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New Reporting Capabilities Give Answers
In Seconds
At the end of the day, the inspector
returns to the office and places the handheld in its cradle
next to a desktop PC that contains the master Microsoft
Access database of inspection reports. All inspectors feed
their handheld reports into this central database, while
retaining their own inspections on their handheld as a backup.
When inspectors make updates or changes to their inspection
records (such as for re-inspections), the new data automatically
updates the Access database when the handheld is placed
back in its cradle.
In addition to enhanced inspections
and access to data in the field, the new system has transformed
the Fire Safety Division’s reporting capabilities.
Using Access, users can conduct data queries on virtually
any criteria. “If my Division Chief asks how many buildings
with sprinkler systems were inspected in a particular area,
I can pull up the answer in a few minutes,” Putnam
observes. “In the past, the time needed to get that
type of information was so great that it probably could
never be done.”
Another report option is a list of all
re-inspections scheduled for the coming month. While this
information is available on the iPAQ handheld, the printed
report provides inspectors with a quick reference of where
they have to go and when. In the past, this information
would have to be tracked manually, with far greater risk
of errors and omissions.
Putnam points out an additional advantage
of the new system: if an inspector is promoted or retires,
he can hand over his handheld to his replacement. The new
inspector will then be able to start where the old inspector
left off, with complete knowledge of inspections that have
already been done for the year, and what is outstanding.
“People tend to get annoyed if we show up a few months
after the last inspection,” Putnam adds.
Building a Customized Solution
Initially, the department envisioned
using laptop computers for inspection but eventually rejected
the idea in part because the units were awkward to use but
also because suitable software was not available for capturing
the details required by the Springfield Fire Department.
One of the main challenges was the need to capture and access
data in very specific ways, with electronic forms designed
to match the flow of the actual inspection. An expensive
software development was not in the cards with tight budgets,
especially for experimental projects.
In early 2002 Putnam began investigating
handheld solutions, and an Internet search led him to SYWARE’s
application development tool, Visual
CE. He was intrigued because the software allowed handheld
database applications to be developed without programming
and seemed to be a good fit for commercial inspection. Rather
than spend thousands for a full-blown development effort,
Putnam developed the application himself for several hundred
dollars.
Using the Visual
CE software, Putnam created his handheld program by
dragging and dropping elements into position on the screen
— text fields, boxes, buttons and other features —
to create a custom electronic form. An on-screen keypad
is used for entering text and numbers. Another useful form
element is a box for signatures or drawings, such as a diagram
of an inspection site. “People like me who are not
database savvy can develop their own programs,” says
Putnam.
Drop down lists and popup windows allow
paper forms to be easily adapted to fit onto the miniature
handheld screen, while allowing a level of detail that is
awkward or impossible to present on paper forms. The ability
to define any desired detail allows inspectors to collect
very specific information about a site, with the fields
on the electronic form mapped to the central MS Access database.
This flexibility allows Putnam to create forms that match
the inspectors’ data collection needs, as well as put
the information to work rather than simply sit in a file
cabinet.
Moving Forward
Putnam notes that business owners
are often impressed when he pulls out his handheld, as it
helps create an image of a technologically advanced fire
department. He has been approached by other fire departments
looking for ways to work faster and more effectively using
handheld PCs. He has a number of ideas where the devices
would come in handy. One possibility is hydrant inspections,
where they can keep the inspection records on the Pocket
PC for later transfer to Access, eliminating the duplication
of effort associated with keying in data from paper forms.
Another example involves checking for
the presence of hazardous material when responding to an
alarm. A Battalion Chief will be able to enter the address
of a location where a fire has been reported to see if there
are hazardous materials on the property, and if so, the
location, type and quantity. Visual
CE records can include drawings showing the location
of the hazardous material or other useful information. With
instant access to this information, the Battalion Chief
will be able to notify the fire crew enroute that there’s
hazardous material on the scene that they’ll need to
avoid.
“People who are unfamiliar with
handheld computers may not realize how easy the devices
are to use,” Putnam concludes. “They also should
know that these units are not toys — the unit I have
is as fast as my daughter’s desktop PC, and they’re
only going to get better.” Coupled with the right software,
that’s good news for fire departments and the communities
they serve.
To
find out more about SYWARE's Visual CE click here.
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