3. Emergency Services Administration Flashcards
1
Q
Level __________ Chief Officers are often responsible for the budgeting and finance, purchasing, record-keeping, and organizational improvement. (p. 73)
A
III
2
Q
What consists of a list of proposed expenditures for the budget cycle and may reflect a list of revenue sources as well? (p. 74)
A
line-item budgeting
3
Q
What requires all expenditures to be justified at the beginning of each new budget cycle, as opposed to simply explaining the amounts requested that are in excess of the previous cycle’s funding? (p. 74)
A
zero-based budgeting
4
Q
This system is used to fund programs or projects that involve a variety of departments, divisions, branches, or sections. Project is usually for a limited duration. (p. 75)
A
matrix budgeting
5
Q
Categorized by function or activity, also called outcome-based budgets, is similar to program budgets. These budgets fund each activity based on projected performance. (p. 75)
A
performance budgeting
6
Q
Provides a framework for making decisions on current and future programs through three interrelated phases (planning, programming, and budgeting) consistent with the organizations predetermined goals, objectives, policies, and strategies. (p. 75)
A
planning programming budgeting system
7
Q
Public organizations usually use two types of budgets: __________ budgets and __________ budgets, which typically include personnel costs. (p. 75)
A
capital; operating
8
Q
The organization’s __________ __________ is used to pay for the recurring expenses of day-to-day operations of the fire and emergency services organization. (p. 77)
A
operating budget
9
Q
Non-cash (fringe) benefits cost some jurisdictions an amount equal to __________ percent of a person’s base salary (p. 77)
A
50
10
Q
Money is placed in this fund each year so that ample means are available to replace an obsolete or worn vehicle. (p. 77)
A
contract services (operating budget)
11
Q
Once a budget is approved, __________ __________ may be difficult to request without going through a significant review and approval process. (p. 77)
A
capital purchases
12
Q
__________ includes all protective clothing, tools, operating materials and consumables that the organization uses. (p. 78)
A
Equipment
13
Q
Anything the department uses during an emergency response or provides for the safety, health, and welfare of members must be included in the __________ __________. (p. 78)
A
budget development
14
Q
__________ is required to provide the services the community needs. The majority of jurisdictions depend on property, sales, or income taxes or a combination of these as the primary source of revenue. (p. 78)
A
Revenue
15
Q
Traditional revenue sources include property, sales and __________ __________. These taxes tend to provide a rather stable and predictable source of revenue. (p. 79)
A
income taxes
16
Q
__________ __________ may be subject to decisions that the governing body makes to provide economic incentives to attract new businesses. (p. 79)
A
Property taxes
17
Q
__________ __________ __________ uses tax revenues to offset the cost of a project in a designated area for a specific period of time. While this brings new businesses to the community, it also lowers the tax income of the municipality or fire district and adds to the structures that the fire and emergency services organization must inspect and protect. (p. 79)
A
tax increment financing (TIF)
18
Q
If consumers change their __________ __________, sales tax collections may not meet projections. The potential for changes in collections is possible. (p. 79)
A
purchasing habits
19
Q
The local government collects this tax levy for a specified government purpose such as the operation of the fire and emergency services organization or ambulance service. (p. 80)
A
special purpose
20
Q
Collected for building permits, plans review, copies of reports, inspections/re-inspections, hazardous materials responses, EMS responses, motor vehicle collision responses, and fire protection subscription services for emergency responses to support services. (p. 80)
A
user fees
21
Q
Collected from contractors and developers to cover infrastructure and/or capital equipment costs that will be incurred over time. (p. 80)
A
community impact fees
22
Q
System that provides revenue to pay for services that are provided in areas that do not have the authority to raise taxes. (p. 80)
A
special taxing authorities
23
Q
These annual dues or fees that residents pay for fire protection, are used to fund rural fire and emergency services organizations? (p. 80)
A
memberships/subscriptions
24
Q
A trustee or a board of trustees manages the assets of a __________ __________ account for the benefit of another party or parties. (p. 81)
A
trust fund
25
Funds that are spent in the current year for some expressed purpose? (p. 81)
short-term trusts
26
A trust fund that provides retirees with an income based on years of service, age, and contributions? (p. 81)
employee/member pension
27
Which fund is established to finance and account for the acquisition, operation, and maintenance of government facilities and services that user fees entirely or predominantly support, such as water and sewer service fees? (p.81)
enterprise funds
28
This fund often sustains or supplements the ambulance transportation component of EMS if a government agency provides the service. (p. 81)
enterprise fund
29
An entity that exists to furnish services to the population of a service area and that charges a fee related to the cost of the service. (p. 81)
auxiliary enterprise
30
Many fire and emergency services organizations supplement their general budgets with private, corporate, or government __________ and gifts to meet specific needs. (p. 82)
grants
31
A type of funding made available for defined purposes but with minimum conditions? It meets the need for flexibility at the program level and minimizes the bureaucratic aspects of the budgeting process. (p. 82)
block grants
32
__________ are most often an activity of volunteer or combination fire organizations that must supplement or provide their own operating revenue. Usually takes the form of local events such as social events, bingo, raffles, and requests for donations. (p. 83)
fundraisers
33
There are __________ steps of the budget process. (p. 83)
seven
1) Plan
2) Prepare
3) Present
4) implement
5) Monitor
6) Evaluate
7) Revise
34
The second step of the budget process is? (p. 83)
prepare
35
The first step of the budget process is? (p. 83)
plan
36
The third step of the budget process is? (p. 83)
present
37
The fourth step of the budget process is? (p. 83)
implement
38
The seventh step of the budget process is? (p. 83)
revise
39
The fifth step of the budget process is? (p. 83)
Monitor
40
The sixth step of the budget process is? (p. 83)
Evaluate
41
Fire and emergency services organization officers have a responsibility to make every __________ _________ as accurate and realistic as possible and present that request in the appropriate format. (p. 84)
budget request
42
Primary source of data to support the budget request based on the actual cost of providing the services that the jurisdiction requires? (p. 85)
organizational financial history
| actual cost of providing the services that the jurisdiction requires
43
Information available from vendors, reflecting the average cost of an item or product. (p. 85)
actual, equipment, material, or service costs
44
Information provides an idea of the cost-of-living increase based on inflation or the estimated revenue potential for the service area. (p. 85)
government economic reports
45
Surveys of similar service areas and organizations, which provide data on personnel salary increases, changes in benefits, or the hiring of additional personnel. (p. 85)
market studies
46
Essential documentation when higher levels of government place requirements on local services and then fail to provide adequate funding. (p. 85)
governmental mandates
47
Community involvement in the strategic planning process is an integral part of determining the needs of the community (p. 85)
community expectations
48
Information from the state/provincial insurance commission, which includes fire-related claims, insurance premiums, Insurance Services Offices, Inc. (ISO) rating figures, and projections based on service levels. (p. 85)
Insurance Information
49
The __________ __________ can be an effective tool in the preparation of the organizations budget. This can provide a visual model of the desired output, throughput, and required input in the form of all resources. (p. 85)
systems model
50
What is the final review that the budget request document receives? It is when the public’s concerns have been addressed and the budget is balanced, the governing body approves the budget. (p. 86)
external
51
How many steps are there in the selection and procurement process? (p. 88)
Nine
1. Determine Needs of organization
2. Conduct research
3. Evaluate and field test
4. Review product data
5. Develop Specifications
6. conduct the purchasing process
7. Conduct Acceptance procedures
8. Inventory and issue the equipment
9. Evaluate purchasing process and revise
52
What is the second step in the selection and procurement process? (p. 88)
conduct research on the equipment, manufacturers, and applicable standards/regulations
53
What is the third step in the selection and procurement process? (p. 88)
evaluate and field test proposed equipment
54
What is the fourth step in the selection and procurement process? (p. 88)
review product data
55
What is the fifth step in the selection and procurement process? (p. 88)
develop specifications if applicable
56
What is the eighth step of the selection and procurement process? (p. 88)
inventory and issue the equipment
57
What is the first step of the selection and procurement process? (p. 88)
determine the needs of the organization
58
What is the sixth step of the selection and procurement process? (p. 88)
conduct the purchasing process
59
What is the seventh step of the selection and procurement process? (p. 88)
conduct acceptance procedures
60
What is the ninth step of the selection and procurement process? (p. 88)
evaluate purchasing process and revise, if necessary
61
How many times does a needs assessment take place? (p. 89)
Two;
| once during the budget preparation process and again before purchasing the approved equipment and material
62
What indicates the effectiveness of the current equipment and materials in meeting the service requirements of the response area? (p. 89)
review the current purchases
63
What helps to identify equipment that is required for day to day operations and specialty responses? (p. 89)
performs a priority assessment for needed equipment and materials
64
What can be done to help guide long-term and expensive major purchases? (p. 89)
review capital improvement/replacement plan
65
__________ shows can provide research opportunities for a variety of apparatus, tools, and equipment. (p. 91)
trade
66
The request that defines the organization’s needs and allows manufacturers or their authorized vendors to determine if they can meet bid specifications. It must have a specific schedule outlined. (p. 92-93)
request for proposal
67
This can be used to find information needed to develop specifications and is part of the purchasing process. (p. 92)
request for information
68
Companies are eliminated from consideration of this request if they cannot meet delivery deadlines or provide required performance bonds, lack the established financial support to complete the contract, or have a documented history or contract violations? (p. 93)
request for proposal
69
This request can be developed when the organization requires professional services. Architects, cleaning contracts, accountants, and professional development are examples of services that may require this request. (p. 93)
request for qualifications
70
__________ __________ under actual use conditions provide additional data for the chief officer and allow personnel who will use the final product an opportunity to take part in the selection process. (p. 94)
field evaluations
71
What is the first step in the purchase process? (p. 96)
determine the funding source
72
What is designated in an annual budget for purchasing perishable or quickly consumed items? (p. 96)
operating funds
73
Designated in an annual budget for purchasing capital items, those items that exceed a fixed value. These items are requested specifically during budget preparation and purchased through the bid process if approved. (p. 96)
capital funds
74
Used to provide specific funds for specific projects or purchases, these are then purchased by investors and are set for a fixed amount, a specified time period, and specific items? (p. 96)
bonds
75
Funds that are provided by either government agencies, nongovernment organizations, or private agencies. They provide equipment that an organization may not have the funds to purchase. (p. 96)
grants
76
The second step in the purchase process is? (p. 95)
create bid specifications
77
__________ define the legal obligations necessary to meet the specifications, such as vendor attendance at a pre-bid meeting, warranties, liability or performance bonds, specified delivery times, payment schedules, and financial statements. (p. 96)
boilerplates
78
The __________ committee is generally made up of personnel who will be using the equipment, purchasing department representatives, and equipment maintenance personnel. (p. 98)
evaluation
79
Once a specific product is determined to be the most appropriate for the organization, it can be established as the __________ for the organization, and in some cases eliminate the need to rewrite specifications the next time identical equipment must be purchased. (p. 99)
standard
80
__________ management includes the acquisition, analysis, organization, distribution, and storage of data and information that provides chief officers with timely and useful information. (p. 99)
information
81
__________ records include all the information used to create the budget, budget status, reports, past budgets, and unfunded budget requests. (p. 100)
budget
82
__________ and fixed assets records should accurately include all materials, equipment, facilities, land, and apparatus that the organization purchased or assigned. These records include quantities, descriptions, purchase and disposal dates, and value. (p. 100)
inventory
83
__________ maintenance is performed to reduce wear, avert damage from occurring, and extend the useful life of an item, vehicle, or facility. (p. 100)
preventive
84
__________ maintenance may be needed due to an unforeseen event. Damage may occur because of an accident, overuse, operator error, or even abuse. (p. 100)
corrective
85
Information on emergency responses is entered into this form and submitted to a national database and used to compile trends in emergency responses? (p. 101)
national fire incident reporting system (NFIRS)
86
Records that are generally confidential aside from daily personnel attendance records and similar documents? These records must be kept secure and care to protect confidentiality. (p. 101)
personnel
87
How many procedures are there for developing a record-keeping system? (p. 102)
four
1. Define the system
2. Plan the system
3. implement the system
4. complete the development project in accordance with AHJ's record retention regulations
88
What is the first step to determine the record keeping requirements of the organization? (p. 102)
research
89
What is the second step when using the project management approach, to determine the record-keeping requirements of the organization? (p. 102)
define
90
What is the third step when using the project management approach to determine the record keeping requirements of the organization? (p. 103)
establish
91
What is the fourth step when using the project management approach to determine the record keeping requirements of the organization? (p. 103)
outcomes
92
What is the fifth step when using the project management approach to determine the record keeping requirements of the organization? (p. 103)
alternatives
93
What is the sixth step when using the project management approach to determine the record keeping requirements of the organization? (p. 103)
evaluation
94
What is the seventh step when using the project management approach to determine the record keeping requirements of the organization (p. 103)
selection
95
During which phase does the team list in detail what will be required for the development of the record keeping system? (p. 103)
planning phase
96
Prior to implementation, the system must be thoroughly __________ to ensure functionality. (p. 103)
tested
97
All emergency-response reports; they are required to be submitted to the federal government as part of the NFIRS in states/provinces that participate in the program. (p. 105)
incident reports
98
This act is a federal freedom of information law that allows for the full or partial disclosure of previously unreleased information and documents controlled by the United States government. (p. 106)
Freedom of Information Act
99
__________ such as incident reports or fire investigations are available to individuals who own the involved property or are involved in the incident, unless a statue specifically indicates to the contrary. The state/province defines and lists what records are available to the public. (p. 106)
records
100
This act established the requirement for confidentiality and presents restricted access issues for records of responses to emergency medical incidents. This covers documents relating to medical incidents. It also prohibits comments made by responders concerning patients. (p. 106)
Health Insurance Portability and Accountability Act
101
__________ are the facts, figures, and statistics from which information is derived. (p. 107)
data
102
The __________ is the information that results from the correction, updating, or analysis of data. It is required for making decisions. (p. 107)
output
103
__________ data comes from information collected on forms, in reports, on time sheets, and other sources. (p. 107)
raw
104
__________ analysis models can be used in the process of self-review. (p. 107)
three
1. needs analysis
2. gap analysis
3. SWOT (strengths, weaknesses, opportunities, and threats)
105
A __________ analysis focuses on the needs and expectations of the community. (p. 108)
needs
106
The final step of a needs analysis is to compare the organizations __________ to the community’s needs to determine where the capabilities are lacking. (p. 108)
capabilities
107
A __________ analysis is used to compare the organization’s actual performance level to its potential performance level at both the strategic and operational levels. (p. 108)
gap
108
__________ is comparing performance to an accepted level of performance. (p. 110)
benchmarking
109
The CFAI also provides systems approach to determining appropriate staffing levels for a response area. The resulting standard of cover is based on how many elements? (p. 110)
eight;
1. existing deployment
2. community outcome expectations
3. community risk assessment
4. distribution study
5. concentration study
6. historical reliability
7. historical response effectiveness studies
8. overall evaluation
110
__________ __________ are used to determine the need for new fire stations, increased staffing levels, and the activation of new units. (p. 111)
response times
111
All fire and emergency services organizations have some form of __________ framework. (p. 73)
administrative
112
What type of framework must exist before any emergency services can be provided to the response area? Is typically documented with an organization chart, regulating by law or local codes and ordinances. (p. 73)
administrative
113
Modern fire and emergency services organizations use __________ to document the agency’s financial plan. (p. 73)
budgets
114
__________ __________ are the general models and formats to which the jurisdiction’s budget process conforms. (p. 74)
Budget systems
115
The largest single item in the operating budget of most career and many combination organizations is __________ __________ such as salaries and benefits. (p. 77)
personnel costs
116
Personnel costs may represent as much as __________ percent of a career organization’s operating budget. (p. 77)
90
117
Chief Officers must remain aware of the trends in__________ __________ to develop realistic budget projections. (p. 79)
revenue collection
118
__________ __________ taxes, comparable to other forms of revenue, have been the subject of some voter concern and are directly affected by the economy and political trends. (p. 80)
personal income
119
Funds from which only interest income from the principal may be expended? (p. 81)
perpetual trusts
120
Funds from which both income and principal may be expended? (p.81)
long-term trusts
121
What is a promise to repay the principal along with interest on a specified date when the bond reaches maturity? (p. 82)
bond
122
The team evaluates the effectiveness of the current budget, determines funding requirements to meet the annual objectives of the strategic plan, and analyzes any trends that may affect the budget? (p. 83)
budget project management team
123
The jurisdiction’s __________ and __________ department estimates revenues from all sources and translates them into preliminary budget priorities. (p. 84)
finance; revenue
124
Contracts with the labor organization and contracts for services that the organization may provide such as mutual or automatic aid response. (p. 85)
contractual requirements
125
The budget does not end with the implementation of the budget. It must be __________ to determine its effectiveness and prevent a budgetary crisis should the economic environment change. (p. 86)
monitored
126
__________ a budget involves assessing the strengths and weaknesses of programs, policies, personnel, products, and organizations to determine their effectiveness. (p. 87)
evaluating
127
What is an evaluation based on the programs and services that the organization provides to the jurisdiction? (p. 89)
a needs assessment
128
Helps to identify any changes in the service area and the need for changes in programs, services, or equipment. (p. 89)
perform a hazards analysis of the response area
129
If an account does not contain sufficient funds to purchase the required quantity of materials, what can be done which is outlined in the earlier section on monitoring the budget? (p. 89)
determine the amount of funds available in each budget account
130
The time necessary to conduct __________ depends on the type of equipment or materials being purchased. Expendable items may require only a review of literature, while apparatus or personal protective equipment may require a few months to a year or more. (p. 89)
research
131
__________ purchasing arrangements permit small organizations to jointly purchase similar equipment while gaining the benefit of a large quantity purchase price. (p. 95)
group
132
In __________ bids, contract language is included to allow other organizations to use existing bids for a specified time period. This language reduces the time required for preparing and accepting a bid. (p. 95)
piggyback
133
What is another method of obtaining or purchasing capital items, although not truly a funding source?d This may be used when equipment is needed only for a short duration or for extended evaluations. (p. 96)
lease
134
This arrangement allows the cost to be spread across several years. Purchasing ordinances and laws of the jurisdiction govern this method. (p. 96)
lease/purchase
135
__________ records should be kept on stations and other facilities as well as on vehicles, apparatus, and certain pieces of equipment. These records are usually kept in two distinct but closely related categories: preventative and corrective (p. 100)
maintenance
136
Which records serve as the basis for planning and to justify budget requests? They serve as the historical and legal account of all events, incidents, and projects that the organization members participated in during a specific time period. (p. 101)
activity
137
The personnel assigned to manage the record keeping function should periodically _________ the system’s effectiveness with spot checks of random records for accuracy. (p. 104)
evaluate
138
A __________ may be required if there is evidence of inaccuracies in the data-collection process, a change in data requirements, or the lack of adequate information to base decisions. (p. 104)
revision
139
The requirements for record-keeping include the types of records, the length of __________, privacy, and who can access some records. (p. 105)
retention
140
If a public record contains both exempt and nonexempt material, the __________ portion must be removed and the remaining __________ material disclosed. (p. 106)
exempt; nonexempt
141
Changes in locally adopted __________ or state/provincial and nationally mandated _______ necessitate changes to fire and emergency services organization policies and procedures. (p. 110)
codes; codes
