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The 17 STepSTo ConduCTing a
SuCCeSSful
invenTory of your
agenCyS radio
equipmenTBy gary l. oldham
W Tat
R?photo
michaelj.coppola
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After years of delays byelected officials struggling with what they perceive as an
unfunded mandate and areluctance to spend moneyin this tough economy, youfinally received approval to
replace all your radios to com-ply with the FCCs narrowband-
ing mandate. You purchase thenew radios, program them with
the new interoperability channelsand modify your FCC license to
reflect narrowband emissions. But when you complete the distribution
and installation, you discover that youreshort 23 front-line radios. And youre
out of budget funds.This is one example that illus-
trates why inventorying yourradio equipment is so impor-
tant. Other reasons includerebanding (for 800 MHzusers), narrowbanding (for
VHF/UHF users), grantreporting, and development of tactical,regional and statewide interoperabilityplans. Still, many agencies postpone inven-torying radio assetsbecause of uncer-tainty about how to proceed or becausethe project seems so overwhelming. Byarming yourself with the knowledge ofwhy inventorying is crucial and followingthe steps described here, the process canbe less daunting.
The BenefiTs ofinvenToryingAlthough inventorying your radio equip-
ment is admittedly a time-consumingtask, knowing where every piece ofyour equipment is located, its capa-
bilities, its condition and otherfactors is crucial. If you haventfinished your rebanding process,youll need to know exactly whichof your equipment is eligible forreplacement and which can beupgraded. If youre preparing fornarrowbanding, youll need to know
which of your equipment is capableof being upgraded through firm-
ware or simple reprogramming, and which equipment must be replaced
entirely.Inventorying your equipment is alsoan integral part of interoperability plan-
ning.1 If youre headed toward P25, youll
need to know which equipment items canbe upgraded or reprogrammed and whichrequire replacement. For fire depart-ments with radios featuring push-to-talkID, integrating an accurate radio inven-
tory with the documentation of unit IDsand the radios to which they are assignedsimplifies this part of complying withNFPA standards 1500 and 1561.
Many radio systems and subscriber unitsprovide the means for the system managerto disable a lost or stolen radio over the air,and having an accurate inventory enablesthe system manager to do so while com-plying with recommended security prac-tices.2 Without an accurate inventory, theradio cannot be identified and disabled
unless and until the unauthorized partyactually transmits on the system. An accu-rate and up-to-date inventory is a manda-tory element when assessing your future
needs against your current capabilities.Until you have a truly accurate pictureof the capabilities and limitations of yourcurrent system, you cannot meaningfullyconduct future planning.
MiniMize The PAin;MAxiMize The gAinThere is no substitute for a physical inven-tory of your radio equipment. Admittedly,a physical inventory is the most time-consuming method, but its by far themost accurate and comprehensive. Withthat said, this tutorial will describe therecommended approach to conducting acomprehensive physical inventory.
Dtm t cp u
t pc. If youhavent inventoried recently or dont havea comprehensive inventory at hand, youll want to perform a true enterprise-wide
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p
1. Determine scope of inventory
2. Determine database elements to collect
3. Determine sites for physical inventory
4. Determine if Web-based inventory needed as primary or adjunct tool
5. If so, create in-house or secure from vendor/consultant
lstcs
6. Set up database
7. Determine inventory team
8. Determine radio reading/programming software needs
9. Ensure database template & radio software installed on laptop(s) to be
used for inventory and that all necessary cables are provided to inventory
team
10. Coordinate, schedule and publicize visits in advance
11. Coordinate as needed with outside vendors or site owners/tenants for
radio site access
ots
12. Make inventory visits
13. Update database
14. Schedule revisits as necessary or augment with Web-based inventory
tool
pst-it asssst
15. Assess success
16. Determine if any data gaps exist, take remedial steps to collect missing
data
17. Develop policy for maintaining currency, distribute policy to all radio
users
ft p
Identify radios that need near-term firmware updates, reprogramming, orreplacement
Identify longer-term replacement/upgrade needs
Identify ongoing aging/replacement plan and schedule
Begin budget process, backed up by current, valid data
rad it Ccklt
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inventory. If you do have a recent, compre-hensive inventory, congratulations! Yourprocess will be a much simpler valida-tion and recordation of any added, modi-fied or removed assets, through using thissame process. An enterprise-wide inven-
tory includes mobiles, portables, controlstations, base stations, repeaters, pagers,and, if your department is responsiblefor themcell phones along with theirrespective desktop and vehicular chargers.
Dtm all t data l-
mt ull wat t cllct.This is not a process youll want to repeatif you think of something new later, so thisstep is truly crucial to a successful project.If you think a data element may be ofinterest now or in the future, include it in
your inventory. See the sidebar (right) forsuggested data elements for collection.
Dtm ad lt t
t pcal t. Thismay include fire stations, police stations,substations and storefronts, dispatch cen-ters, hospitals, public works facilities,transmitter sites, satellite receiver sitesand any other location where a radioasset is locatedincluding, of course, yourcomplete vehicle fleet.
Cd u a Wb-bad
tl in your process to facilitateand streamline data capture. This is gen-erally an online database where your teamcan enter the data directly from eachinventory site. The tool can also providefor controlled self-reporting of inventorychanges by users in the future, and mayhave other uses as well. Web-based tooldevelopment should parallel databasedevelopment (Step 5).
Buld t databa pt.
Using your comprehensive list ofidentified data elements, build the data-base itself. Any database program will work, but many agencies use MicrosoftExcel for its simplicity and widespreadfamiliarity among personnel. If using anonline inventory tool, work with yourinternal Web team or vendor to havethe online database created and availablebefore embarking on the actual inven-tory visits. When possible, use drop-downwindows (Excel or Web database) to select
the data. This will reduce errors and expe-dite data entry.Dtm t t
tam. Although it may be tempt-
A spreadsheet or database is an ideal tool to track your data collection. Building this
database in advance for data collection will allow you to determine in advance the
data you wish to collect, and will help ensure you dont forget any data elements.Your database might contain items such as these for each piece of equipment being
inventoried:
Ac: Department in possession of the radio; e.g., Mason County Sheriff,
Twin Oaks VFD, etc.
Mak: Manufacturer of the radio; Motorola, Icom, Tait, Relm, etc.
Mdl: The standard nomenclature for the model, e.g., XTS5000, TM9155, etc.
Mdl #: The manufacturers internal model number, often many seemingly
random digits, which in part can tell you which features and options are
included in the radio.
sal #: The manufacturers serial number.
Tp: Control station, portable, mobile, etc.
At #: Your agencys asset number affiliated with the radio, if any.
Bad(): VHF, UHF, 800, etc.
Cdt: Create and use a consistent code to indicate the physical condi-
tion of the radio. For instance, a simple 1-5 scale, with 1 meaning This radio
should be replaced to 5, meaning Like new condition.
LoC1: Primary location to which this radio is assigned, e.g., Fire Station 12.
LoC2: Specific location of radio, e.g., Water Tender 12.
Cal: Number of channels in the radio (conventional only; trunked
radios dont use the traditional channel concept.)
Mfg dat: Date of manufacture, typically shown on a manufacturers plate.
fmwa : Version number and date of radios firmware.
rad iD: Push to talk or internal ID of radio.Ala: If an alias has been programmed for the radio, show it here (e.g.,
Patrol 7).
Pam: If your agency uses standard templates to program your
radios, show to which template this radio has been programmed, e.g., EMS
Supervisor.
nt: Free-form notes about the radio.
rbadd: For 800 MHz radios affected by Sprint Nextel rebanding, indi-
cate whether this radio has already been rebanded or not. Alternately, if
rebanding has not yet taken place in your area, indicate whether this make,
model, and generation of radio is rebanding capable.
nB capabl: For VHF and UHF radios, indicate whether this model is
capable of being rebanded through a firmware upgrade or simply throughreprogramming (or not at all).
ecpt capabl: Yes or no.
ecpt tp: ADP, etc.
ecpt abld: Yes or no.
Puca dat: Date radio was purchased, if known.
Puca pc: Price paid for initial purchase of radio, if known. This may
be difficult or impossible to capture on older radios, but is worth including in
your database for tracking on all future purchases.
Acc: Holster, charger, speaker/mic, etc. either provided upon issu-
ance or later purchased/added to the radio.
If you have additional data elements to capture, set up additional fields in the
database rather than relying on input within the free-form Notes category. Thisextra step will ensure consistent data capture during the inventory process and
easier, more accurate data retrieval later.
Capturing the Right DataInformation Needed for Your EquipmentInventory Database
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ing to draft assistance from other availablepersonnel (such as a police officer or fire-fighter on light duty), your inventory teamwill need to consist of personnel who arevery radio savvy, understand the meaningand importance of all the data elements
they will be collecting, and are commit-ted to doing a thorough and professional job. Remember to include your radioshop in the inventory process. They canassist in determining the proper numbersto document. Sometimes its difficult todistinguish between a model number, acomponent number or a date code. Themost obvious number is not always theone you want.
A u ablt t ad t
ad u wll b t-
. Many newer radios will allow youto put the radio into a test or diagnosticmode to read the serial number and firm-ware version through a key combination.Most modern radios have a front panelconnection to a laptop using program-ming software and a cable that will allowreading of virtually all radio data. Reading
radio data via laptop may be less time con-suming than removing the mobile fromthe vehicle so you can see the model andserial numbers. Reading and saving theradio personality file will provide a com-prehensive and nonambiguous collection
of all relevant information.Sometimes the physical serial number
on the tag and the electronic serial num-ber read out with the radio service soft- ware wont match. This can occur if theradios main transceiver circuit board hasbeen replaced. Prepare for this by havinga hardware and software column for theserial number.
eu the requisite programmingsoftware is installed on all laptops
that will be used in the inventory process
and that each laptop is accompanied bythe necessary cables to connect to anyradios they might encounter. Obviously,youll need to collect data visually for anyradios that arent computer-readable.
Be aware that reading the radio witha newer software version may cause itto be unreadable with earlier software
versions. Some radios may need to be flashupgraded to be read with newer software, which in turn may have its own uniquerequirements for a flash upgrade. Checkwith your vendor or radio shop for details.
U u t lt, coordinate
with the appropriate person ateach facility to determine the best dateand time for your visit. Provide that con-tact with written information about yourvisit, including what you will need to seeand do, what access you will need, who you will need to meet, what equipmentmust be made available during your visitand any other logistical needs you mighthave. Follow up with your contact at leastone more time in advance of your visit.
When inventorying involves volunteer
fire or rescue personnel, schedule your visit when a maximum number of per-sonnel will be on site, such as trainingor meeting night. Remind all personnelabout the importance of attending thatsession with any assigned radio assets, suchas pagers or portables. Coordinating yourvisit thoroughly in advance will maximize
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your effectiveness on each trip. However,understand that personnel absences mayrequire revisits to the site.
Consider integrating the radio inven-tory with the pager encoding plan if toneor voice paging is used. The pager encod-
ing plan documents the page code com-binations and lists the serial number andassigned staff for each pager. This infor-mation is especially useful when a pagerneeds to be replaced and the new pagerprogrammed with the same page codesand features. Reading and saving thepager radio personality file is the opti-mum documentation.
Cduct u t -
t. Physically inspect each radio,obtain all the data elements you need and
update the database record for each asseton the spot. If your agency uses asset tagsalready, be prepared to replace any thatare illegible or missing.
If you dont already use asset tags,consider doing so. Use of bar codes orQuick Response (QR) codes on asset tagshas many advantages. Future inventories
can then be conducted with a bar code orQR code reader much more quickly. QRcodes are two dimensional or matrix barcodes that can carry text data, a URL orother data. You can even have a QR codethat takes you directly to the Web-based
inventory page for a particular radio.Once a unit has been inventoried, be
sure to properly mark it so that its notcounted twice. Small, circular, coloredstickers from an office supply store work well for this task. For portable radiosor pagers, place the sticker in a locationwhere it will not be easily removed, suchas inside the battery casing.
Ppulat t databa. If mul-tiple personnel are conducting
inventory, you will need to carefully man-
age database synchronization. This task isautomatically completed for you if you areusing a Web-based inventory tool that pop-ulates in real time. Regardless of method,the master database must be carefullymanaged to avoid duplication, uninten-tional overwriting of records and other risksinvolved with managing any database.
scdul ad pm a
ca tto capture all your needed data. Be extra thorough incoordinating revisits to ensure that youcan collect and record all missing data ona single revisit.
A u ucc. Deter-mine what, if any, gaps exist in your
database now and make a plan for obtain-ing that missing data. Take some time tocollect lessons learned so you can improveon your inventorying process next time.
Dlp plc ad pc-
du for maintaining and updat-ing your inventory. Ensure that part ofthe process for receiving newly purchasedradios includes inventory as a first step,including placing asset tags on each item
if you use them. Make sure your proce-dures include instructions for radio usersto report any loss or theft, transfer ofequipment between vehicles or person-nel or any other actions that might affectinventory.
U tat data u pa-
takl cllctd! Identify any
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radios that need any near-term firm- ware upgrades or reprogramming thatcouldnt be accomplished during theinventory process and schedule thatactivity. Identify any radios that needimmediate replacement. Assess your
readiness for any future plans, suchas rebanding, narrowbanding or P25migration. Consider each of the follow-ing areas in your assessment:
Assess what you need to do aboutnarrow banding (VHF/UHF). Jan. 1,2013, is the FCCs deadline for narrow-banding. Now that youve completedyour inventory, use the model numberto determine how many of your radiosare narrowbanding capable and howmany are P25 capable. You need to bud-
get right now for reprogramming,upgrading or replacement of radios soyou can be in compliance with the nar-rowbanding deadline. When assessingnarrowbanding readiness, make sureyour radios are capable of handling newsplinter frequencies and not just 12.5kHz spacing on your existing channels.
If youre considering P25, now is agood time to make that move. You dont want to narrowband next year only toneed to do a wholesale replacementof your fleet a year later. You shouldalso know that federal grants for radios
require grant-funded radios to be P25compliant orfor you to have extremelystrong justification as to why non-P25radios are better for interoperability inyour region. (If youve already narrow-banded, congratulations!)
Although not formally a part of aradio inventory, you may want to inven-tory the status of your FCC licenses. Aperson capable of implementing a com-prehensive radio inventory is generally agood candidate for managing the FCC
licenses. With respect to narrowband-ing ensure that the FCC narrowbandemission designation has been acquiredor an application has been submitted.License status is the most readily avail-able means for the FCC to monitor nar-rowband compliance.
Use the data in rebanding (800 MHz)
if you havent already done so. In yourrebanding negotiations, one of the keyitems is determining which of your cur-rent radios can be rebanded and whichones need to be replaced. Armed withknowledge, you can ensure that any
replacement radios you may be offeredare indeed equivalent to your currentstock. Rebanding does not reimburse thecosts of a complete subscriber inventory,so agencies without an accurate inven-tory will have to provide a best estimate.This can ultimately delay the process ifan adequate number of radios has notbeen ordered.
Maintain that inventory. Use it to edu-cate your users about the importanceof reporting any transfers of radios, and
any lost, stolen or damaged radios so thatrepairs or replacements can take place.Knowing each radios complete person-ality is critical should you need to lock astolen radio out of your system. The inven-tory is only as useful as it is up to date.
Use your data in grant applications.As mentioned earlier, grant criteria all
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but mandate P25 radios. You will needto know which of your current radioscan continue to be used in a P25 envi-ronment. Even if you are not going P25,some of your neighboring agencies with whom you might operate mutual aid
may be doing so.Be proactive in budget planning. By
knowing the date of manufacture of your radios, you can budget for anincremental replacement. Even if yourequipment is up to datenarrowband-ed or P25you will need to do periodicreplacements based on age. Knowingthe age of each piece of equipment willallow you to plan and budget for replace-ment before a failure or support aban-donment by the manufacturer. Date
of manufacture is typically a portion ofthe serial number. Ask your equipmentvendor how to extract this data.
Use your inventory to get the most from your service contract. Considerintegrating the radio inventory withequipment service tracking. Use theinventory to accurately solicit and nego-
tiate service contracts and then trackservices. Use the service records toidentify and document problem radiosor users. Compare services received tocontract cost to assess contract valueduring renewal.
Cd dlp a - cmtal plac-
mt cdul a ad. Theprocess is similar to replacement sched-ules IT departments create for the re-placement of computer equipment. Theobjective is to enable incremental re-placement rather than doing a whole-sale replacement at great cost. Developa year-by-year schedule, budget for thisprocess and brief your elected officialsor other governing body on your plan.
Armed with your inventory,b u budt p-
c t a. Share a summaryof your inventory with your users, yourelected officials and other governingbodies. Take pride in a job well doneand for providing a genuine serviceto your users and taxpayers. Having a
solid inventory will demonstrate fiscalresponsibility, good management andstewardship, and it will increase yourcredibility when seeking funding forfuture plans. ,PSC,
gary l. oldham is a technical specialist withL.R. Kimball. He has been involved with public
safety communications for more than 35 years as a
police officer, fire manager, emergency manager,
communications department head, and consultant.
Contact him at [email protected].
referenCes1. DHS Office of Interoperability and
Compatibility, Statewide Interoperability
Planning Guidebook, 2007, http://www.
safecomprogram.govNRrdonlyres/
18F02413-CC4D-41B2-9097-F5FF04E080C7/0/
StatewidePlanningGuidebookFINAL.pdf
2. SAFECOM/PSWIN Land Mobile Radio
System Recommended Security Policy,
http://www.safecomprogram.gov/
NR/rdonlyres/3FA5F58D-D73F-4FE8-
AE32-69DC52BCA85A/0/LMR_System_
Recommended_Security_Policy.pdf
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