Pre-Plans: My Assigned Pre-Plans Overview
Purpose Statement
- The My Assigned Pre-Plans section within the Pre-Plans module provides users with a centralized view of all pre-plans assigned to them individually or as part of a team. This feature streamlines workflow management by allowing users to quickly access, search, filter, and manage their designated pre-plan responsibilities, ensuring efficient completion of pre-plan tasks and maintaining accountability for assigned occupancies.
Background Information
- My Assigned Pre-Plans is designed for fire departments and EMS agencies that distribute pre-plan responsibilities across multiple users or teams. This feature is commonly used by training officers, company officers, and designated pre-plan coordinators who need to track and manage specific occupancies within their jurisdiction or area of responsibility. The system supports both individual and team-based assignments, making it suitable for various organizational structures and workflow preferences.
Required Permissions
- Pre-Plans - Read: Allows user to access the Pre-Plan in a read only state
- Pre-Plans - Edit: Allows user to edit Pre-Plans
- My Assigned Pre-Plans: Allows user to access the My Assigned Pre-Plans page.
Video
Step-By-Step Guide
1. Navigate to My Assigned Pre-Plans.
2. Pre-Plans can be searched with the search feature or more in-depth with the Advances Search options.
3. The list of Pre-Plans can also be visualized on a map by selecting the map icon.
4. View information about your assigned pre-plans. There are 9 Default Columns in addition to the Actions Columns (Shown below). There are a total of 28 available columns.
Address: Displays the address associated with the pre-plan. Clicking the link will navigate the user to the Occupancy Record.
Parent/Child: Indicates if the associated address is a parent occupancy or child occupancy (sub-occupancy).
Business Name: Displays business name if applicable.
Assigned Member/Team: Will indicate whether the pre-plan was assigned to you or a team in which you are a member.
Cycle: The assigned cadence for which the address is to be pre-planned.
Due Date: Displays the currently assigned due date or the number of days past due.
Last Completed by: Indicates the last user to add or edit pre-plan information at this address
Last Completed at: Indicates the date & time information was last added or edited to pre-plan info at this address
Pre-Plan Status: Indicates the current status of the pre-plan information: Published, Draft, Ready for Review, Rejected, or Archived. If there is zero pre-plan information for the address, this field will be empty.
Actions: Edit the pre-plan or view the status history.
5. Click on the address link to enter the occupancy record.
6. Click on the pencil icon to begin editing the pre-plan.
7. Click on the clock icon to show the pre-plan status history for the location.
7. Click on the Notes icon to see any notes added to the Pre-Plan when it was Published, Reviewed or Rejected.
Best Practices
Do's
- Regularly review and update your assigned pre-plans to maintain current information
- Use advanced search filters to focus on specific property types or criteria when needed
- Take advantage of the map view to understand geographic distribution of assignments
- Utilize the sticky search feature to maintain consistent filtering while working
- Download filtered data sets for offline analysis or reporting purposes
- Document progress using the notes feature for team communication
Don'ts
- Don't forget to clear search filters when you want to view all assigned pre-plans
- Don't overlook the action history feature when tracking pre-plan modifications
- Don't modify column displays without considering how it affects your workflow
- Don't ignore the download feature for backup or reporting requirements
Tips
- The sticky search feature maintains your filters even when navigating away - use this to maintain focus on specific property types
- Experiment with different column combinations to find the most efficient view for your workflow
- Use the map view to plan efficient routes when conducting physical pre-plan inspections
- Combine basic keyword search with advanced filters for more precise results
Troubleshooting & FAQs
Q: Why don't I see any pre-plans in My Assigned Pre-Plans?
A: Verify that pre-plans have been assigned to you individually or through team assignments, and check that you have appropriate viewing permissions.
Q: My search results seem incomplete - what should I check?
A: Ensure you've cleared any previous sticky searches that might still be filtering your results, and verify your search criteria are correct.
Q: Can I assign pre-plans to myself from this interface?
A: Pre-plan assignments are typically managed through administrative functions. Contact your system administrator for assignment changes.
Q: Why can't I edit a pre-plan even though I can see the pencil icon?
A: Verify that editing rights are enabled for your user account and that you have the necessary permissions to modify pre-plan data.
Q: The map view isn't displaying all my assigned pre-plans - why?
A: Check that all addresses have valid geographic coordinates and that any active search filters aren't limiting the displayed results.
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