ITM Reports - Resolve and make changes to ITM Reports

ITM Reports - Resolve and make changes to ITM Reports

Purpose Statement

This guide demonstrates how to resolve or make changes to Initial System Status on ITM Reports within First Due. Fire department personnel use this functionality to track and document the resolution of fire protection system deficiencies, ensuring compliance oversight and maintaining accurate system status records throughout the remediation process.

Background Information

Initial System Status tracking allows fire departments to monitor fire protection system deficiencies from identification through resolution. When service providers identify system issues during inspections, the Initial System Status reflects these deficiencies. Fire departments must then track remediation efforts and update the status once issues are resolved.

This workflow is essential for regulatory compliance, insurance requirements, and public safety oversight. Proper status management ensures fire protection systems maintain operational readiness and provides documentation for audit purposes. The system creates an audit trail of all status changes, supporting accountability and compliance reporting requirements.

Required Permissions

  1. ITM report - read: Required to view ITM reports and system details
  2. ITM report - status update: Required to modify Initial System Status
  3. ITM report - approve/reject: May be required depending on workflow configuration

Video


Step-By-Step Guide

1. Click on "ITM" in the main navigation menu.


Click on ITM



2. Click on "ITM Reports" from the submenu.


Click on ITM Reports



3. Click on "Filter" to access filtering options.





4. Select "AHJ Status" from the available filter categories.


For this example, we will filter by AHJ Status



5. Choose "Approved" status to display reports ready for status updates.
Apply filter to show only approved reports requiring follow-up.





6. Review filtered results to identify reports needing status updates.
Click on the "eye" icon next to the report you wish to update.




7. Within the report modal, locate the "check" icon.
Click the "check" icon to access status update functionality.





8. This opens the status update interface for the selected system.
Info
Review system details before proceeding with status changes





9. Select appropriate status from available options:
  1. "Resolved" - for systems where deficiencies have been corrected
  2. "Not Resolved" - for systems where issues remain unaddressed





10. Choose the status that accurately reflects current system condition.
Click "Update & Submit" button to process the status change.
Info
System processes the update and creates audit trail entry
Status change becomes effective immediately





11. Click "Dismiss" to close the status update modal.


Click on Dismiss to be brought back to the ITM Report list.



12. Review updated "Current System Status" column.
  1. Confirm status reflects the changes made
  2. Verify status updates appear across all relevant views

Best Practices

Status Update Documentation:
  1. Provide specific, actionable descriptions in comment fields
  2. Document who performed corrective actions and when
  3. Include verification methods used to confirm resolution
  4. Use consistent terminology for similar types of deficiencies
Resolution Verification:
  1. Confirm deficiencies are actually resolved before updating status
  2. Review supporting documentation from service providers
  3. Consider site verification for critical system deficiencies
  4. Maintain communication with property owners and service providers
Workflow Management:
  1. Process similar system types together for consistency
  2. Establish regular schedules for status update reviews
  3. Track aging of unresolved deficiencies for follow-up actions
  4. Coordinate with other department personnel on complex cases
Audit Trail Maintenance:
  1. Ensure all status changes include detailed comments
  2. Maintain supporting documentation for significant resolutions
  3. Track patterns in deficiency types for training and prevention
  4. Archive status update records according to departmental policies

Troubleshooting & FAQs


Q: I don't see the check icon for status updates
A: You may not have "ITM report - status update" permissions. Contact your system administrator to verify your access levels.

Q: Status update won't submit without comments
A: Comments are required for all status updates. Enter detailed information about resolution actions or current status before submitting.

Q: Updated status doesn't appear in the report list
A: Refresh the page to see current status updates. If issues persist, verify the update was submitted successfully.

Q: Can I change a status from Resolved back to Not Resolved?
A: Yes, status can be updated as conditions change. Always document the reason for status reversions in the comments field.

Q: What should I include in status update comments?
A: Document specific corrective actions taken, responsible parties, completion dates, and verification methods used to confirm resolution.

Q: How do I track systems that remain unresolved?
A: Use filtering options to display systems with "Not Resolved" status. Establish regular review cycles to monitor aging deficiencies.

Q: Are attachments required for status updates?
A: No, attachments are optional. However, they provide valuable supporting documentation and are recommended for complex resolutions.


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