Stage 5: Final inspection and report

1. Log in to the Strata Hub with your username and password.
2. In the ‘My Work’ screen, select ‘Go’ for the Strata bond case showing Capture Inspection Schedule in the ‘Assignment step’ column.
3. You will see the ‘Capture Inspection Schedule’ screen. Select ‘Proposed building inspection date and time’ and select ‘Submit’.

4. You will see the ‘Capture Inspection Schedule’ screen. Select ‘Proposed building inspection date and time’ and select ‘Submit’.

   

   Note: The date must be between the scheduled final inspection start/due date. The inspection date needs to occur between 21 - 24  months after the occupation certificate is issued.

5. You progress to the 'Select Inspection Type' screen. Select ‘Go’. You will then be shown the steps needed to conduct an inspection.
   Select ‘Start 1. Desktop Research’ and ‘Submit’.
   If selecting this option, skip to Step 7 (below).  
6. You may choose to use an inspection tool outside the Strata Hub. In such cases, you can skip 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’.
7. When using the Strata Hub for the end-to-end final 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.
8. After reviewing the building inspector details, you can ‘Add Secondary Inspector’ or ‘Add Specialist’ if required.
9. You can select a secondary inspector from the drop-down list of inspectors and then select ‘Submit’.
   Tip: Select on the blue arrow to access the drop-down menu.
10. You can also add a specialist if you need to.
    Select ‘Continue’.
11. 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.
12. View developer details and builder details.
    Review information and select ‘Continue’.
13. You will see the ‘Site details' screen where you can view site details and upload site documentation.
    To upload documents, select ‘Add’ and then drag and drop the file. Select ‘Submit’.
14. 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’.
    If you select ‘No’ you will be asked to ‘List and explain the attempts you have made to obtain all required documents.’
15. For the question ‘Were the documents provided by the Secretary?’ select ‘Yes’ or ‘No’.
16. For the question ‘Australian Standard - Has the documentation set out in AS 4349:2 clause 2.4 been made available to you?’ select ‘Yes’ or ‘No’.
    If you select ‘No’, you will be asked to ‘List and explain the attempts you have made to obtain the required documents.’
17. Select ‘Save’ or choose ‘Continue’ to progress to the Capture Scope and Testing Details screen.
18. On the Capture Scope and Testing Details screen review details and select ‘Continue’.
19. You can now review the Observations and interim defects.
    Select the 3 dots to open each interim defect.
    Select ‘Continue’
20. You will progress to the ‘Review Desktop Research’ screen.
    Note: You can toggle between the menu headings to review the details for:
    • Inspection
    • Development
    • Developer and builder
    • Site
    • Scope

    • Observations/Defect

      

21. Make sure you review all the information in each of the sections of this toggle menu before you select ‘Finish’. Selecting ‘Finish’  automatically progresses your case to the ‘Onsite Inspection’ stage without being able to further review details of the report.
    Select ‘Finish’ when you are sure you have reviewed all the information.

    

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. You will see the ‘Wait for onsite inspection’ screen.
   In the ‘My Work’ section of the home screen, select ‘Go’ for the Strata bond case showing Capture Site Visit Details.
   Note: This process largely replicates the steps taken when preparing for a Stage 3 interim inspection.
2. An important difference in the final inspection process (compared to the interim inspection) is the tabs under ‘Capture Observations / Defects’. 
   These classify the types of defects affecting the development.
   • Interim Defects (defects identified in the interim report),
   • Final Defects

   • Rectified (Defects).

     
3. You can then ‘Add Visit’.
4. Add date and conditions of the visit. Select ‘Add’ to continue.

5. You can now review the ‘Interim Defects’ and then select the 3 dots to open each interim defect.

   
6. You can now select:
   • Convert to Final Defect (i.e. an interim defect that was not rectified in the final inspection)
   • Mark as Rectified.
     Note: Choose ‘Convert to Final Defect’ if a defect identified in the interim report has not been rectified during the final inspection. Choose ‘Mark as Rectified’ if a defect identified in the interim report has been rectified during the final inspection.
7. To ‘Convert to final’ scroll down to view ‘Details for final report’ and add any additional comments. Select ‘Save’.

8. This information will now be carried across to be listed as a ‘Final Defect’. Select ‘Continue’.

   

   
   If required, you can ‘Create Defect’.
   Note: New defective building work can only be created in the final report when it has arisen from the rectification of defective building work previously identified in the interim report.
   Complete details of defective building work.
   Select ‘Continue’.

9. A dialogue box will appear with information to complete such as:
   • Details for final report
   • Whether defective building work requires urgent attention / is a serious hazard?
   • Inspection equipment
   • How the defective building work should be rectified?
   • Cost estimates for rectification works (if you are being paid to provide this detail).
     Select ‘Continue’.
10. Add any comments on ‘Areas not inspected’.
    Select ‘Continue’.
11. Once you’ve followed the prompts (described above), the defect will be displayed under the relevant tab – the defect will no longer appear under the Interim Defects tab.
12. Any defects identified as rectified will also be listed under the ‘Rectified’ tab. Select ‘Continue’.

13. The total number of interim, rectified, and unrectified defects will be identified in the Inspection Summary final screen (at the end of the ribbon you are following to complete the final inspection process).
    After reviewing, select ‘Submit’.

    
14. You will then see a pop-up message to remind you that when you press ‘Finish’ you will no longer be able to make any changes. 
    Select ‘Cancel’ If you need to go back to make further edits.
15. You will receive a completion message – the onsite inspection has been completed.
16. Select the ‘Home’ icon to view your ‘My Work’ list.
    Go to the step ‘Pending-Prepare Report’ and select ‘Go’.

17. Select ‘Continue’ to progress through the report details to review the draft inspection report.

    
18. You can then progress through each section to do a final review of the report details.
    Select ‘Finish’.

19. The system will generate a PDF version of the Report Draft. You can select ‘Make changes’ to go back and make any edits required.
    Select ‘Submit report’ to progress. The report will then go to the Secretary for approval.

    

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.
   Tip: 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.