Apple Applications In a Volunteer Department
MANAGEMENT
USING MICROCOMPUTERS
In an attempt to improve its accounting system, the New Berlin, Wis., Volunteer Fire Department invested in a microcomputer—and discovered that its capabilities extend far beyond bookkeeping.
The computer was first installed in November 1981 after backlogs and delays repeatedly occurred in processing and recording nearly 1000 invoices and preparing quarterly reports on the status of 50 accounts.
An Apple II microcomputer system was chosen for its relatively low cost and for the fact that several department members owned the same model, providing a backup in case of breakdown and a pool of talent familiar with the system. The computer cam equipped with 48 kilobytes of memory, two disk drives for data storage, a BMC green screen monitor and an Epson MX-80 F/T printer that can handle both sheet and tractor-feed paper.
Department members wrote the program for printing and recording checks and preparing custom reports. By entering the check number, amount, vendor and account number on the keyboard, the computer prints the checks, writes weekly expenditure reports, credits the proper accounts, balances the department’s budget and prepares quarterly summaries.
Search programs were also written to sort the data base by either account number, vendor or check number. All data is stored on magnetic disks.
The computer cut the department’s bookkeeping time from 16 to 4 manhours per month.
Further benefits of the computer were realized when fire fighters experimented with entering run sheet data on the more than 900 yearly responses made by the department’s five EMS vans.
The computer lists response times for each station and prepares a summary of all calls received by hour and day to determine peak periods of activity.
Another time-consuming task taken on by the computer is organizing the department’s fire inspections. Last year, after 14 years on the department, I was selected as replacement for the position of fire inspector. My first charge from the board of directors was to evaluate the present inspection program. With an excess of 800 occupancies requiring inspection a minimum of twice yearly, it didn’t take long to see that the manual system of control in existence at that time was requiring far too many hours.
Having a limited knowledge of computers, I nevertheless started looking into the possibility of computerizing the fire inspection program. After an hour sitting with our treasurer, Lieutenant Lou DelVecchio, on the capability of the Apple computer, I was convinced that a computerized system was the way to go.
This created a problem for me, however. Not being adept in the total capability and operation of the computer, I would have to be dependent upon others for their time and availability. So I had to learn more about these microcomputers. After two weeks of scanning the classifieds,
I found a used Apple II and added it to my home office. Learning to operate the Apple became more exciting as the days went by. Again with the assistance of DelVecchio, a program called “DB Master” was purchased and we were on our way.
The key to the success of the program is the master control numbering system used in the program. All memorandums, documents, inspections, plans, preplans, etc., were identified with a master control number. The next task was to determine the types and amounts of information to be included in the system. This is the nice part: The amount and type of information has no limitations. Each user determines what type and what quantity of information best fits the needs of his individual departments.
The New Berlin department uses 20 fields of information for the inspection program, ranging from building activities (such as “food distributors”) through inspection dates to zip codes and phone numbers. Information on the structures in question can be sorted by street, inspections, type of occupancy, etc. The computer can also provide a printout of all occupancies requiring inspections in the … coming week. Inspection reports can include all the information stored in the computer’s memory or just a particular portion of the data.
The computer can also provide information as to the location of water supplies, sprinkler hookups and hazardous materials in an area.
The department also purchased SuperScribe, which converts the microcomputer into a word processor. Now, the department’s rosters and training manuals are typed onto disks and changed and updated as needed in a matter of minutes. Previously, entire documents had to be retyped.
Department members often wonder how they ever got the jobs done before they had the computer.
