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. The system tracks each compliance check throughout the entire series—from Initial inspection through multiple Reinspection's if needed—providing clear visibility into where each system stands in the compliance process. 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 intelligently manages the compliance check series:
Initial Compliance Check: Created when the ITM report is first submitted with a deficiency
Reinspection's (Reinspection 1, 2, 3, etc.): Additional compliance checks scheduled if deficiencies persist or new issues are found
Status Protection: The system prevents duplicate inspections—if a compliance check already exists in Scheduled, In Progress, Ready to Review, or Completed status, no new compliance check will be created
For multi-system ITM submissions (where one property has multiple fire protection systems), each system is tracked independently, allowing you to see exactly where each system stands in its own compliance check series.
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: Understanding ITM Reports and Compliance Check Tracking
1. Click on the First Due logo in the upper left corner to access the main navigation menu.
2. Click on ITM. and Select ITM Reports from the submenu.
3. Understanding the ITM List View Columns
When viewing the ITM Reports list, you'll see three key columns that help you track compliance check progress:
Compliance Check Type – The inspection checklist used for this compliance check (e.g., "System Compliance Check")
Compliance Check # – Which round of inspection: Initial (first check) or Reinspection 1, 2, 3, etc. (follow-ups)
Inspection Status of Compliance Check – Current status of the latest compliance check: Scheduled, In Progress, Ready to Review, Completed, Completed with Failures, Completed with Citations, or Cancelled
Important: For multi-system ITMs, each system row now displays its own latest compliance check status, not the same status across all systems. This makes it much easier to track where each system stands in the compliance process.
4. Click on the Filter button at the top of the ITM Reports list.
5. For this example, we are looking at narrowing down our list by "Initial System Status" and Select "Critical Deficiency".
Additional Filtering Options:
Compliance Check # to find all Initial inspections or specific Reinspection rounds
Inspection Status of Compliance Check to find inspections that are Scheduled, In Progress, Ready to Review, etc.
Compliance Check Type to filter by inspection type
6. The list now displays only ITM reports flagged with Critical Deficiency status.
7. Identify reports showing Pending status and click the eye icon next to a report to view full details.
8. 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 2: Configuring Automatic Compliance Checks
9. Click on the First Due logo in the upper left corner to access the main navigation menu.
10. Click on ITM Setup.
11. Within ITM Setup, click on Initial Notifications.
12. 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.
13. In the Notifications section, configure who should be alerted when Critical Deficiency reports are submitted.
Notes: Select notification method: Email, Text, or both
14. In the Compliance Check section, check the box to Schedule Compliance Check.
Notes: This enables automatic inspection scheduling for all Critical Deficiency submissions
15. Choose the Inspection Type that will be used for Compliance Checks.
Notes: 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
16. 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 3: Conducting the Compliance Check Inspection
17. Click on the First Due logo to return to the main navigation menu.
18. Click on Inspections.
19. Select Inspections List.
20. Filter for Inspection Type.
21. Select Inspection Type from the filter options.
Choose System Compliance Check (or your configured Compliance Check inspection type)
22. Locate the occupancy/property for your Compliance Check.
Click the Play button (triangle icon) next to the inspection to begin.
23. While in the inspection checklist, click on ITM Report tab or button.
24. 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
25. Click Dismiss to return to your Inspection checklist.
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
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
For multi-system ITMs: Review each system's compliance check status individually—don't assume all systems are at the same stage
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
For Reinspection's: Document why additional visits were required and what specifically changed between inspections
Use the Compliance Check # column to quickly identify which properties are stuck in multiple reinspection cycles
Monitor properties requiring Reinspection 2 or higher—these may need additional enforcement action or property owner education
Track average time from Initial to completion by property or service provider to identify patterns
Use the Inspection Status column to prioritize Ready to Review inspections for quick completion
Troubleshooting & FAQs
Issue: Compliance Check inspections are not being automatically created
Verify that "Schedule Compliance Check" is enabled in ITM Setup > Initial Notifications > Critical Deficiency
Confirm the selected Inspection Type exists and is active in your Inspection Types configuration
Check that a valid user or team is assigned in the Compliance Check settings
Ensure the ITM report was actually submitted with "Critical Deficiency" as the Initial System Status
Verify there isn't already an existing compliance check for this ITM report—the system won't create duplicates if one exists in Scheduled, In Progress, Ready to Review, or Completed status
Issue: Inspectors are not receiving notifications about new Compliance Checks
Verify email addresses and phone numbers are correctly entered in the Notifications section
Check inspector notification preferences in their user profile settings
Confirm that notifications are enabled at both the ITM Setup level and the user level
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
Ensure you started the inspection by clicking the Play button from an inspection that was generated from an ITM report
Verify your user role has ITM Reports - Read permission
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
Verify the service provider completed the contact information fields in their ITM submission
Check that the occupancy record exists and is properly linked to the ITM report
Ensure your user role has permissions to update occupancy contact information
Issue: I don't see the Compliance Check # column in my ITM Reports list
This column was added in a recent system update—refresh your browser and clear cache if needed
Verify you're viewing the ITM Reports list (not a custom view that may hide certain columns)
Check your column visibility settings—the column may be hidden in your current view
FAQs
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 Non-Critical Deficiency or other statuses based on your department's policies.
Answer: The inspector should document the non-compliance during the Compliance Check inspection. The system will track this as Reinspection 1, allowing you to schedule another follow-up. 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.
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.
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.
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.
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. These will be tracked as Reinspection 1, Reinspection 2, etc. in the Compliance Check # column. Document the reason for the follow-up in your inspection notes.
Answer: "Ready to Review" means the inspector has completed the field inspection and the compliance check is awaiting final review before being marked as Completed. This status is treated as a valid, active compliance check—the system will not create duplicate inspections when a compliance check is in Ready to Review status.
Answer: Look at the Compliance Check # column in the ITM Reports list or check the inspection ID. Initial inspections show "Initial" in the column and have no suffix. Reinspections show "Reinspection 1", "Reinspection 2", etc. and have corresponding suffixes (-1, -2) in their inspection IDs.
Answer: The system prevents duplicate compliance checks to avoid confusion and scheduling conflicts. If a compliance check already exists in Scheduled, In Progress, Ready to Review, or Completed status, no new one will be created. This ensures the compliance check series progresses in order: Initial → Reinspection 1 → Reinspection 2, etc.
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