Electronic Records Management System

The vendor is required to provide by electronic records management system.
- Provide searchable and filterable list and map view options for viewing incidents, occupancy, and hydrant records.
- Provide the ability to customize user roles and permissions.
- Provide the ability to bulk import and bulk export incident-, occupancy-, and hydrant-related data.
- Provide the ability to create custom list views for incidents, occupancies, and hydrants.
- Incident desktop views must be searchable and filterable by multiple fields, including incident date, incident type, incident number, business name, address, shift, battalion, station, and status.
- Occupancy desktop views must be searchable and filterable by multiple fields, including occupancy id, occupancy name, address, building type, shift, battalion, station, next inspection date, and assigned inspector.
- Hydrant desktop views must be searchable and filterable by multiple fields, including hydrant id, address, hydrant type, shift, battalion, station, service status, next inspection date, and assigned inspector.
- The solution must provide on-demand and scheduled (daily, weekly, monthly, quarterly, etc.) reporting capabilities; this functionality must be extended to any module pertaining to incidents, occupancies, and hydrants.
- The solution must provide a library of pre-built/standardized reports pertaining to incidents, occupancies, and hydrants.
- The solution must allow the agency to write/create custom reports at the local level for routine and ad-hoc reporting; this functionality must extend to any module pertaining to incidents and hydrants.
- The solution must provide the ability to report on both system and user-defined fields; this functionality must be extended to any module pertaining to incidents, occupancies, and hydrants.
- Provide a central square cad interface/integration that allows cad data to be imported directly into an incident report.
- The solution must auto-generate an incident report for each cad incident.
- The solution must also provide the option to manually create an incident report.
- The solution must be capable of populating the shift and battalion for each incident report based on county fire rescue’s shift schedule; a shift is defined as 0730 on the start day through 0730 on the following day; note that shift and battalion data may not be provided/available via the agency’s cad or any other integration/interface with the solution; the solution must therefore be capable of calculating the shift and battalion for each incident report via alternative means (pre-loading, logic, etc.).
- The solution must provide a user-friendly reporting interface, with intuitive navigation and a logical workflow for easy data input.
- The solution must be capable of validating an incident report in such a way as to ensure a value exists for each required field before a user can mark an incident report as complete.
- The solution must provide the agency with the ability to view, import, and use form templates created by other customers in the form of a form library, available to the agency at the local level.
- The solution must provide the functionality necessary to view, inspect, and maintain preplans/occupancies.
- The solution must provide the ability to schedule pre-plan inspections.
- The solution must provide the ability to bulk schedule pre-plan inspections.
- The solution must provide the ability to set up a recurring pre-plan inspection schedule.
- The solution must provide the ability to assign pre-plan inspections.
- The solution must provide the ability to bulk assign pre-plan inspections.
- In addition to a list or grid view, the solution must provide a desktop map view for viewing occupancies.
- The solution must be capable of linking pre-plans with incidents and hydrants.
- The vendor must demonstrate a connection/link between their pre-plan, hydrants, and incident reporting modules.
- The solution must provide the ability to edit an occupancy’s coordinates, preferably via “drag and drop” on a map view or by manually editing the occupancy’s latitude and longitude.
- The vendor must provide a mobile application by which the agency can view pre-plans and conduct pre-plan inspections, with an extended session timeout length and the ability to notify responding units of pre-plans for the occupancies to which they are responding.
- The solution must provide the agency with the ability to share pre-plan data from within the solution with neighboring/local municipalities also utilizing the same solution.