Follow Up Inspector Product Manual

Login Screen:

The default screen of the web-based application is the login screen.

User Name: By default, this is your email account. It is not case-sensitive and may be Up to 100 characters in length Password: This is a user-defined password. It is case–sensitive and may be up to 20 characters in length

Upon entry with a correct User Id and Password combination, the Home Page is displayed.

Home Page:

The following screens are available to Follow-up Inspectors.

• Home

• Reports

• User Profile

• Update/Entry

• Handheld

Any messages posted by the System Administrator will be displayed in the “Latest Announcements” section of the screen.  The current date (by default) is displayed on the right hand side of the screen on a calendar.  A listing of all dated activities is displayed at the bottom of the screen.

You may shift the display at the bottom of the screen by selecting different dates on the calendar.  When this is done, the date selected is indicated in blue (both in the calendar and the listing), while today’s date is marked with a dark gray background on the calendar.

This coupling of calendar and listing makes it easy for Safety staff to check what inspections have recently been completed, which inspections are due for follow-up, etc.

Download Latest RegTree:

If you use a PDA, a screen (below) may appear telling you that the “RegTree” has changed and prompting you to download the latest one.  The “RegTree” is the file used to generate the “Decision Tree” of the application.  If using the PDA, you must click on the “Download” button to get the latest version of the Decision Tree before you use the PDA for an inspection.

NOTE:

There is also a button to download the RegTree on the “User Profile” screen.
The following window appears when you click the “Download Latest RegTree” button.

Click on “Save”.  The following “Save as Location” window will appear:

Click on the “My Documents” menu item on the far left.  Double-click on the “My Pocket PC Documents” folder to open it.  Now open the “Business” sub-folder, and click the “Open” button at the lower right of the window to save the file “RegTree.xml” in that location. After the download is complete, the following screen is displayed. If the file “RegTree.xml” already exists on your PC, you will be prompted to overwrite it.

Depending upon your settings, this window will either close itself when the copy is complete, or you will have to close it manually. If the PDA is not already in its cradle and connected to the local PC, the next time when you insert it into its cradle, the “RegTree.xml” file will be copied (Synched) to the PDA.

How to Tell When You Have Copied the ‘RegTree’ File to the correct Directory/Folder:

One of the most confusing and trouble-prone aspects of the inspection application is Microsoft’s ActiveSync application, which is used to copy PC files to the docked PDA.  Often, a new “partnership” is created by accident or because of a problem synchronizing the PDA (there is more on this in our PDA instructions.)

When this happens, the RegTree file may appear to have been copied to the correct “synchronization” folder, but actually be in the incorrect folder.  When the RegTree file has been copied to the correct “synchronization” folder on the PC, the icon for ActiveSync in the lower-right taskbar of your PC will turn from green to yellow for the time that it takes to “synch” the file over to your PDA in its cradle.

If the ActiveSync icon does not turn from green to yellow for a moment, then you are placing the RegTree file in the wrong directory.  Use your PC’s File Explorer to look at your “Documents” folder.  You will probably find one or more old “Pocket_PC” folders.  Delete all but the newest and again try your RegTree download. Check the name of your PDA (Start\Settings\System Tab\About\Device ID Tab), as this may help you to determine the name of your current “synchronization” folder.

Update/Entry:

Summary Inspection editing and updating is handled via this screen.  Follow-up inspectors are not permitted to add an entirely new inspection.  They are permitted to view all the existing inspection details and the application also permits them to add a new deficiency to the existing inspection, although local policy usually forbids the latter.

Selecting Inspections to View or Edit:

The summary “Update/Entry” screen is divided into two parts.  The upper portion of the screen displays inspection-wide “header” information such as the Inspector’s Name, School Year, Comply District, Comply Fire, Inspection Date, and other fields.  Each item of the header information is only entered once per site inspection.  The lower half of the screen lists recent “open” inspections. Only inspections that have not been “signed off” by the inspector will display in this list.

You may select inspections by tab (by facility name) or use the “All” tab.  The “Other” tab is for facilities that do not begin with a letter. The bottom portion of the screen lists the various inspections available to you.

If the list of inspections is too long for easy use, you may click on one of the letter tabs at the top of the grid to limit the inspection list to inspections of facilities that begin with that letter. Select one particular inspection from the list by clicking on the asterisk (“*”) to the left of an inspection.  The page will refresh and the selected inspection will change color in the list.  The “header” information of the selected inspection will display at the top of the screen.

The functioning of the buttons to the lower right may also change when an item is selected.  The “header” information displayed at the top of the page will reflect the selected item.

NOTE: When making changes, you should only work with the most recent inspection.  Changes made to old inspections after the fact will not be carried forward.  For this reason, the screen will display only the most recent inspections.

NOTE: The detail information at the top of the page reflects the last-selected item in the list below until another item is selected.

Selecting Inspection Details: Inspection Details (also referred to as “Items” or “Deficiencies”) can be viewed and edited once an inspection has been selected on the “Update/Entry: Summary” screen.  Click on the “Inspection Details” button to view the details of the selected inspection.

All the deficiencies of the selected inspection are listed on the lower half of the screen.  The tabbed list on the bottom portion of the screen works much the same as the tabbed list on the inspection selection screen.  This list shows deficiency details by building number or “All”. You can either view a list of deficiencies for just one building or click on “All” tab to view all the deficiencies of the selected inspection.

Click on [*] on the Deficiency Selection list to select one deficiency.  When you select an inspection item (deficiency), the selected entry highlights by changing its background color. The functioning of the buttons to the right may also change when an item is selected.  The detail information displayed at the top of the page will reflect the selected item.

NOTE: The detail information at the top of the page reflects the last-selected item until another item is selected.

Viewing Inspection Details:

All of the information gathered about a deficiency is clearly displayed on the top half of the Inspection Details screen.  The only information that is not immediately visible here are the various notes by the Inspectors, the Fire Inspectors (if the feature of capturing separate Fire Inspections is in use) and the Repairers.  Click on the appropriate tab above the “Notes” area to view each person’s notes.

SRS encourages users of the application to initial and date each new note that they make, as a notes fields might potentially carry notes across several inspections and follow-up inspections.

NOTE: There is a confidential type of Note that only members of the Safety department (only System Administrators and Inspectors — excluding Fire Inspectors) can see.  This is the “Private” note (formerly called the “Safety” Note.)  This Note tab does not even appear on the screens of non-Safety users, and its contents will not print on any reports.

Performing a Follow-Up Inspection:

Follow-up inspections are an editing of an existing inspection, not a new inspection.  As such, they should only be performed after the following steps have been completed and the corresponding date fields have been filled in:

• Inspection Done

• Report Signoff

• QA Reviewed

• Notification Sent

In addition, the button that Quality Assurance Inspector uses to assign the “Notification Sent” date also assigns the “Follow-up Schedule” date as 90 days from the “Inspection Date”.  Follow-up inspections can be performed via the PDA application and this is the typical method of performing follow-up inspections.  See the PDA instruction documents for PDA Setup, PDA Inspection, PDA Follow-up Inspection and PDA Utilities if you are going to be using the PDA for your follow-up inspections.

Alternately, you may use this “Update/Entry” screen of the browser-based application to perform the tasks of a follow-up inspection.

To perform a follow-up inspection without the use of a PDA (handheld computer), follow the instructions here.

As a Follow-up Inspector, you will review the deficiencies of an existing inspection performed by a Safety Inspectors (yourself or another) looking to see whether deficiencies have been resolved according to standards.  Begin a follow-up inspection by selecting an inspection as outlined above.  Next, select the appropriate detail for the deficiency that you are addressing.

From the Inspection Details Screen, Click on the “Edit” button.  The fields that you may need to edit are as follows:

• Complete

• Validated

• Location

• Inspector Notes and Private Notes

If a deficiency has been marked as Complete by a Department Administrator or one of their Local Users, the Complete checkbox will be checked and the Date Corrected and Who Corrected fields will indicate when and who.  If the deficiency is not corrected satisfactorily, un-check this checkbox and when you Save your edits, the Date Corrected field will be cleared, but not Who Corrected.  This condition is used by the system to indicate a reversal of “Completed” by an inspector.

If a deficiency has been corrected satisfactorily, check the Validated checkbox and when you Save your edits, the Date Validated field and the Who Validated field will be filled in.  This condition is used by the system to indicate approval by an inspector.

The Location field has probably already been filled in by the initial inspector.  You may add information here. Click on the appropriate tab above the “Notes” area to view each different type of Notes.

The Inspector Notes field can be used to leave details about the deficiency beyond the Location.  We strongly suggest that you initial and date (Month/Year) all notes so that older notes can be distinguished from newer notes over the years. The Private Notes (formerly “Safety Notes”) field can be used to leave in-house comments that are only viewable by the Safety department users and only on the browser-based interface – these Notes do not download to the PDA.  You might use this field to indicate re-occurring problems attributable to one person, for example.  These Notes do not appear on any reports.

NOTE: While the Follow-up Inspector is able to alter the citation (able to use the Decision Tree), this should normally not be done.  Once an Inspector and a Quality Assurance Inspector have both signed off on an inspection, it would be inappropriate to change the citation.

CRITICAL NOTE: Be certain to click the “Save” button after making your edits or your changes will be lost!  Use the “Cancel” button if you want to abandon your edits.  After a “Cancel”, your item is no longer selected on the selection list below.
The “Follow-Up Inspector” and “Follow-Up Actual” date is filled in if a follow-up inspection is performed via the PDA.  When the follow-up steps are performed via the browser-based interface, use the “Follow-up Done” button to fill in the “Follow-up Inspector” field and the “Follow-Up Actual” date.  You can adjust the date by using the “Edit Dates” button.  Again, be sure to save your changes.

NOTE: If your department performs multiple follow-ups per year, the original follow-up date and follow-up inspector are held, as these are the most critical.  If you prefer to change these, you can manually edit these two values.

NOTE: Any new items added during a follow-up inspection after the facility supervisor has been notified of the inspection report (if your policies even allow this) will not have an “Item Number”.  These numbers are assigned only once per inspection cycle – when the inspection is released to the facility supervisor (“Notification Sent”.)  The next year, when a new inspection is completed, Item Numbers will be assigned when the report is again released to the facility supervisor (“Notification Sent”.)

IMPORTANT NOTE ON THE “DELETE” BUTTON:

The “Delete” button is potentially very dangerous and should be use sparingly.  It completely deletes the entire inspection.  Deleted inspections cannot be recovered.

Reports:

This section of the application consists of one or more pages of reports available to the current user. The list of available reports is customized at each installation and will vary depending upon the current user’s role [Safety Inspector, System Administrator, Executive, Local User, QA Inspector, Follow-Up Inspector and Fire Inspector, etc.] Contact the System Administrator to obtain a list of reports that is accessible to you.

You may page through the list of reports if numbers other than “1” appear at the bottom of the report list. Click on a number to view that page of reports. To obtain a report, select a report from the list by clicking to the left of the report label.   A list of appropriate criteria for that report will appear on the right side of the screen.

Any criteria required for a meaningful report will be indicated in red – most commonly, at least the “School Year” is required for a meaningful report.  Select or fill in the appropriate criteria and click on the “Generate Report” button.  Depending upon the size of the report, this may take a few seconds.  Using narrower criteria will return a smaller report and therefore return the report more quickly. A Crystal Reports™ report will appear generated with the criteria that you selected.

To print a report, click the “Print (Export as PDF)” button and print using Adobe Acrobat Reader. To print a report you must have the free Adobe Acrobat Reader installed on your PC. When attempting to obtain a printable report, if you receive an HTML data stream rather than a report, Adobe Acrobat Reader is probably not installed on your PC.  Printing a report is covered in more detail below.

You need not print a report to view it, however.  You may view your newly-created report on-screen.

At the top of each page are controls to page through the report, “Go To” a specific page number, or search for the page upon which a particular entry is found.  Searches are typically done by facility name.  Each subsequent search starts from the current page.

Some on-screen reports will allow you to “drill down” for more detail.  These will typically be summary reports. The drill-down points will be apparent because your cursor will become a pointing finger when it is placed over a line of report data that supports drill down.  Once you have drilled down in a report, use the normally-inactive “Up” button to return to the main report level or the “Back” button of your browser.

Note that some labels and even some data may appear in a less-than optimum format on the Web screen version of the report. This is because of limitations inherent in the Crystal Reports generated Web/browser-based reports. Each report that comes with your application (from Solid Rock Software) has been optimized for the best possible appearance when printed, not for its appearance on a web page.

The only advantage of viewing a report as a web page (over the PDF format) is the ability to drill down to a more detailed level in some reports.  In most situations, viewing the PDF-format report will be easier and offer a better viewing experience.

Printing reports:

To print a report, you must first export it to Adobe ™ PDF format.  You must have Adobe ™ Acrobat Portable Document Format (PDF) Reader installed on your PC to do this.  Adobe ™ Acrobat Reader is available for free download at Adobe’s Web site: http://www.adobe.com/products/acrobat/

To print a report, simply click on the “Print (Export as PDF)” button.  When the report is displayed in its final form, you may page through it or print all or part of it.  As with report generation, the length of the report will affect the time required to create the PDF document version and transmit it to your machine.

To print the PDF form of your report, use the Adobe Acrobat’s Print button. When done viewing and/or printing a report, using your browser’s “Back” button will return you to either the Web version of your report or the Reports Listing page, depending upon what you were viewing before building the PDF report.

To return to the Reports Listing page as rapidly as possible, use the “Back to Report Listing” button at the top of all Web-based reports.

To preserve previous report criteria choices, use your browser’s Back button to return to the previously-used Reports Listing page.

User Profile:

This screen displays information about the current user.  Fields such as Name, Title, Telephone Number, eMail address and Password can be altered.

To save any changes on this screen, click on the “Save/Update” button.  To cancel any changes made on this screen, just proceed to another tab without clicking on the “Save/Update” button.

PDA Usage:

All users who use a Handheld device (“Personal Digital Assistant”) should have the following two buttons on the “Profile” screen.

• Download Latest RegTree File

• Download Your PDA-Property File

If you are a PDA user and do not see these two buttons, see your System Administrator immediately.

For the usage of these two buttons, see the document “The PDA Inspection Application – PDA Setup” These two buttons permit you to load your PDA with the current “Decision Tree” and your current Properties (“Props”) or PDA configuration file.