ROUND 16 — Offline App Feedback (Orphan & Ad Hoc Inspections — Field/Dual Role Inspectors) Step 1 of 6 16% Thank you for your willingness to help us improve the USAFS Offline App! In this survey, we’ll ask about your experience handling inspections that come up unexpectedly in the field – situations like encountering a business that isn’t in the system, or needing to create an unscheduled inspection. Your feedback will help us design new features that support these workflows in the offline app. You’ll provide feedback on: How you currently handle unscheduled and undocumented inspections in the field A proposed new entry point for creating inspections from the Inspection Search screen How it works: We’ll ask about your real-world experience first, then show you a screen design and ask a few follow-up questions. There are no right or wrong answers – we want to understand how you actually work today. Time commitment: Approximately 10–15 minutes. At the end, you’ll have a chance to share any additional thoughts or feedback. Before you begin, please enter your information below:First Name -OR- Team Name(Required)(Use ‘Team Name’ if submitting as a group)Email(Required) Choose your agency:(Required)Alaska Department Of Environmental ConservationArkansas Department of HealthIowa Department of Inspections, Appeals, & LicensingIllinois Department of Public HealthIndiana Department of HealthKansas Department of AgricultureMinnesota Department of AgricultureNorth Dakota Health & Human ServicesSouth Dakota Department of HealthVermont Department of HealthWest Virginia Department of AgricultureWyoming Department of AgricultureHow would you describe your role (or the roles of the people who are responding to this survey)?(Required) Inspector Supervisor of Inspectors Inspector & Supervisor of Inspectors (dual role) Administrator ⚠️ Are you a Supervisor or Administrator who does not conduct inspections in the field? A separate survey has been created specifically for your role. Please use the link below instead – your perspective is important and we want to make sure you’re answering the right questions. Orphan & Ad Hoc Survey for Supervisors & Administrators Field Experience Which of the following situations have you encountered while working in the field?(Required)Select all that apply. I needed to create an unscheduled inspection for a facility already in the system I encountered a facility or business that was not in the system and needed to document it I needed to inspect a facility that falls outside my usual program type I arrived at a facility to conduct a scheduled inspection but needed to perform a different type of inspection instead (e.g., arrived for a routine but a complaint needed to be addressed) None of the above – I haven’t encountered these situations For the next few questions, think about your experience with facilities that were NOT in the system. If you’ve encountered this situation more than once, answer based on what you’ve typically done across those experiences.When you've encountered a facility that was NOT in the system, what have you typically done?(Required)Select all that apply Wrote notes on paper to enter into the system later Used a printed inspection form I carry with me Called or texted my supervisor for guidance Created a complaint record in the system instead Used a workaround in the system (e.g., dummy facility, general inspection type) Created the facility in the system and then did the inspection Waited until I was back online or in the office to handle it Other Explain:(Required)In these situations, approximately how much time typically passes between when you first encounter the facility and when the information is fully entered into the system?(Required) Same day 1 – 2 days 3 – 5 days More than a week I’m not sure When you've documented information about a facility not in the system, what information have you typically captured?(Required)Select all that apply. Business or facility name Physical address or location description Contact name or phone number Type of business (e.g., retail food, lodging) Description of what you observed Photos Date and time of visit Who was present during the visit Your own notes or comments Other Explain:(Required)When your agency encounters a facility not in the system, is a follow-up inspection typically conducted afterward?(Required) Yes, almost always Sometimes, it depends on the situation Rarely or never Other Imagine the offline app allowed you to document a visit to a facility not in the system. Which approach would work better for your situation?(Required) A generic inspection form designed for unplanned visits – I can do a full typed inspection after the facility is set up in the system The ability to choose from the same inspection types I normally use – I want to complete a full inspection on-site even if the facility isn’t in the system yet I’m not sure – it would depend on the situation What factors would influence whether you need a full inspection form vs. a simplified inspection form?(Required) Unscheduled Inspections for Registered Facilities (Ad Hoc) Currently, inspectors can create an unscheduled inspection from the Facility Maintenance screen using the “Add New” link. We are adding a “Create New Inspection” button to the Inspection Search screen. The following questions help us understand how you work today so we can make sure the new entry point fits your workflow. Which of the following situations have led you to create an unscheduled inspection? Select all that apply(Required) Complaint follow-up Re-inspection after a failed inspection Emergency response (e.g., fire, flood, foodborne illness outbreak) Change of ownership visit Routine inspection that wasn’t on my schedule yet I happened to be in the area and decided to conduct an inspection Supervisor directed me to inspect a specific facility Other Explain:(Required)When you need to create an unscheduled inspection while out in the field, how would you start the process? Please describe the steps you would take.(Required)Looking at the Inspection Search screen above, if you clicked the "Add Inspection" button, what would you expect to happen next?(Required) I’d be asked to search for or select a facility first I’d see a blank inspection form ready to fill out I’d see options asking what type of inspection I want to create (e.g., for an existing facility vs. a new/unknown facility) I’m not sure what I’d expect Digital Transition Readiness We are exploring the ability for inspectors to create an inspection record in the offline app when a facility is not in the system. This would allow you to document your visit digitally instead of on paper. After you sync, the record would need to be reviewed and connected to the correct facility.If the offline app allowed you to handle these situations digitally (both unscheduled inspections and visits to facilities not in the system), how likely would you be to stop carrying printed inspection forms for these situations?(Required) Very likely (I’d rely entirely on the app) Somewhat likely (I’d still carry a few paper forms as backup) Not likely (I’d keep carrying my printed forms regardless) I don’t currently carry printed forms When you need to conduct an unplanned inspection in the field, which approach would work better for you?(Required) I should be able to choose from the full list of inspection types I’m authorized to use I should use a generic inspection form designed for unplanned visits — a full typed inspection can be completed later if needed Both options should be available — I should decide based on the situation I’m not sure Supervisor Perspective (Dual-Role Inspectors Only) Before answering the next set of questions, please review these key terms: Ad Hoc Inspection: An unscheduled inspection for a facility that is already in the system. The facility has an account — it just doesn’t have a pre-scheduled inspection. Example: You need to do a complaint follow-up at a restaurant that’s already licensed and in the system. Orphan Inspection: An inspection record created without being linked to any facility account in the system. The facility may or may not exist in the system — the point is that the inspection record itself has no facility attached to it yet. Example: An inspector documents a visit to a business they couldn’t find in the system. After syncing, that record needs to be reviewed and connected to the correct facility. Unlicensed Facility: A business that is physically operating without a license. This is a regulatory status — it describes the business’s legal standing, not whether it has an account in the system. Orphan Facility: A facility record in the system that is not linked to an owner account. This is a data issue — the record exists but isn’t connected to the right parent record. After an inspector documents a visit to a facility not in the system and syncs their data, what would you need to do with that record?(Required)Select all that apply. Business Review the information the inspector documented Link the record to an existing facility already in the system Create a new facility record in the system Assign a follow-up inspection to an inspector Initiate an enforcement action I’m not sure – we don’t have a process for this currently After an orphan inspection has been synced, what should happen next? Select all that apply.(Required) A supervisor or administrator reviews the record and links it to the correct facility The inspector who created it is responsible for following up and linking it to a facility The system should automatically suggest possible matching facilities for review A new facility account should be created automatically from the orphan inspection data Other Other:(Required)When an inspector needs to create an unplanned inspection in the field but can't find the facility in the system, what should happen?(Required) The inspector should always create it as an orphan inspection so it can be reviewed and linked to the correct facility after syncing The inspector should be able to determine whether the facility is unlicensed and create a new facility record on the spot Other Other:(Required)When an inspector encounters a business not in the system and creates an orphan inspection, should the inspector be able to indicate whether they believe the business is operating without a license? Or should that determination be made later during the post-sync review?(Required) The inspector should be able to flag it as potentially unlicensed during the inspection That determination should only be made during post-sync review by a supervisor or administrator I’m not sure / my agency would need to discuss this During an orphan inspection review, if it's determined that the facility is operating without a license, who should create the new facility record in the system?(Required) The supervisor or administrator reviewing the orphan inspection The original inspector A dedicated administrative staff person I’m not sure / my agency would need to discuss this Who should be responsible for creating this type of record, and should there be any restrictions?(Required) Any inspector should be able to create this type of record Only inspectors who are authorized to inspect that type of facility should be able to create this type of record Only supervisors or administrators should be able to create this type of record I’m not sure / my agency would need to discuss this Does your agency currently have a defined process for handling inspections of facilities not in the system?(Required) Yes, we have a documented process We have an informal process but it’s not documented No, inspectors handle it on their own I’m not sure Other Briefly walk us through the steps – from the moment the inspector encounters the facility to when it's fully resolved in the system, what happens and who's involved?(Required)After an inspector documents a visit to a facility not in the system, who in your agency typically handles the next steps?(Required) The same inspector who did the visit The inspector’s direct supervisor A specific administrator or office staff person It varies depending on the situation We don’t have a defined process for this Other Explain:How should you be notified that an orphan inspection is ready for your review?(Required) It should appear on my Inspection Due List alongside other outstanding items I should receive a notification (e.g., email or in-app alert) I would search for orphan inspections manually when I need to review them Other Explain other notification method(s): General FeedbackIs there anything else about how your agency handles inspections for facilities not in the system, or unscheduled inspections, that would help us design this feature?(OPTIONAL)Would you like to share any general feedback about today's survey?(OPTIONAL)
