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ACS (Automated Check-In System)

Note: This Tarpaulin layout was used during the soft lauching of ACS.

I. RATIONALE

Efficient personnel and asset monitoring are critical in fire and emergency operations. The traditional paper-based attendance and response logging system is prone to human error, delays, and a lack of real-time tracking—posing a risk during fire suppression and disaster response.

The Automated Check-In System (ACS) is a digital solution that utilizes NFC technology and a web-based dashboard to automate the check-in, deployment, real-time monitoring and post-operation reporting. This initiative ensures faster, accurate, and transparent information flow among command centers and responding teams, particularly during high-alarm incidents.

II. OBJECTIVES

General Objective:

To implement a real-time, technology-driven check-in system that improves personnel accountability and operational coordination during emergency incidents personnel and asset monitoring.

Specific Objectives:

  • Automate the check-in/check-out process for all responding units.
  • Enable centralized real-time tracking of deployed personnel, equipment, and fire incident data.
  • Provide accessible, paperless, and tamper-proof records.
  • Generate automatic reports for faster documentation and evaluation.
  • Support the BFP’s digital transformation and modernization objectives.

III. PROJECT SCOPE AND LIMITATIONS

Scope:

  • Applicable to fire trucks, ambulances, and service vehicles.
  • Real-time check-in via MagicTap NFC cards and mobile/web interface.
  • Live dashboard access for BFP Headquarters, Regional and City Command Centers.
  • Operational tracking from alarm receipt to fire out and post-incident reporting.

Limitations:

  • Requires internet connectivity for live dashboard updates.
  • Dependent on availability of NFC-enabled devices (smartphones/tablets).
  • Initial training for admin users (Commel) and unit responders is required.

IV. SYSTEM FEATURES AND PROCESS FLOW

  • Pre-Operation Planning
  1. Admin Account Creation
    – Each responding unit is assigned a unique account.
  1. User Profile Update
    – Includes unit information, personnel, and equipment (per response vehicle)
  1. MagicTap Card Issuance- NFC-powered cards are distributed per vehicle.
  • During Operation
  1. Fire call logged by admin (Commel).
  2. Departure and arrival times recorded by users.
  3. Dashboard reflects incident updates.
  4. Incident Command Post setup.
  5. Real-time check-in using MagicTap.
  6. Dashboard displays live data: responders, assets, equipment.
  • After Operation
  1. Units check out.
  2. Auto-generation of preliminary incident reports.

V. IMPLEMENTATION

  1. System Design and Development
  2. Equipment Procurement
  3. Pilot Testing
  4. User Training
  5. Deployment
  6. Monitoring and Evaluation

VI. EQUIPMENT NEEDED

  1. Tablets / Laptops
  2. NFC Phones / Readers
  3. MagicTap Cards
  4. Software Development & Hosting:
  5. Printer & Network Setup:
  6. Training & Documentation:

VII. SUSTAINABILITY AND MAINTENANCE

  1. Regular system updates and database backups
  2. Designated system admin personnel
  3. Integration with BFP platforms and response systems
  4. Continuous feedback-driven enhancements

VIII. CONCLUSION

  1. The Automated Check-In System (ACS) is a critical innovation for the Bureau of Fire Protection, bridging operational efficiency with technological advancement. It ensures real-time personnel tracking, accurate data recording, and faster decision-making. With ACS, the Fire Bureau enhances its service delivery, transparency, and readiness for any emergency.