A free edition of the Fire Prevention Notices Module has been released to all Victorian councils. This free version has a common set of compliance/non-compliance items this was created with feedback with numerous councils and has been accepted as the common statewide standard.
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Once the event is created, you can start creating FPN records. This can be done, one record at a time, using the Mobile App or Web Browser. Alternatively, you can import a batch of items, using the Import facility in Crisisworks. This can be found by going to Administration → Settings → Import Data and selecting the "Fire Prevention Notice Import from CSV" option. A guide to the import file requirements can also be found under the heading "Fire Prevention Notice Import" on <yoursitename>.crisisworks.com/admin/import/field-mappings. Batch imports are based on the Asset Code and require a matching asset in your Crisisworks site.
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Currently Victorian Councils have their property data updated by Datalink. Datalink can perform regular imports of Vicmap data from the "VicMap Property Simplified 1" dataset periodically. Before the FPN season begins, this data is also refreshed.
For owner data, you need the postal details for the owners/ratepayers, linked to your own asset/parcel IDs.
As of Oct 30th 2018, an improved and simplified approach has been introduced. (see next section below)
You can also import your own asset data via the Administration menu → Settings → Import Data
NOTE: It is important to determine the correct property asset IDs that will be used in Crisisworks, which will match with your organisation's own asset codes. For example, some Victorian Councils use "parcel number" while some use "prop num" (property number). Before importing your own asset data look at the asset via the Administration menu → Assets and review the property data to see if it is correctly configured. The "Code" field is your own asset ID.
Visit the Importing Asset Contacts into Crisisworks page for more detailed instructions.
If this is not correct, contact Datalink support.
Owner Data for letter generation (Asset Contacts)
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Prior to version 4.19 property owner details are imported together with the property asset data.
As of Oct 30th 2018, an improved and simplified approach has been introduced.
You will need to import a CSV spreadsheet of the Asset Contacts via the Import system found in Administration > Setting > Import Data.
Below is table of the fields necessary for your spreadsheet.
Please note -
- The Asset Code is your own property/ parcel asses code that is being used in Crisisworks already.
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There are two methods of generating letters, the older method to support existing clients and the new for old and new clients looking for greater functionality
Using HTML print merge templates
This newer feature is similar to the MS word templates in the way that it uses $tokens, however, it provides more power. It generates PDFs directly from the template and can also insert images such has photos and officer signatures. Additionally, it provides <IF> statements, meaning you can have different content generated based on the value of a field or if a field has been set or not.
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Detailed documentation is available for letter templates
Using Microsoft Word print merge templates (to be deprecated soon)
If you have experience using Microsoft Word's print merge feature, the process will be familiar to you or someone in your organisation.
In short, you have a template letter with some "$tokens" which are substituted for values from the FPN record eg {$item.Asset.ratepayerName} will be replaced with the Name of the property owner. Multiple unique letters will be generated from the copies of the template, where the tokens are replaced with record values.
Multiple letters will be generated and downloaded as a zip file. After you download the zip file, you can extract all of the files, print them and to save them in your document management system.
Read instructions on how to create a Merge Template and use this to Generate Merge Letters in the FPN documentation.
FPN positions
The Fire Prevention Notice module has four levels of access.
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