Loading...
HomeMy WebLinkAboutProcedure - How to Schedule an Inspection in IMSHOW TO SCHEDULE AN INSPECTION: There are several different ways to schedule an inspection in the program, and this document will review each method for scheduling inspections. 1 – Using the calendar – there is a calendar associated to both scheduled inspections and performed inspections; this is located under File – Inspections – Scheduled Inspections – Calendar. This will be a calendar of the month that the system is set in. Each inspection that is scheduled will show in this calendar, and can be viewed from this same area. To schedule: Double click on the date you want the inspection to be scheduled for – this brings up the Adding a Scheduled Inspection Box – the user will see blank fields for the Permit Number. Users can either type in the permit number or right click in that field or use the F3 key in that field to pull up a list of all permits. If you choose to pull up the permit list, there is a locate field that can be filled in, and using the tab key after typing in a number will take you to that permit in this list, which the user can select to add it to the permit number field. Using this same method, by typing in a number in the locate box and hitting the tab key, the tab search will bring the user close to that permit number if the number does not exist. If you want to get to the last permit number, type in 9999999 and hit Tab, and that will take you to the most recent permit number. Once the permit number has been filled into the Permit Number Field, hit Tab and the list of Inspections for that particular permit will pop up (users can also right click on this field to see the inspections for a permit too). Select which inspection is to be scheduled and press select. The inspection type is not filled in – Tab to the next field. Date Scheduled should already be filled in as that is where we started, on the calendar date to be used for this inspection. Tab to the next field, Time Scheduled. Time Scheduled helps to sort what time inspections should be completed. Many times the contractor will require a certain time for an inspection, and this can be filled in using 8a and then TAB, which will fill in 8:00 a.m.; or if the user types in 1p and hits the TAB key, the field will fill in with 1:00 p.m. What time is filled in is up to how your department wants to schedule inspections. Some will always use the 8a method and schedule all inspections at the same time and the inspector will perform those at his discretion. After users enter a time and hit the Tab Key, the Select an Inspector box will pop up. The inspector you are scheduling should be highlighted and then the user can click on select, and that will fill in the inspector field. Tab to the Contractor Field. Users can either use the right click or the F3 hot key to see a list of contractors for this permit, and with the right contractor highlighted, should select that contractor. Comments for the inspector about the permit being scheduled or the inspection being scheduled should be filled into the comments section. The user can then save this scheduled inspection by clicking on OK or can print it up by pressing the printer button in the left corner. If the user prefers, all inspections can be scheduled and then printed to the inspection forms at one time. 2 – Using the Permit to schedule an Inspection – Users will click on File – then Permits – and then using the find/locate box enter in the permit number to have an inspection scheduled and hit the TAB key – which will highlight the permit. There is no need to open or hit enter to edit/change the permit. On the bottom of the Browse the Permit File Box is a button that says Inspections. With the correct permit highlighted in the Browse box, users should click on the Inspections button and that will bring up the Inspections for Permit XXXXX box – with the focus on the Required Inspections section (red header). Highlight the inspection type in this box that you want to schedule the inspection for – and then move your mouse to the lower right box and click in that box so that the focus (red header) is now on the Scheduled Inspections header. Then click on the Insert button and fill in the sections for that inspection you want to schedule – again TAB will take you to each field. Time can be filled in as 8A, which will become 8:00 a.m. or 2P which will become 2:00 p.m., etc. After users enter a time and hit the Tab Key, the Select an Inspector box will pop up. The inspector you are scheduling should be highlighted and then the user can click on select, and that will fill in the inspector field. Tab to the Contractor Field. Users can either use the right click or the F3 hot key to see a list of contractors for this permit, and with the right contractor highlighted, should select that contractor. Comments for the inspector about the permit being scheduled or the inspection being scheduled should be filled into the comments section. The user can then save this scheduled inspection by clicking on OK or can print it up by pressing the printer button in the left corner. If the user prefers, all inspections can be scheduled and then printed to the inspection forms at one time. The close button will take the user back to the Browse Permits file so another inspection can be scheduled. 3 – Users can schedule inspections by going to File – Inspections – Scheduled Inspections – By Permit and click – the Schedule Inspections by Permit box will come up. In the Locate Permit box, fill in the permit number and hit the TAB key – which will highlight the Permit. The list of inspections for that permit will show in the box on the bottom left that is labeled inspections. Highlight the inspection to be scheduled and pres the insert button. Fill in the permit number, tab to the time and fill that in too - Time can be filled in as 8A, which will become 8:00 a.m. or 2P which will become 2:00 p.m., etc. After users enter a time and hit the Tab Key, the Select an Inspector box will pop up. The inspector you are scheduling should be highlighted and then the user can click on select, and that will fill in the inspector field. Tab to the Contractor Field. Users can either use the right click or the F3 hot key to see a list of contractors for this permit, and with the right contractor highlighted, should select that contractor. Comments for the inspector about the permit being scheduled or the inspection being scheduled should be filled into the comments section. The user can then save this scheduled inspection by clicking on OK or can print it up by pressing the printer button in the left corner. If the user prefers, all inspections can be scheduled and then printed to the inspection forms at one time. The close button will take the user back to the Browse Permits file so another inspection can be scheduled. PRINTING INSPECTION FORMS / INSPECTION REPORTS Once inspections are scheduled, forms can be printed. These forms will be 2 or 3 per page, depending on your form choice when the form was created, please refer to the How To Create Inspection Forms document. Users may also want to print a scheduled inspections report to review what has been scheduled prior to printing the forms. Print – Standard Reports – Inspection – Scheduled Inspections – select which date you wish to print the report for – and the report will print for those inspections scheduled for the date you have chosen. If there were no inspections scheduled for that date, then nothing will print in the report. Print – Forms – Inspection Forms – and you have a choice of Printing Order – either By Inspector (to print a form for a particular inspector); or By Parcel Number, By Subdivision or By Street Address (each of these will group inspections in like areas). Each of these choices will display the beginning to ending selection for whichever option you selected – and once you have clicked on OK will then give you a date selection option, so again, only scheduled inspections for a particular day will print on the forms.