Case Study: Hampshire Fire & Rescue Service Deploys Optivote Online
Scenario
HFRS Training & Development Team required an assessment system that would work in geographically spread locations to support the development and maintenance of competence of their staff in line with the national IPDS policies.
Background
HFRS Training & Development is responsible for training and developing both grey book (uniformed) and green book (non uniformed) employees. Their assessments form part of the Integrated Personal Development System which is key to the development and
maintenance of competence of the staff. HFRS is responsible for a huge geographical area covering 1500 sq miles and a 34 mile coastline and several major ports with 51 fire stations, 1500 fire fighters 50% whole time and 50% retained. Their central training centre brings in fire fighters for training and assessment. It was felt that a lot more theory and assessment could be done more cost effectively at the stations. As much of the learning material was made computer based the lack of computer suites on the stations was a barrier to progress. Each station was subsequently equipped with a computer, projector and internet connection in a Mulitmedia Presentation Unit - MPU (display system). HFRS were already successfully deploying the basic Optivote assessment system within HFRS Training Centre and Voting Systems Ltd were called in to discuss possible solutions to a more substantial theory assessment system for the whole service. Optivote was identified as having four key strengths:

1.  It was a group training system, one appreciated by the fire fighters. 2.  It required only one PC per group. 3.  The assessment material could be custom built to suit specific needs. 4.  The data could be archived with Hampshire’s Workforce Database System.

Implementation

The Optivote team carried out an initial assessment of the HFRS needs. Optivote Online was selected and installed on the HFRS server. The standard Optivote system used in the training centre was installed in each of the remote stations for use with the MPU’s. Optivote Online enables an assessment written centrally to be viewed via a secure web site in each of the remote fire stations. The Optivote audience response system is then used in each station by groups of fire fighters to answer the questions posed. The results are instantly fed back to the HFRS server where they are automatically archived with the staff data records in Hampshire’s Workforce Database System. Assessments were compiled by HFRS training themselves so that they could be custom made to meet their specific needs such as specialist training for marine incidents.

Benefits

Steve Buchanan Lee, one of the Training & Development Managers, at HFRS said, 'By deploying Optivote and Optivote Online we have reduced the need to bring staff in from remote locations to the training centre for assessments that can be readily implemented in the fire stations. It also allows for theory assessments to be standardised and built for all levels. This saves considerable amounts of the training budget. The fire fighters prefer working in groups and Optivote is perfect for that.' The investment in the project was aided by the Government’s eFocus funding Implementing Electronic Government (IEG) which is designed to help deliver services electronically.

Technical Overview

Optivote response systems consist of a number of handsets and a receiver unit. The questions are displayed on a screen to an audience of Fire-fighters who make their responses via the handsets. The results are gathered by the receiver unit and archived in the Optivote software. Optivote Online adds a dimension where those assessments are written and stored centrally on Hampshire F&RS servers and securely deployed to each station. The results are gathered via the standard Optivote systems but instantly sent back to the central server via the internet. Assessment results and staff data are aggregated and archived to create an audit trail.

Operational Requirements

It was required of Optivote and Optivote Online that: 1.  Assessments could be tailor made by HFRS training team. 2.  Results could be immediately available centrally once the assessment had been run in any location. 3.  All staff data needed to remain securely on HFRS' own network. 4.  The method had to streamline theoretical assessments.

Summary

The Optivote and Optivote Online solution has given HFRS training a method of assessing staff in remote locations with instant access to results whilst saving considerably on budgets by reducing central training days and cutting travelling costs.