Site Inspection Events

Owned by John Kostakos
Last updated: Feb 26, 2024 by Kevin Gainer
4 min read

Overview

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.

A Note on Terminology

In nVIRO, the term "evaluation" is used to refer to an agency review of regulated facilities, equipment, or documentation. This overarching term includes both on-site inspections and off-site desk audits and record reviews. Since this help topic focuses on "Site Inspection" events, which deals with on-site inspections/site visits, the terms "inspection" is used, except when referring to an "evaluation" record.  Keep in mind that, within nVIRO, "evaluation" and "inspection" are essentially synonymous terms and are often used interchangeably.

Adding a Site Inspection Event

Site inspection events are added from the events tab on the related functional area record (submission, permit, site, evaluation). 

Creation of Evaluation

When a new event of type Site Inspection is saved, an Evaluation record is automatically created with the data and options specified on the New Event screen.

To add a new site inspection event:

  • Navigate to the Events tab for the submission, permit, site or evaluation.

  • Click Add Event.

  • Click  Add Site Inspection.  The New Event Screen will display.

Controls

The following fields are available on the New Event page.

Field

Description

Evaluation Type

The type of evaluation to be created when the site inspection event is saved.

Evaluator

The user to be assigned to the evaluation created.

Scheduled Date

The scheduled date for the new evaluation created.

Evaluation Start Date

The date the evaluation started. This is also used to represent the date of the event in the event list.

Evaluation End Date

The last day of the evaluation.  This is required if "Set Evaluation to Complete" is checked.

Comment

Free form comment / description related to the site inspection event. 

This text will populate the Comment field in the evaluation created.

Additional Evaluators

Additional evaluators to be added to the evaluation created.

Documents Control

This is a standard document upload control that is used to upload documents to the site inspection event.  Documents uploaded will be added to the new evaluation created.

The document upload control functions in the same fashion as the document control on the document tab.  See document upload for more information.

Set Evaluation Status to Complete

Checking this box will automatically transition the evaluation created by the event to a status of Complete.

This option would typically be used in situations where the evaluator has already conducted a site inspection, has not yet recorded it in the system, and wishes to record the completed inspection as an event.

Copy Contacts

Checking this copies the contacts from the current record to the evaluation created.

Save

Clicking the Save button saves the event, and generates a new evaluation record based upon the event fields above.

  • Select the desired  Evaluation Type to be created by the event.

  • Enter a Evaluator, Scheduled Date, Evaluation Dates, Comments, and Additional Evaluators as applicable.

  • If desired, upload documents. (See document upload for further instructions.)

  • If desired, check the Set Evaluation Status to Complete and Copy Contacts options.

Save the Site Inspection Event

To save the Site Inspection event and generate the related Evaluation:

  • Click Save.

    • Upon saving:

      • the event is added

      • the evaluation is generated

      • the New Event page closes, and the Events List tab displays the newly added event

Linking an Existing Evaluation as a Site Inspection Event

Sometimes a user may create an evaluation record by another means that should have been recorded as a Site Inspection event.  Never fear, we can deal with that!  An existing evaluation may be recorded as a Site Inspection event after the fact.

To link an existing evaluation:

  • Navigate to the Events tab for the submission, permit, site or evaluation.

  • Click Add Event.

  • Click  Link Existing Site Inspection. 

    • A list screen will appear listing evaluations that are eligible to link.

  • Click the checkbox corresponding to each evaluation to link. 

  • Click the Link Evaluations button.

    • Upon linking: 

      • a Site Inspection event is created for each evaluations that was checked.

      • the Link Evaluations page closes, and the Events List tab displays the newly added event(s)

Note - An Evaluation can only be linked to one Site Inspection Event.

Accessing the Site Inspection Evaluation Record from the Event Tab

Site inspection evaluation records may be accessed directly from the Event tab. 

To access the evaluation record, click the Open button corresponding to the site inspection event.  The evaluation screen is displayed.