ITM Reports - Overview
Purpose Statement
This guide demonstrates the overall navigation of ITM Reports within First Due, providing fire department personnel with comprehensive instructions for managing, reviewing, and processing fire protection system inspection reports. Understanding these navigation tools is essential for maintaining compliance oversight and ensuring accurate system status tracking across your jurisdiction.
Background Information
ITM Reports serves as the central hub for managing all fire protection system inspections, testing, and maintenance activities. This module allows fire departments to review submitted reports, track compliance status, and make approval or rejection decisions based on inspection findings.
The navigation tools within ITM Reports are designed to handle large volumes of data efficiently, enabling departments to customize their view, filter information, and process reports systematically. These capabilities are critical for maintaining accurate compliance records and ensuring fire protection systems remain operational throughout your response areas.
Required Permissions
- ITM report - read: Required to view ITM reports and system details
- ITM report - approve/reject: Required to approve or reject submitted reports
Video
Step-by-Step Guide
1. Click on ITM.
2. Click on ITM Reports.
The ITM Reports list view displays all available reports
3. Click on "Columns" to view all available column options
Select or deselect columns based on your information needs.
4. Reorganize columns by dragging and dropping them into your preferred order.
Column customization saves automatically for future sessions
5. Click on any column header to sort data in ascending and descending order.
Use sorting to prioritize by due dates, system types, or compliance status
Sorting helps identify urgent items requiring immediate attention
6. Click on "Filter" to access filtering options.
- Select desired filter criteria (date ranges, system types, status, etc.)
- Apply filters to pare down data according to your review priorities
- Multiple filters can be combined for precise data selection
7. Click on the "eye" icon next to any report to view details.
8. Review comprehensive report information including:
- System details and specifications
- Attachments and supporting documentation
- Inspector notes and observations
Multiple systems may be included in a single report.
9. Click "Dismiss" to return to the full report view.
10. From the main report view, click the "eye" icon to view status updates by system.
11. Click "Back" button to return to main report view.
12. Click the "X" (Reject) button for reports that do not meet compliance standards.
Rejection of a report is referring to acceptance of the report for administrative or jurisdictional reasons. Common reasons for report rejection include:
- Report submitted to incorrect jurisdiction - the property may not be within our fire department's coverage area
- Address mismatch - the report address doesn't match the address on attached documentation
- Incomplete or missing required attachments
- Report submitted to wrong department or division
- Administrative errors that prevent proper processing
The rejection process allows AHJ to return reports to service providers with clear guidance on what needs to be corrected for resubmission. This ensures accurate record-keeping and proper jurisdictional compliance while maintaining professional relationships with qualified service providers."
13. Select a rejection reason from the pre-defined dropdown list.
Enter detailed comments explaining the rejection rationale
Both reason code and comments are required for rejection processing
14. Click the "Approve" (check) button for reports meeting compliance standards.
- Approved reports update system status automatically
- Approved status triggers compliance tracking updates
Best Practices
Review Process:
- Always examine system details and attachments before making approval decisions
- Verify inspector qualifications and certification status
- Check that all required testing procedures were completed
- Ensure documentation meets departmental standards
Rejection Management:
- Use consistent rejection reason codes for better trend tracking
- Provide specific, actionable feedback in rejection comments
- Document deficiencies clearly for service provider follow-up
- Track rejected reports to ensure timely resubmission
Workflow Organization:
- Customize columns to display your department's priority information first
- Use filters to focus on overdue inspections or specific system types
- Sort by due dates to prioritize time-sensitive reviews
- Establish regular review schedules to prevent compliance backlogs
Documentation Standards:
- Maintain detailed records of all approval and rejection decisions
- Track status changes for compliance reporting and audits
- Ensure proper documentation for insurance and regulatory requirements
- Archive reports according to departmental retention policies
Troubleshooting & FAQs
Q: I can't see the Approve or Reject buttons
A: You may not have "ITM report - approve/reject" permissions. Contact your system administrator to verify your access levels.
Q: Column customization isn't saving
A: Ensure you have proper browser settings for storing preferences. Clear cache if issues persist, then customize your view.
Q: Filter results seem incorrect
A: Verify filter criteria are set correctly. Multiple filters work together - ensure all selections match your intended search criteria.
Q: I can't access system details within a report
A: This may indicate permission restrictions or a system loading issue. Try refreshing the page or contact support if problems continue.
Q: Rejection reason codes are missing
A: Rejection reason codes are pre-configured by administrators. Contact your system administrator if codes need to be added or modified.
Q: Reports aren't updating after approval
A: System updates may take a few moments to process. Refresh the page to see current status. Contact support if delays persist.
Q: How do I track rejected reports for resubmission?
A: Use filters to show rejected reports and track their status changes. Set up regular reviews to monitor resubmission compliance.
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