How to view and understand Fire Reports?

The Reports menu has a variety of standard reports that will meet most of your reporting needs. You can also create custom reports from the Exports area. Call the support team for help in creating custom reports.

To View a report:

1. From the Hamburger menu, click Fire Reports.
2. Select the report type that you would like to view and apply filters as needed.
3. Click the View Report button.
4. Click the Back button to return to the report options.
   • The Back button at the top of the report will preserve your filters and settings on the report options screen while using the browser's previous button will not.

Types of Reports

INSPECTION REPORTS:

• Codes in Violation - Lists the codes that have current open violations.  Sorts by code source, code number, and the number of current open violations.  Example of how to use: 1) In Search Inspections, select an inspection date range and only those inspections that currently have open violations.  2) To get a list of the codes that make up those open violations, use this report.  Filter for the same date range.  (Does not include open violations from contractor system inspection reports submitted through the portal.)
• Company Inspection Form - Provides a structured form for gathering pre-plan information in the field. You can print a blank form or pick an occupant or street address and print the form with current information on that occupant or street address.
• Inspection Compliance - Gives a count of the number of inspections done in a specified date range where there are no remaining open violations.  Shows total with no violations during the initial inspection, total with all violations abated upon the first reinspection, second reinspection, etc.  Inspections with open violations are not included in this report.
• Inspection History (Exception) - This is the same as the Inspection History (Full), except the inspection reports are shown in the Exception report format - i.e., only items marked fail are shown.
• Inspection History (Full) - Shows the inspection report for all inspections that meet your filtering criteria. Each report is separated by a page break. This is useful if you want to print all reports for a given time period. The inspection reports are shown in the Full report format - i.e., all items marked pass, fail or n/a are shown.
• Inspection Summary - Lists all inspections in a condensed summary format with hyperlinks to the actual inspections. This is the same report that is opened when a user drills down on inspection volume statistics from the dashboard.
• Inspection Volume (By IFC Occ Class) - Same as the Inspection Volume report but broken out by IFC Occupant Classification.
• Inspection Volume Summary - A summarized version of the Inspection Volume.
• Inspection Volume - Gives a breakdown by the inspector, inspection types performed, violations cited, and violations cleared.
• Location (No Inspection Since) - Lists the locations where no inspections have been done since the selected date. To get a complete list of your locations and their date of the last inspection, set the date to today's date. To filter for specific NFIRS Multiple Use Codes, hold down the Ctrl key and click on all that apply. If no NFIRS Multiple Use Codes are highlighted, the report will include all.
• Number of Occupants Inspected - Gives a count of the number of occupants who had at least one inspection of any kind during the time period specified.  The counts are broken out by the inspector.  The difference between this and the Inspection Volume report is that the Inspection Volume report counts each inspection type.  This report counts inspection visits.  For example, if you inspect a business and do a Certificate of Occupancy inspection and the first Annual at the same time, the Inspection Volume counts that as 2, while the Number of Occupants Inspected counts it as 1.
• Occupant (No Inspection Since) - Lists the occupants that have not had an inspection of any type since the selected date. To get a complete list of occupants and their date of the last inspection, set the date to today's date. To filter for specific Property Use types or occupant classes, hold down the Ctrl key and click on all that apply. If no Property Use types or occupant classes are highlighted, the report will include all types and classes.
• Date of Last Inspection Export – Lists the date of last inspection (DOLI) for all occupants.  You can filter for specific inspection types.  For example, if you want the date of the last Annual or Biennial inspection and don’t care about any of the other inspection types, filter for those two types.  The report will then look for the DOLI for just those two types and will ignore all other inspections for the purposes of determining the DOLI for each occupant.
• Occupants with Hazardous Materials - Lists all occupants that have items listed in the Hazardous Materials box. On the Web, the Hazardous Materials box is shown on the Occupant tab. On the tablet PC, it is shown on the HazMat tab for each occupant. This report does not include hazardous materials notes listed in the Comments box.
• Occupants with Specific Open Violations - Lists all occupants that currently have an open violation of a specific code or checklist item.  You specify the code source and code number and get back a list of occupants with open violations of that code.  The date range specifies the date of the original inspection.  Example: Set a date range of 1/1/15 - 6/30/15; Source = IFC 2012; Code = 904.11.5.  The report will show all occupants who had an inspection between Jan. 1, 2015 and June 30, 2015 and have a current open violation of code 904.11.5 in the IFC 2012.  The report has links to each report where this open violation is found.
• Reinspection Efficiency (Excel) - This report is a download of data to MS Excel.  It gives you a spreadsheet of inspections done within a given date range, the listed Reinspection Date for each, the actual reinspection date for each, and how many days difference between listed and actual reinspection date.  It also calculates Ave. Days Overdue and Total Days Overdue for all reinspections covered by the date range chosen.
• Reinspection Visits - This report shows two separate analyses of reinspections - a) the percentage of total violations cleared within 14 days, and b) the percentage of total violations cleared within 30 days.  It also shows the total number of inspections done and the total number of those inspections that still have open violations.
• Reinspections and Violations Cleared - Gives a total number of Reinspections done by Inspector and of those reinspections how many had their violations cleared.
• Schedule Summary - Shows the total number of scheduled inspections for each month of the date range you select.  The scheduled inspections are also broken down by inspection type.  Typical use: To identify peaks and valleys in your inspection schedule so you can balance your workload. 
• Time Spent Finding and Clearing Violations - Requires Time Tracking to be turned on.  Lists the total number of inspections by inspection type for a given date range.  For the given date range, it also lists total violations cited, total violations cleared, total hours spent on initial inspections and subsequent reinspections, and average hours spent per inspection.  All data is broken out by inspection type.
• Top X Findings - Lists the most frequently cited violations. The report defaults to the top 10 violations, but you can change that number to look at top 5, top 20, etc.
• Violation Heat Map - Shows geographic areas with higher concentrations of cited violations.

OCCUPANT REPORTS:

• Documents by Issue date - Lists all documents created within a given date range.  Filters include date range, document type, document status, and document number, among others.
• Documents Print/PDF - Brings up all documents that were created within a given date range.  The created date can be different from the issue date.  For example, if a new business opens mid-year and you issue a Business License on July 15th that covers the whole year, the Issue Date could be Jan. 1st, but the created date would be July 15th.  You can print each document or create a PDF that contains each document created within the specified date range.  For example, if you want to print all permits created within a given date range, specify the date range and then specify either the Individual document certificate or the Multiple document certificate.  (The Multiple document certificate includes all permits for a given occupant created within the date range specified printed no a single certificate.)
• Location - Duplicate Addresses - Lists all addresses that are listed more than once in the database.  A "duplicate" is defined as two or more addresses that have matching address numbers, directional prefixes, street names, and directional suffixes.
• Location (No Data Update Since) - Lists the locations where no updates of pre-plan data have been made since the selected date. To get a complete list of your locations and their date of last data update, set the date to today's date. To filter for specific NFIRS Multiple Use Codes, hold down the Ctrl key and click on all that apply. If no NFIRS Multiple Use Codes are highlighted, the report will include all.
• Occupant (No Data Update Since) - Lists the occupants that have not had a pre-plan update since the selected date. To get a complete list of your occupants and their date of last data update, set the date to today's date. To filter for specific Property Use types or occupant classes, hold down the Ctrl key and click on all that apply. If no Property Use types or occupant classes are highlighted, the report will include all types and classes.
• Occupant High Hazard - Heat Map - Plots on the map all non-retired occupants that have an Occupancy Hazard Classification (OHC) specified.  The OHC ranges from 7-Light Hazard to 3-Severe Hazard.  The point for each occupant appears in a color gradient from light yellow (Light Hazard) to dark red (Severe Hazard).
• Occupants with no Geo-code (lat./long.) - Lists all occupants who were not able to be geocoded in Fire Prevention Mobile (MobileEyes).  This is most likely due to the address not being found by the geocoding service.  Occupants that are not geo-coded are placed at a default location for your department or company.

INVOICE REPORTS

• Billed/Collected Details (only shown if invoicing is turned on) - Shows dollar amounts billed and collected by the inspector and by line item type. Invoice line item amounts are included in the "billed" portion if the invoice date falls within the date range selected. Invoice line item amounts are included in the "collected" portion if the line item "fully paid on" date falls within the date range selected.
• Billed/Collected Summary (only shown if invoicing is turned on) - Shows the total dollar amounts billed and collected by month for the date range selected. Invoice line item amounts are included in the "billed" portion if the invoice date falls within the date range selected. Invoice line item amounts are included in the "collected" portion if the line item "fully paid on" date falls within the date range selected.
• Billing Month (only shown if invoicing is turned on) - Displays the total number of occupants who have a billing month set. Shows the total by month.
• Invoice On Time Payment Performance (only shown if invoicing is turned on) - Use this report to gauge how promptly your occupants are paying their invoices. Shows the total number of invoices fully paid on time (based on your payment terms), paid 1-30 days late, 31-60 days late, 61-90 days late, and > 90 days late. Also shows what percentage of your invoices paid fall within each category.
• Invoice Transactions (only shown if invoicing is turned on) - Shows all invoice transactions for a given date range. The transactions include payments, adjustments, and refunds. This is the report to use to balance your cash receipts at the end of the day or week.

• Occupant Billing Template Totals (only shown if Invoicing is turned on) – Shows the totals of all occupant billing templates broken down either by Property Use Code or IFC Occupancy Class.  The purpose of this report is to provide you with an estimate of your billing when bulk billing using billing templates.  After clicking View Report, click the Refresh Cache button.  This retrieves the data.  Then choose how  you want to see the data – by Property Use Type or IFC Occupancy Class – and click View Report.

PORTAL REPORTS (only shown if Contractor Access Portal is active)

• Contractor Inspections Urgency Report - Lists all system reports submitted that match search criteria.  Search criteria include the date range and level of severity of deficiencies.  Example: Specifying "Critical" as the level of severity or urgency, the report will include all inspections within the date range specified that had deficiencies that were either "Critical" or "Impairment".  It will not include inspections where the most severe deficiencies were non-critical or inspections where no deficiencies were found.  Leaving the "Urgency Threshold" pick box blank will return all inspections submitted within the specified date range.
• Data from Portal(s) - Shows counts of new Locations, Structures, Location Owners, Occupants, and Contacts submitted by contractors for a given date range.  Example: a contractor submits a sprinkler inspection for an address (Location) and customer (Occupant) that was not previously in your Fire Prevention Mobile (MobileEyes) database.  That would count as 1 Location, 1 Structure, 1 Contact, and 1 Occupant in this report.  This report also gives a count of total inspections submitted by contractors for the given date range.  If a contractor submits 2 reports together at the same time, that counts for 2 inspections in this report.  The date range filter looks at the date the report was imported by the AHJ, not the date the report was submitted by the contractor.
• Submission Fees by Contractor (only if contractors are paying a fee to submit their reports) - Lists all companies who have submitted reports within the date range specified, the total number of reports submitted, and the total fees paid.

Filters

1. Select a date range
   • You can use the date range presets (right of date pick boxes) to select standard units of time (e.g. Year, Month, Quarter).
2. Select other optional filters - optional filters may vary based on the selected report.
   • Section # - Enter a full or partial value.
   • Occupancy # - Enter a full or partial value.
   • Zip Code - Enter a full or partial value.
   • Location - You can select a single item from the list.
   • Inspector - You can select one or more items (ctrl click for additional selections).
   • Inspection Type - You can select one or more items (ctrl click for additional selections).
   • Specific Fire Code Source - You can select a single item from the list.
   • Extinguisher System Type - You can select a single item from the list.
   • Show signature graphic - Check to enable this feature.
   • Property Use Type - You can select one or more items (ctrl click for additional selections).
   • Inspector - You can select one or more items (ctrl click for additional selections).