ITM Reports - Compliance Check
Purpose Statement
Automatic Compliance Checks streamline the follow-up process for ITM (Inspection, Testing, and Maintenance) reports that identify critical deficiencies in fire protection systems. This feature enables fire departments to automatically schedule follow-up inspections when service providers submit ITM reports flagged with a Critical Deficiency status, ensuring timely verification that systems have been properly corrected and are back in compliance. By automating this workflow, departments reduce manual scheduling tasks, improve response times to critical issues, and maintain better oversight of fire protection system compliance within their jurisdiction.
Background Information
When service providers perform ITM services on fire protection systems (such as sprinkler systems, fire alarms, or suppression systems), they submit reports through the Business Portal documenting the system status. When a system is found to have a Critical Deficiency—meaning it has a condition that significantly impairs the system's ability to protect the building—fire departments need to conduct a follow-up Compliance Check inspection to verify the deficiency has been corrected.
Common Use Cases:
- Fire sprinkler system with impaired water supply
- Fire alarm system with failed communication path to monitoring station
- Emergency lighting system with non-functional battery backup
- Fire pump that fails operational testing
Prerequisites:
- ITM module must be enabled
- Inspection Types configured (including a Compliance Check inspection type)
- Initial Notification settings configured in ITM Setup
- Service providers have access to Business Portal for ITM submissions
- Occupancy records exist for properties requiring ITM services
How It Works:
The system monitors incoming ITM reports and automatically triggers actions based on the Initial System Status. When a Critical Deficiency is detected, the system can flag the report as Pending (requiring department review/approval), send notifications to designated personnel, and automatically schedule a Compliance Check inspection assigned to specific inspectors or teams. This creates a seamless workflow from problem identification to verification of correction.
Required Permissions
To configure automatic Compliance Checks and work with the ITM workflow, users need the following permissions:
Configuration (Admin/Supervisor Level):
- ITM Setup - Allows access to configure Initial Notifications and Compliance Check automation settings
- Setup Inspection Types - Required to create or modify the Compliance Check inspection type
Working with ITM Reports (Inspector/Review Level):
- ITM Reports - Read - View submitted ITM reports
- ITM Reports - Update - Approve or reject pending ITM submissions
- ITM Manager (or equivalent review role) - Full access to approve/reject reports and manage compliance workflow
Conducting Compliance Check Inspections:
- Inspections - Create - Start new inspections including Compliance Checks
- Inspections - Update - Complete and document Compliance Check inspections
- Inspections - Read - View assigned inspections and related ITM report data
Video:
Step-by-Step Guide
Part 1: Configuring Automatic Compliance Checks
1. Click on the First Due logo in the upper left corner to access the main navigation menu.
2. Click on ITM Setup.
3. Within ITM Setup, click on Initial Notifications.
4. Locate and click on "System Status" from the list to establish automatic compliance checks. For this example, we will select "Critical Deficiency"
Automatic Compliance checks can be established for all System Status Levels: Compliant, Non-Critical Deficiency, Critical Deficiency or Impairment.
5. Check Flag as Pending: this will automatically flag all ITM submissions with an Initial System Status of Critical Deficiency as "Pending".
6. In the Notifications section, configure who should be alerted when Critical Deficiency reports are submitted.
Select notification method: Email, Text, or both
7. In the Compliance Check section, check the box to Schedule Compliance Check.
This enables automatic inspection scheduling for all Critical Deficiency submissions
8. Choose the Inspection Type that will be used for Compliance Checks.
Select whether Compliance Checks should be assigned to:
- Specific User - Choose an individual inspector from the dropdown
- Team - Select an inspection team from the dropdown
9. Choose one of three scheduling options:
- Will Call - Inspection is scheduled but date/time to be determined (inspector contacts property owner to schedule)
- Today - Inspection is automatically scheduled for the current date
- Number of Days - Specify how many days from submission the inspection should be scheduled (e.g., "3" for three business days out)
Part 2: Reviewing ITM Reports with Critical Deficiencies
10. Click on ITM.
12. Select ITM Reports from the submenu.
13. Click on the Filter button at the top of the ITM Reports list.
14. For this example, we are looking at narrowing down our list by "Initial System Status".
15. Select "Critical Deficiency".
16. The list now displays only ITM reports flagged with Critical Deficiency status.
17. Identify reports showing Pending status and click the eye icon next to a report to view full details.
18. In addition to being able to approve or reject an ITM submission from the list grid, you can now also make those changes from within the report itself after reviewing the information.
After reviewing the ITM report details, you can:
- Click Approve to accept the report and proceed with the Compliance Check workflow
- Click Reject to return the report to the service provider with notes for correction
Part 3: Conducting the Compliance Check Inspection
19. Click on Inspections.
20. Select Inspections List.
21. Filter for Inspection Type.
22. Select Inspection Type from the filter options.
Choose System Compliance Check (or your configured Compliance Check inspection type)
23. Locate the occupancy/property for your Compliance Check.
Click the Play button (triangle icon) next to the inspection to begin.
24. Click Continue Inspection to proceed with the checklist.
25. While in the inspection checklist, click on ITM Report tab or button.
26. This displays all information from the original ITM submission, including:
- System details and deficiency description
- Service provider notes
- Photos and attachments
- Date of original service
27. Click Dismiss to return to your Inspection checklist.
28. Work through your inspection checklist, verifying that:
- The Critical Deficiency has been corrected
- The system is now operational and compliant
- Any related issues have been addressed
29. Review Auto-Populated Contact Information.
30. Note that property contact information from the original ITM Report automatically populates within the Occupancy record.
- Verify contact information is current and update if necessary
- This ensures future communications reach the appropriate property contacts
Best Practices
Configuration Best Practices:
- Use Will Call scheduling for Compliance Checks when inspector availability varies or property access requires advance coordination
- Set realistic timeframes - Consider allowing 3-5 business days for property owners to complete corrections before scheduling the Compliance Check
- Assign to teams rather than individuals when possible to distribute workload and provide flexibility for coverage
- Enable email and text notifications to ensure critical deficiency alerts reach key personnel immediately
- Review your notification list quarterly to ensure the right people are receiving alerts as staff changes occur
ITM Report Review Best Practices:
- Review pending Critical Deficiency reports daily to maintain quick response times and demonstrate department responsiveness
- Examine attached photos carefully before approving reports - visual documentation helps verify the severity and nature of deficiencies
- Communicate with service providers when report details are unclear or incomplete rather than immediately rejecting
- Track approval/rejection patterns by service provider to identify training opportunities or compliance concerns
- Document your review notes when approving or rejecting reports for future reference and accountability
Compliance Check Inspection Best Practices:
- Contact the property owner before arriving to confirm the deficiency has been corrected and schedule access
- Review the original ITM report thoroughly before conducting the Compliance Check to understand what specific items need verification
- Bring the ITM report reference (via mobile device or printed) to the inspection site for easy reference
- Document findings with photos showing the corrected condition of the system
- Verify corrections with the property owner on-site to ensure they understand what was required and why
- Follow up on any new issues discovered during the Compliance Check that weren't part of the original deficiency
Common Mistakes to Avoid:
❌ Don't schedule Compliance Checks "Today" unless your department has dedicated resources for same-day response - this can create unrealistic workload expectations
❌ Don't skip reviewing the original ITM report before conducting the Compliance Check - understanding the original issue is critical to proper verification
❌ Don't forget to update occupancy contacts if you discover the information in the ITM report is outdated
❌ Don't approve ITM reports with incomplete information - require service providers to submit thorough documentation
❌ Don't rely solely on property owner confirmation that corrections are complete - always conduct a physical Compliance Check inspection
Troubleshooting & FAQs
Issue: Compliance Check inspections are not being automatically created
Solution: Verify that "Schedule Compliance Check" is enabled in ITM Setup > Initial Notifications > Critical Deficiency
Solution: Confirm the selected Inspection Type exists and is active in your Inspection Types configuration
Solution: Check that a valid user or team is assigned in the Compliance Check settings
Solution: Ensure the ITM report was actually submitted with "Critical Deficiency" as the Initial System Status
Issue: Inspectors are not receiving notifications about new Compliance Checks
Solution: Verify email addresses and phone numbers are correctly entered in the Notifications section
Solution: Check inspector notification preferences in their user profile settings
Solution: Confirm that notifications are enabled at both the ITM Setup level and the user level
Solution: Test notifications by having a service provider submit a test ITM report with Critical Deficiency status
Issue: Cannot find the ITM Report tab when conducting a Compliance Check
Solution: Ensure you started the inspection by clicking the Play button from an inspection that was generated from an ITM report
Solution: Verify your user role has ITM Reports - Read permission
Solution: Check that the inspection is actually linked to an ITM submission (manually created inspections won't have this tab)
Issue: Contact information from ITM Report is not populating in the Occupancy record
Solution: Verify the service provider completed the contact information fields in their ITM submission
Solution: Check that the occupancy record exists and is properly linked to the ITM report
Solution: Ensure your user role has permissions to update occupancy contact information
FAQ: Can I customize which system statuses trigger automatic Compliance Checks?
Answer: Yes, the Initial Notifications section allows you to configure automation for any of the system status options. Critical Deficiency is the most common, but you can also set up automations for Partial Deficiency or other statuses based on your department's policies.
FAQ: What happens if a property owner doesn't correct the Critical Deficiency before the scheduled Compliance Check?
Answer: The inspector should document the non-compliance during the Compliance Check inspection. Your department can then follow your standard enforcement procedures, which may include violation notices, re-inspection fees, or other enforcement actions according to your local codes and policies.
FAQ: Can I change the assigned inspector after the Compliance Check is automatically scheduled?
Answer: Yes, inspections can be reassigned after creation. Navigate to the inspection in the Inspections List, click to edit, and change the assigned user or team. This flexibility allows for workload balancing and coverage when inspectors are unavailable.
FAQ: Will the service provider know when the Compliance Check has been completed?
Answer: Service providers can view the status of their submitted ITM reports in the Business Portal. When the Compliance Check is completed and the report is finalized, they can see the updated status. Configure your notification settings to automatically notify service providers of status changes if desired.
FAQ: How far back can I view ITM reports and Compliance Check history?
Answer: All ITM reports and associated inspections are retained in the system indefinitely and can be accessed through the ITM Reports list or Inspection History for the occupancy. Use date range filters to locate historical records efficiently.
FAQ: Can multiple Compliance Checks be required for a single ITM report?
Answer: Yes, if the initial Compliance Check reveals the deficiency was not fully corrected or new issues are discovered, you can schedule additional Compliance Check inspections. Document the reason for the follow-up in your inspection notes.
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