Purpose Statement

This FAQ article addresses common questions about the Assets module in First Due, helping administrators and asset managers understand key concepts, make informed decisions about equipment classification, and implement best practices for equipment management, work order boards, and kit organization.

Background Information

The Assets module is a comprehensive tool for managing your department's equipment, inventory, and resources. Understanding the distinctions between equipment types, work order configurations, and kit organization will help you maximize the module's efficiency and ensure accurate tracking of your agency's assets. This FAQ compiles commonly asked questions and practical guidance based on successful implementations across fire and EMS agencies.

Required Permissions

To perform the tasks referenced in this article, users need the following permissions:

• Assets - View: To access equipment lists and view asset details
• Assets - Edit: To create, duplicate, and modify equipment items
• Work Orders - Manage: To create and configure work order boards, phases, and types
• Kits - Manage: To create, assign, and organize kits and their contents

Equipment & Inventory

Understanding the distinction between Equipment and Inventory is crucial for proper asset classification in First Due. Consider these factors when making your determination:

Equipment:

• High-cost items (typically >$500)
• Items with regular Preventative Maintenance or Testing requirements
• Items that require repair when damaged rather than replacement
• Examples:
  • Radios
  • SCBA
  • Gas Meters
  • Thermal Imaging Cameras
  • Turnout Gear

Inventory:

• Consumable items
• Low-cost items
• Items that would be discarded if damaged rather than repaired
• Examples:
  • EMS Supplies
  • Traffic Cones / Caution Tape / Safety Vests
  • Hand Tools / Axes / Halligan / Pike Poles / Shovels

Yes, multiple items of the same type can share the same name. The Equipment ID is what must be unique.

Example: You have five chainsaws. They can all have the name "Chainsaw", but each would have a different Equipment ID (e.g., SAW-001, SAW-002, SAW-003, SAW-004, SAW-005).

Bulk checks are ideal for equipment types where multiple identical items need standardized inspection procedures. Common use cases include:

• Hose
• SCBA
• Ladders
• Apparatus (Pump Testing)

Yes! You can duplicate any equipment item by using the "Copy" button from the actions column within your Equipment List. This feature saves time by replicating all specifications, maintenance schedules, and configurations from an existing item, requiring you to only update unique identifiers like Equipment ID and serial numbers.

Navigation: Assets > Equipment List > Actions Column > Copy Button

Work Order Boards

Agencies typically organize Work Order Boards by equipment category or department function. The most common boards include:

• Apparatus
• Equipment (General)
• SCBA
• Radio
• PPE (Personal Protective Equipment)
• Information Technology
• Facilities

You are only limited by your agency's operational needs when creating Work Order Boards.

Common Phases:

1. Reported
2. Evaluating
3. Parts On Order
4. In Progress
5. Resolved

Note: There can be no more than five phases per Work Order Board.

Common Work Order Types:

• Critical (OOS) Issue - I (High Priority)
• Minor Issue - II (Medium Priority)
• Other Issue - III (Low Priority)

Note: There is no limit to the number of Work Order Types. However, each type name must be unique within the board. You cannot have two types with the same name but different priority levels (e.g., you cannot have "Repair" as both High and Medium priority).

Kits

Kits provide flexible organization for both equipment and inventory items. They offer several key advantages:

Organizational Benefits:

• Can be stocked with equipment, inventory, or both
• Can contain pouches for additional sub-organization
• Maintain complete contents lists regardless of location

Assignment Flexibility:

• Can be assigned to physical locations (stations, apparatus, facilities)
• Can be assigned to individual users
• Can be moved between locations while maintaining all contents tracking

Management Features:

• Can have dedicated check schedules and checklists
• Can have their own work orders for maintenance and repair
• Provide accountability for grouped items

Based on successful implementations, these are the most frequently created kits:

• EMS Bags (ALS, BLS, Trauma)
• High Rise Kits
• RIT (Rapid Intervention Team) Kits
• Hydrant Kits
• PPE Storage Kits
• Toolboxes
• Extrication Equipment Sets
• Specialized Response Kits (Hazmat, Technical Rescue, Water Rescue)

Best Practices

Equipment Classification

• Establish clear thresholds for Equipment vs. Inventory classification agency-wide
• Consider lifecycle costs, not just purchase price, when determining equipment status
• Document your classification criteria for consistency across departments

Equipment Naming Conventions

• Use descriptive, standardized names for equipment types
• Implement a consistent Equipment ID format (e.g., category prefix + sequential number)
• Create an Equipment ID naming convention guide for your agency

Bulk Check Efficiency

• Group similar equipment items by type and location for efficient checking
• Create standardized check templates for commonly inspected equipment
• Schedule bulk checks during shift change or designated maintenance periods

Equipment Duplication

• Use the Copy function when adding new items of existing equipment types
• Update only the unique identifiers (Equipment ID, serial number, purchase date)
• Verify all copied maintenance schedules are appropriate for the new item

Work Order Board Organization

• Limit the number of boards to avoid confusion (typically 5-8 boards maximum)
• Keep phase names consistent across all boards when possible
• Use priority levels that align with your department's operational policies
• Review and archive completed work orders regularly to maintain system performance

Kit Management

• Assign kits to specific apparatus or stations for accountability
• Create nested pouches within kits for detailed organization
• Establish regular kit inventory checks to ensure completeness
• Use kit-level checks rather than checking individual items separately when appropriate
• Document standard kit configurations for consistency across identical kits

Data Maintenance

• Review equipment status regularly to identify outdated or retired items
• Update equipment locations when items are transferred
• Maintain accurate assignment records for kits and equipment

Troubleshooting & FAQs

Q: I duplicated an equipment item, but the maintenance schedule seems incorrect. What happened?

A: When you duplicate equipment, all settings including maintenance schedules are copied. Review the maintenance schedule on the duplicated item and adjust dates to reflect the new equipment's service timeline.

Q: Can I change an item from Inventory to Equipment (or vice versa) after it's been created?

A: Yes, but this should be done carefully. Contact your system administrator to ensure proper reclassification and to maintain historical data integrity.

Q: My Work Order Board has more than 5 phases. How is this possible?

A: The system enforces a 5-phase limit. If you see more than 5, they may have been created before this limit was implemented. You should consolidate phases to comply with current system requirements.

Q: Can a kit be assigned to multiple locations simultaneously?

A: No, a kit can only be assigned to one location or user at a time. If you need the same kit configuration in multiple locations, create separate kits with identical contents.

Q: What happens to kit contents when I move a kit to a different location?

A: All contents move with the kit automatically. The system tracks the kit's location, and all items within it are considered to be at that location.