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ITM Reports: Resolve and make changes to ITM Reports

Purpose Statement

This guide explains how to resolve or make changes to the Initial System Status on ITM Reports within First Due.

Fire department personnel can use this functionality to document whether a reported fire protection system deficiency has been resolved or remains outstanding. Updating the status helps maintain an accurate record of the system's current condition while preserving the status originally reported on the ITM submission.

Background Information

Initial System Status tracking allows fire departments to monitor fire protection system deficiencies from identification through resolution. When a service provider submits an ITM Report identifying a system issue, the Initial System Status records the condition reported at the time of submission.

After follow-up or a compliance check, the AHJ can update the report to indicate whether the issue has been Resolved or remains Not Resolved.

The update does not replace the Initial System Status. Instead, the Current System Status reflects the latest resolution status. This allows personnel to compare the originally reported condition with the system's current status and maintain a record of the remediation process.

Required Permissions

Access to ITM Reports and the ability to update system statuses depend on the permissions assigned to your First Due user account.

The specific permission names required for this workflow have not been verified from the available information. If you can view an ITM Report but cannot access the status update controls shown in this guide, contact your First Due administrator to confirm that your role has the appropriate ITM Reports permissions.

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Step-by-Step Guide

1. Navigate to ITM Reports

  • Click ITM from the main navigation menu.
  • Click ITM Reports from the submenu.



2. Filter and Select an ITM Report

  • Click Filter to access the available filtering options.
  • Select AHJ Status from the available filter categories.
  • For this example, select Approved to display reports that have an Approved AHJ Status.
  • Review the filtered results and identify the report you want to update.
  • Click the eye icon next to the applicable report.



3. Access the Status Update

  • Review the systems associated with the selected ITM Report.
  • Locate the system whose status needs to be updated.
  • Click the check icon for the applicable system.
  • The status update window opens for the selected system.
  • Review the system information before making changes to ensure you are updating the correct system.



4. Update and Submit the System Status

  • Select the status that accurately reflects the current condition of the system:
    • Resolved — Select when the reported deficiency has been corrected.
    • Not Resolved — Select when the reported issue remains unresolved or is continuing.
  • Enter a comment describing the status update. Comments are required before the update can be submitted.
  • When applicable, include information that helps document the resolution or current condition of the system.
  • Add supporting attachments if needed. Attachments are optional and are not required to submit the status update.
  • Review the selected status and comments for accuracy.
  • Click Update & Submit to save the status change.



5. Dismiss the Status Update

  • After the ITM status has been saved, click Dismiss to close the status update window and return to the ITM Reports list.



6. Verify the Current System Status

  • Locate the report that was updated.
  • Review the Initial System Status and Current System Status.
  • Confirm that the Initial System Status continues to display the condition originally reported on the ITM submission.
  • Confirm that the Current System Status reflects the status you just submitted.
  • For example, an ITM Report originally submitted with an Initial System Status of Critical Deficiency can display a Current System Status of Resolved after the deficiency has been corrected.

Important: Updating the resolution status does not replace the Initial System Status. The Initial System Status preserves the originally reported condition, while the Current System Status reflects the latest resolution status.

Best Practices

Verify the system condition before updating the status.

  • Confirm that the reported deficiency has been corrected before selecting Resolved.
  • Review available information from the compliance check or other supporting documentation before making the change.

Document the update with meaningful comments.

  • Comments are required when submitting the status update.
  • Include enough information to explain why the system is being marked Resolved or Not Resolved.
  • Follow your department's documentation standards when entering comments.

Use attachments when additional documentation is helpful.

  • Attachments are optional.
  • Consider including supporting documentation when it provides useful evidence or context for the resolution.

Understand Initial versus Current System Status.

  • Initial System Status represents the condition originally reported on the ITM submission.
  • Current System Status represents the latest resolution status recorded by the AHJ.
  • Do not expect the Initial System Status to change when a deficiency is resolved.

Verify changes after submitting.

  • Return to the ITM Reports list after completing the update.
  • Confirm that the Current System Status reflects the change you submitted.

Troubleshooting & FAQs

I don't see the check icon for updating the system status.

Your user account may not have access to the status update functionality. Contact your First Due administrator to confirm that your role has the appropriate ITM Reports permissions.

Why can't I submit the status update?

Verify that you have selected a resolution status and entered a comment. Comments are required as part of the status update workflow.

Are attachments required when resolving a deficiency?

No. Attachments are optional. You can add supporting documentation when appropriate, but an attachment is not required to submit the status update.

Why does the Initial System Status still show Critical Deficiency after I resolved the issue?

The Initial System Status represents the condition originally reported on the ITM submission and is preserved as part of the record. After resolving the deficiency, the Current System Status should reflect Resolved while the Initial System Status continues to show the originally reported condition.

What is the difference between Resolved and Not Resolved?

Select Resolved when the reported deficiency has been corrected. Select Not Resolved when the issue remains outstanding or is continuing.

The updated status doesn't appear in the ITM Reports list.

Confirm that you selected Update & Submit when completing the status change. If necessary, refresh the ITM Reports page and review the Current System Status again.

What should I include in the comments?

Enter information that clearly documents the reason for the status update. Follow your department's documentation standards and include enough detail to explain the current condition or resolution.