Purpose Statement

Automatic Compliance Checks streamline follow-up for ITM (Inspection, Testing, and Maintenance) submissions by allowing departments to automatically schedule inspections based on an ITM report’s Initial System Status.

Departments can configure workflows for statuses such as Compliant, Non-Critical Deficiency, Critical Deficiency, and Impairment. These workflows can flag submissions as pending, notify designated users, and automatically schedule a Compliance Check.

Compliance Checks are tracked as a series, allowing departments to distinguish the initial inspection from subsequent reinspections while preventing duplicate inspections.

Background Information

When an ITM report is received, the department can establish workflows that determine what happens based on the report’s Initial System Status.

For example, a department may configure a Critical Deficiency to:

• Flag the ITM submission as Pending.
• Send an email notification to designated users.
• Automatically schedule a Compliance Check.
• Assign the inspection to a selected user.
• Schedule the inspection as Will Call, for the current day, or after a specified number of days.

The ITM Reports list includes three columns for monitoring this process:

• Compliance Check Type — Displays the inspection checklist associated with the ITM report.
• Compliance Check Number — Identifies the inspection round. The initial Compliance Check has no reinspection suffix, while subsequent inspections are identified as Reinspection 1, Reinspection 2, and so on.
• Inspection Status of Compliance Check — Displays the current status of the latest inspection in the Compliance Check series.

Possible statuses shown include Scheduled, In Progress, Ready to Review, Completed, Completed with Failures, Completed with Citations, and Cancelled.

For multi-system ITM submissions, each system row displays its own latest Compliance Check status rather than sharing the same status across all systems. This allows each system within an occupancy to be tracked independently.

Duplicate Compliance Check Prevention

A new automatic Compliance Check is created only when a prior Compliance Check does not already exist. If an applicable Compliance Check is already Scheduled, In Progress, Ready to Review, or Completed, the system does not schedule another one.

This prevents duplicate inspections and allows the series to progress from the initial Compliance Check to Reinspection 1, Reinspection 2, and subsequent reinspections as needed.

Required Permissions

Users need appropriate permissions based on whether they are configuring the ITM workflow, reviewing submitted ITM reports, or conducting Compliance Check inspections.

ITM Access and Configuration

Users responsible for configuring or managing the ITM workflow need access to:

• ITM — Access the ITM module and ITM Reports.
• ITM Setup — Access and configure ITM Setup, including Initial Notifications, Pending Reasons, and automatic Compliance Check settings.
• Approve/Reject ITM Reports — Review submitted ITM reports and approve or reject submissions as part of the department's review workflow.

Inspection Type Access

Users responsible for configuring Compliance Checks need access to:

• Inspection Types — Access the Inspection Types used when configuring the automatic Compliance Check workflow.

Conducting Compliance Check Inspections

Inspectors completing automatically generated Compliance Checks need the appropriate inspection permissions to:

• Access the assigned Compliance Check Inspection Type.
• Open and conduct the Compliance Check inspection.
• Complete the inspection or Submit the inspection for review, depending on the department's inspection workflow.

Note: Required permissions may vary based on the user's responsibilities. Administrators configuring the workflow need access to ITM Setup and Inspection Types, while inspectors conducting Compliance Checks need the appropriate permissions to access and complete or submit the assigned inspection.

Video

Step-by-Step Guide

Part 1: Understanding ITM Reports and Compliance Check Tracking

1. Navigate to ITM Reports

   
   
    

2. Display the Compliance Check columns

   From the ITM Reports list, select Columns and make sure the following columns are displayed:

   • Compliance Check Type
   • Compliance Check Number

   • Inspection Status of Compliance Check

     
     
      

3. Review the Compliance Check Type

   Use Compliance Check Type to identify the inspection checklist associated with the ITM report.

   
   
    

4. Review the Compliance Check Number

   Use Compliance Check Number to determine where the inspection falls within the Compliance Check series.

   The initial Compliance Check has no reinspection suffix. Subsequent rounds progress through Reinspection 1, Reinspection 2, and so on.

   
   
    

5. Review the latest inspection status

   Use Inspection Status of Compliance Check to identify the current status of the latest inspection associated with the system.

   For multi-system ITM reports, review each system separately because each system displays its own latest Compliance Check status if it is required.

   
    

Part 2: Filter ITM Reports by Initial System Status

6. Open the ITM Reports Saved Views or Filter

    

7. Filter by Initial System Status

   Select Initial System Status, and then choose the status you want to review.

   For this example, select Critical Deficiency.

   
    

8. Review the filtered submissions

   Review the resulting ITM reports and their current statuses.

   Depending on the department’s configuration, a Critical Deficiency can be flagged as Pending, generate a notification, and automatically schedule a Compliance Check.

   

Part 3: Configure Automatic Compliance Checks

9. Navigate to ITM Setup

   
   
    

10. Open Initial Notifications

    Within ITM Setup, navigate to Initial Notifications.

    
    
     

11. Select an Initial System Status

    Configure the desired workflow under the applicable status:

    • Compliant
    • Non-Critical Deficiency
    • Critical Deficiency
    • Impairment

    For this example, select Critical Deficiency.

    
    
     

12. Configure notifications

    Add the users or notification recipients who should be notified when an ITM report with the selected Initial System Status is received.

    
    
     

13. Enable the Compliance Check

    Configure the selected Initial System Status to automatically schedule a Compliance Check.

    
    
     

14. Select the Inspection Type

    Choose the Inspection Type that should be used for the Compliance Check.

    In the training example, System Compliance Check is used.

    
    
     

15. Assign the Compliance Check

    Select the appropriate assignment for the automatically scheduled inspection.

    
    
     

16. Configure scheduling

    Determine when the Compliance Check should be scheduled.

    The demonstrated configuration options include:

    • Will Call
    • Same-day scheduling
    • A specified number of days after submission

    Will Call can be particularly useful because inspectors can filter their inspection list for these inspections when organizing their workload.

    
     

Part 4: Configure Pending Reasons

17. Review Pending Reasons

    From ITM Setup, review the Pending Reasons configuration. (See KBA on Pending Reason for more information)

    
    
     

18. Determine which statuses should be pending

    Configure which Initial System Statuses should cause incoming ITM submissions to be flagged as pending.

    For example, a department could choose to flag Critical Deficiency and Impairment submissions as pending while handling Compliant or Non-Critical Deficiency submissions differently.

    

Part 5: Locate and Conduct a Compliance Check

19. Navigate to the Inspections List

    Click the First Due logo, navigate to Inspections, and open the Inspections List.

    
    
     

20. Filter by Inspection Type

    Filter the list using the Inspection Type configured for the automatic Compliance Check.

    For example, select Compliance Check.

    
     

21. Locate the Compliance Check

    Find the automatically scheduled Compliance Check associated with the ITM submission.

    
    
     

22. Start or continue the inspection

    Select the Play button for the scheduled Compliance Check to begin or continue the inspection.

    
    
     

23. Open the ITM Report section

    While completing the Compliance Check, locate the ITM Report section at the bottom of the inspection.

    
    
     

24. Review the associated ITM submission

    Select ITM Report.

    The system opens the ITM report information filtered to the occupancy associated with the inspection, allowing the inspector to review the source submission while completing the Compliance Check.

    
     

Part 6: Understand What Happens When an ITM Submission Is Rejected

25. Reject the ITM submission when appropriate

    If an ITM submission that triggered an automatic Compliance Check is rejected, the automatically created inspection may be removed because it is no longer applicable.

    
    
     

26. Check the Compliance Check status

    Only automatically created inspections that remain in Scheduled status are deleted when the associated ITM submission is rejected.

    Compliance Checks that have already moved to In Progress or have been Completed are not deleted.

    
    
     

27. Process a resubmitted ITM report

    When the service provider resubmits the ITM report, a new Compliance Check can be scheduled if:

    • The submission meets the configured workflow criteria.
    • An applicable active Compliance Check does not already exist.

Best Practices

• Configure Initial Notifications based on your department’s operational policies rather than applying the same workflow to every Initial System Status.
• Use a dedicated Compliance Check Inspection Type to make automatically generated inspections easier to locate and filter.
• Use Will Call when inspection dates need to remain flexible.
• Review Pending ITM reports regularly so deficiencies requiring follow-up do not remain unresolved.
• Use the Compliance Check Number to distinguish the initial inspection from subsequent reinspection rounds.
• For multi-system submissions, review each system independently because Compliance Check status is tracked separately.
• Before expecting another Compliance Check to be generated, verify that an existing inspection is not already Scheduled, In Progress, Ready to Review, or Completed.
• Review the associated ITM report from within the inspection when additional context is needed before documenting Compliance Check findings.

Troubleshooting & FAQs

Why wasn't another Compliance Check automatically scheduled?

Check whether an applicable Compliance Check already exists. The system prevents another automatic Compliance Check when one is already Scheduled, In Progress, Ready to Review, or Completed.

Why do two systems from the same ITM submission show different Compliance Check statuses?

This is expected for multi-system ITM submissions. Each system row displays its own latest Compliance Check status, allowing each system’s compliance process to be tracked independently.

How can I tell whether a Compliance Check is an initial inspection or a reinspection?

Review the Compliance Check Number. The initial Compliance Check has no reinspection suffix. Follow-up inspections are identified as Reinspection 1, Reinspection 2, and so on.

How can inspectors quickly locate automatically generated Compliance Checks?

From the Inspections List, filter by the Inspection Type configured for the Compliance Check workflow. In the training example, the Inspection Type is System Compliance Check.

What happens to an automatically created Compliance Check if the ITM report is rejected?

If the automatically generated inspection is still Scheduled, it is deleted because it is no longer applicable. Inspections that are already In Progress or completed are not deleted.

Can another Compliance Check be created after the service provider resubmits a rejected ITM report?

Yes. A new inspection can be scheduled if the resubmission meets the configured workflow criteria and there is no existing applicable active Compliance Check.

Can departments configure automatic Compliance Checks for statuses other than Critical Deficiency?

The supplied training demonstrates configuration options for Compliant, Non-Critical Deficiency, Critical Deficiency, and Impairment. The department can establish its workflow based on the applicable Initial System Status.