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Firehouse RMS Instructions Fayetteville Fire/Emergency Management

Department January, 2015

The CAD transfers BASIC incident information into Firehouse and creates the initial skeleton report. The CAD response information includes:

1.) The incident number, alarm date and alarm time. 2.) The station number. 3.) The incident address and deposition code. 4.) An Occupancy ID if one is available. 5.) The responding units and times. 6.) The supplemental address. 7.) CAD/Pro QA Notes.

It is the incident report writer’s responsibility to check the accuracy of the imported CAD information. You must verify the information that was imported into Firehouse from CAD is accurate.

Do not take for granted the imported information is accurate.

Utilize the CAD sheet to verify response information if the Firehouse interface is inoperable. You can access CAD incident response reports through the OPS Center Website:

http://opscenter/opcenter/login.aspx

Due to the fact the CAD creates an initial skeleton report for all dispatches; incidents that are created may be invalid. These reports should be deleted from Firehouse and the report listed as invalid in the CAD review file.

Notify the Planning/Research Officer of the invalid reports by e-mail so the reports can be deleted from Firehouse.

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Basic Page: 1.) Alarm Time:

A. The alarm time is listed as the 1ST Dispatch Time: on the CAD sheet. B. Document the times as they are listed on the CAD sheet. C. If there is a discrepancy with the response times for a responding unit, document in the

NFIRS narrative under response problems. Include approximate times in the narrative. 2.) Incident number:

A. The incident number is listed as the Rpt #: on the CAD sheet. (ex. 14- 007986) The first (2) numbers represent the current year. The remaining numbers reference the incident count for the year.

B. If the CAD sheet does not have a Rpt # listed, the officer in charge must have one assigned by City Communications.

3.) Station: The station number is the respective station number for the Primary Response Unit on the incident.

A.This includes while backfilling. Backfilling Example: If Eng3 is at Station 4 running

calls as primary the station listed under the report is Station 4. Primary runs from ones own station: If Eng 3 responds from Station 3 to Station 4 district as the primary unit-the Station number listed should be changed to Station 3

4.) Scene Address: A. The scene address is listed as the Location: on the CAD sheet. It will be

listed as a street address or intersection. The address listed in Firehouse needs to match the CAD sheet in case the report needs to be found at a later date.

B. Make sure to the Scene Address is listed as street address OR intersection on the BASIC page of the Firehouse report.

C. If the incident is found to be at a location other than what was dispatched, the officer in charge should utilize the city dispatcher to update the correct scene location in the CAD

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5.) Aid given OR Received: List aid as: Received, Given or None.

A. Automatic Aid Given: City units are included in the initial dispatch to assist an outside agency.

B. Automatic Aid Received: County units are included in the initial dispatch

to assist the City. Includes contracted County units.

C. Mutual Aid Given: City has been requested for additional resources by an outside agency.

D. Mutual Aid Received: City has requested additional resources from an

outside agency.

E. None: Listed when only City units responded to the incident. 6.) Specific Property Use: Choose the type of property that you responded to from the lookup table. Use the correct sub-category for the incident you responded to. *Do Not Use None or Other. Choose a description that best fits the response. In the rare case that use of None or Other is needed, a description on the reason must be detailed in the main narrative. 7.) Incident Type: Choose the type of call you responded to from the lookup table. EMS Calls: Use only codes 321, 3211, 322, 323, 324, 314 and Group Lists: 33,34,35,36, and 37. Fire Calls: Choose the appropriate sub-category from the pull down list. Do Not Use None or Other. Choose a description that best fits the response. In the rare case that use of None or Other is needed, a description on the reason must be detailed in the main narrative. Lock in Calls: Use code 331, (person/animal locked in a vehicle or home.) Lock out kit or tools are used. Two forms of Documentation needs to be attached under the Attachments and Signatures

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Lock out Calls: Use code 511, (medications locked in a vehicle.) Lock out kit or tools are used. Alarm Activations: Do not use Code 700 (Other). Choose a description that best describes the type of situation found. This code determines if the property owners will receive a charge for multiple alarm activations. If you have to use code 700 a description of the unique situation must be contained in the narrative. 8.) Incident Response Times:

A. These times are to be documented as they are listed from CAD. Do not change the times listed from the CAD sheet.

B. Incidents with primary unit has an en-route time Greater than 1:30 will include a

reason for the delay (emergency response) in BOTH incident main narrative and under the unit narrative(ex. Dispatcher did not answer when checking en-route). All units should strive to check enroute before 1:30.

C. Incidents with a primary unit response time is Greater than 5:12 will include a

reason for the delay (emergency response) in Both incident main narrative and under the unit narrative (ex. Unit responded to another district, weather conditions, traffic problems etc,).

9.) Actions Taken: List the type of action you provided on scene. List all actions that were performed. *Do Not Use None or Other. Choose a description that best fits the response. Use only these Action Taken codes for EMS responses. EMS Calls: 31: is to be used when you checked for injuries and find none. 311: use when cancelled by medic unit on scene. 312: use when cancelled by occupant on scene. 313: use when cancelled by PD on scene. 314: use when assisting medic unit already on scene. (This does not apply to cardiac arrest calls) 315: use when cancelled by dispatch before arrival. 32: use when basic patient care is performed; vitals were obtained, splinting, bandaging, etc. 33: use ANYTIME the AED pads are placed on a patient, King Airway is placed or attempted, CPR is performed, EpiPen is administered or a BVM is used

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10.) Supplemental Address:

This is listed as the RA on the CAD sheet. This number should reflect the CAD sheet. Change if necessary in the Firehouse report to match the CAD sheet.

11.) Shift:

List your respective shift.

12.) District:

List the district that the incident occurred in. District maps are located in the FFD Maps folder of the R;Drive.

13.) 911 used:

List Code “T” for E911 changed 12/5/2014

14.) Type of Alarm: List as one of the following:

Still Alarm: Refers to a SINGLE Unit response.

Regular Alarm: Refers to a TWO Unit response OR any incident that starts out as a still alarm and additional units are requested.

First Alarm: Refers to an alarm where more than 2 units are initially dispatched.

Second Alarm: Refers to a continuation of the first alarm assignment to an incident.

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Units and Personnel Page: Basic Page

1.) Response Code:

List EVERY unit that checked en-route to the scene and the personnel that was assigned to each unit. List all personnel under the unit they responded on.

If a unit was cancelled before they checked en-route, Do not include the cancelled unit in the report.

If a unit responded Emergency traffic to the scene and also arrived on scene Emergency, list it as Emergency (Code 1) in the response code window.

If a unit responded Non-Emergency to the scene and arrived on scene, list it as Non-Emergency (Code 2) in the response code window.

If your response type changed enroute, (upgraded or downgraded) list how the unit ultimately arrived on scene.

Firehouse Incident Type Default: (Check box) Firehouse will automatically check this box. Leave as

FIRE for ALL Fire response. MEDICAL for an EMS response RESCUE for extrication, victim rescue OTHER for all other responses such as Haz-Mat, water problems, ect

2.) Unit Response Times:

Incident Response Times:

These times are to be documented as they are listed on the CAD sheet. Document estimated response times if they are incorrect along with justification in the main narrative.

If a unit checked en-route and was cancelled before arriving on scene, the unit must be listed as Cancelled in the response code window. The unit must also be shown as cancelled in the response time’s section for that unit.

Calls with an EN-ROUTE time (dispatch to en route) of Greater than 1:30 will include a reason for the delay in the main narrative and unit narrativeand are subject to review by the BC. (Emergency Traffic Primary Unit Only)

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Calls with a TOTAL response time (dispatch to on scene) of Greater than 5:12 will include a reason for the delay in the main narrative and unit narrativeand are subject to a review by the BC. (Emergency Traffic Primary Unit Only)

*The unit response times can be checked under the Response Time Analysis tab.

Invalid Reports: If you are cancelled before checking en-route to an incident, duplicate reports etc., you must list the calls in the Invalid reports folder on the R: Drive. List the Date, Unit, OCA #, and reason for the invalid report.

Units and Personnel Page: Personnel Page

Each person is to be listed on the unit they responded with. If a company responds to the initial call on a unit that is cancelled, but returns on another unit (ex. Haz-Mat) then the company should be shown on the last unit and omit the first.

Units and Personnel Page: Usage Page:

The only equipment required to be listed is the amount of water used to mitigate the incident. It shall be listed in gallons. This information is forwarded to PWC on a monthly basis to account for system water loss.Addtional equipment may also be entered.

Addtional equipment that is used on scene may also be documented in the NFIRS(main) narrative under the respective objective. Water still needs to be listed as stated above.

Incident Response Page:

1.) Detectors Alerted Occupants:

It should be noted in this field whether or not a smoke detector alerted the occupants. This shall be listed for ALL fires.

Detector alerted the occupants Detector did not alert the occupants Unknown

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2.) Casualties/Patients and Victims:

A required field for fire incident. Gather all of the necessary information and list casualties or victims of the fire incident. (Fire personnel and Civilians)

3.) Estimated Dollar Loss:

This is only a required field for ALL Fires involving structures, property and/or vehicles. This information is extremely critical in incident reporting and is used by our department to maintain NFPA statistics each year. This information is also used each month for department response reports.

Property and Involvement Page:

1.) Hazardous Materials Release:

List the appropriate code in this window only if it applies to the incident.

2.) Mixed Property Use:

Use only if the incident involves two or more properties of different uses, list the appropriate code here.

3.) THIS INFORMATION IS REQUIRED FOR ALL INCIDENT REPORTS.

Persons/Entities Involved:

List the name or names of each individual involved in the incident. It is extremely important to document accurate information in regards to persons involved. Include:

Name

Address

Date of Birth

Phone #

*If you were unable to obtain information in regards to the persons involved, youmust document and explain a valid reason for not obtaining the patient information in the NFIRS (main) incident narrative section.

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Additional Reports Page: 1.) Fire and Structure Fire page:

These fields are required when you respond to any type of fire. The information that is entered in this section is to mirror what is documented in the incident narrative. Enter all information accurately as it relates to your investigation of the fire.

Enter all information that you know to be factual and enter unknown if you do not have conclusive information.

Equipment & Mobile Property Page: Document the equipment that was involved in ignition. Examples of this include kitchen stoves or heating units. Document Make, Model and Serial numbers.

2.) Civilian Fire Casualty Page:

List as much information as possible to maintain an accurate record of the incident. List all information in regards to the civilian in case the information needs to be recalled at a later date.

3.) Fire Service Casualty Page:

List as much information as possible to maintain an accurate record of the incident. List all information in regards to the firefighter in case the information needs to be recalled at a later date.

4.) All Staff Activities:

Verify all staff members have been included in this section. Remember if all personnel made it to the scene, this number should match the RESPONSE page figures.

Default Activity Code:

List only “EC” for Emergency Medical Calls or “FC” for Fire calls. If you respond to an EMS call use “EC”. All other calls, list the code as “FC”. These are the only codes to be listed here.

5.) Dollar Loss and Value Page*: Not needed for brush or woods firesList and expand on the information that was entered on the Response page to include Insurance information. Also include the pre-incident property value as well as the estimated fire loss. This information is critical for our monthly response analysis as well as our end of the year reports.

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Instructions for Entering EMS / ALS Incident Report Data

into Firehouse RMS January 2015

This is a SUPPLEMENT to be used in conjunction with the Firehouse RMS Reporting Instructions

The CAD transfers basic incident information into Firehouse RMS and creates the initial skeleton report.

NFIRS Incident Report - Basic Tab Fill in all the required information on this page as you would for any other

report. Incident Type will be 321 (EMS Call) for most of the EMS calls responded to

by the Fayetteville Fire / Emergency Mgmt Dept. Actions Taken

o 31: is to be used when you checked for injuries and find none. o 311: use when cancelled by medic unit on scene. o 312: use when cancelled by occupant on scene. o 313: use when cancelled by PD on scene. o 314: use when assisting medic unit already on scene. (This does not apply

to cardiac arrest calls) o 315: use when cancelled by dispatch before arrival. o 32: use when basic patient care is performed; vitals were obtained,

splinting, bandaging, etc. o 33: use ANYTIME the AED pads are placed on a patient, King Airway is

placed or attempted, CPR is performed, EpiPen is administered or a BVM is used.

**3211 Use when there is no patient contact. If you speak to a subject, they have NO chief complaint, they do not wish any care and you

do nothing for them; then it is No Patient Contact. If the subject expresses a chief complaint, even if they do not wish care and you

do nothing for them, then it is considered Patient Contact and you MUST use a different code.

NFIRS Incident Report - Units & Personnel Tab, Ensure you list the equipment used in this section as applicable

NFIRS Incident Report – Response Tab

Will be auto-generated by Firehouse RMS

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NFIRS Incident Report - Property and Involvement Tab Add the basic patient information along with any other persons involved, i.e.;

bystanders, patient care provider, occupant, etc.

NFIRS Incident Report - Additional Reports Tab Click on the EMS / Search & Rescue tab, this will open the EMS / Search

& Rescue Report

EMS / Search & Rescue Report

Complete the EMS / Search & Rescue Report Basic, Complete the “Dispatched For” box with the EMD Code Determinant you were dispatched to even if different from what you actually had

Complete the Units & Personnel tab (if not already done by Firehouse RMS) Click on Patient / Victim tab

o Select the number of Patients / Victims Treated or Transported o Click Add on the bottom of that page to open the Patient / Victim

Information page. Click Add From Involvement on the bottom of the page to

import the patient information from the NFIRS Basic Report. o On the Patient / Victim Information page Basic Tab,

complete unit information, fill in the residence address (or check same as scene address if applicable), fill in the Date of Birth, Gender, Race, Age & Phone Number

Fill in patient Disposition section as applicable o The Patient / Victim Information Response tab will come up, ensure

it is completed with all applicable times. o Click the Patient / Victim Information Scene tab.

Complete Initial Observed Condition and Injury or Illness drop down boxes

Complete the Injury Intent / Other Factors with either MEDICAL or TRAUMA – Do not select None

o Click on the Patient / Victim Information Clinical tab Complete the Chief Complaint – This is what that patient tells

you, not necessarily what you were dispatched for Complete the Secondary Complaint, if applicable

o Click on the Patient / Victim Information Provider tab Complete EMS Provider Level with EMT only per City Legal

2/13/2O13 Complete Provider Impression as applicable Complete Treatment Authorization

o Click on the Patient / Victim Information Injury / Illness Codes tab Click add and complete the pop-up box with the appropriate

Injury / Illness code and click Save – If trauma related, the Injury Matrix tab with as much information as possible but not required.

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o If the call was a cardiac arrest, click on the Patient / Victim

Information Cardiac Arrest & CPR tab o Patient / Victim Cardiac Arrest & CPR Basic Cardiac tab Click on Include Cardiac Arrest Record Select Cardiac Arrest Type, If Pre-Arrival arrest; use plus signs (+)

to add appropriate codes for witnessed arrest and/or bystander CPR Complete Initial Arrest Rhythm box Complete Cause of Arrest Complete Resuscitation Attempted Complete Spontaneous Circulation Complete CPR discontinued

o Patient / Victim Cardiac Arrest & CPR Times tab Complete all times required

o Click on the Patient / Victim Information Assessments &

Treatments tab Add Vitals – This should be your FIRST entry Add ALL Procedure performed;

Any procedure done by FD personnel MUST be listed here and by who; be sure to change who did the procedure as it defaults to the member making report for all procedures

Common examples of procedures on Cardiac Arrest calls include; CPR, King Airway insertion (proper size), Defibrillation by AED (if shock delivered), AED Placement / No Shock Advised (if no shock delivered), Oxygen therapy, Endtidal CO2 Monitoring (EasyCap use with King Airway),etc.

Add Medication as applicable o Remember that Oxygen administration needs to be listed at

the flow, liters per minute, what delivery device used and route is inhalation – This is in ADDITION to Oxygen Therapy as a procedure performed

o Remember that Epi-Pen administration needs to be listed as Epinephrine 1:1000, dosages are .3mg by auto injector for adult, and .15mg by auto injector for child

o Click on Patient / Victim Information Status & Transport tab At a minimum, be sure to complete the Pulse on Transfer box

in this section

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o Click on the Patient / Victim Information Patient Narrative tab Enter a true and detailed patient care narrative using the CHART

format. This narrative contains private, HIPPA protected patient information such as medical history, medications, allergies, care rendered, etc. This is NOT the incident narrative and should NOT be cut and pasted from the incident narrative.

• C: Chief Complaint – What is the patient’s chief complaint AS THEY TELL YOU, in the event of a Cardiac Arrest – Chief Complaint will simply be Cardiac Arrest

• H: History of Pertinent Present Illness – What is going on right then that caused the patient to call 9-1-1, not a complete medical history

• A: Assessment – A complete and detailed account of everything you observed or are told by family / bystanders from time of arrival

• R: Rx (or Treatment rendered) – All care provided, including all procedures done and medications administered or assisted with and by whom. If any reaction, either positive or adverse, note them here and any additional care given for that reaction. This section needs to be detailed, chronological record of all patient care rendered. Statements such as “Squad 3 started CPR”, or “Squad 3 personnel started CPR” are not appropriate. Statements such as “Firefighter Jones and Firefighter Smith initiated CPR, Firefighter Jones began chest compressions while Firefighter Smith ventilated patient with BVM and 15 lpm oxygen” are the correct way to document in this section.

• T: Transport – If patient is being transported by EMS, note the name of the EMS provider(s) that care is transferred to, the medic unit number(s), and the name of the hospital that transport is initiated to by EMS. If patient refuses transport, note it here. If patient chooses to seek additional medical attention by private vehicle, note it here. If fire department personnel ride in with EMS to assist with patient care, list the name(s) of the personnel

Click on the Patient / Victim Information Other tab o Complete the Report Authorization section with member making report

and officer in charge o Complete the Special Studies section, if applicable

At this point, you will be able to save the Patient / Victim Information Report and return to the EMS / Search & Rescue Report.

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The Incident Narrative (of the EMS / Search & Rescue Report) tab is locked, and does not need to be completed – it will auto-generate from the NFIRS Incident Narrative

NFIRS Incident Report – Incident Narrative Tab Enter an accurate account of all the pertinent details of the incident from start

to finish, NO private patient information goes in this section.

NFIRS Incident Report - Other Complete the User Fields with Member Making Report & Officer In Charge,

ensure the report gets a Report Authorization (RA) by the Company Officer prior to the end of shift.

Complete the Special Studies Section, if applicable

AED Report Download the ECG data using the DT Express program.

Select the proper report from the list Right Click on it, Select Data Entry Highlight the information in the Incident ID box, replace this

information with the Incident OCA number Place the Patient’s Last Name in the box titled Last Name Click Finish, this will save the OCA number and patients last name

on the AED report Click the Print icon, then select Continuous ECG, then select

Complete. Select the FFD Training Copier as your destination printer and

click print. This will print the ECG directly to the Training Division copier. Nothing more needs to be done. If you do not have the Training Division Copier as a selection on the printer list, you will have to add it prior to the above listed steps.

You should now be able to save the entered EMS / ALS call. Ensure all information entered is correct before selecting the save block on the bottom of the page. Using the spelling and grammar check is encouraged to avoid mistakes and ensure a correct & professional report. All blocks colored in yellow are required to be filled in to be able to save the ALS call entry and close out of Firehouse RMS.

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Incident Narrative Page

The NFIRS incident narrative should be the last section completed. This will insure the Auto Generate function will operate correctly and eliminate deleted narratives.

The following incident narrative templates are required for all incident reports:

1.) STRUCTURE FIRE 2.) EMS/STILL ALARM3.) ALARM ACTIVATION 4.) HAZ-MAT 5.) AIRPORT RESPONSE

To apply the templates to incident narratives, follow these steps:

On the Incident Narrative page of the NFIRS report (bottom right), you will now see an icon labeled "Auto-Generate". Click this icon to access the Narrative Generation page.

At the top of the Narrative Generation page, select the appropriate narrative template depending on the type of response and then click "Generate Narrative". This will place the chosen template in the blank space for preview. Firehouse will default to the EMS narrative template because of the high number of medical responses.

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Click "OK" and the narrative template will be placed in your incident report below the imported CAD notes ready for you to fill in the required information.

It is the responsibility of the report writer to insure that a detailed narrative of the incident is documented from beginning to end. The narratives are to describe in detail the events of the incident. All narratives are to be in capital letters, without the use of abbreviations.

Incident report narratives will be checked for spelling and grammatical errors upon completion. Always use “spell check” to correct spelling errors. If necessary, have someone check the narrative for you to correct any grammatical and spelling errors.

Narratives will be in complete sentences without the use of abbreviations.

The incident narrative shall NOT contain personal patient information. Personal patient information will be documented in the EMS report for each person involved.

1.) The incident narrative will include:

The type of call that was dispatched (ex. Engine1 responded to a subject with chest pains. Engine 1 responded to a house fire at 111 Person St.)

The conditions found upon unit arrival ex. (A) Engine1 arrived on scene and found the patient outside the home complaining of chest pains. (B) Engine1 arrived on scene with heavy fire showing from the Division B side of a single family home.

The command assignments and tactics that were assigned to each unit. Document and describe in detail all of the events of the incident from beginning to end. Include documentation in regards to Rescue, Firefighting (Fire attack methods, Rapid Intervention Team, Ventilation), Exposures, Salvage/Overhaul procedures etc.

Document any problems or issues that may have impeded operations (ex. power lines down, road/weather conditions, forced entry, etc.) Document other agencies such as PWC and The Red Cross when requested.

Document the cause and origin of the fire if known. If unknown, enter UNDETERMINED. This area can be updated if the cause and origin are determined at a later time.

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Other Page:

1.) User Fields:

List the actual number of personnel who arrived on scene. If a unit was cancelled before arriving on scene, they should NOT be included in this section.

If all dispatched units arrived on scene, the number of personnel should match the number in the RESPONSE page.

2.) Special Studies page:

This section is used to document units that responded to other districts, unit responded to an incident due to the primary response unit being out of service, and special circumstances. The following codes shall be used:

01 Responded due to primary unit out of service. 02 Responded due to secondary unit out of service. 04 Responded due to primary unit out of position. 06 Responded to set up a landing zone for helicopter 07 Unit had an extended wait time for CCEMS >20 minutes 08 Responding unit closer than primary unit 09 Dispatched due to CAD error 10 Dispatcher error listing the response times 11 Fire Investigation Team (FIT) Response *value* may be left blank

If you responded to an incident in another district OR your own district because a primary unit was out of service, (including Squad units) list as responded to area due to the primary unit out of service. Special Studies are also used to list units when setting up landing zones for the helicopters and FIT Responses. This information is needed for future planning of resources.

3.) Report Authorization:

The person who enters the report will be listed as MM (member making report.). The person who was the incident commander shall be listed as OC (Officer in Charge) of the incident. The on duty Company Officer, Lieutenant, or Acting Company Officer in charge shall be listed as the RA (Report Authorization).

Updated 2/23/12 M.A.

FIRE HOUSE WEB GUIDE FOR FIRE PREVENTION DIVISION ( FINAL DRAFT DRAFT 1.1) Table of Contents Table of Contents (page numbers?) -Accessing the Software ICON Website Login -Main Tool Bar Button(s) -Address Tab CREATING A NEW OCCUPANCY AND BROWSING -Building Tab -Owners and Contacts -Additional Records -Owners and Contacts -Additional Records -Notes -Firehouse Sketch -Other How to attach a file -Inspections and Activities Basic Responsible Party Linked Permit Tab Notes Other Violations

-Printing -Supplemental Instructions SETTING UP THE NEXT INSPECTION Example of completed inspections -Maintenance -New Constrcution ------END TABLE OF CONTENTS----- ACCESSING THE SOFTWARE Critical data entry rules 1) Don’t click update if prompted to by firehouse software this could result in changing the entire history of the file or association the wrong contact person with the file. Please contact planning and research or the designated firehouse inspector in the prevention division should you have any questions regarding this matter. ICON -First Access the fire house web index icon; not to be confused with the regular version of firehouse.

WEBSITE -The website for firehouse should now appear; next click on “fh web- default printer”. This screen will remain open while you use firehouse, if you close it you will have to login again. Also, please note the web address. If you change your default printer while in fire house you need to logout and back in.

LOGIN -The first of two login screens will now appear. For the first log in screen use your windows user name and password. Your windows user name should have “FAYPS/” in front of it.

- The next log in screen looks like the traditional version of fire house you may have seen before.

MAIN TOOL BAR - Now click on the “occup” or occupancy button. We will be using this button instead of the inspection button because the inspection button will by pass much of the critical data that will need to be collected in the field.

ADDRESS TAB CREATING A NEW OCCUPANCY AND BROWSING -After clicking on the “occup” button this screen will appear from this screen you can: A) Create a new occupancy by entering the name of the facility into occupancy name. After entering the new occupancy name and verifying it for accuracy hit the tab button and a occupancy new occupancy ID will be created. Or

B) Click on “browse” to access an existing occupancy

a) Click on the “Occup” button in the top bar b) Click the “Browse” button at the bottom of the “Occupancy” screen c) Enter your data (you can also hit the “add” button if need more data fields) d) Hit the “Run Query” button then select the appropriate occupancy ID for

your data entry

Results of Query

Creating a new occupancy -Before creating a new occupancy perform a through search for it to prevent duplication by running addresses, occupancy name, and occupancy id if available.

- When entering a new occupancy/address obtaining all of the data from the customer and from the plans is critical. -First verify the response district under the “Station” field” (Go to R drive, FFD Maps, and then click on Fire Stations and Zones July 2009 or most current) Staring with the address tab: Property ID

Type in one of the following categories: Required Risk Analysis Hazard Classification: 1) Moderate Fire Hazard Response: • Single Family Dwellings < or = to three stories • Commercial Business Structures with Fire Protection Systems • Mercantile/Retail Structures with Fire Protection System 2) High Fire Hazard Response:

• Schools • Apartment Complexes > or = to two stories • Rest Homes • Hotels • Hospitals • Churches • Warehouses • Industrial Complexes • Structures > or = to four stories • Structures > 25, 000 Square Feet without Fire Protection Systems • Structures with Occupancy Ratings > 150 people ***Temporary can only be used if property has been demolished and is a vacant lot with no structure. *) WE ARE NOT USING THE FOLLOWING THREE DATA FIELDS UNDER THE ADDRESS TAB IN FIREHOUSE AT THIS TIME: Parcel ID, Business Permit, Census Number: Numeric's for the address Prefix: (N,S,E,W) Street Name/Highway (Name of street must be in firehouse database; if not contact planning and research division) Type (st,rd etcetera) Suffix (example: extension) P.O. Box/Address Line 2 – We are not using this data field at this time Miscellaneous ** Self inspected occupancy (No body in this office uses this field at this time it might be removed?) Hide Occupancy Look up? (This check box can be used to archive a building that has been destroyed or to hide a file to prevent confusion in the future.) Note: Hidden files can be viewed after a query is complete by clicking on the show hidden files box. Construction Completed is used to record the certificate of occupancy date Phone number (The phone number listed here should be for emergency contact) email/internet addresses- begin collecting this information as it may be used later to email the customer their reports, collect information, and billing address. Supplemental Address At this time only use the “zone” field. The zone number or IRA number can be found using “Fire Stations and Zones July 2009” under R drive under FFD Maps.

If you are unable to identify the appropriate IRA number please contact planning and research for assistance. Response District Again access “Fire Stations and Zones July 2009” under R drive under FFD Maps to find the appropriate response district. The box next to the address will be the “Supplemental Address”: This is where you will verify the IRA. 5) Verify “Response District” by entering the correct unit in the box.***Do not enter the hydrant district*** Inspection District CAR ## (CAR 64) (**MAY CHANGE TO TEAM 1 AND TEAM 2?) Unit C## ( C64) Phone Number The primary phone number for the occupancy or emergency contact Email address We are beginning to collect this data at this time for future use.

BUILDING TAB **Special note for new construction division- If site plan or another type of plan was submitted to prevention division with limited information you can be initially be vague in your data entry. If needed you can enter just the street name for the address and be vague under the building tab. If you enter just the street name it is strongly recommended that you record the occupancy id on the report for

future reference to make it easier to find and to prevent duplicate data from being entered.

On the Building page you will start from left to right with the first block being “Stories” it will have two spots; above and below ground.

You will then enter the “Building Size”. Click on the tab that states update to enter you square footage, and fire flow.

After you enter the building size, you will put your “Occupant load” in the box below.

Now moving over to the next row enter the Specific Property Type”

Your next box will be your “Property Ownership” this is where you would enter what type of ownership of the property it is.

Your next box is “Structure Type”. This is where you would enter what type of building it is from the list

provided.

2) Supplemental History detail (Will pop up when changes are made to building) ALSO THE CATEGORIES UNDER THE SUPPLEMENTAL HISTORY BOX NEED TO BE CHANGED. Specific Property Use (Specifies the use of the facility- some of the names of the classifications is out of the fire code occupancy classification and some are not) Mixed Property use (Lists different occupancies and combined occupancies) Construction type (Would like to see codes match up with 2012 North Carolina Building Code like found in table 601):

USE LESS TECHNICAL DESCRIPTION THAN BUILDING CODE SUCH AS FIREFIGHTER ESSENTIALS MANUAL Type IA Type IB Type IIA Type IIIA Type IV Type VA Type VB Clarify above with new construction division. TYPE I –A&B -- Fire Resistive - Buildings constructed throughout of non-combustible materials with applied fire resistive coating. (Frame, exterior and interior walls and coverings). May have a Sprinkler System. Some examples may include -Hospitals and Nursing Homes -Prisons and Jails -High Rise Buildings (defined by NFPA as 75’ or higher) -Mid-Rise Buildings (40’ to 70’ in height) -Places where people are physically unable to leave without assistance.

TYPE II –A -- Protected Non-Combustible - Buildings constructed of non-combustible materials protected against fire to provide a 1 hour rating. This type of construction is found in newer schools. TYPE II –B -- Unprotected Non-Combustible - Buildings constructed of non-combustible materials, but these materials have no fire resistance. It is the most common type of construction used in commercial buildings, and may or may not have sprinklers. Some examples may include -Mercantile Occupancies -Drug Stores -Business Offices -Grocery Stores -Modern Strip Malls TYPE III-A -- Protected Ordinary - Also known as "ordinary" construction. These buildings commonly have brick or block walls with a wooden roof or floor assembly which has been protected against fire to provide a 1 hour rating and may be retrofitted with Sprinkler Systems. These buildings are frequently found in older downtown areas (such as the 100 thru 400 block of Hay Street), and "warehouse" districts of older cities. These buildings can be a stand alone structure, or may share common party walls with adjoining occupancies. Most range from 1 to 6 stories in height and may have parapet walls over the front entrance Some examples may include -Mercantile Occupancies -Old Fashioned Drug Stores -Older Dry Cleaning Businesses -Older strip malls TYPE III –B -- Unprotected Ordinary - Also known as "ordinary" construction. These buildings commonly have brick or block walls with a wooden roof or floor assembly which is not protected against fire. These buildings are frequently found in older downtown areas (such as the 100 thru 400 block of Hay Street), and "warehouse" districts of older cities. These buildings can be a stand alone structure, or may share common party walls with adjoining occupancies. Most range from 1 to 6 stories in height and may have parapet walls over the front entrance Some examples may include -Mercantile Occupancies -Old Fashioned Drug Stores -Older Dry Cleaning Businesses -Older strip malls TYPE IV --Heavy Timber - Structural Frame constructed of Heavy Timbers (minimum 8”x8” dimension) with Heavy Timber floor/ceiling/roof assemblies and masonry exterior walls.

**NFPA defines heavy timber construction as a structural system having main framing members measuring no less than eight inches by eight inches and with exterior walls that are made of a non-combustible material. Some examples may include -Old Mill Building(s) - Some Old Downtown Buildings TYPE V –A -- Protected Wood Frame -Wood frame building that has all wooden members protected behind a covering of sheet rock or similar product to provide a 1 hour rating on the structural components. Commonly found construction of modern apartment buildings and town homes and may have sprinkler system. Some examples may include -Multi-unit apartments -Townhouses -Condominiums TYPE V-B -- Unprotected Wood Frame - Wood frame building that has often has wooden members exposed and unprotected. Examples are single family homes and garages. They often have exposed wood so there is no fire resistance. Structure type (description of the structure) Building status: Enter your “Building Status” in the next icon. This is where you would place if the building is in use or vacant.

Building class = Occupancy Classification (note: only one business classification in fire code, high hazard only 1 through 5, may have had more categories in older codes?) Roof covering: Enter the information for the “Roof Covering” icon. This is where you will put what type of roof construction is on the building.

Detectors -Presence -Type -Power Supply

Automatic Extinguishment System -Presence -Type -Number of Heads Stories -above grid -below grid Occupant Load (This along with other categories may be locked down to allow only for fire prevention/admin access)

Building Size -The building size can only be edited by clicking on the update button. The update button will then bring up a screen entitled needed fire flow, fill out as much information as you can in this screen.

-Effective area worksheet (fire area? ALWAYS ENTER THE SQUARE FOOTAGE OF THE ENTIRE BUILDING EVEN IF SUITES OR FIRE AREAS.

-Exposure and communication factors Contains work sheet fill out as much information as you can (Worksheet may need review) (WALL CLASSES FOUND IN BUILDING CODE 704.1)

OWNERS AND CONTACTS -The owners and contacts tab is fairly self explanatory; please fill out as much information as you can including email. In addition we will be heavily depending on the date in/out area. This will define when an organization moves in and out of a structure and when another organization comes in or a time of vacancy. Do not delete any previous information already in the system add to. Should you need to change the name of an occupancy go to the “Occupancy Name” box in the upper left hand corner. Enter the new name of the occupancy. ( note: the occupancy id should not change). Next close out the old occupancy in the owners and contacts tab by entering the date out. Then enter the date in and the name of your new occupancy under a new owner and contact detail. - The accounts responsible for payment area below the contact information is currently a clerical/admin privilege only.

INSPECTIONS AND ACTIVITIES (See later in manual) ADDITIONAL RECORDS -Chemical Inventory (Can list information about on site chemicals such as: type, amount, time on site, along with internationally recognized category numbers) *Hydrant Locations* (Links hydrants to address, hydrant map available on R: to FFD Maps to PWC Water Maps to PWC Hydrant Maps to 2012 Hydrant Maps. You can use the book cover to identify the map you need to get your hydrant number. At least two hydrants need to hydrants need to be identified. Please remember to enter/verify this information for a new building or on a maintenance inspection.

-Storage Tanks (provide all the information you can) You can also track in and out dates in this category. -On-site Materials/Products (Could leave the same or redo to commodity classification IFC 2303 needs discussion from group) - Needed Fire Flow- Ties into building tab update button under building size -Permits (review to make sure data base in line with permits listed in the code) -Incident Responses- tracks responses -Supplemental History- Accessed under additional records under supplemental history to view changes that have occurred to a building.

NOTES -Need discussion on notes tab use. -Try and type the majority of notes in this area so they can be easily reviewed instead of having to dig through each individual inspection activity.

FH SKETCH -Fire house sketch (Not being used at this time) (not familiar with same this division may need class if this section of fire house needs to be used OTHER

- User fields Used to classify moderate or high risk classification. -Attachments and signatures How do you open a file after you attach it? To make an attachment (and later collect signatures) click on the “Attachments & Signatures” button under the “Other” tab. This will then bring up the “Attachments & Signatures” screen. To make an attachment click on the “+Add” button which will bring up the “Attachment Screen”. Next hit the small box with the three dots in it “…” to the right of “Name of file to open”.

You should now see a screen entitled “Select File” click on the drop down menu and select “M: Client C to access your computer or you can also access R:.

If you elect to load a file from your computer select “Documents and Settings”

Next select your user name

Next select “Desktop”

You should now see the files on your desk top and load the desired file to firehouse software.

Record modification history keeps track of changes to building (would like planning and research division to explain this section in more detail) Planning and research advised that this field would be activated and improved

INSPECTIONS AND ACTIVITIES The user manual for inspections is based on the following scenario. You can perform practice data entry using this scenario as it covers many different aspects of a fire inspection used by inspectors on a daily basis. Please contact planning and research for the current “test” address/occupancy id for practice. Your are conducting an inspection of John Royal Incorporated of 9999 Person Street (Occupancy ID TEST02). This is a gas station with a very large indoor shopping area requiring two marked exits. Problem 1.) You meet with the owner Jeff Fogle who informs you that he has purchased John Royal INC and it is now Fogle Fuel. Problem 2.) During the course of your inspection you observe the following. (1030.2) You observed a locked and blocked exit with a merchandise display in front of it. You issued a citation for the violation and attached a picture of the violation to the file in firehouse. (1030.1) The hardware on the other door functions at this time but needs maintenance soon (you issue a ten day notice of hazard) (906.2) You observe that all fire extinguishers on the premises haven’t been serviced since 2001. You decide to schedule a re inspection in thirty (30) days for this violation

(605.10.2) A portable electric space heater was plugged into a multi-plug adapter the customer immediately corrected this violation (605.5) You observed an extension cord in permanent usage plugged into a display. You gave a variance for this violation Problem 3.) The customer wants to be issued a permit the same day for distributing fuel Problem 4) This is not the billing address. Bills should go to Jeff Fake Fuel Corp. Offices 123 Fake Street Raleigh NC, 27603 SCENARIO PART 2

• Ten days later you Conduct your re inspection for the notice of hazard and the violation has been repaired

• Problem 1) Thirty days later occupant Jeff Fogle has not serviced his fire extinguishers so you must issue him a notice of hazard for ten days after completing your re inspection.

-Upon returning for the re inspection regarding the notice of hazard the violation for the fire extinguisher remains unrepaired and you issue a citation for 100.00 per day. -You return the next day and all violation(s) have been repaired. -Tool bar To perform an inspection or access information about a occupancy you will click on the occupancy or “Occup” button. We will use the occupancy button instead of the inspection button because the inspection button will not allow you to enter the additional data about the building that needs to be collected.

-Inspections and activities The first thing you should understand about the inspections and activities tab is how the data is organized.

On the top are the “Completed Inspections” this is the history of inspections/activities that have occurred for that address. On the bottom is the “Scheduled/Received” section. This section contains inspections that have not been completed such as future scheduled inspection or a up coming re-inspection. It is critical that upon completing a scheduled inspection that a new scheduled inspection is created according to the inspection schedule or it will not appear as due in firehouse and may not be inspected again for many years.

-Conducting a scheduled inspection The inspection that was due on 11/7/2012 has been selected. -Basic Under the “basic” tab we will be entering the administrative information about the inspection. -“Type” Indicates the nature of the inspection you are conducting May review the types of inspections Most common types: Scheduled- Routine maintenance inspection Re-inspection- Follow up on routine maintenance inspection

2nd, 3rd Re-inspection- This is used instead of the notice of hazard type to keep track of how many times you return to follow up. Notice of Hazard- This type is primarily used for two different reasons: 1) To initiate a problem from a call out/complaint or another issue that was not initiated by the scheduled inspection 2) A written warning that doesn’t need a follow up because the item has been corrected on the spot. 3) To address an issue during a scheduled inspection that needs to be addressed sooner than the customary thirty (30) days. You will need to do a separate entry for that violation and label it notice of hazard. *Note- On a notice of hazard still issue to hand written copy due to the legal language. Citation- Used to issue a legal citation. You still must issue environmental court flyer and the hand written citation due to the legal language on that form. - There are many different categories of types such as maintenance and new construction please choose the one appropriate for the action your are performing. “Re-inspection check box” The re-inspection box keeps track how many times a re-inspection has occurred; this should be done automatically.

-“Inspector” You can use the last for of your social security number or click on the box to look up a name. Received The date the inspection/activity was received or created such as the date you created a scheduled inspection for next time. - Scheduled The date that the inspection is due. For example a business inspection scheduled on 11/7/2009 would be due in 11/07/2012. Or a ten day notice of hazard would be received on 11/15/2012 and scheduled 11/25/2012. Completed This is the date that the inspection was actually completed on. For example my notice of hazard expired on 11/25/2012 but that is a Sunday so I actually did the inspection on 11/26/2012. Times The times that you begin and end your activity Violation notice sent Check this box if you print and issue a violation notice and complete the date sent box. Fee and Payment Include the inspection fee according to the fee schedule (available at http://www.bravethefire.com/fire_prevention/fire_inspections.aspx). Use the “date paid” area if the inspection has been prepaid such as an ALE, day care, or foster home and use the date off of the receipt for the date paid also include the “check number”. The check number may be the last few digits of a debit card, an actual check number, or the word CASH. An invoice number may appear in the future. The print violation notice and print statement notice are printed to provide the customer and the file a copy so at this time you will need to print of two of each. The printer should be your windows default printer. If you have to change your windows default printer log out of fire house and log back in after changing your default printer settings. While in the Inspections area enter a Risk Assessment. This should not take more than a minute to complete. Click on next page tab which would be “Inspection & Activities”.

When you have the screen up, this is where you will be entering your risk assessment under activities so hit the add button located in the middle of the screen on the right.

After bringing up the next page the first thing you will enter is your type of activity which will be “RAS”.

Once that has been entered you can down the page to the block listed as “Assigned To”. This is where you will enter the supervisor’s last four in the box listed as “Inspector”, then the station assignment, shift assignment, and unit assignment.

The last block to fill on this first page is the “Status and Dates” tab. This is where you will fill in when you have completed your risk assessment. You will do that by hitting the circle located next to the word complete.

-“Station” typically “CHL” for city hall for prevention staff -“Unit” example “C64” -

-Violations Tab (See below) -Responsible Party Tab The name on this tab is the name that will print out on your report. Please enter as much data as you can in this tab,

-Linked Permit Tab The linked permit tab is used to issue permits.

First click on Permit number and hit the tab button on the key board. This will AUTOMATICALLY generate a permit number. Do not issue a permit number unless the computer has issued you one; however, you can still issue a hand written permit if you have computer problems. Type- This is just the code number from the IFC Chapter 1 associated with the permit (The code number in the illustration below is wrong for fuel distribution- planning and research div. is working to resolve the issue of incorrect code numbers) Questions and Answer. Check to see if new construction has any issues with this *****Check with clerical staff to see if payment for permits is issued in this area or on the main address tab** No, being that we conduct a tent inspection or other permit as a type we do not use this area. Issued, effective, and expiration dates as applicable. Issued by (last four of your SSN or look it up) Alternate Issue Name (What is this for didn’t see any difference on print out??) Have planning and reseach demonstrate linked chemical inventory add link button under lnked permits tab

-Notes Tab At a minimal include your initials in this section. You can put additional notes in this area; however, try to put the majority of your notes under the main address tab.

-Other Tab The “other” tab has contains several different categories: Attachments and signatures- (will we be able to eventually attach directly from our desktop/computer instead of from R:?) -Record lock status- Not in use by prevention division at this time Record Modification Status- Shows brief history of changes to file Staff Activity- Tracks your work and keeps history in journal (Make sure to complete this field) Illustration of completed staff activity under Other tab:

-Violations Tab The next tab is Violations. To add a violation click the “Add” button, the “Violation Detail” screen will then appear. -Violation Detail Violation Code- Enter the code number for the violation. Make sure you are under the correct “Active Violation Code Set” has been selected such as “IFC2012” located in the lower left hand corner. Firehouse software SHOULD have all of the codes in its software if not you can enter code 101.1 and add your own comments in ALL CAPS. -Comments The software should automatically have the code wording for you already in the comments box. You can also add your own wording to make it easier for the customer to understand what the violation is, how to correct it, and were it is located. Again please type your comments in ALL CAPS. If the computer does not recognize the code you can use 101.1 and type the code along with comments in that area. You may also want to make note that the code was not in firehouse. (See if planning and research can change what we type in to another font such as italicized automatically?)

Planning and research to look into same With the exception of an item being repaired the computer will not print off what action you have taken such as variance, re-inspection, or no action taken. As such you may want to type a phrase such as RE-INSPECTION REQUIRED ON OR AFTER 12/20/2012 after your comments (see example in comments box below in illustration). -Status The status section is were you list the dates regarding your violation. If you are not using a data field (for example you selected repaired and there is still a date in the re-inspection box) you may want to delete the date not being used to prevent confusion and a possible computer error. Violation Noted-Do Not Schedule Recheck- The date in this field MUST ALWAYS BE FILLED IN. This is the date when you first observed/reported the violation. If you are not going to follow up on the violation although it isn’t repaired/variance then click on this selection. Violation Noted- Schedule Recheck- Select this option if you would like to follow up on a violation. If all violations are thirty days out make sure you review those dates before creating a new inspection or you may unintentionally create multiple re-inspection dates. The below practice not recommended by clerical staff- easier to interpret if separate entry made if multiple re-inspection dates However, you can create multiple re-inspection dates for example if some violations require a 30 day re-inspection or if others need a two day re-inspection. Just pay close attention when setting up these dates; this manual will discuss this later in more detail. Violation repaired- The violation has been repaired. The computer will automatically mark the violation as repaired when you print out the violation notice. Variance Issued- You have issued a variance for this violation. As mentioned before you may want to make note of this in your comments tab so you and your customer can see it on the printed violation notice. RECHECK DATES This category keeps track of dates for rechecks. After you have completed entering your violation data hit the save button on the violation detail page. This will initiate a spell check, once the spell check is completed you should see a record saved screen pop up briefly in the upper right hand corner. Repeat this process until all of your violations have been entered.

Note: Should you have to take an action such as a citation / notice of hazard (not associated with a re-inspection) you will have to begin another inspection under that type.

Below you can see all the violations listed in the scenario presented earlier in this manual. Notice how there is one violation with a ten day re-inspection date instead of a thirty day. Should you see this you would need to delete that violation and generate another inspection labeled notice of hazard.

-After completing data entry for an inspection it is good practice to return to the violations screen to ensure your dates are correct to prevent generating unnecessary re-inspections. Notice that 1030.1 with the ten day re-inspection date has been deleted. Also you do not see a recheck or a repair date for 605.5 because it has been issued a variance which can be viewed if you scroll to the far left.

After reviewing the dates for the violations and the rest of your data has been entered correctly hit the save button. After hitting the save button a brief spell check will begin and then if you have indicated that violation(s) need a re-inspection the computer will ask you if would like to create a re-inspection.

After hitting yes to create a re-inspection a “Create Scheduled Inspection” screen will appear. It is very important that you check for the following categories in this screen:

A) Inspection type- Re-inspection, 2nd re-inspection (category as appropriate) B) Date scheduled- Again make sure that this date is correct. If you click ok

and the same screen reappears you probably have a date wrong on one or several of your violations.

C) Make sure that the fee is left blank to reduce the chance that a customer will be charged the incorrect fee.

Once you have verified that all of the above information is correct click ok and your re-inspection will be generated. If you make a mistake and generate the inappropriate re-inspection and/or action you have to contact planning and research to have it deleted.

-PRINTING Note: Not sure if invoice will still be issued in the field at this time The next step is to print off a violation notice and an invoice. Print off two copies of each one for the customer and one for the file. The customer should sign both the violation notice and the statement. Should the customer refuse to sign write “REFUSED” on the invoice and the inspection report but not in the signature area and make a note that the customer refused to sign. (to be reviewed by admin/legal) Printing trouble shooting basic tips

- Is the printer on? - Is there a printer trouble? (orange flashing light) - Is the USB cord plugged into the computer / or docking station and the

printer. And if the docking station for your computer docked - Is the power cord plugged into the printer and power supply? - Is there paper in the printer? - Is there ink in the printer?

To print you must be in the “basic” tab towards the bottom you will see “Print Violation Notice” and “Print Statement” notice. When you click on these buttons a screen will appear entitled “Output Report To”. This screen offers the user several different options:

A) “Screen”- Offers you a preview of your report

B) “Default Printer”- Prints to your windows default printer. If you need to change your window default printer you must log out of firehouse web, change your printer, and log back in for the change to take effect.

C) “HTML (Graphical” - Allows you to save the report as a HTML D) “PDF” Allows you to save the report as a PDF that can be emailed or

saved to a file on your computer. If you opt to print make sure the number of copies is correct and collate copies can also be helpful for multipage documents. (An example of a completed inspection will be available at the end of this manual)

FINAL REVIEW OF INSPECTION AND SETTING UP OF THE NEXT INSPECTION After printing and the entry has been saved you can close the inspection. If you scheduled a re-inspection you should see it in the bottom screen “Scheduled/Received Inspections”.

Next you will need to generate the next scheduled inspection. IF YOU FORGET TO DO THIS THE FILE MAY NEVER BE PULLED AGAIN!! On the bottom field (Scheduled/Received Inspection) click the “Add” button.

After clicking on the “Add” button a new inspection screen will appear. Next enter the type of inspection (Type 202 for Scheduled inspection). The software will then ask you would like to create a new inspection click “yes”. After creating the new inspection the software may show you outstanding violations for that occupancy; please review and click ok. Next complete the following fields: (This data entry technique may change so that reminders will be sent to conduct inspections when due in the future) Inspector: NNN Station: CHL Shift: D Unit: NNN The date for received is the date you created the new inspection, ideally it should be the same date you completed your old one. The date for scheduled should be the appropriate amount of time out for the next inspection according to IFC chapter 1.

Once you have entered the data for the next scheduled inspection click on save and after the spell check hit close. You should now see the next scheduled inspection appear under the bottom field “Scheduled/Received Inspections”.

Now review all tabs in the occupancy for accuracy and you should be able to save the document and close it unless you have to take another action. An example for another action would be a notice of hazard or a citation. You can create this action by clicking on the add button in the lower field and selecting the appropriate type of action. From that point it is similar to conducting a scheduled inspection.

15

Firehouse RMS

Monthly Equipment and Station Inspection Documentation

1. SCBA (First of the Month)2. LADDERS (First of the Month)3. FIRE EXTINGUISHERS (End of the Month)4. STATION SMOKE and CO DETECTORS (End of the Month)5. EMERGENCY LIGHTING (End of the Month)6. EYE WASH/SHOWER STATION *Monday’s (Weekly) Stations with eye/wash station: 1,5,8,10,12,14,17 and 197. STATION GENERATORS *Monday’s (Weekly)8. WEEKLY MCT UPDATE *Saturday’s (Weekly)9. EMS ALS EQUIPMENT *Saturday’s (Weekly)

Documentation in Firehouse • Click “File” and select “Apparatus, Equipment and Inventory”

• Select “Batch Maintenance/Test Entry”

• Choose “List Inventory by Description (Non-Generic)” in the select a Query field.

• Double click “Stn” to sort the inventory by station

• Select equipment *You may press and hold “Ctrl” on keyboard to select multiple items. *****Exception of SCBA they must be entered individually.

• Make sure the number of selected records matches the number of units you have

highlighted.*Still proceed in the same fashion on entering SCBA but be

aware that only one SCBA can be entered at a time. This is in an effort to provide better

documentation of individual packs without inadvertently listing all the records with the same problem.

• Once you have highlighted the selected equipment, click “OK”.

• Complete the Maintenance/Test Entry detail page with the following information:

A. Job Description (EX Code: EMLIGHTING, EYEWASH)B. PriorityC. Change Station Number if applicableD. ShiftE. Select “Completed”F. Enter Start Date, Start Time and End Date, End TimeG. Enter “Notes” a brief description of any actions taken, defects, and expiration

dates for EMS ALS equipment***For eye wash station checks, include in the “Notes” whether or not it is a single unit eye wash station, separate eye wash station from shower, or combination eye wash/shower.***

15.1

Updated 2/21/2013 MA

Special Notes for EMS ALS Equipment This is what instructions you need to add under Notes: • You will add the equipment name i.e., Epi-pen, and expiration date (month

and year – mm/yyyy) for each item you have on hand at each station.Example: • AED- Pads, Adult expires 09/2013• Infant/Child expires, 08/2013 • King Airway-Size 3 expires, 05/2011• -Size 4 expires, 06/2011 • Easy Cap ll CO2 Detector expires, 11/2012• Epi-Pen, Adult expires, 08/2011 • Epi-Pen, Adult expires, 09/2012 • Epi-Pen, Jr expires, 09/2011

16

Firehouse RMS Hydrant Inspection Documentation

A.) For Single Hydrant Entry Click the “Hydrant” Icon and open a blank hydrant page.

Enter the Hydrant ID # and press tab. This will bring up the hydrant page.

Make sure to verify the correct district and change if needed. (Ex. 1.1, 1.2)

*The district shall no longer be listed as your unit assignment. In order to make surethe hydrants can be queried correctly, the district must be listed as the correct hydrant zone.

Under the “Activities” tab, click “ADD” and enter a hydrant service record.

Click “Save”. Firehouse will update all of the selected hydrants. The hydrant

activities will now show up in your Company Journal as a hydrant symbol.

B.) Batch Entry for Multiple Entries at one time:

Click File >Hydrant Management >Batch Flow Tests/ Activities.

Enter the Hydrant District number in the value field: (Ex. 1.1, 1.2, 1.3)

Click “Run Query”

Press and hold the “Ctrl” button while selecting your hydrants to update. Click

“OK” then complete Update Hydrant Activity required fields with notes.

Updating the Hydrant Activity Page: Check “Completed and enter the “Start Date”

Enter the “Start time, End Date, and End Time.”

Enter the Officer in Charge as “Inspector.”

Enter the “Station, Shift, and Unit.”

Check Appropriate Activity Type and note any defects if any.

Enter Notes regarding the hydrant activity

7.) Click “Save”. Firehouse will update all of the selected hydrants. The hydrant activities will now show up in your Company Journal as a hydrant symbol.

17

C.) If you are unable to locate the hydrant data by the above methods, you can update Firehouse and enter the information as follows:

1.) Click the “Hydrant” Icon and open a new hydrant activity page.

2.) Click the “Browse” tab to find hydrants by address.

3.) Click the Street Name Field and enter the “Street Name” where the hydrant is located. Click “Run Query”

4.) Double Click on the specific hydrant you are looking for. This will open the hydrant form for the hydrant.

5.) Update this form to reflect the closest address for the hydrant.

6.) Enter your “Station” number.

7.) Enter the “District” (ex. 1.1, 1.2 etc.)

8.) Enter the “Hydrant Class” as G: Green, Greater than 1000 GPM

9.) Enter the “Main Type” and “Main Size” if known.

10.) Click the “Supplemental Address” tab (Clear contents of Lat/Long fields).

11.) Enter the IRA number for the hydrant in the “Zone” field.

12.) Under the “Activities” tab, click the “Add” icon. This will open up the activity sheet for this hydrant. This is where you document all

activities associated with the hydrant.

13.) Enter the date, and times for this activity

14.) Enter the officer in charge as “Inspector”

15.) Enter your Station, Shift, and Unit

16.) On the “Activity/Repair” page, check the Activity you provided.

17.) Enter any “Notes” associated with the hydrant activity.

Click “Save” and the activity will then be listed in the hydrant activity window. This window will show all activities that have been documented for the hydrant Click the “Hydrant” Icon and open a new hydrant activity page.

Hose Documentation Hose reload and Annual Service Test documentation is located under:

Apparatus, equipment, and Inventorybatch Maintenance/Test entry

1.)

2.)

3.)

4.) For Hose Reload only, the first portion is required.

5.) Hose Annual Service Test- checklist is filled out the Test/Results will automatically fill-in. If any part of the checklist is unselected as a failed part of the test the reason for failure will automatically highlight for a brief description.

Please review the following small changes affecting the documentation of PFE

events. These changes are effective immediately.

Under Activity Description, please describe the Public Event.

Examples of possible entries include: Autistic Society Outreach Program, FIRES School

presentation, Fire Extinguisher training, First Aid Training, Firefighters are Our Friends, General

Fire Safety Presentation, etc..

Complete the remaining fields as you normally would

Location or Target Group now required for all PFE entries.

After you have selected your category of Public Fire Education event, you must

select the group best represented that is attending the presentation.

For example; if an engine company hosts a meeting of the Autistic Society Outreach Program, the Default

Activity Code would now be FST –Fire Safety Presentation, with the Target Group SPECINTER.

These changes are required for annual reporting purposes.

Please select the age most reflective of the group in attendance:

The following PFE codes have been consolidated:

These codes should now be entered as:

By changing the manner in which we collect our data, we will improve the means of identifying our

impact on specific target audiences.

Rev. 2/13/12 DR

Instructions for Entering Training into Firehouse RMS

After logging into Firehouse, click the TRAINING icon found on the tool bar located at the top of the screen.

Basic Page Tab

Ensure the start date is correct.

Then, click on category and select the correct category code for the training conducted. The category code can be found on the Training Directory if entering monthly training. If entering outside or other training choose the category code that best applies.

After the training category is selected, it will ask if you want to create a new record, select yes.

Enter start time, end date, and end time.

Class description should be changed to reflect title of class. Use the title found on the Training Directory or the official class title if entering outside or other training.

Enter the location, using the drop down box.

Enter Agency conducting or hosting the training, using the drop down box.

Enter instructor, by using the drop down box.

Under Default Values enter: StationShiftUnit (if applicable)

Under Training Type (Fire, Rescue, Medical, Other), see Training Directory for the appropriate code. For outside or other training, pick the training type best suited.

Payroll calculation is left blank.

Rev. 2/13/12 DR

Hours worked has to match the times and days entered previously.

Enter the appropriate Method of Instruction describing how the training was delivered.

In the attendee section, Select Add to enter individual personnel Select Add Group to enter personnel by staff group select or add from roster. If the instructor is also a member of the crew, include in this section also.

Rating Bureau Tab

Do not use this page Notes Tab

Enter a detailed description of the training that took place and what JPRs were covered.

Other Tab

Click on the User Field box to reveal I. S. O. Additional Training Categories. Select all categories that apply. Save and close

Staff Summary Tab

Should match the Basic Page on Total Staff Attendees and Total Staff Hours

Ensure all information entered is correct before selecting the SAVE button on the bottom of the page.