# Fire Prevention Notices ## Overview The Fire Prevention Notices 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 field app is capable of performing inspections either online or offline in remote areas. The module is used primarily by Municipal Fire Prevention Officers (MFPO)s for Fire Prevention Notices (FPN)s and Notice to Comply (NTC) in Victoria under legislation from Country Fire Authority (CFA) and Fire Rescue Victoria (FRV) as it has been included as a free subscription component in Victoria since 2019. The system also supports use in other states under Council Regulatory Services / Local Laws, such as: Fire Hazard/Section 105F notices in South Australia; Bush Fire Hazard Reduction Notice in New South Wales; Fire Break or Fire Hazard Abatement Notice in Western Australia; Fire Hazard Abatement Notice in Tasmania; Firebreak Notice in the Northern Territory. Templates and workflow support the operation for the key use cases. If your organisation hasn't yet used the module or hasn't for a while, head to the [Features and Benefits](#features-and-benefits) section for an overview. If your organisation is just setting up or needs to make changes for the current fire season, head to the [Setup and Configuration](#setup-and-configuration) page. If you've been set up with an account and are using it for the first time, head to the [Access](#access) section for details on how to log on and the [Operation](#process) section for an overview for both officers and coordinators. If you're in the field, you may also need instructions for using the [mobile app](https://docs.cw.crisisworks.com/concepts-and-fundamentals/mobile-app), or to [add new notices](#adding). ### Features and Benefits It provides the following features and benefits: #### For Administrators & Coordinators * High risk properties and previous offenders can be imported and proactive inspections scheduled * Import [landowner contacts](https://docs.cw.crisisworks.com/system-administration/configuring-the-system/imports/assets/asset-contacts) in advance for sending notices * Set up [events](https://docs.cw.crisisworks.com/system-administration/managing-events) for each season * Customise your notice based on [templates](https://docs.cw.crisisworks.com/system-administration/configuring-the-system/mail-merge-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](https://docs.cw.crisisworks.com/modules/library/geospatial-feature) and [routes](https://docs.cw.crisisworks.com/operations/information#types-of-information) (zones for CFA and FRV areas are pre-configured in the system) * Assign inspections and follow-up inspections to Field Officers/Inspectors and be automatically updated on their actions * Generate notices including logic for different conditions depending on which jurisdiction they're in (this is currently Victoria specific with the main jurisdictions being CFA, FRV etc) * Generate notices to an individual property or in bulk as a batch with the option of individual letters for each owner * Printed notices directly from the system using templates or export for external mail merge * Archive notices in an external document management system (such as TRIM) * Receive notifications with automatic status reminders including second inspection after the configured duration * Ability to grant extensions and exemptions * Coordinate contractor (grass cutter) management, communication and costs for compulsory clearing #### For Field Officers * use the [mobile app](https://docs.cw.crisisworks.com/concepts-and-fundamentals/mobile-app) on a tablet or phone in the field either online or offline * 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 #### For Contractors * View a list of tasks and update their status and invoicing {% hint style="info" %} Due to legislative requirements that letters be mailed, the module is not configured for the [Communications](https://docs.cw.crisisworks.com/modules/communication) Email or SMS features out of the box. {% endhint %}

FPN Officers view of adding Fire Prevention Notices via the field reporting app on an iPad

### Positions The following table outlines Fire Prevention Notices [positions](https://docs.cw.crisisworks.com/concepts-and-fundamentals/concepts-and-fundamentals#events-users-positions-and-duty) and what users with them can do according to their default [security policies](#security-policies):

Position	Description	Example users
FPN Officer	Can use the Mobile app, view items in participating events, be assigned inspections, edit their assigned inspections and access reports.	Fire Prevention Officer; Inspections Officer; MFPO
FPN Coordinator	Can access the Inspections register via the web interface, manage property data, change the assigned officer, see/edit all officers assigned records and access reports.	Emergency Management Coordinator
FPN Contractor	Can log in to see tasks that have been assigned to them only (cannot see any other contractor's records)	Grass cutting company, etc
FPN Administrator	Can bypass the workflow rules. This position also helps identify the staff that provide admin support such as generating letters
System Admin & Data Entry	Required to create and configure events and configure subcontractors
System Administrator - User	Required to set up accounts for users

### Access Officers will typically work with Fire Prevention [on a phone or tablet](#on-a-phone-or-tablet). Coordinators (and Administrators) performing tasks such as generating notices may prefer to do these [on a computer](#on-a-computer). #### On a Phone or Tablet 1. [Open the Mobile app](#on-a-phone-or-tablet) 2. [Go on duty](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/working-with-events#setting-your-duties-for-events) to a Fire Prevention event (usually for the current season) with with your [Fire Prevention position](#positions). If you can't access it after doing this, contact your System Administrator. 3. Locate the *Fire Prevention Notices* register under **Inspections > Fire Prevention Notices** in the menu. #### On a Computer 1. [Go on duty](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/working-with-events#setting-your-duties-for-events) to a Fire Prevention event (usually for the current season) with your [Fire Prevention position](#positions). If you can't access it after doing this, contact your System Administrator. 2. Locate the *Fire Prevention Notices* register under **Inspections > Fire Prevention Notices** in the menu.

Location of the Fire Prevention Notices register in the Inspections module

### Setup and Configuration {% content-ref url="../../system-administration/configuring-the-system" %} [configuring-the-system](https://docs.cw.crisisworks.com/system-administration/configuring-the-system) {% endcontent-ref %} Your System Administrator must first ready the current FPN season including an event, user accounts and [positions](#positions). They can also [import ](#importing-fire-prevention-notices)high risk properties to schedule inspections and [asset contacts](https://docs.cw.crisisworks.com/system-administration/configuring-the-system/imports/assets/asset-contacts). Administrators set up and maintain the *Fire Prevention Notices* module (ideally prior to the Fire Prevention season) by: 1. [Creating an event](https://docs.cw.crisisworks.com/system-administration/managing-events#creating-a-new-event) for the FPN season using the Fire Prevention Event template (including a Test event for training and testing). It is important to use the template, because it configures the correct registers and positions for you. Without this you will have to configure them manually. 2. [Adding the positions to the Event](https://docs.cw.crisisworks.com/system-administration/managing-events) (this is done automatically with the Event template). Without these positions, users will not be able to use the module. You can also configure [custom security policies](#security-policies) for positions. 3. [Adding the relevant positions](#positions) for Fire Prevention to a user's profile if they need it. (See also [Positions](https://docs.cw.crisisworks.com/system-administration/configuring-the-system/positions)) 4. Managing officer user profiles including [signatures and signature text](https://docs.cw.crisisworks.com/system-administration/user-and-contact-administration#advanced) for notices (or advise officers to do this themselves) 5. [Importing owner information (asset contacts)](https://docs.cw.crisisworks.com/system-administration/configuring-the-system/imports/assets/asset-contacts) (this is optional if you're using an external program to mail merge) 6. Setting up and testing [mail merge templates](https://docs.cw.crisisworks.com/system-administration/configuring-the-system/mail-merge-templates) if you're using the built-in mail merge function. Initial template setup is made easier by by copying and modifying the pre-configured template provided ("FPN HTML Template") using the [Create a Copy of Template](https://docs.cw.crisisworks.com/system-administration/configuring-the-system/mail-merge-templates#bulk-actions) bulk action. It is also possible to create one from scratch to closely resemble your existing notices. 7. Setting up and testing [exporting the inspections to a report](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/bulk-actions#export-to-report) if you're using an external program to mail merge. Make sure to manually [set workflow rules when running the report ](#reports)otherwise you'll need to run a bulk update to change the status to printed.

Other more advanced tasks that may be required * Setting up contractors using [resources](https://docs.cw.crisisworks.com/modules/operations/resources) and organisations with positions * Enabling and supporting the [FPN Subcontractor Tasks](https://docs.cw.crisisworks.com/modules/inspections/fire-prevention-notices/fpn-subcontractor-tasks) function * [Importing inspections](#importing-data) in bulk for the upcoming season for high risk properties, pre-planned inspections and previous offenders * Configuring inspection zones using [geospatial features](https://docs.cw.crisisworks.com/modules/library/geospatial-feature) * Configuring integrations using the API to external systems #### Maintenance 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](https://docs.cw.crisisworks.com/system-administration/managing-events) #### Compliance Period This is the automatic period after which Hazard Exists (printed) are escalated by the system to Compliance Inspection Required. The default is 2 weeks (14 days). To change this (for example to 21 days or 30 days) [contact Help Desk](https://docs.cw.crisisworks.com/security-and-support/maintenance-and-support/accessing-support). #### Watermarks on photos **Refer to:** [Editing Items > Adding Photos and Images > Metadata Watermark ](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/editing-items#metadata-watermark) Watermarks on photos (including the date, location and officer) - this is enabled per register, so to enable it for Fire Prevention you'll need to [contact Help Desk](https://docs.cw.crisisworks.com/security-and-support/maintenance-and-support/accessing-support) and request it to be enabled for the Fire Prevention register.

#### **Security Policies** Refer to: [Positions: Security Policies](https://app.gitbook.com/o/XTVHxRDLJsgVRj4dNFUc/s/Ny7IznbrPLUq6GJDDQDk/system-administration/configuring-the-system/positions#security-policies)

Security Policy explanations

The following security policies apply to Fire Prevention Notices: | Security Policy | Use | | ------------------------------------------- | ----------------------------------------------------------------------------------------------- | | Access to FPN analytics | Access to the [FPN Reports](https://docs.cw.crisisworks.com/modules/reports/fpn-reports) folder | |

Fire Prevention Administrator

Fire Prevention Read Only

| Limited read-only access to FPN items in participating events |

### Operation Refer to: [Workflow](#workflow) The following diagram provides a general outline of Fire Prevention (including the main [workflow](#workflow) statuses):

Main stages of Fire Prevention Notice workflow

Once the initial setup has been performed and the season has commenced, FPN Coordinators optionally can assign inspections to FPN Officers and monitor the inspection process. #### Working in the Field [FPN Officer](#information-editinganexistinginformationitem-1)s can [sign in](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/getting-access#signing-in) to either the [mobile app](https://docs.cw.crisisworks.com/concepts-and-fundamentals/mobile-app) in the field or web in the office and [go on duty](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/working-with-events#setting-your-duties-for-events) to the FPN event. They can follow the directions to the inspection site and [track their route](https://docs.cw.crisisworks.com/concepts-and-fundamentals/mobile-app/track-my-route). They can pick up existing items with a Draft or 1st Inspection Required status or [report new hazards](#adding-fire-prevention-notices-from-the-register) 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](#documents) to the inspection. When a hazard is identified, the notice is changed to Hazard Exists.

#### Generating Notices Properties with identified hazards are considered ready to receive notices. The [FPN Coordinator](#information-editinganexistinginformationitem-1) runs a mail merge using the Ready to Print or Hazard Exists filter and the [bulk action](#bulk-actions) of either Generate Merge (if using for the internal merge) or Export to Report (if using an external mail merge system). {% hint style="info" %} Note: You cannot run a Generate Merge from All Events, you must be on duty and have the FPN Event selected. {% endhint %} 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. #### Emailing Fire Prevention Notices To email Notices you will first need to include owners email addresses in your [asset contact import](#importing). **Option 1: DIY** You can email the notices individually, but it's a manual, multi-step process for each one. First, generate the full batch for printing as normal. The individual notices will be attached to each record and the status will transition to “Hazard Exists-Printed”. To email the notices, one at a time: 1. Open the FPN record 2. Download the PDF notice 3. Press ‘Fetch’ to view the owner details 4. Select the owner’s email address 1. Your computer should automatically create a new email and set the email address with your mail app (eg. Outlook) 5. Select a template so you don't have to re-write the same subject and body 1. You will need to create an email template first 6. Attach the PDF Notice you downloaded in Step 2 (careful to pick the correct one) 7. Add a tag to the record to indicate you have emailed the notice, eg ‘email\_sent’ 1. Add tag ‘email\_none’ if you don’t have an email address for the owner\ To help track notices printed but not emailed, use this Search query in (CQL) ``` [status:"Hazard Printed" not #email_none NOT #email_sent] ``` {% hint style="info" %} **Tips:** * Set up an email template to standardise the subject and email body text * Bookmark the URL after running the CQL query to easily return to the list of notices waiting to be emailed. Next year, we plan to allow saving favourite searches in the sidebar, but this is a handy workaround for now. {% endhint %} **Option 2: Outsourcing to mailhouse** To outsource emailing, embed the owner email address as hidden data in the PDF by setting the text colour to white. This data, invisible in print but readable by systems like Bing, allows external mailing services to extract the information and send bulk emails. Simply generate your notices as a batch PDF (or individual PDFs) for printing and securely send them to the third-party provider. #### Compliance period and follow-up inspections 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 you need to grant a Temporary Exemption, set the Next Action Due manually and change the Status to Temporary Exemption Granted. #### Compulsory clearing and contractor management 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 ](https://docs.cw.crisisworks.com/modules/inspections/fire-prevention-notices/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.

## Finding Fire Prevention Notices {% content-ref url="../../concepts-and-fundamentals/on-a-computer/searching-filtering-and-querying-registers" %} [searching-filtering-and-querying-registers](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/searching-filtering-and-querying-registers) {% endcontent-ref %} The register includes a number of features to assist in finding *Fire Prevention Notices*: * [Datagrid](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid#data-grid-view) view * [Map](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid#map-view) view * [Filters](#information-editinganexistinginformationitem-1) 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](https://docs.cw.crisisworks.com/modules/inspections/fire-prevention-notices/fpn-subcontractor-tasks) to manage your Contractor Tasks.

SampleFire Prevention Notice map view showing item summary

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

Filter menu explanations

The following lists some of the filters and how to use them:

Filter Group	Filter/s	Use
Totals	Active Total	Active finds all items of all Status except Compliant, Temporary Exception Granted, On Hold Objection Lodged, Notice Withdrawn and Closed
Workflow	New from Web	Finds all items with Status of New from Web
	New from Mobile	Finds all items with Status of New from Mobile
	Draft Inspection	Finds all items with Status of Draft Inspection
	1st Inspection Required	Finds all items with Status of 1st Inspection Required
	Hazard Exists	Finds all items with Status of Hazard Exists
	Hazard Exists (Printed)	Finds all items with Status of New from Web
	Compliance Inspection Required	Finds all items with Status of Compliance Inspection Required
	Request Compulsory Clearing	Finds all items with Status of Request Compulsory Clearing
	Post Clearance Inspection Review	Finds all items with Status of Post Clearance Inspection Review
	Compliant	Finds all items with Status of Compliant
	Proceed to Prosecution	Finds all items with Status of Proceed to Prosecution
	Temporary Exemption Granted	Finds all items with Status of Temporary Exemption Granted
	On Hold Objection Lodged	Finds all items with Status of On Hold Objection Lodged
	Closed	Finds all items with Status of Closed
	Notice Withdrawn	Finds all items with Status of Notice Withdrawn
	Due	Finds all items with Next Action Due that has passed
My Assignments	My Inspections	Finds all inspections assigned to your user
	My Draft Inspections	Finds all inspections with the Status of Draft that are assigned to your user
	My 1st Inspection Required	Finds all inspections with the Status of 1st Inspection Required that are assigned to your user
	My Notices to Print	Finds all inspections with the Status of Hazard Exists with no printed date set that are assigned to your user
	My Notices Sent	Finds all inspections with the Status of Notice Sent that are assigned to your user
	My Compliance Inspection Required	Finds all inspections with the Status of Compliance Inspection Required that are assigned to your user
	My Request Compulsory Clearing	Finds all inspections with the Status of Request Compulsory Clearing that are assigned to your user
	My Post Clearing Inspection Review	Finds all inspections with the Status of Post Clearance Inspection Review that are assigned to your user
Special	All Notices to Print	Finds all notices with the Status of Hazard Exists that have no printed date.
	Notices Sent	Finds all notices where the print date is before the due date (excludes Compliance Inspection)
	MFPO Investigation	Finds all items with Further investigation by MFPO field ticked
	Attach Map	Finds all items with the Conduct work as shown on the attached map field ticked
	Needs Invoice/Fine	Finds all items with an FPN Subcontractor task with a status of Ready to Invoice
	Hazard Exists status ever	Finds all items that have previously or currently had the status of Hazard Exists. This is useful to find items that should have been sent notices at some point.
	Request Clearing status ever	Finds all items that have previously or currently had the status of Request Clearing. This is useful to find properties where the owner hasn't complied.
Zones	Print Ready FRV	Finds all items that in the FRV zone that are ready to print. (Status of Hazard Exists in the FRV zone).
	Print Ready CFA	Finds all items that in the CFA zone that are ready to print. (Status of Hazard Exists in the CFA zone).
	Print Ready FRV Boundary	Finds all items that are at the edge of the FRV zone. (Status of Hazard Exists).
	In FRV Zone	Finds all items that in the FRV zone.
	In CFA Zone	Finds all items that in the CFA zone.
	FRV Boundary	Finds all items that are at the edge of the FRV zone.
Saved Searches
Region	[List is based on your system configuration]*	Shows all items for a specific Region.
Active tags	[List is based on your system configuration]*	Any tags in use. Refer to: tags
My Assignments	Unassigned	Finds all items that have not been assigned
	Assigned to me	Finds all items that have been assigned to your user

\* May vary based on your system configuration

## Viewing Fire Prevention Notices {% content-ref url="../../concepts-and-fundamentals/on-a-computer/using-the-datagrid/viewing-items" %} [viewing-items](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/viewing-items) {% endcontent-ref %} When viewing Fire Prevention Notices, sections can be expanded to show information. As each section is completed, new sections may show additional information.

Sample Fire Prevention Notice with a Status of Hazard Exists and the requirement to cut grass on the fence line

## 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): | Left Column | Right Column | | ----------------------------- | -------------------------------------------------- | | [Record Notes](#record-notes) | [Workflow and Assignment](#workflow-and-assignmen) | | [Location](#location) | [Classification](#classification) | | [Cut Grass](#cut-grass) | [Activity](#activity) | | [Remove](#remove) | | | [Firebreak](#firebreak) | | | [Other](#other) | | | [Documents](#documents) | | ### Record Notes When editing, record notes in the [rich text field](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/editing-items#rich-text-fields) as you make changes which will appear in the Activity log. Refer to: [Recording Notes](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/editing-items#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](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/editing-items#location) 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](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/viewing-items#assets-and-properties) 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.

Remove section including minimum distance pulldown

### 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](#documents) section. There is also a [filter](#filter-menu-explanations) 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](#filter-menu-explanations) 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](https://docs.cw.crisisworks.com/concepts-and-fundamentals/mobile-app) with the device's camera or uploaded from the gallery. **Merged Documents** automatically stores PDF notices following the [Merge Documents](#bulk-actions) process. Use the [Add file](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/editing-items#attaching-files) 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.

Overview of inspection and notice workflow

Overview of Compulsory Clearing workflow

#### Status The following table outlines the different options for Status along with notes on the workflow.

For more technical information on workflow, refer to the [Data Dictionary](https://docs.cw.crisisworks.com/modules/inspections/broken-reference).

Status	Datagrid Icon	Notes
Draft Inspection		Set prior to an inspection being required. This may be set automatically for inspections that have been imported or pre-configured in the system.
1st Inspection Required		Set to indicate that an inspection is required on the property to assist with scheduling of inspections. This is usually the first stage of the process.
Hazard Exists		Set during or following an inspection when the property is found to not be compliant and any that require notices to be sent.
Hazard Exists (Printed)		Set when notices have been printed. This status is set automatically if using the Generate Merge bulk action is used with any templates set to escalate workflow.
Compliance Inspection Required		Set automatically after the compliance period (usually 2 weeks).
Request Compulsory Clearing		Set when a compliance inspection finds that the owner has not complied in the compliance period. This opens the Contractor Tasks section.
Post Clearance Inspection Review		Set once the compulsory clearing is completed when scheduling an inspection of the work.
Compliant		Set at any time the property is compliant, for example if force clearing process was successfully completed.
Proceed to Prosecution		Set if going to court with the owner over non-compliance.
Temporary Exemption Granted		Set if granting a temporary exemption.
On Hold Objection Lodged		Set to put the notice on hold if the owner has lodged an objection.
Closed		Set by an FPN Coordinator or FPN Administrator to archive the FPN.
Notice Withdrawn		Set if withdrawing the notice.

#### Assign To Coordinators can use this [assignment field](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/editing-items#assignment) to delegate the inspection or notice to a member of the team. {% hint style="warning" %} To appear in the list, the person must be a user with the [FPN Officer](#information-editinganexistinginformationitem) position and must be on duty to the event. {% endhint %}

#### Notice Printed Date After a notice has been generated (any Status from [Hazard Exists Printed](#status)) this will be set to the date that the date that the [Generate Merge bulk action](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/bulk-actions#generate-merge) was run or when the data was exported using the [Export to Report bulk action](#bulk-actions). #### Next Action Due After a notice has been generated this will be set to the date that the [Generate Merge bulk action](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/bulk-actions#generate-merge) was run plus the compliance period (usually 2 weeks). After this period the Status will automatically be escalated to [Compliance Inspection Required](#status). You can override the default Next Action Due date by [selecting a date](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/editing-items#selecting-dates), however this is not recommended as it will override the built in workflow escalation. Exceptions, for example, include if you're granting a Temporary Exemption (you should also [set the status](#status) accordingly). #### Infringement Notice Number This field appears in any Notices that have had [Request Compulsory Clearing](#status) as their Status and have had an infringement notice sent. It is used to record any infringement notice from an external system.

Infringement fields including Notice Number

#### Infringement Notice Date This field appears in any Notices that have had [Request Compulsory Clearing](#status) 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 {% content-ref url="fire-prevention-notices/fpn-subcontractor-tasks" %} [fpn-subcontractor-tasks](https://docs.cw.crisisworks.com/modules/inspections/fire-prevention-notices/fpn-subcontractor-tasks) {% endcontent-ref %} Use this field to record Contractor Task(s) as [sub-items](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/editing-items#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](#status). 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](https://docs.cw.crisisworks.com/modules/inspections/fpn-subcontractor-tasks#adding). Use the View Record button to view the individual FPN Subcontractor tasks in the [FPN Subcontractor Tasks](https://docs.cw.crisisworks.com/modules/inspections/fire-prevention-notices/fpn-subcontractor-tasks) register.

Contractor Tasks assigned to contractors

#### Tags Refer to: [Tagging Items](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/tagging-items) ### Classification Refer to: [Editing Items: Classification](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/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 Owner Details field with sample owner content. Note that multiple owners have been be entered.

#### 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](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/viewing-items#activity) ## Updating Fire Prevention Notices {% content-ref url="../../concepts-and-fundamentals/on-a-computer/using-the-datagrid/editing-items" %} [editing-items](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/editing-items) {% endcontent-ref %} When updating *Fire Prevention Notices*: Fire Prevention Officers should: * Pick up any notices assigned to them using the My Assignments [filters](#information-editinganexistinginformationitem-3) * Add notes on your edits in the [Record Notes](#record-notes) field * Complete each section of the [Settings](#register-item-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](#location) is entered. If the Location is incorrect, fill in the [Override](#override-location) fields. * Ensure the instructions for [Cut Grass](#cut-grass), [Remove](#remove), [Firebreak](#firebreak) and[ Other ](#other)are correct as these will appear in the generated letter * Ensure that [photos and documents](#documents) (including any maps) accurately illustrate the infringements Coordinators should: * Ensure that the [Status](#status) reflects the current stage * [Assign](#assign-to) the notice to the right FPN Officer * Use the [Special > All Notices to Print filter](#filter-menu-explanations) 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](#bulk-actions) 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

Editing a Fire Prevention Notice for a 1st Inspectiom

## 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. * FPN Coordinators and FPN Officers can add them via the web. * Administrators can add them in bulk via an [import](#importing-fire-prevention-noticess) (typically Draft and 1st inspections are added this way). #### Adding Fire Prevention Notices from the Register {% content-ref url="../../concepts-and-fundamentals/on-a-computer/using-the-datagrid/adding-items" %} [adding-items](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/adding-items) {% endcontent-ref %} 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](#register-item-settings) as required. 1. Enter a [Location](#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](#override-location) 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](#cut-grass), [Remove](#remove), [Firebreak](#firebreak) and[ Other ](#other)are correct as these will appear in the generated letter. 3. Add any [photos and documents](#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](#follow-up-actions) 5. Leave the [Next Action Due ](#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 {% content-ref url="../../concepts-and-fundamentals/on-a-computer/using-the-datagrid/bulk-actions" %} [bulk-actions](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/bulk-actions) {% endcontent-ref %} The following additional bulk actions can be performed via the Actions menu: | Action(s) | Description | | ------------------------------------------------------------------------------------------------------------------------------ | ------------------------------------------------------------------------------------------------------------------------------------------------------------------ | | Copy IDs | Refer to: [Copy IDs](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/bulk-actions#copy-ids) | |

Generate Merge for all Records
Generate Merge for Selected Records

Runs a mail merge with your selected template.
Note: This option is not available in All Events. You must be signed into an FPN event.

| |

Export to Report
Export Selected to Report

| Runs the FPN Inspections Report. | | [Bulk Edit FPN](#bulk-edit) | Changes any combination of settings for multiple items. | ### Generate Merge {% hint style="warning" %} This option is not available in All Events mode. You must be signed into an FPN event. {% endhint %} Use this action runs a mail merge with your selected template (FPN, NTC or other). The merge will run for all inspections for all events unless you have selected individual items in which case it will only merge selected notices. {% hint style="info" %} Templates are created by a System Administrator using the [Mail Merge Templates](https://docs.cw.crisisworks.com/system-administration/configuring-the-system/mail-merge-templates). If your template doesn't appear in the list of available templates contact your System Administrator. {% endhint %} Refer to: [Generate Merge](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/bulk-actions#generate-merge) ### Export to Report Use this action to run the FPN Inspections Report, for example if you're doing your mail merging in an external system. The report will run for all inspections for all events unless you have selected individual items in which case the report will be filtered for the IDs of the selected notices. Refer to: [Export to Report](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/bulk-actions#export-to-report) ### Bulk Edit Use this action to change any combination of settings for multiple items including: * Status * Assignment * Next Action Due * Notice Printed Date * Tags Refer to: [Bulk Edit](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/bulk-actions#bulk-edit) ## Importing Data {% content-ref url="../../system-administration/configuring-the-system/imports" %} [imports](https://docs.cw.crisisworks.com/system-administration/configuring-the-system/imports) {% endcontent-ref %} Importing is a System Administrators only function. The main imports that support the Fire Prevention Notices module (refer to [process](#process)) are: | Import | Description | | ------------------------------------------------------------------------------------------------------------------------------------------------------------------ | -------------------------------------------------------------------------- | | [Fire Prevention Notice Import](https://docs.cw.crisisworks.com/system-administration/configuring-the-system/imports/register-items/fire-prevention-notice-import) | For importing inspections in bulk (for example at the start of the season) | | [Asset Contacts General Import](https://docs.cw.crisisworks.com/system-administration/configuring-the-system/imports/assets/asset-contacts) | For updating property owner information | ### Fire Prevention Notices To populate the system with inspections, 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](#status) (i.e. 10 for 1st inspection required, 20 for Hazard exists etc). These will be inserted into the register with the relevant status.

### Asset Contacts To be able to address letters, your System Administrator can import contacts for assets/properties using the [Asset Contacts General Import](https://docs.cw.crisisworks.com/system-administration/configuring-the-system/imports/assets/asset-contacts). ## Reports {% content-ref url="../../system-administration/reporting/running-reports" %} [running-reports](https://docs.cw.crisisworks.com/system-administration/reporting/running-reports) {% endcontent-ref %} 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 {% hint style="info" %} Note that when running the *FPN Inspections Report - Vic Councils* you have the option to Update items with Workflow Rules which saves having to do it for the whole batch that you're merging. This is set in the Formatting Options section. ![](https://3923904090-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FNy7IznbrPLUq6GJDDQDk%2Fuploads%2F8IEVcBrVSJ64BfjQxbt9%2Fimage.png?alt=media\&token=328785a8-bd94-47c8-8f61-9ccc91d36090) {% endhint %}