Jail (Holding Facility) Inspections
New => Jail (Holding Facility) Inspection
The PSTracker Jail (Holding Facility) Inspections Module allows an agency to document the physical inspection of their Jail (Holding Facilities) and automatically report any deficiencies.
The process generally flows as follows, however, agencies can modify the process to increase efficiency:
-
- At the appropriate interval, an employee Inspects the Jail (Holding Facility) .
- Deficiencies discovered are noted by the employee within the inspection.
- Completed Inspections are forwarded to a supervisor for review / approval.
- Upon supervisory approval, work orders are created disseminated on reported issues.
- Work Orders are acted upon by proper personnel.
- Upon closure of the work order, the original reportee is notified that the issue(s) have been resolved.
New Jail (Holding Facility) Inspection
To begin an inspection:
-
- Click New => Jail (Holding Facility).
- Select the location you are inspecting. Optionally, select a custom inspection template.
- Click Start Jail (Holding Facility) Inspection.
- Scroll through the Inspection, checking off the items listed within each section which are present and/or in good working order.
- Note any deficiencies / issues by leaving that items checkbox unchecked. Then enter a short description of the issue into the narrative field.
- In this inspection we are not noting any issues.
- Save or Complete the Inspection (See description of each option below)
- Click New => Jail (Holding Facility).
In addition to check boxes, some agencies may choose to have one or more free form text fields within each section. These text fields should be filled out as required by your agency.
Save Inspection
If you need to pause during the inspection, you may click Save Inspection. This saves the inspection and takes you back to the dashboard. Later, when you are ready to continue the inspection, re-launch the inspection from the dashboard.
Complete Inspection
When you have completed your inspection and want to send it in for approval, click Complete.
Inspection Workflow
The following is the PSTracker default process for inspection workflow. You agency may or may not utilize every step in this process.
(this step is optional - your agency may or may not use this step in the process)
Once an employee clicks Complete, the inspection is sent to the supervisor approval queue.
The proper supervisor will see the inspection waiting for their approval on their dashboard.
The supervisor clicks on the inspection to begin the approval process.
The supervisor reviews the submitted inspection and has three options.
- Reject - sends the inspection back to the employee for correction.
- Edit - allows the supervisor to edit the inspection without sending it back to the employee.
- Approve - approves the inspection and advances it to the next step in the workflow process.
Rejected Inspection
If an inspection is rejected it will be visible on the dashboard of the employee who submitted the inspection. The employee will also be notified via email about the rejected inspection
The employee will make the proper changes and complete the inspection sending it back into workflow for the supervisor to approve.
Review
Review (this step is optional - your agency may or may not use this step in the process)
Upon clicking Approve, the supervisor is shown a review page where they may optionally select if:
- A work order is created - YES by default
- An email is sent out - YES by default
The supervisor then clicks Approve Inspection.
The supervisor is notified the process is completed successfully
Automation After Approval
PSTracker will create work order(s) and send out email(s) based upon this inspection.
Example Work Order
Based upon this inspection the following work order would have been created.
Example Email
Based upon this inspection the following email would have been sent out to the proper personnel.