Purpose Statement
The AHJ ITM Reports List View preserves and displays occupancy information associated with an Inspection, Testing, and Maintenance (ITM) report at the time the report was submitted or resubmitted.
This allows fire inspectors and other AHJ users to review historical ITM records without later occupancy changes altering the information associated with a previously submitted report. Maintaining point-in-time occupancy information supports accurate compliance reviews, audits, and historical recordkeeping.
Background Information
Occupancy information can change over time as businesses, addresses, property details, and jurisdictional assignments are updated.
Historical ITM reports need to reflect the occupancy information that applied when the report was submitted rather than automatically displaying newer occupancy information.
Historical occupancy information may include:
- Address
- Business Name
- Inspection District
- Inspection Zone
- Fire Zone
- Complex Name
- Parcel Number
When an ITM report is submitted, First Due associates the report with the applicable published pre-plan so the occupancy information can be retained for historical reporting.
If a rejected ITM report is later resubmitted, the report is associated with the current published pre-plan at the time of resubmission. As a result, occupancy information displayed for the report may change if the occupancy record changed between the original submission and the resubmission.
This functionality helps ensure that ITM records remain associated with the correct business, property information, and jurisdictional context for the applicable reporting period.
Required Permissions
Users must have access to the AHJ ITM Reports area of First Due.
Navigation:
Left Menu > ITM > ITM Reports
The specific user-role permission name required to access the ITM Reports List View was not included in the available feature documentation. If a user cannot access ITM Reports, an agency administrator should review the user's assigned role and ITM permissions.
Video
Step-by-Step Guide
Open the ITM Reports List
From the left navigation menu, select ITM > ITM Reports.
The ITM Reports List displays reports available to your AHJ.
Locate the ITM Report
Search, filter, or sort the ITM Reports List to locate the report you want to review.
Creating a Save View will help you find ITM reports for this function.
Occupancy-related information displayed in the list can include:
- Address
- Business Name
- Inspection District
- Inspection Zone
- Fire Zone
- Complex Name
Parcel Number
Review Historical Occupancy Information
For submitted or approved ITM reports, First Due displays the occupancy information associated with the pre-plan saved when the ITM was submitted or most recently resubmitted.
This means a historical report can display different occupancy information than the property's current occupancy record.
For example, if the business occupying a property changed after an ITM was submitted, the older ITM continues to display the business associated with the property when that report was submitted.
Review Reports Across Different Reporting Periods
When multiple ITM reports exist for the same property, compare the occupancy information associated with each report.
Reports from different time periods may display different:
- Business names
- Inspection districts
- Inspection zones
- Fire zones
- Complex names
- Parcel numbers
- Address information
These differences are expected when occupancy information changed between submissions.
Review a Rejected ITM
When an ITM report has a status of Rejected, occupancy information is based on the current published pre-plan.
If the service provider corrects and resubmits the report, First Due associates the resubmitted report with the published pre-plan applicable at the time of resubmission.
Review a Resubmitted ITM
After the service provider resubmits a rejected ITM, review the occupancy information again.
If occupancy information changed between the original submission and resubmission, the resubmitted ITM reflects the information applicable at the time of resubmission.
Filter or Sort Historical ITM Records
When using occupancy-related fields to filter or sort the ITM Reports List, First Due uses the occupancy information associated with each historical ITM record.
This allows reports from different periods to remain associated with their applicable point-in-time occupancy information rather than the property's current information.
Export ITM Report Information
When exporting the ITM Reports List to Excel or PDF, historical occupancy fields are retained in the exported results.
Review the exported file to see the occupancy information associated with each ITM at the applicable submission or resubmission point.
Best Practices
- Use the ITM Reports List when researching the historical compliance history of a property or business.
- Do not assume that an older ITM report will match the property's current occupancy record.
- When comparing multiple reports for the same address, review both the report date and occupancy information.
- Remember that a resubmitted ITM may contain newer occupancy information than the original submission because occupancy data is refreshed when the rejected report is resubmitted.
- Use historical Inspection District, Inspection Zone, and Fire Zone information when reviewing jurisdictional context for previous ITM activity.
- When performing an audit or compliance review, export the applicable ITM records when a separate record of the historical list data is needed.
- Avoid changing current occupancy information simply to make it match an older ITM. Historical ITM information is intentionally preserved separately from current occupancy information.
Troubleshooting & FAQs
Why does an older ITM show a different business name than the current occupancy?
The business associated with the property may have changed after the ITM was submitted. Submitted and approved ITMs retain the occupancy information associated with the applicable pre-plan at the time of submission or resubmission.
Why do two ITMs for the same address show different occupancy information?
Occupancy information may have changed between reporting periods. Each submitted or approved ITM can reflect the information that applied when that specific report was submitted or resubmitted.
Why does a historical ITM show a different Inspection District, Inspection Zone, or Fire Zone than the property currently has?
The property's jurisdictional assignments may have changed over time. Historical ITM records preserve the applicable point-in-time information so previous reports can be reviewed in their original context.
What happens when an ITM is rejected?
For an ITM with a Rejected status, the list uses information from the current published pre-plan. If the service provider resubmits the ITM, the applicable current published pre-plan is saved with the resubmitted report.
What happens if occupancy information changes before a rejected ITM is resubmitted?
The resubmitted ITM reflects the occupancy information applicable when it is resubmitted. This may differ from the information associated with the original submission.
Will updating an occupancy change previously submitted ITM records?
No. Previously submitted or approved ITM records retain the historical occupancy information associated with their saved pre-plan rather than automatically changing to match the current occupancy.
Does filtering or sorting use the current occupancy information?
For historical submitted or approved ITMs, occupancy-related filtering and sorting use the point-in-time information associated with each ITM record.
Will exported ITM reports contain historical occupancy information?
Yes. Excel and PDF exports from the ITM Reports List retain the applicable historical occupancy fields for each ITM.