Process Overview and Introduction Placeholder

The Standards and Quality Assurance (SQA) module is built within Salesforce (also known as the NYSERDA Portal). All activity related to scheduling, conducting, reviewing and approving inspections, and managing corrective action responses and resolutions, is documented and managed from within Salesforce.

Scheduling an inspection officially kicks off the SQA Workflow in Salesforce. These inspections are scheduled by the Quality Service Provider (QSP) QA Scheduler. QSP companies are assigned to one or more counties within New York, and only projects that match the QSP QA company’s inspection criteria can be scheduled by the QSP QA Scheduler.

There may be situations when a Scheduled Inspection needs to be updated, such as when an Inspector assigned to the Scheduled Inspection can no longer perform the inspection or if the date/time of the Scheduled Inspection needs to be changed. Follow the instructions in the Updating Scheduled Inspections below to learn how to make changes to a Scheduled Inspection.

In-Progress and Post-Completion Field or Photo Inspections can be scheduled by the QSP Schedulers if the Contractor /Builder meets the following criteria:

1. Navigate to the SQA Schedule Inspection tab after logging into Salesforce.

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2. Use the available filters to locate the specific Contractor /Builder whose project requires inspection. The filtered list will only show projects in counties/regions assigned to your QSP QA company and excludes any projects that already have an inspection scheduled or an inspection currently underway.

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   The table will only display Inspection Projects in counties/regions assigned to the QSP QA Organization and excludes any projects that already have a Scheduled or In-Progress inspection.

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   Filter Details Description Program Select from a list of current NYSERDA SQA Programs Contractor Status Select from the list of Contractor /Builder statuses Inspection Type Select either In-Progress or Post-Completion QA Assignment Type Select either Default or PV + Storage Average QA Score There are two filter fields for the Average QA Score. Use the dropdown list to filter Average QA Scores that are greater than, equal to or less than the QA Score entered into the blank field directly to the right of the dropdown list County Select one our more New York State counties for project sites Quality Installer Check the box to filter the results to show only Quality Installers Filter Click to activate the set filters Skip Click to bypass the filters and to display all contractors with eligible projects Reset Click to clear the set filters

   
   

3. The SQA Inspection Table displays all Contractors and Builders eligible for inspection based on your selected filters. When you have located the correct contractor/builder, click the Click Here link associated with correct QSP Company Name.

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4. The following page displays all projects available for scheduling for the QSP Company selected from the previous step. Use the filters to help locate a specific project assigned to the QSP Company. When you have located the correct project, click the Schedule link to open the scheduling window.

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   Filter Details Description Inspection Eligibility Select either In-Progress or Post-Completion Project Status Select either All, Completed, Approved or Closed Milestone Approval Date From Use to define the earliest date for milestone approval Milestone Approval Date To Use to define the latest date for milestone approval Counties Select one or more New York State counties for project sites Application Number Enter the specific Inspection Application numbers (accepts partial numbers) Filter Click to activate the set filters Reset Click to clear the set filters

   
   

5. Once the Scheduling Window is open, there are two ways to proceed depending on whether the Inspection will be a Field or Photo inspection:  

   Field Inspections: When scheduling a field

   complete the form to schedule the inspection.
   

   Warning
   When scheduling an inspection, do not complete the form until you have contacted the site owner. Use the fields in the scheduling window to guide your conversation as you schedule

   the inspection. Photo Inspections: When scheduling a photo inspection, there is no need to contact the site owner. Complete all fields and when the inspection is scheduled, the Contractor/Builder will receive an email notification with instructions for

   the

   Contractor/Builder to upload

   inspection

   photos to the project inspection record

   .

   
   

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   Field Name Action Project Displays the Project name Name Displays the Customer name Phone Number Displays the Customer’s contact phone number Email Displays the Customer’s email address QA Manager Click to select a QA Manager for the inspection Inspection Category Click to select either Field or Photo inspection Scheduling Status Click to select an inspection schedule status Scheduling Notes Enter in any relevant notes (e.g. “Only contact before noon”) Send Schedule Emails to Customer Only Check this box to ensure that only the customer receives the scheduling notification Inspector Click to select an Inspector Inspection Type Click to select either In Progress or Post Completion Inspection Checklist Version Click to select the correct checklist inspection version Inspection Date Click to select the date the Inspection is scheduled for Start Time Click to enter the Start Time of the scheduled inspection End Time Click to enter the End Time of the scheduled inspection

   
   

6. If you do not schedule an inspection, click the Scheduling Status dropdown list and select a corresponding response. Enter any notes and click Save to finish. Clicking Save generates a Project Inspection record and pushes the project to the SQA Worklist tab and updates the Status to Scheduling In Progress.
   
   

7. If you do schedule an inspection, click the Scheduling Status dropdown list and select Scheduled . This will allow you to enter details in the following fields; Inspector, Inspection Date, Start Time and End Time.
   
   

8. Click Save to finish.  Clicking Save automatically generates a Project Inspection record and emails the installation contractor. This will also push the project to the SQA Worklist tab and updates the Status to Scheduled.

QSP Schedulers and QSP QA Managers can revise scheduling information up until the inspection occurs.

1. After logging into Salesforce, click the SQA Worklist tab.

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2. Locating the desired project inspection and click the Edit link in the Action column.

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3. Once the Inspection Scheduling window is open, update any fields as required based on the revision needed to the Scheduled Inspection.

Conducting the inspection is the second major step in the SQA Inspection Workflow in Salesforce. Inspections are performed by the QSP QA Inspector utilizing an Inspection Checklist that includes each required inspection task. QSP Companies are assigned to one or more counties within New York, and only projects that match the QSP QA company’s inspection criteria can be inspected by the QSP QA Inspector.

Before an inspection can be performed, the Inspection Checklist will need to be configured. Configuration will vary depending on the installation project.

1. To configure the Inspection Checklist, begin by accessing the Inspection Project Record. 
   
   

2. Once in the Project Inspection record, click the Inspection Checklist button.

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3. Click on the Hamburger icon in the upper right-hand corner of the Inspection Checklist. The Inspection Checklist will be blank after accessing it for the first time once an inspection is scheduled.

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4. Click the Configure Checklist option.

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5. A Data Collection Checklist modal window will open. By default, all Inspection Categories are selected.

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6. Data Collection Checklist filter features. 

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   A Click on any Category name to show the corresponding Measures B Click on any Measure to show the corresponding Tasks C An example of a list of Tasks associated to the selected Category and Measure

   
   

7. Uncheck boxes for any Category , Measure or Tasks that should not be part of the inspection.

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8. When complete, click the Create Inspection Form button.

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1. Access the correct Project Inspection record as shown in the Accessing Inspection Records section of this guide.
   
   

2. Once in the Project Inspection record, click the Inspection Checklist button.

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3. Every inspection will have a set of Categories that define the scope of the inspection requirements. Additionally, each category contains a sub-set of Measures and each measure contains a sub-set of Tasks associated. The image below shows an example of the default view for a Photo Inspection and includes additional columns ( CNV and F-CNV ) that are not present when performing Field Inspections.

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A Field Inspection requires an Inspector to travel to a project site to conduct an inspection. Photos are only required as part of a Field Inspection if the inspector marks a Task as failed. Follow the instructions in the Failed Checklist Tasks section to review how photos are uploaded.

1. For each Task listed on the Inspection Checklist, check one of the following options.

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   P (Passed) F (Failed) N/I (Not Inspected) N/A (Not Applicable) Tip If the Inspector needs to add an additional Task to the Measure that is not configurable in the Inspection Checklist, use the Add A Task option to open a modal window and document the details of the additional Task .

   
   

2.  Inspectors may want to document a note to the Measure if additional information or explanations should be communicated with others throughout the inspection process. To add a Measure note, click Edit underneath the Inspector Note section to input a message, then click Save .

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   Note The Edit link turns into a Save link and Cancel link when clicked.

   
   

3. Once all Tasks for a Measure are completed, click the Save & Next button to advance to the next Measure and repeat steps 1 & 2 for all additional Categories, Measures and Tasks.

1. When you mark a task on the Inspection Checklist as Failed, a new window will open where Inspectors are required to attach photo evidence of the Failed task.

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2. If the default Task Failure Description does not correctly outline the reason for the task failure, document the correct Task Failure Description in the text box for line item 2, then click the Insert link to add this new description to the Task Failure List . Finally, uncheck the Applicable checkbox for the incorrect Task Failure Description .

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3. However, if the default Task Failure Description is correct but needs additional clarity, click the Edit link to open a new Notes text box and document the change to the default Task Failure Description. Click Save where the Edit link was before being clicked to save the note.

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4. To upload a photo to the failed task, click the Attachment icon (paperclip) to open a new window.

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5. The process to upload a photo at this step differs depending on if the Inspection is Field or Photo . In the new window, click the Choose Files button, then locate and select the photo file(s) for upload. When all files have been selected, click the Upload button to attach the file(s) to the record. The window will display a confirmation message if successful. Click Close to complete the process, close the window and return to the Inspection Checklist to work on other inspection tasks.

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   Field Inspection Click the Choose File button to locate the photos on your computer. After all files have been selected, click the Upload button to attach the files to the Failed Tasks. Expand title screenshot Photo Inspection Review the photos submitted by the Contractor in the open window, selecting the appropriate photos that show evidence of the Task Failure by clicking the checkbox in the upper left-hand corner of the photo(s). Once all photos have been selected, click the Upload button to pair the Contractor submitted photo to the Task Failure. Expand title screenshot

   
   

6. Then, click either the Back button (to return to the Task Failure window or click Close to return to the Inspection Checklist.

1. After completing all Inspection Categories, Measures, and Tasks, scroll to the bottom of the Inspection Checklist and click Submit. This action generates a PDF Inspection Report in a new tab.

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   Note When you have reached the last page of the Inspection Checklist the Save & Next Button will no longer be visible. The Inspection Report is automatically appended to the Project Inspection record.

   
   

2. Close the PDF Inspection Report tab to return to the Inspection Checklist. Next, click the Back to Inspection button. This action opens the Project Inspection record.
   
   

3. On the Project Inspection record, click the Submit for Approval button to complete the inspection process.

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   Note
   Salesforce will display a submission error if no QA Manager was selected during the Inspection Scheduling process.

   
   

Once an inspection has been completed and submitted by the Inspector, an Inspection Report is generated and appended to the Inspection Checklist. An email is systematically sent to the Contractor /Builder with a link to the Inspection Report.

Below are examples of the heading for an Inspection Report for both a passed and failed inspection. In an actual Inspection Report, below the Pass/Fail heading displays details on all aspects of the inspection results.

Regardless of the actual score generated once an inspection has been completed and submitted, QSP QA Managers will use the steps below to review and approve submitted inspections.

This content will live in the PUBLIC KNowledge Knowledge Base for Contractor access. When complete, those materials will be linked her so that the QSP Company, CLEAResult, and NYSERDA Program Staff know what to expect during this phase.

Certain inspections have a Corrective Action Required (CAR) status. Any inspection with a QA score of 1 or 2 is considered CAR Eligible. After contractors resubmit CAR Tasks as either Resolved or Contested, the Program Implementer are required to review, and approve or reject the failed tasks.

1. From the SQA Worklist tab in Salesforce, click the Status dropdown list and select Program Implementer Approval Needed to identify the Project Inspections that require review/approval.
   
   
2. Click Filter to filter the list based on the dropdown item selected, then click Claim to select a record.
   
   
3. Click the Project Inspection link in the same column to open the record.
   
   
4. In the record, click Review Failed Tasks.
   
   
5.  Review each failed task and click the Action dropdown list to either approve or deny. The system will notify the contractor/builder about any denied tasks that require additional corrections.
   
   
6. When all Failed tasks have been responded to using the above steps, click Submit to update the Inspection and return to the Inspection Record.
   
   

7. Click the Status field to edit it and select the appropriate status from the options below:

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   QA Manager Approval Needed Select if you have approved at least one contested task Completed Select if all CAR eligible tasks have been marked as Approve/Resolved Task Report Issued - Corrective Action Needed Select if you have marked any failed task as Deny Contested Task Warning If the record status is listed as Completed or Report Issued - Corrective Action Needed, also click Send an Email to notify the contractor.

   
   

     8.  Click Save.

The instructions for the NYSERDA QA Manager to perform the final review/approval is identical to the steps the Program Implementer follows in the Program Implementer Review/Approval section with the exception of the identified steps below:

1. From the SQA Worklist tab in Salesforce, click the Status dropdown list and select Contested-NYSERDA QA Manager Review Needed to identify the Project Inspections that require review/approval.
   
   
2. When the review of all Failed tasks is complete, click Generate Final Report to update the report in the Project Inspection record.
   
   
3. Click the Status field to edit it and select Completed.
   
   
4. Click Save, then click Send an Email and use the SQA templates to notify the contractor.