Overview
FOG tracks Compliance in two places. Each GCD has a Compliance status the system calculates from pump out history. Each establishment has its own Compliance status, derived from the GCDs linked to it.
Two other status fields exist that are not part of this calculation -- Condition on a GCD and Compliance on an inspection -- both are set manually. They're explained at the end of this article so the difference is clear.
📚 Quick primer: every GCD has a pump out due date -- the date by which it needs to be pumped to stay on schedule. The pump out due date is calculated as last pump out + pumping frequency. Compliance is measured against that date.
GCD Compliance
Open any GCD and you'll see a Compliance value at the top of the record. The system updates it whenever a pump out is created, edited, or deleted, and whenever the GCD's pumping frequency changes.
The four GCD Compliance statuses
Status | Color | What it means |
Compliant | Green | The most recent pump out happened on or before the pump out due date. The GCD is on schedule. |
Overdue | Yellow / Orange | The pump out due date has passed and it's been 1 to 14 days since. This is a 14-day grace window. |
Non compliant | Red | More than 14 days have passed since the pump out due date and no new pump out has been recorded. |
Never pumped | Grey | No pump out records exist for this GCD. |
How the calculation works
FOG checks each GCD against its pump out due date and decides the status in this order:
If there are no pump out records, the status is Never pumped.
If the most recent pump out is on or before the pump out due date, the status is Compliant.
If the pump out due date has passed and it's been 1 to 14 days since, the status is Overdue -- the 14-day grace window.
If more than 14 days have passed since the pump out due date and no new pump out exists, the status is Non compliant.
The 14-day grace window is hardcoded in FOG. It is not configurable per GCD, GCD type, or per authority.
What triggers a recalculation
A pump out is created, edited, or deleted on the GCD.
The GCD's pumping frequency or frequency unit changes.
A nightly background job re-checks every GCD so statuses roll forward as time passes (for example, Compliant → Overdue without anyone touching the record).
Establishment Compliance
Each establishment has a Status that matches its least compliant GCD. You see it on the establishments table and on the establishment record.
The five establishment Compliance statuses
These are the labels exactly as shown in the UI:
Status | What it means |
Compliant | Every linked GCD is Compliant. |
Overdue service | No GCD is Non compliant, but at least one is Overdue. |
Non compliant | At least one linked GCD is Non compliant. |
No pump outs | No GCD has any pump out records yet. |
No devices | The establishment has no GCDs linked. |
👀 Heads up: the establishment Compliance history tab on a record shows slightly shorter labels for two of these statuses: Overdue (instead of Overdue service) and Never pumped (instead of No pump outs). They mean the same thing.
Where to see compliance change over time
Each establishment has a Compliance History tab on its detail page -- the audit trail of every status change with the date it was recorded.
Click Establishments in the sidebar.
Open an establishment.
Click the Compliance History tab.
Dashboard view of Compliance
The Dashboard shows program-level compliance with two main tools:
A Compliance history line chart with Monthly, Weekly, and Daily intervals.
A list of currently non compliant establishments for quick triage.
From the Dashboard you can drill into a specific status using filters that match the establishment statuses above.
Two related fields that are NOT part of the calculation
FOG has two more status fields that are easy to confuse with Compliance, but they're set manually and don't affect the calculations above.
Condition (on a GCD)
On the GCD record there is a separate field called Condition. This describes the physical state of the device (Good, Damaged, Needs Repair, etc.) and is set by your team. It does not influence the GCD's Compliance status.
Configured at Settings → GCDs → Condition.
Each Condition has a name and a color.
Compliance (on an inspection)
When an inspector closes an inspection, they pick a Compliance outcome (Pass, Fail, Follow-up Required, etc.). This is set manually for that single inspection and does not change the GCD or establishment Compliance status.
Configured at Settings → Inspections → Compliance.
See Understanding Inspections and Compliance Outcomes for the full inspection workflow.
FAQ
Q: My GCD shows "Never pumped" but I know we pumped it. What happened?
A: Most likely the pump out is linked to a different GCD by mistake. Open the pump out record and confirm the correct GCD is selected. (FOG requires a GCD on the pump out form, so the typical cause is the wrong GCD rather than no GCD. The exception is older records imported during implementation, which can be unmatched -- if you suspect that, contact SwiftComply support.)
Q: Can I set the GCD's Compliance manually?
A: No. The GCD's Compliance is calculated from pump out records and pumping frequency. To change it, update the underlying pump out data or the GCD's frequency.
Q: What's the difference between "Overdue" and "Non compliant"?
A: Overdue is the 14-day grace window after the pump out due date passes. After those 14 days, the GCD becomes Non compliant.
Q: Why does my establishment show "No devices"?
A: The establishment has no GCDs linked. Add at least one GCD to start tracking its Compliance.
Q: My establishment shows "Overdue service" but only one of its GCDs is Overdue. Is that right?
A: Yes. The establishment matches its least compliant GCD, so a single Overdue GCD is enough to flip the establishment to Overdue service.