FIREHOUSE Software Barcoding User's Guide

Transcription

1 FIREHOUSE Software Barcoding User's Guide

2 Xerox Government Systems, LLC. All rights reserved th St., Suite 309 Urbandale, IA WSpell ActiveX Spelling Checker Wintertree Software, Inc. PDF Rasterizer.NET TallComponents BV FIREHOUSE Software is a registered trademark of Xerox Government Systems, LLC. All rights reserved. Microsoft, MS, MS-DOS, Microsoft Visual FoxPro, and Microsoft Access are registered trademarks. Windows is a trademark of Microsoft Corporation. CAMEO is a registered trademark. ipad is a registered trademark of Apple, Inc. All other products or services mentioned in this manual are identified by the trademarks or service marks of their respective companies or organizations. Xerox disclaims any responsibilities for specifying which marks are owned by which companies or organizations. FIREHOUSE Software is protected by the copyright laws that pertain to computer software. It is illegal to make copies of the Software except for backups. It is illegal to rent, lease, sublicense, or otherwise transfer any of the materials. It is illegal to remove or obscure proprietary notices. It is illegal to duplicate and distribute the Software by any other means, including electronic transmission. To protect trade secrets contained in the Software, you may not decompile, reverse engineer, dissemble, or otherwise reduce the Software to human perceivable form. You may not modify, adapt, translate, rent, lease, or create derivative works based upon the Software or any part thereof. Xerox warrants the original media are free from defects in material and workmanship, assuming normal use, for ninety (90) days from the date of purchase. Except for express warranty of the original media set forth above, Xerox grants no other warranties, express or implied, by statute or otherwise, regarding the media related materials, their fitness for any purpose, their quality, their merchantability, or otherwise. The liability of Xerox, under the warranty set forth above, shall be limited to the amount paid by the customer for the product. In no event shall Xerox be liable for any special, consequential, or other damages for breach of warranty Xerox Government Systems, LLC.- Printed in the United States. All rights reserved. No part of this work covered by copyright hereon may be reproduced in any form by any means -- graphic, electronic, or mechanical -- including photocopying, recording, taping, or storage in any information retrieval system, without the written permission of the copyright owner. ii FIREHOUSE Software Barcoding User's Guide

3 FIREHOUSE Software License Agreement Carefully read the following terms and conditions before installing software from FIREHOUSE Software. Only an Authorized Representative of the purchaser should install the software. Installing the software indicates acceptance of these terms and conditions specified in the License Agreement. Xerox Government Systems, LLC and the party who installs this software ( you ) hereby agree as follows: 1. Licensed Software: Licensed Software means the software component and modules ordered and paid for by you, as listed in Xerox s client database of licensed products, and as evidenced by your customer receipt. Licensed Software includes all documentation relating to our software. It also includes any upgrades, modifications, and customizations (collectively, Improvements ) to our software, should such Improvements be delivered to you at a later time. 2. End Users: End User(s) means (i) your employees with a need to access the Licensed Software; and (ii) third party consultants engaged by you who have a need to access the Licensed Software, and who are fulfilling legitimate business functions for you on your behalf. 3. Materials: This document contains links to downloaded files and applicable manual(s) relating to the Licensed Software. 4. License Grant: Xerox hereby grants a revocable, non-exclusive, non-transferable license to use the Licensed Software on a single microcomputer, in the United States of America. The number of End Users authorized to access the Licensed Software concurrently is reflected on your invoice and in this License Agreement. You may increase the maximum number of concurrent End Users by procuring additional licenses from Xerox based upon the then-current license fee schedule. You may not make use of any object code for any component(s) or modules(s) for which you have not expressly obtained a license for use under this Agreement. Any rights not expressly granted in this Agreement are expressly reserved. You agree not to (a) rent, lease, sublicense, assign or otherwise transfer the Licensed Software, including any of the materials or your rights hereunder, (b) remove or obscure our proprietary notices, (c) translate, alter, decompile or disassemble any of the materials, (d) copy any of the materials without our prior written consent, (e) use the software for other agencies. You shall have no right to access, copy or otherwise use the source code for software licensed under this license. You are prohibited from causing or permitting the reverse engineering, disassembly or decompilation of the software licensed under this license. You are prohibited from modifying, improving or otherwise enhancing the software licensed under this license. 5. Terms: This license is effective until terminated. You may terminate it at any time by destroying the materials and all copies of any material made from the original materials and notify Xerox immediately. This license terminates automatically upon breach of any of the conditions of this license. Upon termination, you agree to destroy all copies of the materials. Use of the materials without a valid license of the materials is unauthorized and may subject you to monetary penalties. 6. Confidentiality: You receive the right to use the Licensed Software and materials as specified herein, but you do not become the owner of the Licensed Software and materials. The Licensed Software and materials are exclusive property of Xerox and are protected by trade secret, copyright, and trademark law. You acknowledge that the materials are Xerox property and contain valuable, confidential, unpublished information developed by Xerox at a great expense. You agree to protect the materials from unauthorized reproduction, distribution, disclosure, or use of publication. You may not transfer any materials or software to anyone or entity without the written consent of Xerox authorized personnel. 7. U.S. Government Restricted Rights: The Licensed Software and documentation related thereto were developed at private expense and are provided with "RESTRICTED RIGHTS". Use, duplication, or disclosure by the Government is subject to restrictions as set forth in FAR and DFAR et seq. or its successor. FIREHOUSE Software Barcoding User's Guide iii

4 8. Export Laws: You may not export the Licensed Software and agree to comply with all laws, regulations, orders or other restrictions of the U.S. Export Administration Regulations. 9. Warranty: We warrant the downloadable files to be free from material defect in normal use for 90 days from the date of receipt of materials. We do not warrant the error-free operation of the Licensed Software contained in the downloadable files, or that such Licensed Software will meet your requirements. The Licensed Software is licensed "as is". We will, however, attempt to correct or bypass any actual reproducible and significant error in the software, provided you notify us and describe it in writing within 90 days from the date of receipt of the materials, and we will, within a reasonable time, at our option, provide either a corrected copy or work around instructions. This does not cover altered software or require us to customize our software to meet your hardware or operating system requirements. Section 11 specifies your exclusive remedy for any breach by us of this section. No dealer, company, or person is authorized to expand, alter this section or any other provision of this agreement. Any such agreement will not bind Xerox. XEROX MAKES NO OTHER WARRANTIES WHATSOEVER, EXPRESS OR IMPLIED, WITH REGARD TO THE SOFTWARE LICENSED UNDER THIS LICENSE, IN WHOLE OR IN PART. XEROX EXPLICITLY DISCLAIMS ALL WARRANTIES OF MERCHANTABILITY AND OF FITNESS FOR A PARTICULAR PURPOSE. XEROX EXPRESSLY DOES NOT WARRANT THAT THE LICENSED SOFTWARE, IN WHOLE OR IN PART, WILL BE ERROR FREE, WILL OPERATE WITHOUT INTERRUPTION OR WILL BE COMPATIBLE WITH ANY HARDWARE OR SOFTWARE OTHER THAN THE EQUIPMENT. LICENSEE WAIVES ANY CLAIM THAT THE LIMITED WARRANTY SET FORTH IN THIS SECTION OR THE REMEDY FOR BREACH OF SUCH LIMITED WARRANTY FAILS OF ITS ESSENTIAL PURPOSE. 10. Limitation of Liability: XEROX S LIABILITY IN CONNECTION WITH THE LICENSED SOFTWARE UNDER THIS LICENSE, OR ANY OTHER MATTER RELATING TO THIS LICENSE WILL NOT EXCEED THE FEE THAT YOU ACTUALLY PAID TO XEROX FOR THE SOFTWARE GIVING RISE TO THE LIABILITY. REGARDLESS WHETHER ANY REMEDY SET FORTH HEREIN FAILS OF ITS ESSENTIAL PURPOSE OR OTHERWISE, IN NO EVENT WILL XEROX BE LIABLE TO YOU FOR ANY SPECIAL, INCIDENTAL, OR CONSEQUENTIAL DAMAGES, WHETHER BASED ON BREACH OF CONTRACT, TORT (INCLUDING NEGLIGENCE), PRODUCT LIABILITY, INDEMNIFICATION, OR OTHERWISE, AND WHETHER OR NOT XEROX HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGE. YOU ACKNOWLEDGE THAT XEROX HAS SET ITS FEES AND ENTERED INTO THIS LICENSE IN RELIANCE UPON THE LIMITATIONS OF LIABILITY AND THE DISCLAIMERS OF WARRANTIES AND DAMAGES SET FORTH IN THIS LICENSE, AND THAT THE SAME FORM AN ESSENTIAL BASIS OF THE BARGAIN BETWEEN THE PARTIES. 11. Remedy: In the event that Xerox breaches this agreement, your sole remedy is to notify us of such breach within the applicable warranty period and we will at our sole option, either cure the breach or refund the license fee paid to us for the materials. In no event will Xerox be responsible for any damage beyond the amount of the license fee or for any indirect, special, incidental, consequential or similar damages or profits to you or any other person, or entity, regardless of the legal basis, even if Xerox has been advised of the possibility of such damages, except to the extent applicable state law specifically prohibits such exclusion. 12. General (System Only): This license shall be governed by laws of the State of Iowa. All prior correspondence oral or written including without limitation, all understandings with respect to the Licensed Software or materials relative thereto are hereby superseded. This license constitutes your and our entire agreement and understanding regarding the Licensed Software and materials relative thereto. General (Evaluation Only): This evaluation program is provided free of charge to the registered requestor of the evaluation software and is to be used solely as an evaluation copy. 13. Software Maintenance Agreement: 90 days free phone support is provided with purchase of FIREHOUSE Software. A separate software maintenance contract is available for an additional charge. This software maintenance contract is not mandatory but highly recommended. The annual maintenance contract includes phone support and program updates. The cost of the software maintenance contract is based on the type and number of modules installed. In the event that the 90 day free support period has expired and no software maintenance contract has been established, a per call fee will be billed to you for telephone or other technical support. iv FIREHOUSE Software Barcoding User's Guide

5 Technical support FH Technical Support: Phone: , option 2 [email protected] Sales contacts Jim Brandariz Phone: , Fax: [email protected] AZ, CA, NV, OR, WA Mike Rogers Phone: , Fax: [email protected] AR, KS, LA, MO, MS, OK, TX Peter Eleftherakis Phone: , Fax: [email protected] CT, MA, ME, NH, NY, RI, VT, Ontario Forest Nace Phone: Fax: [email protected] DE, IN, KY, MD, NJ, OH, PA, VA, WV Roger DeDoncker Rebecca Sanger Phone: , ext. 1 Fax: [email protected] AK, AL, CO, GA, FL, HI, ID, IA, IL, MI, MN, MT, NC, ND, NE, NM, SC, SD, TN, UT, WI, WY, International FIREHOUSE Software Barcoding User's Guide v

6 Table of Contents Introduction 1 Overview of the barcoding process 2 Configure FH for barcoding 3 Set user permissions for barcode scanning 4 Verify apparatuses and items in the Inventory module 6 Create a barcoding checklist 9 Open an existing checklist 12 Add compartments, items, questions, and classes to a checklist 14 Delete a checklist 18 Set up the scanner 20 Download the scanner synchronization utility 23 Install the scanner synchronization utility 24 Configure the scanner synchronization utility 28 Work with a scanner 31 Upload checklists from FH to the scanner 31 Scan items in the apparatus 32 Enter quantity information for an item 39 Answer a question for an item 40 Item is not in the current checklist 41 Item is not recognized by the scanner 42 Manually add information about an item 44 Exit a scan 46 Download data from the scanner to FH 48 Work with scan results 49 Purge scan information 51 Update FH Scan on the barcode scanner 52 vi FIREHOUSE Software Barcoding User's Guide

7 Introduction FH Barcoding lets you use a barcode scanner to quickly and efficiently scan each item in your station's fire engines, ambulances, Gators, and other vehicles,and compare a detailed checklist of items for the vehicle against the equipment actually on it. You can record information about item location, condition, quantity, and more, regardless of staff and shift changes. Note: FH Barcoding requires FH Enterprise or FH Web or later. It is not supported in FH Standard. For FH Web, the barcode scanner must be docked at a computer with a direct local area network (LAN) connection to the FH SQL database, to download scan data to the FH database. FH Barcoding ships with a Motorola MC3100 Scanner, which is built for harsh environments and pre-loaded with the software needed to synchronize with FH. Each scanner is accompanied by 1000 super-durable, water-resistant, indoor/outdoor barcode stickers that can be applied to your inventory items. FH Barcoding consists of the following software components: Component Installed on Used to FH Barcoding Sync FHScan The computer running FH The barcode scanner Upload checklists from the FH database to the barcode scanner and download scan data from the scanner to the FH database. Record scan data during the inventory of your apparatus. The FIREHOUSE Software Barcoding User's Guide is designed to help you create the checklists of items on the vehicle, print barcode stickers for the items, synchronize the scanner with the checklist in FH, use your scanner to inventory the items on the vehicle, and then synchronize the data in the scanner with the FH database. FH technical support staff is available to answer your questions by telephone or . Technical support hours are from 7:00 A.M. to 7:00 P.M. Central time, Monday through Friday, and from 8:00 A.M. to 12:00 P.M. on Saturday. Call , option 2. You can also send an to [email protected]. FIREHOUSE Software Barcoding User's Guide 1

8 Overview of the barcoding process Caution: Below is a high-level checklist of the steps you must perform to set up and use FH Barcoding. Detailed information for the steps below are available in the following pages of the FIREHOUSE Software Barcoding User's Guide. Tip: Print this page off and check off the items below as you accomplish them. Check for an from FIREHOUSE Software technical support, containing a license key, administration logon credentials, and other information. Install or update to FH Enterprise or later. Log in to FH as a user with access to the Inventory module, and then do the following. Set up user permissions for barcode scanning. Verify that each vehicle (apparatus) you want to use the barcode scanner with is listed in the Inventory module. Verify that every item on the apparatus exists in the Inventory module. For each apparatus you want to use the barcode scanner with, create a checklist in FH, listing the inventory items in the apparatus and the barcode assigned to each item. Place barcode stickers on to the physical inventory items you will scan. Install the scanner synchronization software. Place the scanner in its docking station and upload the checklists to the scanner. Use the scanner to scan the actual items in each apparatus. Place the scanner back in its docking station and download the gathered data to the FH Inventory module. Work with the scanned data in FH. Purge old scan records as needed. 2 FIREHOUSE Software Barcoding User's Guide

9 Configure FH for barcoding Note: To use barcoding with FH, you must install FH Enterprise or later, or update your current version of FH Enterprise to or later. Information on installing a new version of FH Enterprise or updating to the most current version of FH is available in the FIREHOUSE Software Enterprise Installation Guide. Before you can use a barcoding scanner to inventory the equipment on an apparatus (a fire engine, ambulance, a Gator, and so forth), items must be entered in the Inventory module in FH, and you must create one or more checklists in FH for the scanner to work with. These checklists detail what inventory items should be on the apparatus, and may include where the items are located in the apparatus, such as in compartments. A compartment is an area in the apparatus, such as the cab, the side compartments, the rear compartment, the coffin top, and so forth. Inventory items are anything that might be stored in that compartment, such as gloves, radios, gas detectors, tools, ladders, backboards, and so forth. Each item in these checklists is assigned a barcode and number when you create the checklist. After the checklists are created, you can place the barcode stickers on the items in the checklist. The checklists are uploaded from FH to your scanner during synchronization. Later, you will use the scanner to read the barcodes on these stickers, and the scanner will find the item in the checklist you are using in the scanner. To configure FH for barcoding, you need to assign at least one user the ability to use barcode scanning, verify that each apparatus and the items on it that you want to use the barcode scanner with exist in the Inventory module for FH, and create a checklist of those items. FIREHOUSE Software Barcoding User's Guide 3

10 Set user permissions for barcode scanning For any user you would like to use the barcode scanning, you must enable barcode scanning permissions in FH. 1. Choose Administration Users and Security. The Users and Security dialog box appears. 2. Select the name of the user you want to be able to log in to FHScan on the barcode scanner, and then click Properties. 4 FIREHOUSE Software Barcoding User's Guide

11 The User Setup dialog box appears. 3. At the bottom of the dialog box, select Bar-code Scanning. 4. Click Save. 5. In the Users and Security dialog box, click Close. 6. Continue with Verify apparatuses and items in the Inventory module, on page 6. FIREHOUSE Software Barcoding User's Guide 5

12 Verify apparatuses and items in the Inventory module To use a barcode scanner to inventory the equipment on your station's apparatuses (trucks, ambulances, Gators, and other vehicles), that equipment must be listed in FH's Inventory module. 1. In the main FH toolbar, click Inventory. The Inventory dialog box appears. 2. Click Browse. The Query dialog box appears. 3. From Select a Query, choose List Inventory by Description (Apparatus). The dialog box lists the apparatuses in the Inventory module. 4. Verify that all the apparatuses you want to use the scanner with appear in the list. 5. (If necessary) Add additional apparatuses to the Inventory module. Information on adding items to the Inventory module is available in the FH online Help. 6. From Select a Query, choose List Inventory by Description. 6 FIREHOUSE Software Barcoding User's Guide

13 The dialog box lists every item in the Inventory module. 7. Verify that the items you want to use the scanner with are in the Inventory module. 8. (Optional) Open individual items and check whether or not items are assigned to locations. Example: A chainsaw may be stored in Compartment 6 (COMP06) of a fire engine. Tip: Assigning locations to items saves time when you are creating checklists of items for the barcode scanner, because you can add an entire compartment and its contents to a checklist in one operation, instead of moving every item individually to the checklist and then organizing them in the checklist. Note: Compartments are required on the checklist. Organizing items into compartments is particularly useful when you need to create multiple checklists for a single apparatus, so that you do not have to re-add and re-organize individual items in each checklist. Example: You may need a daily checklist, a weekly checklist, and a monthly checklist for a single apparatus. a. In the Query dialog box, select the item you want to check, and click OK. The Inventory dialog box populates with information about the item. b. On the Basic tab, in Location, verify whether or not a value is specified. FIREHOUSE Software Barcoding User's Guide 7

14 A value in this field indicates where the item is stored. c. (Optional) Click the lookup button for Location and use the Lookup - Equipment Location Codes dialog box that appears to specify where the item is stored. 9. (If necessary) Add additional items to the Inventory module. Information on adding items to the Inventory module is available in the FH online Help. 10. Continue with Create a barcoding checklist, on page 9. 8 FIREHOUSE Software Barcoding User's Guide

15 Create a barcoding checklist Note: Any items you want to add to a barcoding checklist must already be defined in the Inventory module of FH. To create a checklist, you have access to the Inventory module. 1. In the main FH toolbar, click Inventory. The Inventory dialog box appears. 2. Open the apparatus you would like to create a checklist for, and then click OK. The Inventory dialog box populates with information from the selected apparatus. 3. Click the Checklist tab. Depending on whether a checklist already exists for the apparatus, different lists and buttons appear on the Checklist tab. If the apparatus does not have a checklist created for it, but is included on other checklists, the Scans/Runs Item Level list and the Add Checklist for Item button appears. FIREHOUSE Software Barcoding User's Guide 9

16 If a checklist is already created for the apparatus, but which is on other checklists, the Scans/Runs Checklist Level list in the top half of the tab, and the Setup list appears in the bottom half of the tab. Note: An apparatus can have more than one checklist associated with it. Example: A fire engine may have a checklist that is used once a week when checking items that are used frequently on the engine, and a different checklist that is used once a month for checking items that are used less frequently. 4. In the upper right corner of the tab, in Linked Barcode ID, type a barcode number for the apparatus. 5. Depending on what lists and buttons appeared, do one of the following. If this appears The Scans/Runs Item Level list and the Add Checklist for Item button The Scans/Runs Checklist Level list and the Setup list Do this Click Add Checklist for Item. Near the bottom of the dialog box, under the Setup list, click Add. 10 FIREHOUSE Software Barcoding User's Guide

17 The Checklist Setup dialog box appears, containing the beginning of a checklist for that apparatus. By default, Odometer and Hour Meter are items in the checklist. 6. In Checklist Name, type a name for the checklist. 7. Under Checklist Items, select Odometer. The pane on the right side of the dialog box updates. 8. From the pane on the right, from Default Display Status, select Allow, Require, or Do not Display, to indicate whether an odometer question appears on the scanner for this checklist, and if it is a required entry. 9. Under Checklist Items, select Hour Meter. 10. From the pane on the right, from Default Display Status, select Allow, Require, or Do not Display, to indicate whether an hour meter question appears on the scanner for this checklist, and if it is a required entry. When an apparatus does not have an hours meter to be read, such as a fire engine, you would not need to display this question. 11. Click Save. 12. Continue with Add compartments, items, questions, and classes to a checklist, on page 14. FIREHOUSE Software Barcoding User's Guide 11

18 Open an existing checklist 1. In the main FH toolbar, click Inventory. The Inventory dialog box appears. 2. Click Browse. The Query dialog box appears. 3. From Select a Query, choose List Inventory by description (Apparatus). The dialog box lists the apparatuses in the Inventory module. 4. Open the apparatus you would like to open a checklist for, and then click OK. The Inventory dialog box populates with information from the selected apparatus. 5. Click the Checklist tab. 12 FIREHOUSE Software Barcoding User's Guide

19 The Scans/Runs Checklist Level list contains all the times that item s checklist has been completed, as well as anytime the item may have been scanned on a separate checklist. The Setup list contains a breakdown of all the checklists created for that inventory item. 6. From Setup, select the checklist you want to open, and then, near the bottom of the dialog box, click Open. The Checklist Setup dialog box appears, containing the checklist for the apparatus. 7. Continue with one of the following. Add compartments, items, questions, and classes to a checklist, on page 14. Delete a checklist, on page 18. FIREHOUSE Software Barcoding User's Guide 13

20 Add compartments, items, questions, and classes to a checklist A compartment is a location in the apparatus, such as the cab, the side compartments, the rear compartment, the coffin top, and so forth. Items are anything that might be stored in a compartment, such as gloves, radios, gas detectors, tools, ladders, backboards, and so forth. Questions about the mechanical condition of an item can be added to the checklist, and classes are used when it is necessary that the correct quantity of an item exists, regardless of where the item is located. 1. (If the Checklist Setup dialog box is not already open) Create a barcoding checklist, on page 9, or Open an existing checklist, on page Under Inventory List, study the list of equipment available to add to the checklist. By default, when you create a new checklist, all items linked to that main inventory item appear under Inventory List. Tip: To list all the items in the inventory under Inventory List, select Include All Items from Inventory. 3. (Optional) Add a custom compartment to the checklist you are creating. Note: All items added to a checklist must be assigned to a compartment. a. In the Checklist Items list, select the name of the apparatus at the top of the list. The Add Component button at the top of the dialog box activates. b. Click Add Compartment. The new blank compartment appears under Checklist Items, and the right pane updates to display fields related to the compartment. c. In the right pane, in Description/Question, enter a name or description for the new compartment. d. (Optional) In Barcode, enter the barcode number associated with the barcode for that compartment. e. At the bottom of the right pane, click Save Change. 4. Select a compartment or individual item from Inventory List and then click the right transfer arrow to add the compartment or item to Checklist Items. Note: You can add compartments or items into any custom compartments you created, to existing compartments in the checklist, or to the base (root) level of the checklist. 14 FIREHOUSE Software Barcoding User's Guide

21 Tip: You can select multiple items from Inventory List by holding the Shift or Ctrl keys on the keyboard. The right pane updates to list fields and information related to the item you added to the checklist under Checklist Items. The fields in the right pane vary, depending on the type of inventory item you added. Compartment parameters Specific item parameters Generic item parameters 5. (If necessary) Remove an unnecessary item from the checklist by selecting it in Checklist Items, and then clicking Remove. Tip: You can select multiple items from Checklist Items by holding the Shift or Ctrl keys on the keyboard. 6. Configure parameters for the compartment or item you are adding to the checklist. a. In Barcode, enter the barcode number on the barcode sticker you will apply to the item. Note: Barcodes are required for all items, but are not required for compartments. b. Select or clear Critical when Out-of-Service to indicate the level of necessity of the item if it is not available or placed out of service. c. (Optional, for generic items) Do the following. Note: The quantity rule is not required, but if the apparatus has more than one of the same item, it makes sense for tracking expected quantities. i. In Quantity, indicate the ideal quantity of the item that should be stocked. ii. iii. Under Informative Error Range, in Low and High, indicate the acceptable range of the item quantity. Under Critical Error Range, in Low and High, indicate the extreme range of the quantity item. d. Click Save Change. e. Repeat step 4 6 for each compartment or item you want to add to the checklist. FIREHOUSE Software Barcoding User's Guide 15

22 7. (Optional) Add maintenance or numeric questions to the checklist for items. a. Under Checklist Items, select the item you want to add a question for. In the upper right corner of the dialog box, Add Maintenance Question and Add Numeric Question activate. b. Depending on the type of question you want to add, click Add Maintenance Question or Add Numeric Question. A new blank question field appears under Checklist Items, and the right pane updates to display fields related to the question. Depending on whether you clicked Add Maintenance Question or Add Numeric Question, the fields in the pane vary. Compartment parameters Specific item parameters c. In Description/Question, type the question you need answered about the item. Example: Maintenance question: Is the belt fraying? Numeric question: How many batteries are there? d. Depending on the type of question you are adding, do one of the following. For this type of question Do this Maintenance Select or clear Critical when out-of-service. Numeric i. In Quantity, indicate the ideal quantity of the item that should be stocked. ii. iii. Under Informative Error Range, in Low and High, indicate the acceptable range of the item quantity. Under Critical Error Range, in Low and High, indicate the extreme range of the quantity item. e. Click Save Change. 8. (Optional) Add class items to the checklist. Class items are used when it is necessary that the correct quantity of an item exists, regardless of where the item is located. 16 FIREHOUSE Software Barcoding User's Guide

23 Example: Self-contained breathing apparatus (SCBA) cylinders, which are switched out regularly. a. Under Checklist Items, select the compartment you want to add a class item to. In the upper right corner of the dialog box, Add Class Item activates. b. Click Add Class Item. The Lookup Inventory Class Codes dialog box appears. c. Select the inventory class item you would like to add, and then click OK. The class item appears in Checklist Items, and parameters related to it appear on the right side of the dialog box. d. Select or clear Critical when out-of-service to indicate the level of necessity of the class if it is not available or placed out of service. e. Click Save Change. 9. Click Close. FIREHOUSE Software Barcoding User's Guide 17

24 Delete a checklist 1. Open the inventory record containing the apparatus with the checklist you want to delete. The Inventory dialog box appears. 2. Click the Checklist tab. 3. Delete the checklist in one of these ways. To do this Do this Method 1 a. Under Setup, in the Scan Name column, select the name of the checklist you want to delete, and then click Delete. A prompt dialog box appears, asking if you want to delete the highlighted record. b. Click Yes. If the checklist has not been used (there are no scan/run records listed under Scan/Runs Checklist Level), the checklist is deleted. 18 FIREHOUSE Software Barcoding User's Guide

25 To do this Do this Method 2 a. Under Setup, select the name of the checklist you want to delete. b. Click Open. The Checklist Setup dialog box appears. c. Near the bottom of the dialog box, click Delete. A confirmation dialog box appears, asking if you are sure you want to delete the checklist. d. Click Yes. The Checklist Setup dialog box closes, and in the Inventory dialog box, on the Checklist tab, under Setup, the checklist is removed. FIREHOUSE Software Barcoding User's Guide 19

26 Set up the scanner Once you have checklists in FH to use with the scanner, you need to install a Windows synchronization utility and the FH synchronization utility to set up the scanner itself. 1. Depending on your computer's operating system, download and install the appropriate software on the computer you will connect the scanner's docking station to. Operating system Windows XP Windows Vista or later Do this ActiveSync 4.5 or later, available from the Microsoft Download Center, at 9e641c34-6f7f-404d-a04b-dc09f Mobile Device Manager 6.1 or later, available from the Microsoft Download Center, at: 32-bit version download 46F72DF1-E46A-4A5F-A791-09F07AAA1914&displaylang=en 64-bit version download 4F68EB B2-AC ED98ED95&displaylang=en 2. Remove the barcode scanner, its cradle, battery, power cord, and USB cable from its packaging, and connect them as directed according to the scanner's documentation. When you plug the barcode scanner into your computer for the first time and your computer detects the new hardware, the New Partnership wizard appears. 20 FIREHOUSE Software Barcoding User's Guide

27 3. Select Yes, and then click Next >. The Select Synchronization Settings screen appears in the wizard. 4. Select Files, clear Calendar, Contacts, and Tasks, and then click Next >. The Setup Complete screen of the wizard appears. FIREHOUSE Software Barcoding User's Guide 21

28 5. Click Finish. The Microsoft ActiveSync dialog box appears. 6. Verify that the message in the window says Connected. 7. Continue with Download the scanner synchronization utility, on page FIREHOUSE Software Barcoding User's Guide

29 Download the scanner synchronization utility When you purchased the barcoding feature for FH's Inventory module, you were sent a barcode scanner preloaded with FH Scan, the software the scanner needs to communicate with FH, and an containing a download link to the FH synchronization utility and additional instructions. For FH to communicate with the barcode scanner, you also need to download and install the FH synchronization utility. 1. Open the you received containing a download link to the FH synchronization utility, and then click the link. The File Download dialog box appears. 2. Click Save. 3. Use the file browser to navigate to the location where you want to save the file, and then click Save. When the file finishes saving, the Download Complete dialog box appears. 4. Click Close. 5. Continue with Install the scanner synchronization utility, on page 24. FIREHOUSE Software Barcoding User's Guide 23

30 Install the scanner synchronization utility 1. Using Windows Explorer, navigate to the location on your hard drive where you saved the FH synchronization utility, and then double-click FHSync_Install.msi. 2. Double-click FHSync_Install.msi. The FH Barcoding Sync installation wizard appears, displaying the Welcome screen. 3. Click Next >. The Select Installation Folder screen appears in the wizard. 24 FIREHOUSE Software Barcoding User's Guide

31 4. Depending on your operating system, do one of the following: Operating system Windows 2000 or XP Windows Vista or 7 Do this Accept the default location listed under Folder. Click Browse, and then change the destination location to C:\FIREHOUSE Software\Advanced Automation\FHSync\ or another location outside the Program Files or Windows directories. 5. (Optional) To see a list of which drives you can install FHSync to, click Disk Cost. The FHBarcoding Sync Disk Space dialog box appears. This dialog box only displays information for your reference, and can be closed by clicking OK. 6. Under Install FHBarcoding Sync for yourself, or for anyone who uses this computer, select one of the following to indicate who can use FHSync on this computer: Choose this option Everyone Just me To allow this use All users that access this computer. Only by the user currently logged in to the workstation. WARNING: No one else will be able to use FHSync except the person with the current Windows login. 7. Click Next >. FIREHOUSE Software Barcoding User's Guide 25

32 The Confirm Installation screen of the wizard appears. 8. Click Next >. The installation begins, and the Installing FH Barcoding Sync screen appears in the wizard. 26 FIREHOUSE Software Barcoding User's Guide

33 When the installation finishes, the Installation Complete screen of the wizard appears. 9. Click Close. 10. Continue with Configure the scanner synchronization utility, on page 28. FIREHOUSE Software Barcoding User's Guide 27

34 Configure the scanner synchronization utility 1. Choose Start Programs FH Barcoding Sync FH Barcoding Sync. The Sync dialog box appears. 2. Choose Admin Menu Enter Admin Mode. The Admin Password dialog box appears. 3. In Password, enter AAIADMIN, and then click OK. The rest of the options in Admin Menu become available. 4. Choose Admin Menu Change Admin Password. 28 FIREHOUSE Software Barcoding User's Guide

35 The ChangeAppPassword dialog box appears. 5. In Old Password, enter AAIADMIN. 6. In New Password, enter a password of your choosing. Tip: Enter a password containing a mixture of characters, numbers, and symbols. Example: Ex@mp!e1 7. Click OK. 8. Choose Admin Menu Set SQL Connection. The SQL Server Connection dialog box appears. FIREHOUSE Software Barcoding User's Guide 29

36 9. In SQL Server, type the name of the computer running SQL server and instance name of your SQL instance for FH Enterprise. 10. In Database, type the name of your FH database. 11. Specify the security needed to access the FH database. For this security Do this Windows authentication Select Integrated Security. SQL login credentials a. Select SQL Server Security. 12. Click Test. b. In Login and Password, enter the username and password needed to access the FH database. If you are able to connect to the selected server, a confirmation dialog box appears. 13. In the SQL Server Connection dialog box, click OK. 14. Continue with Work with a scanner, on page FIREHOUSE Software Barcoding User's Guide

37 Work with a scanner To use a barcode scanner to inventory the items in an apparatus, you must synchronize the scanner with FH to download the checklists you need, scan the barcode stickers on the physical items in the apparatus, resolve any errors reported by the scanner, and re-synchronize the scanner with FH to upload the data collected by the scanner. Upload checklists from FH to the scanner Before using a barcode scanner to inventory the items in an apparatus, you must synchronize the scanner with FH to upload the checklists you need from FH to the scanner. Caution: If you do not synchronize the scanner with FH before performing an inventory checkin, the checklist on the scanner may not be current with the FH database, and data conflicts may occur. WARNING: If there is an incomplete scan (a partially completed checklist) on the scanner from an earlier check-in, the scan data is lost when you upload checklist data from FH in the steps below. Before uploading checklist data from FH, complete the scan started on the scanner and download the scan data to FH, as described in Download data from the scanner to FH, on page Choose Start Programs FHSync FHSync. The FH Barcoding Sync dialog box appears. 2. Click Upload Checklist Data from FIREHOUSE Software to Scanner. A message appears that the synchronization is complete. 3. Click OK. FIREHOUSE Software Barcoding User's Guide 31

38 Scan items in the apparatus 1. On the barcode scanner, choose Start Programs FHScan. The FHScan barcoding logo appears as FHScan loads, and then the FHScan login appears. 2. Using the keypad on the scanner, type your FH credentials, and then touch Login with the scanner's stylus or your finger. You are prompted to select the function to perform. 3. Touch Inventory. 32 FIREHOUSE Software Barcoding User's Guide

39 A screen appears prompting you for the barcode of the apparatus the inventory is being performed for. 4. In INV ID, scan the barcode of the apparatus the inventory is being performed for, or manually enter the barcode number on the scanner keypad and the either touch Look-Up or press Ent on the keypad. Tip: The barcode for the apparatus is typically located in the cab of the vehicle. Fields defined in the checklist for that apparatus appear on the scanner. FIREHOUSE Software Barcoding User's Guide 33

40 Note: Depending on how the checklist for the apparatus was set up in FH, the Odometer and/or Hours fields may not appear on the scanner. 5. From Type, use the scanner s stylus to select the checklist you want to use for this session, and then press Ent. 6. (If Odometer and/or Hours appear on the scanner) Enter the odometer reading, and/or hours meter reading. 7. Touch OK. A full list of staff members appears. 8. Select the names of the users doing the inventory, and then touch OK. You are prompted to scan the compartment s barcode, or to manually select the compartment you will inventory. 34 FIREHOUSE Software Barcoding User's Guide

41 9. Scan the compartment s barcode, or select the compartment from Scan or select the compartment and then touch Select. The list of inventory items in that compartment appears. The item has not yet been scanned. icon indicates that an 10. Scan an item in the compartment, or manually enter the barcode number on the scanner keypad and then press the Ent key. Note: When you defined an item in the checklist in FH, you had the opportunity to require a maintenance question to an item. You can also manually indicate whether the item needs maintenance, whether it is misplaced or its presence is unknown, and add notes for an item. Information manually specifying this information is available in Manually add information about an item, on page 44. FIREHOUSE Software Barcoding User's Guide 35

42 Depending on the item s status, different responses can appear on the scanner. If this is the case The item is found in the checklist, and no additional information is needed for it. This happens A checkmark appears next to its entry in the checklist, and the item entry is highlighted with green. Example: The item is found in wrong compartment (the item is misplaced). An X appears next to its entry in the checklist, and the item entry is highlighted with red. Example: The item is found in the checklist, and quantity information for the item needs to be entered. The item is found in the checklist, and a question needs to be answered for the item. The item is not in the current checklist. The item s barcode is not recognized by the scanner. Continue with Enter quantity information for an item, on page 39. Continue with Answer a question for an item, on page 40. Continue with Item is not in the current checklist, on page 41. Continue with Item is not recognized by the scanner, on page (If you need to correct the response for an item) Do the following. a. Select the item you want to correct the numeric or maintenance response for. b. In the upper left corner of the FHScan interface, choose Item Delete Scan. You are prompted to confirm whether you want to delete the scan information for the selected item. c. Click Yes. The item is set back to an unscanned state. 12. Repeat steps for each item in the compartment. 13. (When you have scanned or entered the barcode numbers for all items in the compartment) Touch Next. 36 FIREHOUSE Software Barcoding User's Guide

43 If any errors were encountered during the inventory of the compartment, a list of those errors appears on the scanner. If no errors were encountered during the inventory of the compartment, you are prompted to scan or select the next compartment to inventory in the checklist. Icon and color Wrench icon, item is highlighted with yellow. Wrench icon, item is highlighted with red. X icon, item is highlighted with red. ~ icon, item is highlighted with yellow. Indicates this One of the two things have has occurred. The item is approaching the recommended quantity limits, but has not yet reached a critical low or high quantity defined in the checklist. You manually indicated that the item requires maintenance. The item has reached, exceeded, or dropped below a critical low or high quantity defined in the checklist. Item is now out of service, or is misplaced (in the wrong compartment). One of the two things have has occurred. The item is missing (was not scanned). You manually indicated that the item is in the wrong location.? icon, item is highlighted with red. You manually specified that the inventory status for the item is unknown. 14. (If an error list appeared) Click Accept. FIREHOUSE Software Barcoding User's Guide 37

44 If any of the items in the error list were for missing or misplaced inventory items, you are prompted to enter notes explaining the situation for each item. 15. (If you are prompted to enter notes) For each missing or misplaced item in the error list, note the item number for the missing or misplaced item, use the scanner's keypad to enter text explaining the situation, and then touch OK. When you have entered notes for all missing or misplaced items, you are prompted to indicate the next compartment in the checklist that needs to be scanned. 16. Repeat steps for the next compartment in the checklist. 17. Continue with Exit a scan, on page FIREHOUSE Software Barcoding User's Guide

45 Enter quantity information for an item When you scan an item or enter the barcode number for the item, and if the checklist needs quantity information to be entered, you are prompted for the quantity of the item you scanned. 1. In Enter the quantity, use the scanner's numeric pad to type a quantity number, and then touch OK. If the quantity you entered is within the error ranges you specified in the checklist in FH, a checkmark appears next to its entry in the checklist, and the item entry is highlighted with green. Example: If the quantity you entered exceeds or drops below the quantity limits established in the checklist, a wrench icon appears next to its entry in the checklist, and the entry is highlighted with yellow. Example: Note: A generic (quantity) item may be automatically taken out of service if the checklist was configured in FH to do so when a minimum critical quantity is reached. If the item is marked as critical when out-of-service in the checklist in FH, when you move on to scanning the items in the next compartment, an out-of-service item is added to the error list. 2. Return to step 11 in Scan items in the apparatus, on page 32. FIREHOUSE Software Barcoding User's Guide 39

46 Answer a question for an item When you scan an item or enter the barcode number for the item, and if the checklist needs maintenance questions to be answered, you are prompted to answer the question for the item. 1. Select Pass or Fail to indicate an answer to the question, and then touch OK. If you selected Pass, a checkmark appears next to its entry in the checklist, and the item entry is highlighted with green. Example: If you selected Fail, a wrench icon appears next to its entry in the checklist, and the entry is highlighted with yellow. Example: If the item is marked as critical when out-of-service in the checklist in FH, when you move on to scanning the items in the next compartment, an out-of-service item is added to the error list. 2. Return to step 11 in Scan items in the apparatus, on page FIREHOUSE Software Barcoding User's Guide

47 Item is not in the current checklist When you scan an item or enter the barcode number for the item, and if the barcode or its number is recognized by the scanner but the item is not the current checklist, an error message appears. Example: You are doing the weekly inventory checklist, but scanned an item that is on the monthly inventory checklist, and that item is not also on the weekly checklist. 1. Click Continue. The checklist reappears for you to continue the inventory with. 2. Return to step 11 in Scan items in the apparatus, on page 32. FIREHOUSE Software Barcoding User's Guide 41

48 Item is not recognized by the scanner When you scan an item or enter the barcode number for the item, and if the barcode or its number is not recognized by the scanner, an error message appears on the scanner display, stating that the item has not been added to FH yet, and prompting you to add this item to the error list. 1. Depending on whether you want to add the item to FH later, do one of the following. x To do this Add the item to FH a. Click Yes. Do this You are prompted for a description for the item. 42 FIREHOUSE Software Barcoding User's Guide

49 To do this Do this b. In Enter a description for item {0}, use the keypad on the scanner to enter a description. c. Click Save. An entry for the item is added to the checklist in the scanner, with a question mark? icon next to the item s entry. Example: You do not want to add the item to FH Click No. The checklist reappears for you to continue your inventory process. 2. Return to step 11 in Scan items in the apparatus, on page 32. Note: This item and its barcode must be added to a checklist in FH, and the barcode scanner must be re-synchronized with the FH database for the updated checklist to be loaded and the scanner to recognize the barcode. Unrecognized items must be resolved before the scan can be completed. FIREHOUSE Software Barcoding User's Guide 43

50 Manually add information about an item When you defined an item in the checklist in FH, you had the opportunity to attach a maintenance question to an item. When performing an inventory with the barcode scanner, you can also manually indicate that an item needs maintenance, even if you did not attach a maintenance question to the item in the checklist. 1. Select the item in the checklist you want to place out of service, and then touch Details. A screen for indicating details about the selected item appears. 2. Depending on what kind of information you want to add for the item, do one of the following. To do this Indicate that an item needs maintenance Indicate that an item is in the wrong location Indicate that the item is missing a. Select Maintenance. Do this b. (Optional) Add a note to the item about the maintenance that is necessary, and if the item should be taken out of service until the maintenance is performed. a. Select Wrong Location. b. (Optional) Add a note indicating where the item was found, and if it has been returned to its proper location. a. Select Unknown. b. (Optional) Add a note describing the situation. 44 FIREHOUSE Software Barcoding User's Guide

51 To do this Do this Add notes to the item a. Select Notes. A screen for entering note text appears. 3. Click OK. b. Click OK. 4. Return to step 11 in Scan items in the apparatus, on page 32. FIREHOUSE Software Barcoding User's Guide 45

52 Exit a scan When you have completed inventorying the apparatus, or if you need to stop the inventory and resume it later, you can exit the scan without losing the item information you have already collected in the barcode scanner. 1. On the screen displaying a compartment checklist, in the upper left corner of the FHScan interface, touch Exit. If any errors were encountered during the inventory, a list of those errors appears on the scanner. Icon and color Wrench icon, item is highlighted with yellow. Wrench icon, item is highlighted with red. X icon, item is highlighted with red. Indicates this One of the two things has occurred. The item is approaching the recommended quantity limits, but has not yet reached a critical low or high quantity defined in the checklist. You manually indicated that the item requires maintenance. The item has reached, exceeded, or dropped below a critical low or high quantity defined in the checklist. The item is now out of service. The item is misplaced (in the wrong compartment). ~ icon, item is highlighted with yellow. One of the two things has occurred. 46 FIREHOUSE Software Barcoding User's Guide

53 Icon and color Indicates this The item is missing (was not scanned). You manually indicated that the item is in the wrong location.? icon, item is highlighted with red You manually specified that the inventory status for the item is unknown. 2. (If an error list appeared) Click Accept. You are prompted to select the function to perform. 3. Click Exit. FIREHOUSE Software Barcoding User's Guide 47

54 Download data from the scanner to FH After using a barcode scanner to inventory the items in an apparatus, you must synchronize the scanner with FH to download the data you collected with the scanner to the Inventory module in FH. 1. Place the scanner in its docking station. The synchronization software detects that the scanner is in the docking station. 2. On your computer's desktop, double-click the FH Barcoding Sync icon. The FH Barcoding Sync dialog box appears. 3. Click Download Scan Data from Scanner to FIREHOUSE Software. A message that the synchronization is complete appears. 4. Click OK. 48 FIREHOUSE Software Barcoding User's Guide

55 Work with scan results Note: If you downloaded the scan results while FH was running, you need to exit FH and restart it for it to detect the new information from the scanner. 1. In the main FH toolbar, click Inventory. The Inventory dialog box appears. 2. Open the apparatus you would like to create a checklist for, and then click OK. The Inventory dialog box populates with information from the selected apparatus. 3. Click the Checklist tab. 4. In the Scans/Runs Checklist Level list, select the scan you want to work with, and then click Open. FIREHOUSE Software Barcoding User's Guide 49

56 The Checklist Summary dialog box appears, containing the status of scans, information gathered during the scans, and any errors encountered during the scans. 5. Do any of the following. To do this View the list of staff members involved in the scan View only the errors that occurred during the scan View all the information from the scan Do this Under Involved Staff List, scroll up and down to view the list of names. Click the Error List tab. Click the Full Summary tab. 6. Click Close. 50 FIREHOUSE Software Barcoding User's Guide

57 Purge scan information Note: Only an FH administrator can purge scan records that have reached their retention period. 1. (If it is not already open) Open an existing checklist, on page Under Scans/Runs Checklist Level, click Purge. The Purge Checklist dialog box appears. 3. In Purge all scans prior to, type the date you would like to purge records prior to, or click Calendar and select the date from the calendar that appears. 4. Click OK. A dialog box appears, prompting you to confirm the deletion of records prior to the date you specified. 5. Click Yes. The record of the scan is removed from Scans/Runs Checklist Level. FIREHOUSE Software Barcoding User's Guide 51

58 Update FH Scan on the barcode scanner 1. Choose Start Programs FH Barcoding Sync FH Barcoding Sync. The FH Barcoding Sync dialog box appears. 2. Choose Device Install Application Motorola MC3100. The Add/Remove Programs dialog box appears, and the Installing Applications dialog box appears over it. 52 FIREHOUSE Software Barcoding User's Guide

59 3. Click Yes. The Application Downloading Complete dialog box appears. 4. Click OK. The Add/Remove Programs and the Installing Applications dialog box close automatically. 5. Check the scanner screen. A prompt for re-installing FHScan appears on the scanner. 6. Click OK. FIREHOUSE Software Barcoding User's Guide 53

60 A prompt for overwriting a hidden.dll file appears. 7. Click Yes To All. FHScan updates on the scanner. 54 FIREHOUSE Software Barcoding User's Guide