Purpose Statement

Background Information

• Supervisors reviewing changes before approving pre-plan updates
• Quality assurance teams comparing field inspection updates to previous versions
• Administrators tracking who made specific changes to critical property information
• Training officers using version history to demonstrate proper pre-planning procedures
• Departments conducting audits of pre-plan maintenance activities

• Pre-plans must be created in the system
• Users must have appropriate permissions to view pre-plan history
• At least one version of the pre-plan must be saved or submitted

Video

Step-by-Step Guide

Accessing the Pre-Plan Change Log

1. From the main navigation menu, select "Pre-Planning"
   
2. Click on "Pre-Plan Organizer"
   

1. Review the list of pre-plans in the organizer and look for the clock icon next to pre-plan entries
   
2. Click the clock icon next to the desired pre-plan to navigate to the Pre-Plan Change Log screen
   

Note: If no clock icon is present, there is no change history for that specific pre-plan

Navigating the Change Log Interface

1. The change log displays all versions of the pre-plan including:
1. Archived versions
   
2. Published versions
   
3. Draft versions
   
4. Pending approval submissions
   

1. Locate the search bar at the top of the change log
   
2. Enter keywords to search for specific items within the history or use filter options to narrow results by status, date, or user
   

1. Columns can be sorted in ascending or descending order

1. Use the pagination controls at the bottom of the change log to determine the amount of pre-plans per page
   

Viewing Individual Versions

Editing from the Change Log

Comparing Multiple Versions

1. The comparison screen displays a side-by-side view of each version
   
2. Use the section tabs or dropdown to navigate between different areas of the pre-plan
   
3. Available sections include:
1. Occupancy
   
2. General 
   
3. Unit
   
4. Hazardous Materials
   
5. Contacts
   
6. Attachments
   
7. Levels
   
8. Annotations
   

1. If the pre-plan is in "Pending Approval" status and you have approval permissions:
1. Select "Publish" to approve and publish the pre-plan
   
2. Select "Reject" to send back for revisions with comments
   

Best Practices

Review Practices:

• Regularly review change logs for critical pre-plans (high-risk occupancies, frequent updates)
• Use the comparison feature before approving any pending pre-plans
• Compare the pending version with the currently published version to understand exactly what will change
• Document reasons for rejections in the comments field

Comparison Strategy:

• For supervisor reviews: Compare pending approval version with current published version
• For quality audits: Compare original version with current version to see total evolution
• For training purposes: Compare consecutive versions to demonstrate proper update procedures
• Select the minimum number of versions needed for your analysis (2-3 maximum)

Documentation Standards:

• Encourage field users to add comments when submitting updates
• Use descriptive version comments that explain what was changed and why
• Maintain consistent naming conventions for contacts, hazards, and equipment

Version Management:

• Avoid creating unnecessary draft versions
• Submit updates for approval promptly after field inspections
• Archive outdated pre-plans rather than deleting them to maintain history

Training Recommendations:

• Train supervisors to use the comparison feature for all approval workflows
• Demonstrate the change log during new user onboarding
• Use real examples from your department's change logs as training scenarios

Common Mistakes to Avoid:

• Don't approve pre-plans without reviewing the comparison view first
• Don't assume no clock icon means the pre-plan has never been edited (it may have never been saved)
• Don't select too many versions for comparison (stick to 2-3 for clarity)
• Don't skip reviewing critical sections like Hazardous Materials and Annotations
• Avoid editing directly from the change log without understanding what changed and why

Troubleshooting & FAQs

Q: Why don't I see a clock icon next to a pre-plan?
A: The clock icon only appears for pre-plans that have saved history. If a pre-plan was just created and never saved or submitted, no clock icon will appear. The clock icon appears after the first save/submission.

Q: I can't select more than three versions for comparison. Why?
A: The system limits comparison to three versions maximum to maintain screen readability and performance. This limitation ensures the side-by-side comparison remains clear and functional. If you need to compare more versions, conduct multiple comparison sessions.

Q: The comparison screen is showing "No Changes" for sections I know were modified. What's wrong?
A: Ensure you've selected the correct versions for comparison. The versions must be different enough to show changes. Also, navigate through all sections using the section tabs—changes may exist in sections other than the one currently displayed.

Q: Can I restore an old version of a pre-plan?
A: The system doesn't have a direct "restore" function. However, you can view an archived version using the eye icon, note the previous data, then edit the current version and manually update the fields to match the archived version. Always document why you're reverting to a previous version.

Q: I have edit permissions but can't edit from the change log. Why?
A: Only the most recent/last submitted version can be edited using the pencil icon. If you need to edit an older archived version, you would need to edit the current version and manually make the changes. The pencil icon only appears on the latest submission.

Q: Who can approve or reject pre-plans from the comparison view?
A: Only users with "Approve/Reject Pre-Plans" permissions can publish or reject pre-plans. This is typically limited to supervisors, administrators, or designated pre-planning coordinators. Field users can view comparisons but cannot approve.

Q: How long does the system retain pre-plan history?
A: Contact your system administrator for your department's specific retention policy. Generally, the system retains all versions indefinitely unless manually archived or removed according to your department's data retention procedures.

Q: Can I export or print the comparison view?
A: Check your browser's print function or screenshot capabilities. Some departments use screen capture tools to document comparisons for record-keeping or training purposes. Contact your administrator about any built-in export features.

Q: The columns I want to see aren't available in the "Show Columns" dropdown. Can I add custom columns?
A: Available columns are system-defined. If you need additional data points displayed, submit a feature request through your department's system administrator to First Due support.

Q: I accidentally rejected a pre-plan. Can I undo this?
A: Rejected pre-plans typically return to the submitter for revision. You cannot directly undo a rejection, but you can communicate with the submitter and ask them to resubmit. The change log will show the rejection in the history.

Related Articles

1. Pre-Plans: Pre-Plan Organizer Overview
   
2. Pre-Plans: Editing Occupancy Addresses
   
3. Pre-Plans: Managing Secondary Addresses