Between inspection cycles, filing deadlines, and recordkeeping rules, NYC’s proactive requirements never really stop coming. And unlike a violation that lands in your inbox, proactive work is on you to remember, schedule, and prove that you did it – sometimes even years after the fact.
When it comes to remembering, we’ve got you covered. Through alerts, reports, and your Desktop, we’ll let you know if and when your property is due for a major requirement. The next step is making sure the work is actually done.
The good news? There’s no single “right” way to stay on top of it all. Different teams have different needs, which are impacted by the scope and breadth of requirements at each property. This can make a huge difference in the amount of compliance support you need, especially as teams scale and work with different sized buildings.
Here’s a look at all the ways management teams can manage and comply with proactive requirements today, starting with core tools and resources, to more automated functionality, and even new options for teams that need extra direct support.
Take Advantage Of Core Features
You can take the first steps to orchestrating proactive compliance right now, using key features available to every user – no special setup required:
- Add notes to individual compliance items to jot down where things stand, what you’re waiting on, or what a vendor told you last week — keeping key context (including files and documentation!) in one place and accessible to everyone on your team instead of buried in one person’s inbox. You can even reply to alerts to add notes directly to that item – no login required!
- Run reports, including the Executive Summary, to see exactly where you stand on the most critical requirements. You can even set up recurring reports to automatically check updates across multiple buildings, or for a single property
- Don’t forget – you can see a lot of these metrics directly on your Dashboard, and adjust your views so your most critical requirements are where you need them. You can even click into widgets on your Dashboard for a more specific breakdown by status, property, or device
- Save your favorite filters as Views to see information even more quickly. You can create personal views or shared views for any compliance page, and access them from anywhere in your account
Once your team has a rhythm for recognizing requirements and responding to them, you’re ready to start using more advanced features.
Add Structure: Compliance Manager Tracking
Compliance Manager gives teams an easy way to track requirements that the city doesn’t provide data for – but they may request updates on in the future.
It’s a great way to have more formalized, real insights into where each unit and property stands for things like Local Law 31 (XRF tests), Parapet Observations, and more. It’s also super easy to set up for any requirement (we take care of any heavy lifting for you), so new rules can be tracked as soon as they’re in effect.
- Use custom statuses to note exactly where things stand – it just takes a click to update your team (and our tracker) on what’s done, and what’s left to do
- Upload supporting documents and results directly to your account, attached to the specific property or unit for easy reference later
- Watch overall progress roll up automatically on your Dashboard, so your team always has a clear picture of where things stand to 100% compliance
Compliance Manager can also help supplement the in-between steps for city requirements like elevator filings and facades. We’ll keep you updated automatically when the city processes your filings, but Compliance Manager helps you note key checkpoints in the interim.
For a lot of requirements, this is all a team needs: a shared, always-current source of truth that replaces the spreadsheet everyone’s afraid to touch. When someone asks “are we done with this yet?”, you’ve got your answer right in your account.
Take It Further: Step-By-Step Work With InCheck Workflows
InCheck Workflows gives you the most visibility into any requirement that has multiple steps managed by different people on (or outside of) your team.
Build Your Team’s Process
With InCheck’s multi-step Workflows, your team can lay out exactly what’s required for a given requirement, at every location. Each step is a Task, with its own name, assignee, and details.
So for something like Facade Inspections, you can track the status of any specific part of the process (air rights negotiation, QEWI hiring, permitting, and payment). It’s especially helpful if different people on your team are responsible for completing different parts of the process. You can pinpoint exactly where work is being held up before the filing status is recorded.
With any Workflow, you can build in dependencies so one step can’t start until another finishes, and set timeframes for every stage in the process. You can even make a Task’s completion dependent on specific work, like requiring test results or a filing to be uploaded before anything gets marked complete. It’s a great way for teams to manage complex projects – nothing slips through half-finished.
Log Inspections & Automatic Follow-Ups
Workflows can also help protect your team with “CYA” requirements. Take Local Law 157 – required natural gas detector installations. While receipts and Work Orders can help with proof (should HPD request it), documented inspections with photo proof of installation for each unit is super easy with the InCheck Mobile App. You can also automatically trigger follow-ups if you do notice a broken or uninstalled device anywhere.
You can even use our custom Initiative tracking boards to check status for any property or unit at-a-glance, and click in to see where the holdup is, if there are any.
Whichever route you choose, InCheck automatically tracks when work was assigned, by whom, to whom, and every step toward completion – so orchestrating the work doesn’t become a project of its own. And whether you use core features, Compliance Manager, InCheck automation, or all of the above – all your SiteCompli records are easily stored and accessible if and when an agency comes knocking. If any department requests documentation down the line, you’ll be able to deliver without having to hunt down records.
More Direct Support – Managed Services
Even with the best tools in place, some teams need more than software. Maybe you don’t have dedicated compliance staff. Maybe your portfolio grew faster than your headcount. Maybe you just want the peace of mind that comes from knowing someone’s got a second set of eyes on everything.
That’s why we built Managed Services — a new solution for teams that need more hands-on help filling in compliance gaps and making sure nothing falls through the cracks.
It’s a hybrid approach: our team helps monitor your requirements and takes on some of the hands-on work, partnering with you to keep things moving and on time. It’s an automated combination of SiteCompli’s gold-standard industry data with the best experts who know how to get things done.
Managed Services is a great fit for teams that want extra support staying ahead of proactive requirements, whether you’re working without dedicated compliance staff or just want to be sure nothing gets missed as your portfolio grows.
Find What Works For You
There’s no one-size-fits-all answer to tracking proactive requirements, and that’s the point. Whether you want a simple status tracker, fully automated Workflows, or a partner to help carry the load, there’s a way to make it work for your team.
Want to talk through which approach fits best? Reach out to your Customer Success Manager or email sales@sitecompli.com — we’re always happy to help.
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