Beginners [Unofficial] Guide to Using Target Solutions for Fire Inspections

Several years ago our department was seeking to transition from paper files and inspections to an all digital solution.  I presented several software options, but in the end, I was told that we already pay for Target Solutions, can we make that work for inspections?  I did not know the answer to that question, as I had assumed that Target Solutions was only a training software program, however, as I began to search through and experiment with its other features, I quickly realized that it was a good fire inspection solution.

The key to making this work for your department is in the proper utilization of the ‘Activities Builder’ feature of the program. Knowing how to use the ‘Activities Builder’ can provide a viable solution for digital, cloud-based fire inspection activities.  The below guide will walk you through how to set-up a custom inspection checklist that may fit your departments needs.

• Log in to your Target Solutions account.
• Select the ‘Administration’ tab
• Select the ‘Activities Builder’ tab (left sidebar)

If you have not done so already, you will need to create a ‘category’ for your inspection activities. On the right side of the screen in the highlighted area labeled ‘Categories’, select ‘Add New’.  Insert category name, and select ‘submit’ to save.

• Select ‘Create New Activity’  (green button in the top right hand corner of the screen).
• Select ‘Category’
• Insert ‘Name’ and brief ‘Description’ of the form
• Select or deselect desired ‘Options’.
• Typically for inspection forms you will want to ‘Allow Self-Assign’ as this permits all users to select and complete the inspection form
• You may also want to ‘Require validation upon completion’ this will allow an administrator to review the report and reject or request changes.
• Select desired ‘Privacy’ options - these pertain to who can access and change the inspection form
• Add ‘Tags’ as necessary (your Target Solutions representative can assist with this)
• ‘Certificate’ is not normally required for an inspection document - this is primarily for custom activity training classes.
• Select ‘Save’

The next screen that appears will be the start of your form. The title of the form (that was given to it in the step above) will be in the top title bar. The description will be in a text box below that. The next step in building your inspection form is to add various components. Components that may be used are located in the right sidebar. These can be added by simply clicking on the title and completing the information as prompted.  For inspection forms we will only need to utilize a few of these components. You will notice that each of these components will have a checkbox labeled ‘User response required’. If this is checked it will prevent the form from being submitted until that component has been completed. It is advisable to select this option for inspection activities, as this can serve as a reminder to the inspector of items that need to be addressed.

• Select ‘Date Complete’
• Select desired options in the pop-up box, then click ‘Submit’
• Select ‘Units Involved’ - This is a good selection to identify the units or individuals conducting the inspection. In the question box you could enter, ‘Personnel conducting inspection’.
• Select ‘Location’ - this is where the property address or identification can be entered.
• Select ‘Request File’ - this allows inspection pictures or other documentation to be uploaded and attached to this specific report.

Next we will need to add some ‘Free Form Components’. The ‘Question’ component will be utilized most frequently.

• Select ‘Question’ - 
• Enter a brief description or instruction on the item to be inspected
• Select ‘User response required’ (recommended for most items), if desired
• Select ‘Answer’ - there are five options, the most common three that you will use are described below:
• Text - allows user to enter small amount of information, anything that can be typed from the keyboard.
• Long text - the best option for items that may require a longer explanation, or narrative material. I usually end my forms with the long text box so the inspector can provide a full narrative of any issues or deficiencies.
• Multiple choice - this allows for the more efficient information entry of a drop down selection box.  This is perfect for limited response items (such as, pass/fail, open/closed, etc.) or to create checklist items. To create a checklist of items, select the box labeled ‘Allow multiple selections’
• Select ‘Submit’ to save
• Repeat this process as necessary to account for all required inspection items.

The form auto-saves as it is being created. When you are done, you should click the eyeball icon (top right corner) to preview the form. Make changes as needed.

The great thing about using Target Solutions for fire inspections is that it is fully customizable, provides data output in a variety of outputs (.xml, .pdf, etc.), and since it is cloud-based, is instantly accessible from anywhere. Although, there are other software programs available specifically for fire inspections, for departments currently using Target Solutions for training, this can be an added value received from the program.

You may also like this article on how to use Target Solutions for regulatory audits.

Why Your Company Level Inspection Program Is Failing [SPECIAL REPORT]

There are three primary reasons that a fire department’s company level inspection program may fail.

1. Unmet expectations.
2. Lack of support.
3. Inadequate training.

Unmet expectations.
When I hear the term “company level inspection program”, I envision a program that exists to support fire prevention functions, specifically to assist in the completion of fire and life safety inspections. However, this is not the generally accepted definition. “Company level inspection program” is also the title given to programs that are intended to educate firefighters on a communities structures and properties, create fire pre-plans, and improve community relations and outreach. Each of these is a worthy endeavor, however, each of these possess very different goals and objectives, personnel training requirements, and crew time commitment.

If the expectation of the program is to support fire prevention and assist with inspections, then a training focus on fire and life safety codes, application, and enforcement would need to be delivered.  These inspections require a larger time commitment and more thorough walk-through of a property. If personnel are examining a structure for code deficiencies, it is difficult to also be thinking about or creating the fire incident pre-plan.   

Pre-incident planning is typically a more general overview of a property, its access, protection features, and operational hazards. Firefighters are trained, or conditioned, from the academy days on items to look for.  They are already thinking about what actions they may take in a given fire scenario at a property. The only additional training that may be needed is that related to fire protection systems, special hazards, or documentation.

Firefighter awareness or community relations and outreach, could simply be showing up to a facility, meeting the key personnel, and touring the property. This level of involvement would require no training, time commitment could be as long or short as the company officer deems appropriate, and could require little to no documentation.

Lack of support.

Company level inspection programs that lack support of the community leadership and fire department administration are doomed to failure.  There has been more than one ambitious fire marshal who has set out to institute a program that has been widely accepted by line level personnel, but has failed. A successful program takes more than ambition by personnel, and vocal encouragement from leadership.  A successful company level inspection program will require real support by means of time, resources, and perhaps operational changes.

The most effective company level inspection programs are owned by departments that have a culture of fire prevention. Fire prevention, life safety, community risk reduction are made a priority from the top leadership all the way down through the organization. Without this culture of fire prevention the company level inspection program may struggle. Initially, time and efforts may be best spent on building a department with a cultural foundation of fire prevention and life safety.

Inadequate training.

The survey results revealed a wide range of training applications, methods, and length. On-the-job training and in-house programs were the top training methods for company level inspection programs. As a component of a training program on-the-job training (OJT) is a great idea. However, to be effective the OJT must be formulaic and structured. Often times, when fire departments refer to “OJT”, what they are actually talking about is experiential or legacy knowledge.  This is training where the twenty year veteran tells the younger department member how he does things or how things have always been done. There are multiple obvious problems with this. Different people have different perspectives and passions, and will share knowledge accordingly, additionally the information presented or methods used may be incorrect or obsolete. This level of “OJT” can result in lack of uniform training, or neglect of correct knowledge and best practice engagement.

Like OJT, in-house training should be an essential component of company level inspection program. The issue with this is that it varies from “house” to “house”. Survey results show that the time allotted to “in-house” training programs varied from 1, 4, 6, 8, 12 hours to half-,full-, or multi- day programs.  To be effective, in-house training programs must be structured and standardized based on departmental needs and objectives.

Training requirements go hand-in-hand with the two topics mentioned above, expectations and support. The goals and expectations of the company level inspection program must be clearly defined so that a proper training program can be created and implemented.  A single, initial training is not enough, on-going and continuing education and work review is necessary. Additionally, company personnel must have support from more knowledgeable and certified fire prevention and inspection personnel.

Learn how to build a successful company level inspection program with this special report.

7 Habits of Highly Effective Fire Prevention Organizations

Excellence, then, is not an act, but a habit. -Aristotle

NFPA 1730, Standard on Organization and Deployment of Fire Prevention Inspection and Code Enforcement, Plan Review, Investigation, and Public Education Operations outlines essential functions and tasks of the fire prevention organization. The guidance of this standard provides the basis for the 7 habits of highly effective fire prevention organizations. For maximum effectiveness these habits must work together as an integrated fire prevention organizational system.

Highly effective fire prevention organizations:

1. Know their community.
2. Have a plan.
3. Enforce the code.
4. Are proactive with plan review and field inspections.
5. Investigate fire incidents.
6. Educate the public.
7. Are adequately staffed.

1. They know their community.

Successful and effective fire prevention organizations know their community. They become intimately familiar with their communities demographics, economics, geographical features, fire experience, buildings, structures, and specific hazards.  This information is gained through the conduct of a Community Risk Assessment (CRA).

The CRA is conducted in 3 steps: information gathering, data analysis, and strategy development. The CRA compiles data from a variety of sources in order to provide a picture of the community and its fire and life safety history.  Through data analysis and evaluation specific risks that a community is exposed to can be identified. From this data collection and analysis process, a fire protection and life safety strategy can be formulated to reduce these risks.

2. They have a plan.

From the CRA process a fire and life safety strategy can be formulated. This strategy is referred to as a community risk reduction (CRR) plan. The CRR will be different for every community, however, common risk reduction elements include, existing building inspections, plan review, origin and cause investigations, and public education. Each of these tasks come with their own set of challenges. The amount of time and complexity alloted to these tasks will vary based on community needs.  

3. They enforce the code.

The most critical task of the fire prevention organization is the inspection and code enforcement of existing structures.  All structures within a community can be identified as high, moderate, or low risk, or critical infrastructure. High risk structures include healthcare, education, multi-family, detention, and assembly occupancies. Critical infrastructure can be defined as those systems, structures, or assets that are essential for the community to function.  This would include power plants, public safety, and water treatment facilities.  The higher the risk category the more frequent and extensive the inspections should be. Structures identified as high risk should be inspected at least annually, and those identified as critical infrastructure, even more frequently.

4. They are proactive with plan review and field inspections.

The plan review process can let a builder or property owner understand the feasibility and expected costs of their project. It also provides a preview of what the fire department can expect to be coming to their community.  The plan review process reveals site access, water supply, construction features, fire protection systems availability. Hazardous processes that take place within the structure, or hazardous materials stored on-site can be discovered in the plan review phase. Compliance with construction codes and installation standards is ensured through the field inspection activity.  Systems are tested for functionality and the structure and operational features are inspected throughout the process to culminate in the building owner receiving his final Certificate of Occupancy to signify that compliance standards have been met, and the building is safe for occupancy.

5. They investigate fire incidents.

Fire origin and cause investigations can detect product defects, determine fire cause trends, and prevent arson and related crimes. The data collected from the investigation process can play an important role in community risk reduction.  Origin and cause investigation can be a time consuming, and sometimes slow-moving, process. The investigation process includes on-scene time, research and data mining, interviews, report writing, and case preparation time.  For departments that are operating at minimum staffing levels the use of company officers can considerably decrease the workload of the fire investigator and other fire prevention personnel.

6. They educate the public.

By identifying root fire causes, and at-risk populations a public education agenda can be set. Whether the population is senior citizens, young children, a college town, or the workplace there is a multitude of existing programs that can be used to effectively educate and reduce risk. Behavior only changes with education.

7. They are adequately staffed.

By identifying the risks posed to a community, fire prevention functions activities can be prioritized, and staffing required to complete those tasks can be determined.  Using the program and organizational guidance provided in NFPA 1730 the case for staffing and budget requirements can be clearly presented.

Through the regular practice of these 7 habits, the fire prevention organization can function at a high level of of excellence while maintaining maximum effectiveness and efficiency.

7 Habits of Highly Effective Fire Prevention Organizations from Aaron Johnson

Determining Frequency of Inspections

Fire codes and standard do not directly address the frequency of existing building inspections. How often should existing buildings be inspected?  Should all buildings be inspected with the same frequency? What structure should be inspected more frequently or less frequently? What determines inspection frequency?

As a definitive guide for the establishment of fire prevention and inspection programs, NFPA 1730 answers these questions and provides guidance on how to determine the inspection frequency of existing buildings. The minimum frequency of inspections should be established based on occupancy risk, as follows:

High Risk	Inspected Annually
Moderate Risk	Inspected Biennially
Low Risk	Inspected Triennially
Critical Infrastructure	Inspected per AHJ

NFPA 1730 defines these risk categories.

• High Risk.  Buildings having a history of frequent fires and a high potential for life or economic loss; or a building in which occupants must rely heavily on the building's fire protection features, or rely on staff assistance for evacuation.
• Moderate Risk. Buildings having a moderate fire history and present only moderate potential for life or economic loss.
• Low Risk. Buildings having little to no history of fire with minimal potential for life or economic loss.
• Critical Infrastructure. Vital assets, systems, networks, or structures whose damage or destruction would have a debilitating effect on the community.

High risk occupancies may be buildings such as apartments, health care, detention, assembly, and educational facilities.  Moderate risk occupancies can be ambulatory health care, walk-in clinics, and industrial buildings.  Storage, mercantile, business, and office buildings could be considered low risk occupancies. Critical infrastructure facilities are buildings such as power plants, water treatment facilities, public safety buildings, and special structures unique to the community.

All the structures in the community will fall into one of these risk categories.  The occupancy risk classification of each structure will be determined based on the Community Risk Assessment (CRA). Ample time should be spent on ensuring that the CRA is conducted properly.  The community risk assessment sets the standard and drives the direction of the entire fire prevention organization.

Determining the amount of occupancies in each category, will reveal the amount of inspections that are required to be conducted annually.  From this the fire prevention organization can determine adequate staffing levels.

The simplified process for determining inspection frequency for existing occupancies should look like this:

Step 1. Conduct a CRA.

Step 2. Classify the occupancy risk of each structure.

Step 3. Determine the amount of inspections to be conducted annually.

Step 4. Determine the necessary staffing level needed to complete the inspections.

Establishing Fire Protection and Life Safety Objectives

What is the purpose of a fire inspection program?  Why do fire prevention bureaus exist?  For what reasons do fire protection and code consultants exis?  How can you know if your prevention program is accomplishing its objectives?

In 1975 the American Insurance Association published "Special Interest Bulletin No. 5, The Value and Purpose of Fire Department Inspections".  This bulletin outlined 7 objectives for an inspection program.  As you examine these objectives, evaluate your department, company, or organization and determine whether you are meeting these objectives, which of these you are great at, and which objectives need more of your attention.

1. To obtain proper life safety conditions. 
2. To keep fires from starting.
3. To keep fires from spreading.
4. To determine adequacy and maintenance of fire protection systems.
5. To preplan fire fighting procedures.
6. To stimulate cooperation between owners, occupants, and fire departments.
7. To assure compliance with fire protection and life safety codes, standards, and regulations.

Proper life safety conditions can be obtained by evaluating the adequacy of exits, protecting the path of egress, making sure that building evacuation plans are current, and determining occupant loads of the space.

Fires can be prevented by monitoring the hazards associated with a facility or process.  Many people in the work force become complacent as they conduct their daily responsibilities without incident.  Public education, therefore, becomes an essential component to keep fires from starting.

The general public passes through our buildings everyday, largely unaware of the life saving features that surround them. Structural features such as enclosures, fire walls, fire partitions, and fire doors must be inspected and maintained to adequately keep fires from spreading.

There are three primary reasons that a fire sprinkler may fail. The top reason that sprinkler systems fail is due to a lack of maintaining operational status of the system, this can be followed up by inadequate or incomplete coverage of the fire area or hazard to be protected. The final reason a sprinkler may fail is inadequate performance of the system itself.  Any prevention program or fire strategy should include components that are designed to determine the adequacy and maintenance of the fire protection systems.

The best way to ensure success when fighting a building fire, saving lives, and preserving property is to preplan fire fighting procedures.  Fire protection programs should provide a clear layout of the building, its systems, related hazards, and special procedures or requirements.

Fire prevention bureaus should work closely with the public and establish a good relationship with the building owners and facility managers within their jurisdiction.  If a client is seeking the services of a fire protection or life safety consultant, a major part of the proposal should include a clear plan that outlines how cooperation between owners, occupants, and fire departments will be achieved.

With the myriad codes, standards, and regulations that abound, a fire prevention program should educate, interpret, and enforce these requirements.  With the constant submission of new code change proposals, and the creation of new products and fire protection methods a skilled fire strategist will be knowledgeable enough to assure compliance with fire protection and life safety codes, standards, and regulations is met and maintained.

Does your fire inspection or life safety program address all of these objectives?  What area needs more work?  What are some resources that you need to meet these objectives more efficiently? 

Leave your feedback in the comments section below.