Request an Inspection or Pre-Works Survey
A new option is available on the Inspections tab to allow a user to request that an inspection or pre-works survey is carried out. Multiple requests can be created if required, with users able to view the reason for the request, any comment provided and who created the request.
When a request is created, the licence will appear in the Inspection/Survey Request task list (visible to Inspectors and Inspector Approvers).
•If the licence is in a pre-grant stage, a pre-works survey should be carried out and the details uploaded via the Documents tab by selecting the Pre-Works Survey category on the upload document screen.
•If the licence is in a post grant stage, an inspection should be recorded on the Inspections tab.
When the inspection or survey has been created, the inspector should then indicate they have actioned the request by selecting the 'Complete Request' button on the Inspections tab.
Additional information collected when creating an inspection report
The following additional details are collected when creating an inspection report:
•The user must indicate if the inspection was carried out jointly with the applicant: Yes or No
•Inspection reference (optional). This could be for example a reference included in an inspection request or a complaint reference code.
•Person met on site (optional): The inspector can enter the name of an individual they met on site when carrying out the survey e.g. the site foreman. In the case of a joint inspection, this can be used to provide the name of the person from the applicant organisation/appointed contractor.
•Comment (optional). A comment can be used to provide more detailed information regarding the defect found and/or the expected repair/action.
Defects
When creating a defect, the inspector can now choose from predefined categories and types. A new comment field has been added to allow for more specific details to be entered. With the introduction of the new Category, Type and Comment fields, the old Title and Description fields are no longer used for new defects. Overview of the Categories and Types to choose from when creating a defect
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The severity levels - Low, Medium and High - have been replaced with the following: •Non-Compliance •Hazard •Immediate & Serious Hazard - this requires the applicant or licensing authority to make the site safe. The old severity levels will continue to be shown for defects created before this release. |
In the last release, if the same defect was found on multiple surfaces, an inspector had to add the defect for each surface affected. Now the inspector just needs to add the details for the defect once and can use the map/list view to select the surfaces affected - which can be on the same or different excavations. A defect for each selected surface will be automatically created. The relevant photos and other image files can then be uploaded to the respective defect and the applicant will be required to resolve each defect. |
When recording a defect that is an Immediate & Serious Hazard, the inspector will be reminded to notify the applicant of the serious hazard and ensure the site has been made safe. If the applicant could not be reached or they were unable to deal with the situation in a timely manner, the licensing authority should record if they made the site safe.
La made site safe? If the licensing authority had to take the necessary action to make the site safe this should be set to Yes and a fee entered. The fee will be shown on the Fees tab and labelled as Make Site Safe fee. It's important to note that this is not a feature to manage communicating a Make Site Safe request to the applicant: it is only for recording that the event occurred and the action taken.
The direction given to the applicant to make the site safe should also be recorded by creating a breach and issuing a Direction. |
Breach of Conditions
In the previous release when a breach was created it remained with a status of open until marked as resolved by the applicant. In this release the breach status is as follows: •When a breach is created it has a status of Recorded. As before, the applicant will be notified. •In most cases, just recording the breach is sufficient and no action or response is required from the applicant. •If a direction is issued on a breach the applicant must select the Resolve Direction button shown for the breach and provide a comment/response to the direction given by the licensing authority. |
The severity levels - Low, Medium and High - have been replaced with the following: •Non-Compliance •Hazard •Immediate & Serious Hazard - this requires the applicant or licensing authority to make the site safe. The old severity levels will continue to be shown for breaches created before this release. |
When recording a defect that is an Immediate & Serious Hazard, the inspector will be reminded to notify the applicant of the serious hazard and ensure the site is made safe. If the applicant cannot be reached or they are unable to deal with the situation in a timely manner, the licensing authority should take steps to make the site safe.
La made site safe? If the licensing authority had to take the necessary action to make the site safe then this field should be set to Yes and the applicable fee entered. The fee will be shown on the Fees tab and labelled as Make Site Safe fee. It's important to note that this is not a feature to manage communicating a Make Site Safe request to the applicant: it is only for recording that the event occurred and the action taken. A direction should also be given to the applicant regarding expected action by entering the details in the issue direction field. |
When recording the details of a breach of conditions, the inspector/inspector approver can issue a direction to the applicant to take a particular action and/or to require the applicant to provide a response. This will be particularly useful if the breach is known before or during works so that a direction can be issued to the applicant advising them of the action they should take. A breach with a direction must be resolved by the applicant and the inspector can then determine whether they wish to accept or reject it. |