Assign an inspector to an inspection

Agencies can assign inspections to inspectors either manually or automatically. There are several methods to choose from when assigning inspections. For example, the inspector with the lightest workload might receive the first inspection assignments, or an agency might schedule an inspection based on the requirements of the inspection type.

Inspections may be assigned automatically to inspectors following the auto assign configuration by the agency administrators. Automatic assignment searches available inspectors by disciplines first, then by districts, then by inspector workload or availability.

Note: Civic Platform follows the following priorities to get the district of an application: (1) The inspection district setting of the application parcel; (2) The inspection district setting of the application address; (3) The inspection district that the application parcel belongs to in the GIS map. A parcel may overlays multiple GIS inspection districts. Your agency administrator may have configured to get the inspection district by the major portion of the parcel maps to. Or, a dialog box prompts you to select the inspection district.

Civic Platform allows you to assign and re-assign inspections from both the Inspections and Building modules.

After selecting the application for which to schedule inspections, you can specify when each inspection should occur, and by which inspector. If your agency predefined an inspection flow or a series of milestones, you must follow the orders in the milestones to schedule inspections. Inspections can be scheduled in multiple ways:

  • Specify an exact date and time for the inspection to occur.

  • Specify an estimated date and time of the inspection.

  • Schedule the inspections automatically (if configured).

Note: You can schedule the date and time now and then assign an inspector later.

You can schedule multiple inspections for the same application, and can also schedule inspections from different inspection groups. The inspector follow the checklist of each inspection to complete all the inspections required in an application, and can conduct both the necessary workflow inspections and other inspections that do not affect the inspection workflow.

  1. From the Inspection page, select the check box next to the scheduled inspection(s) you want to assign.

    Note: If a record has more than one inspection associated with it, you can schedule multiple inspections for that record at the same time.

  2. Hover over the Menu button and select Assign inspector.

  3. From the Assign to department list, select the department.

  4. Select the staff member from the Assign to staff list.

    Note: If you select the Current user link, your user name goes in the Assign to staff field, and the associated department field updates to reflect your department.

  5. Select Submit.

Inspections may be set up by the agency administrator so they are scheduled automatically when a new application is created. When prompted to automatically schedule inspections, a schedule is identified which will be used to assign the appropriate inspector and schedule the appropriate date and time to the inspection.

The parameters used in determining the automatic inspection assignment are built into Civic Platform in order to effectively determine automated inspection assignments. Automatic assignment is predetermined to search by disciplines first, then by districts, then by inspector workload or availability.

To assign an inspection automatically on the Inspections page

  1. From the Inspection page, select New.

  2. In the Record ID column, select the link for the desired record.

  3. Select Auto assign.

  4. Complete the required fields and others as needed.

    Field name Action
    Date Select the date of the inspection.
    Requester phone number Enter the phone number for the person who requested the inspection.
    Auto assign Civic Platform automatically assigns an inspector.

  5. Select Submit.

  1. From the Inspection page, find and open the desired record.

  2. In the Auto assign column, select the link for the inspection you want to reassign.

  3. Complete the required fields and others as needed.

    Field name Action
    Date Select the date of the inspection.
    Requester phone number Enter the phone number for the person who requested the inspection.
    Auto assign Civic Platform automatically assigns an inspector.

  4. Select Submit.

    Note: Civic Platform automatically assigns the inspection to the qualified inspector with the lightest workload.

  1. From the Building or Service request page, find and open the desired record.

  2. Select the Inspections tab.

  3. Select New.

  4. Select Auto assign.

  5. Complete the required fields and others as needed.

    Field name Action
    Date Select the date of the inspection.
    Requester phone number Enter the phone number for the person who requested the inspection.
    Auto assign Civic Platform automatically assigns an inspector.

  6. Select Submit.

    Note: Civic Platform automatically assigns the inspection to the qualified inspector with the lightest workload.

  1. From the Building or Service request page, find and open the desired record.

  2. In the Auto assign column, select the link of the inspection you want to reassign.

  3. Complete the required fields and others as needed.

    Field name Action
    Date Select the date of the inspection.
    Requester phone number Enter the phone number for the person who requested the inspection.
    Auto assign Civic Platform automatically assigns an inspector.

  4. Select Submit.

Agencies covering large geographic areas (districts) often establish and assign regions to their inspectors. The agencies use application addresses and parcel addresses to determine the available districts, and then use this information as criteria to determine a list of valid inspectors for the inspection.

You must associate districts with both inspections and inspectors to automatically schedule inspections. You can manually assign the districts to inspections. You can also assign districts by selecting areas in Accela GIS. See your agency administrator for information on how to associate districts with inspections using Accela GIS and on how to set up an inspector profile.

To automatically schedule an inspection by district

  1. From the Inspection page, from the list of Inspections, select the Assign by District link next to the desired inspection.

  2. Select Select next to the address or parcel you want.

  3. Select Select next to the inspector you want.

There are four factors that you need to take into account for automatic inspection scheduling:

  • Geographic area (also known as a district).

  • Discipline.

  • Calendar availability.

  • Workload availability.

You can schedule Inspections by parcel, discipline, and the date and time of required completion of the inspection. You can also assign an inspector at this time, or your agency can configure Civic Platform to automatically assign an inspector based on entered parameters.

If you schedule an inspection for the wrong date/time, you can reschedule it or cancel it as needed.

Note: If a user has supervisory privileges, he can schedule inspections that exceed the maximum number of inspections per day. He can also schedule inspections on holidays or weekends.

To automatically schedule an inspector to an inspection

  1. From the Inspection page, select the Auto assign link next to the desired inspection.

  2. Complete the required fields and others as needed. See Inspection scheduling and results fields for field definitions.

    Notes:

    • As you enter data, Civic Platform filters the list of available inspectors for assignment to match the entered data.

    • When you select an inspector, the Department field automatically populates with the selected inspector’s department.

  3. Select Auto assign.

  4. Select Select next to the inspector you want.

  5. Select Submit.

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