3.6.5 – Reviewing (or completing) & Finalising a Visit (Desktop)
We expect that most users will enter most of their visit inspection details whilst at site using the PM Toolkit as above.
We also anticipate that the limitations of a mobile device will mean most property managers will want to return to the office and review the inspection before finalising their Recommended Actions and producing the Property Inspection report.
The process of reviewing a visit is similar to that of completing it, so here we will only talk about reviewing the visit versus completing it, but they are very similar and so most of what we say below would be followed the same way.
Access is via the Workbench Menu -> Site Management -> Visits -> View the visit in question.
When you access a visit using the desktop, the screen will display at the top the summary information about the visit that was added with the add visit screen. If you want to change any of this information, click on the three dot button to the right of the summary section and choose ‘Edit Visit’. This displays the edit visit pop-up and allows you to change any of these fields, except it will not allow you to change the Checklist if you have started answering any of the prompt questions.
The next section down is labelled ‘Images’ and this will show thumbnails of any images loaded for the visit. This typically might be a photo of the block itself rather than any specific image. From here you can delete the image and/or upload a new image if you so wish. These images are shown on the front page of the Property Inspection report.
The next section labelled Property Manager Inspection is where the details of the inspection completed during the visit is located. The three areas are:
- Checklist Observations driven by prompts
- Other (freeform) Observations
- Recommended Actions
Checklist Observations driven by prompts
This area of the screen shows the name of the Checklist being used and a list of the Checklist Sections. For each Checklist Section it provides the number of prompts/questions in the section, followed by the number that are mandatory or are required to complete the inspection, a progress bar to illustrate progress and a view button which allows you to drill down into that specific Checklist Section.
The progress bar only measures the completion of required prompts so you know that once it is 100% you have done the essential work needed on that Checklist Section.
To review (or complete) the inspection, you need to click on ‘View’ against each Checklist Section in the list one by one and review and/or complete the answers to the prompts until you have gone through them all.
Other Observations
This area is where any Observations are added that are not prompted by the Checklist. All Observations that have been added are listed with the summary heading, some of the detail where space is permitting, thumbnails of the images for the Observation and the number of Recommended Actions you are suggested from the Observation.
To review (or complete) the inspection, you need to click on ‘View’ against each Observation in the list one by one and review and/or complete the details you want until you have gone through them all.
Recommended actions
This area is a list of all the Recommended Actions that have been added, based on responses to the Checklist prompts or the Observations. They will be in the order that they are in the Checklist, then followed by the freeform Observations. Each will display a target completion date and a reference back to the Prompt/Observation where it was created.
The way this table is displayed is how it appears on the Property Inspection Report.
You can edit or delete the Recommended Actions from here or from within the Prompt/ Observation.
Once a review of a visit has been completed, you will want to create the inspection report. Ideally you should update the status to ‘Awaiting report’
Creating Property Inspection Report
To create the Property Inspection report click on the three dot button at the top right of the screen and select the ‘Generate Report’ option.
The system will create the report and provide a button to ‘View Report’. Once this is clicked the pdf Property Inspection report will appear in another tab of your browser. This report can be saved and provided to your clients and saved on the BOL documents for the block.
A sample report has been attached at the bottom of this article
The report can be re-generated as many times as you like to make sure it is right. Once you have saved the finalised report you should update the status of the Visit to complete.
3.6.5.1 – Reviewing (or completing) a Checklist Section (desktop)
Once you have chosen to view a Checklist Section you can then see a list of all the checklist prompts and recommended actions associated with the Checklists Section.
The checklist prompt responses are displayed in the order that they have been specified in the Checklist.
For each prompt/question you can take two actions:
- Edit the Prompt Response/ submit your response
- Add a Recommended Action
Editing a Prompt Response
If you chose ‘Edit Prompt Response’ a pop-up will appear as shown below will allows you to either complete the prompt/question or to review/ edit the response.
At the top of the pop-up is the response options allowed by the Checklist. It will have an asterisk next to it to show it has to be completed for the Checklist to be completed if it is mandatory.
This is followed by a comment box where you can enter any further explanatory text you feel you want to add. This will have an asterisk by the label if the checklist demands you enter some text.
Lastly is the area is where you can upload images that are want to provide for visual evidence of the issue. You are allowed to store up to 6 images for one prompt. If the issue is complex and you need to store more we suggest raising an freeform Observation for each area of the issue in hand. This will have an asterisk by the label if the Checklist demands you enter at least one image e.g. a meter reading image.
Once this information has been loaded or edited you can save your answer and the system will take you back to the Checklist Section screen so that you can move onto completing the next prompt/question.
Add a Recommended Action
If you chose ‘Add Recommended Action’ a pop-up will appear which allows you to review or enter your recommended action.
More than one Recommended Action can be added for a specific checklist prompt response.
There are three pieces of information for a Recommended Action.
Summary: This is a short one line description of the action. Ideally, only 6-10 words, such that it captures the unique essence of the action you are recommending.
Details: this is free format area to give as much extra detail of the Recommended Action so it is clear to whoever is reading the final inspection report. This is optional.
Target Completion date: This is a target completion date for the action. This is optional.
Once the Recommended Action is saved you are taken back to the Checklist Section screen and you will notice that if you have added a new Recommended Action it will appear in the list of recommended actions towards the lower part of the screen, where it can be further edited or removed if you realise it is not needed.
3.6.5.2 – Reviewing (or completing) an Observation (Desktop)
Once you have chosen to view an Observation you will be presented with the Observation details screen.
The screen displays the Observation summary and details, the Images and any recommended actions.
Observation
To add or edit the Observation details and summary click the three dot button on the top right of the screen and chose to Edit the Observation. At this point you will be presented with a small pop-up which allows you to add or edit the text about the Observation.
Summary: This is a short one line description of the Observation. Ideally, only 6-10 words, such that it captures the unique essence of the observation.
Details: this is free format area to give as much extra detail of the Observation.
Once this is saved the system will take you back to the Observation screen.
You also use the 3 dot button to select ‘Delete Observation’ if this is what you wish to do.
Images: To add an image click the ‘Add Image(s)’ button, otherwise you can select the images you wish to delete.
Recommended Actions
You can have as many Recommended Actions to an Observation as you like.
To add a Recommended Action click on ‘Add Recommended Action’. A pop-up will appear which allows you to review or enter your Recommended Action.
There are three pieces of information for a Recommended Action.
Summary: This is a short one line description of the action. Ideally, only 6-10 words, such that it captures the unique essence of the action you are recommending.
Details: This is free format area to give as much extra detail of the Recommended Action so it is clear to whoever is reading the final inspection report. This is optional.
Target Completion date: This is a target completion date for the action. This is optional.
Once the Recommended Action is saved you are taken back to the Observation screen and you will notice that if you have added a new Recommended Action it will appear in the list of recommended actions towards the lower part of the screen, where it can be further edited or removed if you realise it is not needed.
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