Purpose Statement
This article provides a centralized guide for creating, editing, deleting, and archiving apparatus records within First Due. It supports consistent data management, improves record accuracy, and provides a central location for managing fleet information and associated records.
Background Information
Apparatus records are used to track fleet information and related operational data within the Assets module. Depending on the apparatus and available features, an apparatus record can include specifications, EMS and NISS data, checklists, work orders, preventative maintenance, fluid entries, log book records, compartments, equipment, inventory, and kits.
Once an apparatus record is created, it becomes a centralized management hub, allowing users to maintain information associated with the vehicle from the apparatus record.
Common use cases include:
- Adding new department-owned or aiding apparatus
- Updating apparatus information, locations, and vehicle readings
- Managing specifications and attachments
- Reviewing checklist and maintenance information
- Tracking fluids and log book entries
- Managing compartments, equipment, inventory, and kits
- Archiving apparatus while retaining historical information
- Deleting incorrectly created or unnecessary apparatus records
Required Permissions
Users must have the appropriate permissions based on the apparatus management actions they need to perform:
- Assets - Bulk Update Apparatus — Allows users to perform bulk updates to apparatus records.
- Apparatus Archive — Allows users to archive apparatus records.
- Apparatus Read
- Read — Allows users to view apparatus records.
- Update — Allows users to edit existing apparatus records.
- Create — Allows users to create new apparatus records.
- Delete — Allows users to delete apparatus records.
Assign only the permissions necessary for each user's role and responsibilities.
Video
Step-by-Step Guide
Access the Apparatus List
Select the First Due logo in the upper-left corner.
From the Assets module, select Apparatus List.
If you have the appropriate access to the Admin module, you can also access the Apparatus List from there.
Create a New Apparatus Record
1. Select New Apparatus
From the Apparatus List, select New Apparatus. When creating a new record, the left-side navigation initially displays:
- Apparatus Information
- Specifications
2. Input Required Apparatus Information
Complete the minimum required apparatus information:
- Apparatus Name
- Fleet Vehicle Number
- Ownership Type
Select the appropriate Ownership Type:
- Department — Used for apparatus owned or housed by your agency.
- Aiding — Used to track an aiding or mutual aid vehicle, including its use for incident documentation. Selecting Aiding limits the information available for the vehicle because it is not owned or housed by your agency.
Important Note:
Fleet Vehicle Number and Specifications are no longer available for Aiding vehicles.
Department Owned Apparatus
Aiding Apparatus
3. Input Optional Apparatus Information
Enter any additional apparatus information applicable to the vehicle.
Ensure the following identifiers are unique to the vehicle when entered:
- Department Vehicle ID
- Fleet Vehicle Number
- VIN
If one of these values matches an existing apparatus record, the system will return an error when you attempt to create the apparatus.
Important Note:
Only Apparatus Information and Specifications are available during initial creation. After the apparatus is created, additional management sections become available within the record.
4. Document Apparatus Specifications
Available Specifications data fields may include:
- Staffing level
- ALS support
- Tire information
- Engine information
- Drivetrain information
- Fuel and fluid information
- Attachments
Important Note:
Additional tire pressure fields only appear after creation of new apparatus.
5. Save New Apparatus Data
Select Create to create the apparatus record.
Manage Existing Apparatus Records
1. Locate the Apparatus to Edit
In the Actions column, select the Edit Pencil.
Tip:
After an apparatus is created, its record provides a centralized workspace for managing information and records associated with that vehicle.
2. Update Apparatus Information
Update applicable apparatus information. Depending on the record, this can include:
- Home location
- Current location
- Vehicle hours
- Odometer
- Aerial hours
- Purchase information
- Description
3. Access Apparatus Specific Data
Use the left-side navigation to access the additional sections available after the apparatus has been created.
These can include:
- Apparatus Information
- Specifications
- EMS Data
- Checklist
- Work Orders
- Preventative Maintenance
- Fluids
- Log Book
- Compartments
4. Edit Apparatus Specifications
Within Specifications, review or manage tire pressure fields, additional specifications, and attachments. Tire pressure values updated through field update questions in a checklist are displayed within the apparatus specifications.
5. Input Apparatus EMS Data
Use EMS Data to track applicable EMS and NEMSIS applicable data for the vehicle.
NEMSIS data can include:
- NEMSIS Vehicle Type
- Apparatus Transport Statistics
- Apparatus 911 Response Certifications
6. View and Audit Apparatus Checklist Data
Use Checklist to review and audit incomplete, completed, or missed checklists. Depending on permissions and record status, users can also manage incomplete checks.
7. View and Audit Apparatus Work Order Data
Select Work Orders to review work orders associated with the apparatus. Available actions, such as editing or deleting, depend on permissions.
8. Verify and Edit Preventative Maintenance Cycles
Select Preventative Maintenance to add or edit maintenance cycles associated with the apparatus.
Add new maintenance cycles by selecting Add Maintenance.
9. View Apparatus Fluid Entries
Use Fluids to review fluid entries associated with the vehicle. Audit information related to fluid type, total volume, and total cost.
10. View System Generated and Manual Log Book Entries
The Log Book will show all system generated events for the selected apparatus. Manual Log Entries will provide the ability to view, edit, or delete log entries.
11. Verify and Create Apparatus Compartments
The Compartments section provides the ability view and manage compartments associated with the apparatus. From the compartment workflows, users can manage applicable equipment, inventory, and kits assigned to the vehicle. Compartments can be associated to Checklists or removed from checklist assocation.
12. Save Apparatus Configuration Changes
Click Save within each section as changes are made.
Archive an Apparatus Record
1. Locate Apparatus to Archive
- Locate the apparatus on the Apparatus List.
- In the Actions column, select the Archive paper box icon.
2. Review the Archive Confirmation
Confirm the archive action when the confirmation box appears.
Warning:
Archiving an apparatus is irreversible. However, historical information associated with the apparatus is retained, including applicable checklist records, work orders, preventative maintenance, and inventory tracking.
3. Perform Bulk Archive (Optional)
To archive multiple apparatus records, select the applicable records from the Apparatus List, then use Actions to initiate the archive workflow.
Info:
See the article on Bulk Actions for Apparatus Records to learn about how to complete Archiving and Bulk Updates for apparatus records.
5. Delete an Apparatus Record
1. Locate the Apparatus to Delete
- Locate the apparatus on the Apparatus List.
- In the Actions column, select the Delete trash can icon.
2. Confirm the Delete Action
- Review the confirmation message.
- Confirm the deletion.
3. Perform Bulk Delete (Optional)
To delete multiple apparatus records, select the applicable records from the Apparatus List, then use Actions to initiate the delete workflow.
Info:
See the article on Bulk Actions for Apparatus Records to learn about how to complete Archiving and Bulk Updates for apparatus records.
Best Practices
- Use consistent naming conventions for apparatus records across your fleet.
- Ensure the Department Vehicle ID, Fleet Vehicle Number, and VIN are unique when those identifiers are entered.
- Select the correct ownership type when creating an apparatus.
- Use Aiding for mutual aid vehicles that are not owned or housed by your agency.
- Archive apparatus when historical records need to be preserved.
- Delete apparatus only when the apparatus and its associated records should be permanently removed.
- Use the apparatus record as the central location for managing vehicle information and associated operational records.
- Regularly review apparatus locations, vehicle readings, maintenance information, fluids, and checklist data.
- Verify permissions before allowing users to edit or delete apparatus records.
Troubleshooting & FAQs
Why do I see only Apparatus Information and Specifications when creating an apparatus?
These are the sections available during initial apparatus creation. Additional management sections become available after the apparatus record has been created.
Why am I receiving an error when creating an apparatus?
Check the Department Vehicle ID, Fleet Vehicle Number, and VIN. When entered, these identifiers must be unique and cannot match an existing apparatus record.
Why did fields disappear after I changed the Ownership Type to Aiding?
Aiding apparatus have fewer available fields because these vehicles are not owned or housed by your agency.
Why are different tire pressure fields appearing for different apparatus?
Available tire pressure information varies based on the selected vehicle or apparatus type.
Where can I review checklist information for a specific apparatus?
Edit the apparatus and select Checklist from the left-side navigation. From there, you can review and audit incomplete, completed, and missed checklists. Available management actions depend on your permissions.
Where can I manage preventative maintenance?
Edit the apparatus and select Preventative Maintenance from the left-side navigation. From there, authorized users can add or edit maintenance cycles associated with the vehicle.
Where can I manage equipment, inventory, and kits assigned to an apparatus?
Edit the apparatus and select Compartments. The compartment workflows provide access to applicable equipment, inventory, and kits assigned to the vehicle.
When should I archive an apparatus instead of deleting it?
Archive an apparatus when you need to remove it from active use while retaining its historical information. Delete an apparatus only when the apparatus and its associated records should be permanently removed.
Can I archive or delete multiple apparatus records at once?
Yes. Select the applicable apparatus records from the list and use the Actions workflow. Refer to the bulk actions documentation for complete instructions on the current bulk-action workflow.
Why can't I edit or delete certain apparatus information?
Available actions can depend on the permissions assigned to your user role.
Additional Considerations
Centralized Apparatus Management
The apparatus record serves as a centralized location for managing vehicle information and associated records. Depending on available features and permissions, users can access specifications, EMS and NISS data, checklists, work orders, preventative maintenance, fluid entries, log book records, compartments, equipment, inventory, and kits from the apparatus record.
Ownership Type
Selecting the appropriate ownership type is important when creating an apparatus. Department is the default ownership type and provides access to the information applicable to agency-owned vehicles. Selecting Aiding limits the available vehicle information because the apparatus is not owned or housed by the agency.
Bulk Actions
Bulk archive and delete workflows are initiated by selecting multiple apparatus records and using Actions from the Apparatus List. Because bulk-action workflows are maintained separately, use the dedicated bulk actions documentation for the current workflow rather than relying on the individual-record actions described in this article.