Hoffman Estates Fire Department Standard Operating Guidelines PDF

HOFFMAN ESTATES FIRE DEPARTMENT STANDARD OPERATING GUIDELINES SOG Category & Identification Number: EFFECTIVE DATE: ADMINISTRATIVE – 029 January 1, 2022 NIMS COMPLIANT...

HOFFMAN ESTATES FIRE DEPARTMENT STANDARD OPERATING GUIDELINES SOG Category & Identification Number: EFFECTIVE DATE: ADMINISTRATIVE – 029 January 1, 2022 NIMS COMPLIANT SOG Title: Division Management Guidelines Revision: 4 APPROVED BY: NUMBER OF PAGES: Re-evaluation Date: Alan Wax January 1, 2024 Fire Chief 4 PURPOSE The Hoffman Estates Fire Department recognizes the importance of divisional responsibilities within the organization. Each division within the Hoffman Estates Fire Department contributes toward achieving department goals and improving services to the Community. This guideline has been created to help establish division structure, criteria for division participation, and better division accountability. DEFINITIONS Staff Liaison – staff officer who oversees a number of different divisions. Division Liaison – a department member who oversees a number of divisions and/or sub- divisions and who reports directly to a staff liaison. Division Head – a department member who manages operations of a division and is accountable directly to a Division Liaison or a Staff Liaison. Subdivision Manager – a department member who manages a subdivision of a division and is accountable directly to the Division Head. Division Support Personnel – department members who are involved in the operations of a division and are accountable directly to a Subdivision Manager or Division Head (if no Subdivision Manager). POLICY The Hoffman Estates Fire Department has established the following division management guidelines. 1 OVERVIEW Nearly every aspect of fire department operations is affected by the division management concept discussed and defined in this guideline. Every resource we have is somehow “managed” by somebody. If a firefighter needs a replacement flashlight it is obtained from the Equipment Division Head. But, behind the scenes, there is a “process” that budgets for flashlights, orders them when necessary, manages the delivery and inventory process, reviews and approves the bills, researches new products, compares pricing between vendors, and fields comments from the end users. The Equipment Division Head reports directly to the Staff Liaison on the status of all issues related to equipment as well as other subdivisions that may be assigned to the Equipment Division. Going down the Divisional Hierarchy, the Subdivision Manager is assisted by other department members who may have specific responsibilities. Every supply or equipment resource we have is somehow managed by a division within the organization. The bottom line of the Division Management Process is there is a “go to” person for everything we have or do! DIVISION MATRIX Department staff shall publish a “Division Responsibility” matrix that identifies all Divisions within the organization. The matrix shall also identify a Staff Liaison, a Division Liaison (if applicable), Division Head, Subdivision Managers, and Support Personnel for each Division. DEPARTMENT OFFICERS All department lieutenants and captains are expected to function as a Division Head or Subdivision Manager. In some instances, department officers will be assigned a position as a Division Head or Subdivision Manager. Example: Division Head vacancy due to retirement and subsequent promotion, etc. SELECTION OF DIVISION HEADS When there is an opening for a Division Head, the Deputy Fire Chief of Administration shall distribute to all department members an informational memorandum advising of the position. Members shall submit to the Deputy Fire Chief of Administration their interest in the position and shall include support documentation. Recommendations from other department members and/or officers should be included. If necessary or appropriate, interview may take place with applicants to assist in the selection process. A listing of the applicants shall be distributed to the Fire Chief, Deputy Fire Chief of 2 Administration, Deputy Fire Chief of Operations, and Battalion Chiefs. Discussion will take place during the Operations portion of a staff meeting. The Deputy Fire Chief of Administration shall select the Division Head. PARTICIPATION IN A DIVISION Firefighters are encouraged to participate in one of more divisions. A letter of interest should be submitted to the applicable Division Head(s). The letter should include a recommendation from the company officer and Battalion Chief. The Division Head shall determine (based upon Division needs) if there is a position available for the applicant. A written response shall be provided to the applicant & Staff. STAFF LIAISON RESPONSIBILITIES The Staff Liaison shall:  Meet routinely with Division Liaison (if applicable) or Division Heads to review the status of division goals and to discuss division activities  Provide each Division Liaison (if applicable) or Division Head with guidance related to the budget process and provide preliminary guidance related to goals for the next fiscal year.  Provide each Division Liaison (if applicable) or Division Head with final budget information related to the next fiscal year, review and approve division goals for the upcoming year, and review the Division Annual Report.  Complete a Divisional Evaluation and forward to the Division Head’s supervisor (only for Division Heads that report directly to the Staff Liaison). DIVISION LIAISON RESPONSIBILITIES  Meet routinely with Division Heads to review the status of division goals and to discuss division activities.  Provide each Division Head with guidance related to the budget process and provide preliminary guidance related to goals for the next fiscal year.  Provide each Division Head with final budget information related to the next fiscal year, review and approve division goals for the upcoming year, and review the Division Annual Report.  Complete a Divisional Evaluation and forward to the Division Head’s supervisor. DIVISION HEAD RESPONSIBLITIES The Division Head shall:  Manage all activities of the Division to ascertain that activities are accomplished in a timely fashion, division overtime expenditures are within established limits, budget and purchasing expectations are accomplished, and division members know and understand their roles.  Establish Subdivisions as needed and maintain a Subdivision Matrix showing all division members and their responsibilities.  Establish a ‘List of Expectations” for each role within a division. 3   Establish divisional goals.  Meet routinely with Division Liaison (or Staff Liaison) to review the status of division goals and to discuss division activities.  Prepare and submit annual budget following the established guidelines and time frames.  Prepare and submit to Division Liaison (or Staff Liaison) a Division Annual Report.  Provide written correspondence to each division member’s supervisor identifying his or her division involvement.  Identify a ‘second in command” of the Division. SUBDIVISION MANAGER RESPONSIBILITIES Each Subdivision Manager shall:  Manage all activities of the Subdivision to ascertain that activities are accomplished in a timely fashion.  Assist Division Head in overall management of the Division. SUPPORT PERSONNEL Each Division Member shall:  Remain active in the Division  Complete (as assigned) any projects identified by the Subdivision Manager or Division Head. PROCEDURE EXCEPTIONS REFERENCE End of Document 4