An OTISS ‘survey’ is created to plan and carry out an inspection cycle on a set of trees or site furniture. A survey consists of a survey record and a set of inspections. An OTISS ‘inspection‘ record is created each time a tree or item is inspected or surveyed. Only those users/inspectors that have been assigned to a survey can create or edit inspections as part of the survey.
- See the information stored for each Tree Safety Inspection.
- See the information stored for each Furniture Inspection.
- See the information stored for each BS5837 Inspection.
- In the future more survey types may be added, for example; TPO, bats, hedges, Phase1 Habitat, ecological records, etc.
Press the Survey button to goto the Surveys webpage. This page has a table of all the surveys for a particlar site or for all sites on the estate. The buttons along the top of the table are used to create, edit and delete the sites.
Each OTISS ‘survey’ record includes;
- A reference or name for this survey. When managing estates, it is best to start the survey reference with the year e.g. “2012 Baseline survey”. This makes it easier when you have built up a history of many surveys.
- A site for this survey. All the trees/items within a survey must all be in the same site.
- The start date is the planned or actual start date of the survey.
- The description field contains information about the purpose and aims of the survey.
- Status is one of Planning, Active, Closed or Locked.
- The Planning state is used for planning future surveys and recording the aims, expected start dates, etc. Inspectors/surveyors can be assigned to the survey. No inspections can be created or updated when in the Planning state.
- The Active state is used when trees/items are being surveyed. Inspections can be created or updated using the map and spreadsheet webpages. Mobile survey devices can be used to upload/download information.
- The Closed state signifies that the survey is finished. No further updates can be carried out. If necessary, a closed survey can be returned to the active state to allow minor updates.
- In th Locked state no further alterations can ever be made to the collected data. This survey then forms part of the unalterable, audit trail of the landowner’s legal ‘duty of care’ for the estate, but also protects the arboricultual consultant’s findings and recommendations.
- The report field is a area where the inspectors can record general information about the survey. This can store information about; weather, access, constraints that were encountered, etc. This field can also be used to record general findings about the survey that are not related to a particular tree or item.
- Each survey also has a list of users that are assigned to the survey. Only these users can create or update the inspections – and they can only do so when the survey is in the active state.
Viewing the Surveys.
The Survey web page shows all surveys on the estate.
- Site Filter: The Site box at the top of the page allows you to view the surveys for all sites or for a selected site.
- Column sorting: Each column in the table can be selected and the black arrow reveals a drop down menu for sorting the table using that column.
Actions on Surveys.
The Survey web page allows the following actions on surveys.
- New: Create a new survey. First select the site which you want surveyed, then fill in the form as required. If you select “All sites”, then a separate survey is created for each site. Surveys that are created in the planning stage mean that no inspections can be made until it is set to active. As the logged in user, you are automatically assigned to this survey – additional users can be added after you have created the survey.
- Re-Survey: A copy of the selected survey is made.
- Edit: The survey record can be edited and saved.
- Delete: This will delete this survey and all the associated inspections. For added protection, surveys can only be deleted by changing them back to the planning stage. A pop-up form asks you to confirm the deletion and to remind you that this action cannot be undone.
- Assign Surveyor: Users can be assigned either; (a) from the list of designated users (i.e. users that have already been given access to the estate), or (b) from a list of independent arboricultural consultants that allow their details to be listed.
- Remove Surveyor: Inspectors can be removed from the survey by selecting the appropriate row and pressing the remove button. This inspector will no longer be able to create or update inspections for this survey, and no longer be able upload/download information from the mobile survey apps. All the inspections that have been carried out will still remain and will carry the inspectors name.