BA Swap and Go ready to roll
Swap an empty for a full cylinder
The filling and movement of Breathing Apparatus (BA) cylinders has long been a heavy drain on CFA members' time.
The BA Swap and Go process provides an efficient way for members to drop off empty cylinders and pick up full cylinders at local stations/ locations.
To underpin the new process, the ‘Cylinder Exchange’ app - built on the robust ServiceNow ‘Now Agent’ platform, allows for seamless management of BA cylinder records, making it a breeze to record information such as swapping empty cylinders for full ones, the transfer of cylinders between locations, conducting quick stocktakes at stations, and so much more.
Now that District 11 has finished the pilot and have gone live, the new process is ready to be rolled out across CFA, starting with the other South East Region districts (9, 27, 10 and 8).
“The ability to exchange cylinders is long overdue and highly sought after by members. Brigades are only concerned that they have a particular number of cylinders, not whose name is on the cylinders," Bairnsdale Captain Aaron Lee said.
For D11 brigades the new BA Swap and Go process and use of the ‘Cylinder Exchange’ app has seen great improvements in the management of BA cylinders across the district.
“In the past in District 11 we had brigade members travelling in some cases for hours to refill cylinders, which may have also required a return trip to pick up the cylinder once it has been refilled," Aaron said.
"Now, brigades can come to us [at Bairnsdale] and swap over their empty cylinders for full ones and not have to worry about retrieving their cylinders in the coming days.
“We have supported a few incidents in our BA Support vehicle and the new process and app has enabled us to easily exchange cylinders on scene at the incident.”
All brigades who hold BA cylinders can use the Cylinder Exchange app to manage cylinder records for their brigade. Brigades (and locations) with compressors, BA Support vehicles or who act as swap and go hubs, can also view records for other brigades in their district.
Previously when a cylinder was re-filled it was recorded (e.g. time, date, serial number) on a clipboard using pen and paper- the app now captures the cylinder fill as a digital record.
“We’ve taken on the role as the BA Hub for all District 11 brigades. This means we now not only swap and refill cylinders but also manage the hydro return of cylinders," Aaron said.
"Through the app we can see when each cylinder is due for hydro, not only cylinders at Bairnsdale but also all surrounding brigades. For example, if Lakes Entrance has a cylinder approaching hydro, they simply exchange the cylinder at Bairnsdale for another cylinder and then we (Bairnsdale) arrange the hydro to be returned to the PE Dept.
"This has dramatically reduced our workload- even with taking on the responsibility of the hydro process - this is key, as our members time is valuable.”
The app also includes the ability to do a stocktake of cylinders.
“Stocktake is a quick exercise that involves scanning QR codes on all your cylinders to refresh the records in the app," Aaron said.
"All brigades are encouraged to do weekly/regular stocktakes. It means that if there have been any recent exchanges of cylinders that weren’t captured at the time of exchange – the stocktake will correct the data in the app.”
Aaron provided this advice to other brigades about the Cylinder Exchange app and how to use it.
“The app is extremely simple to use and very intuitive. I would encourage brigades to take the time to understand the app and its ability. A working knowledge of WorkZone would also be valuable.”
The app records the cylinder movement history, cylinder fills and hydro date.
"It has allowed us to design more flexible, localised arrangements to enable a better use of volunteer time," Aaron said.
"We are regularly in contact with brigades doing BA refresher sessions who want to lend/borrow cylinders for training. Local solutions for local problems."
Aaron shared a great example of the app’s usability.
"During our road show around the district, a brigade member who has limited faith in technology, after loading the app and performing a task said to me: 'That’s the easiest app CFA has ever produced. This app is for anyone with a smart phone'.”
As the BA Swap and Go process continues to be rolled out across the state, the project team will deliver information sessions to staff and brigades in each district following a rollout schedule.
For more information about the project visit Members Online.
The BA Swap and Go project team includes technology expertise provided by the ICT Business Solutions team, leadership provided by ACFO Urban Operations and subject matter expertise provided by Infrastructure Services (including PE). You can contact the project team by emailing baexchange@cfa.vic.gov.au