITM report or per system?
Compliance checks are scheduled per individual system. If an ITM report contains multiple systems, each system is evaluated independently based on its status.
Who determines the initial system status?
The service provider submitting the ITM report selects the initial system status.
Can notification settings be customized by system status?
Yes. Notification and scheduling behavior can be configured according to the applicable system status.
Can multiple compliance checks be created from one ITM report?
Because compliance checks are evaluated at the individual system level, systems within the same ITM report are evaluated independently. Whether a new compliance check is created also depends on the existing compliance check status for each system.