Evaluations and Inspections

Overview

Evaluations include on-site inspections, off-site record reviews, and desk audits. If nVIRO is suitably configured, inspections can be conducted using nSPECT, an integrated mobile inspection application.

Evaluations have the following features:

  • A unique evaluation number is assigned to each evaluation. The numbering scheme is based on the settings for the Evaluation Type set by a system administrator. A default numbering scheme is used if no numbering scheme has been explicitly established.

  • An evaluation type classifies the evaluation. The evaluation type affects the following aspects about the evaluation record:

    • Available decisions (Satisfactory, Marginal, Unsatisfactory, etc.)

    • Default workflows to add when adding a new evaluation

    • Whether or not the evaluation can be marked confidential

    • Whether Evaluation Start/End time of day controls are visible

    • Whether or not the evaluation can be added to nSPECT

    • The default format to use for nSPECT-generated inspection reports (PDF or Word)

    • The default follow-up inspection type to create

  • An evaluation status indicates whether it is draft, active, or closed.

  • The Inspection Contact role is the primary contact type for this functional area.

  • Evaluation dates, including scheduled, start, end, decision, report transmittal, and sample transmittal dates. Some of these date fields are optional and configurable by a system administrator.

  • If the evaluation is conducted using nSPECT, key inspection questions and answers can be configured to display on the Inspection Results tab.

  • Violations can be identified and recorded on an evaluation.

  • Evaluations can be associated with other evaluations through Related Evaluations.

  • The evaluation decision indicates the outcome of the evaluation, such as Satisfactory or Unsatisfactory. Available decision types are configured by Evaluation Type.

  • Additional optional users can be assigned through Additional Inspections. These are secondary to the assigned Evaluator.

  • Other shared attributes such as EventsDocumentsContacts, and Program Components.

Evaluation information is managed on the Evaluation Details screen.

Evaluation Status

Like other statuses throughout nVIRO, evaluation statuses are divided into three categories: Draft, Active, or Closed. Status category drives system behavior and allows for additional statuses to be configured.

  • Draft - The evaluation has been created and planned but not yet conducted.

  • Active - The evaluation has been added to nSPECT for an inspection to be conducted, or is otherwise being actively worked on. 

  • Closed - The evaluation has been closed for processing. Only users with elevated permissions can set an evaluation from Closed back to Active status.

Among these three categories, there are several status descriptions. These statuses may vary by agency.

Status Category

Status(es)

Special Considerations

Draft

Planned

This is the default status for all newly created evaluations.

Active

In nSPECT



The status of an evaluation will automatically update to In nSPECT when the Add to nSPECT button has been clicked. This indicates that an inspection is being conducted in nSPECT and the inspection has not been completed and synced.

Processed

When an inspection is completed in nSPECT and synced, the status of the evaluation is updated to Processed

Uncomplete - to nSPECT

This is a temporary status that is set when reopening an inspection that had been completed in nSPECT.  Once the nSPECT inspection record is reopened, the status will automatically change to In nSPECT.

Closed

Complete

An evaluation is updated to a Complete status once the processor has complete any post-inspection activities.

Withdrawn

A processor can transition an evaluation to Withdrawn if it is determined that an evaluation is not needed.

Evaluation Status Life Cycle Using nSPECT

The diagram below includes the statuses available for evaluations:

The status of an inspection is Planned when first created.

If an evaluation is going to be conducted through nSPECT, the In nSPECT and Processed statuses are used. The general steps for an nSPECT inspection are as follows:

  1. When the evaluation is added to nSPECT from nVIRO, the status transitions to In nSPECT.

  2. The inspection is then conducted in nSPECT and the inspection forms are completed. In nSPECT, the inspection is marked Complete, which transitions the status in nVIRO to Processed.

  3. Final preparation of the inspection report and other activities are conducted through the Workflow and Tasks on the nVIRO evaluation record (on the Evaluation Details page). Finally, the evaluation is updated to Complete

Evaluation Status Life Cycle without using nSPECT

If nSPECT is not being used, such as recording an inspection after it has been conducted or for inspection activities that do not use the nSPECT software, then the status can be transitioned directly from Planned to Complete in nVIRO.

An inspection can also be transitioned from Planned to Withdrawn if it is determined that the inspection is not needed.