Using a Tablet PC for FRA

[TallyHo]

I was wondering if anyone is using a Tablet PC (or similar device) to record their observations whilst carrying out a Fire Risk Assessment.

If anyone is, I would be interested to know what the pros and cons are???

[jokar]

Many FRS are using PDA's for the audit process, much quicker so I am led to believe.

[TallyHo]

Aye I reckon it must be quicker than flicking through a paper document on a clipboard, a PDA would work quite well if you are using a document where most of the observations are ticks in boxes.  I think it may not be as user friendly if there is quite a bit of writing involved.

[messy]

Sorry, but is a tablet the same as a PDA as my Brigade are soon going to trial tablets and I too am interested in the ups & downs of them

[TallyHo]

A tablet is the same as a laptop (the average size of the screen is about 12") but you can twist the screen right round and fold it flat onto the keyboard.  It has a pen and you can write free hand onto the screen and it will understand your writing.  It basically becomes an electronic clipboard.

You can have the document open and quickly scroll through the pages making notes (in free hand) or ticking boxes etc.  The average ones don't like to be dropped but you can get "tough" versions (which are a lot more expensive) which it is claimed that they won't be damaged if you drop them.

[AM]

We had tablets for about a year and mine rarely left my desk. They're a pain when doing inspections if you've also got plans and files, they have a limited battery life, the internet connections are poor and expensive, and they make you a target for theives.

Pen and paper is better every time.

[Pip]

Yep, going to get one soon.Told the boss that not only was it too heavy to carry around ,and reminded him that I am also supposed  to be writing in my contemporaneous note book as I walk around and inspect.Asked him if a juggling course was in the pipeline.Seriously, we will find them useful for remote working etc, but their actuual use during an inspection is limited.

[shaunmckeever]

I have been using a slate type tablet pc (no keyboard attached) for 3 or 4 years now. I can't understand why they have not taken off. They are fantastic. Instantly converts handwritten notes into typed text. You can build your own menu bars on your word document, helps to navigate quickly to appropriate sections and to insert standard phrases where these are appropriate. Photos can be quickly downloaded and then dragged into your document. Never had a real problem with the internet. Takes up less room in your bag.

The downside of them are that my older version is now struggling with speed due to the antivirus programme and they can be easily dropped. I'm sure the more modern ones are better but I would always go for a slate type rather than have one where the keyboard is attached. Battery life is around two - three hours but the batteries are not big and a spare can be carried in your bag. My older one is not good in strong sunlight, screen is difficult to see, although more modern versions are better I've been told.

[val]

As everyone seeks to make FRS more 'efficient', PDA's, tablets, mini PC's will be integral to the push. Innogistic who write the CFRMIS database will be delivering a mobile working software in a few weeks. As about 15 FRS use this firm the writing is on the wall, (or tablet, etc). Projected efficiency savings are claimed to be 50%-100%, that's output not outcomes!

[messy]

I fear that the following formula maybe used when deciding whether of not to push IT in the UKFRS

Efficiency + IT = Job Cuts

Only if this formula can be satisfied will we see a massive push towards tablets etc

[alanfcox]

If you speak to the people that sell Tablet PC's they will tell you that it is much quicker, more reliable and extremely cost effective to use them for this purpose - there again if you speak to the paper manufacturers they will probably tell you much the same thing. The truth of the matter is that it comes down to  similar differences between using PC's and writing notes - PC's are good for somethings and so is a pen and paper.
I have carried out fairly extensive trials of both systems and the following points may help:

Advantages of Tablet PC's - Able to handle considerable amounts of information, the data can easily be downloaded to a central database, looks good to the customer and is easily turned into a finished document.
Disadvantages of Tablet PC's - Costly, easily breakable, difficult to carry around on an inspection, easily stolen, depends heavily on expert software, time consuming entering the data, when entering the data it is easy to miss problems, battery life can be a problem, not easy to amend expert software.

Advantages of a Paper Based System - Cheap, easy to carry around and easy to record findings.
Disadvantages of a Paper Based System - Can be lost, may require duplicate data entry if results entered into a PC.

Obviously, whichever system you use you will probably end up with a paper based system because someone will want to see a hard copy. My advice is that if you want to move to Tablet PC's you will need to have very good reasons to do so, not just what the seller would have you believe, because as you can see at present the disadvantages far outweigh the advantages.

Note: I have not outlined all the advantages and disadvantages for the two systems as readers will understand the general principles from using their own PC's. If anyone wants any additional information please get in contact.

[val]

If you are planning to use tablets or pda's as a tool for completing audits then the productivity gains will be limited. They must form part of a wider remit to free up inspectors from the office, make their working day more flexible, cut out wasteful processes such as recording everything to a paper file or getting someone else to type up the letter. In short, the technology SHOULD allow you to re-assess everything that the inspector does.
And yes, Messy, they will cut jobs. That's inevitable...the FRS will not survive another 20 years in the same format. Gotta pay for Blair's wars somehow!!

[fred]

There is some fairly new technology available called the Digital Pen.  The pen is used  just like an ordinary pen on specially digitised paper (ie a report form) on a clip board - simply tick a "Start" box located at the top of the form - fill in all the boxes just like an ordinary pen - then tick the "Send" box at the bottom of the form and all the data is transmitted via bluetooth phone direct to the server - where all the handwritten data can be validated against a handwriting reader (the computer offers what it thiinks you have written - and you agree or amend) then it stores it and each piece of data becomes fully reportable.

It even transmits signatures written in boxes on the form.

I was very impressed with it when we saw it - because it is so easy to use.  The only drawback at present is that changes to the form are at cost - and the way we change forms it would be too costly.  If they ever decide to sell the paper digitising technique as well then all prayers will be answered  - digitally of course.

[John Webb]

There was an item on the Anglia TV local news today about a new generation of microchips based on plastic rather than silicon construction. They were talking about the possibility of an A4-sized display the thickness of the average paperback being capable of holding a complete library of books.

Now what would BSI charge for one filled with their products........

[martroe]

I consider myself qualified to comment on this subject as I we have been developing and testing an electronic solution for inspecting officers to carryout audits using the national audit procedure for over a year. (and no not CFRMIS).
The procedure is carried out on tablet pc and is about to hit the streets "proper" in our county so I would like to dispel a few myths.

1) The tablet is heavy to carry around during an audit.  Ans: Much of the audit form can be pre-filled when making the initial appointment so this will already be entered prior to the visit. Much of the remaining information is gleaned from records requested at the time of visit and the responsible person, (hopefully you will be sitting having a cuppa during this process). You will have to carry the tablet when conducting a tour of the critical areas, however in my experience this becomes a combination of carrying the tablet and putting it down when you want to physically look at something so you never actually have it in your hands for extended periods of time.

2) I have to juggle this with a notebook for notes or contemperaneous notes.  Ans: What ever turns you on!! but not necessary as this facility exists on the tablet and can be completed in conjunction with the audit.

3) Short battery life.  ans: Do you research well, there are plenty of solutions out there to give you an 8 hour duration by addition of a travel battery etc. Mobile charging solutions also extend this.

There are lots of other pro's and cons but the tablet works well.

The national audit form requires a degree of calculation. If you do a months shopping at Tesco and want to check the bill when you get home, do you add it up by hand or get the calculator out of the drawer?. Why do it manually if the tablet will calculate the algorithm for you?

I don't believe the formula entered above by Messy: Efficiency + IT = Job Cuts
I actually believe the inspecting officer will become less productive because of the information he has to gather. Don't forget he is now gathering tons of FSEC data. Not our problem!! We neither compiled the form, it's contents or policies and procedures. These are directly proportional to the DCLG they are the owners we are just complying. If it takes longer to complete an audit TOUGH!!!
If it takes longer, which it undoubtedly will, and we are less productive they will either have to change the procedure or accept increase in staff.

I would be quite happy to talk about this all day so if you want to know more I am happy to respond.