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Phoenix Fire RMS

Fire Records Management System

Fire Records Management System (Fire)

NFIRS, inspections, training, cloud ready

Cloud ready NFIRS, Inspections, and Training. Whether you operate a single Fire/EMS agency or manage multiple jurisdictions, ProPhoenix can be scaled to fit your agency’s needs now and in the future. Developed on the philosophy of the Tetrahedron, our Fire RMS far exceeds the competition in technology. Additionally, our single point of data entry provides ease of reporting with the integration of inspection information and NFIRS reports.

With Mobile Inspections, your inspectors can:
Use the tablet touchscreen to select an assigned building or hydrant inspection from a list of inspections due using the map to choose the best route.
View the complete premise registration record and make any necessary updates.
Select the appropriate inspection type(s) (including re-inspection) from a dropdown list.
Streamline re-inspection activity: All current violations for a location are automatically displayed and can be marked as abated or updated for re-inspection.
Easily record multiple violations of the same type without duplicate reentry of the code.
Touch a single onscreen button to record a “No Violations Found” or "No Entry" inspection.
Record penalty amounts at the time of the inspection based on codes and standards you currently use.
Add remarks to the record at any time using the tablet’s onscreen keypad (or Bluetooth keyboard), with the option to include or omit the remarks on the violation notice.
Capture the signature of the owner/representative directly on the tablet (the inspector’s signature is already stored).
Email the signed report or print on-site to a Bluetooth printer.

All of the features of a full RMS system, specifically created from the ground up for fire professionals. Fully integrated with CAD and Mobile.

Clean, Powerful User Interface

100% browser based client with no local software
State-of-the-art technology and comprehensive functionality
Agency installed, hosted, and SaaS solutions available

Easy to Learn and Use

Intuitive navigation and built-in workflows
Embedded video help, help text, and online training materials
No duplicate data entry; enter once, available everywhere
Google Maps & HERE Maps interfaces

Inspection Management

Mobile Inspections app available on iPad, Android, and Windows tablets
Maintain and update complete building registrations with Pre-Plan documents, photos, HazMat location, and contacts
Schedule inspections and re-inspections
Create customized inspection checklists
Integrated ICC and NFPA code sets
Prepare violation reports referencing relevant codes/standards
Permit and permit inspections
Integrated accounting module

Hydrant Management

Plot hydrant locations on the map
GPM flow calculations
NFPA color coded icons
Hydrant inspections and activity log


Schedule and record all agency agendas and scheduling calendars
Activity logging for non-incident related responsibilities

Alarm Billing and Accounting

Alarm registrations, year-end reports
False alarm tracking and billing
Track fees and invoices
Receive payments

Dynamic Business Intelligence Engine

PowerBI – visualize data and share insights across the agency or embed into application
Map based crime analysis
Business Intelligence dashboards
Custom dashboards based on job function

Training and Certification

Track individual training and auto reminder for re-qualification
Certification and CEU tracking
Class and course tracking
Attach certificates

Scheduling Management

Specify minimum unit staffing requirements
Time tracking user defined categories, such as overtime, vacation time, etc.
Drag and drop daily roster
Trades and swaps
System generated accrual  and carryovers for groups of personnel
Scheduling app to submit and approve leave and trade/swaps from your mobile phone

Maintain Accounting and Billing

Generate invoices/billing
Penalty and violation fee tracking
Create permit fee schedules and calculate fees due
Payment ledgers
Fee projection reporting

Robust Reporting

Electronic submission of NFIRS and NEMSIS reporting
Fire Investigator (NFPA 921 based) reporting is included
LOSAP and Percentage reporting for volunteer personnel
Business Intelligence dashboards
Activity logging for non-incident related responsibilities

Fleet and Inventory Management

Track inventory with barcoding
Set maintenance scheduling requirements
Automatically schedule required service and inspections
Set reorder thresholds for supply items
Track mileage, hours and DEF



Address management
Address flags and hazards
ESRI integration (auto populate and maintain geo records from ESRI)
Google and HERE Map support
Set up Geo fence; alert control entry and exit

Document Management and Accreditation

Create and maintain policies, directives and SOPs
Send for review and upon approval, assign to personnel
Track assignment and “read history”
Employee access to their library (assigned documents)
Accreditation support

PDF Form integration in addition to QA Forms

In addition to Phoenix Q&A Forms, fillable PDF forms can be used
Data will be saved as JSON object (without the PDF form)
Entered data can be searched
PDF version number is saved with the data; new versions can be added

Modules below are part of standard Fire RMS, but may not be required for all fire agencies.


Tracks training and special functions such as Narcotics
K9 incident reporting
Medical tracking
Dedicated training module with training aid 
K9 expense tracking
Walkthroughs and demonstrations
Certifications and Awards

Detail Work Billing

Track “detail” requests
Setup hierarchical order; assign jobs based on least number of hours worked
Track billing and officer pay amounts using Accounting Module

Help Desk Module

New tickets can be created within RMS or received via email
Tickets can be updated, closed, or reopened via email
Track support calls, assign to proper resources, communicate and update the status to the requester until resolved
Multiple Help Desk support categories such as IT, Admin, etc.

Employment Applicant Tracking Module

Manage applicants
Track hiring processes such as Tests, Interviews and Background Checks Approve and reject applicants and documents
Assign tasks to relevant personnel
If hired, link to Personnel module
Post jobs on the Citizen Services Portal and receive applications from CSP
Background check tracking such as reference checks, NCIC, and fingerprint


Available wherever a signature is required within Phoenix and PDF
Link to mobile device where user will hand sign signature on touchscreen
Send signature back to Phoenix as though it was signed using an ePad

ProPhoenix Products

Shifting the Public Safety Paradigm

Our all-inclusive module package and site licensing for RMS, Corrections and Mobile clients along with a vigorous new product feature release schedule at NO EXTRA COST allows the highest return on YOUR investment

Call today for a Demo