Purpose Statement

Project codes in First Due allow fire and EMS departments to categorize and track personnel assignments to specific initiatives, training programs, grants, or operational projects. This feature enables administrators to organize activities, allocate resources effectively, and generate accurate reports for funding compliance, grant tracking, and departmental analytics. By implementing project codes, departments can maintain clear documentation of personnel involvement across multiple concurrent projects while simplifying payroll tracking and resource allocation.

Background Information

Project codes serve as organizational tags that can be applied throughout the First Due platform to activities, training sessions, incidents, and time entries. They are particularly valuable for departments managing multiple concurrent initiatives such as federal grants (SAFER, AFG), special operations teams, community outreach programs, or interdepartmental projects requiring specific tracking and reporting.

Common use cases include:

• Grant-funded positions and activities requiring separate tracking
• Special operations team assignments (hazmat, technical rescue, marine units)
• Training program categorization for certification management
• Community risk reduction and public education initiatives
• Apparatus maintenance and equipment testing projects
• Mutual aid agreements with neighboring jurisdictions

Required Permissions

To create and manage project codes, users must have:

• Access Scheduling 
  
• Access Setup
  

Video

Step-by-Step Guide

Accessing the Project Codes Setup

1. Navigate to the Scheduling module from the main navigation menu
2. Click on Setup from the Scheduling submenu
3. Select Project Codes from the available setup options
   

Creating a New Project Code

4. Click the Add Project Code button to open the project code creation form
   

4. Enter a descriptive project code name in the designated field

   • Use clear, recognizable names that indicate the project purpose (e.g., "SAFER Grant 2025", "Hazmat Team Operations", "Fire Prevention Program")
   • Consider using naming conventions that align with your department's existing documentation standards
     

4. Type a short code in the abbreviated name field

   • This creates a condensed identifier for quick reference and display in compact views
   • Recommended format: 2-6 characters (e.g., "SAFER25", "HAZMAT", "PREV")
   • Short codes appear in scheduling views, mobile displays, and reports where space is limited
     

4. Choose a color to visually associate with the project code

   • Select a color that provides clear visual distinction from other project codes
   • Colors appear in calendar views, shift boards, and activity logs for quick identification
   • Consider using consistent color schemes across related projects (e.g., all grant programs in blue tones)
     

4. Click Save to finalize the project code creation
   

Managing Existing Project Codes

Once project codes are created, you can manage them using the following tools:

• Reorder project codes: Click and drag the four-arrow icon to adjust the position of codes in the list

  • The order determines how codes appear in dropdown menus and selection lists throughout the platform
  • Position frequently used codes near the top for easier access
    

• Edit a project code: Click the pencil icon to modify the name, short code, or color

  • Changes apply immediately across all areas where the project code is used
  • Historical data retains the project code association even if details are modified
    

• Delete a project code: Click the trashcan icon to remove codes that are no longer needed

  • Caution: Verify the code is not actively assigned to personnel, activities, or training records before deletion
  • Deleted codes may affect historical reporting if they were previously used in archived records
    

• Set the default project code: Click the star icon to designate a code as the default selection

  • A gold star indicates the currently selected default code
  • The default code automatically populates when creating new activities or assignments, reducing manual selection for routine operations
  • Only one project code can be set as default at a time
    

Best Practices

Project Code Naming Conventions:

• Establish consistent naming standards before creating multiple codes to maintain organizational clarity
• Include year or grant cycle identifiers for time-limited projects (e.g., "AFG Equipment 2025")
• Use department-wide terminology that is recognizable to all personnel levels

Color Assignment Strategy:

• Develop a color coding system that aligns with project categories (grants, operations, training, community programs)
• Avoid using similar colors for different projects to prevent visual confusion in calendar and scheduling views
• Document your color scheme in department standard operating procedures for consistency

Default Code Selection:

• Set the most frequently used project code as default to streamline data entry
• Regularly review default settings as departmental priorities shift
• Consider seasonal changes (training programs, prevention campaigns) when selecting defaults

Project Code Management:

• Conduct periodic reviews to archive or delete obsolete codes
• Maintain a reference document explaining each project code's purpose and applicable scenarios
• Coordinate project code creation with budget tracking and grant reporting requirements

Common Mistakes to Avoid:

• Creating duplicate codes with similar names that cause selection confusion
• Deleting codes that are still referenced in active grants or ongoing reporting requirements
• Using generic names that don't clearly identify the project purpose
• Failing to establish naming conventions before multiple administrators create codes
• Setting default codes without considering the most common use case across all users

Troubleshooting & FAQs

Q: Can I rename a project code after it has been assigned to activities? A: Yes, you can edit project code names, short codes, and colors at any time using the pencil icon. Changes apply immediately throughout the platform, and historical assignments remain intact. However, ensure name changes don't create confusion in historical reporting or grant documentation.

Q: What happens to historical data if I delete a project code? A: Deleting a project code may affect historical reporting and data integrity. Before deletion, verify the code is not referenced in active grants, ongoing projects, or archived records you need to maintain for compliance. Consider marking codes as inactive rather than deleting them if you need to preserve historical associations.

Q: Why can't I see the project code option when creating activities? A: Verify that: (1) You have appropriate permissions to use project codes in that module, (2) Project codes have been created in the Personnel setup, and (3) The specific activity type supports project code assignment. Some activity types may have restrictions based on your department's configuration.

Q: How many project codes can I create? A: While First Due doesn't impose a strict limit, best practice recommends maintaining a manageable number of active codes (typically 10-20) to prevent selection confusion. Archive or delete obsolete codes regularly to keep the active list focused on current departmental priorities.

Q: Can project codes be used for payroll tracking? A: Yes, project codes integrate with First Due's time tracking and scheduling features, making them valuable for grant-funded position tracking and specialized assignment compensation. Coordinate with your payroll administrator to ensure project codes align with your department's payroll categories and reporting requirements.

Q: The color I selected isn't displaying clearly in the calendar view. Can I change it? A: Yes, edit the project code using the pencil icon and select a different color. Test the new color in various views (calendar, shift board, mobile app) to ensure adequate visibility and distinction from other project codes.

Q: How do I establish which project code should be the default? A: Analyze your department's most common activities and assignments. The default should represent the project code used most frequently across all personnel and operational areas. Review default settings quarterly to ensure they align with current departmental priorities and seasonal operations.