Working with Evaluations (Pre-2022.3 release archive)
- Alecia Elia (Unlicensed)
- Megan Sproul
- Will Rensmith (Unlicensed)
Searching Evaluations
Searching Evaluations from the Home Menu
From the Home menu, select the Evaluations from the Search by Topic. The Evaluations Search page is displayed, allowing for searching of evaluations by various criteria such as site, status, and evaluation type.
Click the Open button to view or edit the evaluation details for the selected evaluation.
Searching Evaluations from the Site Menu
From the Site menu, select the Evaluations menu item. The evaluations associated with the currently selected site are displayed.
Click the Open button to view or edit the evaluation details for the selected evaluation.
Creating an Evaluation
There are multiple ways to create evaluations:
By creating an ad-hoc evaluation from a Site's Evaluation List.
Through an ad-hoc evaluation (inspection) created in nSPECT.
Creating an Ad-Hoc Evaluation from a Site's Evaluation List
Evaluations may be create from the Evaluations list page of a site. To do this:
Navigate to the site to be evaluated (via site search).
Click the Evaluations menu. The evaluations for the site are listed.
Click Add New Evaluation. The Evaluation Details page is displayed.
Enter data in required fields such as Program Area, Evaluation Type and Scheduled Date.
As needed, enter data in optional fields such as Permit, Comments, Additional Assigned Users.
Change the evaluator if necessary (defaults to current user).
Click Save.
The evaluation is created in Planned status and additional evaluation tabs are displayed.
For details on editing/maintaining additional evaluation data, please see Viewing and Editing Evaluation Details.
Creating Evaluations with an Evaluation Plan
The Evaluation Plans tool allows users to draft a list of facilities, select one or more evaluation types to be conducted and, once finalized, generate (publish) the evaluation records. Using the Evaluation Plans tool enables 'batches' of evaluations to be generated more efficiently than planning evaluations one by one. Users are able to select multiple sites, evaluation types, and evaluation dates, and the system will bulk-define evaluations based on the product of the selections.
See the Evaluation Plans page for a description of how to create and publish evaluation plans.
Creating a "Site Inspection" Event
When working on an application or drafting/renewing a permit, there may be a need to perform an inspection of the site that will be permitted. Applications and permits support creation of a special type of event called a "Site Inspection" event.
Using a site inspection event to plan an inspection provides a "shortcut" method for creating and scheduling an inspection, and it also provides a linkage between the corresponding application or permit and the inspection/evaluation record. Tracking these as events is useful to document activities that occurred during the processing of an application or permit. Also, when an evaluation is created as a site inspection event, the system provides navigation from the application or permit to the evaluation (via the event tab), and from the evaluation to the application or permit via the sidebar.
See the Site Inspection Events page for a description of how to create and edit a site inspection event.
Creating an Ad-Hoc Inspection in nSPECT
Staff may find the need to conduct an unscheduled inspection for a site while out in the field and disconnected from the nSPECT server. This may be done within nSPECT for subsequent synchronization to nVIRO as a completed evaluation.
Add the Site and Conduct the Inspection
To add an unscheduled inspection from within nSPECT (disconnected mode):
From the My Inspections page of nSPECT, select Add Inspection.
The Add Site to Inspect page displays.
Enter a Site Name. Note: Site Key will be used later to synchronize the inspection to the correct site.
Click Save.
The Form Selection screen displays.
Select the desired inspection form and complete the inspection form(s). See nSPECT for more information on conducting an inspection.
Synchronize the Inspection
Because this inspection was not initiated from nVIRO (specifically nCORE), it does not have a corresponding evaluation. Also, while a site name was entered into nSPECT, that is not sufficient for synchronization back to nVIRO. Synchronization will require that a site key is added to the site record in nSPECT.
Add the Site Key to the Site Record in nSPECT for an Existing Site
To add the site key to the site record in nSPECT, the nVIRO Site Number must be obtained
Search for and select (Open) the site in nVIRO (i.e., via site search).
Copy (or write down) the Site Number from the site detail record (upper right corner).
Switch to nSPECT and select the Edit Inspection Details option for the inspection.
Paste (or enter) the site number into the Site Key for the evaluation.
Click Save.
Synchronize nSPECT.
The evaluation will be created in nVIRO on the designated site.
Add the Site Key to the Site Record in nSPECT for a New Site
To add the site key to the site record in nSPECT for a site that does not yet exist in nVIRO, the Site must be added.
To add the new site:
Follow the steps to create a new site in nVIRO
Copy (or write down) the Site Number from the detail record of the site that was just created(upper right corner)
To add the site key to the site record in nSPECT:
Follow the steps specified above to Add the Site Key to the Site Record in nSPECT for an Existing Site
Scheduling an Evaluation as an nSPECT Inspection
As described in Evaluations and Inspections, evaluations follow a status lifecycle.
For an evaluation to be scheduled in nSPECT, it must be in a Planned status.
To schedule an individual evaluation as an nSPECT inspection:
Navigate to the Evaluation Details page for the evaluation.
Review the Evaluation Details page to ensure all required fields have been populated and are correct:
Evaluation Type (this determines the default nSPECT Inspection Form to be assigned)
Evaluator
Scheduled Date
Click the Add to nSPECT button.
The evaluation status will change from Planned to In nSPECT.
An inspection record is created in nSPECT assigned to the Evaluator (as the Inspector in nSPECT).
Please see nSPECT Scheduler for information on simultaneously scheduling multiple planned evaluations.
Bypassing nSPECT
Depending on configuration of the evaluation type, it is possible to bypass scheduling of an inspection in nSPECT, transitioning an evaluation from Planned to Processed. (See Updating Evaluation Status.)
This is typically used when an inspection form is not relevant to the evaluation type, or if some other type of form is being used (e.g., paper).
Conducting an nSPECT Inspection
Inspections are conducted in nSPECT and when they have been marked complete in nSPECT, they are synchronized with nVIRO. Upon completion of the synchronization process the nVIRO evaluation record is transitioned to a status of Processed.
Please see nSPECT for information on how to conduct an online inspection using the nSPECT app or web.
Maintaining Evaluation Details
Please see Viewing and Editing Evaluation Details
Updating Evaluation Status / Completing an Evaluation
Evaluations are "completed" by updating the evaluation status (as described below) to Complete.
Depending on configuration, evaluations may also be set to Withdrawn. This status may be used, for example, if the evaluation was planned far in advance and could not be completed, or if it was mistakenly created.
To update the status:
From the Evaluation Detail page, click the Update Status button.
A pop-up window appears.
Select the new status from the Status field dropdown.
Validation rules may display. If errors are displayed, they must be corrected before the evaluation can be updated to the selected status.
Enter the Reason for Status Change (comment field) if displayed. Note, that the reason field may be displayed as required or optional.
Click the Save button.
The detail tab is displayed with the updated status.
Reopening ("Uncompleting") an Evaluation that was Completed in nSPECT
If there is a need to reopen an evaluation that had previously been completed, this may be done by updating the evaluation status.
To do this:
From the Evaluation Details page, click the Update Status button.
A pop-up window appears.
Select the Uncomplete - to nSPECT status from the Status field dropdown.
Click the Save button.
The detail tab is displayed with the Uncomplete - to nSPECT status.
Once nSPECT has re-opened the completed inspection record, the status will automatically change to In nSPECT
The following rules/restrictions apply when uncompleting an evaluation:
Any linked violation will be deleted.
If the evaluation resulted in a compliance action and/or the evaluation is linked to a compliance action, the status change to In nSPECT will not be allowed.
The user performing the uncomplete process should belong to one of the following security groups:
Super user
Evaluations Administrator
Evaluations Status Manager
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