ITM Reports - Verifying new locations
Purpose Statement
This article demonstrates how to approve or reject new locations added by Service Providers when submitting ITM Reports. This quality control process ensures data accuracy and prevents duplicate or incorrect location entries in your fire prevention database.
Background Information
When Service Providers submit ITM reports for locations not already in your system, these new locations require review and approval by the Authority Having Jurisdiction (AHJ) before processing. This workflow maintains data integrity while allowing Service Providers to efficiently report on legitimate locations within your jurisdiction. The approval process affects all future ITM reports associated with these locations, making careful review essential for long-term system accuracy.
Required Permissions
To complete this process, users must have:
- ITM Module access permissions
- Location review and approval permissions
- ITM Reports viewing permissions
- Administrative privileges for location management
Video:
Step-by-Step Guide
1. Navigate to ITM in the main menu.
2. Click on ITM Reports.
3. Click on Filter to access filtering options.
4. Select "Address Status" from the filter dropdown.
5. Choose "Review Needed" to display locations requiring approval.
6.The system will show only new locations awaiting your review.
Select the Building icon next to the location you want to review.
7. Click on "X Not Approve" for the selected location.
8. Complete the required rejection fields:
- Select appropriate Reject Reason Code
- Enter detailed comment explaining the rejection
Once a location is rejected, the system will auto-reject all ITMs using this place with the specified reason code and comment.
9. Click "Reject & Submit" to finalize the decision.
10. A notification will appear confirming that the location was not approved.
11. To approve a location simply click on the building icon.
12. Click "Verify" to approve the location.
13. A notification will appear confirming that the location was successfully approved.
Best Practices
- Verify Address Accuracy: Cross-reference addresses against known locations in your jurisdiction
- Check for Duplicates: Look for existing locations with slight address variations
- Boundary Verification: Ensure locations fall within your AHJ boundaries
- Regular Review Schedule: Process pending locations promptly to avoid backlogs
- Clear Documentation: Provide specific, detailed comments when rejecting locations
- Coordinate with Service Providers: Communicate standards and expectations clearly
Troubleshooting & FAQs
Common Issues
Problem: Cannot see locations requiring review
Solution: Verify you have proper ITM permissions and check filter settings
Problem: Rejection reasons are unclear
Solution: Use specific reason codes and detailed comments for better tracking
Problem: Approved location still shows as pending
Solution: Refresh the page or contact system administrator if issue persists
Frequently Asked Questions
Q: What happens to ITM reports when I reject a location?
A: All ITM reports associated with that location are automatically rejected using your specified reason code and comment.
Q: Can I change my decision after approving or rejecting a location?
A: Contact your system administrator as location status changes may require additional permissions.
Q: How often should I review pending locations?
A: Regular review ensures Service Providers receive timely feedback and prevents processing delays.
Q: What criteria should I use for approval decisions?
A: Consider address accuracy, jurisdiction boundaries, duplicate prevention, and location type appropriateness.
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