Operations

Setting Up a New Fire or EMS Department: A 90-Day Operational Playbook

Whether you are forming a new volunteer fire department, taking over as chief of one that has been running on memory and binders, or starting up a new EMS service, the first 90 days set the operational pattern for years to come. Here is a practical week-by-week checklist for getting the records, systems, and documentation in place before they are needed.

May 2, 2026 • 12 min read • RunBoard Editorial

In this guide

Why 90 days, and why an operational order matters
Weeks 1-2: Foundations
Weeks 3-4: People and credentials
Weeks 5-6: Apparatus and equipment
Weeks 7-8: Inventory, PPE, and supply chain
Weeks 9-10: Training and policy
Weeks 11-12: Reporting, compliance, and review
What can wait past day 90

Why 90 days, and why an operational order matters

Most departments do not have a 90-day window before they are responding to calls. New volunteer departments often run their first call before the paperwork is finished. Even so, the work has to happen - and the order in which you tackle it determines whether the department feels like a coherent operation or an improvisation.

The order matters because each layer depends on the one below it:

You cannot track training records before you have a roster of members.
You cannot track apparatus checkoffs before you have apparatus and a checkoff template.
You cannot track PPE service life before you know what PPE you have and when it was made.
You cannot run a meaningful narcotics program before you have DEA registration and a controlled substance SOP.

The 90-day playbook below is structured to build foundations first and add layers as the prerequisites land.

Weeks 1-2: Foundations

Before you do anything else, get the legal, financial, and identity infrastructure in place. Without these, nothing downstream is possible.

Weeks 1-2 Checklist

Legal and entity

Confirm the legal status of the department (municipal department, fire district, 501(c)(3) volunteer corporation, etc.).
If a separate legal entity, ensure articles of incorporation, bylaws, and EIN are in place.
Confirm authority to operate - state EMS license, fire district authority, contractual relationship with municipality.
Establish governing body - board of directors, fire commission, or municipal oversight.

Federal identifiers

Register on SAM.gov - required for any future federal grant (AFG, SAFER).
Obtain Unique Entity Identifier (UEI) through SAM.gov.
If applying for DEA registration (controlled substance handling), begin the application early - it can take months.

Insurance

General liability insurance for the entity.
Vehicle liability insurance for any apparatus.
Workers' compensation coverage for paid staff and, where applicable, volunteers.
Professional liability for medical providers.
Directors and officers (D&O) coverage if a separate entity.

Banking and accounting

Business bank account in the entity's name.
Accounting system established - many small departments start with QuickBooks or similar.
Procurement procedures defined - who can authorize what spending.

Weeks 3-4: People and credentials

Roster and credential infrastructure comes next. You cannot track anything about a member you have not formally onboarded.

Weeks 3-4 Checklist

Member onboarding

Application and member packet - what every new member completes before riding.
Background check process - fingerprints, MVR, criminal background.
Medical clearance - pre-employment / pre-membership physical aligned with NFPA 1582 for fire suppression members.
I-9 / W-4 for paid members.
Volunteer waiver and acknowledgment forms for volunteers where state law permits.
Membership roster system - name, contact, role, certification list, status (active, probationary, leave).

Credential tracking

EMT or paramedic certification numbers, levels, and expiration dates.
Firefighter certification levels and expiration dates.
Driver / operator certifications.
CPR, ACLS, PALS, ITLS, hazmat awareness/operations certifications.
State-specific credentials (vehicle operator, controlled substance handler, etc.).
Renewal calendar - every credential has a date; the calendar reminds you 60 days out.

Roles and authority matrix

Define who has what authority - chief, assistant chief, captains, lieutenants, EMS officer, training officer, safety officer.
Rank insignia, badge issuance, and credential tracking.

Weeks 5-6: Apparatus and equipment

Apparatus records have to exist from the day each rig is acquired. Backfilling later is harder than starting clean.

Weeks 5-6 Checklist

Apparatus registry

One record per apparatus - VIN, year, make, model, gross vehicle weight rating, registration, insurance.
Date in service, current mileage / hour meter reading.
Pump certification dates (for pumpers).
Aerial certification dates (for aerial apparatus).
Annual inspection records - see NFPA 1911 inspection cycles.

Daily checkoff template

Template aligned to apparatus type (engine, ladder, ambulance, rescue, brush, tanker).
Items every checkoff captures: mileage, fuel, fluids, tires, lights, sirens, communications, compartment count.
Identified responsible person each shift.
Process for noting and tracking deficiencies through repair.

Preventive maintenance schedule

Mileage-based intervals from manufacturer recommendations and NFPA 1911.
Vendor relationships - who does heavy mechanical work, who does pump testing, who does aerial service tests.
Calendar of recurring maintenance with reminders 30 days out.

Weeks 7-8: Inventory, PPE, and supply chain

Weeks 7-8 Checklist

Apparatus inventory

Compartment-by-compartment inventory of every apparatus.
Par levels for consumables (gauze, IV bags, oxygen, etc.).
Equipment list with serial numbers, dates of purchase, expected service life.
Sealed kit tracking (IO kits, OB kits, c-spine kits) with seal status.

PPE inventory

Every ensemble element: coat, pants, helmet, boots, hood, gloves.
Manufacturer, model, manufacture date (NOT issue date - see NFPA 1851 PPE Service Life).
Assignment to specific member or pool stock.
Inspection schedule - routine after each use, advanced annual.
SCBA inventory - bottles by hydrostatic test date, packs by year.

Supply chain

Approved vendor list for medical supplies, fire equipment, uniforms.
Reorder process and authorities.
Storage and rotation procedures for medications and consumables with expiration dates.
For controlled substances: separate locked storage, dual-control access, daily count process.

Weeks 9-10: Training and policy

Weeks 9-10 Checklist

Standard Operating Guidelines

Initial SOG library - at minimum: response protocols, scene safety, communications, mayday, accountability, hazmat awareness, EMS protocols (per medical director), PPE expectations, controlled substance handling.
SOG distribution - every member knows where to find current SOGs.
SOG review schedule - at minimum annual, more frequently for high-stakes policies.

Training program

Annual training plan - required topics from NFPA, OSHA, state EMS office, and department-specific needs.
Documentation system for every training event - date, topic, hours, instructor, attendees.
Live fire training compliance with NFPA 1403.
OSHA-required training (bloodborne pathogens, hazcom, confined space if applicable, respiratory protection program).
Medical director-required ongoing training for ALS providers.

FTO program (for new members)

Field Training Officer assignment process.
Daily observation report template.
Skills checklist tied to certification level (firefighter, EMT, paramedic, driver/operator, officer).
Probationary period definition and sign-off process.

Weeks 11-12: Reporting, compliance, and review

Weeks 11-12 Checklist

Incident reporting

NFIRS reporting - registration with the state office, training of report writers.
Patient care reporting (PCR) software tied to state EMS submission requirements.
Internal incident review process - what triggers a review, who participates, how findings are documented.
Mutual aid reporting where required.

Compliance calendar

State EMS service license renewal date.
DEA registration renewal (every 3 years if applicable).
Vehicle annual inspections.
Pump tests, aerial tests, ground ladder tests, hose tests.
OSHA training renewals.
Medical director agreement renewal.
Audit / accreditation review dates.

Reporting infrastructure

Monthly chief's report template - standard format for governing body.
Annual report template - call volume, staffing, training, finances, equipment status.
Grant tracking - even if you do not have one yet, the file is ready.

30-day review

What worked? What did not?
What is missing? What should the next 90 days focus on?
Member feedback - anonymous if possible.

What can wait past day 90

The above is the minimum viable operational baseline. The following are valuable but not gating; they can come in days 90-180 without operational risk:

Pre-incident plans for target hazards in your district.
Public education programs.
Detailed crew scheduling system (vs. simple roster).
Quartermaster / uniform program.
Detailed grant application work (start the relationship building, defer the actual applications until you have data to write the narrative).
ISO Public Protection Classification application or improvement work.
Accreditation pursuit (CFAI, etc.).

The single biggest mistake new departments make

Trying to do everything at once. The first 90 days are about getting the foundations right - not about building every possible system in parallel. A department that has solid roster, credential, apparatus, PPE, training, and reporting infrastructure at day 90 is in a position to build everything else on top of that base. A department that has tried to build everything at once usually has a half-finished version of every system and a complete version of nothing.

One platform for the 90-day playbook

RunBoard's 22 modules cover every area in this checklist - roster and credentials, apparatus and PM, inventory and PPE, training and SOGs, narcotics, reporting, scheduling. Setup Wizard pre-loads templates so you start with structure, not blank screens. Free 30-day trial, no credit card.

Start Free Trial