The Solution Involves a Three Step Process

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Alyson Riley
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2 Objectives 1. To formalize and document procedures for checking Automatic External Defibrillators on emergency equipment. 2. To formalize and document procedures that will be used on other emergency equipment. 3. To develop a system of equipment identification and tracking that may benefit the entire department.

3 Plan To accomplish these objectives, the Fire-Rescue Department is developing a computer based documentation approach that will be incorporated into a department-wide inventory management system utilizing the department s intranet web-based Internal Document System (IDS).

4 The Solution Involves a Three Step Process 1. A detailed daily emergency equipment inventory and systems check. 2. A daily inventory update in the Inventory Management System. 3. Daily reporting to the Chain-of-Command from the Inventory Management System.

5 Personnel Perform Inventory and System Checks Step 1

6 Step 2 Using the Department s intranet web-based Internal Document System (IDS) in use at all 55 fire stations IDS Database ~ Station 1 Station 2 Station 3 Station 55 Station 56 Station 57

7 Step 2 the member updates the daily apparatus inventory in the Inventory Management System

8 Step 3 Daily inventory reports are reviewed by the Chain of Command for completion.

9 System Overview

10 Daily Apparatus Inventory Equipment Detail The user selects the Daily Apparatus Inventory from the Main Menu Add Equipment To Inventory Remove Equipment From Inventory Send Equipment For Repair Report Loss Of Equipment

11 Apparatus Inventory Select Apparatus Submit The Apparatus Number is selected.

12 Apparatus Inventory Apparatus: TRUCK 15 Date: 01/29/05 Inv# C/O Description Apparatus Location Serial # City Tag# Portable Radio #1 TR15 TR Portable Radio #2 TR15 TR Portable Radio #3 TR15 TR Portable Radio #4 TR15 In Shop PASS #1 TR15 TR PASS #2 TR15 TR PASS #3 TR15 TR PASS #4 TR15 TR Thermal Imager TR15 TR15 4ZY33CT Resuscitator TR15 TR15 RRT AED TR15 TR15 DE Air Bag Rescue System TR15 TR15 448DERT If any items are missing from the inventory or non-operational, change the status of the item immediately from the Main IMS menu before authorizing. Authorizing of this form certifies the accuracy of the inventory. Submitting this form certifies that you have verified the accuracy of this inventory. The current apparatus inventory is displayed. Changes in status are made from the Main Menu. Submit

13 Apparatus Inventory Apparatus: TRUCK 15 Date: 01/29/05 Inv# C/O Description Apparatus Location Serial # City Tag# Portable Radio #1 TR15 TR Portable Radio #2 TR15 TR Portable Radio #3 TR15 TR Portable Radio #4 TR15 In Shop PASS #1 TR15 TR PASS #2 TR15 TR PASS #3 TR15 TR PASS #4 TR15 TR Thermal Imager TR15 TR15 4ZY33CT Resuscitator TR15 TR15 RRT AED TR15 TR15 DE Air Bag Rescue System TR15 TR15 448DERT Click On + For Check Out Steps If any items are missing from the inventory or non-operational, change the status of the item immediately from the Main IMS menu before authorizing. Authorizing of this form certifies the accuracy of the inventory. Submitting this form certifies that you have verified the accuracy of this inventory. Submit

14 Apparatus Inventory Apparatus: TRUCK 15 Date: 01/29/05 Inv# C/O Description Apparatus Location Serial # City Tag# Portable Radio #1 TR15 TR Portable Radio #2 TR15 TR Portable Radio #3 TR15 TR Portable Radio #4 TR15 In Shop PASS #1 TR15 Check Out TR15 Steps Window 2223 Opens PASS #2 TR15 TR PASS #3 TR15 TR PASS #4 TR15 TR Thermal Open Imager case. TR15 TR15 4ZY33CT Resuscitator TR15 TR15 RRT Check to make sure LED OK is on. AED TR15 TR15 DE Air Make Bag Rescue sure System pads are in case. TR15 TR15 448DERT If any items are missing from the inventory or non-operational, change the status of the item immediately from the Main IMS menu before authorizing. Authorizing of this form certifies the accuracy of the inventory. Submitting this form certifies that you have verified the accuracy of this inventory. Submit

15 Apparatus Inventory Apparatus: TRUCK 15 Date: 01/29/05 Inv# C/O Description Apparatus Location Serial # City Tag# Portable Radio #1 TR15 TR Portable Radio #2 TR15 TR Portable Radio #3 TR15 TR Portable Radio #4 TR15 In Shop PASS #1 TR15 TR PASS #2 TR15 TR PASS #3 TR15 TR PASS #4 TR15 TR Thermal Imager TR15 TR15 4ZY33CT Resuscitator TR15 TR15 RRT AED TR15 TR15 DE Air Bag Rescue System TR15 TR15 448DERT Enter User ID and PIN and Click SUBMIT ********** Submit If any items are missing from the inventory, change the status of the item from the Main IMS menu before authorizing.

16 Inv# Description Inventory Management System Apparatus Inventory Apparatus: TRUCK 15 Date: 01/29/05 Apparatus Location Serial # City Tag # Auth Portable Radio #1 TR15 TR Portable Radio #2 TR15 TR Portable Radio #3 TR15 TR Portable Radio #4 TR15 In Shop PASS #1 TR15 TR PASS #2 TR15 TR PASS #3 TR15 TR PASS #4 TR15 TR Thermal Imager TR15 TR15 4ZY33CT Resuscitator TR15 TR15 RRT AED TR15 TR15 DE Air Bag Rescue System TR15 TR15 448DERT Click on Inventory Number to Open Inventory Detail This screen shows that the inventory records have all been authorized. Click on Employee Number to Open Employee Detail

17 Morning Inventory (Incomplete): EN12 TR15 EN33 CH06 The BC s home page shows the units that have not completed their daily inventory. The page auto-refreshes every 10 minutes. The BC can monitor the inventory for completion.

18 To: To: 807C 807C From: From: IMS IMS Subject: Daily Daily Inventory The The following companies have have not not reported their their daily daily inventory: En12, En12, Tr23 Tr23 The Deputy Chief will receive an automatically from the system for companies that have not completed their daily inventory by 1200 hours.

19 Daily Apparatus Inventory Equipment Detail Add Equipment To Inventory Remove Equipment From Inventory Send Equipment For Repair Report Loss Of Equipment

20 Equipment Detail Search Field: 148 Search By: Equipment in the Inventory Management System can be searched by any number of category items. Submit

21 Equipment Detail Equipment Description Clicking on Equipment Description opens the Equipment Detail page. Inventory History Repair History Calibrations/Certifications

Make certain battery level is over 3/4. Make certain lens and view screen are clean.

22 Inv.# 148 Assigned To TR15 Description Thermal Imager Category Electronic Manufacturer Talisman Model # EV-1000 Serial # B Purchase Date 3/15/04 City Tag # Check Out Steps Turn Unit On With Switch on bottom. Make certain battery level is over 3/4. Make certain lens and view screen are clean. Make certain there are no physical defects. Make certain neck strap is in place. Turn off unit before returning to storage. Check Out Steps are listed on Equipment Detail page.

23 Equipment Detail Equipment Description Inventory History Repair History Clicking on Inventory History shows the inventory history of the selected equipment. Calibrations/Certifications

24 Printer Friendly Inventory History Inventory # 4545 Description: AED Assigned Location: TR15 Go To Detail Date Location Inventory Auth. By 1/15/05 TR /16/05 TR /17/05 Sent To Shop /20/05 TR /21/05 TR Date Location Inventory Auth. By The Inventory History page shows the inventory history of a particular piece of equipment, when it was inventoried, where it was and who authorized the inventory. Clicking on the Printer Friendly button will produce a report suitable for printing.

25 Equipment Detail Equipment Description Inventory History Repair History Calibrations/Certifications The entire repair history of the apparatus can be tracked. This can be important if continual problems with a piece of equipment occur or if the equipment may be involved in an investigation.

26 Equipment Detail Equipment Description Inventory History Repair History Calibrations/Certifications Certain pieces of equipment require periodic calibration and/or certification (i.e. atmospheric monitors, breathing apparatus). This option will designate calibration/certification periods. Future versions will be able to notifications of impending expiration and produce Impending Expiration reports.

27 Phase I Development and Deployment Schedule 1. Develop a computer based inventory management system using the department s Internal Document System (IDS). 2. Inventory specific equipment on all emergency response apparatus that is determined to be of significance (AED s, Thermal Imagers, Resuscitators, Personal Radios, etc.) 3. Develop an electronic daily inventory form that will show the current location and status of all equipment assigned to the apparatus. The equipment will be checked daily and the daily inventory will be electronically signed and authorized by the officer or acting officer.

28 Development and Deployment Schedule Phase I (cont.) 4. Develop a supervisory reporting module that will allow Chief Officers to monitor that daily apparatus inventories have been completed. 5. Develop written departmental policies for completion of daily inventories and develop and perform training of department personnel.

29 Development and Deployment Schedule Phase II 1. Expand the inventory management system to include equipment assigned to personnel (i.e. radios, SCBA, computers) and to stations/divisions. 2. Develop reporting and tracking modules for equipment sent for repair or replacement. 3. Develop a module for calibration/certification reporting, monitoring and notification of impending expiration.

30 Development and Deployment Schedule Phase III 1. Develop an interface from the Inventory Management System to the new Computer Aided Dispatch System. The proposed CAD system will enable the dispatcher to dispatch Fire or EMS equipment based on the specific equipment located on the apparatus. 2. This Phase will remain unscheduled pending the approval, development and deployment of the CAD system.

31 Development and Deployment Schedule Timeline For Completion Week 0 Week 17 Week Weeks 2-3 Weeks 6 Weeks 4 Weeks Development Deployment Development Deployment Phase 1 Phase 2

32 The Inventory Management System should significantly improve the Fire-Rescue Department s ability to track and verify the condition of emergency and non-emergency equipment, including Automatic External Defibrillators. As more and more high tech equipment is utilized in the Fire and EMS Service, it has become increasingly important to track and verify the location and condition of such equipment.

33 QUESTIONS?

Adding Inventory. 1. From the Home screen, go to Operations Inventory Search Product Inventory. The Search Product Inventory screen displays.

Adding Inventory. 1. From the Home screen, go to Operations Inventory Search Product Inventory. The Search Product Inventory screen displays. Adding Inventory 1. From the Home screen, go to Operations Inventory Search Product Inventory. The Search Product Inventory screen displays. 2. Click Add New Item. 3. The Add New Inventory Item screen