HTML-Based Preplans

Access your preplans with just two clicks of a mouse

By Scott Cook

Preplans. We keep them in three-ring binders, accordion files and on computers. But when we get right down to it, even our simplest preplan storage systems aren�t too user-friendly. Notebooks and accordion files take up a lot of room�my hometown of only 25,000 people requires 10 2" binders, which can prove cumbersome while sitting in the cab responding to a call. Computers�fast becoming the preferred preplan-storage method�make it significantly easier to organize preplans, but many software programs require several steps to access needed information�one program I know of requires about 15 steps, plus entering text.

I discovered a way to streamline my department�s preplan process while reading an Internet discussion forum: Practically everyone knows how to use the Internet, so why not create preplans in the same format as Web pages using HTML formatting? Great idea�I wish I had thought of it. Once I heard about it, I developed a system based on the following criteria:

Preplans should allow users quick access to the info;
Preplans should be simple to use, requiring only a touchscreen, mouse or other pointing device;
Preplans should allow easy updates and maintenance; and
Preplans should be thorough.

With these basic ideas to build on, I decided local files of HTML-based preplans stored on laptops or mobile data computers (MDC) would prove the fastest and cheapest way to go. (If your department has a limited budget like ours, search auction Web sites for deals on laptops. You can purchase a good used one for about $500.)

The only downside to working with local files: Each computer requires individual updates. You can easily handle this using the "My Briefcase" program available in Windows 95 and higher, Lap-Link, floppy or ZIP disks�whatever works best for you. On-vehicle, wireless Internet access would make the system significantly easier, requiring updates at just one central location, but these systems can prove costly and may not be available in all areas.

What You�ll Need

First, let�s explain "HTML." It stands for hypertext markup language. HTML documents consist of coding (or mark ups) that allows the user to format graphics and text and permits navigation between documents in the form of hyperlinks. When you visit your favorite Web site and click on a button or "link" to go to another page, you have HTML to thank. It�s pretty simple to create HTML-based preplans, but you will need a few things to get started:

Web-page editing software used to translate Word or similar files into HTML code. I like Microsoft FrontPage Express and Netscape Composer. They�re free with their associated Web browsers (you can download Netscape, Front Page Express or other browsers for free) and don�t require you to create HTML coding manually. Just format the preplan so it�s easy to read and save it to a file. You can also use word-processing programs, such as Microsoft Word, to save files in HTML code.
Time (an hour or so) to learn the editing software using any of the several beginner tutorials available on the Internet. I don�t suggest attempting anything fancy, such as script fonts or drop-down menus. Keep your preplans simple so everyone can help design the pages.
A scanner or digital camera for building photos and software (such as Adobe Photoshop or software that comes with some scanners) to save the pictures in .jpg format (compressed photo files that use limited memory).
Drawing software that can save floor-plan graphics in .gif format (or any type of compressed image files that use limited memory). Paint Shop Pro and other similar programs work well and work for both floor plans and pictures.

Once you�ve gathered the appropriate tools and software, you�re ready to begin organizing your preplans and saving them as easy-access HTML pages.

How-To

Moving my department�s preplans to HTML format proved relatively easy because we originally created them in Microsoft Word, which allowed us to open the original documents and save them as a Web page. The process takes about one minute per page. The only real challenge we encountered: The time-consuming process of creating one index for "Locate by Business" and another for "Locate by Address." You can overcome this obstacle (outlined in Step 3) by linking your preplans to your index page when you create the plans.

If your department already has preplans but they�re not on a computer, consider other options. Take them to a copy center, such as Kinko�s, and have them scanned. Or ask a local school�s computer club if they�d like a project. They can store their work on disks to copy straight into your computer.

The following five-step process will get you started on your department�s HTML-based preplans:

Step 1�Create a File System

From Windows Explorer (on most Windows systems), left-mouse click on the "C:" drive in the left pane to highlight it. Select "File" then "New Folder" from the drop-down menu (SEE IT). Title the new folder "Preplans." (SEE IT) All remaining work will be done in this folder. I suggest creating a folder for each of your preplans in this new folder by using the steps outlined above except you should save these new folders in the "Preplans" folder you just created instead of "C:." (SEE IT) It is important for ease of file location and maintenance to keep each preplan and all of its associated documents in the appropriate folder. For example, the entire preplan for Don�s Landing contains the following files: text of the preplan, floor plan and photographs. If we update the preplan on one computer, we can then just move the entire updated folder to the other computers, instead of digging around a long list of files and trying to find just the ones we want to move.

Step 2�Design Your Pages

Using the Web-page program of your choice, lay out your preplan pages as you like. I use tables because they�re easy and help keep the page organized. To do this, select "Table" from the drop-down menu, then "Insert" and "Table." (SEE IT) Type in the numbers of columns and rows you want. (SEE IT) I start with two columns and three rows. You can add more rows easily by clicking the tab key on your keyboard. Save the page immediately in the appropriate folder. If you use a program other than a Web-page editor, go to the "File" menu, then select "Save as Web Page" or "Save as HTML" (different programs offer different options) (SEE IT) and give it a name. (SEE IT) Fill in your preplans, remembering to save along the way so you don�t lose anything. If you need to manipulate cells, you can easily merge two cells into one long one by highlighting both cells, selecting "Table" and "Merge Cells." (SEE IT) You can also split a cell by highlighting it, selecting "Table" and "Split Cells." (SEE IT)

Step 3�Create an Index Page

The simplest way to create your index is in a spreadsheet program, such as Microsoft Excel (SEE IT). You can easily and immediately link the newly created preplan to the index by typing in the information you want in the index, highlighting the cell with the mouse and selecting "Insert" then "Hyperlink" (SEE IT). Browse for the file you want to link to and select "OK" (SEE IT). You can then set up the original index in the order you want (say by address) and save it as a Web page titled "Preplans by Address." Then you can re-sort it in another format (by business name for example) and save that as a different page titled "Preplans by Business Name." Excel 95 and above will allow you to save the index immediately as a Web page as described in Step 2.

If you don�t have Excel, consider other options. Your HTML software may be able to import the data from another spreadsheet program. In FrontPage Express, for example, select "Insert" and "File," then select the spreadsheet format and the spreadsheet. You may need to do some additional editing in the Web-page software to make it look the way you want it to.

If all else fails, all spreadsheet programs should let you save your index as a text file. Select "File," "Save As," type in the name and select "Text" from the "Save as File Type" drop-down list (SEE IT). Sort them as you like, then copy and paste or insert them into an HTML software file. You may have to do a little straightening up after the insert or paste, and you�ll need to create the links manually, but it�s quicker than typing them in and trying to sort them in the free versions of the Web-page software.

Step 4�Images & Floor Plans

It�s easy to add to images to your preplans and, as pointed out earlier, you can use any number of programs. You can create line-drawn floor plans in MS Paint, JASC Software�s Paint Shop Pro or Visio. You can take pictures of different structures in your area with a digital camera and save them as .jpegs, or you can use a point-and-shoot camera, scan the prints and save them as .jpegs using the software mentioned in the "What You�ll Need" section.

After you�ve created your line drawings and saved them in the appropriate folder as outlined in Step 1, create the floor plan page. Open a new page, select "Insert," "Picture" then "From File." (SEE IT) Now browse your preplan folder for the floor plan graphic and select "Insert." (SEE IT) Give it a name to easily recognize it as the floor plan, something like "dons_landing_floorplan." You can create similar pages for any pictures you want. Save it so it�s easily recognizable as the photo page (i.e., dons_landing_photos).

Step 5�Create Links

Link the preplans back to the index pages, floor plans and pictures by highlighting the text you want to link, selecting "Insert" then "Hyperlink" (SEE IT) Browse for the file to link to as outlined in Step 3. In FrontPage Express, the easiest way to hyperlink to preplans is to open the file you want to link to with your Web browser. Then, in FrontPage Express, highlight the text you want to link, select "Insert" then "Hyperlink." The name of the file you want to link to should automatically list itself in the URL box. Simply select "OK" and go on to the next link.

Once you�ve completed your HTML-based preplans, you�ll have quick access to them via building name or address with just two mouse clicks. Multi-occupancy preplans (shopping centers, apartments) can also have links to the adjacent exposures. A few preplan software programs such as FireHouse, allow you to export data into an HTML document, which makes linking easier. From that point, just open it in your Web-page editor, clean up the layout and add the links to the additional information you want (floor plans, pictures, etc.). If you�d like to see a couple of working samples, check out our Web site at http://www.gvfd.org/preplans/. Feel free to use our format as a template if you�d like. If you change it or do something different, let us know as it may benefit us too.

Once you complete your Web-based preplans, your mind will race with ideas on how much further this could go. One of the things I�ve considered is a link off the main lookup to a map giving directions from the fire stations and hydrant locations on the way in for the occupancy.

Ease is the key to get the troops to use the system and low cost is the key to get administration to loosen the purse strings. Try the samples posted, make some of your own and see if it will work for you. For additional help, please e-mail me at thecooks@itexas.net.

About the Author
Scott Cook is a captain with the Granbury (Texas) Volunteer Fire Department (GVFD).