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.  

The licensing authority may carry out inspections whilst works are in progress or after completion of the works.

Select the Inspections tab to view or add inspection reports.

1.Select Manage Inspections and click New Inspection.  

2.Enter the Inspection details:

•Inspection Date: Enter the date that the inspection was carried out

•Inspection Time: The time of the inspection

•Inspection Type: Scheduled Inspection

•Inspector:  Choose the Inspector (this list is compiled of users assigned to the Inspectors and Inspector Approvers group(s).

•Upload Image: Please add all images that you wish to include in your inspection reports of defects and/or breaches.

3.Click Confirm.

Refer to the following sections for details on creating defects, breaches and publishing the inspection.

Add defects to the Inspection

Add Breaches to the Inspection

Publish the Inspection report

1.Open the Inspection report and click the New Defect button.

2.Select the defect category and type and select/enter the relevant details.

•Severity: Choose the severity level. If the defect is an Immediate and Serious Hazard the applicant should be notified immediately to make the site safe.

The site should be made safe before the defect is recorded in the system.

•Select Work Segments: Select the Work Segments and click the Select Reinstatement button.

•Images:  The images added to the inspection report will be displayed. If any of these apply to this defect they can be added by clicking the Select Image. To add a different image, use the Upload Image button to select the file. The image will be automatically added to your defect. To deselect it, click the  button.

3.Click Confirm.

Defects can only be added if the inspection report has not been published.

Select the Publish Inspection button when all defects and breaches have been added to the Inspection report.

1.Open the Inspection report and click the New Breach button.

2.Enter the details of the breach of conditions:

•Title, Description, Severity

•Condition:  The standard and specific licence conditions will be displayed. Select the condition that has been breached. The condition will be automatically inserted.

•Images: Any images added to the inspection report will be displayed and can be selected to attach to the breach report. To add a different image, use the Upload Image button to select the file. The image will be automatically added to your defect. To deselect it, click the button.

•If appropriate, use the Issue Direction to instruct the applicant to take specific action or if you require them to provide a response.

3.Click Confirm.

Breaches can only be added if the inspection report has not been published.

Select the Publish Inspection button when all defects and breaches have been added to the Inspection report.

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 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.

To publish an inspection select the Inspection from the Inspections screen and click the Publish Inspection button.

Note: Once an inspection report has been published, changes cannot to the breaches or defects cannot be made.  Please check the details carefully before publishing.

Whilst the inspection report cannot be changed once it has been published, you can select the Take-Back Breach or Take-Back Defect button.

This can be used if, for example, a defect or breach was included in error in the inspection.

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.

The Licence Holder will be notified when a defect or breach has been published.

The Licence Holder can use the Resolve Defect or Resolve Direction to indicate when the issue has been addressed.

The licensing authority must review each of these and indicate if they accept the resolved defect or direction.