Managing aging fire-alarm systems: the key to consistent safety is regular reassessment and planning.

According to a recent Government Accountability Office report, nearly 60% of all nursing homes in the United States were cited for fire safety deficiencies during their most recent inspections. While nearly half of the deficiencies were sprinkler-related, additional issues prevent facilities from passing inspection, and facilities can face licensing issues that could result in large fines or even cessation of operations.

One such issue could be aging fire-alarm systems. A lack of funding, a desire to avoid disturbing patients, and continued facility expansion are factors that can hinder proper action regarding fire-alarm systems. The end result is often the development of an incohesive system--or worse: fire-alarm system failure, a potentially fatal situation that no one can afford to face.

Common Problems

Over time, many healthcare facilities require expansion and renovation of interior spaces. While the fire-alarm system also deserves attention and may require changes, it is in the best overall interest of facility management and professionals to ensure that a quick fix or shortcut is avoided. For example, it may not be wise to merely add devices without taking the whole system into consideration. If the system's circuits are already near capacity, adding devices could risk system failure at a crucial moment.

A patchwork of systems, in which panels are added at random to support building expansions or modifications, can also make managing the system inconvenient because of the involvement of multiple databases. Programmable fire-alarm systems require one system database to operate--it instructs the system how to react to an alarm. The database is created when the system is originally installed and is modified when changes to the system must be made.

Beyond this, the most effective way to avoid creating an incohesive system is to develop a master plan for your fire-alarm system. This will help ensure that any additions to the system fall within your overall system objectives and help maintain a single point of annunciation.

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As with most issues surrounding fire alarms, maintenance and testing are code-driven. The National Fire Protection Association offers minimum requirements on how frequently visual and functional testing of fire-alarm equipment should be done. In addition to these minimum requirements, facility managers should take into consideration their building's environment. This will determine how much and how often devices should be tested above and beyond the minimum standards. For example, an industrial site may be more prone to experiencing fires than an office building--therefore, a preventive maintenance program that requires the cleaning of smoke detectors more often than in an office building might be in order.

Another recommendation: Ensure that the installing contractor turns over as-built drawings at the end of any project. One reason that issues arise during renovations is that many contractors never complete as-built drawings (i.e., contract drawings marked to reflect changes made during the construction process) to properly record the additions for future builders or facility managers. Once armed with as-builts, contractors are better equipped to make logical decisions in determining the best way to expand on an existing fire-alarm system.

Continually monitor your system: Are replacement parts becoming unavailable? Is your current system capable of handling facility expansion? Do you have access to a licensed fire-alarm maintenance professional to flag any potential technical or code issues arising from planned system or facility changes?

Other general guidelines on updating fire-alarm systems in healthcare facilities:

* Know about changes in building and fire-alarm system codes. There may be codes to comply with specifically in connection with renovation.

* Review your maintenance and repair costs over the preceding five years to determine whether the installation of a new system with warranty is a cost-effective solution.

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* Consider the fire-alarm system when facility renovation plans are being developed. The construction phase is the ideal time to integrate a new fire-alarm system with other building technologies. When your fire-alarm system works in cooperation with other building systems, you minimize risk and maximize building efficiency and productivity.

* When possible, manage the archiving of the system's electronic database in-house.

Case Study: Ashford Hall

Ashford Hall, a 330-bed skilled nursing facility in Irving. Texas, had a history of problematic annual fire-alarm system inspections. By June 2003, Ashford's failing fire-alarm system had become a major issue. The system was due for an inspection in 40 days. Should the system fail inspection, Ashford would face regulatory sanctions.

"We were dealing with an antiquated system for which parts were no longer available," says Chuck Riesser, director of environmental services for Ashford. "In addition, the local contractor we were using was ineffective in maintaining the system."

Ashford called on Johnson Controls, Inc., a global firm specializing in facility management and control, to meet their immediate and long-term needs. First and foremost, Johnson Controls would bring the system up to code in time for the inspection. Then the system would be replaced completely.

The 12- to 15-year-old system was over-complex, contained defective components, and had not been properly maintained. The system had a main fire-alarm control panel with 20 zones for common areas. Five additional panels, not tied to the main panel, were located at nurses' stations throughout the facility and used to monitor individual patient rooms.

In attempting to repair some of the old devices, Johnson Controls recognized that its work was leading to other failures and that progress was not being made. As a result, management at Ashford authorized replacement of all panels. Within two days of the scheduled inspection, the main panel was replaced and the five nurses' stations were retrofitted with LCD panels. The new cohesive system allowed Ashford Hall to identify the location of a trouble condition exactly, down to the specific corridor and even patient room.

Within three weeks of inspection approval, Johnson Controls engineered a replacement plan for the remaining fire-alarm devices. The plan was approved by local officials and, within 20 days, all smoke detectors were replaced and all visual and audio devices brought up to code.

Although Ashford Hall's story is an example of how it is possible for a facility to get by from inspection to inspection at least for a while, it also shows how much apprehension and how many headaches can be avoided by regularly checking a fire-alarm system and responding appropriately.

Ed Bagwell, SET, is Project Development Engineer for the Fire Alarm Center of Excellence at Johnson Controls, Inc., providers of building automation and control systems and services to deliver occupant comfort, energy management, and security in nonresidential facilities. For more information, visit www.johnsoncontrols.com. To send your comments to the author and editors, please e-mail [e-mail].

BY ED BAGWELL, SET