Fire service and fire protection needs planning
Planning needs proactively
means actively shaping the future.
What is a needs plan?
And what do we do in this process?
Fire service needs planning is a multi-stage, ongoing process for deriving the necessary measures for needs-based optimization and robust planning of the fire service structure, involving the fire service, politics, and public administration.
We support you in this process as an external consultant with technical analyses, a facilitated drafting process, and mediation with the political decision-makers.
Needs plan as a legal obligation for federal states
In the vast majority of federal states, the need to prepare and update a needs plan for fire services is enshrined in law. In this context, “fire service” is to be understood as a municipality’s mandatory overall responsibility.
Needs plan as a legal obligation for federal states
In the federal system of the Federal Republic of Germany, legislation on fire protection is the responsibility of the federal states. As a result, Germany has 16 fire protection laws.
Differences are evident not only in the area of fire service needs planning. Preparing a fire service needs plan is legally required in several federal states. Nine federal states define fire service needs planning as a mandatory municipal task. In five additional federal states, preparing a needs plan is recommended.
In addition to the fundamental needs planning for fire services, some federal states specifically regulate the intervals at which a fire service needs plan must be updated. The timeframes vary considerably, ranging from updates required after no more than 3 to 5 years to an update after 10 years.
Objective assessment of the hazard potential and the CURRENT state of the fire service
The hazard potential is assessed in several sub-steps. This takes into account the municipality’s defining basic structure (general key data, residential development, industry and commerce, special facilities, urban development). We also carry out a retrospective incident data analysis using our proven data analysis tools.
In parallel, we determine the CURRENT state of the fire service (personnel, organization, equipment, and locations) in several process steps. For example, we conduct site inspections and on-site discussions, prepare personnel analyses, location assessments, and data collection. Linking these analyses and observations then provides an overall picture.
Discussion of appropriate planning objectives
In a discussion process, we derive appropriate planning objectives based on the federal state-specific statutory minimum requirements, the hazard potential, and local specific characteristics in conjunction with current professional recommendations (e. g., Deutscher Städtetag, AGBF) a. The definition of the planning fundamentals is carried out in a multi-stage planning procedure and distinguishes between risk-based and capacity-based dimensioning.
Deriving the necessary
TARGET measures
TARGET measures
A TARGET/ACTUAL comparison identifies resource and/or coverage gaps. These are consolidated in a derivation of measures for locations, personnel, equipment, and organization and elaborated through multi-stage discussion processes. In doing so, all aspects of cost-effectiveness on the one hand and safety on the other must be considered and weighed. Each measure is specified and should be specific, measurable, appropriate, and scheduled realistically.
Simplified project process
Data collection
Collection of basic data (personnel data, vehicle equipment, etc.), inspection of fire stations and driving through the municipal area
Analysis and assessment
Evaluation of the data (personnel, incident data, hazard potential)
Preliminary concept
Presentation and discussion of the ACTUAL evaluations and TARGET proposals in project group meetings
Detailed concept
Development of the TARGET concept, derivation of measures, and transfer into the needs plan
Target phase
Presentation to the political bodies and adoption
Planning fundamentals:
Our methodological approach
The planning fundamentals link the risk analysis with the required operational capability of the fire service. In a discussion process, we derive appropriate planning objectives based on the federal state-specific statutory minimum requirements, the hazard potential, and local specific characteristics, in conjunction with current professional recommendations (e.g., Deutscher Städtetag, AGBF). The definition of the planning fundamentals is carried out in a multi-stage planning procedure and distinguishes between risk-based and capacity-based dimensioning.
The flowchart is titled “Multi-stage planning procedure” and shows from
top to bottom how the fire service structure concept
is derived from the risk assessment.
The starting point at the very top is the block “Hazard potentials and risk structure of the
municipality”. From here, the procedure branches into three parallel strands:
Strand 1 (risk-based, outlined in green): “Definition of area-based
planning objectives (risk-based dimensioning)” leads to “Response time / functional strength
(degree of target achievement)”.
Strand 2 (capacity-based, outlined in green): “Definition of scenario-based
planning objectives (capacity-based dimensioning)” leads to “Special requirements for
organization, personnel, and equipment”.
Strand 3 (retrospective): “Retrospective incident evaluation (utilization review)”
leads to “Requirements for managing simultaneity and incident workload”.
All three strands then converge in the wide green block
“TARGET concept of the fire service structure (locations, personnel, equipment, organization)”.
The final step is the block “TARGET/ACTUAL comparison and derivation of
measures”. Arrows between the levels indicate the direction of the process
from top to bottom.
The diagram “Classification of incident situations” is a matrix with three columns
(incident situation, dimensioning, resources). The vertical axis on the left describes
“incident frequency” from “rare” at the top to “frequent” at the bottom. The vertical axis on the right
describes “complexity” from “high” at the top to “low” at the bottom. The background
transitions in color from red at the top (rare, highly complex) through yellow to green at the bottom (frequent,
low complexity).
Column “Incident situation” (from top/rare to bottom/frequent):
– Area-wide incident, major incident, and special-facility incident
– Dimensioning scenario
– Routine emergency response
Column “Dimensioning” (three sections, from top to bottom):
– Capacity-based dimensioning (scenario-based)
– Risk-based dimensioning (area-based)
– Utilization review (retrospective)
Column “Resources” (from top to bottom), shown with different numbers of
vehicle icons:
– Specialist resources (many, different vehicles)
– Extended equipment (medium number of vehicles)
– Basic equipment (a single vehicle)
Key message: The rarer and more complex an incident situation, the more likely
capacity-based dimensioning with specialist resources applies; the more frequent and less
complex, the more likely basic equipment based on a utilization review is sufficient.
Learn more about the special
Lülf+ approach:
Defining the planning fundamentals is the key basis for dimensioning the fire service structure and, in turn, for meeting the defined target specifications in the planning objectives.
Area-based planning objectives: Dimensioning the basic structure in terms of times and strengths based on quantitative planning objectives
Area-based, i.e., risk-based, dimensioning of planning objectives relates to the municipality’s basic structure and is based on quantitative definitions of planning objectives (defined fire service response times and required staffing levels).
Scenario-based planning objectives: Deriving the necessary capacity-based capabilities of the fire service based on specific scenarios
Scenario-based, i.e., capacity-based, dimensioning of planning objectives relates to outstanding hazard potentials identified in the planning process that may entail specific incident scenarios and therefore require enhanced capabilities in the fire service’s equipment, personnel, and organization.
Area planning plus a multi-stage procedure for even more targeted fire service planning is standard practice with us.
Our PLUS
The multi-stage planning procedure enables more differentiated and targeted fire service planning and provides a qualitative enhancement to area planning as a standard tool.
Comprehensive
analysis methodologies
A key component of our needs planning processes is established and widely proven analysis methods that confirm or complement practical issues from discussions and on-site findings with data-driven approaches.
GIS analysis
Analyses in our geographic information system enable, among other things,
• making travel time estimates using isochrone analyses
• identifying incident distribution and hotspots, and
• identifying coverage gaps within the city area.
Map visualizations from the GIS analyses form the basis for a consistent analysis and data foundation in needs planning.
Our big PLUS: By consistently visualizing analyzed data, we can present complex issues in an understandable way and derive necessary measures transparently.
Recording and evaluation of volunteer emergency responders
In close coordination with our clients, we conduct an online survey on membership numbers, availability of personnel based on place of residence and work, and qualification levels.
Using an in-house developed personnel evaluation, the volunteer staffing levels and qualification status are analyzed in depth, enabling needs for action in personnel and qualification development to be identified (in good time).
Our big PLUS: With our proven tools, data can be collected efficiently while keeping the effort required from responders low. Our targeted analyses consider not only isolated key figures, but also link qualifications and availability to identify needs-based requirements for action at specific times of day.
Incident data analysis
The process begins with the systematic collection and integration of relevant data, e.g., from the raw data of the dispatch system, incident reports, and internal fire service documentation. We then apply our specialized analysis methods to precisely evaluate planning and protection objectives, identify incident hotspots, and determine further needs for action.
Our expertise enables us to present complex interrelationships in an understandable way and derive optimization proposals to achieve the defined objectives for the needs plan.
Our big PLUS: Our detailed, in-depth analyses look not only at averages, but also at percentiles, going beyond standard values. The detailed individual analysis, which also identifies causal contributions, makes it possible to derive targeted measures.
Continuous Needs Planning
as a logical continuation
Experience shows that preparing and regularly updating the needs plan, as well as its political adoption, marks the starting point for upcoming changes and development steps. However, changes often mean that questions arise and hurdles become apparent. This requires competencies and skills in project and change management. As a strong partner, we are also happy to take the next steps with you.
TARGET requirements
Locations
Functional assessment of fire stations; derivation of prioritized construction needs
During an on-site inspection and review of the fire service locations, we prepare a functional assessment. Based on this, we derive TARGET requirements for the locations and define prioritized construction and/or action needs. Additional competencies such as space requirements, room schedules, and risk assessments are also included.
Our big PLUS: If required, we also supplement the derivations during the actual needs planning with analyses of space requirements or room programs, or discuss possible options for new locations. In addition, we can also prepare occupational health and safety risk assessments for you.
Isochrone analysis based on specific driving profiles:
Conducting analyses with specific driving profiles for fire service vehicles using isochrones in a proven geographic information system to estimate travel times (identifying reachability and possible coverage gaps)
Our big PLUS: We continuously validate our isochrone analyses with evaluations from retrospective analyses of incident-site reachability. This not only continuously optimizes the driving profile, but also closely links reality with theoretical/scientific analysis methods. Prospective, planned changes to transport infrastructure (e.g., large-scale 30 km/h zones or new roads, bridges, etc.) can also be taken into account.
Location analysis
We conduct detailed location analyses to select future-proof sites. Based on factors such as incident locations, places of residence, etc., we first calculate purely theoretically optimal locations. These are then examined in concrete terms by comparing additional factors.
Our big PLUS: We go into detail and weigh up various factors together with our clients: rough estimation of space requirements, identification of suitable search areas, distribution of incident locations, estimation of travel times, residential and workplace situation of volunteer personnel, reachability of hazard hotspots, degree of population coverage, etc.)
Personnel
Volunteering
Based on our comprehensive personnel analysis, we develop targeted measures for member recruitment, maintaining qualifications, and promoting and motivating volunteering.
Measures for member recruitment and promoting volunteering are closely interlinked and must be tailored to local conditions. With regard to maintaining qualifications, continuous training programs are required that must take into account the specific requirements of responders. These programs not only ensure continued operational readiness, but also keep specialist knowledge up to date and adapt the handling of equipment and new tactics.
Our big PLUS: We have extensive insight into fire services throughout Germany. Accordingly, we have a large collection of creative, sometimes unconventional, but very often successful measures. We can discuss their success factors as well as the advantages and disadvantages for the respective fire service structure together with the client.
Full-time
• Review of the areas: leadership, basic coverage, special functions
• Review of various tactical basic models
To be able to reliably assess development needs in full-time structures, many interfaces and dependencies must be linked. The aim is to ensure needs-based functional availability in operational service. The basis for this is the defined planning objectives and findings from the incident data analysis. The current performance of the volunteer service is also taken into account. The focus is on basic coverage, the command system, and special areas of responsibility.
In addition, different tactical models are analyzed and assessed in terms of their respective strengths and weaknesses in order to develop a robust, practical solution.
Equipment
Technical equipment
The vehicle concept is based on the operational-tactical requirements of the needs plan and proportionality. Decisive factors include the fit of a new special-purpose vehicle in the fire station of Unit A or its strategic use at Location B. Travel time and personnel availability analyses, as well as the precise determination of the vehicle type, are essential here.
We are aware that technical equipment is an important factor for identification and motivation, especially for volunteer fire services. That is why, as external consultants, we also see it as our responsibility to facilitate sensitively between different interests. In doing so, both the vehicle-specific environment and long-term planning perspectives are taken into account to avoid misprocurements and ensure operational readiness.
Our big PLUS: We support decision-making by weighing emotional, tactical, and structural interests and creating a transparent, fact-based foundation.
Organization
Deriving requirements, among other things, for organizational structures, operational concepts, and training and continuing education
Key success factors for a functioning fire service structure include, in particular, organizational aspects within the service. Therefore, organizational structures, operational concepts, and training and continuing education are always included in the assessment.
Organizational Assessments
In addition to the needs planning perspective, supplementary organizational reviews can also be carried out to critically examine the overall structures (e.g., the need for full-time personnel for equipment maintenance).
Our big PLUS: If required, we link fire service needs planning and organizational reviews, enabling us to consider the entire organization. This makes it possible to leverage and integrate various interfaces and synergy effects between operational service and back-office tasks.
Our many years of experience, extensive expertise, and specialized methodology guarantee that the most robust path—taking into account all stakeholder groups—can be identified for needs-based future design of the fire service structure.
Your
big
PLUS
Contact person
Simon Zens
References
Needs Planning
This may also interest you:
Corporate Needs Planning
Industrial fire brigades always operate in the tension between cost-effectiveness and safety. Accordingly, it is important to derive the fundamental necessity and the correct dimensioning of an industrial fire brigade in a robust, balanced, and transparent manner. The basis for this is needs and development planning for industrial emergency response.
