Apparatus Inventory Using Apparatus Inventory Using

Bar Codes
Brad Carico
Caldwell Fire Department p
Caldwell, ID
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Why We Inventory/Check Our Apparatus
Nice to know if assigned equipment is
t ll th t d ki actually on the apparatus and working
Helps track maintenance issues
Legal liability issues
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How Do You Track Inventory/Maintenance Checks
How many still use paper forms?
- How many can you tell me where your check sheets
are at for your apparatus from five years ago?
- Can you tell me how many times did the left rear tail
light on your engine need to be replaced without light on your engine need to be replaced without
searching through all checklist documents?
- Oh by the way, I have a subpoena for all your
maintenance records related to this engine because it
was involved in an accident approximately three
years ago.
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y g
How Do You Track Inventory/Maintenance Checks
How many are using Firehouse for record storage?
To what extent are you using Firehouse to track
apparatus inventory checks?
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Completing Apparatus Inventories In Completing Apparatus Inventories In
Firehouse Right Now!
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Firehouse Modules Used
Inventory
Maintenance/Testing
Staff Activities
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Inventory Module Review
Two Types of Inventory Records
Fi d A t - Fixed Asset
- Generic
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Inventory Module Basics Review
Fixed Asset Items
High cost items - High cost items
- Items that require Testing / Maintenance on a
periodic basis
- Items that will be specifically issued to a staff
member or an apparatus
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Inventory Module Review
Generic Items
Lo cost items - Low cost items
- Items that are not tracked individually
- Consumables i.e. medical supplies Consumables i.e. medical supplies
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Setting Up an Apparatus Checklist
Now Comes the Fun Part
- You need to create all of your fixed asset and You need to create all of your fixed asset and
generic inventory records in Firehouse
- Once that is done you can start linking the y g
appropriate inventory records to your apparatus
- For generic items you will use the
Linked Inventory tab
- For fixed assets you will use the
Li k d t I t ID fi ld Linked to Inventory ID field
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Linking Generic Items to an Apparatus
Select the
Linked
Inventory Inventory
tab
Then select
the Add
button
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Linking Generic Items to an Apparatus
In the Generic Equipment
Detail record you will need
t t th f ll i to enter the following
information,
- Inventory ID number - Inventory ID number
- Location on the apparatus
of the item
How many items are - How many items are
located at this apparatus
location
Th t f th it
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- The cost of the item
Linking Fixed Asset Items to an Apparatus
To link a fixed asset item you will use the Linked to
Inventory ID field on the inventory item being linked
Common Error Found with Linked Fixed Assets
Assigning a Unit ID to the Inventory Item g g y
- The unit field should only used for apparatus
- When doing this you are actually saying the piece of
inventory is a unit
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inventory is a unit
- Confuses the NEMSIS validation tool
If this is not an apparatus
record, this field has to be blank record, this field has to be blank
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Creating an Apparatus Checklist
Now that you have all of your inventory records
entered and linked to the appropriate apparatus,
we can create an apparatus checklist using the stock
apparatus checklist report.
The stock apparatus checklist report by itself is a good
starting point if you do not have a standardized sta t g po t yo do ot ave a sta da d zed
form already in use.
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Creating an Apparatus Checklist
The layout of the report can be modified in a limited
fashion due to field limitations within the query.
The query is a programmed query, using a custom
SQL command SQL command.
Fields can be added however lack of SQL Fields can be added however lack of SQL
knowledge will make customizing the query
difficult
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Setting Up an Apparatus Checklist
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Setting Up an Apparatus Checklist
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That about covers the inventor module That about covers the inventory module,
an questions before we go on?
OK now we are going to look at the role
the maintenance/testing module plays in
truck inventory process. y p
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Maintenance/Testing Module Review
The maintenance module is used to record the
basic information of an apparatus check It basic information of an apparatus check. It
tracks
- What we did - What we did
- When we did it
- Who did it - Who did it
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Maintenance/Testing Module Review
If we use the maintenance/testing module as is,
it is not going to tell us it is not going to tell us
- What was broken
- What wasnt working correctly - What wasn t working correctly
- What was missing or misplaced
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Maintenance/Testing Module Review
You can use the Notes section to enter the
problems encountered during the truck check problems encountered during the truck check
- If specific information is needed it can be
hard to extract from the notes hard to extract from the notes
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Maintenance/Testing User Fields
You can create user fields to fit your needs
- Daily inventory - Daily inventory
- Weekly inventory
- Monthly inventory - Monthly inventory
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Setting Up an Truck Inventory Report
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Setting Up an Truck Inventory Report
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What is Just Over the Horizon in What is Just Over the Horizon in
Firehouse for Truck Inventories!
Soft are Integrated Bar Code Software Integrated Bar Code
Inventory Scanning y g
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Bar Code Checklists
Different bar-coding hardware options and
b d h pricing are still being evaluated at this time
F h
t
l Firehouse is targeting a 1
st
quarter 2011 release
for software updates and hardware
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Setting Up a Bar Code Checklist
Initial Check-list
Tab Screen >> Tab Screen >>
Click Add
Check-list for Check list for
add inventory
items to the
checklist
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Setting Up a Bar Code Checklist
Initial Check-list
Setup Screen,
Auto-populates
Odometer and Hour
Meter,
Can configure,
Default Display
Status values:
Allow (Default),
Require,
Do not display
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Setting Up a Bar Code Checklist
Drag and drop from
Full Inventory List,
> Toggle Button, or
Add Compartment
Button Button
Bar-code is not
required for the
compartment.
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Setting Up a Bar Code Checklist
Drag and drop from,
Full Inventory List
> Toggle Button
Checklist knows this
is a generic item
because the generic because the generic
flag is set in the
inventory record
Checklist will auto-
populate fields
accordingly
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Setting Up a Bar Code Checklist
Drag and drop from
Full Inventory List
> Toggle button > Toggle button
Checklist knows this
is a specific item
b h because the generic
flag is not set in the
inventory record
Checklist will auto-
populate fields
accordingly
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Setting Up a Bar Code Checklist
This is situation where
we have added
separate physical
l h h locations within the
cab compartment.
Drag and drop from ag a d d op o
Full Inventory List,
> Toggle Button, or
Add Compartment
B tt Button
Bar-code is not
required for the sub-
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compartment.
Setting Up a Bar Code Checklist
We can add as many
sub-compartments as
needed in each
llocation.
Drag and drop from
Full Inventory List, e to y L st,
> Toggle Button, or
Add Compartment
Button
The system looks at
the generic flag and
auto-populates fields
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accordingly
Setting Up a Bar Code Checklist
To add a maintenance
question, select the
it th ti i item the questions is
about, and click the
Add Maintenance
Question button Q
Add your question
Will show up in the Will show up in the
checklist items column
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Setting Up a Bar Code Checklist
To Add Numeric or
Valued Question,
select Item the
questions is about questions is about
and click the Add
Numeric Question
button
In this example the
user selects not to
have a Quantity have a Quantity
auto-populate for the
Expected Value, but
chooses to set up Error
R I f ti l
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Ranges, Informational
and Critical
Setting Up a Bar Code Checklist
The user clicks the Add
Class Item
This is functionality based
around the generic/specific
inventory item scenario inventory item scenario.
In this example the items
will be bar-coded but the
user only cares that there
are items in the location
and specifically which one.
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Setting Up a Bar Code Checklist
In this example the
user needs 4 cylinders
in the rear cab
Compartment and
does not necessarily
care which 4, the care which 4, the
scanner will determine
the specific ones when
they are scanned
This daily scan
example is complete
user clicks Save
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Setting Up a Bar Code Checklist
Checklist summary
after completing
the checklist setup
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Setting Up a Bar Code Checklist
Over time the checklist
screen will get to look like
this.
The user can view the
actual scans, by clicking
the Open button below
the Scans/Runs Check-list
Level list-box
The setup box will list all
the checklists associated
with the apparatus
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with the apparatus
Initiating an Apparatus Scan
Next the bar
code for the
apparatus to
First you
will need to
apparatus to
be scanned is
entered
S l t th t
login into
the scanner
Select the type
of checklist to
use
The mileage
and hours will
be entered
man all
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manually
Initiating a Compartment Scan
After
Next you will
scan the bar
entering the
previous
information,
code for the first
compartment to
be inventoried
select OK to
continue
Error list at this
point will be p
blank
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Scanning a Compartment
Once the compartment bar code is scanned p
the inventory list for that compartment will
appear.
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Changing the Scanned Quantity
This screen shows the changing of a quantity
of a generic item because of the scanned
items is represented by the out-of-service icon
Quantity is changed using the numeric spinner
field
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Scanning Equipment Maintenance Lists
On items that have been noted as having
maintenance required the maintenance maintenance required the maintenance
items list will appear
Using the standard symbol set, staff will Using the standard symbol set, staff will
note the condition of all checklist items
Once the maintenance is done, it list can be
marked as completed
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Missing Equipment in a Compartment
User will check-in items that are in missing
status by scanning the item in the
compartment or check-in with the stylus (if
items is set up in system that way)
- Missing items will change from Missing status
to Present when checked-in manually
When user scans new compartment and
Missing items remain Mss g te s e a
- All remaining Missing items will be carried
over to the error-list when user moves to
next compartment
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next compartment
Misplaced Inventory in Compartment
The misplaced
If an item is
misplaced
an error
item will be
highlighted in
red on the
message will
be
generated
red on the
scanner screen
N t th X i
generated
Note the X in
left column
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Unidentified Inventory in Compartment
If an item
has not
been
The
unidentified
been
entered
into
Fi h
item will be
highlighted in
red on the
Firehouse
yet an
error

red on the
scanner
screen
message
will be
generated
Note the ?
in left column
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Item Not in Checklist
When the user scans item that is
present in the compartment but not present in the compartment but not
on the selected check-in list
System displays message, This item is
not on the current [Daily, Weekly, or
Complete] Check In, prompts user
to click OK
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Completing a Compartment Scan
When you have completed
scanning the compartment the scanning the compartment, the
scanner will tell you that there are
?# of errors
These errors are added to the
overall error list when the
apparatus is completed.
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Completing a Truck Scan
User scans truck bar-code, located in the
cab of the truck
System displays error list where the user will
scroll through the list and mark items as
resolved as they get corrected resolved as they get corrected.
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Completing a Truck Scan
Once the apparatus scan is completed, the scanner
will be docked will be docked
Using Microsoft ActiveSync, the data will be
transferred into the Firehouse database
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Apparatus Inventory Summary
Once the data has
been synched back into
Firehouse a summary
ill ll screen will allow a user
to review the results of
a scanned inventory.
There are two tabs There are two tabs
Error List
Full Summary
Other information Other information
includes
Date/Times
Staff Involved
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Truck Status
Errors
Apparatus Inventory
Using Bar Codes Using Bar Codes
QUESTIONS?
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