FireWatch Case Studies

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FireWatch helps West Sussex FRS Automate HR & Admin Functions

Scenario:

West Sussex Fire & Rescue Service wished to deploy a solution that would support HR functions within a flexible framework for managing ongoing legislative and operational challenges.

Background:

Initially, the long-term objective was to support core personnel functions using the Local Authority’s SAP system. In the period before SAP rollout, the plan was to replace a legacy personnel database with an interim HR solution that would also enable the production of timely and accurate CLG returns.

FireWatch was selected to fulfil this short term requirement. However, once deployed it proved so successful that FireWatch was elevated to assist the Service in meeting long term IT objectives, including addressing the process management, integration and reporting challenges related to implementation of the UK Fire Service Modernisation programme.

The key reasons why FireWatch was chosen to support Human Resource Management at West Sussex Fire & Rescue Service over the long term were because it:

• Provides a fully integrated solution for competency-based safety and HRM
• Offers the flexibility to configure modules to meet with ongoing legislative and operational changes related to Modernisation
• Supports the delivery of IPDS and IRMP
• Meets with CLG reporting requirements

Implementation:

West Sussex Fire & Rescue Service initially deployed FireWatch to support personnel, rota and training. Rollout to other key departmental areas is now underway. The Service has already seen great benefits from the integration of previously isolated departments and the ability to produce quickly and accurately the required annual CLG returns. A future rollout stage will involve integrating FireWatch with SAP to enable a central Local Authority store of information, relating to employees and pay, to be easily maintained.

Business Benefits:

• Increased visibility and tracking of absence levels through automatic logging of sickness calls within personnel module
• Ensured compliance with minimum officer duty cover across differing rotation patterns
• Ability to reflect and support ongoing changes such as rank to role, IRMP and IPDS
• Improved team-working and systems integration across previously isolated departments
• Automation of paper-based manual processes to save significant time and reduce operational costs

Project Manager Mark Swanton, West Sussex Fire & Rescue Service, said: “FireWatch has enabled us to move from an antiquated, three-screen personnel system that had two or three users to a fully-integrated system that joins up our core human resource functions, including Personnel, the Command Mobilisation Centre, Training, Health & Safety, and the Service Intelligence and Commanders Groups.

"We have automated manual procedures, our departments no longer work in isolation, duplication of work to enter information into multiple systems has been eliminated, the paper pile is greatly reduced and we can easily pull off all the required CLG returns on time and with accuracy.

“FireWatch has also provided us with greater visibility of absence levels by automatically populating the personnel system with the required data when sickness calls are received by the Central Command Mobilisation Unit. Previously, this took six or more weeks to filter through because it had to be manually entered into the system.”

Technical and Operational Overview

FireWatch is the only fully integrated solution, built on a modern technology platform, designed specifically to support the human resource management processes within the Fire & Rescue Service. It integrates all areas of human resource activity to support complex manpower availability planning and will allow graphical reporting of performance outcomes against competency standards. FireWatch also includes fully integrated modules that support the delivery of development/IPDS.

FireWatch utilises Microsoft’s component-based architecture. The product features support workflow and decision rules that allow users to build templates that personalise recruitment, skills matching, training course development and skills acquisition planning processes. The flexible, modular structure of FireWatch enables Fire & Rescue Services to add on functionality as and when required/roll the software out across departments.

Operational requirements were that FireWatch should:

• Enable West Sussex Fire & Rescue Service to meet CLG reporting requirements
• Help individuals to consistently deliver targeted workplace performance
• Improve communication and collaboration between departments
• Improve visibility and management of administrative processes
• Enable the Service to judge individual, team and overall service performance against a predefined set of competency-related indicators
• Reduce time and money spent maintaining administrative systems

Summary:

The successful implementation of FireWatch has already delivered great benefits in terms of increased efficiency, improved communication and collaboration, and a reduction in the time and cost of managing administrative systems. Over the longer term, the flexibility FireWatch offers to enable adaptation in line with ongoing legislative and operational changes arising from Modernisation will ensure this deployment continues to pay dividends.