Structural POst install letters

PURPOSE: Structural Engineering handles structural concerns outside of the normal design scope. This includes upgrade scope of work, structural reviews, stamps and post installation letters (PIL).

WORK QUEUE REPORT: 

ENGINEERING - Ready for PIL

TRAINING MATERIALS:

SLA EXPECTATIONS:

• Post Install Letters: 1 business day SLA from time of assignment 

NAMING CONVENTION:

[Last, First] STRUCTURAL PIL 

MAIN STRUCTURAL post install letters SOP

DETAILED STEP BY STEP:

Completing PILs

1. Select the job in the list from the “ENGINEERING - Ready for PIL” queue in Salesforce.

   1. Accept the job to bring it into your name by following step D below.

   2. If the Post Install Letter step isn’t in project assistant, head to “Tools” then click the “Stage” dropdown under “Generate Conditional Stages and Steps” and select “Design and Engineering” then “Structural Post Installation Letter” then “Next.” 

   3. Refresh the page afterward, not just the tab in Salesforce.

   4. Once the Post Installation Letter step is in project assistant, click the dropdown on the left of the word “ENGINEERING,” then click the dropdown on the right next to “Structural Post Installation Letter,” and select “Accept” to put it into your name.

2. Review the images of the completed installation

   1. Click on the “File Browser” tab next to project assistant.

   2. Click on “Field Pro Images” just below the tabs on the far right side.

   3. Click on “View Summary” next to the installation folder that has images in it (noted by a red bubble indicating the number of images in the folder) to view the installation images in a new tab. 

   4. Alternatively, you can click on the folder itself to see the list within salesforce if the images are not appearing in the new tab.

   5. Review the photos for accuracy of install

      1. Did they stagger attachments?

      2. Did they use sheathing mounts or blocking where required?

      3. Did they not drill through any trusses or rafters?

      4. Did they not break through truss top chords or rafters with the lag screws? (ie lag screws are not protruding out the side of the rafters or trusses)

         1. If you can answer “yes” to all of the above, go to step IV. Complete the Post Install Letter

         2. If there are any issues, send the project back with step III below.

3. Send back for corrections if needed

   1. Create a change order

      1. Head to the “Related List Quick Links” area just under the project name and hover over “Change Orders (#)” and press “New” in the upper right hand corner of the box that appears

      2. Fill in the Account name and make sure you have the correct account by verifying the phone numbers match

      3. Type “Compliance” in the Owner field

      4. For “Change Order Step Initiated” select “Post Installation”

      5. For “Change Order Reason” select “Correction Needed”

      6. For “Change Order Initiator” select “Engineer”

      7. In the “Change Order Request Details” field explain why it came to us, why it failed, who's picking it up now (field audit to schedule installation rework). 

      8. In the “Change Order Type” field select the type as either “Structural - Mounting Hardware / Equipment” or “Missing/Incomplete Documentation”

      9. In the “Department Responsible” field select “Install”

      10. Under “Rework Needed” select “Install” 

      11. In the “Change Order Description” field enter the scope of work for the upgrade

      12. In the “Change Order Completed” field select today’s date.

   2. Create a service appointment

      1. Make sure you’re on the “Details” tab and head to the bottom then click on “Schedule Appointment” 

      2. For “Appointment Type” select “Ready To Be Scheduled”

      3. Under “Service Category” select “General Service”

      4. Under “Work Type” select “Field Support - Needs Scope of Work

      5. Under “Service Territory” select the market that the job is in

      6. In the “Description” field at the bottom, copy and paste the change order description from the change order you just created

      7. Press “Schedule”

4. Complete the Post Install Letter and additional documentation if required

   1. Open the letter template for that state, usually titled “[State] Structural PIL”

   2. Update the address

   3. Print the letter to PDF

   4. Upload the PDF to the “Permit Plan Set” folder in Salesforce

   5. If the job is in North Carolina, complete the “NC Inspection Form” along with the post install letter

      1. Open the “NC Inspection Form”

      2. Fill out the Project Name, Owner, Project Address, Date Inspected (today’s date), Contractor Name (Ion Developer, LLC), and Component Inspected (Roof mounted residential solar system).

      3. Fill out the Responsible Licensed NC Architect or NC Engineer. Name: Alan Luke Rowley, PE, Firm Name: Ion Developer, LLC, Phone Number (Office): 888-781-7074 (Cell): leave blank, Email Address: luke.rowley@ionsolar.com, Mailing Address: 44 E 800 N, Orem, UT 84057

      4. Under “Describe Element/Component/Type of Inspection” put “Structural inspection of residential roof mounted solar installation”

      5. In the “Licensed Architect Engineer” field below “Attestation/Signature,” put “Alan Luke Rowley, PE (NC#053270)”

      6. Place the NC stamp in the box next to the Licensed Architect or Engineer

      7. Add a digital signature

      8. Save the file as “[First, Last] NC Inspection Form”

      9. For faster completion, save a copy of the NC Inspection Form as a template before adding the digital signature so you only have to complete the Project Information each time this form is required.

5. White glove check

   1. Check that the date is correct on the PIL and inspection form if applicable

   2. Check that the correct stamp is on the PIL

   3. Check that the file has the correct name

6. Upload the stamped post install letter and any additional documents

   1. Head to the “Permit Plan Set” folder found in “04-Design.”

   2. Click the “Upload File” button in the upper right corner of the File Browser section

   3. Drag the file for the PIL and any other documents into the box that appears.

   4. Press “OK.”

7. Complete the job in project assistant 

   1. Head to the “ENGINEERING” section in Project Assistant.

   2. Press “Complete” for the Structural Post Install Letter step in project assistant.

   3. If you’re on QA or you need the job reviewed by the engineer, enter today’s date in the “Structural Engineering QA Required” field then press “Next” and leave a project note.

   4. If you’re not on QA or the job doesn’t need to be reviewed by the engineer, fill in the completed date and click “Next” to move on to creating a project note.