Stage 3: Interim inspection and report

1. Log in to the Strata Hub with your username and password.
2. Select the ‘Strata Bond Number’ in the ‘Active Strata Bond’ section to open the bond case.
   Note: You can search for the bond number in the search field.
3. Select the ‘Actions’ menu on the information panel.
4. Select ‘Variation of time’ from the list.

5. You will then see the ‘Variation of time’ screen showing the current milestone dates.

   
6. Select the milestone for ‘Interim inspection and report due date’.
7. Enter the proposed new date for your milestone. Then enter the reason for your request and attach any supporting documents.
   Select ‘Submit’.
8. The task will then be sent to the Secretary for consideration.
   You will receive a notification about the outcome of your request.
   If your request is approved; the new date will appear in your milestone history. 

1. In the ‘My Work’ screen, select ‘Go’ for the Strata bond case showing Capture Inspection Schedule in the ‘Assignment step’ column.

   
2. You will see the ‘Capture Inspection Schedule’ screen. Select the ‘Proposed building inspection date and time’ and select ‘Submit’.
3. You will see the ‘Select Inspection Type’ screen. Select ‘Go’. You will then be shown the steps needed to conduct an inspection.
4. Select ‘Start 1. Desktop Research’ and ‘Submit’.
5. You can choose to use an inspection tool outside the Strata Hub by skipping to preparing the report without completing the desktop research and on-site inspection.
   To pursue this option, select ‘Skip to 3. Prepare Report for Publish’.
   Select ‘Submit’
   Note: You can view the documentation for the project at any time by selecting ‘Documents’ on the left-side navigation panel. This is where all the documents provided by the developer can be accessed.
6. When using the Strata Hub for the end-to-end interim inspection report process (including desktop research and on-site reporting), you will progress to the ‘Capture Inspection Details’ screen where you can view the ‘Building Inspector’ details.
   Tip: As you move through the steps, the ribbon at the top shows where you are in the process.

1. After reviewing the building inspector details, you can ‘Add Secondary Inspector’ or ‘Add Specialist’ by selecting the relevant button, if required.

   
2. When adding a secondary inspector, choose from the drop-down list of building inspectors and then select ‘Submit’.
   Note: Only building inspectors who are members of a Strata Inspector Panel can be added as a secondary Iinspector. Start typing the building inspector’s name to search the list of building inspectors.
   Tip: Select the blue arrow to access the drop-down menu.
3. When adding a specialist, enter their details and select ‘Submit’. Then select ‘Continue’.
4. View the information on ‘Development Details’ and ‘Owners Corporation details’. Select ‘Continue’.
   Tip: To update details, you must contact the system administrator by email at stratasystem@customerservice.nsw.gov.au
5. View ‘Developer details’ and ‘Builder details’. Review information and select ‘Continue’.
6. You will see the ‘Site details' screen where you can view site details and upload site documentation.
7. To upload documents, select ‘Add’ and then drag and drop the file. Select ‘Submit’.
8. Scroll down to site documentation.
   For the question ‘Have you received all documents listed in section 198A of the Strata Scheme Management Act 2015 and clause 46A Strata Scheme Management Regulation?’ select ‘Yes’ or ‘No’.
   If you select ‘Yes’, you will be asked ‘Were they provided within 28 days of your appointment?’ Select ‘Yes’ or ‘No’.
9. If you select ‘No’ you will be asked to ‘List and explain the attempts you have made to obtain all required documents’.
10. For the question ‘Were the documents provided by the Secretary?’ select ‘Yes’ or ‘No’.
11. For question ‘Australian Standard - Has the documentation set out in AS 4349: clause 2.4 been made available to you?’ select ‘Yes’ or ‘No’.
12. If you select ‘No’, you will be asked to ‘List and explain the attempts you have made to obtain the required documents’.
    Select ‘Save’ or ‘Continue’. If you select ‘Continue’, you progress to the ‘Capture Scope and Testing Details’ screen.

13. Review content and select ’Continue’.

    

14. On the ‘Capture Observations’ screen you can create an observation by selecting the ‘Create observation’ button. You need to provide all mandatory details, add photos, evidence and then select ‘Save’.
    Select ‘Continue’.

    

    Note: Observations are items captured during desktop research and can be investigated when conducting the onsite inspection. If an observation is confirmed as a defect it can be converted to an interim defect as part of the onsite inspection step.
    These observations will then appear on screen with a unique ID.

1. After creating your observations (see above) you then progress to the ’Review Desktop Research’ page.

2. Make sure you review all the information in each section of this toggle menu before you select ‘Finish’. Selecting ‘Finish’ automatically progresses your case to the ‘Onsite Inspection’ stage and means you won’t be able to review further details of the report.

   

   Select ‘Finish’ when you are sure you have reviewed all the information.

3. You will progress to the ‘Wait for onsite inspection’ screen.
   You will then progress to the On-site Interim inspection stage.
    

The following steps guide you through the desktop version of the onsite inspection.

If you are using the ‘SBBIS Inspect’ app on your mobile device. Please refer to the ‘SBBIS Inspect’ user instructions.

1. Log in to the Strata Hub and navigate to 'Capture Site Visit Inspection Details'.
   Select the strata bond case and select ‘Go’.
   Note: If you are already logged in, select the Home icon on the left-hand panel to return to the homepage and then select ‘Go’.

2. Enter the date/s of the site visit including the start time.
   Enter the weather conditions.
   To upload files and images, select ‘Add’ by the ‘Documents & Notifications’ heading on the left-hand panel.
   Select ‘Continue’.

   

   Tip: To view attachments you must have your pop-up blocker turned off or an ‘allow pop-ups’ internet setting.

3. You will see the ‘Observations’ screen. The system will show any observations that were entered as part of desktop research.
   Select on the three dots to edit or delete any of the ‘Observations’.
   Then select ‘Continue’.
4. A ‘Defective Building Work’ screen will appear. You can edit details as required.
   You can then select on the ‘Convert to Defect’ button.

5. To add new defects select the ‘Defects’ tab and select ‘Add’.

   
6. Add the details of ‘Defective Building Work’ including any photo evidence required and select 'Save’. You will be taken back to the ‘Capture Observation/Defects’ screen. You can continue to ‘Edit’ or ‘Add’ defects as required.
   When you are finished, select ‘Continue’.
7. You will see to the ‘Capture Areas not inspected’ screen.
8. Select ‘Add’ to enter the details of area/item not inspected and the ‘Circumstances preventing inspection’. You can upload documents and photos.
   Select ‘Save’.
   Tip: To view attachments you must have your pop-up blocker turned off or an ‘allow pop-ups’ internet setting.
9. You return to the ‘Capture Areas not inspected’ screen. You can continue to ‘Add’ items until all defective building work found during the inspection has been recorded.
   Select ‘Continue’.
10. You will see the ‘Capture secondary Inspector or Specialist’ screen.
    You can Add Secondary Inspector or Specialists using the drop down.
    Review the details. Scroll down and select ‘Continue’.
11. You will see the ‘Inspection Summary’ screen.
    Review the details onscreen and select ‘Submit’ to complete.
12. Once you select ’Submit’ you will see a pop- up reminding you that you won’t be able to make any changes.
    If you need to go back into the report, select ‘Cancel’. If you have completed the report select ‘Finish’.
    You will then see a confirmation that the ‘The onsite inspection has been completed’ and you can prepare to publish it online.
13. You will return to the home screen. Your strata bond case will show as ‘Pending-prepare report’.
    Select ‘Go’.
14. Select ‘Prepare to publish’.
15. You will see the ‘Report Summary’ screen. Review the details on screen by selecting any heading along this ribbon.
    You can toggle through the various screens and add or edit details in each section as required.
    Select 'Finish’ to complete.
    Your Interim inspection report is being generated. You will receive an email when the report is ready for review.
16. You will then progress to the ‘report is being generated' screen.
17. You can return to ‘My Work’. Before this, you can select the report to download and view the report.

18. Select ‘Downloads’ to open the report.

    
19. Review your report.
20. Select ‘Make changes’ to go back and make any edits required.

21. Select ‘Submit report’ to progress. The report will then go to the Secretary.

    

1. If the Secretary requests changes to the report, an action for ‘Secretary Requested Changes to Report’ will appear in your work queue. Select ‘Go’.

   
2. You will see a ‘Secretary Requested Changes to Report’ screen.
   Review the changes requested, including any attachments.
   Select ‘Edit report’ to make the requested changes.
3. This will take you to the beginning of the workflow for the report. You will need to go through the workflow to make the required changes.
   Select ‘Continue’ to progress through the workflow and review relevant sections (optional) until you reach the screen/s you need to change.

4. An example scenario is that edits are required to the ‘Review Defects’ screen.
   Navigate to the ‘Defects’ tab. Next, select the three dots to ‘Edit’ the details of the information you need to update.

   

5. At the end of the workflow, you will arrive at the ‘Report Summary’ screen.
   Note: The sub-menu (below the top ribbon) allows you to toggle across the screens.

   
6. When you’re done, navigate to the bottom of the screen you’re on and select ‘Finish’.
7. You will arrive at a screen where you can ‘Submit report’.
   The status will then show that it’s awaiting Secretary Review.