Pre-Planning Module: Assigning, Completing and Administrating Preplans

Pre-Planning Module: Assigning, Completing and Administrating Preplans

Purpose

  1. To explain how to assign pre-plans, complete pre-plans and review submitted pre-plans

Assigning Pre-Plans from Preplan Organizer

  1. Begin by navigating to Pre-Planning > Pre-Plan Organizer.



  1. If necessary, using the search field in the upper right of the window, enter the address you wish to assign and select the magnifying glass to search.




  2. To modify how often the pre-plan should be revisited, select the plus icon  under the Cycle column.




  1. Select your preferred Cycle (1, 2, 3, 5 years or "--" for non-repeating) then select .





  1. To modify the Due Date, select the plus icon  under the Due Date column.




  2. Selecting the box will bring up a calendar. Select your preferred Due Date. Then select .





  3. To assign a single pre-plan, select the check box by the address or the pencil icon in the appropriate row under the column Assigned Member/Team. To assign multiple preplans to the same User, Unit or Team, select the 1) check boxes next to the addresses and 2) select "Assign To".




  4. To assign the pre-plan(s) to a User or Unit, ensure the slider is toward "Users", in the dropdown menu, choose the User or Unit you wish to assign the preplan(s) to and select Assign.






  5. To assign the pre-plan(s) to a Team, ensure the slider is toward "Team", in the dropdown menu, choose the Team you wish to assign the preplan(s) to and select Assign.



Completing Assigned Pre-Plans from My Assigned Pre-Plans

  1. If the user is logged on as a User or Unit that a pre-plan has been assigned to, or is a member of a Team that a pre-plan has been assigned to, they begin by going into My Assigned Pre-Plans in the Pre-Planning Module.




  1. Select the in the same row as the assigned pre-plan they wish to complete.





  2. Complete the pre-plan and the user, depending on permissions, selects either  (if the user account has permissions to Publish preplans without bring reviewed) or   (if the user account does not have Publish permissions).










Administration of Submitted Pre-Plans

To find Pre-Plans that are Ready for Review, from the Pre-Plan Organizer:
  1. Select Advanced Search
  2. Select the drop down menu under Pre-Plan Statuses
  3. Select the check box for Pending Approval
  4. Select Search




    The tools to administer the submitted pre-plans are found on the last column of the row under the heading Actions




  1.  - Approve Pre-Plan
  2.   - Reject Pre-Plan
  3.   - Edit/View Pre-Plan
  4.    - View Pre-Plan editing history
  5.  - Print Occupancy Data
  6.  - View Pre-Plan notes/feedback


INFO: When a Pre-Plan is approved or rejected, a dialog box will come up prompting the reviewer to provide feedback or comments.  In the case of a rejection, there is a check box for "Create a draft from this rejected preplan".  Selected, the information added to the pre-plan since the last time the preplan was Published is maintained and the rejected preplan is put into a status of Draft.  If this option is deselected, the preplan will revert to the previously Published version (with all submitted updates deleted) and the preplan is put into a status of Rejected.  


The system will then send an e-mail to the original pre-planner with the feedback or comments and a link to access the preplan. It will also add that feedback to be accessible in the Actions area above.


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