Add an Inspection Template

This task is used to add new Inspection Templates.  Inspections can be:

• Scheduled as recurring - prior to 3rd party/regulatory inspections, Health and Safety, Building and Grounds, etc.

• To occur when an event happens, such as an Annual Recertification, Move-Out, Move-In (System Administration > Maintenance Setup -  Event Templates)

• Inspections can also be created manually when they are needed with the Create New Inspection task from the Maintenance Detail > General Information tab.

Prerequisites to complete task correctly.

None

How do you get here?

System Administration Maintenance Setup   Select the Templates - Inspections Table Add an Inspection Template

To add an Inspection Template:

1. Enter the Description for the Inspection Template.

2. Select the Source for the template.

   • The source will dictate where the Inspection Template will be available for use.

   • Your choices are:

   • • All

     • 3rd Party Inspection

     • Annual Unit Inspection

     • Buildings and Grounds

     • Health and Safety

     • Move-In

     • Move-Out

   • All sources are available for recurring inspections and manual inspections.

   • Annual Unit Inspection, Move-Out and Move-In sources are available for use with Event Templates.

3. Select the Deficiency Rating Scheme to be used for Inspections created from this template.

   • Pass/Fail

   • Level 1/2/3, LT/NLT

4. Select the Skill necessary to perform the Inspection.

   • Skills are maintained at System Administration > Maintenance Setup - Skill.

   • The Skill selection allows Inspections to be scheduled by matching the skill of the inspection with the Employees that have that skill.

5. The Active parameter is selected by default when adding a new template.

6. Select the communities, management companies and/or maintenance companies that this Inspection Template should be available for.

   • Use the Select All and Deselect All links to aid in making your selections.

7. Set the Default Vendor and/or Default Employee to perform the inspection for each Community/Co selected.

   • These defaults can be changed on the created Inspection.

   • These defaults can be left blank.

8. Click Next to select the Location Items to be inspected.

   • Expand on Community, Building, Unit and/or Amenity to see all Locations in each of those areas, and then expand on a Location to see all Location Items for those Locations.

   • • You can select any level to select that level and all levels below it.

   • Inspection Line Items will be created for each Location Item selected or each possible Deficiency of each Location Item selected, depending on the choice made in Step 5 above.

   • Click the Refresh link to preview your selections.

9. Click Next to setup the necessary schedules of when Inspection should be created for the Inspection Template.

   • If this Inspection Template is meant to only be added to an Event Template or used manually with the Create New Inspection task, click Finished.

10. Define a Template Schedule by selecting the:

    • Comm/Co (Community, Management Company or Maintenance Company) the schedule is for.

    • Frequency of the Schedule.  Your choices are:

    • • Daily

      • Weekly

      • Bi-Weekly

      • Monthly

      • Quarterly

      • Semi-Annually

      • Yearly

      • Once

      • Never

    • Next Date - select the first "Next Date" you want the Inspection to be created for

    • End Date - select the date you want the Template Schedule to expire on.  Leave blank to set the expiration of the schedule to never.

    • Generate Days Before - set the number of days before the Next Date you want the Inspection to be created

    • Due Date Days After - set the number of days after the Inspection is created for the work to be Due (Due Date of the Inspection)

    • Time Estimate - enter the time estimate to perform the Inspection.  This estimate will flow to all Inspections created from the template.

    • Project Generation - select the "Organize by Project" parameter and then set whether to:

    • • Generate New Projects based on a selected frequency (daily to never) and

      • • Never means always generate the work to the same project.

      • If a Project Frequency is selected, you can select an existing Project Number to use for this template.

      • • If set to None, a new Project Number will be generated with the first work and then used for all subsequent work.

11. Depending on which Community, Management Company or Maintenance Company selected for the Template Schedule, select where to Schedule Work In.

12. Click the Save link to add your first schedule.  Use the Add and Delete links until you have defined all the schedules for the Inspection Template.

    • Always be sure to use the Save link before adding a new schedule.

    • Please Note - if an Inspection Schedule is created for a community that does not have the Locations and Location Items defined for it (Maintenance > Maintenance Definition for Community, Building, Unit or Amenity), then an Inspection will not be created for the community even when it is scheduled for that community.

13. Click the Generate Work Now link to create all inspections for the currently selected schedule and locations.  Clicking this link will generate the work and move the Next Date to the next date based on the frequency selected above.

14. Click Finished when you have added all the necessary Schedules for this Inspection Template.

Related Topics:

Modify Selected Inspection Template

Modify Selected Inspection Template Schedule

Delete a Template