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Tracking Apparatus

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Let’s start by entering a vehicle into our inventory and linking it to the Apparatus Linking Type.   Let’s roll:

 

1.Adding a vehicle to inventory is similar to adding other items, only there are a few extra steps involved after the basic information is entered.  Have a look at Figure 1 to see what a sample vehicle entry would look like:

 

Figure 1

 

2.Have a look below at these editable lists and you will see the Linking Type drop-down menu (see Figure 2).    For all your apparatus, the Linking Type will be (and you guessed it) 'Apparatus'.

Figure 2

 

FP2 Cool Tip: Make sure that you link all your apparatus to the Apparatus Linking Type and not the Linked to Incidents/Pub-Ed Linking Type.  These are two very different Linking Types.  The only way an apparatus can appear in the Truck Chart is if you link it to the Apparatus Linking Type.

 

3.When you select the Apparatus Linking Type, the first thing you will notice is a few new tabs will appear below.  These tabs are: Mileage, Incidents, Daily Log and Invoice Rates and they are unique to this linking type. Click on the tabs and, if you can’t see the data fields, just click the Add button () and they will appear:

 

Mileage – This details such items as the apparatus odometer reading, fueling costs and mileage rates.  Each record in the Mileage tab will automatically calculate the KM/Litre for that fill, based on the odometer reading and number of litres added.

 

Incidents – This details all the incidents this apparatus was used in between the dates specified in the date field at the bottom of this window.  Notice that you can’t add new incidents to this apparatus from this tab, as that is done through the Truck Chart tab in the Incidents Module.

 

Daily Log – This details references any daily log entries related directly to the Apparatus. As with the Incidents tab, you cannot add any Daily Log entries from this tab, as that is done through the Daily Log record window.  It is important to note that you will need to have purchased and installed the Daily Log module for this tab to be available.

 

Invoice Rates – This tab only appears if you have installed the Invoice Module. The data fields at the bottom of this window allow you to set the various rates per hour for the apparatus.  Typically, most departments will use one set of invoice rates for each apparatus, but some departments may have different rates depending on how the vehicles are used. If you only use one  set of invoice rates, select 'Main' from the Type drop-down menu. Otherwise you can add in other types.

 

Invoice interval rates for apparatus are also customizable in FP2, and you can tailor those intervals for invoicing all your apparatus.  This is found in the Set-Up menu and clicking on the Custom Settings option.  In the Accounting tab and the Invoice Sub-tab, look near the bottom of the window and you will notice the Apparatus Rates settings (see Figure 3):

 

Figure 3

These intervals flow through to the Invoice Rates tab in Inventory and, in turn, are used on invoices that include apparatus.

4.While we’re on the subject of Apparatus, let’s discuss FP2’s Monitor Driving feature.  Essentially, this feature allows you to track how often a personnel member is driving any apparatus, whether it’s during training or incidents.  Monitor Driving will report on these activities through the Personnel Module.  As you may suspect, there are detailed reports available.

 

Let’s have a look at the Recent Driving report, which is generated through the Personnel List window.  Click the Print Details button () and select the Recent Driving option.  This report shows the most recent driving of each vehicle by each person this report was selected for (See Figure 4):

 

 

Figure 4

 

Remember that the Monitor Driving feature must first be enabled in Custom Settings.  Simply go to Set-up -> Custom Settings -> Personnel tab -> Settings sub-tab and check the Monitor Driving feature.

 

Also, and in order to have this feature work properly, you will need to have the Monitor Driving checkbox selected in both the Inventory and Personnel modules.  For the apparatus, this checkbox is located under the General tab in the Inventory Information window.  For the personnel member, it is under the Custom tab in their individual personnel information windows.   Ensure that you enable Monitor Driving for the apparatus first and the personnel member second, or this feature won’t work properly.

 

5.The Post-Trip Checklist is another handy feature that is specific to the Apparatus Linking Type.  This checklist provides a way for you to record the complete post trip check on the apparatus after an incident.  Anything concerning the post trip truck check may be recorded in this checklist, such as fuel, tire pressure and an onboard stock item count.  Also, you may keep a record of walk-around checks and track any damages.  Not only does this checklist allow you to see all of this detail with the incident record for this truck, but you can also see the whole checklist history with the truck's records in its Inventory record.  

 

6.The default Post Trip template can be assigned to each apparatus through the Inventory module under the General tab.

 

In the Incident Report window, you will see that all apparatus  used in a particular incident are automatically added to their Post Trip sub-tabs (located in their Checklists tab). Double clicking on the apparatus here will allow you to fill out the Post Trip Checklist for any specific truck. Please note that you will need to have purchased and installed the Checklists Module in order to have access to the Post Trip Checklist features.