Occupancy Master Record Entry

For ECFR Firehouse Web

Occupancy

• Opening an Occupancy record can be done in two different methods. – We can single click the Occupancy Tab along

the tool bar. – Or we can single click on File move the arrow

(cursor) down to Occupancy Management. This will expand the Occupancy Management we would then move the arrow (cursor) over to Occupancy and preplan.

Occupancy

Here we would single click to open a master record.

Occupancy

The same out come is achieved here, but we have accessed it different way.

Occupancy

After opening the master record this is the screen that will appear. Remember that required fields are yellow. Once these fields are completed then they will turn blue. Most white fields are optional.

Occupancy

• Enter the Occupancy Name. • Use the same format for all entries.

– The first character in each word will be capitalized.

– Vacant building will have the two digit district area followed by vacant. I.E. 03Vacant.

– Caution there may be several occupancies with the same name. Which is not a problem. See example next slide.

Occupancy

After entering Holiday Inn use the tab key to move to the next field. Notice this prompt, if you are needing one of these selections, either highlight it and press OK, or double click the selection. If a new occupancy needs to be recorded press the new tab.

Occupancy

• After entering the name of the occupancy use the tab key to move into the next field.

• Note the tab key can be used in any module of fire house to advance to the next field.

• Now your cursor is in the Occupancy ID field. Again use the tab key to advance to the next field. Firehouse will create a Occupancy ID for this record.

Occupancy

•This is the next prompt screen you will see.

•Make sure that you have followed the correct format.

•If everything is correct either use the cursor and press yes or use the enter key.

•Now firehouse has opened a master record for completion.

•Remember that yellow is required, red is not completed, white is optional, and blue is completed.

•Take a look

Occupancy

Notice that there are multiple tabs that need completion. Under each tab you find fields that are required.

White fields are optional with the exception of Parcel ID and Phone Numbers.

The more information you enter the more you have when needed.

Occupancy

• Completing the Address Tab – A physical address is required. – Although the field doesn’t show yellow, the Parcel ID

is now a requirement per the ECFR Fire Marshal. For now you will not see it yellow. Please remember to complete this field.

– Zip Code relates to your station address this can be changed if necessary.

– Phone Numbers these are business lines only.

Occupancy

First notice that the Address Tab has change from red to green.

Second you see the Parcel ID filled out. To get the parcel ID go to www.escpa.org

Find the tab that says record search, under that you will select real estate. Type in the address and the information should appear

Last on this page you see that at least one Phone number is listed. These tab is now completed and you are ready to on the Building Tab.

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Occupancy • Completing the Building Tab.

– This is the most detailed and time consuming tab. – At first glance of this tab it looks overwhelming but we

are going to walk through it step by step. – Fields that are required are as followed; Stories

above grade, Specific Property Use, Property Ownership, Structure Type, Building Class, Mixed Use Property, Construction Type, Building Status, Roof Covering, Detectors, and Automatic Extinguishment Systems.

– Lets take a look

Occupancy

Notice that there are several fields required.

Start with floor above grade. Floor above grade means an enclosed area of normal operation. Note an open area under a building doesn’t count as a story.

Note below grade should be filled out if found, but remember white is optional.

Occupant is not required, due to amount of variables pertaining to the FBC (Florida Building Code). Some building have signs with the maximum occupant load.

Occupancy

Specific Property Use is the primary function of that building. I.E. public safety is a business but it’s mixed used property would be an assembly.

A strip mall will have master records for each business.

Choose the most appropriate code possible which are NFIRS defined.

Occupancy

To expand any primary category in firehouse just click the small box. This brings up all the codes and descriptions that fall under that category.

After selecting the most appropriate occupancy either double click the selection or press ok at the bottom of the screen.

Occupancy

•The “Find” feature applies to any lookup table.

•To use this feature just enter a key word or phrase as stated above

•Use the enter key or the press OK.

Occupancy

Property Ownership relates to the building itself not the business.

Note if ownership is in question or the building is vacant use www.escpa.org

Follow the same steps as listed earlier in the presentation.

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Occupancy

Structure Type pertain to the overall structure itself. These codes are also NIFIRS defined.

Note a Tent, Open Platform, Underground structure work areas, and Open structure are still going to require stories above grade

Occupancy

Building class pertains to Occupancy Classification, which is defined in FBC (Florida Building Code).

More classification will be added from the FBC.

Occupancy

Mixed Use Property describes a secondary use within that building. This are also NIFIRS defined.

Remember the example used earlier for public safety. Another example would be gas/filling station with a cooking and dining area.

Select the most appropriate code

Occupancy

Construction Type can be referred as building construction classification.

Changing these codes to match the standard (Type I – V) would have a negative effect on too many records.

Protected=Sprinkled

Unprotected=No Sprinklers

Select the most appropriate code.

Occupancy

Building Status relates to it current operation. Please select the appropriate code for this field.

These codes are also NIFIRS defined.

Occupancy

Roof Covering is simply that. If it is not possible to get on the roof to make a determination or the roof is in question use www.escpa.org. The same step are used here to determine the roof type.

Make the most appropriate selection. These are not NIFIRS defined and new entries can be added by administrators.

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Occupancy

If there are detectors present then the follow two fields will become required Type and Power Supply.

Undetermined should only be used if a vacant building is in question.

Occupancy

Again notice the next two field now became required.

Use the most appropriate selection.

These are also NIFIRS defined.

Undetermined should only be used in vacant buildings in question.

Occupancy

Determine the correct Power Supply for the detectors and make the appropriate selection.

These are also NIFIRS defined.

Undetermined should only be used in vacant buildings in question.

Occupancy

If there is an Automatic Extinguishment System Present then the following fields will be required.

Note if there is more then one system select the one that is more predominate throughout the building.

The second system should be notated in the notes section.

Make the appropriate selection.

Occupancy

Use the predominate system that protects the building.

These are also NIFIRS defined.

Notate where and which rooms are protected by a different system in notes.

Undetermined should only be used if a vacant building is in question.

Occupancy • Completing Owners & Contacts Tab

– At least one contact is needed. This is where emergency contacts are listed.

– Single click the Add button in the middle of the screen.

– Enter the First and Last Name – The Contact type

• Expand the field by pressing the button with the three dots. Make the appropriate selection.

– Any Phone Numbers that may apply • Add by pressing the button with the plus sign on it. Then

expand the field to select the type in the same fashion as the previous step. Enter the number.

Occupancy

Note it is a good idea to add contact information not only for key holders and emergency contacts, but alarm and sprinklers companies.

Remember that a business may be leased so a property (building) owner is another vital number. To Add another contact simply press the add button.

Occupancy

Don’t forget to press the save button when completed. If another entry is needed, after saving, press the new button and repeat.

Notes here may be added to give specific information about the contact.

Occupancy

• Completing the Additional Records Tab – Under this tab are several fields that can be

completed. Remember the more information you input the more is there when needed

– There are two tabs that are required, but don’t indicate it. They are the Hydrant Locations and Needed Fire Flow.

– Lets take a look.

Occupancy

Here you can see that the Additional Records tab wasn’t marked red as well as the sub tables Hydrant Locations and Needed Fire Flow.

Single click on the Hydrant Locations tab.

Occupancy Now you can see that a Hydrant Number is required. When at the location simply walk to the closest hydrant and record the number. Enter the number or expand the field by clicking the box to right. This will open all the hydrant data tied to the login. Select the correct hydrant. If more than one is entered press save after the first one and press to create a new record and repeat the process.

Occupancy • Completing the Needed Fire Flow.

– Open the needed fire flow tab • Fill out the following sections Building,

Construction Factors and Occupancy Factors. • Note square footage applies to the single business

in a strip mall. • If a the square footage is in question use

www.escpa.org or use the wheel to determine the length multiplied by width.

• Lets take a look.

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Occupancy

These are the area we need to fill out to get our needed fire flow.

The software will produce the fire flow after these areas have been filled out.

Occupancy

Note that more then one box can be checked.

Occupancy

Enter the square footage here.

Then select the most appropriate class based on construction type.

Occupancy

The Occupancy Factor based of fire load and occupancy load.

Make the most appropriate selection.

Occupancy

A minimum of 1000 gpm is needed on all buildings regardless of the calculation. To override the calculation click the box above the left arrow below and manually enter 1000.

Once this is completed hit save and close.

Occupancy • Completing Notes

– Required is the presence and location of a Knox Box.

– Required is the presence and location of the FDC/Backflow.

– Required is the presence and location of the Alarm Panel.

– Required is the presence and location of the Utilities.

– Anything else wanted in notes will be placed after these requirements.

– Take a look.

Occupancy

Notice now that are the tab are green. The blue tabs indentify extras.

Once you have completed your notes click the save button.

Once saved the cancel button will change to close the master recorded has successfully been completed.

Please keep the format consistent. To the right is how it needs to be entered every time. Following that information anything important may be listed.

Occupancy

• Follow these slides to help you enter a blank Occupancy Master Record.

• Remember use www.escpa.org for information in question or unable to obtain.

• If you have any further question please contact your firehouse administrators.

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Occupancy

• This concludes this Users Guide. – For more info on “Occupancy Master” record

entry, contact FH Web Administration.

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