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Compliance board

The Compliance board is the Compliance tab of Projects (/projects?tab=compliance). The older address /compliance-board redirects there. It opens for anyone who reviews reports (review_xrf_reports): the Compliance reviewer and the admin. For a Compliance reviewer, the Projects item in the sidebar opens straight on it. Search also lists it as Compliance board.

The rule is "Compliance prepares, the admin sends". Compliance checks the reports, corrects the data and signs the project off. An admin then shares the documents with the client and files them with HPD.

The board covers every open project in Docs & QA or Billing, plus any project whose next step belongs to Compliance. Four tiles count To review, Needs correction, Ready to file and Overdue (past the correct-by). Click a tile to show only that column. You can search by address, client or order number, and filter by order family (lead hazard, turnover, records, LL31, no order) or by status.

Your tasks​

Each job moves through four columns, left to right:

ColumnWhen a project is here
To reviewField work is done. The reports and readings need checking, then a sign-off
Needs correctionA data problem is open (see below). This comes first: nothing is filed until it is fixed
Ready to fileSigned off, with no documents added since the sign-off. Waiting for an admin to send and file it
Filed / SentFiled and moved to Billing

Each card shows the address and order numbers, its next action, how long it has waited ("Stalled" after 10 days) and the countdown to the correct-by. Click a card to open the project's details.

Documents needed vs on file​

This matrix has one row per project, grouped by order family. Each column is a document a filing can need: the XRF report and affidavit, the inspector's EPA certificate on the work date, the paint-chip and dust-wipe labs, the abatement supervisor and sampler affidavits, the chain of custody (needed whenever the route carries a lab result) and the cover form (CERT, CONTEST, AF-5…). Each cell reads ✓ on file, ✗ missing, ⚠ needs a look (a draft, an affidavit not yet notarized, a licence that had expired on the work date) or — not needed.

What a project needs comes from its route:

  • the route decided on the project's Proposal & scope tab;
  • otherwise the route its visits point to, read from the HPD rulebook;
  • with no lead order, the documents its services produce.

Your firm's changes in Settings → Document requirements apply on top of the rulebook. The row says "firm changes" when they change a route.

Who receives what​

For each finished document, this panel lists who must receive it (the owner to sign, the notary, the client, HPD's Lead or Audit Unit, DOHMH) and where it stands. Every state is read from the document itself: signed, notarized, shared with the client, filed.

  • Compliance gets Sign off. It opens the project's Review tab, where the sign-off is recorded with a snapshot of the facts.
  • An admin (with manage_documents) gets Share N with the client. You confirm first, and the documents then appear in the client's portal. The admin also gets File with HPD, which opens the project's Documents tab and its filing package. A note warns when Compliance has not signed the project off yet.

The app has no live connection to HPD or DOHMH. Their column only shows whether the document is filed.

Data problems to fix​

These problems would get a filing rejected. Compliance corrects them itself; nothing goes back to the inspector:

  • readings the XRF audit flagged (until a newer report version answers them);
  • a licence that had expired on the work date;
  • a clearance done by the same person who did the abatement;
  • a clearance dated before the abatement ended;
  • no apartment on a hazard or turnover order;
  • an order whose route has not been decided.

Fix opens the record where each one is corrected. A problem leaves the list once that record is corrected.

Details​

The side panel for a project, full screen on a phone, shows:

  • its violations and filing deadline;
  • the route, and your firm's changes to it;
  • every document needed and where it stands, with the optional ones listed;
  • the people on the visits, and whether each one's licence was valid on the work date;
  • its data problems;
  • its sign-offs, noting when documents changed since the last one;
  • the recorded changes on its visits.

Open project and Sign off (or Review tab) sit at the bottom.