Fire Prevention Notices

Overview

The Fire Prevention Notices (FPN) module which provides a way to report and track Fire Prevention Infringements, both in the field and in the office.

It helps to identify properties at risk and enforce compliance.

The module is used primarily by Municipal Fire Prevention Officers (MFPO)s working in councils in Victoria.

It provides the following features:

• High risk properties and previous offenders can be imported and proactive inspections scheduled

• Import landowner contacts in advance for sending notices

• Set up events for each season

• Customise your notice based on templates to include your organisation letterhead, preferred layout, legislative requirements, corrective actions, fine amount, date for compliance and details of the inspecting officer including their signature

• Coordinate inspection teams through zones and routes (zones for CFA and FRV areas are pre-configured in the system)

• Coordinators can assign inspections and follow-up inspections to Field Officers/Inspectors and be automatically updated on their actions

• Officers can use the mobile app on a tablet or phone in the field

• Officers can see nearby properties that have not been inspected on a map

• Officers can retrieve or override current landowner information

• Officers can capture photographic evidence including watermarked location, date, time and name

• Inspectors can recommend corrective actions for landowners, easily recording their findings with simple checkboxes

• Notices can have different conditions depending on which jurisdiction they're in (this is currently Victoria specific with the main jurisdictions being CFA, FRV etc)

• Notices can be generated to individual property or in bulk as a batch with the option of individual letters for each owner

• Notices can be printed directly from the system or exported for external mail merging

• Notices can be archived in an external document management system (such as TRIM)

• Automatic status reminder for second inspection after the configured duration

• Ability to grant extensions and exemptions

• Coordinate contractor (grass cutter) management, communication and costs for compulsory clearing

Positions

The following table outlines Fire Prevention Notices positions and what users with them can do according to their default security policies:

Process

Refer to: Workflow

Your System Administrator must first ready the current FPN season including an event, user accounts and positions. They can also import high risk properties to schedule inspections.

FPN Coordinators optionally can assign inspections to FPN Officers and monitor the inspection process.

FPN Officers can sign in to either the mobile app in the field or web in the office and go on duty to the FPN event. They can follow the directions to the inspection site and track their route. They can pick up existing items with a Draft or 1st Inspection Required status or report new hazards during an initial inspection. When reporting new hazards, they can enter an address, select a property visually from the map and verify the details for the property are correct. An officer can tick the relevant compliance requirements and add evidence including photos to the inspection. When a hazard is identified, the notice is changed to Hazard Exists.

Properties with identified hazards are considered ready to receive notices. The FPN Coordinator runs a mail merge using the Ready to Print or Hazard Exists filter and the bulk action of either Generate Merge (if using for the internal merge) or Export to Report (if using an external mail merge system). Once the mail merge is completed, the system will either set it to Hazard Exists (Printed) (if using the internal merge) or the FPN Coordinator will need to do this manually when generating the export. The process of printing and sending letters can follow. If there is an issue with the notices, the FPN Coordinator can set the status back to Hazard Exists and the mail merge can be re-run.

Once the Hazard Exists (Printed) status has been set, the system allows the configured compliance period (usually 2 weeks) for the property owner to comply. A due date does not need to be set for this to happen as it will automatically be set by the system. If they don't comply then the status will automatically move to Compliance Inspection Required unless an exception or objection is lodged and the FPN Coordinator sets the status accordingly. The FPN Coordinator can assign FPN Officers to conduct a follow-up compliance inspection to determine if compulsory clearing is required.

If a compulsory clearing is required, then the FPN Coordinator set the status to Request Compulsory Clearing. An FPN Coordinator can task items to a subcontractor using the Contractor Tasks sub-item. The process is then managed through the FPN Subcontractor Tasks register in conjunction with the contractor.

Once compliance work has been reviewed, the FPN Coordinator can change the status to Compliant or Closed.

The following diagram provides a general outline of Fire Prevention (including the main workflow statuses):

Access

To access Fire Prevention Notices

• Fire Prevent Notices must be enabled for the event, along with Fire Prevention positions

• Go on duty with a Fire Prevention Notices Position. If you can't access it, ask your administrator to check your permissions.

Locate the Fire Prevention Notices register under Inspections > Fire Prevention Notices in the menu.

Administration

Administrators can set up and maintain the Fire Prevention Notices module (ideally prior to the Fire Prevention season) by:

• Creating an event for the FPN season using the Fire Prevention Event Template (including a Test event for training and testing)

• Enabling the FPN positions by adding the positions to the Event. Without these positions, users will not be able to use the module. Adding the policy of FPN User to an existing position may be necessary if it doesn't already have it.

• Adding the relevant positions for Fire Prevention to a user's profile if they need it. (See also Positions)

• Managing officer user profiles including signatures and signature text for notices (or advise officers to do this themselves)

• Importing asset and owner data

• Setting up and testing mail merge templates or manual export process. Initial template setup is made easier by by copying and modifying the pre-configured template provided. It is also possible to create one from scratch to closely resemble your existing notices.

Other more advanced tasks that may be required:

• Setting up contractors using resources and organisations with positions

• Importing inspections in bulk for the upcoming season for high risk properties, pre-planned inspections and previous offenders

• Configuring inspection zones using geospatial features

• Configuring integrations using the API to external systems

Maintenance tasks may include:

• Deactivating any old or unused mail merge templates

• Adding (or removing) the Fire Prevention Notices register from events in the Event settings

Finding Fire Prevention Notices

The register includes a number of features to assist in finding Fire Prevention Notices:

• Datagrid view

• Map view

• Filters including workflow, assignments, notices to print and zones

• Combination filters and search by most fields

You can use the My Assignments filter group to find inspections assigned to you, as a:

• FPN Officer, use the My Assignments filter to find inspections assigned to you. You can also find follow up inspections by using the My Compliance Inspection Required, My Request Compulsory Clearing or My Post Clearing Inspection Review filters.

• FPN Coordinator you can use the My Notices to Print filter (under Special) to generate a batch of notices.

• As an FPN Subcontractor, use the FPN Subcontractor Tasks module to manage your Contractor Tasks.

Filters

Filters help make management of Fire Prevention Notices easier by focusing on specific groups of items on the datagrid.

Viewing Fire Prevention Notices

When viewing Fire Prevention Notices, sections can be expanded to show information.

As each section is completed, new sections may show additional information.

Fire Prevention Notice Settings

Fire Prevention Notices are divided into the following sections (sections may or may not appear depending on what information is entered, your permissions level, and what mode you're viewing):

Record Notes

When editing, record notes in the rich text field as you make changes which will appear in the Activity log.

Refer to: Recording Notes

Location

The Location section records details for the property.

A property should be identified for a notice to be issued to the owner. The field Is there a property identified? defaults to Yes a property is identified.

It is possible that an officer hasn't yet identified the property. If you're saying No property identified, you may have to follow up later to locate the to issue a notice.

Use the location selector to search for and enter a Property or Select from map. If a property has been identified you can check that the contacts match the expected owner using the Fetch Contacts button.

Cut Grass

This section records any grass, weeds and undergrowth cutting work you can mark as required.

The two fields are used to determine whether it should be cut on the whole property or to the fence line.

Remove

This section records any materials, particularly flammable, that require removal, each with a checkbox you can mark as required.

When selecting Remove all flammable materials you can specify the minimum distance from the pulldown list of options.

Firebreak

This section records any instructions for creating a firebreak including a minimum width for each.

Other

This section records any additional instructions. These fields can also be included in the mail merge notice to owners.

When ticking Conduct work as shown on the affected map, it is expected to upload a map in the Documents section. There is also a filter which you can use to bring up all items flagged with this option.

Special Instructions

This field is used for anything not outlined in the checkboxes to and can appear on the letter.

Follow up Actions

This field has a list of flags, each with its own filter in the filter menu. Use the Further investigation by MFPO option to flag for follow up by the MFPO . There is also a filter which you can use to bring up all items flagged with this option.

Documents

This section is used to store supporting documents and archive evidence.

Photos is used to capture photographs of the property highlighting infringements. Photos can be captured in the mobile app with the device's camera or uploaded from the gallery.

Merged Documents automatically stores PDF notices following the Merge Documents process.

Use the Add file button to add as many photos or documents as needed.

Workflow and Assignment

This section helps manage the process including assignment, due date and printing process and is usually completed by the FPN Coordinator, FPN Administrator or the system.

Status

Status

Datagrid Icon

Next available steps

Notes

Value

Draft Inspection

1st Inspection Required, Closed

Use this for inspections that have been imported or pre-configured in the system.

3

1st Inspection Required

Hazard Exists, Closed

Usually the first stage of Fire Prevention Notices.

10

Hazard Exists

Hazard Exists (Printed), Compliance Inspection Required, Compliant, Notice Withdrawn, On Hold Objection Lodged, Proceed to Prosecution, Temporary Exemption Granted

FPNs logged through the mobile app start with this Status. Use this for any inspections where hazards are found for creating notices.

20

Hazard Exists (Printed)

Compliance Inspection Required, Compliant, Notice Withdrawn, On Hold Objection Lodged, Proceed to Prosecution, Temporary Exemption Granted

FPNs with generated notices should be set to this. This status is automatic if using the Generate Merge bulk action with any templates set to escalate workflow.

60

Compliance Inspection Required

Request Compulsory Clearing, Compliant, On Hold Objection Lodged, Proceed to Prosecution, Temporary Exemption Granted

This status is automatically set after the compliance period (usually 2 weeks).

30

Request Compulsory Clearing

Request Compulsory Clearing, Post Clearance Inspection Review, Notice Withdrawn, Proceed to Prosecution

Set when a compliance inspection finds that the owner has not complied in the compliance period. This opens the Contractor Tasks section.

40

Post Clearance Inspection Review

Request Compulsory Clearing, Compliant

Set once the compulsory clearing is completed when scheduling an inspection of the work.

50

Compliant

Set at any time the property is compliant, for example if force clearing process was successfully completed.

-10

Proceed to Prosecution

Hazard Exists, Compliance Inspection Required, Compliant, Notice Withdrawn, On Hold Objection Lodged, Proceed to Prosecution, Temporary Exemption Granted

Set if going to court with the owner over non-compliance.

Temporary Exemption Granted

1st Inspection Required, Compliance Inspection Required, Closed

Set if granting a temporary exemption.

-20

On Hold Objection Lodged

Hazard Exists, Compliance Inspection Required, Closed, Compliant, Notice Withdrawn, On Hold Objection Lodged, Proceed to Prosecution, Temporary Exemption Granted

Set to put the notice on hold if the owner has lodged an objection.

-25

Closed

Set by an FPN Coordinator or FPN Administrator to archive the FPN.

-30

Notice Withdrawn

Set if withdrawing the notice.

-40

Assign To

Coordinators can use this assignment field to delegate the inspection or notice to a member of the team. To appear in the list, the person must be a user with the FPN Officer position and must be on duty to the event.

Notice Printed Date

After a notice has been generated (any Status from Hazard Exists Printed) this will be set to the date that the date that the Generate Merge bulk action was run or when the data was exported using the Export to Report bulk action.

Next Action Due

After a notice has been generated this will be set to the date that the Generate Merge bulk action was run plus the compliance period (usually 2 weeks). After this period the Status will automatically be escalated to Compliance Inspection Required.

You can override the default Next Action Due date by selecting a date, however this is not recommended as it will override the built in workflow escalation.

Infringement Notice Number

This field appears in any Notices that have had Request Compulsory Clearing as their Status and have had an infringement notice sent. It is used to record any infringement notice from an external system.

Infringement Notice Date

This field appears in any Notices that have had Request Compulsory Clearing as their Status and have had an infringement notice sent. It is used to record the date of any infringement notice from an external system.

Needs Invoice/Fine Raised to Property Owner(s)?

Tick this box if the notice requires an invoice or fine to be raised for the property owner(s). This will then appear as a counter as a reminder.

Contractor Tasks

Use this field to record Contractor Task(s) as sub-items. These are manageable from the FPN Subcontractor Tasks and can be assigned to an external contractor. External contractors can be given an account to view and manage only their tasks.

Task can only be added when the status of the FPN has had a Request Compulsory Clearance. Only items with this or a later statsus (such as Post Clearance Inspection Review) will have an unlocked add so that you can can add SubContractor Tasks.

Use the View Record button to view the individual FPN Subcontractor tasks in the FPN Subcontractor Tasks register.

Tags

Refer to: Tagging Items

Classification

Refer to: Editing Items: Classification

The Event should be set to a current Fire Prevention Notice event.

Override Owner Details

This field overrides the Asset Owner details for this notice to appear on the generated letter. Use this in cases where the asset contains incorrect our outdated information (in lieu of re-importing all property owner data).

You can add multiple override owners into this box separated by a hyphen on a new line which will then generate separate letters for each override owner.

Override Property Number

This field overrides the Property or Assessment Number in cases where the asset data is incorrect. The number will appear on the generated letter instead of the one looked up for the property.

Override Location

This field overrides the Location field if the record for the property number is incorrect and will appear in the generated letter.

Zone Override

The system automatically determines whether a property is in the FRV or CFA zone. However if this is incorrect for the notice, you can tick the Set Zones Manually box and tick either of these zones if they apply.

External ID

Use an External ID to reference a record in another system (such as your external property and rates database).

Activity

Refer to: Viewing and Opening Register Items: Activity

Updating Fire Prevention Notices

When updating Fire Prevention Notices:

Fire Prevention Officers should:

• Pick up any notices assigned to them using the My Assignments filters

• Add notes on your edits in the Record Notes field

• Complete each section of the Settings as required. Note that some options may open up new sections to complete.

• If the property hasn't been identified, make sure the correct Location is entered. If the Location is incorrect, fill in the Override fields.

• Ensure the instructions for Cut Grass, Remove, Firebreak and Other are correct as these will appear in the generated letter

• Ensure that photos and documents (including any maps) accurately illustrate the infringements

Coordinators should:

• Ensure that the Status reflects the current stage

• Assign the notice to the right FPN Officer

• Use the Special > All Notices to Print filter to find notices that are ready to print (you can select individual items by ticking the box or use the yellow tick to select all) and run the Generate Merge bulk action to download notices to send to owners. Once printed, they will have a printed date and will appear under the Notices Sent filter and the Status is set to Hazard Exists (Printed).

• Use the Compliance Inspection Required counter to find items that have exceeded the compliance period, and assign to an FPN Officer for follow-up inspection

• Use the Workflow > Request Compulsory Clearing to find notices that require tasking to contractors

Adding Fire Prevention Notices

Fire Prevention Notices can be added in a the following ways:

• FPN Officers can add them via the register in the mobile app. When adding from the app, the Status is automatically set to Hazard Exists.

• FPN Coordinators and FPN Officers can add them via the web. If using the web the Status is set to 1st Inspection Required and you'll need to set to Hazard Exists manually.

• Administrators can add them in bulk via an import (typically Draft and 1st inspections are added this way)

Adding Fire Prevention Notices from the Register

To add from the register:

1. From the register, in the New item menu select the New Fire Prevention Notice button (or drop down the list from any other register and select it)

2. Complete each section of the Settings as required.

   1. Enter a Location if the property is identified and check the owner details are correct. You can also use a property ID or type the address. If the Location or owner in the database is incorrect you can fill in the Override fields to enter the correct property details as it will appear on the notice. If the property can't be found, you can use the Mark current location or Annotate map function to put a point on the map where you are. Ask your GIS officer or the help desk why the property is not available in the asset database.

   2. Ensure the instructions for Cut Grass, Remove, Firebreak and Other are correct as these will appear in the generated letter.

   3. Add any photos and documents (including any maps). Use the camera within the app to add photos instead of the gallery if you want them watermarked for additional evidence.

   4. Specify any Follow up actions

   5. Leave the Next Action Due blank unless you are allowing a time extension.

   6. Notices you add through the mobile app are automatically set with a Status of Hazard Exists and the Assign to field is set to you. You can change this if you have the FPN Coordinator position.

3. Save

Bulk Actions

The following additional bulk actions can be performed via the Actions menu:

Importing Fire Prevention Notices

A System Administrator can import in bulk via the Import system using the Fire Prevention Notice option.

If you have a list of properties that you would like inspected, you can perform a bulk import from a CSV file. The file only requires two columns of data which is the property ID and status (i.e. 10 for 1st inspection required, 20 for Hazard exists etc). These will be inserted into the register with the relevant status.

Reports

The Fire Prevention Notices module has more than 8 built-in reports including:

• FPN Inspections Report

• FPN Inspections Report - Vic Councils

• FPN Task Report

• FPN Inspections - Total number of properties inspected by suburbs

• FPN Inspections - Total number of FPN issued initially and by month

• FPN Inspections - Total number of inspections by suburb and officer

• FPN Task - Referrals to Contractors

• FPN Inspections - Average Time Taken Per Month

• FPN Inspections - Total of FPNs reissued for properties