Tablet ICS Integration: The Time Has Come

May 17, 2021
Charles Werner's discussion with two fire departments that use tablets on the fireground exhibits how the requirements of the devices and apps for the ICS are quite established.

Over the years, computerization of the fire service has provided many enhancements to operations. However, computers or mobile data computers (MDCs) often don’t offer the speed, reliability and ease of operation that’s needed for initial response operations in fire apparatus and command vehicles.

The moment the dispatch is sent for an emergency response, the immediacy of access to response data is necessary and must be available within seconds upon entering the apparatus. Tablet computers, or tablets, offer speed (instantly on), quick processing, reliability, ease of operation, built-in GPS location, wireless connectivity, an intuitive graphical user interface via touch-screen capability and affordability.

When it comes to integrating tablets, there has been resistance to moving away from the traditional paper and/or whiteboard systems for incident command system (ICS) and accountability. Much of the resistance has come from negative experiences with computer lockups. Nevertheless, there are signs of significant success of tablets used for ICS.

The right stuff

What is required to determine the successful integration of tablets into ICS? In addition to their aforementioned attributes, tablets must be large enough to provide an effective data-entry tool and visual representation of the fire scene through their own screen or via connection to a larger monitor. Tablets’ internal GPS location must be capable of providing automatic vehicle location, which can be captured within the tablet app. During the ICS automation, tablets must be able to operate in the absence of connectivity and be able to sync up when connectivity is restored.

All that said, the app (software solution) is just as important. The app determines functionality, integration with other systems, effectiveness and capability to streamline the ICS automation.

The app must mirror the traditional ICS operational procedures and documentation and have the capability to pull in relevant data from computer-aided dispatch (CAD) systems and apparatus staffing data programs. It must conform to ICS forms, worksheets, checklists and other required documentation for both immediate operations and post-incident after-action reports. It must be compatible with the Blue Card system of ICS operations, which is used to standardize incident operations throughout the organization.

The app must provide the ability to effectively assume and transfer command and document this command process. It also must allow for a command override and for a higher-ranking officer to assume command even if unable to be relinquished by the officer in command at the time of desired command transfer.

Richmond Hill (Ontario, Canada) Fire and Emergency Services (RHFES) incorporated the use of tablets for ICs about two years ago. Approximately 12,000 incidents per year are run through the system. RHFES Fire Chief Steve Kraft explains that any tablet that his department employs can request to take over the incident. “If the request isn’t answered in one minute, [the request] automatically is transferred to the person who requested it.”

Connectivity should allow remote access to the template or worksheet that’s being used in the field by any given incident commander (IC) at all incident scenes. This provides real-time situational awareness to any/every officer to understand the magnitude of the incident, the tasks that are being assigned, and the resources that are on scene and are assigned to various tasks.

The tablet/app solution must enhance dramatically the ease and accuracy of ICS documentation through custom-designed templates, checklists and worksheets that can interface with and pull data directly from CAD, staffing software, etc.

The San Bernardino County, CA, Fire Department has used tablets for ICS for five years. The department’s assistant fire chief, Jeff Birchfield, says, “A new feature recently added is the unit’s ability to add notes to the call, which then populate into the CAD notes and stay with the call for documentation purposes. This feature allows us to reduce unnecessary radio traffic and prevent sensitive information from going over the radio waves.”

Mapping

As the incident unfolds, templates can be selected for each incident type to outline specific tasks that are required. The app must utilize a mapping feature to mark and capture apparatus locations and crew tasks/locations, with capability to date/time stamp automatically as assigned/completed. Also, access to pre-incident planning, hazmat data, hydrant locations and other water supply resources is required. Integration with Esri, which is a major geographic information system (GIS) company, can allow for integration of the localities’ GIS systems to access even more information regarding the property that’s involved. Automatic population of the templates or worksheets from CAD as to available on-scene resources and updating of the remaining resources is a must.

The tablet/app solution must be able to designate command and supervisory assignments and document as required by the National Incident Management System (NIMS). As incident tasks are completed, task status should be updated easily by touch screen to update/document the crew/task/status.

Reliability and training

As for accountability monitoring, this ICS-integrated solution must include incident timers and have access to the responding companies and their assigned personnel from staffing programs. Without this, recommendations for the personnel accountability report (PAR) actions that automatically alert ICs to initiate the PAR check and document accountability status for all crews and personnel can’t be provided. All of this will be accessible if an on-scene emergency occurs to quickly identify personnel assignments and locations within seconds at the touch of the screen.

When it comes to reliability, Birchfield says his department has used a tablet solution on thousands of incidents. “Our agency responds to approximately 150,000 calls for service annually, with over 1,500 structure fire responses and over 1,500 vegetation responses, many of which are multiple alarms.” He says tablet failures have been very infrequent and often have been IT issues on the agency’s side.

As with any introduction of new technology, there first must be operational guidelines or standard operating procedures that provide the how, when and where a tablet solution will be deployed. This must include an adequate training program to ensure that all personnel who use the technology understand its use and are proficient with its use during various types of incidents.

Kraft says his department’s training was straightforward and uncomplicated. “We provided two-hour sessions for all officers” and “additional training to our platoon chiefs to ensure that they were comfortable using [the app] as a tactical worksheet.”

Birchfield use the term “simple” to describe the user/interface experience. He tells Firehouse Magazine that it requires minimal instruction. That said, he concedes that “it takes an incident commander to run a few incidents to build the muscle memory while under stressful conditions.”

On the same page

Service and responsiveness from the tablet vendor are absolute necessities. This is important to deal with performance issues, operational failures, training and maintenance and to provide a means for continued product development. It’s important that the tablet vendor have a strong relationship with the agency’s IT department, CAD vendor, GIS vendor and other interfaced information systems, such as staffing programs. This ensures the most effective and ongoing path for full integration and successful operation.

“The most difficult part of the transformation was getting our CAD vendor, our police department and [the app vendor] all working together,” Kraft explains. “Obviously, everyone has different priorities, and they don’t always align.”

Although the new technology will enhance the safety of personnel, improve operational effectiveness, provide real-time situational awareness and capture various performance measures, there always must be a backup plan, such as whiteboards and the traditional accountability boards. With all electronic technology advancements, there will be hardware, software and/or app failures, as infrequent as they might be.

Simplify and expedite

Tablet integration into ICS has a very promising future. The automation of the traditional use of pen, paper, whiteboards and accountability boards during ICS creates a much-improved operational effectiveness, with far reaching situational awareness and enhanced safety that will be impactful throughout a department. The ability to use electronic worksheets simplifies and expedites the documentation process to capture data more accurately and to review specific performance measures. Integration of CAD, staffing programs, GIS and other data provides a way to maximize this aggregated data into one fully integrated operational solution. The full process is streamlined to guide ICs with the ease to assign, update and document incident tasks with the touch of the tablet screen.

The time has come to transition to tablet ICS integration.

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