Site Visits (Project/Country/Sites Tabs)

The purpose of the Site Visits page is to manage all aspects of a single Site Visit Report, from report completion through review and approval for the current project. Adding a site visit is the first step in writing a site visit report (also known as a monitoring report). This page can be found on the Project, Country, and Sites tabs with different filters to help you find the needed site visit.

A user with proper permission can add a site visit by selecting Active under the Records filter and clicking the Add New button or edit a site visit by clicking , which opens the Site Visit module.

To find an item, use the Search filters:

Category will filter records based on the Site Visit Category of the Site Visit. The available choices are the list of Site Visit Categories defined on the System Tables page.
Type will filter records based on the Site Visit Type of the Site Visit. The available choices are the list of Site Visit Types defined on the System Tables page.
Country will filter records based on the Country of the Site of the Site Visit. The available choices will be the list of Project Countries defined on the Project Tables page. The list will exclude any Countries that the current User does not have access permission. (Not available on the Country tab)
Site will filter records based on the Site of the Site Visit. The available choices are the list of active Sites for the current Project. The list will exclude any Sites that the current User does not have access permission. (Not available on the Site tab)
Team Member will filter records based on the Team Members of the Site Visit. The Team Members will include the Site Visit Monitor, Site Visit Co-Monitor 1, Site Visit Co-Monitor 2, or Trip Report Author. The available choices will be the list of active Project Team records with a Contact Type of Project for the current Project. (Not available on the Country tab)
Records (Active, Inactive, or All)
Search for a word or string in the record.

To remove all search options, click the Reset Filters button.

If the Site Visit Report Restricted field is checked, all tabs will be hidden unless the user is one of the Visit Monitors, Reviewers, Approvers, Authors, or has Admin Permission for the Site Visit Reports feature.

To view the Site Visit Report Workflow Process, the user must be one of the Site Visit Monitors or Authors, or have one of the Roles listed in the Site Visit Report Process Roles configuration variable under the Site Visit Reports configuration group.

Most columns can be sorted in ascending or descending order by clicking the column heading.

Click Common Buttons for a description of the buttons found throughout the system and their uses.

Site Visits Page on Project Tab

Site Visits Page on Project Tab for User Who is Not on Site Visit Report Process Roles

Site Visits Page on Country Tab

Site Visits Page on Sites Tab

Field	Description
Visit	This column is on the Site tab and will sequentially number each visit for the Site regardless of Visit Type. The field will be zero-filled to three digits.
Visit Date	This column lists the dates of the visits including dates in the future.
Visit End Date	This column is on the Project tab and lists the last date of the visits including dates in the future.
Days	This column lists the number of days that a visit will occur.
Days Icon	An information icon will be displayed if the number of calendar days of the visit does not equal the number of days on site.
Site	This column is on the Project tab and lists the site.
Country	This column is on the Project tab and lists the country associated with the site.
Visit Icon	This column displays a check box to indicate if the visit is completed (checked) or not completed (unchecked). The background color of the Visit Icon will be based on the color associated with the Site Visit Type (or Site Visit Category) within the System Tables.
SITE VISIT
Visit ID	This column will display the Site Visit Category Type, a period, and a sequential number for that category of visit at each Site. The field will be zero-filled to three digits.
Monitor/Author	This column lists the name of the Site Visit Monitor, Co-Monitors and Site Visit Report Author for the visit. The Author will have a prefix of A and the Co-Monitors with a prefix of C.
SITE VISIT REPORT
A	This column displays a check box indicating if a Site Visit Report has been Approved. This field will be visible if the current user is NOT in one of the Roles in the Site Visit Report Process Roles Configuration Variable under the Site Visit Report configuration group.
Approval Date	This column lists the date the Site Visit Report was approved. This field will be visible if the current user is NOT in one of the Roles in the Site Visit Report Process Roles Configuration Variable under the Site Visit Report configuration group.
I	This column will display a check box indicating if the Site Visit Report uses the Integrated Report Tool. If the field is checked, the tool tip will indicate the Site Visit Report template name. This field will be visible if the current user is in one of the Roles in the Site Visit Report Process Roles Configuration Variable under the Site Visit Report configuration group.
Status	This column lists the stage of the site visit: Not Started Started Completed First Draft First Review Comments Returned Revisions Completed Final Review Approved Sponsor Approval
R	A check in this column indicates that the Site Visit Report has been marked as having Restricted Access. This field will be visible if the Enable Restricted Site Visit Reports Configuration Variable under the Site Visit Report configuration group is set to True.
Draft Date	This column lists the First Draft due date. If the Site Visit Report has not reached the status of First Draft, the due date will be listed in a grey font. Otherwise this field will list the due date, Today or Tomorrow. This field will be visible if the current user is in one of the Site Visit Report Process Roles configuration variable under the Site Visit Report configuration group.
Draft Icon	This column displays an icon indicating the status of the Draft Days compared to the Target Days (which are defined in the Number of Days to Draft Report Configuration Variable within Project Configuration). The following can be displayed: = Draft Days is less than or equal to the target days and the Site Visit Report has reached First Draft status. = Draft Days is greater than the target days. This field will be visible if the current user is in one of the Roles in the Site Visit Report Process Roles configuration variable under the Site Visit Report configuration group.
Review Date	This column displays the due date of First Review. It will be displayed in a grey font if the Site Visit Report has not reached First Review Status. This field will be visible if the current user is in one of the Roles in the Site Visit Report Process Roles under the Site Visit Report configuration group.
Review Icon	This column displays an icon indicating the status of the Review Days compared to the target days (which are defined in the Number of Days to Review Report Configuration Variable within Project Configuration). The following can be displayed: = Review Days is less than or equal to the target days and the Site Visit Report has reached First Draft status. = Review Days is greater than the target days. This field will be visible if the current user is in one of the Roles in the Site Visit Report Process Roles configuration variable under the Site Visit Report configuration group.
Approval Date	This column displays the due date of Approval. It will be displayed in a grey font if the Site Visit Report has not reached Approval Status. This field will be visible if the current user is in one of the Roles in the Site Visit Report Process Roles under the Site Visit Report configuration group.
Approval Icon	This column will be visible if the current user is in one of the Roles in the Site Visit Report Process Roles configuration variable under the Site Visit Report configuration group. This column displays an icon indicating the status of the Approval Days compared to the target days (which are defined in the Number of Days to Approve Report Configuration Variable within Project Configuration). The following will display: = Approval Days is less than or equal to the target days and the Site Visit Report has reached First Draft status. = Approval Days is greater than the target days.
Comment	This column lists any comments entered on the Site Visit tab.