HomeMy WebLinkAboutSOG 604.02 NEW 10-2012_M&T Comm Systems604.02 -Maintenance & Testing of Communications Systems
Effective: 10/5/2012
Revised:
Replaces:
I. Guiding Philosophy
Firefighters often work under extreme conditions. The ability to effectively communicate
is a critical factor and in achieving successful mitigation operations, and in enhancing the safety
profile for both First Responders and those we serve. To insure vital communications systems
are effective, periodic inspections, maintenance and testing of communications equipment will
be conducted and documented.
II. Purpose
The purpose of this policy is to provide members with a standard guideline for routine
inspection, maintenance, testing and proper documentation for department communication
systems.
III. Goals
The goals of this policy are to:
A. Outline the responsibilities procedures associated with daily radio and monitor
tests.
B. Communicate the responsibilities and requirements for performing and
documenting inspections of communications equipment.
C. Detail the responsibilities and procedures for the reporting of communications
equipment problems, and proper documentation of communications work orders.
D. Describe general routine maintenance issues and documentation requirements.
IV. Definitions
A. Portable Radios — Hand-held, two-way radio that can transmit and receive.
B. Mobile Radio — Two-way radio affixed inside an apparatus.
C. Fire Station Monitors — Tone generating devices for alerting and dispatching
responders and apparatus (Zetron and VHF fire station alerting system monitors).
D. Acknowledgement Buttons — Red push buttons placed at all fire stations to
signal receiving a message communicated from the Fire -EMS Communications
Center.
E. 800 MHz Radio Trunking System — Fire Department's primary operational
radio system.
F. 800 MHz Radio Repeater — Stand-alone, conventional radio system used to back
up the primary radio frequency.
G. Recondition Battery Exchange — The process of periodically replacing portable
radio batteries with a fully reconditioned battery.
H. Epic Voice Amplifier — Communications accessory attached to the SCBA face
piece.
I. Lapel Microphone — Speaker/microphone connected by cable to a portable radio.
V. Daily Radio and Monitor Test
A. Every morning the on -duty Dispatch Supervisor will insure that a test of the fire
station's monitors and 800 MHz radio is conducted.
B. VHF Monitor Test:
1. The Dispatcher will test the system by activating the [All Fire VHF] icon
on the [Backup] to radio monitor at 0700�iu���o�°�� �� r°I 11110r IL ?,U
providing a tone and verbal announcement (i.e."KKC989 - Beaumont Fire
Department — 0700 hours")
2. Members will acknowledge receipt of tones/verbal broadcast by pressing
the fire station's red acknowledgement button.
3. The Dispatcher will verify all stations received the monitor test by
reviewing the Centracom activity log.
4. Fire stations failing the VHF monitor activation test:
a. The on -duty Station Captain will insure a Firehouse work order is
completed as soon as possible (see SOG 600.01— Creating &
Processing Work Orders & Test Records).
b. The Dispatcher shall report the failure to the Radio Shop and
document this report in the Firehouse work order's [Notes] section
for the applicable work order.
C. Zetron Monitor Test
1. The Dispatcher will conduct the fire station report at 0815 hours every
morning by activating the Zetron monitor [Stations All Select] and [PA
ON] and [Day Mode].
2. The Dispatcher will announce over [BFR All Fire] icon, "All stations
standby for morning report."
3. All stations will acknowledge by pressing the red acknowledgement
button.
4. The Station Captain or designee will give a report using a portable radio
on BFR Main when prompted by the Dispatcher. Station Captain or
designee will answer:
a. Example: "Station 2 is OK"
hf,'" (Iicu'd'te,s all �'u/��0����D41� a',I�"��" "w' d'd"�°� �1/il�,l�"��� �°V�./�� GY�„ d'IF"��`"V� hf,'� prol)er
r pp
b. Example: "Station 2 is in Reserve Engine 8, no VHF
portable."
5. Fire stations reporting a failure in any equipment:
a. The on -duty Station Captain will notify the Fire -EMS
Communications Center by phone and insure a Firehouse
work order is completed as soon as possible.
SOG 604.02 — Maintenance & Testing of Communications Systems Page 2 of 5
b. The Dispatcher shall report the failure to the Radio Shop and
document this report in the Firehouse work order's [Notes]
section for the applicable work order.
D. Fire Station 800 MHz radio is simultaneously tested with the morning report.
The Dispatcher's verbal broadcast received over the fire station's P.A. indicates
the radio is working.
VI. Inspection of Communication Equipment
A. The on -duty Station Captain is responsible for the enforcement of this policy.
B. It is the responsibility of all members to become familiar and competent in the
functions, use and maintenance of communications systems that they are required
to operate.
C. Every morning, the Station Captain of the oncoming shift is responsible for
insuring all communication equipment is checked for proper operation.
D. Any member who becomes aware of lost/damaged/improperly operating
communications equipment shall immediately notify his/her immediate supervisor
and the Fire -EMS Communications Center by phone. The member will submit a
Firehouse work order as soon as possible, explaining the circumstances of the
loss/damage in the [Notes] section of the work order.
I. Communication equipment failing to operate properly shall be placed out
of service immediately until repaired or replaced.
2. If a replacement is needed, immediately notify the Fire -EMS
Communications Center and complete a work order (see SOG 600.01
Creating & Processing Work Orders & Test Records).
E. Daily Inspections
1. 800 MHz portable radio:
a. Exterior inspection for damage to casing or missing parts.
b. Turn the portable radio on and check the display for:
1) Clarity
2) Battery symbol strength should be showing solid, with at
least two to three bars showing. 1inli nt iiate�l:),
ling ndficivaeli� iut, iiater )) , i
iiater mlhiii�p indhoittedr iu� � iiptble
111#ter teiedtii� ng ih P"I"T i 1, 111h ti�,P-Tidli) tttii�prtj
3) Correct channel selection
c. Important Note: The 800 MHz portable radio battery must be
charged by a Motorola Impres charger for the battery icon to
accurately display the battery strength. Charging the battery with a
non -Motorola Impres battery charger will cause the battery data to
display inaccurately or not at all. The data can be restored by
placing the battery in the proper charger. If the charger does not
display an amber light when initially placing the battery in the
SOG 604.02 — Maintenance & Testing of Communications Systems Page 3 of 5
charger, lift the battery from the pocket and place it back in the
charger again.
2. VHF portable radio:
a. Exterior inspection for damage to casing or missing parts.
b. When initially activating the portable, the LED light located
between the antenna and selector knob should indicate green and a
short tone should be emitted from the radio. If no LED light and/or
tone, replace battery.
3. 800 MHz mobile radio:
a. Exterior inspection for disconnected/loose wiring or missing parts.
b. Turn on the radio and check display indicator for:
1) Clarity
2) Correct channel selection
4. VHF mobile radio:
a. Exterior inspection for disconnected/loose wiring or missing parts.
b. Turn on radio and display indicator for:
1) Clarity
2) Correct channel selection
5. Epic Voice Amplifier:
a. Exterior inspection for damage to casing or missing parts.
b. Don the face piece and activate the amplifier. A solid, LED green
light indicates power is on and a good battery. Speak to check
audio.
c. A flashing LED green light indicates a low battery and two (2) or
less hours of operating time remaining -Change batteries
immediately.
6. Lapel Microphone Mic):
a. Exterior inspection for casing, cable or parts damage.
b. When first powering on a portable radio with a select knob Mic,
the Mic sets the portable radio to the channel indicated on the Mic.
c. After initial activation of portable radios with select knob Mic, the
channel will be set to the last touched knob on the Mic or radio.
d. Set the volume on the portable radio to the highest volume desired,
and make any adjustments with the Mic.
VIII. Inspection Documentation & Work Orders
A. The on -duty Station Captain will insure that daily maintenance/test records are
generated in Firehouse for all communications equipment requiring inspection.
1. In Firehouse, open the Inventory Module.
,uiiuilll. and select [Enter].
2. Enter the 2.hi��i 1�t.a!6��pi i miii,u...i��� miui „iu.;��������1L uiwiii�������
3. Click on the [Maintenance/Test] tab.
4. In the [Maintenance/Test] field click on [Add], then complete the
following fields:
a. Job code is 5 5 2
b. Priority is
c. N aau7rD-Dheir and �'11,Effif
Click on [Other] tab and then click on [User Fields]. This is where the
Daily Apparatus Check record is documented.
SOG 604.02 — Maintenance & Testing of Communications Systems Page 4 of 5
6. In the [All Communications Equipment] field, select the pull down and
choose either IOT,'p J or Ili:SIC.SIIqmiiiI' Diliii,.ediildj,
a. Selecting [() TK,:� means all communication equipment is
operating properly.
b. Selecting III 14,iqmiii s Dili�i edi�i^dj means a work order is required in
accordance with (SOG 600.01— Creating & Processing Work
Orders & Test Records).
IX. General Routine Maintenance
A. All equipment can be wiped with damp rag (solution of mild soap and water) to
remove soiling. The equipment shall be cleaned after every exposure of soiling.
B. Lapel microphone should be replaced if cable is frail/damaged, casing breached, or
PTT button is damaged or not functioning.
C. Battery Exchanue Program
1. In an effort to maintain optimum performance of front line portable
radios and communications equipment, a periodic battery exchange
program shall be implemented.
2. All members will utilize spare batteries and Motorola Impres battery
chargers assigned to each fire station to comply with the battery exchange
program for portable radios.
3. If a radio has been used for an extended amount of time during a shift, the
battery should be replaced and the used battery placed into the
appropriate charging unit. The member will then place the radio back on
the apparatus. If necessary, fresh batteries can be obtained from a district
station or the Fire -EMS Communications Center.
4. 800 MHz portable radio batteries will be replaced with reconditioned
batteries according to the following schedule:
a. Grade I members shall exchange batteries each A -Shift.
b. Grade II members shall exchange batteries each B -Shift.
c. All Officers shall exchange batteries each C -Shift.
d. Members who are temporarily upgraded will exchange
batteries based on their upgraded status (Example: Grade I
upgraded to Grade II exchanges on B -Shift work days).
5. VHF portable batteries will be replaced as needed. Notify the Fire -EMS
Communications Center for a replacement battery.
6. Voice amplifier batteries should be replaced when the LEDegr en light is
blinking OR every six months. Report the battery replacement in the daily
Firehouse Maintenance/Test record [Notes] section.
D. All portable radios and spare batteries will be inspected twice per year by Fire -EMS
Communications personnel. The Logistics -Services Branch Chief and
Communications Group Supervisor are responsible for scheduling, implementing, and
reporting the results of these inspections.
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