Managing Inspection Events

Inspection Events can be entered via:

§  Facilities Management à Inspection Events tab

§  Inspections  (Main Menu)

• Event Management (Main Menu à Events)

Adding Events

From the Inspection Management Screen, select a Facility from the <Facility No.> or <Facility Name> list box.

Next, click the <Add New> button to open the Event Pick Box where you select an Event Category of “Inspection” and an Inspection Event type of your choice.

Next you enter the Inspection Details Screen, complete all the fields, and click <Save>.

Adding a New Trap_Insp. type of Inspection Event and saving it will automatically load the list of Extractors not retired for the Facility.

Inspections Displayed

The Inspection Management Screen shows all the Inspections in the database for a Facility or group of Facilities. Any event of category “Inspection” shows up here. If a Trap Inspection has results from more than one Trap, the results from each Trap will show up as separate records.

Follow-up Events

When an Inspection Event is completed, a follow-up event is created. This is user-configurable in Event Admin à Configurations Tab à Local Configurations à All Events à

“Create follow-up Events how?” Automatically, Prompt, or Never.

“Create follow-up Events based on?” Due Date or Complete Date.

These settings apply to all types of Events. These settings affect the currently logged on user if Linko is configured with the Security feature. Without Security, they apply to the local computer.

Inspection Event Frequency

A follow-up Inspection Event is created after an Inspection has been completed. The Frequency for the Follow-up Inspection is taken from the value of the field “Auto Scheduler Freq” for the Inspection Event Type in Event Admin à Inspection tab.  This value may be anything the user chooses.

An “Auto Scheduler Freq” of “Permit Pump” will indicate that the frequency of the next Pump Out Event be taken from the Pump Frequency assigned for that Facility in Facility Management.

View or Modify

To modify, open the Details Screen by clicking on the <Details> Button and click on the <Modify> Button.  To make any changes, you must click on the <Edit> Button prior to making any changes.

Counting Inspections

See the “Inspection Summary by Complete Date, Performed By” under the System Reports, for a report that counts the Total Number of Inspections.

Buttons

Action performed

Close

Closes the screen, returns to the Main Menu

Complete All

Allows you to add the Completed date for every event on the screen at one time.  After you “Complete All”, a new Inspection will be created automatically based on the Frequencies assigned for that Inspection Event Type.

Update Due

Mark all Incomplete Events with new Due Date. Clicking this control opens this window:

Enter the Due Date you want to change the Event to.

Group/Filter

Opens the Filter form to create and modify groups and filters.  For more information go to the Filter Form

Quick Filter

Access the Quick Filter function by a Right Click on a field of interest and sort for and select just the records you want to display.

Filter Criteria

Description

Select by:

Facility: Allows you to select, and work with events for a single Facility one at a time.

Group: Allows you to select, and work with events for a whole group of Facilities at the same time.  These groups are created in the Facility Groups Section of the software

Facility No

Displays the Facility number of the Facility associated with the events displayed.  Displayed only when using "Select by: Facility" mode

Facility Name

Displays the Facility name of the Facility associated with the events displayed.  Displayed only when using "Select by: Facility" mode

Facility Group

Displays the Group name of the Facilities associated with the events displayed.  Displayed only when using "Select by: Group" mode

Due Date

Drop down box offering a list of time periods.  Choosing a time period limits the Inspection Events displayed to the ones that have a Due Date within that time period. The user can create a Custom Date range (See the Custom Date explanation in the List and Details View section of Common Features) or add / modify / delete Date Ranges available in the listing via the Quick View tab of Event Administration.

Category

The Inspection Management screen only shows INSPECTIONS.

Category / Group

Choose the Event type group that you would like to filter on.  These can be customized by clicking on the Groups/Filter button above it

Item

Description

Add New

Opens the create New Event Pick box to create a new Inspection  event for the selected Facility.  If the “Select by Group” option button is selected, users will have the ability to choose which Facility to create an event for.  NOTE:  Only on Add New can a user create Pre and Post Notification Events.

Details

Opens the Event Details Screen. Modifications can be completed by clicking on the <<Edit>> Button.

Facility

Displays the Facility Name associated with the events displayed

Event Type

The type of Inspection event. A new Inspection Event type may be added to the drop down list via the Event Administration, Inspections tab.

Due Date

The date that this event is due to be completed.  This date is filtered on by the Quick View Due Date function

Completed Date

The actual date that the event was completed

Overall Inspect Result

This field shows the result of the Inspection as entered by the Inspector.

Maintenance log

Shows the status of the Maintenance log as kept by Facility representatives and entered by the Inspector.

Depth Of Grease

The depth of Grease as measured by the Inspector.

Depth of Water

The depth of Water as measured by the Inspector.

Depth Of Solids

The depth of the Solids as measured by the Inspector.

Grease Amount

The calculated amount of Grease as compared to the total volume of the extractor, based upon the calculations as configured in the Extractor Details under Facilities Management.

Violation Exists

Has a violation been created in association with this event?  You can create a violation from any event from the Event Details screen.  That violation is then associated or related to the event for the life of the event. Double-clicking this field when it has a red YES will take you to the Violations Management screen where all the violations for that event will be listed. Double-clicking this field when it is blank will ask you if you want to Create a Violation.

Other Field Names and Config

The List View Configure Link Allows you to select which fields are displayed, their order and settings. The Inspection Management screen has a variety of Fields that can be used including additional Facility address info, and Extractor info.

Facility No.

ID of Facility that was Inspected.

Site Address 1 / 2

Address where the Inspection took place.

State / Zip Code

State and Zip of Inspected Facility.

Extractor ID

The Extractor’s ID number for that Facility.

Flow Seq.

This can help identify how the water flows between extractors before it enters the sewer.  Useful when multi-compartment extractors are used.

Extractor Desc.

Allows the user to identify an extractor by its location, size, proximity, and so forth.

Trap Size

The size of the Extractor / Trap.  This value must be numerical and decimals are okay.

Trap Depth

The depth of the Extractor / Trap. This value must be numerical and decimals are okay.

DoG Units

The units of measurement for the Grease Depth.

Event ID

This represents a unique database ID for a specific inspection. No data entry or editing can be done here. This field is useful for searching for one unique record.

Result ID

This represents a unique database ID for a specific Trap Inspection result. This field may be blank if an inspection does not have a trap inspection result. This identifies different database records when two or more traps are inspected in one Inspection.

DoW Units

The units of measurement for the Water Depth.

DoS Units

The depth of the Solids as measured by the Inspector.

Custom Amount

The calculated amount of Grease based upon the Custom Formula calculations configured in the Extractor Details under Facilities Management

Trap In NC?

The Grease amount (percent grease) and Custom Amount is automatically calculated by Linko.  These values as well as the depth of grease and solids, are then compared to the limits assigned to the Extractor to determine if the Trap is In non-compliance (NC).

Trap Inspection Comments

Comments made by the Inspector about the Inspection.

Performed By

The POTW personnel who completed the Inspection.

Created By

The POTW personnel who created the Inspection.

Assigned To

The POTW personnel who was assigned the Inspection.

Inspection Reason

Why was it being inspected? Annual, surprise, education and so forth.

Fac. Person Present

Which one of the Facility Contacts was present during the Inspection?

Internal Comments

These comments that will not show up on reports. (8000 character max)

Other Person Present

This field allows the user to add any other interested party who was present during the inspection. Multiple persons’ names may be typed directly into the field.

Attachments:

Add new attachments or view existing.  See Using Attachments for more details

Complete?

This field will show NO if the Inspection has not been completed.

Late?

This field will show YES if the Inspection has not been done and is late, or if it has been done but was late.

Event Comments

Comments/notes by the Inspector about the inspection. This field has an 8000 character limit.