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pdfNational Fire Incident Reporting
System Program Management
NFIRS PM-Student Manual
3rd Edition, 1st Printing-November 2007
FEMA/USFA/NFA
NFIRS PM-SM
November 2007
3rd Edition, 1st Printing
National Fire Program Incident Reporting
System Program Management
National Fire Incident Reporting
System Program Management
NFIRS PM-Student Manual
3rd Edition, 1st Printing-November 2007
NATIONAL FIRE INCIDENT REPORTING SYSTEM PROGRAM MANAGEMENT
FEDERAL EMERGENCY MANAGEMENT AGENCY
UNITED STATES FIRE ADMINISTRATION
NATIONAL FIRE ACADEMY
FOREWORD
The Federal Emergency Management Agency (FEMA) was established in 1979. FEMA's mission is to
focus Federal effort on preparedness for, mitigation of, response to, and recovery from emergencies
encompassing the full range of natural and manmade disasters.
FEMA's National Emergency Training Center (NETC) in Emmitsburg, Maryland, includes the United
States Fire Administration (USFA), its National Fire Academy (NFA), and the Emergency Management
Institute (EMI).
To achieve the USFA's legislated mandate (under Public Law 93-498, October 29, 1974), "to advance the
professional development of fire service personnel and of other persons engaged in fire prevention and
control activities," the U.S. Fire Administration has developed an effective program linkage with
established fire training systems which exist at the State and local levels. It is the responsibility of the
USFA to support and strengthen these delivery systems. The field courses of the USFA's National Fire
Academy have been sponsored by the respective State fire training systems in every State.
The USFA's National Fire Academy is proud to join with State and local fire agencies in providing
educational opportunities to the members of the Nation's fire services.
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NATIONAL FIRE INCIDENT REPORTING SYSTEM PROGRAM MANAGEMENT
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NATIONAL FIRE INCIDENT REPORTING SYSTEM PROGRAM MANAGEMENT
TABLE OF CONTENTS
PAGE
Foreword ............................................................................................................................................
Table of Contents ...............................................................................................................................
Goal of the Course..............................................................................................................................
Student Outcomes...............................................................................................................................
Target Audience .................................................................................................................................
iii
v
ix
ix
ix
UNIT 1:
INTRODUCTION..................................................................................... SM 1-1
UNIT 2:
THE NFIRS SYSTEM .............................................................................. SM 2-1
UNIT 3:
NFIRS QUALITY ASSURANCE............................................................ SM 3-1
UNIT 4:
DATA ANALYSIS AND THE DECISION-MAKING PROCESS....... SM 4-1
UNIT 5:
MANAGING NFIRS................................................................................. SM 5-1
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NATIONAL FIRE INCIDENT REPORTING SYSTEM PROGRAM MANAGEMENT
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NATIONAL FIRE INCIDENT REPORTING SYSTEM PROGRAM MANAGEMENT
COURSE GOAL
Use NFIRS and evolving technology to assist the fire service and information partners in making better
decisions that address fire and life safety issues.
STUDENT OUTCOMES
1.
Shape the future of the fire service and fire service response to community needs through the
effective use of information.
2.
Understand the roles and responsibilities of players involved in NFIRS.
3.
Identify and explain the benefits of collecting and compiling incident data through NFIRS.
4.
Apply code strategy principles to better document incidents.
5.
Understand and apply proper data analysis and data presentation techniques.
6.
Select and use proper methodologies to support the decisionmaking process using NFIRS data.
TARGET AUDIENCE
Administrative fire officers, systems operations (data entry/support staff), and system management/
administration staff. Individuals who need the knowledge, skills, and abilities to manage a reporting
system
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NATIONAL FIRE INCIDENT REPORTING SYSTEM PROGRAM MANAGEMENT
viii
NATIONAL FIRE INCIDENT REPORTING SYSTEM PROGRAM MANAGEMENT
COURSE SCHEDULE
DAY 1:
Unit 1
Computer Lab
DAY 2:
Unit 2
Computer Lab
DAY 3:
Unit 3
Computer Lab
DAY 4:
Unit 4
Computer Lab
DAY 5:
Unit 4 (continued)
Computer Lab
DAY 6:
Computer Lab
Unit 5
ix
NFIRS PROGRAM MANAGEMENT
Module 1 – Introduction
MODULE 1
INTRODUCTION
Prerequisites
Students are required to meet the following prerequisites
before participating in this Module:
Successfully complete the two-day Introduction to
NFIRS Course; or
Successfully complete the Introduction to NFIRS
Self-Study Course; or
Successfully complete an equivalent course offered
through their State NFIRS Program Manager
Terminal Objectives
The students will be able to:
Demonstrate an understanding of the various roles
and responsibilities of the NFIRS program manager
at the state and local level.
Describe how the NFIRS program manager can
impact the fire and emergency services issues in
their state or community.
Describe how the National Fire Incident Reporting
System (NFIRS) can have an impact on fire and life
safety decisions.
Describe the resources that help the program
managers do their job.
Enabling Objectives
The students will:
Identify the roles and responsibilities for managing
the NFIRS program and how these are accomplished in their respective jurisdictions.
Describe the current level of involvement in their
jurisdiction.
NFIRS PROGRAM MANAGEMENT
Module 1 - Introduction
Create an action plan to identify future initiatives to
enhance participation.
Identify opportunities for collaboration and organizational commitment that contribute to the success
of NFIRS at the local state and national levels.
Demonstrate the use of resources that help manage
NFIRS.
References
Student Manual
Your Student Manual (SM) includes a narrative text
for you to highlight key points for some of the
content and also can be used to make notes. During
several of the units, you will be using your SM as a
guide (or map) to the source documents. The SM
will be your primary reference material once you
return to your department. Page references to the
source documents you will be using throughout the
course are included in the SM.
SM MODULE 1-2
NFIRS Complete Reference Guide
The NFIRS Complete Reference Guide is a line-byline guide to the completion of the incident report
modules. The handbook includes all of the code
conventions.
NFIRS Data Entry Tool Guide
The NFIRS Data Entry Tool Guide is a guide for the
entry, maintenance, and validation of incidents, as
well as a detailed explanation and steps on how to
use each tool.
NFIRS System Administration Tool Guide
The NFIRS System Administration Tool Guide is a
guide for system administrators setting up and
maintenance of group and users.
NFIRS PROGRAM MANAGEMENT
Module 1 - Introduction
NFIRS Configuration Tool Guide
The NFIRS Configuration Tool Guide is a guide for
the setup of user options and local database access.
NFIRS Web-Based Reporting Tool Guide
The NFIRS Web-Based Reporting Tool Guide
includes step-by-step instructions to generate,
retrieve, and print reports from the Web-Based
Reporting Tool.
SM MODULE 1-3
NFIRS PROGRAM MANAGEMENT
Module 1 – Introduction
SM MODULE 1-4
NFIRS PROGRAM MANAGEMENT
Module 1 – Introduction
MAKING NFIRS WORK
Fire department data collection has had a positive impact on citizen
safety. Reports of fires in consumer products have led to
investigations and recalls of certain coffee makers, televisions, and
heating appliances. The success of the system is dependent on
commitment at four levels. The first, and most important, is the
local level. The success of the National Fire Incident Reporting
System (NFIRS) begins with the commitment of the local fire
department and its personnel to the collection of accurate data in a
timely manner.
At the state level, the State Fire Marshal, or another agency that
manages NFIRS, must support the efforts of fire departments that
participate in the system and encourage the participation of nonreporting departments.
The federal agency that administers NFIRS is the United States
Fire Administration (USFA), and the National Fire Academy
(NFA) provides NFIRS training opportunities.
Working at the local fire agency level, the NFIRS Program
Managers play a vital role in the system's success. Their
responsibilities include managing the system, ensuring quality
reports, providing feedback to their department, and increasing
participation in NFIRS.
Whether you have the title of NFIRS Program Manager or are
involved in some other capacity, you can make a difference in the
system. For instance, clerical and administrative personnel can
influence the way NFIRS is managed. In order to influence (and
improve) NFIRS, regardless of the title you hold, you must
understand the big picture, from the mechanics of data collection
to the importance of data to decision-makers at all levels of
government.
This course is designed to help you meet these challenges. We
will use the five basic NFIRS program management functions
listed below throughout the course:
Planning
Administration
Training
SM MODULE 1-5
NFIRS PROGRAM MANAGEMENT
Module 1 – Introduction
Operations
Communications
COURSE OVERVIEW
Course Goal
Use NFIRS and evolving technology to assist the fire service and
information partners in making better decisions that address fire
and life safety issues.
Course Requirements
Attend all classes
Participate in discussions and activities
Complete individual and group activities
Complete additional readings as required
Complete individual action plan
Student Outcomes
SM MODULE 1-6
Shape the future of the fire service and fire service response
to community needs through effective use of information.
Understand the roles and responsibilities of players
involved in NFIRS.
Identify and explain the benefits of collecting and
compiling incident data through NFIRS.
Apply coding strategy principles to better document
incidents.
Understand and apply proper data analysis and presentation
techniques.
Select and use proper methodologies to support the
decision-making process using NFIRS data.
NFIRS PROGRAM MANAGEMENT
Module 1 – Introduction
Modules of Instruction
Module 1: Introduction
This Module reviews the history of NFIRS and explains the
relationships among the various levels of people who collect and
use NFIRS data. It also reviews the resources and materials that
will be used in class, including documentation manuals, software,
PCs, USFA tools, the computer lab, and the Internet.
Module 2: The NFIRS System
This Module reviews the various incident reporting modules,
discusses coding strategies and the flow of data from the local to
the state and federal database. This Module introduces the NFIRS
Complete Reference Guide, system documentation, and other
resources.
Module 3: NFIRS Quality Assurance
The purpose of this Module is to provide students with a guide to
developing a successful quality control/quality assurance program.
Students will learn to differentiate between the typical and specialcase or consequential incidents, identify required and essential data
elements, and will utilize standard output reports and other tools to
identify data quality issues.
Module 4: Data Analysis and the Decision-Making Process
This Module is designed to help students identify the business
reasons for using fire data analysis to enhance local fire agency
effectiveness and efficiencies, and apply analytic techniques to the
decision-making process. Students will use NFIRS data, the
decision-making process and analysis tools, to address real agency
problems, issues and questions.
SM MODULE 1-7
NFIRS PROGRAM MANAGEMENT
Module 1 – Introduction
Module 5: NFIRS Program Management
The purpose of this Module is to help students understand the
functions involved in managing an NFIRS program in order to
improve participation, timeliness of reporting, data quality,
understand the value of NFIRS data at the local, state, and federal
levels, and using CATPO.
COURSE MATERIALS
Student Manual
Your Student Manual (SM) includes a narrative text for you to
highlight key points for some of the content and also can be used
to make notes. During several of the Modules, you will be using
your SM as a guide (or map) to the source documents. The SM
will be your primary reference material once you return to your
department. Page references to the source documents you will be
using throughout the course are included in the SM.
NFIRS References
NFIRS Complete Reference Guide
The NFIRS Complete Reference Guide is a line-by-line guide to
the completion of the incident report modules. The handbook
includes all of the code conventions.
NFIRS Data Entry Tool Guide
The NFIRS Data Entry Tool Guide is a guide for the entry,
maintenance, and validation of incidents, as well as a detailed
explanation and steps on how to use each tool.
NFIRS System Administration Tool Guide
The NFIRS System Administration Tool Guide is a guide for
system administrators setting up and maintenance of group and
users.
SM MODULE 1-8
NFIRS PROGRAM MANAGEMENT
Module 1 – Introduction
NFIRS Configuration Tool Guide
The NFIRS Configuration Tool Guide is a guide for the setup of
user options and local database access.
NFIRS Web-Based Reporting Tool Guide
The NFIRS Web-Based Reporting Tool Guide includes step-bystep instructions to generate, retrieve, and print reports from the
Web-Based Reporting Tool.
NFIRS PROGRAM DEVELOPMENT
The need to collect data was realized and identified in 1972 with
the publication of America Burning.
Page 9 reports the
recommendation "... that a national fire data system be established
to provide a continuing review and analysis of the entire fire
problem." The USFA, which was created based on recommendations in America Burning, is the agency that evaluates the
Nation's fire problem. Among other mandates, the USFA is
charged with providing for a nationwide exchange of information
pertaining to fire and life safety and having data collection,
storage, retrieval, and dissemination capability.
Early data collection varied throughout the country. The first
States to pilot test the NFPA 901 system were California, Oregon,
Ohio, and New York. Version 1 software, developed by the
National Fire Prevention and Control Administration (NFPCA was
USFA's predecessor), was used in Minnesota, Missouri, and South
Dakota. The program started in 1975 with the "NFIRS Users
Conference." Version 2 software was completed between 1976
and 1978. Version 3 development began in 1979, and Version 4 in
1985.
The Data Collection Process
Fire departments play a crucial role in the collection of firerelated data. In fact, NFIRS would not exist without fire
department participation. The fire chief plays an important role in
determining the success of NFIRS at the local level. The fire chief
must be committed to NFIRS and must reinforce that commitment
SM MODULE 1-9
NFIRS PROGRAM MANAGEMENT
Module 1 – Introduction
through management policy and practices. Absent or incomplete
data diminish the capacity of the system to provide the information
needed for decision-making.
Data Collection at the Local Level
The data collection process actually begins with the initial receipt
of the call by the dispatcher. The company officer (CO) and/or the
Incident Commander (IC) then completes the necessary report or
reports when the incident ends. Data entered must be as complete
and accurate as possible.
Completing the NFIRS forms is not an end in itself. Changes are
made to the data based on additional information about the cause
of the fire, interviews with people who have been injured at the
incident, or changes to the estimated dollar loss.
Agencies other than the fire department may supplement the initial
collection. For instance, the medical examiner or hospitals can be
contacted for follow-up reports on casualties that must be changed
to fatalities. Law enforcement agencies may provide additional
information on the cause of the fire if a crime is involved. Offices
of emergency management also can provide information that may
supplement the initial data collection.
Data Collection at the State Level
Data collection for NFIRS States usually begins with the State fire
marshal or equivalent office. The individual at this office needs to
ensure that the program has priority. He or she oversees the use of
the data and can coordinate the collection of data with other State
agencies. An important role of the State Program Manager is to
market the product to decision-makers who can use the
information from the data and to the fire departments that collect
and use the data.
Data Collection at the National Level
Agencies at the national level that collect data include the USFA
which provides oversight and funding for NFIRS. The USFA also
SM MODULE 1-10
NFIRS PROGRAM MANAGEMENT
Module 1 – Introduction
makes data available to those who need them. The National Fire
Data Center provides a central location to collect data from the
States and provides feedback to the States in the form of reports.
RESOURCES
There are a number of resources available to help you manage an
NFIRS program. Many of them you will use in this course. We
have already talked about your SM, the NFIRS Handbook, and the
Fire Data Analysis Handbook. Some other resources are described
below.
Data Entry/Validation Tool: Program for entering incidents,
validating incidents, and producing summary reports.
Configuration Tool: Program to set online/offline reporting.
System Administration tool: Program used to identify NFIRS
5.0 users, set up groups, and set user permissions.
Learning Resource Center: The Learning Resource Center
(LRC) is the campus library for students attending the NFA. With
a collection of more than 50,000 books, reports, magazines, and
audiovisual materials, the LRC facilitates and supports research
and curriculum development and design. The LRC staff can
supply routine information, do literature searches, compile
bibliographies, and provide documentation in the form of reports
and articles. Access to the LRC card catalog is available over the
Internet.
Computer Lab: Students will use campus computers for various
course activities and will have a chance to try several software
packages.
SUMMARY
Collection and analysis of NFIRS data can assist fire departments
and other information partners in developing fire and life safety
strategies. NFIRS is the mechanism used to collect standardized
data from fire departments. The success of the system begins with
commitment at the local level.
SM MODULE 1-11
NFIRS PROGRAM MANAGEMENT
Module 1 – Introduction
The five basic functions of NFIRS program management are:
SM MODULE 1-12
Planning
Administration
Training
Operations
Communications
NFIRS PROGRAM MANAGEMENT
Module 1 – Introduction
Activity 1.1
Introductions
Purpose
To allow you to become acquainted with each other and to gain insight into the collection and
use of data.
Directions
1.
Individually, use the survey form on the following page to gather data about a student
you do not currently know.
2.
Make sure that you gather enough data so that you can introduce this person to the rest of
the class.
3.
You and your partner will have a total of 10 minutes to gather the data and prepare
yourselves to make introductions.
SM MODULE 1-13
NFIRS PROGRAM MANAGEMENT
Module 1 – Introduction
SM MODULE 1-14
NFIRS PROGRAM MANAGEMENT
Module 1 – Introduction
Activity 1.1 (cont'd)
Survey
Name: _______________________________________________________________________
City: ________________________________________ State: _________________________
Employer: ___________________________________________________________________
Number of employees:
_____1-25
_____26-50
_____51-100
_____101-200
_____201-500
_____501+
Number of Incidents Handled Per Year: (check one)
<100 101-1,000 1,001-10,000 10,001-50,000 50,001-100,000 >100,000
Experience with NFIRS:
<1 year
1-3 years
3-5 years
5-10 years
>10 years
Data Collection/Entry Responsibilities:
Complete NFIRS or other incident reports.
Gather incident reports from stations/departments.
Review and/or edit forms/data submitted by others.
Upload/send incident data to
State
Design and/or carry out special studies.
Key and/or code incident data submitted.
Federal.
Data Analysis Responsibilities/Skills:
Analyze data on a regular basis and for special reports.
Possess basic statistical skills at a beginner, intermediate, advanced level.
Possess advanced statistical skills at a beginner, intermediate, advanced level.
SM MODULE 1-15
NFIRS PROGRAM MANAGEMENT
Module 1 – Introduction
Activity 1.1 (cont'd)
Presentation Responsibilities/Skills:
Prepare reports for supervisor, agency/personnel, decision-makers, media, public, etc.
Promote use of NFIRS by making presentations in own agency, to outside groups.
Use information to make presentations "in house," to decision-makers, to public, etc.
Develop charts and graphs--skills are beginner, intermediate, or advanced.
Program Management Responsibilities:
Develop and/or deliver training.
Conduct needs assessments and develop short- and long-range plans.
Supervise employees--schedule work, evaluate performance.
Provide technical support for data collection, coding, analysis, presentation.
Testify at legislative and/or public hearings.
Market NFIRS to fire service, public, decision-makers, media.
Respond to inquiries from public, media, decision-makers.
Network with other NFIRS managers.
Course Expectations:
1.
2.
3.
SM MODULE 1-16
NFIRS PROGRAM MANAGEMENT
Module 1 – Introduction
Activity 1.2
Scavenger Hunt (Optional)
Purpose
To evaluate your familiarity with, and use of, resources that help to manage NFIRS.
Directions
1.
You will have 20 minutes to individually complete the following Student Activity
Worksheet.
2.
Use all of the resources to which you have been introduced or others with which
you are familiar to find the information. Note the source for each question.
3.
Return to class ready to report what you have found. Your instructor will collect
the worksheets.
SM MODULE 1-17
NFIRS PROGRAM MANAGEMENT
Module 1 – Introduction
SM MODULE 1-18
NFIRS PROGRAM MANAGEMENT
Module 1 – Introduction
Activity 1.2 (cont'd)
Worksheet
1.
List (7) of the approved NFIRS 5.0 vendors.
Source:
List of Vendors:
2.
Define and explain “incident type” codes.
Source:
Definition:
Explanation:
3.
Note the number of Modules in the course and the titles of two of them.
Source:
# of Modules:
Two Titles:
4.
Identify the reporting tool for the Federal NFIRS 5.0 program.
Source:
Reporting Tool:
5.
Explain how to set the DET for online access.
Source:
Explanation:
6.
Describe how to find the tutorial for using the DET.
Source:
Description:
SM MODULE 1-19
NFIRS PROGRAM MANAGEMENT
Module 1 – Introduction
Activity 1.2 (cont'd)
7.
Note who recommended the establishment of the NFIRS.
Source:
Who Recommended:
8.
Explain how you find the online national data summary.
Source:
Explanation:
9.
Describe how you could get updated information about NFIRS 5.0.
Source:
Description:
10.
Explain the process of setting up groups.
Source:
Explanation
SM MODULE 1-20
NFIRS PROGRAM MANAGEMENT
Module 1 – Introduction
Activity 1.3
Management Responsibilities
Purpose
To evaluate your understanding of the tasks that must be completed for NFIRS to be successful
in an organization and who performs each task in the organization.
Directions
1.
Complete the following worksheet.
2.
Identify who in your organization performs the tasks listed on the worksheet. If the tasks
are not being done, leave the box blank.
3.
You will have 20 minutes to complete your work.
4.
Be prepared to share your answers with the large group.
SM MODULE 1-21
NFIRS PROGRAM MANAGEMENT
Module 1 – Introduction
SM MODULE 1-22
NFIRS PROGRAM MANAGEMENT
Module 1 – Introduction
NFIRS PROGRAM MANAGER’S RESPONSIBILITIES
Communication
Task
Who
performs it?
Priority
Task
Participate in fire service organizational meetings, conferences, and
association activities (fire chiefs, inspectors, instructors, investigators,
and firefighters).
Network with NFIRS Program Managers to enhance operations.
Write NFIRS guidelines for specific State or local problems.
Provide feedback to fire department personnel about current NFIRS
issues.
Conduct meetings with NFIRS ad hoc committee.
Provide technical support to fire department officers, answering
questions about data collection, coding questions, etc.
Respond to inquiries from fire department personnel and the public
after having first asked appropriate clarifying questions.
Instruct fire service personnel on uses of NFIRS data; send guide for
their use to develop information.
Testify at State legislation or local committee meetings.
Speak to fire service organizations, public, and industry.
Market NFIRS and NFIRS information to fire service organizations,
the public, legislatures, industries, and media.
Acquire appropriate data from the data processing shop and compose
reports in answer to requests received by agency staff, legislature,
public, industry, etc.
Promote the use of NFIRS data by other agencies, managers and other
decision-makers.
Market NFIRS by making presentations to various groups.
Develop information for an annual report using NFIRS data.
Write articles and provide information from NFIRS data for agency
newsletter, and the publications of other organizations.
Provide other agency managers and CEO with current information
from NFIRS data and data collected from other sources.
Distribute/Publish Standard output reports and Annual Report.
SM MODULE 1-23
NFIRS PROGRAM MANAGEMENT
Module 1 – Introduction
NFIRS PROGRAM MANAGERS RESPONSIBILITIES (cont’d)
Communication (cont’d)
Task
Who
performs it?
Priority
Task
Who
performs it?
Priority
Task
Publish Reports on Dept/Organization web page.
Provide tech support to NFIRS users, answering questions about data
collection, quality and coding.
Market NFIRS and NFIRS information to fire service organizations,
the public, legislatures and other information partners.
Prepare articles and provide information using NFIRS data for agency
newsletters, publications, or other media.
Administration
Task
Set performance goals and plans.
Motivate employees and users.
Schedule workload for maximum efficiency.
Send data to State/USFA.
Prepare a budget for NFIRS program and justify line-item needs.
Establish and monitor QA/QC policies for organization.
Act as a liaison between the data processing personnel and the data
collectors.
Establish hierarchy of users and set permissions for using program.
Establish guidelines/protocols for organization Record Management
System.
Establish policy/procedure for review/approval of vendor software to
ensure compatibility with current NFIRS standard.
Establish policy for the releasing NFIRS data to the media and other
users.
Establish policy/procedure for data sharing with other agencies.
Prepare budget to ensure NFIRS receives necessary funding.
SM MODULE 1-24
NFIRS PROGRAM MANAGEMENT
Module 1 – Introduction
NFIRS PROGRAM MANAGERS RESPONSIBILITIES (cont’d)
Planning
Task
Who
performs it?
Priority
Task
Who
performs it?
Priority
Task
Conduct a needs assessment to identify and resolve issues regarding
reporting.
Design and carry out special studies that involve other agencies.
Develop a long-range plan to address new technologies affecting the
NFIRS program.
Write and communicate program goals and objectives.
Develop a plan to address data quality control issues.
Provide data to assist in a loss-reduction strategy to address a
community-specific hazard evident in your data.
Review operation of NFIRS program and develop plan to improve
areas falling short of goals.
Training
Task
Develop training for NFIRS data collectors.
Train new fire departments/personnel on NFIRS data collection.
Provide periodic refresher courses on NFIRS collection.
Review data quality reports and develop training programs to improve
areas that don’t meet standards.
Develop media support for training.
Develop a short-range and long-range plan to meet the initial and
ongoing training needs of fire departments and personnel.
Develop and provide quality control workshops for data collection
personnel.
Develop user specific NFIRS training for department personnel
including managers, field staff and support personnel.
SM MODULE 1-25
NFIRS PROGRAM MANAGEMENT
Module 1 – Introduction
NFIRS PROGRAM MANAGERS RESPONSIBILITIES (cont’d)
Training (cont’d)
Task
Who
performs it?
Priority
Task
Who
performs it?
Priority
Task
Develop software specific training programs (Excel®, Power Point,
Access) which will enhance the effectiveness of NFIRS as a decision
making tool.
Develop workshops promoting the value of NFIRS as a decision
making tool.
Develop data analysis workshops.
Review and recommend tools to deliver training, including projectors
and laptop PC’s.
Operations
Task
Analyze data and present them in a way that can be used as
information.
Develop a protocol for naming and labeling files received from fire
departments/ stations.
Return incomplete/inaccurate incident files to fire
departments/stations.
Learn and review NFIRS publications.
Review NFIRS standard to ensure compliance with current standard.
Export data for use in COTS (commercial off the shelf software).
Release data in timely manner to USFA.
Produce annual report.
Recognize NFIRS users.
Generate standard output reports for managers.
Generate ad hoc reports as requested.
Review data to identify emerging trends in FD responses.
Review NFIRS/USFA website for latest news.
SM MODULE 1-26
NFIRS PROGRAM MANAGEMENT
Module 2 – The NFIRS System
MODULE 2
THE NFIRS SYSTEM
Prerequisites
Students are required to meet the following prerequisites
before participating in this module:
Demonstrate knowledge and use of the current
NFIRS standard.
Terminal Objectives
The students will be able to:
Use the NFIRS environment to build an accurate
and comprehensive incident database for their
jurisdiction.
Enabling Objectives
The students will:
Use the complete reference guide for the accurate
documentation of incidents.
Use Federal Client Tool or vendor software
packages to manage the NFIRS database.
Use the Web-based Reporting System to create
reports of interest to the jurisdiction.
References
Student Manual
Your Student Manual (SM) includes a narrative text
for you to highlight key points for some of the
content and also can be used to make notes. During
several of the units, you will be using your SM as a
guide (or map) to the source documents. The SM
will be your primary reference material once you
return to your department. Page references to the
NFIRS PROGRAM MANAGEMENT
Module 2 – The NFIRS System
source documents you will be using throughout the
course are included in the SM.
SM MODULE 2-2
NFIRS Complete Reference Guide
The NFIRS Complete Reference Guide is a line-byline guide to the completion of the incident report
modules. The handbook includes all of the code
conventions.
NFIRS Data Entry Tool Guide
The NFIRS Data Entry Tool Guide is a guide for the
entry, maintenance, and validation of incidents, as
well as a detailed explanation and steps on how to
use each tool.
NFIRS System Administration Tool Guide
The NFIRS System Administration Tool Guide is a
guide for system administrators setting up and
maintenance of group and users.
NFIRS Configuration Tool Guide
The NFIRS Configuration Tool Guide is a guide for
the setup of user options and local database access.
NFIRS Web-Based Reporting Tool Guide
The NFIRS Web-Based Reporting Tool Guide
includes step-by-step instructions to generate,
retrieve, and print reports from the Web-Based
Reporting Tool.
NFIRS PROGRAM MANAGEMENT
Module 2 – The NFIRS System
INCIDENT DATA COLLECTION
The Incident Report
An incident report is the written or electronic documentation that a
fire or other incident occurred. It may be as brief as a basic fact
statement or as lengthy as an extensive discussion of the incident,
supported by photographs, witness statements, and laboratory test
results. The length and complexity of the report will depend upon
the nature and magnitude of the incident, State and local policies
concerning data collection, the need for specific data, and the
resources available for obtaining information and completing
reports. They also depend on the training and motivation of the
person filling out the report.
The incident report should include a description of the
circumstances related to the incident, including the cause, factors
contributing to the magnitude of the incident, actions taken by the
fire department to mitigate the incident, and a description of the
casualties or the damage resulting from the incident.
Three Basic Purposes of the Incident Report
There are three basic purposes to an incident report at the local
level. First, it is the legal record of the fact that a fire or other
incident occurred and provides official notification to those who
may be required legally to know of the incident, such as the State
Fire Marshal.
Second, it provides information to senior officers and fire
department managers so that they are kept informed about what is
happening within areas of responsibility.
Finally, the incident report provides data on fire and other
emergency services to fire service management so they can track
trends, gauge the effectiveness of prevention and intervention
measures presently being used, evaluate the impact of new
methods, and indicate those areas that may require further
attention.
The first two purposes can be served by any report that is an
accurate description of the incident. The third purpose, however,
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NFIRS PROGRAM MANAGEMENT
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requires that information be collected in a consistent format that
will permit a meaningful aggregation of the data from reports on
many incidents.
It also is important that a single report serve the basic data needs of
several types of potential users. The data needed at the State and
national level must be provided from what is collected locally. At
the same time, it is important that the locally collected data also
have a visible, significant use at the local fire service level. If the
data are collected only for the benefit of those outside the local
area, the motivation and commitment to quality and completeness
may diminish, with a resulting reduction in the usefulness of the
data.
Uniformity of Incident Reporting
To achieve uniformity in reporting, the U.S. Fire Administration
(USFA), within the Federal Emergency Management Agency
(FEMA), has developed the National Fire Incident Reporting
System (NFIRS). This system is based on the work of the National
Fire Information Council (NFIC) and the National Fire Protection
Association (NFPA) Technical Committee on Fire Reporting.
The NFPA Technical Committee on Fire Reporting is responsible
for developing and maintaining NFPA 901, Standard
Classifications for Incident Reporting and Fire Protection Data.
This standard establishes basic definitions and terminology for use
in incident reporting and serves as a means of classifying data so
that the information can be aggregated.
Benefits of an Incident Reporting System
At the local level, a fire department can derive many benefits from
a good incident reporting system, particularly if it is based on
NFIRS. Some of the following uses involve no more than totaling
data from the system. Others require more extensive analysis.
Many of these benefits can be derived at the State and Federal
levels when a database is used that combines the fire experience of
many local fire departments. It is important to note that while this
examination focuses on fires, similar benefits can be derived for
other types of incidents handled by fire departments, such as
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emergency medical services (EMS) and hazardous materials (Haz
Mat) incidents.
Describing a community's fire problem: It is possible to
pinpoint where fires are occurring, what factors are most
responsible for ignitions, and what casualties and damage are
occurring as a result of fires. With the problem placed in proper
perspective, the most serious and solvable aspects of the fire
problem can be tackled first.
THE DATA-BASED DECISION-MAKING PROCESS
The first step in the data reporting process is for fire personnel to
record the circumstances of all incidents accurately, using a
reliable and consistent coding methodology. This is a key for
developing profiles that affect a department's decisions. Incident
data can be used by fire departments to document their experience,
support all types of management decisions, and identify, prepare,
and justify budget requests.
Local agencies then can send their incident data to the State, where
the information is combined with data from other fire departments
into a statewide database. By combining data at the State level,
trends in fire problems can be detected that often are too infrequent
to be seen at the local level, and a State fire profile can be
developed. Consistent response data support local decision making
in administration and operations. Trend information can be used
to target fire safety and prevention programs, as well as to assist in
identifying the safety level of products and practices. For these
reasons, fire incident reporting is mandatory in many States.
State incident data is sent to the National Fire Data Center (NFDC)
at the United States Fire Administration (USFA) for further
analysis. The NFDC can compare and contrast statistics from
States and large metropolitan departments to develop national
public education programs, make recommendations for national
codes and standards, guide allocation of Federal funds, identify
consumer product failures, identify the focus for research efforts,
and support Federal legislation, such as the Hotel/Motel Fire
Safety Act (PL 101-391, Sept. 25, 1990).
At the national level, data combined from participating States can
be used by the information partners to address community risk
SM MODULE 2-5
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reduction issues. These organizations use national-level fire data to
establish policy, allocate funds, and set standards to affect the fire
problem. Decision-making based on incident patterns identifies
common areas for prevention and high-risk products, and
geographic areas so partners can take steps in response.
Addressing issues nationally can help local emergency responders
acquire resources to address high-risk issues.
The purpose at all levels in the data reporting system is to provide
timely and reliable information that supports the decision-making
process.
THE ALL-INCIDENT REPORTING SYSTEM
Benefits
The new system is modular in design and uses only the modules
necessary to describe the incidents. Data are collected for all
incident types in one basic module. More detailed information can
be collected with other modules to further profile fires, and
structure fires.
Ease of Use
Data coding has been revised to reduce confusing
classifications.
Simplifies look-ups by alphabetizing coding lists with
multiple choices for the same code.
Compatibility
SM MODULE 2-6
Compatible with current electronic technology. Version 5.0
is designed for electronic media technology. The design
specification contains specific data libraries, programming
specifications, and data flowcharts.
NFIRS PROGRAM MANAGEMENT
Module 2 – The NFIRS System
Allows for the inclusion of optional State or local data
storage and retrieval. These data are for use at the local or
State level only.
Recognizes that there may be a need for additional data
elements to meet the local situation.
Comprehensiveness
Collects behavioral information on multiple levels, e.g.,
children playing with fire, age range, what they used to set
the fire, and if they were alone at the time of the incident.
Formats the address to allow computerized queries and
street-based address matching for Geographic Information
System (GIS) purposes.
Breaks fire losses into property and contents to better
define structure losses. Preincident value is now captured
also as an optional data element.
Captures specific property information about multiple
onsite materials and their use. This will allow identification
of non-intended or illegal uses of property, such as
residential drug houses or laboratories.
Notes information on the number of acres burned for all
fires. Specific and detailed information about wildland or
large open fires is captured for those fires only.
Represents missing (not reported) data as blanks system
wide. Missing data will no longer be lumped in with
undetermined default code values.
Reliability
Profiles fire prevention and code issues that affected the
fire.
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Captures multiple factors contributing to the causes of the
fire for the first time. This allows identification of juvenile
firesetters, gang involvement in fires, alcohol and cigarette
interaction, as well as drugs and youth involvement by age
categories.
Expands on equipment involved in starting fires. Detailed
tracking of specific equipment involved in fire ignitions is
possible.
Highlights factors that affect fireground suppression.
Burglar bars, high-rack storage, balloon construction, and
unprotected vertical openings are some examples of this
information.
Usefulness
SM MODULE 2-8
Transmits certification of applications with certification
numbers to the State.
Administrative information is gathered and classified
routinely.
Provides better information on the impact of fire protection
features.
Includes carbon monoxide incidents.
Notes one-time information for special studies purposes.
Groups fire service resources for apparatus and personnel
by use at the incident. Specific, detailed information about
the use of fire service personnel and apparatus will be
collected in a standard way for the first time in optional
modules. This will permit staffing studies on several levels
of use.
Data fields profile building and systems information that
can be used to develop prevention strategies. Outlines
detailed information on the impact of fires on buildings.
Information on the building's size, number of stories, and
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Module 2 – The NFIRS System
status now is available. Specific information on fire origin,
damage patterns, flame spread, and materials contributing
to flame spread is captured as well.
Expands information on detectors and automatic
suppression systems. Information on the system's presence,
range, power supply, effectiveness, operation, and reason
for failure is included.
Extends information on casualties to provide a better
understanding of the relationship of the casualty to factors
contributing to injury, as well as the nature and cause of
injuries.
NFIRS 5.0 SPECIFICATIONS CYCLE
The United States Fire Administration's National Fire Data Center
(NFDC) has adopted a NFIRS specification update schedule that
allows for changes to the codes and edits to occur on an annual
basis. The schedule aligns with the calendar year data collection
cycle adopted by most states.
The Annual Specification Cycle provides:
The change process would be managed so that everyone
affected would have the changes prior to their effective
date (to allow time for them to be incorporated into
software.
A means to ensure that incidents that have been validated
by the federal client tool would remain valid regardless of
subsequent changes in the rules."
Changes to the NFIRS specifications will occur on the first
business day in September of each year with those changes taking
effect on January 1. This schedule will give vendors three (3)
months to make the necessary changes and distribute software
updates.
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The versioning scheme for the Design Documentation is the year
of the release, the one digit month of the release and the NFIRS
version; for example, 2002.2.NFIRS 5.0.
The design documentation is posted at the NFIRS design
documentation page at:
https://www.nfirs.fema.gov/documentation/design.
MODULE OVERVIEW
NFIRS 5.0 Module Overview
Version 5.0 uses a modular format to increase the accuracy and
applicability of data collection for all incident types. The overall
number of data fields has been increased. However, because 5.0
takes advantage of selective field entries based on incident type,
the number of fields used to define an incident has decreased
compared to Version 4.1. Version 5.0 has eleven modules that are
described below.
Each module (form) in the system is designed to collect specific
data. The modules do, however, have some characteristics in
common. Any portion of a module identified by a letter - A, B,
etc. - is called a section. Sections may be subdivided into blocks
such as A1, A2, etc. A block can contain one or more lines and
each entry within a line is called a field. Codes are used, in some
cases, to capture data within a field.
Whenever a data-entry point is marked with a star (*), the
information requested is considered essential and the section,
block, line, and/or field must be completed.
NFIRS-1--Basic Module
The Basic Module is used for every incident. State agencies that
are responsible for incident reporting will determine which
optional modules (EMS, Haz Mat, Wildland, Apparatus, Arson)
are required to be submitted.
If the State does not mandate the use of optional modules, the local
fire department may still elect to use the module(s).
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NFIRS-1 includes information on:
Fire Department Identifier
Location
Incident Type
Aid Given or Received
Dates And Times/Shifts/Special Studies
Actions Taken
Dollar Losses And Values
Casualties
Hazardous Materials Releases
Property Use
Persons and Entities Involved
For certain incident types, NFIRS-1 is the only module that must
be completed.
Confined fires, i.e., food on stove
Small vegetation fires
Outside rubbish fires
Explosions
Some "other" fire types
Nonfires
Comments Concerning Aid Given or Received
If aid is given (codes 3 and 4), then only the information on the
Basic Module through block G1 (Resources) must be completed by
the department giving aid. The remainder of the Basic Module and
any other modules associated with the incident may be completed
but this is not required. The information not captured by the
department giving aid is captured by the department that receives
aid for that incident.
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Estimated Dollar Losses and Values (Block G2)
Property and content losses are recorded in block G2. Loss
information must be completed for all fire loss when the loss is
known. Entry of loss information is optional for other incident
types.
G2
Estimated Dollar Losses & Values
LOSSES: Required for all fires. Otherwise optional. None
Property
$
Contents
,
,
,
,
PRE-INCIDENT VALUE: Optional
Property
Contents
$
$
,
,
,
,
Estimated Dollar Loss. Rough estimation of the total loss to the
structure and contents, in terms of the cost of replacement in like
kind and quantity. This estimation of the fire loss includes
contents damaged by fire, smoke, water, and overhaul. This does
not include indirect loss, such as business interruption.
Preincident Value. Estimation of the replacement cost of the
structure and contents.
Square Foot Building Costs (Replacement Costs).
http://www.saylor.com/lacosts/index.html
ICC Building Valuation Data.
http://www.iccsafe.org/cs/techservices
NFIRS-2--Fire Module
The Fire Module is used for any fire that extends beyond a noncombustible container. It would be used to record information on
incidents involving fires, including buildings, outside storage fires,
vehicle fires, and larger vegetation fires. As an option, the
Wildland Module can be used for vegetation and other outside
fires. Building fires require the use of the Structure Fire Module.
NFIRS–2 includes information on:
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Property Details
On-Site Materials
Ignition: Area, Source of Ignition, Material Ignited, Factors
Contributing, Human Issues, Equipment Involved
Human Factors Involved
Mobile Property Description
Fire Origin and Spread Description
Fire Suppression Factors
NFIRS-3--Structure Fire Module
The Structure Fire Module is used in conjunction with the Fire
Module for building fires which extend beyond a noncombustible
container (Incident Types 111 and 120s). The Fire Module
provides greater details about the property involved; the Structure
Fire Module furnishes information regarding the buildings
involved in the fire, how the fire started, and detection and
suppression equipment present.
The Structure Fire Module, through its available data fields,
provides a means to describe larger fire incidents extensively.
NFIRS-3 includes information on:
Structure type
Building status, height, main floor size
Fire origin, fire spread, number of stories damaged by
flame
Material contributing to flame spread
Presence of detectors, detector type, detector power supply,
detector operation, detector effectiveness, detector failure
reason
Presence of automatic extinguishment system (AES), type
of AES, AES operation, AES effectiveness and AES failure
reason
NFIRS-4--Civilian Fire Casualty Module
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NFIRS PROGRAM MANAGEMENT
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The Civilian Fire Casualty Module captures data regarding any
civilian (non-fire service) casualty associated with fire-related
incidents. An entry in H1 of the Basic Module will initiate the
completion of this module.
A casualty is a person who dies or is physically injured as the
direct result of a fire-related incident. In this circumstance the
term civilian includes, but is not limited to, the following: private
citizens, emergency medical service responders (not fire
department), and police.
The Civilian Fire Casualty Module is designed to provide a better
understanding of human reaction to fire.
NFIRS-4 includes information on:
Person's identification
Demographic information
Injury causes, including human and contributing factors
Activity when injured
Location when injured
Symptoms and portion of body injured
Disposition
NFIRS-5--Fire Service Casualty Module
The Fire Service Casualty Module is used when fire service
personnel suffer an injury, fall, or exposure involved with any
incident. When the Fire Service Casualty Module is used, at a
minimum the Basic Module must also be completed. Other
modules may also be required depending on the incident type.
An exposure is when fire service personnel are exposed to a toxic
substance or harmful physical agent through any route of entry
(e.g., inhalation, ingestion, skin absorption, or direct contact).
Exposures can be reported regardless of the presence of clinical
signs and symptoms.
Firefighter casualty information can be used by Health and Safety
Officers to reduce risks at incidents.
NFIRS-5 includes information on:
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NFIRS PROGRAM MANAGEMENT
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Person's identification and age
Injury time
Assignment and activity at time of injury
Severity of injury and disposition
Location of victim when injured
Symptoms and portion of body injured
Cause of injury, factors contributing, object involved
Where injury occurred
Equipment profiles
Protective Equipment (Section K)
K1
Did protective equipment fail and contribute to the injury?
Yes
Please complete the remainder of this form ONLY if you answered YES.
No
If the answer to K1 is "yes" complete
equipment sequence field, and the
remainder of the module.
This section provides detailed
information
on
the
specific
equipment that failed and contributed
to the injury.
NFIRS-6--EMS Module
In its infancy, fire department activity reporting was limited to
fires only--at least on a national level. Little recognition was given
to the "other" activities that fire departments were performing on a
daily basis. As fire department management became more
responsive to the budgetary concerns and restrictions of fiscal
policy, the need to justify all activities and expenditures grew.
Many local fire departments began to collect data on their own,
using the NFIRS program to attempt to gather management
information concerning all of those other activities and stretching
the program in directions that were never anticipated.
Recognizing that EMS-type activities are a significant portion
(well over 40 percent) of what fire departments are currently
SM MODULE 2-15
NFIRS PROGRAM MANAGEMENT
Module 2 – The NFIRS System
doing, the NFIC encouraged the USFA to include an EMS
Reporting Module in the new NFIRS 5.0 reporting system. The
USFA acknowledged that EMS was integral to the needs of local
fire departments, and that the data were critical to management of
those departments.
An EMS reporting committee was formed with representation from
local fire departments providing EMS, State Fire Marshal's
Offices, a State EMS Director, and a physician advisor.
For a copy of the 80 EMS data points and their definitions, see the
NHTSA Web site at:
www.nhtsa.gov/people/injury/ems/products.htm
The EMS Module is not intended to replace or otherwise interfere
with State or local EMS patient care reporting requirements, nor is
it intended to be a comprehensive EMS patient care report.
Instead, the data elements in this module should be viewed as
"core elements" around which a complete patient care report can
be built.
Purpose
The purpose of the EMS Module is to gather basic data as they
relate to the provision of emergency medical care by local fire
service units. It is intended to encompass both responding fire
suppression units and fire department EMS units.
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Use
The optional EMS Module is used to report all medical incidents to
which a department responds. The EMS Module does not replace
the Civilian Fire Casualty Module in cases where a civilian injury
or death occurs as a result of fire.
Data on fire service injuries or deaths are reported on the Fire
Service Casualty Module.
Whenever an "Incident Type" in the 300 series (i.e., 311, 322, 371,
etc.) is entered on the Basic Module Section C, the EMS Module
may also be completed. It also may be completed for injuries
which occur at other incidents.
One EMS Module should be used for each patient, and the number
of modules submitted for an incident should match the "Number of
Patients" entered in block B of the paper form.
NFIRS--6 includes information on:
Incident location and type
In-service dates and times
Provider assessment
Victim demographics
Injury/illness description
Procedures used
Safety equipment involved
Care level
Patient status and disposition
Patient Status (Block M)
M
Critical to the fire or fire department
EMS unit operation is the determination of patient status change
while the fire department was
providing treatment. "Patient Status
Change" is one of the most significant
factors and is extremely useful when
1
2
3
Patient Status
Check
if:
Improved
Remained same
Worsened
Pulse on Transfer
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NFIRS PROGRAM MANAGEMENT
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analyzing the data collected. All other factors relate to this single
element and influence it to varying degrees.
Collation to the final patient outcome post-hospital would be
highly desirable, but was well outside the scope of the effort to
develop an EMS reporting module.
NFIRS-7--Haz Mat Module
The "optional" Haz Mat Module is used
when the Basic Module (Block H3-Hazardous Materials Release) indicates
"other" for hazardous material. Its purpose
is to document reportable Haz Mat
incidents. Generally speaking, a reportable
Haz Mat incident is one in which:
Specialized Haz Mat resources were dispatched or used, or
should have been dispatched or used, for assessing,
mitigating, or managing the situation; or
Releases or spills of hazardous materials exceed 55 gallons.
Nothing in this definition is meant to alter compliance with State
or local Haz Mat reporting requirements. In States with
mandatory reporting, the State legislature determines which
optional modules (EMS, Haz Mat, Wildland, etc.) are to be
submitted to the State.
The Haz Mat Module permits hazardous materials incidents to be
profiled in depth for incident-management analysis and responsestrategy development. It collects relevant information on:
SM MODULE 2-18
Hazardous materials identification
Container information
Release amounts and location
Actions taken
Mitigating factors
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Module 2 – The NFIRS System
If more than one hazardous material is involved, one module is
completed for each Haz Mat released. (Note that the term
"release" is intended to include a spill).
Haz Mat Identification (Section B)
The purpose of Section B is to identify the specific hazardous
materials involved in an incident as accurately as possible. Several
different identification systems have been developed that can aid
fire department personnel with identifying hazardous materials.
UN Number
DOT Hazard Classification
CAS Registration Number
Chemical identifier
Chemical name
Not all of these systems need to be used to identify the hazardous
materials. In fact, in an automated system, many of these data
elements are cross-referenced in the database. Thus, the entry of
one piece of information may cause the system to populate some or
all of the other Haz Mat identification fields.
If the CAS Number is known and entered, the system will populate
all other Haz Mat ID fields without any further lookup being
necessary.
Those chemicals listed in the USFA publication entitled Hazardous
Materials Guide for First Responders are cross-referenced in an
appendix of the NFIRS Handbook and are contained in the NFIRS
5.0 Haz Mat Module database.
In some cases, it may take more than one piece of information to
accurately identify a hazardous material.
The UN Number does not necessarily identify a specific chemical.
Thus, in cases where the UN Number is used, it must be in
conjunction with the chemical or trade name for the specific
chemical to be accurately identified.
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The UN Number is a four-digit number assigned to the hazardous
material that conforms to United Nations (UN) standards for the
identification of hazardous materials in
international transportation. These numbers
can be found in a variety of reference
materials including the North American
Emergency Response Guidebook (NAERG)
published by the Research and Special
Programs Administration, U.S. Department
of Transportation (DOT) and the Hazardous
Materials Guide for First Responders
published by the U.S. Fire Administration.
In some cases, a single UN Number will be assigned to several
materials with similar properties. Not all hazardous materials have
been assigned UN Numbers.
The primary hazard associated with various hazardous materials
categories is described by the DOT Hazard Classification system.
It is intended to be used on placards or labels during transportation.
Since many materials have multiple hazards, the DOT Hazard
Classification may not describe all of the potential hazards faced
by emergency responders at a Haz Mat incident.
The DOT Hazard Classification consists of a single digit hazardclass code followed by a decimal point and a single digit code for
the division. For the purpose of documentation, this two-part
hazard class/division code has been converted to a two-digit code.
The proper entry in this field is the two-digit code that corresponds
with the hazard classification and division as found on a placard or
label.
By itself, the DOT hazard class and division does not identify a
specific chemical. To do so, it must be used in conjunction with
the chemical or trade name or the CAS Number.
The CAS Registration Number is the identification number
assigned to a chemical by the Chemical Abstract Service (CAS) of
the Chemical Abstract Society. This number may be found in
reference materials, on Material Safety Data Sheets (MSDS's), and
on some product labels. Not all hazardous materials have an
assigned CAS Number.
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In an automated system, it is intended that the entry of the CAS
Registration Number would populate all other Haz Mat ID fields
without any further lookup being necessary.
The chemical name is the standard chemical or trade name by
which the hazardous material is commonly known. Products from
different manufacturers with similar chemical ingredients may
have different trade names.
The proper entry in this field is the chemical or trade name of the
hazardous material as shown on the MSDS, product label,
packaging, or container.
A common herbicide used for household applications may be
entered by the trade name, "Weed-B-Gone™", or by the chemical
name, "2,4-Dichlorophcnoxyacctic acid (2-4D)".
Firefighter Safety Study Act of 1990
Public
Law
101-446,
the
Firefighter Safety Study Act of
1990, directs the Administrator of
the U.S. Fire Administration to
consult and coordinate a review of
information available to first
responders
with
government
agencies, private sector firms, and
other first responders. The goal of
these efforts is to improve the
accuracy and suitability of
response guidance so that safer and
more effective responses to
hazardous materials incidents can
be conducted at the State and local level.
The Hazardous Materials Guide for First Responders is the result
of an extensive study of available hazardous materials response
resources for first responders undertaken by the USFA as part of
the Firefighter Safety Study Act. The study concluded that, while
several excellent and technically accurate resources are available,
none are directed to the specific needs of the first responder trained
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at the Awareness or Operational Levels of Training; the training
levels of most first responders.
NFIRS-8--Wildland Fire Module
Historically, NFIRS data have not proven useful in understanding
the nature and magnitude of the wildland fire problem. The
"optional" Wildland Module attempts to rectify this by capturing
data about:
The number of acres burned and the type of materials
involved in these fires.
Conditions that contribute to the ignition and spread of
wildland fires.
The resources needed to control and/or extinguish these
fires.
The purpose of the Wildland Fire Module is to document
reportable wildland fires. Generally speaking, a reportable
wildland fire is any fire involving vegetative fuels that occurs in
the wildland or Urban-Wildland Interface areas, including those
fires that threaten or consume structures.
To better understand the role of fire on the wildland ecosystem,
prescribed fires are also included in this definition of reportable
fires.
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For the purpose of wildland fire reporting, the following
definitions are used:
Prescribed fire--Any fire ignited by management actions
to meet specific objectives. A written, approved prescribed
fire plan must exist prior to ignition (Incident Type 632).
Urban-Wildland Interface Area--The geographical area
where structures and other human development meet or
inter-mingle with wildland or vegetative fuels.
Urban-Wildland Interface fire--Any fire, other than
prescribed fire, where fire suppression tactics were
influenced by a geographical area where structures and
other human development meet or intermingles with
wildland or vegetative fuels (Incident Type 141).
Wildland fire--Any fire other than a prescribed fire,
involving vegetative fuels that occur in the wildland. A
wildland fire may expose and possibly consume structures
(Incident Type 141).
Wildland--An area in which development is essentially
non-existent, except for roads, railroads, power lines, and
similar facilities.
The Wildland Fire Module permits wildland fires to be profiled in
depth for resource allocation, incident management, and fire
impact analysis. In addition, aggregated data on wildland fires will
provide invaluable information that can be used by policy makers
developing codes and standards, zoning ordinances, and forest
management plans.
Wildland Fire Module Use
The "optional" Wildland Fire Module is used when the Incident
Type is coded as Forest, Woods, or Wildland Fire (Incident Type
141), or a Prescribed Fire (Incident Type 632). In these cases, the
Wildland Fire Module would be used in-lieu-of the Fire Module.
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The Wildland Fire Module also may be used for the following
Incident Types:
140
Vegetation Fire, Other
142
Brush, or Brush and Grass Mixture Fire
143
Grass Fire
160
Special Outside Fire
170
Cultivated Vegetation, Crop Fire, Other
171
Cultivated Grain, Crop Fire
172
Cultivated Orchard or Vineyard Fire
173
Cultivated Trees or Nursery Stock Fire
561
Unauthorized Burning
631
Controlled Burning (Authorized)
Controlled Burning versus Prescribed Fire
Incident Type 631 "Controlled Burning" is used for fires where the
burning is authorized and under control. Controlled burns are
typically "agricultural" in nature and managed by the property
owner. In order to meet the definition of a Prescribed Fire
(Incident Type 632), a written, approved prescribed fire plan must
exist prior to ignition. These fires are typically carried out by a
wildland management agency.
Both types of fires are considered non-hostile, and both presume
that the Environmental Protection Agency (EPA) requirements are
met prior to ignition.
A prescribed fire that escapes management is a hostile fire-Incident Type is 141 (Wildland Fire). A hostile fire cannot
become a prescribed fire, but the management strategy (actions
taken) may change.
If it does not have a written, approved prescribed fire plan prior to
ignition, it is not a prescribed fire--regardless of how it is managed
(or how many times it escapes control). How the hostile fire is
managed is the action taken.
SM MODULE 2-24
NFIRS PROGRAM MANAGEMENT
Module 2 – The NFIRS System
NFIRS-8 includes information on:
Property details
Fire cause
Ignition information
Fire suppression and management
Mobile property type
Equipment involved in ignition
Weather data
Fuel model at origin
Total acres burned
Property management
Person responsible
Fire behavior
Wildland Fire Cause (Section D)
Block D1 provides factors contributing to ignition, for the broadest
classification of ignition causes consistent with the "General Fire
Causes" adopted by the National Wildfire Coordinating Group
(NWCG). The primary use of this information is to distinguish
between human-caused and natural wildland fires.
The classification of
Wildland Fire Cause
represents a significant
departure from the
coding scheme used in
the Fire Module where
a
combination
of
"Cause of Ignition" and "Factors Contributing to Ignition" are
used to describe how and why the fire started. In some cases, the
Wildland Fire Cause is not a "cause" at all, but an incident type or
a factor contributing to ignition.
NFIRS-9--Apparatus or Resources Module
The Apparatus Module is used as a local option to identify
apparatus sent to each incident.
SM MODULE 2-25
NFIRS PROGRAM MANAGEMENT
Module 2 – The NFIRS System
NFIRS-9 includes information on:
Apparatus identification and type
Dispatch, arrival, clear dates and times
Number of personnel
Use
Actions taken
If the Apparatus Module is used, the Basic Module must also be
completed.
Either the Apparatus/Resources Module or the Personnel Module
may be used, but not both.
NFIRS10--Personnel Module
The Personnel Module is used as a local option to identify
personnel sent to each incident.
If the Personnel Module is used, the Basic Module also must be
completed.
NFIRS--10 includes information on:
Apparatus identification and type
Dispatch, arrival, clear dates and times
Use
Actions taken
Personnel ID, rank, actions taken
The Personnel Module is also a local option module and some of
the data may not be forwarded to the state.
Personnel
identification numbers, names, rank/grade, apparatus assignment,
and actions taken can be noted. The Apparatus and Personnel
Modules can provide administrators with data that is useful for
management strategy development.
Either the Personnel Module or the Apparatus/Resources Module
may be used, but not both.
SM MODULE 2-26
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Module 2 – The NFIRS System
NFIRS-11--Arson Module
The Arson Module may be used whenever the Cause of Ignition,
(NFIRS-2 E1) is coded as "intentional," or as "under
investigation." No distinction is made as to whether or not a crime
has occurred, nor is there a determination of criminal intent. The
Arson Module may also be used when the fire is under
investigation or in cases where the cause is "Undetermined after
investigation."
The Arson Module also may be used to document juvenile-set
fires, whether determined to be intentional or not. This information
will permit analysis of juvenile firesetting trends including
intervention strategies and repeated activity.
Arson is defined as to unlawfully and intentionally damage, or
attempt to damage, any real or personal property by fire or
incendiary device.
Nothing in this definition is meant to alter or affect compliance
with State or local incident reporting requirements. In States with
mandatory reporting, the State Program Manager determines which
optional modules (EMS, Haz Mat, Wildland, Arson, etc.) are to be
submitted to the State.
The Arson Module consists of two parts: a local investigation
module which permits a fire department or arson investigation unit
to document certain details concerning the incident; and a juvenile
SM MODULE 2-27
NFIRS PROGRAM MANAGEMENT
Module 2 – The NFIRS System
firesetter section which identifies key items of information that
could be used for local, State and national intervention programs.
Many arson investigation units use an "arson information
management system" to collect and compile information on arson
incidents. This module is not intended to replace such systems, but
rather to identify those data elements that could be exported to the
NFIRS and included as an integral part of the USFA National Fire
Database and the Bureau of Alcohol, Tobacco and Firearms
(BATF), Arson and Explosives National Repository.
The NFIRS-11 includes information on:
SM MODULE 2-28
Agency investigating the incident
Case status
Suspected motivation factors
Entry methods, devices, other information
Property ownership
Laboratory used
NFIRS PROGRAM MANAGEMENT
Module 2 – The NFIRS System
ATF CALL CENTER
Designed to improve arson and explosives
informational transfer to law enforcement agencies
National Repository Branch
1-800-8841
A centralized toll free telephone number answered by the ATF National Repository
Branch is launched to increase the availability of arson's and explosives incident
information to law enforcement.
In 1996, Congress, recognizing ATF's expertise in the investigation of fire/arson and
explosives-related incidents, passed legislation authorizing the Secretary of the
Treasury to establish a national repository of information regarding arson incidents
and the actual and suspected criminal misuse of explosives throughout the United
States. Treasury's authority over this system was included in an amendment to Title
18, United States, Code, Section 846. Subsection (b) was added, as follows: "The
Secretary is authorized to establish a national repository of information on incidents
involving arson and the suspected criminal misuse of explosives."
All Federal agencies having information concerning such incidents shall report the
information to the Secretary pursuant to such regulations as deemed necessary to
carry out the provisions of this subsection. The repository shall also contain
information on incidents voluntarily reported to the Secretary of State and local
authority.
The Secretary of Treasury tasked ATF with carrying out this congressional mandate.
ATF's mission is to establish a national repository of information on incidents
involving arson and the criminal misuse of explosives. This information will be
available for statistical analysis and research, investigative leads, and intelligence.
This National Repository will be an extension of the ATF Arson and Explosives
Incidents System (AEXIS) and will incorporate information from a variety of law
enforcement and fire service sources.
ATF recognizes that partnerships with other agencies are vital to the success of the
National Repository. The database is being designed and implemented with input
from Federal, State, and local fire service and law enforcement authorities. The
principle Federal partners in the data collection effort are ATF, the Federal Bureau of
Investigations (FBI) and the United States Fire Administration (USFA). The
National Repository development was divided into three phases.
SM MODULE 2-29
NFIRS PROGRAM MANAGEMENT
Module 2 – The NFIRS System
Phase one involved the establishment of a public Internet site that provides aggregate
statistical summaries of data regarding arson and explosives incidents from data
collected by ATF, the FBI, and the USFA. The information currently listed on this
site is not integrated with data from other agencies.
Phase two involved the modernization of the ATF Explosives Incidents System
(EXIS), which is now known as the Arson and Explosives Incident System (AEXIS).
Eighty-eight thousand incidents from EXIS, which date back over 20 years, now
reside on a modern Oracle database. Phase three will integrate data from all
contributing sources and will establish the National Repository secure site will be a
law enforcement and fire service intelligence database designed to aid investigators in
identifying trends and similarities between arson and explosives incidents.
The National Repository will help authorized investigators identify case-specific
similarities regarding explosive and incendiary device construction, methods of
initiation, types of fuels/explosives used, and methods of operation. The system will
also be capable of linking thefts of explosives. Though partnership with other
Federal, State and local law enforcement and fire service agencies, the system will
also help identify persons who commit crimes of violence using arson and explosives.
The system will link and will rely on communication between investigators to
disseminate case-specific information on a case-by-case basis.
A toll-free telephone number has been established to provide a method for direct
exchange of information between authorized users and ATF National Repository
Intelligence Research Specialists who have detailed knowledge of the systems
capabilities. It is anticipated that information received from foreign law enforcement
sources will also be incorporated into the National Repository. This information
would then be accessible to authorize officials via telephone though ATF personnel
assigned to the National Repository. It is not anticipated that information would be
shared with foreign sources via Internet technology.
To facilitate the development of the National Repository, ATF has established the
Arson and Explosives National repository Branch within the Arson and Explosives
programs Division at Bureau Headquarters. The Branch is available to assist other
Federal, State, and local law enforcement and fire service investigators with arson
and explosives investigations.
For further information contact Arson and Explosives National Repository Branch at
1-800-461-8841.
By: William Spruce
Branch Chief ATF National Repository Branch
SM MODULE 2-30
NFIRS PROGRAM MANAGEMENT
Module 2 – The NFIRS System
Juvenile Firesetter Module
This portion of NFIRS-11 may be
used to document information
concerning juvenile-set fires,
whether
determined
to
be
intentional or not.
This information will permit
analysis of juvenile firesetting
trends, including intervention
strategies and recidivism.
This module is completed only for fires where the person(s)
involved in the ignition of the fire was a child or juvenile under the
age of 18.
The Juvenile Firesetter Module includes information on:
Age, gender, race and ethnicity of each juvenile involved
Family type
Suspected motivation and risk factors
Disposition
Motivation/Risk Factors (Block M7)
Block M7 documents the
stimulus and/or risk factors
that were present and
constituted a possible motivation for the subject(s) to
burn, or attempt to burn any
real or personal property.
The risk factors listed are
those that research has
shown to be predictors of
juvenile firesetting, delinquency and adult arson. However, data
on juvenile firesetters is extremely limited and this information
will be useful in determining if these risk factors are valid or if
others are more predictive. This information will also be helpful in
tracking juvenile firesetting trends and in the development of
SM MODULE 2-31
NFIRS PROGRAM MANAGEMENT
Module 2 – The NFIRS System
prevention and intervention strategies.
Of the motivation and risk factors listed, only one should be
selected concerning "curiosity about fire" (codes 1-3). All other
motivation and risk factors that apply then should be selected.
NFIRS-1S--Supplemental Form
This form adds flexibility to any paper-based incident reporting
system by expanding the amount of data that can be collected.
One section of the form provides a standard means to capture
name/address/telephone data regarding several persons/entities
involved in an incident. The other section of the form furnishes
space for additional remarks or narrative relative to an incident.
The Narrative Report
As presented in Unit 1, the incident report serves as an official,
legal record of an incident and must describe the incident and the
actions taken to mitigate it accurately. While many of these facts
may be collected in uniform, coded fields, some information can
best be presented in a detailed narrative. Information that should
be included in the narrative includes:
Observations and actions taken--list them in logical order
(usually chronological). Paint a complete picture of the
scene; summarize the incident.
Describe the scene conditions and the condition of the
premises when you left.
Describe property damage and remaining hazards.
Web-Based Reporting
The web-based Summary Output Reports User’s Guide describes
the requirements and procedures necessary to generate and save
summary and statistical data using the NFIRS 5.0 web-based
Summary Output Reports Tool. For readers viewing The Guide
electronically, terms that appear as hyperlinks can be accessed
SM MODULE 2-32
NFIRS PROGRAM MANAGEMENT
Module 2 – The NFIRS System
directly in the Glossary. When viewing the Guide in print,
underlined terms may be referenced in the Glossary.
The NFIRS 5.0 web based reports utilize Actuate information
delivery technology to provide registered users access to summary
and statistical information from Fire Department and incident data
saved to the National Database. Report executables are predefined
according to NFIRS 5.0 report requirements established by the
USFA and do not require the use of the USFA NFIRS 5.0 client
software. The user will need an Active status NFIRS 5.0 user
account with the specific reports permissions assigned to it. The
data set available to the user is based on group assignment. Users
who do not have an Active status NFIRS account or who do not
have the reports permissions must contact their NFIRS 5.0 State
Program Manager. A list of State Program Managers and NFIC
members is posted on the NFIC web site at: http://www.nfic.org
Users may select a pre-defined report executable to generate
summary and statistical information based on their group level and
below, or if they are assigned at a fire department level, on the fire
department and its incident data. Two types of reports are
available: management reports, which provide summary
information as specified by the report query, and reports with userspecified parameters. Some reports include statistical information
derived from incident information included in the report and user's
state.
Actual incident data cannot be extracted from the reports.
The Actuate Reports web page content is managed by the use of
frames. The frame set that appears on the screen varies in each area
of the tool. For example, when viewing a report, the report itself
will be contained in one frame, a string of navigational tools will
appear in the uppermost frame (the NavBar), and the Groups Tree
will have its own frame. Each frame has its own scroll bar to bring
into view its components. The user can scroll to view complete
information specified and returned.
In the Reports site's sidebar are links to the NFIRS 5.0 Homepage,
http://www.nfirs.fema.gov, and a page where the Reports User
Documentation can be accessed. The sidebar link named: Enter
Reports accesses the Reports login screen.
SM MODULE 2-33
NFIRS PROGRAM MANAGEMENT
Module 2 – The NFIRS System
Many reports have the option of including invalid status incidents
in the frequency counts. Since invalid incidents may be missing
required fields or other fields directly involved in the report's
query, the resulting counts and summaries should be considered an
approximation.
Active Vendors List
This page lists Active Vendors and their contact information.
Vendors who have notified the USFA when their product
development has completed and has been tested to be compatible
with the NFIRS 5.0 database standard will be marked as "Active"
and placed on the Active Vendor List. This new status will
supersede the previous two status categories of "conditionally
certified" and "fully certified."
NFIRS 5.0 Vendors who wish to make available the most current
version number for their product can email their company name,
Active Vendor ID, Software ID and the most current Version
number of their NFIRS 5.0 reporting software to
Marianne.Casey@associates.dhs.gov. The Version release date of
the software is optional. It is the sole responsibility of the vendor
to notify the NFIRS web support team or the NSC when their
software's version number needs to be updated, as is the case when
vendor company information needs to be updated.
http://www.nfirs.fema.gov/system/activevendors.shtm
SM MODULE 2-34
NFIRS PROGRAM MANAGEMENT
Module 2 – The NFIRS System
Activity 2.1
National Fire Incident Reporting System Benefits
Purpose
To evaluate student understanding of incident-reporting purposes and attributes of NFIRS 5.0.
Directions
Working alone, consider the following questions and be prepared to share your answers as part
of a group discussion.
Questions
1.
Identify one local, one State, and one Federal benefit that is a result of your FD
participation in NFIRS.
Local _____________________________________________________
State _____________________________________________________
Federal _____________________________________________________
2.
Identify a critical element that is not currently captured in NFIRS, indicate whether it is
mandatory or optional entry and prepare a brief justification for its inclusion in the
standard.
3.
Discuss an NFIRS success story that is familiar to you.
4.
How would your department benefit if you were able to analyze NFIRS data from other
agencies? Give examples of data elements that you would want to share?
SM MODULE 2-35
NFIRS PROGRAM MANAGEMENT
Module 2 – The NFIRS System
SM MODULE 2-36
NFIRS PROGRAM MANAGEMENT
Module 2 – The NFIRS System
Activity 2.2
Required v. Essential Data
Purpose
The purpose of this activity is to explain why completing only required modules may not tell the
complete story on an incident.
Directions
1.
Read the incident scenarios below and identify what modules must be completed.
2.
Discuss what data elements are not captured and why it is important to capture the
additional data.
3.
Identify the optional modules that could be completed.
4.
Discuss how the completion of the optional modules enhances the quality of the report.
Scenario 1
The River City fire department is dispatched to a reported building fire. Two engines and one
truck respond. Upon arrival, they discover a cooking fire that was contained to the pot on the
stove. There was no extension of fire beyond the pot.
Required:
_______________________________________________________
Optional:
_______________________________________________________
Scenario 2
The Mt. Cook fire department is dispatched to Central High School for a reported smoke alarm
sounding. School is in session at the time of the alarm. Units arrive and discover a fire contained
to a metal trash container in one of the girls restrooms on the second floor of the school. One of
the teachers saw Wanda Star running out of the rest room just before the alarms sounded. When
questioned, Wanda admitted to starting the fire in the trash can. She failed to study for her math
test and was hoping that school would be dismissed.
SM MODULE 2-37
NFIRS PROGRAM MANAGEMENT
Module 2 – The NFIRS System
Required:
_______________________________________________________
Optional:
_______________________________________________________
Scenario 3
The Big Valley fire department is dispatched to a reported motor vehicle accident involving a
tank truck on Highway 114. Units arrive and see that a tank truck carrying 2500 gal. of gasoline
skid off the road, jack knifed, and hit a utility pole, rupturing the tank. The gasoline from the
tank flowed into the John River. FD personnel evacuated a motel and BBQ restaurant near the
incident. The driver of the truck suffered severe trauma as a result of the accident. Two police
officers were overcome by fumes. One firefighter was transported to the hospital after
complaining of chest pains. The FD had resources for 28 hours while a private contractor
cleaned up the scene.
Required:
_______________________________________________________
Optional:
_______________________________________________________
Scenario 4
The Eastern Shore FD is dispatched to a grass fire along the slope of the Great Dune Mountain
range. The fire ultimately consumed 400 acres of eastern pine. They received mutual aid from 3
neighboring fire departments as well as their state forest fire service.
Required:
_______________________________________________________
Optional:
_______________________________________________________
SM MODULE 2-38
NFIRS PROGRAM MANAGEMENT
Module 2 – The NFIRS System
Activity 2.3
Columbus Fire
Purpose
To review the students’ understanding of the NFIRS modules, coding strategies, required and
optional modules and entries, use of data on local, state and national level and data quality.
Directions
1.
Your instructor will show a video.
2.
You should take notes and identify important elements of the scenario, including:
What modules must be completed
Critical incident elements that should be captured
How follow-up information might be included in the report
3.
The instructor will conduct a discussion of your notes.
SM MODULE 2-39
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Module 2 – The NFIRS System
SM MODULE 2-40
NFIRS PROGRAM MANAGEMENT
Module 2 – The NFIRS System
APPENDIX A
NFIRS TOOL(S) REFERENCE GUIDES
SM MODULE 2-41
NFIRS PROGRAM MANAGEMENT
Module 2 – The NFIRS System
SM MODULE 2-42
National Fire Incident Reporting
System
(NFIRS 5.0)
NFIRS Data Entry/Validation Tool
Users Guide
NFIRS 5.0 Software Version 5.4
Prepared for:
Directorate of Preparedness and Response
(FEMA)
Prepared by:
Verizon Federal Incorporated
P.O. Box 309
Round Hill, VA 20142
Data Entry Tool Users Guide
NFIRS 5.0
TABLE OF CONTENTS
1.
INTRODUCTION TO THE DATA ENTRY TOOL MANUAL............................................................. 4
2.
DOWNLOAD AND INSTALLATION OF THE NFIRS 5.0 CLIENT SUITE SOFTWARE.................. 7
2.1 NEW USERS........................................................................................................................................ 7
2.2 OFF-LINE USERS WITH PREVIOUS VERSIONS OF NFIRS 5.0 ON THE PC ................................. 8
2.3
NEW ON-LINE USERS ...................................................................................................................... 9
3.
DATABASE SETUP FOR OFF-LINE USE ...................................................................................... 13
3.1
ACCESS 97 USERS:......................................................................................................................... 14
3.2
ACCESS 2000 AND 2002 USERS .................................................................................................... 16
3.2.1 COMPACTING THE ACCESS DATABASE – OFF-LINE USERS ONLY........................................ 17
3.3
VISUAL FOXPRO 6.0 DATABASE SETUP ..................................................................................... 18
3.4
MICROSOFT SQL SERVER 7.0 AND SQL SERVER 2000 DATABASE SETUP............................. 19
3.5
VISUAL FOXPRO 6.0 & MS SQL SERVER 7.0: PREVIOUS VERSION USERS ............................ 20
4.
STARTING THE NFIRS DATA ENTRY/VALIDATION TOOL......................................................... 21
4.2
USER INJECTION AND REMOTE SYNCHRONIZATION (OFF-LINE USERS): .......................... 22
4.2.1 PROCEDURES FOR USER INJECTION (OFF-LINE USERS): ..................................................... 22
4.1
THE DATA ENTRY TOOL PUSH BUTTONS:................................................................................. 24
4.2
THE INCIDENT MENU:.................................................................................................................. 25
4.2.1 NEW INCIDENT: ............................................................................................................................. 26
4.2.2 OPEN INCIDENT: ........................................................................................................................... 26
4.2.3 SAVE INCIDENT: ............................................................................................................................ 26
4.2.4 DELETE INCIDENT: ....................................................................................................................... 27
4.2.5 GENERATE REPORT (FORMS BASED INCIDENT REPORT)...................................................... 27
4.2.6 CLOSE INCIDENT: ......................................................................................................................... 29
4.2.7 NEW EXPOSURE: ........................................................................................................................... 29
4.2.8 VALIDATION ERRORS: .................................................................................................................. 29
4.2.9 TEMPLATES: ................................................................................................................................... 30
4.2.10 EXIT NFIRS: ................................................................................................................................. 31
4.3
THE ADD MODULE MENU: .......................................................................................................... 31
4.4
THE FIRE DEPARTMENT MENU:................................................................................................. 32
5.
THE TOOLS MENU:........................................................................................................................ 34
5.1
THE IMPORT / EXPORT TOOL...................................................................................................... 34
5.1.1 EXPORTING FIRE DEPARTMENTS – 5.0 DATA: ......................................................................... 35
5.1.2 EXPORTING INCIDENTS – 5.0 DATA: .......................................................................................... 38
5.1.3 IMPORTING FIRE DEPARTMENTS - 5.0 DATA: .......................................................................... 41
5.1.4 IMPORTING INCIDENTS –5.0 DATA............................................................................................. 43
5.1.5 CONVERSION OF 4.1 MASTER AND TRANSACTION FILES TO NFIRS 5.0 FORMAT:............. 44
5.2
THE SYSTEM ADMIN TOOL: ......................................................................................................... 50
5.3
THE CLIENT CONFIGURATION TOOL: ....................................................................................... 50
5.4
NFIRS DATA CLEANSING TOOL (OFF-LINE ONLY): ................................................................. 50
5.5
THE ADVANCED MENU: ............................................................................................................... 53
6.
EDITING MODULES....................................................................................................................... 54
6.1
TABS:................................................................................................................................................ 54
6.2
BUTTONS – OK AND CANCEL: ..................................................................................................... 54
6.3
BUTTONS – YES NO AND CANCEL: ............................................................................................. 55
6.4
REQUIRED AND OPTIONAL FIELDS ........................................................................................... 55
6.5
PULL-DOWN MENUS:.................................................................................................................... 57
6.6
FREE FORM TEXT BOXES:............................................................................................................ 58
6.7
COMPONENTS OF THE SINGLE CODE LOOK-UP LIST BOX ................................................... 58
6.7.1 EXTENDED LIST:............................................................................................................................ 58
6.7.2 CHECK BOXES: .............................................................................................................................. 59
6.7.3 ARROWHEADS:............................................................................................................................... 59
6.7.4 PUSH BUTTONS: ...................................................................................................................... 59
6.7.5 TEXT BOXES: ............................................................................................................................. 59
May 2006
2
Data Entry Tool Users Guide
NFIRS 5.0
6.8
COMPONENTS OF THE MULTIPLE CODE LOOK-UP LIST BOX: ............................................ 60
6.8.1 AVAILABLE CODES LIST:.............................................................................................................. 60
6.8.2 DOUBLE CLICKING:...................................................................................................................... 60
6.8.3 SINGLE CLICKING WITH CONTROL KEY: .................................................................................. 60
6.8.4 SINGLE CLICKING WITH SHIFT KEY: ......................................................................................... 61
6.8.5 ARROWHEADS:............................................................................................................................... 61
7.
EXITING THE NFIRS DATA ENTRY/VALIDATION TOOL: .......................................................... 61
8.
THE NFIRS RAPID START-UP GUIDE .......................................................................................... 63
8.1
INTRODUCTION TO THE NFIRS RAPID START-UP GUIDE ...................................................... 63
8.2
DOWNLOAD AND INSTALLATION OF THE NFIRS SOFTWARE................................................ 63
8.3
STARTING THE DATA ENTRY TOOL: USER INJECTION PROCESS.......................................... 63
8.4
STARTING THE DATA ENTRY TOOL: DATABASE SETUP AND USER INJECTION.................. 64
8.4
STARTING THE DATA ENTRY TOOL (OFF-LINE MODE)........................................................... 65
8.5
STARTING THE NFIRS DATA ENTRY TOOL (ON-LINE MODE) ................................................. 65
8.6
BEGIN USING THE DATA ENTRY TOOL ...................................................................................... 65
8.7
NEW INCIDENT .............................................................................................................................. 66
8.8
SAVE AN INCIDENT........................................................................................................................ 66
8.9
OPEN AN INCIDENT ...................................................................................................................... 66
8.10 TO GENERATE A FORMS BASED INCIDENT REPORT (LOCAL REPORT)............................... 66
8.11 EXPORT INCIDENTS ...................................................................................................................... 67
8.12 IMPORT INCIDENTS ...................................................................................................................... 68
8.13 EXIT NFIRS...................................................................................................................................... 68
8.14 TROUBLESHOOTING..................................................................................................................... 69
9.
APPENDIX ....................................................................................................................................... 71
9.A SCRIPTS AND TABLE INFORMATION FOR DATA CLEANSING TOOL ........................................ 71
9B.
KEYBOARD SHORTCUTS............................................................................................................... 77
10.
INDEX .............................................................................................................................................. 78
May 2006
3
Data Entry Tool Users Guide
1.
NFIRS 5.0
Introduction to the Data Entry Tool Manual
The Data Entry Tool Manual provides the NFIRS user community with a comprehensive
guide for efficient use of the NFIRS Data Entry/Validation Tool and is intended as a
reference for new users as well as users updating from previous NFIRS Versions 5.3.4 or
earlier. For the Rapid Start-up Guide, which outlines key steps needed to get the user
using the National Fire Incident Reporting System as quickly as possible, refer to Section
8 of this manual. For information regarding how to fill out the new NFIRS 5.0 forms,
consult the NFIRS 5.0 Complete Reference Manual found on the NFIRS Web Site,
http://www.nfirs.fema.gov/.
The Data Entry/Validation Tool is a Graphical User Interface (GUI) between the user and
a database. It supports all NFIRS modules for entering, validating, querying, modifying
and deleting incidents specified by the NFIRS 5.0 standard. The documentation provides
details about the interface to facilitate navigating and editing the software’s modules. A
brief Appendix offers a list of keyboard shortcuts to aid users in data entry, and a list of
attribute codes and the fields to which they refer.
The latest version of NFIRS 5.0, software Version 5.4, is a fully operational Client Suite of
incident reporting software made available for state level agencies and their registered
NFIRS 5.0 users. The Data Entry/Validation Tool is designed for data entry in either OnLine mode or Off-Line mode. New users may download, install, and begin using software
Version 5.4 with or without a previous NFIRS 5.0 Version of software on their PC. The
initial release version is 5.4.0, made available on January 2, 2006. The NFIRS 5.0
Version 5.4.1 was released on March 1, 2006.
Users of previous USFA software versions must upgrade to NFIRS 5.0 Version 5.4
before logging into the On-line system because of JDK version changes made in NFIRS
5.0 Version 5.3.
The installation routine for Version 5.4 on PCs with Windows NT, Windows 2000
Professional or XP requires that the user with the System Administrator login for the
operating system perform the installation.
NFIRS 5.0 software Version 5.4 provides local database options of Microsoft Access 97,
Access 2000, Access 2002; FoxPro 6.0, MS SQL 7.0 or MS SQL Server 2000 to
support the amount of incident data the state or department must collect and store. The
PC must have the desired database program installed prior to installation of the NFIRS
5.0 software. It is recommended the user review the maintenance requirements before
selecting a database program other than Access 97, 2000, or 2002 to ensure successful
setup and to ensure that support for necessary database maintenance is available.
To generate, retrieve and print Forms Based Incident Reports, Adobe Acrobat Reader
Version 3.02 or better must be installed on the user’s PC. To download a cost free
version of Adobe Acrobat Reader, go to:
http://www.adobe.com/products/acrobat/readstep.html
With the implementation of Version 5.4, the On-line Reporting Tool which was accessible
from within the On-Line Data Entry Tool, is defunct. Users who wish to generate
summary and statistical reports on NFIRS 5.0 data saved in the National Database are
encouraged to use the web-based Summary Output Reports Tool, made available on the
NFIRS 5.0 web site: http://www.nfirs.fema.gov Contact the NFIRS State Program
Manager for more information. The System Admin Tool Users’ Guide has information on
necessary user account permissions for access to the web-based reports. Also with
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Data Entry Tool Users Guide
NFIRS 5.0
Version 5.4, the Program Admin Tool has been removed from the USFA NFIRS 5.0 client
suite.
The NFIRS 5.0 Version 5.4 communication protocol is the same as the previous version
5.3, which uses HTTPS over port 443, an industry standard protocol. This change
requires users to upgrade to Version 5.4 after its release, before logging into the National
Database. Users behind a firewall or using a proxy server to access the Internet will need
the numeric IP and address and its port, as in previous versions, entered in the
Configuration Tool’s Advanced Tab. The Configuration Tool User’s Guide has complete
information.
The default access mode in NFIRS 5.0 Version 5.4 is On-Line access.
Installation and start-up instructions are provided in Sections 2, 3, and 4 and address
specific requirements and procedures for each type of database user as well as users
who will be working in the On-line mode only.
It is imperative all users download and install NFIRS 5.0 updates when made available.
Clients will be notified through email if an update has been posted, and notifications are
posted on the NFIRS 5.0 web site News Page:
http://www.nfirs.fema.gov/system/news.shtm
Previous NFIRS 5.0 Versions’ Information and Enhancements
Previous Versions 2.02, 2.03, 3.00, 4.0 and 5.0:
When the previous software version NFIRS 5.0 Version 4.0 was released, versions 2.02
and 2.03 became defunct. Version 2.02 and 2.03 users who have data saved to an OffLine database should contact their fema-nfirshelp@dhs.gov for specific support. Version
3.00 users who have data saved to their local database can import the data to the
National Database but it will be validated against the most current rules. Contact the
NFIRS Support center for more information:
http://www.usfa.fema.gov/nfirs/support/
The ability to import 4.1 files was enabled with the release of NFIRS 5.0 Version 4.0, and
was made a default setting with software Version 5.3.
The NFIRS 5.0 previous Version 5.0 software provided expanded database options for
Off-Line use, expanded options when exporting incidents, the capability to perform User
Injection at the State level, and the addition of US Postal Street Type abbreviations for
selection in the Street Type field. A complete list of enhancements is available in the
readme.txt of the latest version of the USFA Client Software, NFIRS 5.0 Version 5.4.
Previous Version 5.2.1:
NFIRS 5.0 Version 5.2.1 enabled State Program Managers and System Administrators to
implement Special Studies and Plus One codes by accessing the Codes and Special
Studies interfaces through the System Admin Tool. The System Admin Tool User's
Guide, available for download after login to the NFIRS User login, has instructions for
creating Plus One codes and Special Studies.
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Data Entry Tool Users Guide
NFIRS 5.0
An additional permission level, the State Admin, limited the assignment of the Bulk Import
Utility permission to State Program Managers. Upon release of Version 5.2.1, this
permission was added to State Program Manager 's NFIRS accounts. State Program
Managers may contact support if they wish to have the State Admin permission assigned
to another user in their state.
The FEMA standard for password format was enforced with previous Version 5.2.1. User
passwords must be 8 - 15 alpha-numeric characters. Users can enter their existing user
account passwords to access the USFA client software and the NFIRS web pages. When
the 89 day required password change occurs, they will be required to enter a password
that meets the FEMA standard, or when a user performs a manual password change
within the Data Entry Tool, the new password will have to meet the requirements.
User accounts that had a login for 60 days will be automatically deactivated by the
system. Users who have been inactive for 60 days or longer must contact their State
NFIRS Program Manager or System Administrator to request their account be reactivated.
Previous Version 5.2.3:
In accordance with the NFIRS 5.0 specification cycle, there were no codes, rules, or edit
changes made in Version 5.2.3. Enhancements made to the USFA software Version
5.2.3 included support for Access 2002 (Access XP), and MS SQL Server 2000; the
preliminary implementation of "Once Valid / Always Valid" handling of incidents such that
an overwrite of an incident under the latest version's rules via the Import mechanism will
not result in the incident becoming invalid. Version 5.2.3 also included the
Apparatus/Personnel Module being automatically populated with the Basic Module's G1
Resources when the Local Forms Used is True (box is checked). For Off-line Users, a
local Data Cleansing Tool was added to the Off-line Client software tools per request of
users who wish to run specific scripts on the local database that address previously
identified data issues. The use of the Data Cleansing Tool is optional.
Previous Version 5.3
CORBA and its components, which handled the communication protocol in previous
versions, were removed. This change provided a robust yet industry standard protocol
using HTTPS over port 443, and required users to upgrade to Version 5.3 after its
release in order to log into the National Database. The NFIRS Version Control Service
was activated in the Version 5.3.1 client software, enabling a version check to be
performed upon login to the NFIRS 5.0 On-line system and allowing the use of the
Automatic Update feature. Version 5.3.2 implemented the Apparatus/Personnel module
in the client software-generated Forms Based Incident report (FBIR) and revised the
FBIR generation to result in a single file. The release of Version 5.3.3 coincided with the
January 2005 Specification Cycle release, and included more detailed fire module
requirements.
The NFIRS 5.0 Specification Corrections and Changes log lists the edits and rules
changes for all specification cycles, and is posted at:
http://www.nfirs.fema.gov/documentation/design/
May 2006
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Data Entry Tool Users Guide
2.
NFIRS 5.0
Download and Installation of the NFIRS 5.0 Client Suite
Software
Prior to running the NFIRS Client Suite software, the user must either download the
software from an FTP site on the NFIRS 5.0 Web Site. An Internet connection is required
to access the web page and download the file. A link to the Download Software web page
is available to registered users after successful login at the NFIRS User Homepage. The
Tutorial at http://www.nfirs.fema.gov/users/tutorial.shtm provides complete illustrations
and information on the installation routine.
To ensure proper installation, it is recommended that before beginning installation the
user note whether the PC has Access 97, 2000, or 2002.
Reminder: When installing the application on a PC with Windows NT platform, the user
with the NT System Administrator permissions must perform the installation. When
installing the application on a PC with the Microsoft 2000 Office Professional suite or
Windows XP, the user with System Administrator permissions must perform the
installation.
To generate, retrieve and print Forms Based Incident Reports, Adobe Acrobat Reader
Version 3.02 or better must be installed on the user’s PC. To download a cost free
version of Adobe Acrobat Reader, go to:
http://www.adobe.com/products/acrobat/readstep/html
2.1
New Users
New users must download the software from the NFIRS 5.0 Download Software Web
page or obtain a CD from their State Program Manager, if a CD is available.
To access the Download Software page, go to http://www.nfirs.fema.gov and click on the
link for User Login. At the User Login page, enter Username, State and Password and
click on the Login button. After successful login, the link for Download Software will
appear in the sidebar.
When the user clicks on the FTP link on the Download Software page (e.g., NFIRS 5.0
Client Version 5.4.1 (Virginia), a Download File window will be displayed. Specify to save
the file to the PC. When the user clicks the Save button, a Save As dialog box (diagram
2.1.0) will appear prompting the user for a directory to download to. A good choice is the
C:\ temp directory or Desktop, but any directory is acceptable. Note: Write down where
the file will be downloaded to – this information will be needed shortly. When the user
clicks the Save button, the file will begin to download.
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NFIRS 5.0
Diagram 2.1.0
When the download is complete, a dialog box will appear which states Download
Complete. When the user clicks the OK button or Close button, the box will disappear,
Close the browser. New users with no previous versions on the PC will locate the
executable file and double click on it to begin the installation.
If the user chooses to download the executable using the four parts provided on the
NFIRS Download Software page, first create a folder on the hard drive, for example:
C:/NFIRSinstall, in which to save the four files. Each of the four files must be saved to
folder, with no other contents. To install using the four parts, locate and double click on
the file named: NFIRSV541Imaged.exe. When prompted to enter the folder name of the
files, enter the complete path (case and spacing must be exact), then click Unzip. The
installation process will begin.
2.2
Off-Line Users with Previous Versions of NFIRS 5.0 on the PC
NFIRS 5.0 Version 5.3.x or earlier
Installation of Software Version 5.4 requires a download of the NFIRSv541 executable
(NFIRSv541.exe). Following the implementation of Version 5.4 in the On-line system,
users who attempt to login to the On-line system using Version 5.3.x or earlier on their
PC will not be successful. This error or a similar error will be displayed:
Request failed (gov.fema.nfirs.service.NFIRSVersionControlServiceDB). Reason:
Your application (version 5.3.4, or Version Unknown) is out of date. Please
download and install the latest version (5.4.1)
Users must obtain the most current version 5.4.1 by downloading and installing the USFA
Client software, or obtaining a CD from their state, if the state makes a CD available.
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NFIRS 5.0
Note: after the successful installation of Version 5.4, if this error occurs: “Could not find
On-Line database, System may be down,” The user should verify Internet access or
configuration information.
It is recommended users create a back up copy of their previous version's database file
before proceeding with installation. If reports are saved to the previous version's Reports
folder, they must be moved to another location on the hard drive or they will be removed
when the removal of the previous version is performed. If the Off-line Data Cleansing
Tool has been used to run scripts for the Off-line database and the user wishes to retain
the history of when the scripts were applied, the Version 5.3.x or 5.2.3
AllDatabasePatches.obj file must be saved and moved into the Version 5.4 folder after
successful installation.
Users will move the Version 5.3.x Access database into the NFIRSv54 Database folder
and rename it: NfirsdataV54.mdb. Perform Remote Synchronization before working in the
Off-Line mode.
2.3
New On-Line Users
New users must download the software from the NFIRS 5.0 Download Software Web
page or obtain a CD from their State Program Manager, if a CD is available. Access 97,
Access 2000, Access 2002, FoxPro 6.0, MS SQL 7.0 or MS SQL 2000 is not required on
the user’s PC to work in the On-Line mode only.
To access the Download Software page, go to http://www.nfirs.fema.gov and in the User
Section, click on the sidebar link for User Login. At the User Login page, enter
Username, State and Password and click on the Login button. After successful login, the
link for Download Software will appear in the sidebar.
On the Download Software page, click the FTP link for NFIRS 5.0 Client Version 5.4.1
and in the Download File pop up box that is displayed, specify a location to Save the file
(for example: C:\Windows\Desktop) and click OK. When the download is complete, close
the Download File pop up window, and close the browser. Locate the executable file
NFIRSv541.exe and double click on it to begin installation.
If the user chooses to download the executable using the four parts provided on the
NFIRS Download Software page, first create a folder on the hard drive, for example:
C:/NFIRSinstall, in which to save the four files. Each of the four files must be saved to
folder, with no other contents. To install using the four parts, locate and double click on
the file named: NFIRSV541Imaged.exe. When prompted to enter the folder name of the
files, enter the complete path (case and spacing must be exact), then click Unzip. The
install will proceed.
Off-Line users can accept all the defaults through the setup process. Note: the default
mode is On-Line Access. Following installation before opening the Data Entry Tool, the
Off-Line user must change the configuration setting to Off-Line Access in the
Configuration Tool’s Advanced Tab. For complete information or to solve configuration
issues, see the Configuration Tool User’s Guide found at the NFIRS Web Site,
http://www.nfirs.fema.gov/
On-Line only users should specify Custom Setup during installation (diagram 2.3.0).
When Custom is selected and the Next button is clicked, in the next screen that appears
uncheck Local Database. Click Next.
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Data Entry Tool Users Guide
NFIRS 5.0
Diagram 2.3.0 - Setup Type for On-line Only Users
It is recommended that users remove the previous NFIRS 5.0 Versions 5.3.x program
after successful installation of NFIRS 5.0 Software Version 5.4.
The following tables provide an outline of the steps required for downloading and
installing the NFIRS Client Suite. The first table outlines download with the single
executable. The second table outlines downloading and installing using the four parts.
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Data Entry Tool Users Guide
NFIRS 5.0
Download/Installation Table for NFIRS 5.0 Version 5.4:
Step
Action
Response
1
Log onto the Internet and go to
http://www.nfirs.fema.gov
User is now at the NFIRS Web site.
2
Click on User Section. Click on
sidebar link: User Login and type
Username, State and Password.
Click on Download Software.
User is now at Users’ Section Homepage.
User is required to login.
Click on an FTP link for NFIRS 5.0
Version 5.4.1
Click Save.
Choose a location (suggestion:
C:\Desktop) to download the file to
and click OK.
When the download is complete,
close all Windows applications that
are open.
Open Windows Explorer and locate
NFIRSv541.exe and double click on
it.
Read and accept the NFIRS
License Agreement.
Read and accept the JRE license
Agreement.
Choose the destination (the default
is C:\Program Files \NFIRSv54).
Choose Type of Installation.
The Download File box opens.
3
4
5
5
6
7
8
9
10
11
12
13
14
15
User is now at NFIRS Download page.
Click the Next button.
The NFIRS Client Suite is installed.
Click on Finish to complete the
installation.
Verify the PC has Adobe Acrobat
Reader Version 3.02 or better.
The Save as… box opens.
The file begins to download. The download
time will depend upon the connection speed.
This is to ensure that all files are copied
correctly during the installation.
The NFIRS Client Suite Installation starts.
This is required for the Installation.
This is required for the Installation.
The default destination is recommended.
For Off-Line use, select Typical Installation.
For On-Line only use, select Custom
Installation and uncheck Off-Line Database.
A new Program Group is created.
No additional action is required.
Installation is complete.
If the Adobe Acrobat Reader is not located, go
to:
http://www.adobe.com/products/acrobat/readst
ep.html to obtain a cost free download.
Download and installation Table: Using the Four Part Executables:
Step
Action
Response
1
Create a new folder on the hard
drive, example, C:\NFIRSinstall
A new folder is created.
2
Log onto the Internet and go to
http://www.nfirs.fema.gov
User is now at the NFIRS Web site.
3
Click on User Section. Click on the
sidebar link: User Login and type
Username, State and Password.
User is now at Users’ Homepage. User is
required to login.
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Data Entry Tool Users Guide
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4
Click on Download Software.
User is now at NFIRS Download page.
5
Click on the FTP link for NFIRS 5.0
Version 5.4.1 PART 1 of 4
Choose the folder created for the
executable files (C:\NFIRSinstall) to
download the file to and click OK.
When the Part 1 file has completed
download, close the Download File
box and click on the FTP link for the
PART 2 executable file.
The Download File Notice dialog box opens.
Click Download Now.
The file begins to download. The download
time will depend upon the connection speed.
8
Specify the folder created for the
executable files (C:\NFIRSinstall) as
the Save in location, and click OK.
The Part 2 file begins to download. The
download time will depend upon the
connection speed.
9
Repeat the download steps for
Parts 3 and 4, saving the file to the
same folder.
10
When the downloads are complete,
close all Windows applications that
are open.
Open Windows Explorer and locate
NFIRSv54Imaged.exe and double
click on it.
In the WinZip message window,
click OK.
In the next WinZip message
window, where the text is
highlighted and states: Enter folder
name here and press "Unzip,” enter
the complete path to the folder,
example: C:\NFIRSInstall
Click Unzip
The four parts (NFIRSV54Imaged.exe,
data3.cab, data4.cab, data5.cab ) will be
downloaded and saved to the same folder. Add
no other files.
This is to ensure that all files are copied
correctly during the installation.
6
7
11
12
13
14
15
16
17
18
19
20
21
22
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Read and accept the NFIRS
License Agreement.
Read and accept the JRE license
Agreement.
Choose the destination (the default
is C:\Program Files \NFIRSv54).
Choose Type of Installation.
Click the Next button.
The NFIRS Client Suite is installed.
Click on Finish to complete the
installation.
Verify the PC has Adobe Acrobat
Reader Version 3.02 or better.
12
The Download File dialog box opens.
The WinZip self Extractor message will be
displayed.
The message will be dismissed.
The complete path must be specified exactly
for the extraction process to be successful.
The file extraction occurs and the installation
process will begin.
This is required for the Installation.
This is required for the Installation.
The default destination is recommended.
For Off-Line use, select Typical Installation.
For On-Line only use, select Custom
Installation and uncheck Off-Line Database.
A new Program Group is created.
No additional action is required.
Installation is complete.
If the Adobe Acrobat Reader is not located, go
to:
http://www.adobe.com/products/acrobat/readst
ep.html to obtain a cost free download.
Data Entry Tool Users Guide
3.
NFIRS 5.0
Database Setup for Off-Line Use
To run the NFIRS 5.0 Client software in the Off-Line mode, one of the following database
programs must be installed on the user’s PC prior to installation of the USFA NFIRS 5.0
Software: Access 97, Access 2000, Access 2002, FoxPro 6.0, MS SQL Server 7.0, or
MS SQL Server 2000. An Internet connection will be required to download the software
and for new Off-Line users to perform initial User Injection and to obtain periodic updates.
The same configuration issues must be addressed in Version 5.4 as in previous versions
5.3.x or 5.2.3; specifically, if the user is behind a firewall, the proxy server address must
be specified in the Configuration Tool prior to the User Injection procedure.
To install the program, close all programs and locate the NFIRS 5.0 Software Version 5.4
executable file (NFIRSv541.exe) that was downloaded from the Internet. Double click on
the file, or highlight the file and click Open. The WinZip Self-Extractor (NFIRSv541.exe)
message window will appear. Click the Setup and the installation will begin. Read and
accept the Licensing Agreements. It is recommended that users accept the default
Destination Location, C:\Program Files\ NFIRSv54\. Users who have Access on the PC
and wish to work in the Off-Line mode must select Typical in the Setup Type window
(diagram 3.0). It is recommended users accept the default Program Folder. After
installation is complete, the user has the option to view the readme.txt file. Click Finish
after viewing the file, or when the installation is complete. The blue, NFIRSv54 Setup
screen may take a moment to disappear before the user is returned to the Desktop.
Diagram 3.0
If prompted to restart the PC, click OK or Finish to restart the PC. After the PC has
restarted, the user may then proceed to selecting the mode (On-Line or Off-Line access),
database setup, if necessary, followed by initial User Injection.
The NFIRS 5.0 Software version 5.4 is shipped with an Access 97 database. New OffLine Users who wish to use either Access 2000, Access 2002, FoxPro 6.0, MS SQL
Server 7.0, or MS SQL Server 2000 must first convert the database file shipped with the
installation, and then specify the Database Type (in the Configuration Tool’s Advanced
Tab). To complete Off-line local database configuration, initial User Injection must be
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performed prior to starting the Data Entry /Validation Tool. The sections below address
database setup and user injection for each type of user. Users who will be working OnLine mode only can refer to Section 4.1.
3.1
Access 97 Users:
New Users:
The default Database Type during installation of NFIRS 5.0 software Version 5.4 is
Access 97. After successful installation of the Version 5.4 software, new users will
change the default access mode from On-Line to Off-Line, and those users who have
Access 97 on the PC will then proceed to initial User Injection (steps 1- 7 below).
After successful installation, Off-Line users must change the mode to Off-line Access: go
to Start…Programs…NFIRSv54…Configuration Tool and click on the Advanced Tab.
Check the Off-Line Access box
1. After successful installation, go to
Start…Programs…NFIRSv54…Configuration Tool and click on the Advanced
Tab.
2. Check the Off-Line Access box. Click Save and exit the Configuration Tool.
3. From the Start menu, go to Programs…NFIRSv54…Data Entry Tool.
4. When the Off-Line login screen appears, click OK leaving the Username,
State, and Password fields blank.
5. The message will appear: "Would you like to inject a user from the On-Line
database?" Click YES.
6. At this point, the application will load all the information from the Off-Line
database. When this is complete, the user may be prompted to make a
connection to the Internet if a connection is not detected. Step 5 requires a
connection to the Internet.
7. Log into the On-Line database using the Username, state and Password
registered via the NFIRS Web Page.
8. After login, the user will be prompted to select a password for the Off-Line
database. The user can enter the same password for Off-Line login as OnLine login.
9. When the User Injection/Remote Synch process is complete, a pop up
window will display: "Your Internet connection is no longer required." The
user will be in the Data Entry Tool in the Off-Line mode.
Reminder: Adobe Acrobat Reader Version 3.02 or better is required to generate Forms
Based Incidents Reports.
Users of the previous version NFIRS 5.0 Version 5.3 client software who have data
saved to an Access 97 database: The previous Version NFIRS database must be
copied or moved into the new NFIRSv54 Database folder and renamed. Version 5.2.3
users can follow the same steps as Version 5.3.x users, substituting the Version
database location (NFIRSv523, for example) and file name (NfirsdataV523.mdb, for
example) as applicable.
1. Make a back up copy of the NfirsdataV53.mdb database (NOT
NfirsdataV53.ldb) and save it to your hard drive (default location:
C:/Program Files/NFIRSv53/Database/ )
2. Install Version 5.4.
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3. Locate and right click on the NfirsdataV53.mdb database (NOT
NfirsdataV53.ldb) and select Copy.
4. Locate and open the new version NFIRSv54 Database folder (default
location: C:/Program Files/NFIRSv54/Database/ ).
5. In the NFIRSv54 Database folder, right click and select Paste. The
Version 5.3 database will be saved to the version 5.4 Database folder.
6. Rename the empty V54 database (NfirsdataV54.mdb) that was installed
with Version 5.4 program. Suggested name: origNfirsdataV54.mdb Note:
multiple copies of the empty database can be saved and used; for
example, to store data separately by year.
7. Rename the NfirsdataV53.mdb to: NfirsdataV54.mdb. It must be exact.
Note: if file extensions do not show on the PC, do not add the .mdb to
the file name.
Perform User Injection and Remote Synchronization to update the Off-Line
NFIRS Version 5.4 database with the most current rules and codes, and
Version 5.3 database schema.
8. Go to Start…Programs…NFIRSv54…Configuration Tool and click on the
Advanced Tab.
9. Check the Off-Line Access box. Click Save and exit the Configuration
Tool.
10. From the Start menu, go to Programs…NFIRSv54…Data Entry Tool.
11. Click Yes to the prompt: Apply Schema Changes? (Diagram 3.1.0)
Diagram 3.1.0
12. When the Off-Line login screen appears, click OK leaving the Username,
State, and Password fields blank.
13. The message will appear: "Would you like to inject a user from the OnLine database?" Click YES.
14. At this point, the application will load all the information from the Off-Line
database. When this is complete, the user may be prompted to make a
connection to the Internet if a connection is not detected. Step 12
requires a connection to the Internet.
15. Log into the On-Line database using the Username, state and Password
registered via the NFIRS Web Page.
16. After login, the user will be prompted to select a password for the OffLine database. The user can enter the same password for Off-Line login
as On-Line login.
17. When the User Injection/Remote Synch process is complete, a pop up
window will display: "Your Internet connection is no longer required." The
user will be in the Data Entry Tool in the Off-Line mode.
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If a copy of the empty database is created to separate data storage, the database in use
must be named NfirsdataV54.mdb. User Injection must be performed to the empty
database before use.
3.2
Access 2000 and 2002 Users
Users selecting Access 2000 or Access 2002 as a database must follow these
instructions to set up their Off-Line database. XP users: please note Access allows
conversion to 2000 or 2002 Access database formats.
Prior to initial User Injection, the database must be converted and renamed, and the
Database Type (Access 2000) must be specified in the Configuration Tool.
Renaming the Database:
1. After successful installation, in Windows Explorer or My Computer locate
the NFIRSv54 root directory and open the Database folder (default
location: C:/Program Files/NFIRSv54/Database/ ).
2. Double click on the Nfirsdatav54.mdb file to open it.
3. In the Access program message window that appears, select the
Convert Database option. (Or, in the Access program, go to the Tools
menu…Database Utilities…Convert database… and select the
NfirsdataV54.mdb in the NFIRSv54/Database folder)
4. In the "Convert Database Into" save in field, specify the NFIRSv54
Database folder.
5. Accept the default name for the database (default name: db1.mdb). This
name will be changed later. Click Save.
6. When the converting process is complete, close the database, and close
the Access program. You will be returned to Windows Explorer.
7. Rename the original NfirsdataV54.mdb (suggestion:
origNfirsdataV54.mdb)
8. Rename the new database NfirsdataV54.mdb (must be exact).
The database has been converted. The user can proceed to setting the
Database Type in the Configuration Tool (steps 9 - 11 below).
Specifying the Database Type:
The Database Type is selected in the NFIRS 5.0 Software Version 5.3 Configuration
Tool. On-Line configuration information can be entered and saved in the On-Line Access
section of the Advanced Tab before exiting the configuration Tool (step 11 below). For
more information, refer to the Configuration Tool User’s Guide for complete information.
9. From the Start menu, select Programs…NFIRSv54…. Configuration Tool.
10. In the Off-line section from the Database Type drop down box, select the
appropriate version of Access.
11. Click Save and exit the Configuration Tool. Proceed with initial User Injection
(steps 12 - 18 below).
Initial User Injection:
12. From the Start menu, select Programs…NFIRSv54…Data Entry Tool.
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13. When the Off-Line login screen appears, leave the Username, State, and
Password fields blank and click OK.
14. The message will appear: "Would you like to inject a user from the On-Line
database?" Click YES.
15. At this point, the application will load all the information from the Off-Line
database. When this is complete, the user will be prompted to make a
connection to the Internet.
16. Log into the On-Line database using the Username, State and Password
registered via the NFIRS Web Page.
17. After login, the user will be prompted to change the password for the OffLine database. This allows the user create a new password for the Off-line
login. Or, the user can enter the same password for Off-Line login as OnLine login.
18. When the User Injection/Remote Synch process is complete, a pop up
window will display the message: "Your Internet connection is no longer
required." The user will be in the Data Entry Tool (Main View screen) in the
Off-Line mode.
Complete information for User Injection and Remote Synchronization can be found in
Section 4.
3.2.1 Compacting the Access Database – Off-Line Users Only
It is recommended that the user compact the new, local Access database before
selecting the Data Entry Tool and continue to compact it on a regular basis.
To compact the NFIRSv5.4 Database:
1. Open the NFIRSv54 root directory and locate the Database folder. The default
location is C:\Program Files\ NFIRSv54\ Database\.
2. In the Database folder, double click on the file Nfirsdatav54.mdb. The Access
program will open and the table names of the database will be displayed.
3. Under the Access Tools menu, select Database Utilities…Compact Database
(diagram 3.2.1.0). The status of the compact process will be displayed in the lower
left message bar.
4. When the compact process is complete, close the database and close the Access
program by clicking the X in the upper right corner. Close Windows Explorer.
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Diagram 3.2.1.0
3.3
Visual FoxPro 6.0 Database Setup
Users who wish to use Visual FoxPro 6.0 as the Off-Line database engine must have the
Visual FoxPro 6.0 program on the PC prior to installation of NFIRS 5.0 software Version
5.4
Import the schema to your Visual FoxPro 6.0 database using these steps:
1. Obtain the zip file containing the Visual FoxPro 6.0 schema
("NFIRSFoxPro.zip"), available on the NFIRS Download Software Page.
2. Unzip and save the files to a directory of your choice.
3. Start Microsoft Visual FoxPro 6.0.
4. Under the FoxPro File menu, select Open.
5. Locate the folder containing the unzipped FoxPro files, and select the
nfirsproject.pjx file.
6. You will be prompted to make the new directory the home directory for the
new FoxPro database, which is suggested.
Complete the following steps to create an ODBC source for this new Visual FoxPro 6.0
database.
1. From the Start menu, select Settings...Control Panel.
2. Double click on the ODBC Data Sources 32 bit icon. The icon may be
named differently on NT machines.
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3. In the ODBC Data Sources Administrator window, click on the System DSN
Tab.
4. Click on the Add button. The Create New Data Source window will be
displayed.
5. Select the Microsoft Visual FoxPro Driver.
6. Enter a Data Source Name and Description. For Example: MyVFPServer
7. Click Finish. Close the Control Panel.
8. From the Start menu, select the NFIRSv54 Configuration Tool and click on
the Advanced Tab.
9. If configuration information is necessary for Online Access, check the Online
Access box and enter the information. Click Save.
10. Check the Offline Access box.
Rename the ODBC driver to point to Visual FoxPro 6.0:
1. In the Database Type drop down box, select Visual FoxPro 6.0.
2. Replace the odbc driver name (in the top text field) with the one you just
created. Example: jdbc:odbc:MyVFPServer
3. Click Save, and exit the Configuration Tool.
4. Proceed with User Injection. (Refer to steps 1 - 7 in the Access 97 New
Users section above).
3.4
Microsoft SQL Server 7.0 and SQL Server 2000 Database Setup
Users who wish to use MS SQL Server 7.0 or MS SQL Server 2000 as the Off-Line
database engine must have MS SQL Server 7.0 or MS SQL Server 2000 installed on the
PC prior to installation of NFIRS 5.0 software Version 5.3. The instructions and the
schema are the same for both version of MS SQK Server 97 and 2000. Begin by
importing the schema to the MS SQL Server 7.0 (or 2000) database using these steps:
1. Create a new database using the SQL Enterprise Manager (EM).
2. From the EM, under the Tools menu select SQL Server Query Analyzer.
3. When the Query Analyzer launches, go the combo box at the top-right and
select your database name.
4. Click the "Open" icon (second icon from left on top of window).
5. Select the .sql file that contains the schema, which is usually named
"NFIRSSQLServerSchema.sql".
6. Press F5 to execute the script.
7. Select the .sql file that contains the table updates, which is usually named
"SQLServerTableUpdates.sql".
8. Press F5 to execute the script.
9. Quit the Query Analyzer.
10. The new schema is now found under "tables" for the new database, which
can be viewed in the Enterprise Manager.
Create an ODBC source for this new SQL Server database.
1. Select Start...Settings...Control Panel
2. Open the ODBC Data Sources-32 bit. This may be named differently on
different versions of NT.
3. Click on the System DSN Tab.
4. Click on Add button. The Create New Data Source window will be displayed.
5. Select SQL Server.
6. Fill in the following information in the DSN configuration screens:
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7.
8.
9.
10.
11.
12.
13.
3.5
NFIRS 5.0
Screen 1: Enter name for your SQL Server NFIRS Database and the
SQL Server name on which it resides.
Screen 2: Select the "With windows NT authentication using network
login ID" radio button for SQL Server Authenticity. Leave other settings
as default.
Screen 3: Select the "Change the default database to" check box and
then select your newly created SQLServer NFIRS database from the
drop down list below the box. Leave other settings as default.
Screen 4. Leave settings as default.
From the Start menu, open the NFIRS Configuration Tool and click on the
Advanced Tab.
If configuration information is necessary for On-line Access, check the Online Access box and enter the information. Click Save.
Check the Off-line Access box.
From the Database Type drop down list select SQL Server 7.0 (or 2000).
Replace the odbc driver name (in the top text field) with the one you just
created. The driver name should now look like "jdbc:odbc:MySqlServer"
Save and exit the Configuration Tool (leaving the "Offline access" box
checked)
Proceed with User Injection (refer to steps 1 -7 in the Access 97 New Users
section above, or in the User Injection Section 4.2.)
Visual FoxPro 6.0 & MS SQL Server 7.0: Previous Version Users
Visual FoxPro 6.0 or MS SQL Server 7.0 Off-Line Users who have fire
department and incident data saved locally from NFIRS 5.0 Version 5.3.x can
follow the steps below.
1. Install NFIRS 5.0 Version 5.4.1
2. After successful installation, in the Configuration Tool's Advanced Tab, name
the odbc Data Source the same as it appears in the ODBC Data Source
Administrator.
3. In the Configuration Tool's Advanced Tab, select the Database Type.
4. Click Save and exit.
5. Perform User Injection/ Remote Synchronization.
6.
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In the User Injection process, at the prompt: "Apply Schema Changes?
...Would you like to apply the schema changes now?" click Yes and proceed
with User Injection.
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4.
NFIRS 5.0
Starting the NFIRS Data Entry/Validation Tool
When the user selects NFIRS from the Start Menu on their personal computer, a pop-up
window (Setting Database Connection…) will be displayed followed by a login window.
The user must verify the software version being used is Version 5.4 if the login window
fails to come up or this error message or one similar occurs: Request failed
(gov.fema.nfirs.service.NFIRSVersionControlServiceDB). Reason: Your application
(version 5.3.4) is out of date. Please download and install the latest version (5.4.1)
If this error message occurs:
“Could not find On-Line database. System may be down,” verify an Internet connection
exists, or check if there is a configuration issue which must be resolved. Please refer to
the NFIRS Configuration Tool User’s Guide Documentation for configuration issues,
available on the NFIRS Users Documentation web page,
https://www.nfirs.fema.gov/users/usersdocs.shtm
Note: Users using the software in the On-Line mode must first have an Internet
connection established before logging onto NFIRS. Users who do not have an Off-Line
Database set up will need to run the software in the On-Line mode only. Section 4.0
provides details.
At the login window, the user enters the Username, State, and Password created during
user registration. If the user is working in the Off-Line mode, the password used is the
one created during User Injection. The user is allowed up to five consecutive failed login
attempts after which the system locks the user’s account. Successful login after less
than five attempts will reset the failed login counter. If the user’s account becomes
locked, an administrator will have to unlock the account using the NFIRS System
Administration Tool. For further information, please see the NFIRS System Administration
Tool User’s Guide available on the NFIRS Users Documentation web page,
https://www.nfirs.fema.gov/users/usersdocs.shtm
4.1
Starting the Data Entry /Validation Tool (On-Line Users):
Users who will be entering their incidents On-Line will be submitting their incident
information directly to the National Database. In Version 5.4, On-Line Access is the
default mode. Establish a connection to the Internet, if one is not established
automatically. Start the Data Entry Tool from Start... Programs...NFIRSv54…Data Entry
Tool. At the login window, the user enters the Username, State, and Password entered
during user registration. Click OK to submit user information. In the white status bar, the
message “Validating User…” will be displayed. If the wrong user information was
entered, an error will be generated. Re-enter using correct login information.
When the Data Entry Tool Main View Screen is displayed, a hierarchical tree will display
your State, and/or County or Region and the Fire Department Name.
If the user’s FDID is displayed followed by FDID NOT FOUND (Diagram 4.1.0), the Fire
Department information (header record) must be created and saved . To create the Fire
Department header record, highlight FDID and FDID Not Found by clicking once in the
Groups Window. Click on Fire Dept. from the Menu Bar...Select New Fire Department.
(If New Fire Dept. is grayed out, the FDID and FDID Not Found is not highlighted.)
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Diagram 4.1.0
When the Fire Department screen is displayed, the FDID number will be automatically
entered. Enter the Fire Department Name. Additional information is optional. Upon
completion of the Fire Department screen, click OK. The message box at the bottom of
the window will display ‘Saving Fire Department Information.’ The screen will close and
the user will be returned to the Data Entry/Validation Tool Main View Screen. In the
Groups Window , the FDID Not Found will be replaced by the Department Name entered
in the Fire Department screen. The user is now ready to begin entering new incident
information.
4.2
User Injection and Remote Synchronization (Off-Line Users):
User Injection enables the user to update an Off-Line database with user information
from the National Fire Incident Reporting System database. It is only necessary to
perform User Injection when adding a user to the Off-Line database, or when moving a
previous version's Off-Line database to the new version 5.4. For locations where more
than one user will be accessing the Off-Line database (with separate accounts), user
injection will have to be performed for each account (user). For example, to add the
users Smith and Jones to the Off-Line database, user injection will have to be performed
for Smith and then once again for Jones.
Remote Synchronization, which occurs automatically during User Injection, enables the
user to synchronize user account information and FDID information in their Off-Line
database with the user account information and FDID information in the On-Line National
Database. Note: Remote Synchronization does not synchronize incident information.
Remote Synchronization can be performed separately by selecting it from the Advanced
Tab on the menu bar. This will ensure that the user’s local database is in synch with the
National Database, and it is recommended that the user perform Remote
Synchronization once a month. Along with the routine Remote Synchronization, it is
recommended that users compact the Access database.
4.2.1 Procedure for User Injection (Off-Line Users):
To perform User Injection, the user must configure the NFIRS client software for
Off-Line Access using the NFIRS Configuration Tool (see NFIRS Configuration
Tool User’s Guide for further information, available on the NFIRS User
Documentation web page http://www.nfirs.fema.gov/users/usersdocs.shtm). In
order to complete the User Injection Process, the user will need to establish an
Internet connection.
The user must then start the NFIRS Data Entry Tool. When the login window
appears, the user must leave the Username, State and Password fields blank
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and click the OK button. A window will appear asking the user, “Would you like
to inject a user from the On-Line database?” When the user clicks OK, the OnLine login window will appear. The user must enter the username, state, and
password entered during registration.
After entering the On-Line Username, State and Password, a pop-up window will
appear prompting the user to change passwords. This window enables the user
to create a different password for the Off-Line database if desired. The user may
opt to use the same password for the Off-Line database as for the On-Line
database. After entering a password and then confirming it, the user must click
the OK button. It is at this point that User Injection and Remote Synchronization
occur. When complete, a window will appear informing the user that the Internet
connection is no longer required. The user must click the OK button to dismiss
the window. The NFIRS Data Entry Tool Window will be active, and the user will
be able to enter Incident data in the Off-Line mode.
The following table outlines the steps required to perform user injection and
synchronize the local database with the National Fire Incident Reporting System
Database.
User Injection Instructions Table:
Step
Action
Response
1
Ensure that the NFIRS Data Entry
Tool is set to run in the Off-Line
mode. Instructions are contained in
the NFIRS Configuration Tool Users
Guide.
Establish an Internet Connection.
Click on
Start…Programs…NFIRSv54…
Data Entry Tool.
Leave Username, State, and
Password fields blank and click on
the OK button
Click the OK button.
A login Window for the On-Line
database will appear.
Enter Username, State, and
Password for the On-Line database
(the Username, State, and
Password that was used during
NFIRS registration).
A Change Password pop-up
window is displayed.
The user may enter the same
password as is used for the On-Line
database, or create a different one.
Click the OK button after entering
and confirming the new password.
This ensures that User Injection can take
place.
2
3
4
5
6
7
8
9
10
11
The NFIRS Data Entry Tool is
launched in Off-Line mode.
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The User will be connected to the Internet.
This will launch the NFIRS Data Entry Tool.
A Window will appear asking if the user
wishes to perform User Injection.
Data will be requested automatically.
No action needed.
The user is connected to the On-Line
database.
This password change is to create a
separate password for the Off-Line database.
The password is created for the Off-Line
mode login.
User Injection and Remote Synchronization
occur. Reminder: Performing User Injection
/Remote Synchronization will not synchronize
incident data.
The user is ready to enter Incident data in the
Off-Line mode.
Data Entry Tool Users Guide
4.
NFIRS 5.0
The Menu Bar
There are five pull-down menus in the NFIRS Data Entry/Validation Tool. The menus
provide actions for entering and maintaining Incident and Fire Department Data as well
as other Tools and administrative functions (diagram 4.0).
Diagram 4.0 displays the NFIRS Data Entry/Validation Tool with the Menu Bar fully
opened to provide the user with a quick reference of all the options available from this
tool. During actual use, the user will only be able to pull down one menu at a time.
Some actions are invalid at given points in the execution of the Data Entry/Validation
Tool. For example, under the Incident menu, the option to save, delete, or close an
incident will be inactive (grayed out) unless an incident is opened.
Note: Version 5.4 menus and menu options are the same as previous versions 5.3.x
The Data Cleansing Tool is available in the Off-line mode only.
Diagram 4.0
4.1
The Data Entry Tool Push Buttons:
The Data Entry Tool provides push button short cuts (diagram 4.1.0) for opening or
creating new incidents, creating new exposures, saving or closing incidents, and opening
or removing modules. The following subsections contain additional information on these
functions.
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Diagram 4.1.0
4.2
The Incident Menu:
The Incident menu provides the user the ability to create a New Incident, Open an
existing incident, Save an incident, Delete an incident, Generate a Report, and Close an
Incident, enter a new Exposure, check Validation Errors, or pick an Incident Template
and Exit NFIRS (diagram 4.2.0). This is a “pick and click” menu – the user clicks on
Incident, and then clicks on the choice of options.
Diagram 4.2.0
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4.2.1 New Incident:
When the user clicks New Incident, a pop-up window for Section A – Incident
Key will appear. Upon completing Section A, if the user has not checked “No
Activity”, the Basic Module will be created and appear as part of the Incident tree
in the Main View. Highlight Basic Module and then click on the Open push
button on the Incident Shortcut Push buttons under Module (see diagram 4.1.0),
or double click on Basic module. Enter requested information. To obtain codes
for coded fields, press F1 while cursor is placed in the field.
Based upon the values input in the Basic Module, additional Modules may be
required. These additional required modules will not automatically be added,
however, the requirement for additional modules will be called out during the
validation check. From the Add Module Tab, the User can select the module and
enter the requested information.
4.2.2 Open Incident:
When the user clicks on Open Incident, the Incident Search Window a pop-up
will appear. The user may enter values for all, some, or none of the available
fields. The more fields that are filled out, the more selective the search process
will be. If no fields are selected, the search will retrieve all incidents in the
database. When the pane is filled with retrieved incidents, the user may double
click on the appropriate incident to select and modify.
After the user selects the desired incident, the Incident Search Window will
minimize automatically. The user can maximize the window by clicking once on
the task bar at the bottom of the Desktop where the Incident Search window is
signified. The Incident Window will maximize in size and the user can select
another incident to open and view. To close the Incident search Window, click
once on the X in the upper right corner of the window.
4.2.3 Save Incident:
Information that has been entered may be saved by clicking on Save Incident on
the pull-down Incident Menu, or click on Save button on the Incident Shortcut
Push buttons (see diagram 4.1.0).
If validation errors are present when the user clicks on Save Incident, a prompt
will appear stating that Validation Errors Exist, offering the user the chance to
review and modify the incident as required. If the user clicks on No, the incident
will be saved as an invalid incident with validation errors. If the user clicks on
Yes, the validation window will appear. If the user clicks on Cancel, the pop-up
window will disappear and the incident is not saved. The user will be returned to
the previous window.
To make a back-up copy of incident data, the user may save incident data to a
floppy disk. The user must first save the incident(s) as described above and then
export the incident. To export the saved incident, open the Import/ Export Tool
(Section 5.1.2). Export the desired incident(s). When the Save Incidents to File
dialog box appears, save the file to 3 1/2 Floppy [A]. Name the file and click
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Save. The incident data on disk can be imported at a later date or opened in
Notepad.
4.2.4 Delete Incident:
In order for the user to delete an incident, an incident must be selected (refer to
section 4.2.2 to select an incident). The user will be prompted to ensure that this
is the desired action. Once deleted, the incident is removed from the system and
cannot be recovered.
If the user has not been assigned the Delete Incident permission from their
System Administrator, the Delete Incident option will be grayed out.
4.2.5 Generate Report (Forms Based Incident Report)
An incident can be generated as a Forms Based Incident Report in pdf format
using the information the user entered into the modules for the incident. These
reports generate the equivalent of the paper forms of the modules and can be
generated On-Line or Off-Line, an incident at a time. To view, save, and print the
reports, Adobe Acrobat version 3.02 or better is required on the user’s PC.
Adobe Acrobat Reader may be downloaded from the Adobe web site,
http://www.adobe.com/products/acrobat/readstep.html at no cost.
An incident must be open in order to generate a report. An incident is “open”
when the user sees in the Main View Screen the Groups Window on the left, and
on the right a hierarchical tree showing Section A - Key Information and Basic
Module, as well as any other modules that have been filled out for the incident.
The user can generate a report on a newly entered incident once the information
has been entered and saved, and before closing the incident.
To Generate a Forms Based Incident Report:
1. Click on Incident from the menu bar, then click on Generate Report.
2. The Set Reports Directory pop up window appears. The user may choose to
save the report to a different location and enter a report name, or click Save to
save the report to the default location and file name (diagram 4.2.5.0). The
default location is the Reports folder, a sub-directory of the NFIRS root directory.
The default file name will be: state.FDID.incidentnumber.exposure.pdf (diagram
4.2.5.1).
3. When the report has been successfully saved and generated, a pop up message
Reports Forms Generated Successfully will appear.
4. Click OK. The user will be returned to the Main View Screen.
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Diagram 4.2.5.0
Diagram 4.2.5.1
5. To view a report that was generated, minimize or close the Data Entry Tool.
6. Open Windows Explorer and locate the NFIRS root directory.
7. Double click on the Reports folder. The user will see a single .pdf file for the
incident report. Currently, all forms are available.
8. Double click on the file to open. Adobe Acrobat Reader will open the report in
pdf format.
Note: The first time a report is generated, the user may be prompted to locate the
Acrobat Reader Executable. Click OK. Then:
Locate the Abode Program folder and double click on it to open.
Locate the Reader folder and double click on it to open.
Locate the executable file and double click on it to open.
The Adobe Reader executable files are named:
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• Adobe Acrobat Version 3.02: acrored32.exe
• Adobe Acrobat Version 4.0: Acrobat.exe
• Adobe Acrobat Version 5.0: AcroRd32.exe
To print a report, the report must be open in Adobe Acrobat Reader. From the
Adobe File menu, choose the Print command.
4.2.6 Close Incident:
To close an incident, the user must either create an incident, or select an
incident. When the user clicks on Close Incident, a pop up window will appear if
the most recent changes to the incident have not been saved. The user can click
Yes to save the incident, No to disregard the changes, or Cancel the save
process and return to the previous window.
If the user has entered data for a new incident or modified an existing incident,
the user must save that incident data before selecting New Incident again.
Caution: If the user selects New Incident before saving the previous incident,
this causes the previous incident to close and not be saved.
4.2.7 New Exposure:
When the user clicks on New Exposure, the current exposure or base record will
be closed and a new incident exposure will be created by incrementing the
previous exposure number by one.
4.2.8 Validation Errors:
When the user clicks on Validation Errors, the Validation window will appear
(diagram 4.2.8.0). The Validation window displays both Critical and Warning
Errors. Warning Errors are strictly informational and do not effect the validity of
the incident; Critical Errors cause an incident to be invalid. If no Validation
Errors exist, the value for Total in this window will equal zero.
Diagram 4.2.8.0
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To generate the list of errors and save it to a file, save the incident but do not
close it. Specify the type of errors to be included: All or Critical only. Click the To
File button. Specify a location to save the file and name it. Click Save.
4.2.9 Templates:
The Templates choice has two modes. The first mode, Delete Template, is
active when there is no incident selected. When the user clicks on Delete
Template, the Template Selection window (diagram 4.2.9.0) displays a listing of
all templates available to the user for deletion. If the user has no templates, the
template selection window will not appear.
The second mode, Save Incident As, enables the user to save an incident
according to a template. A template facilitates entering incident data for those
users who have incidents with common field elements. For example, if a
department performs a regular run, the template saves the address and/or shift
personnel information eliminating the need to manually enter the data each time
the incident is reported. If the user enters primarily EMS incidents, it would be
desirable to set up a template to facilitate future entry of EMS incidents in order
to simplify keying of EMS incident data.
To create a template, an incident must first be created or open. After the user
adds the appropriate modules to “customize” the incident, click on
“Incident…Templates…Save Template As.” A pop-up Window will be displayed
in which the user is prompted to assign the template a name. (diagram 4.2.9.1).
It will save time locating the template in the future if the user chooses a
descriptive name. Note: save the template prior to entering Remarks text.
Multiple templates may be saved under the same name, but doing so may cause
confusion when retrieving templates. After entering a name, the user may either
click on the OK button to save the template or the cancel button to discard the
template.
Diagram 4.2.9.0
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Diagram 4.2.9.1
4.2.10
Exit NFIRS:
When the user clicks on Exit NFIRS, if the user has an open, modified incident, a
pop up window will appear asking the user: Exit NFIRS Data Entry Tool? Yes, No
or Cancel. If the user clicks on No or Cancel, the changes will not be saved and
the pop-up window will disappear returning the user to the previous window. If
the user clicks on Yes, a new pop-up window will appear informing the user that
changes exist: Save Incident Before Closing? Yes, No or Cancel. If the user
clicks on Yes, the Changes will be saved and the application will exit. If the user
clicks on No, the Changes will not be saved, and the application will exit. If the
user clicks on Cancel, the pop-up window will disappear, and the user will be
returned to the previous window.
If Validation Errors are present, the user will be provided the opportunity to
update and validate the incident. If the user has an open, unmodified incident,
the pop-up window stating that changes exist will not appear. If there are no
validation errors, the user will be prompted to confirm Exit, and upon
confirmation, the application will exit.
4.3
The Add Module Menu:
The Add Module Menu provides the user the ability to add Fire, Structure, Civilian Fire
Casualty, Fire Service Casualty, EMS, HazMat, Wildland, Apparatus, and Arson Modules
(diagram 4.3.0). In order to add a module, the user must either have an Incident open, or
be in the process of creating an Incident.* The user should highlight the module that is to
be added and click the open button on the main view screen. When the NFIRS Data
Entry/Validation Tool is first started, this menu will be grayed out.
*Reminder: Additional required modules will not automatically be added, however, the
requirement for additional modules will be noted during the validation check.
To remove a module, the incident must be open. Highlight the desired module to be
removed on the Main View Screen, then click on Remove push button in the module
section.
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Diagram 4.3.0
4.4
The Fire Department Menu:
The Fire Department menu provides the user the ability to enter and update the
department’s information and modify information about an existing Fire Department. The
user may enter and save additional information for the Fire Department, such as address,
number of volunteers, apparatus and personnel information; however only the FDID,
State, and Description (name) of the Department is required. The required information
creates the Fire Department’s header record in the National or local database which
allows the user to send or update information that pertains to the department.
An FDID must be available on the Main View Screen in order for the user to create the
Fire Department header. Fire Department Identification Codes (FDIDs) are assigned by
the state and entered in the system using the System Administration Tool. Contact your
State NFIRS Program Manager for further information.
When a user opens the Data Entry Tool to the Main View Screen, the fire department
FDID and name will display (diagram 4.4.0) in the Groups window.
NOTE: If the user sees the words FDID Not Found, this means the Fire Department
Header record has not been created. This header record must exist before the user can
begin to enter incidents.
To create a new Fire Department Header record, click on the FDID from the Groups
window. This will highlight the FDID and the words FDID Not Found. Click on Fire Dept.
from the Menu Bar and then click on New Fire Dept. The Fire Department screen will be
displayed. The FDID field will default to the fire department’s FDID the user is creating.
Enter the Fire Department name and information. There are two additional tabs,
Personnel and Apparatus (shown in diagram 4.4.1) in which the user may enter
additional information regarding the department. When the user clicks OK after entering
the desired information, the information has been saved and the Fire department’s
header record has been created.
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NFIRS 5.0
Diagram 4.4.0
Diagram 4.4.1
Viewing and Modifying An Existing Fire Department’s Information
To view and modify information of an existing Fire Department, the user must first click
on a department name in the Main View Screen (see diagram 4.4.0) and then click on
Fire Dept … Open Fire Dept (diagram 4.4.2).
Diagram 4.4.2
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NFIRS 5.0
The first tab, Department is where the user enters Fire Department specific information,
such as the number of paid and volunteer firefighters, the address of the fire department,
etc. The other two available tabs, Personnel and Apparatus enable the user to enter and
modify data about the department’s existing personnel and apparatus.
The push buttons Next and Previous enable the user to navigate through the three label
tabs and enter new or delete information. Above the push buttons are two windows that
provide the user information about how many pages of Personnel or Apparatus
information exist.
5.
The Tools Menu:
The Tools menu provides an interface to the NFIRS Client Suite. The tools provided
allow the Import/Export of incidents and fire department information including Conversion
of 4.1 and transaction files to NFIRS 5.0 format, System Administration, and Client
Configuration, and the local mode NFIRS Data Cleansing Tool which addresses known
data issues in Off-line databases. Note: Access to tools is user specific: if a user does
not have access to a tool, the option will be grayed out. For example, not all users will
have the option to access the NFIRS System Admin Tool. Only users who have been
granted System Administrator privileges can access the NFIRS System Admin Tool.
The Bulk Import Utility and the Bulk Export Utility are not part of the Client Suite Software.
Refer to the NFIRS 5.0 Web Site, http://www.nfirs.fema.gov for information on the webbased Utilities. The web-based Summary Output Reports Tool is not part of the Client
Suite Software, but is made available to all states for users who use third party software.
Contact the NFIRS State Program Manager or the NFIRS Support Center for information.
5.1
The Import / Export Tool
The Import/Export Tool provides the user the capability to import and export fire
department information and incident data. Users entering data in the Off-Line mode will
use the Import/Export Tool to import 5.0 delimited Fire Department and Incident data into
a database (National or local database), and/or to a text file or spreadsheet. The Import
/Export Tool is utilized to convert 4.1 Master files and 4.1 Add Transaction files to the
NFIRS 5.0 format. The Tool has been enhanced with an automatic mechanism which
detects the type of input file, parses (prepares) and validates the file, and then converts
and imports the data in the 5.0 format. Log files are created during import which provide
details of the process and validation errors that exist in the import file. The following
sections provide instructions to export and import 5.0 Delimited files. Section 5.1.5
provides complete instructions for the Conversion routine with 4.1 data files.
Since the previous Version 5.2.3 release, a "Once Valid / Always Valid" handling of
incidents has been included, such that an overwrite of an incident under the latest
version's rules via the Import mechanism will not result in the incident becoming invalid.
The .log and .err import log files will note errors specific to incidents under this condition.
Version 5.4 implemented a rules versioning whereby incidents are validated according
the Incident Date in the Key Information.
Users entering and saving Fire Department information and incidents in a local database
will use the Import/ Export Tool to send their information to the National Database. A
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connection to the Internet will be necessary. The first time a user is ready to send their
incident data from their local database to the National Database, they must first export
their Fire Department information to a file and then import the file to the National
Database. This will create the Fire Department header record in the National Database.
The Fire Department header record is required to properly store incidents for the fire
department.
Users may verify their Fire Department and Incident data was imported successfully to
the National Database or to their local database by clicking on Incident from the Menu
bar and then Open Incident. The Incident Search window will be displayed. Click on
Search to view all incidents or define the search criteria for a narrower search.
When the user clicks on the Import/Export Tool, the NFIRS Validation Tool window will be
displayed. The Validation Tool appears by default with only the Import and Export
selections available. When the user selects the Export check box (circular in shape), the
interface changes to display Incident and Fire Department check boxes (diagram 5.1.0).
The following sections describe the steps to utilize the Import /Export Tool to send Fire
Department information and Incidents created in 5.0 format to the National Database.
Diagram 5.1.0
5.1.1 Exporting Fire Departments – 5.0 Data:
To export Fire Department information, select the Export check box and select
the Fire Department check box (circular in shape). The Select Incidents push
button changes to Select Fire Depts. When the user clicks on the Select Fire
Departments push button, the Select Fire Department pop-up window will be
displayed (diagram 5.1.1.0) with a listing of fire departments available for export.
When the user clicks on a fire department in the hierarchy and then clicks the
Select push button, a Save Fire Departments To File pop up window (diagram
5.1.1.1) will be displayed. Users have the option of saving to the default
NFIRSv54 directory, or choosing a different location. Name the file and click
Save, or click Cancel to return to the previous window.
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Diagram 5.1.1.0
Diagram 5.1.1.1
Reminder: The first time a user is ready to send their incident data from their
local database to the National Database, they must first export and import their
Fire Department information. This creates the Fire Department header record in
the National Database, which is required to properly store incidents for the fire
department. The order of the procedure for first-time users is: export Fire
Department information, export Incident information; change configuration,
import Fire Department information, import of Incident information. The user can
verify the incidents were imported to the National Database at the end of the
procedure, while still On-Line.
In the Validation Tool window, a summary of the export process will be listed
when the Fire Dept export is finished (diagram 5.1.1.2). The beginning time of the
export process, the number of Fire Depts processed, and the file to which the
data will be stored is listed in the first section of the list. The second section lists
the number of Fire Depts being exported, the complete directory path to the
export file, and the export completion time.
Diagram 5.1.1.2
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The export process creates two files: an ASCII text file and a log file. The ASCII
text file is the original file which contains the fire department (or incident) data
and is the file the user will select during the import process. The log file provides
documentation of the export process. Diagram 5.1.1.3 shows a view of the
export files in the root directory and the icons that are likely to be displayed. The
file size varies according to the amount of Fire Dept (or incident) data. The user
may open and view the log file in NotePad or WordPad.
Diagram 5.1.1.3
To import the data to the National Database, the user must change Off-Line
access to On-Line access in the Configuration Tool. The Configuration Tool
allows the user to specify whether to import the data to a database or a flat file,
Accept Invalid Records, and/or Overwrite Existing Incidents. For more
information, refer to the Configuration Tool User’s Guide, available on the NFIRS
Users Documentation web page,
http://www.nfirs.fema.gov/users/usersdocs.shtm.
To change configuration from the Validation Tool window, click on the
Configuration button. The Configuration Tool will be displayed. Select the
Advanced tab. Check the box for On-Line access. Click Save and exit the
Configuration Tool. Exit the Data Entry Tool. Note: The Data Entry Tool must
be exited for the configuration change to take effect. Establish a connection to
the Internet. Open the Data Entry Tool and select the Import/ Export Tool.
The default settings in the Software Version 5.4 are Accept Invalid Incidents and
Overwrite Existing Incidents. If the user does not wish to import Invalid incidents,
uncheck the Accept Invalid incidents During Import check box.
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The following table outlines the steps to export Fire Department data.
Exporting Fire Department Data – 5.0 Data
Step
Action
Response
1
Exporting a Fire Department: Click on
Tools…Import/Export Tool.
Select the Export and Fire Department
check boxes.
Click on Select Fire Dept. button.
Click on (highlight) desired Fire
Department and click on Select.
Specify a location to save the file and
enter a file name. Click on the Save
button.
NFIRS Validation Tool launches.
2
3
4
5
The Select Fire Department push
button is activated.
Select Fire Department Window opens.
Save Fire Departments to File window
opens.
Fire Department data is saved.
5.1.2 Exporting Incidents – 5.0 Data:
When the user clicks the Export check box and the Incident check box, the
Select Fire Dept push button changes to Select Incidents. When the user
clicks on the Select Incidents push button, the pop-up Incident Export Selection
window (diagram 5.1.2.0) will appear.
The Incident Export Selection window enables the user to choose Incidents for
export based upon FDID, date, exposure, data version (4.1 or 5.0), validity, and
modification. The user can click on the FDID Look-up push button to select the
desired Fire Department and search for the incidents entered for that Fire
Department. When the Search button is selected, the top portion of the window
will list all available incidents for export. The middle portion of the window lists all
incidents that have been selected. The user may select all incidents by clicking
on the blue double down arrow, or the user can choose an individual incident by
highlighting the incident in the top portion of the Search window and then clicking
on the blue single down arrow. The user may narrow the search by entering
values in the fields in the lower portion of the window: Incident Number,
Exposure Number, entering a date range in the Incident Date fields, and by
clicking on the Only Modified Incidents check box.
When the Export push button is clicked, the Save Incidents to File dialog box is
displayed (the default directory is C:\ ProgramFiles\NFIRSv54). Name the export
file and click on Save. The export file of the selected incidents is created.
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Diagram 5.1.2.0
During the export process, in the main view screen of the Validation window the
status of the export process is recorded (diagram 5.1.2.1). A list of information
includes the beginning export time, the number of incidents processed, the
destination of the export (the newly created file), the selected action in process
(Exporting Incidents to File), the complete file destination, and when the process
is finished, “Export Complete.”
Diagram 5.1.2.1
The following table outlines the necessary steps to export Incident data.
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Exporting Incident Data – 5.0 Data
Step
Action
Response
1
Exporting NFIRS Incident Data: Click on
Tools…Import/Export Tool.
Click on Export and Incident check boxes.
Click on Select Incidents.
NFIRS Validation Tool launches.
2
3
4
5
6
7
8
Click on Search for all incidents or fill in
the Search Criteria at bottom of Incident
Export Selection window and click on
Search.
Highlight desired incidents and click on
single down arrow to select highlighted
incident, or click on double down arrow to
select all incidents.
NOTE: To remove an incident from the
selected incidents pane, highlight desired
incident and click on single up arrow to
select highlighted incident, or click on
double up arrow to select all incidents.
When selection process is complete, click
on the Export button.
Choose a location to save file to and click
OK.
Select Incidents push button appears.
Incident Export Selection Window
appears.
The top pane of the Incident Export
Selection window becomes populated
with Incidents matching the search
criteria.
Bottom pane of Incident Export
Selection. window becomes populated
with selected incidents.
Highlighted incidents are removed from
the selected incidents' pane.
The Save Incidents to File pop-up
window appears.
The incidents are exported, and the
export file is created.
The export files can be imported into a spreadsheet, a local database, or into the
National Database. To import the files into the National Database, the user must
change the configuration to On-Line, close the Data Entry / Validation Tool, restart the Tool, and establish an Internet connection. In the Configuration Tool,
click on the Advanced Tab. Check On-Line Access and click Save. Exit the
Configuration Tool. Exit the Data Entry Tool for the configuration change to take
place. When the Data Entry /Validation Tool is re-opened, the user can begin the
import process.
Reminder: The first time a user imports data into the National Database, the Fire
Department export file must be sent before the incident file (s) in order to create
the header record for the department.
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5.1.3 Importing Fire Departments - 5.0 Data:
To import fire department information, the user will click on the Import check box
(diagram 5.1.3.0).
Diagram 5.1.3.0
When the user clicks on the Select Import File push button, the Import File
Selection pop-up window will be displayed. The user is able to navigate through
the directory structure to locate the file for import. To select a file, highlight the file
and click the Open button, or double click on the file.
A Confirm/Change File Type Selection box will be displayed (diagram 5.1.3.1).
If the file selected for import is Fire Department information, confirm that the Fire
Depts check box is checked. A file containing both Fire Department and Incident
information can be set to process by selecting the Fire Depts and incidents check
boxes. To accept the file selection, click on the Accept button. Click on the
Cancel button to return to the Validation main view screen. (If the file selected
does not contain the specified data type, the user will be prompted to choose
another file).
Diagram 5.1.3.1
The automatic parsing and validation of the selected file begins. The status
‘Importing File’ will be displayed in the white rectangular box in the lower left
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corner and will change to ‘File Validation Complete’ when the validation process
is finished. In the Validation window (diagram 5.1.4.0), the Parse and Validation
Statistics will be displayed in list form. The list includes:
•
•
•
•
the total number of records read
the number of Fire Departments records accepted
the number of Incident records accepted
and the number of records from the input file rejected
Note: A “record” is one row of a data file, therefore one incident may contain
several records.
The list in the Validation dialog box will include information about the transaction
in list form. File names are appended with an underscore ( _ ), the information
type contained in the records (fd or inc), the data type of file without punctuation
(50 or 41), Fire Department or incident type records. The complete list of
information includes:
•
•
•
•
•
•
the time the file was set to process
the complete file name
the Transaction Type (TransType)
Import Target (database or flat file)
Database mode (On-Line or Off-Line
Accept Invalid Incidents During Import: true or false (yes or
no)
The Configuration push button launches the NFIRS Configuration Tool (see the
NFIRS Configuration Tool documentation for further information). The Close
push button closes the NFIRS Validation Tool.
The following table outlines the necessary steps to import Fire Department data.
Importing Fire Department Data – 5.0 Data:
Step
Action
Response
1
Importing Fire Departments Data: Click
on Tools…Import/Export Tool.
Click on Import check box.
Click on Select Import File button.
Click on the file to import and then click
Open.
NFIRS Validation Tool launches.
2
3
4
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Import check box is checked.
Import File Selection box will display.
The Validation and Import Process
begins.
Data Entry Tool Users Guide
5.1.4 Importing Incidents –5.0 Data
To import 5.0 incidents, select the Import check box. The Select Fire Dept button
will change to Select Incidents. When the user clicks on the Select Incidents
button the Import File Selection pop up window will be displayed. The user can
navigate through the directory structure to locate the desired incident file created
during export. To import the file, highlight the file and click Open, or double click
on the desired file. The import process will begin.
Information about the import process will be listed in the dialog box of the
Validation Tool upon completion of the import process (diagram 5.1.4.0). The
import process validates and imports the data to a database (User’s Off-Line
database or the National Database, or to a flat file), and the results will be
displayed in the Validation Tool dialog box. The results of the validation and
import process are documented in files which can be located in the sub directory
folder named Out. The user may locate and view these files by clicking on the
View File button. Diagram 5.1.4.1 shows the out folder after the import of both an
FDID Information file and an Incident data file. The user should refer to the out
folder’s files to verify import success.
Diagram 5.1.4.0
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Diagram 5.1.4.1
With the January 2006 Specification cycle, incidents’ validation according to
Incident Date was implemented in the National database and in the USFA client
NFIRS 5.0 software Version 5.4. The previous Version 5.2.3 release included A
"Once Valid / Always Valid" handling of incidents such that an overwrite of an
incident under the latest version's rules via the Import mechanism will not result
in the incident becoming invalid. The .log and .err import log files will note errors
specific to incidents under this condition.
The following table outlines the steps to import Incident data.
Importing Incident Data – 5.0 Data:
Step
Action
Response
1
Importing Incidents: Click on
Tools…Import/Export Tool.
Click on Import check box.
NFIRS Validation Tool launches.
2
3
4
In the Import File Selection pop up
window, locate the file to import.
Highlight the file to import and then click
Open.
The Select Fire Depts button will
change to Select Incidents.
The Validation and Import Process
begins.
5.1.5 Conversion of 4.1 Master and Transaction Files to NFIRS 5.0
format:
The NFIRS 5.0 Data Entry/Validation Tool provides the user the tools needed to
convert 4.1 data to 5.0 format. NFIRS 4.1 data is specifically marked as
originating from 4.1 compliant software and is validated against the 4.1 specific
rules. The NFIRS Import/Export Tool provides an automatic recognition
mechanism to detect the type of file selected for conversion and provides
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Data Entry Tool Users Guide
automatic parsing (preparation) for three file types: 5.0 Delimited, 4.1 Master
files, and 4.1 Transaction files. The user will follow the same procedure as
importing 5.0 data files when converting the 4.1 Master and 4.1 Transaction files
into the NFIRS 5.0 format. For import instructions of 5.0 Delimited files, refer to
section 5.1.1.
A file selected for conversion must contain all 4.1 Master file records or all 4.1
Transaction records. The selected 4.1 file may contain, however, both Fire
Department and Incident data. When the user selects a file for import, the
automatic sensing mechanism will be engaged. This mechanism determines the
type of file by the number of bytes it contains. A Master file contains 106 bytes
per record. If a Master File has already been parsed, it will contain 108 bytes
because the state information has been added. A transaction file contains 80
bytes. Only Add Transactions will be parsed and imported. Change and Delete
Transactions will not be parsed and imported.
Note: With previous Version 5.2.1, a sort mechanism was added to ensure 4.1
master files in which incidents were not arranged by incident type to be sorted by
record type prior to parse and import. If the file is sorted, it replaces the original
file. Users are recommended to save a backup copy of original 4.1 master
files.
The white rectangular box in the lower left corner of the Validation Tool screen
will display the status of the parsing and validation process. A summary of the
conversion process and the import process will be displayed in the Validation
Tool dialog box upon completion of the process. The results of the validation and
import process are documented in files that can be located in the sub directory
folder named Out. The user may locate and view these files by clicking on the
View File button. Diagram 5.1.4.0 shows the out folder after the import of a 5.0
incident file. The user should refer to the files to verify import success.
To import and validate 4.1 data, the Import to Database checkbox must be
selected on the User Options Tab in the Configuration Tool. This is the default
setting.
To access the Import/Export Tool, in the Data Entry Tool under the Tools menu,
select the Import/Export Tool. The NFIRS Validation Tool window will be
displayed with Import selected by default (diagram 5.1.5.0)
Diagram 5.1.5.0
To begin the conversion process, click on the Select Import File button. The
Import File Selection dialog box will be displayed. The user can navigate through
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Data Entry Tool Users Guide
the directory to locate the file to import. Highlight the desired file and click on the
Open button, or double click on the desired file to begin the parsing and
validation process. The sensing mechanism automatically determines the file
type by reading the first one hundred records of the file.
The Confirm/Change Selected File Type dialog box will be displayed (diagram
5.1.5.1), in which the user verifies the file type detected by the sensing
mechanism. If the file contains different information than shown in the
Confirm/Change dialog box, the user may select the appropriate check boxes.
Note: If the file contains both Incidents and Fire Depts, both boxes must be
checked. When the user clicks the Accept button, the parsing and validation
process begins. A message may appear briefly in the lower left white message
box: Creating Parallel Database Connections..., which changes to the message:
Importing File… If the Cancel button is clicked, the user will return to the
Validation Tool main view screen.
Diagram 5.1.5.1
In the white rectangular status box at the lower left corner of the Validation Tool,
the status of the parsing and validation process will be displayed. During the
process the message will read: “Importing file…,” and upon completion the
message will read: “File Validation Complete.” The blue status box may
completely fill during the process, however, the validation and import may not be
complete and the user must wait for the File Validation Complete message
before inputting another file or reviewing log files. The Stop button will interrupt
the parsing process. If the Stop button is clicked, the user must input the file
again. If a message “Exception During Import” displays in the Validation Tool
dialog box, the user must refer to the out folder to find the cause of the error
(refer to Section Sub Directory “Out”). Note: The parsing and validation process
time depends on the amount of records the file contains. The user must allow
more time for larger files to be processed.
The Validation Tool Dialog Box
Upon completion of the parse and validation process, the Validation Tool dialog
box will provide a summary of the Parse and Validation Statistics in the
Validation Tool window. The scroll bar on the right of the Validation window
allows the user to view the complete list. Below is an explanation and diagrams
of the Parse and Validation Statistics of a sample file that contains fire
department and incident information. Refer to the Section Sub-Directory “Out”
for a description of the files that are created and placed in the out folder.
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Data Entry Tool Users Guide
The first section in the dialog box shown in Diagram 5.1.5.2 is the parse and
validation statistics. These statistics refer to Records Read, Fire Dept and
Incident Records Read, etc. Note: One record is one row in the data file. For
example: in a 4.1 data file, a single Fire Department transaction is comprised of
two records.
The second line in the list shows the Total Records read. Line three is the Fire
Department Records Accepted. Records not accepted are not processed. Line
four is the number of Incident Records Accepted. Note: One incident may
contain several records. Line five is the total number of Records Not Selected.
The user is referred to the Parse log, a separate file created and placed in the
out folder. The Parse log provides details of the incidents not accepted, for
example: the bad record is followed by a message such as “An incident exists
without the associated FD record.” Line six is the total number of Records Failing
Validation, and the user is referred to the Validation log, a separate file created
and placed in the directory folder. Line seven reports the conclusion of the
parsing and validation process and records the start of the import process.
The second list in the Validation window (shown in diagram 5.1.5.2) provides a
summary of the incident information contained in the input file after it has been
parsed and validated. Line one provides the Total Number of Incidents in the
record. Line two is the number of Valid Incidents. Line three is the number
Incidents Rejected because of validation errors. Line four is the Total Number of
Exposures. Line five is the number of Valid Exposures. Line six is the total
number of Exposures Rejected. In the sample file, the rejected exposure most
likely was an exposure which had no originating incident.
Diagram 5.1.5.2
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Data Entry Tool Users Guide
The third section of the list provides information at the completion of the import
process about the Fire Department records contained in the file (diagram
5.1.5.3). The list begins with the time the input file was set to process. Line two
is the location and name of the file. The file name will be appended to include
data, information, and file types. The naming convention is:
filename_repaired41_informationtype41_filetype.txt
Line three provides the Transaction type (Master or Transaction file) and the
information type (Fire Departments or Incidents). Line four states whether the
user’s Import Target was a Database or a Flat file. Line five states the Database
Mode at the time of the process (either On Line or Off Line). Line six states if in
the Configuration Tool the Accept Invalid Incidents when Importing box is
checked. If line six states True, the check box is checked. If line six states
False, the box is not checked.
The last three lines in the third section state closing conditions of the Fire
Department records’ parsing and validation process. Line seven states the
location of the log files created (Placing original file in out directory). Line eight is
the time the import process is completed, and line nine states the Total
Transactions Processed. In the sample file, the two Fire Department records
constitute the information for a single Fire Department, therefore one transaction
(one Fire Department) was processed.
The fourth section of the list provides a summary of the records that contain
Incident information (diagram 5.1.5.3). The list provides the same information as
the Fire Department section, except the processing time for each one hundred
records is recorded.
The destination of the location of the log files is noted (Placing original file in out
directory). The validation and import completion time is stated.
The last section, Incident Import Summary, states the total number of valid and
invalid incidents processed number of deleted incidents, import failures, and a
total of successful imports. The destination of the log files is recorded on the last
line.
Diagram 5.1.5.3
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The Sub-Directory Folder “out”
When the user closes the Validation Tool dialog box, the statistics will be cleared
from the screen. The statistics and the import file processing information is
documented and stored in the “out” sub-directory.
The user should view the files created to check for validation errors and
transaction errors (bad data). The files in the out folder have the appended
name assigned during the detection and parsing process. The naming
convention is:
originalfilename_informationtype41_transactiontype.filetype
To view the files, click the View File button. In the Load Log File pop up window,
locate the folder named “out” and double click on it. The out folder contents will
be displayed (diagram 5.1.3.4).
Diagram 5.1.3.4
The .err file contains a listing of all the validation errors. If no
validation errors are present in the data, the file will have no contents.
The .log file contains a reading of the Validation and Import process. The
.out file contains a listing of all good transactions. The .bad file will contain
the bad transactions. If there are no bad transactions, no .bad file will be
created. The parselog.txt contains a summary of the number of records
read, accepted, and rejected during the 4.1 parsing process. The
validationlog.txt will contain detailed explanation why the transactions did
not pass validation and a summary of the parsing statistics.
The user can verify that the 4.1 data was entered into the department by
conducting an Open Incident Search for the specific department.
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5.2
The System Admin Tool:
From within the System Administration Tool, the Administrator may modify and
add users from the Administrators group tier and below. Note: Not all users will
have access to this tool.
When the user clicks on the System Admin Tool, a pop-up window for the NFIRS
5.0 System Admin Tool will appear. See the System Administration Tool
Documentation for additional information. The ability to access the Special
Studies, Chemicals, and Codes (for Plus One Codes implementation) interfaces
from within the System Admin Tool. System Admin permissions is necessary to
access the System Admin Tool, and the Program Admin permission will be
necessary to save changes made in interfaces.
5.3
The Client Configuration Tool:
The purpose of this tool is to allow user maintenance for options and settings.
From within this Tool, the User specifies On-Line or Off-Line use, whether to run
against a local or remote database, select the database type, the file location
and type for import/export data, whether data encryption is to be used, and
firewall settings (if present). Most users will use the Configuration Tool to verify or
change their system’s access mode; i.e., from Off-Line mode to On-Line mode
and select the database type.
With NFIRS 5.0 Version 5.4, the default mode has been changed to On-line
Access.
When the user selects on the Client Configuration Tool, the NFIRS 5.0
Configuration Tool will appear. Refer to the NFIRS 5.0 Configuration Tool
Documentation for further information.
5.4
NFIRS Data Cleansing Tool (Off-line only):
Per Users' requests, the capability to run scripts to clean up specific data issues
in local databases has been included in the previous USFA Client Software
version 5.2.3. These scripts are the same scripts that are run on the National
Database prior to generating the public data format to remove invalid values, for
example, null identifiers -32xxx), and remove specific known issues such as
negative numbers in EMS Module Age fields.
Not all users will need to use the Data Cleansing Tool. Not all scripts may be
desired at the state and local level. Prior to using this Tool, contact your State
Program Manager or NFIRS Support Center for more information on the optional
use of the Off-line Data Cleansing Tool and its scripts.
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When a script is run, the data value(s) affected by that script will be changed in
the local database. It is not possible to undo or return the original data values(s)
to the local database unless the user re-imports the original data file, or uses the
back up copy and deletes the database file to which the script(s) were applied.
Prior to opening the Data Cleansing Tool, make a back up of or copy the local
NFIRSv54 database. For Access users, the database file is named:
NfirsdataV54.mdb (not .ldb). Its default location is: C:\Program
Files\NFIRSv53\Database\
The Version 5.4 Data Cleansing Tool includes thirteen scripts to address these
specific data values and fields (note: these scripts are the same as previous
version 5.3 and 5.2.3):
Script 1: Set NFIRS Version number in 5.0 incidents to 5.0 if 05.00, 0500,
5.00,etc.
Script 2: Clean up unconverted Heat Source codes
Script 3: Fix invalid Mobile Property and Equipment Involved years.
Script 4: Remove Fire Modules from non-fire incidents
Script 5: Clear age field in Wildland Module if age is 1
Script 6: Set property use conversion to 400 when equal to 409
Script 7: Set Not Residential flag based on Property Use
Script 8: Clear invalid civilian injury dates ( prior to 12/31/1969)
Script 9: Clear EMS Casualty Age if negative number.
Script 10: Clear large negatives in FD-related fields (less than -999)
Script 11:Clear large negatives in incident-related fields (less than -999)
Script 12 Zero large values in-FD field Number-of-Paid-FFs- (greater than 10000)
Script 13: Populate G1 Resource fields with counts from Apparatus/Personnel
Module if Local Forms Used =Yes.
Note: The script to address the G1 resources has a version for a local
Oracle database. The local Oracle database script should be selected by
users with Oracle, MS SQL Server 97 and MS SQL Server 2000 Users.
The Appendix C lists each of the SQL scripts in detail, including the tables and
fields affected in the database when each script is executed.
5.4.1 Using the Data Cleansing Tool
The Data Cleansing Tool is available in the Off-line mode only. To access the
Data Cleansing Tool, open the Data Entry Tool and from under the Tools menu
select Data Cleansing Tool.
Before applying any of the scripts, verify a back up copy of the NFIRS local
database has been made.
Diagram 5.4.1.0 shows the data Cleansing Tool scripts available for selection.
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Diagram 5.4.1.0
To select a script to run, highlight it. Click the Apply Selected Fix(es) button. The
script will be executed. In the message bar at the bottom of the Data Cleansing
Tool window, the amount of rows in the database affected by the script execution
will be displayed. Note: This is not the number of incidents affected. The number
of rows may not be equal to the number of incidents affected by the script
execution. For example, The script for the NFIRS Version check and reset to
"5.0" will show a row affected for each occurrence of "5.0" in the INCIDENTKEY
table. The G1 Resources script may show no rows affected, even if counts have
been derived and populated in the IN_Basic table.
When a script is applied, specific data values in the local database are changed.
Exports of data following the execution of a script(s) will contain the changed
values. For example, if an incident saved to the local database contained an Age
of 1 in the Wildland module, after the script which addresses this issue is
executed, that incident will no longer contain an Age value of 1 in the Wildland
Module. Refer to Appendix C for details on each script.
When an original data file is imported and Overwrite Existing incidents is
specified, the original bad data values will be saved once again to the database.
The Data Cleansing Tool window displays the status of scripts which have been
made available to execute against the local database. In the column named:
Applied? a check mark designates that the script has been executed on the local
database. The Last Applied Date displays the date the script was executed.
Note: When working with multiple copies of Off-line databases, for example, a
database file for each specific year, The Last Applied Date is not database
specific.
Upon subsequent openings of the Data Cleansing Tool, the scripts may be
displayed according to the selections: All, Applied only, or Unapplied Only.
Future functionality includes the Import Fixes From File button, which will enable
the user to add new scripts to the NFIRS 5.0 application. If additional scripts are
created for data maintenance, the NFIR 5.0 user community will be notified by list
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message. The Imported On date displays the date a new script is imported to
the NFIRS 5.0 application. The Published On Date is the approximate date the
script was made available to the user community.
Refer to the Appendix C for details on each script.
5.5
The Advanced Menu:
The Advanced Menu (diagram 5.5.0) provides an interface to change passwords,
synchronize a local database to the National Fire Incident Reporting System
database, and View the logs created by Event Logging (see NFIRS
Configuration Tool Documentation).
Since the release of previous Version 5.2.1, new passwords must meet the
FEMA standard. Users must enter a password consisting of 8 - 15 alpha-numeric
characters using this utility.
Diagram 5.5.0
Correct password format must have a minimum of 8 alpha-numeric passwords,
and should not be easily guessed or related to the user' personal life or
occupation, for example, birth dates, initials, spouse's names, etc.
To change a user password, click on Advanced … Change Password. When the
Change Password Dialog box appears, the user must enter the old password,
and then enter and confirm a new password (diagram 5.5.1).
Diagram 5.5.1
The user may synchronize their user account and FDID information with the
National Fire Incident Reporting System database by clicking on Advanced
…Remote Synch. Note: The user must have an active Internet connection prior
to clicking on Remote Synch. This option is unavailable if the user is working in
the On-Line mode. The user should perform synchronization to the National
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Database on a periodic basis to ensure that all user account and group
information is current. Remote Synch does not involve incident data..
The user is given the option to enable different levels of Event Logging in the
NFIRS Configuration Tool. To view logs the user must click on Advanced …
View Logs, and then click on a type of log – choices include Events, Exceptions
and Statistics (diagram 5.5.2).
Diagram 5.5.2
6.
Editing Modules
The NFIRS Data Entry/Validation Tool is designed to work in a modular fashion. All data
is entered in one or more of the Modules. The modular design allows data entry
procedures to be uniform throughout all modules.
There are various types of fields in the Modules, such as pull-down menus and check
boxes. This section will discuss each type of field the user will encounter when editing
Modules.
When the cursor is placed in a field and the Tab key is pressed, the cursor or focus will
advance the next field.
6.1
Tabs:
At the top of the Modules are Label Tabs. On each Tab is a listing of the Module
Sections located at the Tab. In order to navigate through the sections of a Module, the
user has the option of clicking on a tab (diagram 6.1.0) or clicking on the Next Tab Push
Button (diagram 6.1.1).
Diagram 6.1.0
Diagram 6.1.1
6.2
Buttons – OK and Cancel:
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Each of the Modules will have an OK and Cancel button (diagram 6.2.0). If the user
single clicks on the OK button, data entered will be validated and if validation is
successful, saved. Clicking on the Cancel button will discard the entered data and exit
the module.
Diagram 6.2.0
6.3
Buttons – Yes No and Cancel:
If validation finds problems with the entered data, the user will be given the opportunity to
review and correct validation errors or save the Incident with validation errors (diagram
6.3.0). To review validation errors, click Yes. To save the Incident with validation errors,
click No. To cancel the save and return to the previous window, the Cancel button should
be clicked. If the Cancel button is clicked, the pop-up window will disappear.
Diagram 6.3.0
6.4
Required and Optional Fields
Each module contains data entry fields. Diagram 6.4.0 shows the first tab of the Basic
Module. Data entry in certain fields is required for the incident to pass validation.
Required fields will appear as yellow rectangular boxes. Depending upon the modules
added, additional fields may be required. If data is not entered in a required field, the
omission will be indicated during validation. All other fields are optional. In some
instances the required fields may be a free-form text field, such as entering a Street
address. In other instances, a field may require a code lookup. Information about
whether a field requires a single code or allows multiple codes will be displayed on the
status bar on the bottom-left hand side of the screen. Either double clicking on the field
or pressing F1 on the keyboard activates the Codes look-up list box (diagram 6.4.1 and
diagram 6.4.2).
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Diagram 6.4.0
Diagram 6.4.1 shows the Code Lookup box for Incident Type which appears when the
user either double clicks in the Incident Type field or presses F1 on the keyboard with the
cursor entered in the Incident Type field. Diagram 6.4.2 shows a Multiple Code Selection
box for the Actions Taken field of the Basic Module..
Diagram 6.4.1
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Diagram 6.4.2
6.5
Pull-down Menus:
A pull-down menu provides the user the opportunity to select from a list of data
(diagrams 6.5.0 and 6.5.1). Initially the field with a pull-down menu will appear as a blank
rectangle with an arrowhead facing down. Click on the arrow to display selections.
Highlight the desired selection and click again to insert the selection into the field.
Diagram 6.5.0
Diagram 6.5.1
Or, the user can click on the field and enter the first letter of the word they wish to input.
The first entry in the pull-down list starting with that letter will be input. If the same letter
is pressed again, the next word in the pull-down list is input.
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As an example, in the State field of the Basic Module, when the letter “V” is pressed, the
State of Vermont is selected. When the letter “V” is pressed again, the Virgin Islands is
selected. If the user enters “VI” the State of Vermont will be selected for the “V” followed
by the State of Idaho for the “I”. If the user clicks on the arrowhead, the pull-down menu
is displayed. The user must click on a value in order to select it.
Note: In Software Version 5.3, the Street Type code must be selected by using the drop
down box and scroll bar or by making a text entry. The Street Type field is no longer a
coded field, but was expanded to include U.S. Postal abbreviations.
6.6
Free Form Text Boxes:
The fields without pull-down arrows are free form text boxes. The field for Street or
Highway is a free form text box – the user is allowed to enter data in a free form format,
e.g., Victoria or HCR 51 Box 255.
6.7
Components of the Single Code Look-up List Box
The look-up list box may contain mutually exclusive check boxes in an extended list,
which may be navigated by clicking on the up or down arrowhead, push buttons, and text
boxes for searching through the extended list (diagram 6.7.0).
Diagram 6.7.0
6.7.1 Extended List:
The extended list is hierarchical in structure. A plus (+) or minus ( -) sign next to
a heading indicates a branching tree structure is present. If the user clicks on the
plus sign, the branch will expand providing a more detailed offering. Once the
branch has been extended, the plus sign will change to a minus.
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Selecting a plus (+) heading will result in validation errors, as it is not a valid
selection. Only lowest members in the hierarchy are valid selections. From the
example provided (diagram 6.7.0), “Area of Origin” is a top level heading (+),
and is an invalid selection, as is “ (1) Assembly of Sales Areas (Groups of
People),” however, “ (01) Corridor, Mall” is one of the lower extensions of the
Area of Origin “branch,” and is a valid selection. Clicking on a minus sign will
collapse the extension and return the plus branch view.
6.7.2 Check Boxes:
As shown in the preceding diagram, a check box (sometimes referred to as a
“radio button” when circular in shape) is a point-and-click data entry tool. The
check boxes Numerical and Alphabetic are exclusive: only one can be checked
at a time, and if Numerical is checked, the Alpha Search text box is grayed out
(rendered inactive).
6.7.3 Arrowheads:
The arrowheads shown in the above diagram are a point and click tool used to
scroll the extended list up or down. Clicking in the bar between the arrowheads
will cause the extended list to page down, as opposed to scrolling down one line
at a time.
6.7.4 Push Buttons:
The Push Buttons shown in the above diagram are also point and click data entry
tools. In the Codes Lookup window, clicking on the Select button will select a
highlighted code. Note: Selection of codes can also be accomplished by double
clicking on a code in the Codes Lookup extended list. Clicking on the Cancel
button will cancel the selection of a highlighted code and exit from the Codes
Lookup window.
6.7.5 Text Boxes:
In the discussion on Check Boxes reference was made to a Text Box adjacent to
the Check Boxes. This Alpha Search text box can speed up the selection of
Codes by clicking on Alphabetic and then beginning to type the name of the
code. For example, if Alphabetic was clicked, and the user began typing
“awning” (note: no quotes should be entered) the code for awning will become
highlighted. The more letters that are typed, the more specific the selection
becomes. Thus, typing the letter “a” may cause the highlight to be on “(11)
Arena” whereas typing “aw” will cause the highlight to jump to the code for
“awning.”
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6.8
Components of the Multiple Code Look-up List Box:
The Multiple Code Look-up List Box (Diagram 6.8.0) contains Available Codes and
Selected Codes lists, Code Selection and Deselect push buttons, List Navigation
arrowheads, and OK and Cancel pushbuttons. This format is used when more than one
code can be captured for a single data element.
6.8.1 Available Codes List:
The Multiple Code Look-up List Box offers the user multiple codes to select from.
From the Available Codes List, the user can select codes in one of three ways,
as described in the next three subsections.
6.8.2 Double Clicking:
The user may select a code by double clicking a code from the selection list. The
user may double click on one code after another to select multiple codes. To
deselect a code, double click on the code in the Selected Codes window.
6.8.3 Single Clicking with Control Key:
The user may select a code by single clicking, holding the control key and then
continuing to single click codes. As each code is single clicked, it will be
highlighted. If a code from the list is to be deselected, single click the code
again, and the highlight will disappear. When the selections are complete, single
click on the code selection arrowhead (diagram 6.8.3.0). To deselect codes, use
the same method from the Selected Codes window, or double click on one or
more codes in the selected Codes window.
Diagram 6.8.0
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6.8.4 Single Clicking with Shift Key:
The user may select multiple codes in sequence by clicking on the first code in
the list and while holding the shift key, clicking on another code above or below
the code. This action will highlight all codes inclusive above or below the first
code clicked. To select, single click on the code selection arrow (pushbutton in
the form of an arrow). To deselect codes, use the same method.
6.8.5 Arrowheads:
Scrolling through Available and Selected Codes can be accomplished by single
clicking on the pushbutton in the form of an arrow.
6.9 The Special Study Tab (Basic Module)
The Special Study Tab in the Basic Module enables users to enter codes and
information that pertain to a special study being conducted at the state or local
level. The Special Study Tab is viewable by all users, but a special study must be
implemented by a State Program Manager or System Administrator. If a special
study has been implemented for the user's department or login level, specific
codes and descriptions will be available through the F1 Key Codes Lookup
where applicable. The user may select Applicable Studies or All Studies when
searching for studies available for reporting. If a Special Study has not been
implemented and a user enters data in the Special Study ID or Special Study
Value fields, a warning will be listed in the Validations warnings upon saving the
incident.
7.
Exiting the NFIRS Data Entry/Validation Tool:
Push buttons provide the user the opportunity to Open or Remove one or many Modules
prior to exiting the NFIRS Data Entry/Validation Tool, as well as to Save an Incident, or
exit the NFIRS Data Entry Tool without saving an Incident (diagram 7.0). Note: No data
is saved unless the user clicks on the Save push button in the Main View or the Save
button on the pop-up window which appears if changes have been made, and the user
clicks on the Close push button in the Main View (diagram 7.1). If the user clicks on the
No push button (diagram 7.1) the changes made to an Incident will not be saved. If the
user clicks on the Cancel push button (diagram 7.1) the pop-up window will exit, and the
user will be returned to the Main View.
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Diagram 7.0
Diagram 7.1
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8.
The NFIRS Rapid Start-Up Guide
8.1
Introduction to the NFIRS Rapid Start-up Guide
The Rapid Start-Up Guide’s purpose is to outline key steps needed to get the
User using the National Fire Incident Reporting System as quickly as possible.
Only the key points are described below. For details on the Tools described
below and other Tools available with the NFIRS 5.0 Data Entry Tool System,
refer to the previous sections of this Manual.
For a Tutorial on how to download, install, and begin using the software refer to
the Tutorial posted on the NFIRS web site at
http://www.nfirs.fema.gov/users/tutorial.shtm. The Tutorial can be downloaded
and printed so the user may have a reference guide while in front of the
computer.
Users download the NFIRS software from the NFIRS Web Site. Access this site
by going to www.nfirs.fema.gov.
8.2
Download and Installation of the NFIRS Software
1. Go to www.nfirs.fema.gov and click on the User Section Homepage, then on
the sidebar link: User Login
2. Enter User account info in the Login screen and click on Login.
3. Locate the Download Software link in the sidebar and click on it.
4. On the Download Software page, click on the FTP link for Version 5.4.1.
5. In the File Download notice box, click on the link Download Now.
6. Save the File to a folder (refer to the Software Version 5.4 Readme.txt file or
to the Tutorial for in depth instruction and screen shots on choosing the
destination folder). Download of the file will begin.
7. When the download is complete, locate the file you saved to the folder. (See
Step 5)
8. Close all programs and double click the executable file to install.
8.3
Starting the Data Entry Tool: User Injection Process
Microsoft Access 97 Users
1. In the Configuration Tool on the Advanced Tab, verify the Off-line Access
box is checked.
2. Start the Data Entry Tool by going to Start…Programs…NFIRSv54…Data
Entry Tool.
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3. The Off-Line Login Screen will be displayed. Click the OK button. (Leave
the fields for Username, State or Password blank.)
4. This will begin the User Injection Process.
5. The User will be prompted: Would you like to inject a User from the On-Line
Database? Click Yes.
6. The NFIRS Login Screen for On-Line use will display. (You need to have a
connection to the Internet.) Enter your Username, State and Password.
7. User Injection will begin.
When User Injection has completed, the User is ready to work Off-Line.
8.4
Starting the Data Entry Tool: Database Setup and
User Injection
Microsoft Access 2000 and Access 2002 Users
1. After successful installation, locate the NFIRSv54 root directory.
2. Double click on the Nfirsdatav54.mdb file to open it.
3. Select the Convert Database option.
4. In the "Convert Database Into" save in field, specify the NFIRSv54 Database
folder.
5. Accept the default name for the database (default name: db1.mbd). This
name will be changed later. Click Save.
6. When complete, close the database and the Access 2000 (or 2002) program.
7. Rename the original NfirsdataV54.mdb (suggestion: origNfirsdataV54.mdb).
8. Rename the new database NfirsdataV54.mdb If file extensions are hidden
on the PC, rename the database: NfirsdataV54
The database has been converted. The user must now select the Database
Type.
9. Open the Configuration Tool.
10. Verify the Off-line Access Check box is checked.
11. In the Database Type drop down box, select Access 2000 (or Access 2002).
12. Click Save and exit the Configuration Tool. Proceed with initial User Injection.
13. Open the Data Entry Tool.
14. Leave the Off-line login screen blank and click OK.
15. Click YES to "Would you like to inject a user from the On-line database?"
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16. Connect to the Internet (if automatic dial up does not occur).
17. Login to the On-line database.
18. Create a password for the Off-line database, if desired, or enter On-Line
password.
19. When the User Injection/Remote Synch is complete, a message will display:
"Your Internet connection is no longer required."
8.4
Starting the Data Entry Tool (Off-Line Mode)
1. Open the Configuration Tool by going to
Start…Programs…NFIRSv54…Configuration Tool.
2. Click on Advanced Tab.
3. Check the box to specify Off-Line Access.
4. Click Save…OK…Exit Configuration Tool.
5. Start the Data Entry Tool by going to Start…Programs…NFIRSv54…Data
Entry Tool.
6. The NFIRS Off-line Login screen will displayed . Enter Username, State and
Password. Click OK
7. The Main Screen View of the Data Entry Tool will be displayed.
8.5
Starting the NFIRS Data Entry Tool (On-Line Mode)
1. Establish a connection to the Internet.
2. Start the Data Entry Tool by going to Start…Programs…NFIRSv54…Data
Entry Tool.
3. The NFIRS Login screen for On-Line will display. Enter Username, State
and Password. Click OK.
4. Once the connection is complete, the Main Screen View will appear. The
User will see at top of screen: NFIRS – Data Entry Tool Version: 5.4.1
8.6
Begin Using the Data Entry Tool
Fire Department – Personnel/Apparatus
1. Under Groups locate and highlight your department’s name. Click on FDID
and Department Name to highlight your department’s name.
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2. Click on Fire Dept Tab from the Menu Bar and click on Open Fire
Department.
3. Three label tabs appear. Enter Department information. Use the Tab key to
navigate Personnel and Apparatus label tabs, entering information as
necessary.
4. Click OK.
5. The Department information will be saved.
8.7
New Incident
1. Click on the Incident tab on the menu bar and click on New Incident.
2. The Incident Key Window will be displayed.
3. Enter Incident Information.
4. Click Ok.
5. Double click on Basic Module, or single click to highlight and click on the
Incident Short-cut push button Open under Module. The Basic Form will
open.
6. The User can now begin entering the incident information.
7. Click on Save to save incident.
8.8
Save An Incident
1. After entering incident information, pull down the Incident Menu.
2. Click on Save Incident.
8.9
Open An Incident
1. Click on the Incident Tab and click on Open Incident.
2. Click Search to display incident(s).
3. Highlight Incident…Click Open.
8.10 To Generate a Forms Based Incident Report (Local
Report)
Adobe Acrobat Reader Required
1. Open an incident.
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2. Click on Incident on Menu Bar…click on Generate Report.
3. Click OK to the Report Generated Successfully prompt.
4. To retrieve and print the report, open Windows Explorer.
5. Locate the folder where report was saved (default: \NFIRSv54\Reports\).
6. Open the folder where the report was saved.
7. Locate the pdf file created when generating the reports (diagram A).
8. Double click on the form to be printed. This will open Acrobat Reader if it is
not already open.
9. In Acrobat Reader from the File tab on the Menu bar, click on print.
10. Repeat for each of the pdf files for the incident.
Diagram A
Note:
The first time a report is generated, the user may be prompted to “Locate
the Acrobat Reader Executable.” Click OK. Locate the Adobe Acrobat
Program folder and double click on it to open. Locate the Reader folder
and double click on it to open. Locate acrord32.exe (or Acrobat.exe) and
double click on it to open.
8.11 Export Incidents
1. Click on Tools from Menu Bar.
2. Click on Import/Export.
3. Click on Export.
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4. Click on Select Incidents.
5. Click on Search.
6. Select the Incidents to be exported.
7. Click on Export.
8. Name the file the data is saved to and its location.
9. Click Save.
10. Click on Close when Export is complete.
8.12 Import Incidents
1. Click in Tools from the Menu Bar.
2. Click on Import/Export Tool
3. Select Import.
4. Click on Select Import File button.
5. Locate and select file for Import.
6. Click Open.
7. Click on Close when Import is complete.
8.13 Exit NFIRS
1. Click on Incident on the Menu Bar.
2. Click on Exit NFIRS.
3. Click on Yes.
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8.14 Troubleshooting
The following table outlines the most common questions from NFIRS 5.0 users during
initial start-up. Additional frequently asked questions are addressed on the NFIRS FAQs
page, http://www.nfirs.fema.gov/users/usersfaq.shtm.
Question
Response
Action
How do I find the
version number of the
Access program?
Open the program to see
if Access 97 is displayed.
Verify by going to the Access Help
menu and clicking on About (Access) to
locate the program and version
information.
What do I do if my
screens do not
display?
Check Display
Configuration.
800x600 Pixel display is
necessary.
Check disk space. 55 MB
is minimum.
Go to Start…Settings…Control
Panel…Double click on Display…Click
on Settings Tab. Desktop area needs
to set at 800x600 Pixels.
Go to Start…Windows Explorer. Click
once on the C Drive…then right click
for drop down menu. Click on
Properties. Free disk space and Used
disk space will be displayed.
Locate the database in the NFIRSv54
root directory and double click on it to
open. Convert the database, saving it to
the Nfirsv54 Database folder and
renaming it NfirsdataV54.mdb.
If your PC does not show file
extensions: name it: NfirsdataV54
Verify on the Start …Programs selection
menu the version number of the NFIRS
program.
…if the installation will
not complete?
I get a message during
Access Database
setup selection that
says "There is a
mismatch between ,
Data Source, Database
and Drivers."
…if I am unable to
login?
…if I am still unable to
login?
Verify you selected the
correct Database Type for
the database program on
the PC. Or, verify the
database has been
converted.
Verify the software
version: it must be NFIRS
5.0 Version 5.4 for OnLine use.
Check to see if you are
logging in On-Line or OffLine. There are two ways
to check.
How do I change from
Off-Line to On-Line?
Use the Configuration
Tool to change access
settings.
I am trying to Login OffLine. Why do I get a
message that says, “
User not found-Please
User Injection into your
Off-Line database has not
been completed.
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(1.) Check when you start the Data
Entry Tool if the Login screen says
NFIRS Login (On-Line) or Login (OffLine); or (2). Go to
Start…Programs…NFIRSv54…Configur
ation Tool…Click on Advanced Tab.
Look to see if On-Line or Off-Line
access box is checked.
Open the Configuration Tool and click
on the Advanced Tab. Check the box
for On-Line access. Click
Save...OK...Exit. Refer to
Configuration Tool User's Guide for
more information.
Start Data Entry Tool. When you see
the Login Screen for Off-Line, click OK
leaving the fields blank. You will then be
prompted: Would you like to Inject a
Data Entry Tool Users Guide
re-enter?”
When I enter the Data
Entry Tool, my FDID
Number is correct but it
says “FDID not Found.”
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The name of your
department has not been
entered in the system.
70
User from the On-Line database? Click
OK. The On-Line Login screen will
display. Enter your User-name, State,
and Password. A prompt to change your
password appears. You may enter the
same password as you use for On-Line
login. A message displays when User
Injection process is complete.
Highlight the Dept. number and FDID
Not Found. Click on Fire Dept from the
Menu bar. Click on New Department.
Here you will enter the Fire
Department's name and information.
Click OK and the department
information will be saved and the
department name will be displayed.
Data Entry Tool Users Guide
9.
Appendix
9.A Scripts and Table Information for Data Cleansing Tool
The following information is provided to assist State Program Managers and users who wish to
apply SQL scripts to their local database to address codes and values issues identified by users
and the USFA during data review and analysis.
These scripts are applied to the data extract from the National database to be used in the public
data format. Per users' requests, these scripts have been made available for users to apply to
their local database.
The actions of the scripts are not reversible. Users are asked to review each script prior to
execution. Making a backup copy of the local database is recommended. Once a script is applied,
the change can be reversed.
Data Fix 1: Set NFIRS Version number in 5.0 incidents if 05.00, 0500,
5.00,etc.
The SQL statement associated with this script replaces incorrectly formatted values
indicating the incident version number (e.g., '05.00', '0500', '5.00', etc.) with the string
'5.0'. Versions 4.1 incidents are excluded.
In INCIDENTKEY table where IN_NFIRSVERSION does not equal 5.0, update it to 5.0.
Note: when this script is run locally, the Data Cleansing Tool rows affected will not reflect
the number of values that needed to be reset, but the number of "5.0" occurrences plus
the number of variations of "5.0."
Data Fix 2: Clear X from unconverted Heat Source codes
This script addresses the Heat Source codes in the 7, 8, and 9 series that were not
completely converted. In the IN_FIRE table, these codes in the 70, 80, and 90 series
values have "X" in front of them.
Table Name
IN_FIRE
IN_FIRE
IN_FIRE
IN_FIRE
IN_FIRE
IN_FIRE
IN_FIRE
IN_FIRE
IN_FIRE
IN_FIRE
IN_FIRE
January 2006
Column Name
IN_HeatSource
IN_ HeatSource
IN_ HeatSource
IN_ HeatSource
IN_ HeatSource
IN_ HeatSource
IN_ HeatSource
IN_ HeatSource
IN_ HeatSource
IN_ HeatSource
IN_ HeatSource
71
Affecting Values
X70
X71
X72
X73
X74
X80
X81
X82
X83
X84
X97
Data Entry Tool Users Guide
Data Fix 3: Clear large negatives in incident-related fields
The SQL statements associated with this data fix set the values found within specific
columns in tables used to record incident data to null if they fall outside of valid ranges.
The columns and the criteria for setting those column values to null are captured in the
following table:
Table Name
IN_BASIC
IN_BASIC
IN_BASIC
IN_BASIC
IN_BASIC
IN_BASIC
IN_BASIC
IN_BASIC
IN_BASIC
IN_BASIC
IN_BASIC
IN_BASIC
IN_BASIC
IN_BASIC
IN_BASIC
MOBILE_PROP
IN_FIRE
IN_FIRE
IN_FIRE
IN_FIRE
EQUIP_INVOLVED
CAS_CIVILIAN
CAS_CIVILIAN
CAS_CIVILIAN
CAS_FIRESERVICE
CAS_FIRESERVICE
CAS_FIRESERVICE
FIRE_LATLONG
FIRE_LATLONG
FIRE_ALTADDR
FIRE_ALTADDR
FIRE_WILDLAND
FIRE_WILDLAND
FIRE_WILDLAND
FIRE_WILDLAND
FIRE_WILDLAND
FIRE_WILDLAND
FIRE_WILDLAND
FIRE_WILDLAND
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Column Name
IN_ApparSupp
IN_ApparEMS
IN_ApparOther
IN_PersSupp
IN_PersEMS
IN_PersOther
IN_LossProperty
IN_LossOther
IN_ValueProperty
IN_ValueOther
IN_FatalFS
IN_FatalOther
IN_NonfatalFS
IN_NonfatalOther
IN_LossTotal
MP_Year
FR_NumResidential
FR_NumBuildings
FR_AcresBurned
FR_AgeOfPerson
EQ_Year
CC_Age
CC_FloorAtStart
CC_FloorAtInjured
FS_Age
FS_StoriesFromGrade
FS_Responses
FRW_Latitude
FRW_Longitude
FRW_Township
FRW_Range
FRW_NumBuildings
FRW_NumThreatened
FRW_TotalAcres
FRW_Age
FRW_RowFeet
FRW_NumBuildings
FRW_NumThreatened
FRW_TotalAcres
72
Affecting Values
less than -999
less than -999
less than -999
less than -999
less than -999
less than -999
less than -999
less than -999
less than -999
less than -999
less than -999
less than -999
less than -999
less than -999
less than -999
less than -999
less than -999
less than -999
less than -999
less than -999
less than -999
less than -999
less than -999
less than -999
less than -999
less than -999
less than -999
less than -999
less than -999
less than -999
less than -999
less than -999
less than -999
less than -999
less than -999
less than -999
less than -999
less than -999
less than -999
Data Entry Tool Users Guide
Table Name
FIRE_WILDLAND
FIRE_WILDLAND
FIRE_WEATHER
FIRE_WEATHER
FIRE_WEATHER
FIRE_WEATHER
FIRE_PROPERTYMGMT
FIRE_PROPERTYMGMT
FIRE_PROPERTYMGMT
FIRE_PROPERTYMGMT
FIRE_PROPERTYMGMT
FIRE_PROPERTYMGMT
FIRE_PROPERTYMGMT
FIRE_PROPERTYMGMT
FIRE_PROPERTYMGMT
FIRE_PROPERTYMGMT
IN_HMCHEMICAL
IN_HMCHEMICAL
IN_ARSONJUVENILE
Column Name
FRW_Age
FRW_RowFeet
FRW_WindSpeed
FRW_AirTemp
FRW_RelativeHumidity
FRW_FuelMoisture
FRW_Undetermined
FRW_TaxPaying
FRW_NonTaxPaying
FRW_City
FRW_County
FRW_State
FRW_Federal
FRW_Foreign
FRW_Military
FRW_Other
HM_ContainerCapacity
HM_Released
AR_Age
Affecting Values
less than -999
less than -999
less than -999
less than -999
less than -999
less than -999
less than -999
less than -999
less than -999
less than -999
less than -999
less than -999
less than -999
less than -999
less than -999
less than -999
less than -999
less than -999
less than -999
Data Fix 4: Clear large negatives in FD-related fields
The SQL statements associated with this data fix set the values found within specific
columns in the FD_HEADER table to null if they fall outside of valid ranges. The columns
and the criteria for setting those column values to null are captured in the following table:
Table Name
Column Name
Affecting Values
FD_HEADER
FD_HEADER
FD_HEADER
FD_HEADER
FD_HEADER
FD_NumStations
FD_NumVolFF
FD_NumVolFFPPC
FD_PopProtect
FD_SquareMiles
less than -999
less than -999
less than -999
less than -999
less than -999
Data Fix 5: Zero large values in Number-of-Paid-FFs-in-FD field
The SQL statement associated with this fix sets values in table FD_HEADER’s column
FD_NumPaidFF to 0 if found to be greater than 10,000.
Data Fix 6: Clear negative EMS casualty ages
The SQL statement associated with this fix sets values in table CAS_EMS’s column
EMS_Age to null if found to be negative.
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Data Entry Tool Users Guide
Data Fix 7: Clear invalid civilian injury dates
The SQL statement associated with this fix sets date values in table CAS_CIVILIAN’s
column CC_InjuryDate to null if found to be before Jan 1, 1970.
Data Fix 8: Set non-residential flag based on Property Use
This data fix consists of two SQL statements that set the IN_FIRE table's
FR_NotResidential field for incidents that generated were by NFIRS version 4.1 based on
the value found in the same incident’s IN_BASIC_PropertyUse field if the
FR_NotResidential value is not already correct.
Statement 1
If incident data meets the criteria (all rows are linked by IncidentID):
Table Name
Column Name
Criteria
IN_BASIC
IN_FIRE
INCIDENTKEY
IN_PropertyUse
FR_NotResidential
IN_NFIRSVersion
Starts w/ ‘4’
Is not already equal to ‘N’
Equals ‘4.1’
Then its value in IN_FIRE table's FR_NotResidential is set to ‘N’.
Statement 2
If incident data meets the criteria (all rows are linked by IncidentID):
Table Name
Column Name
Criteria
IN_BASIC
IN_FIRE
INCIDENTKEY
FR_PropertyUse
FR_NotResidential
IN_NFIRSVersion
Does not start w/ ‘4’
Is not already equal to ‘Y’
Equals ‘4.1’
Then its value in IN_FIRE.FR_NotResidential is set to ‘Y’.
Data Fix 9: Set Property Use conversion to 400 when equal to 409
The SQL statement associated with this fix sets the values in table IN_BASIC’s column
IN_PropertyUse to ‘400’ if found to be equal to ‘409’.
Data Fix 10: Clear age field in Wildland Module if age is 1
The SQL statement associated with this fix sets the values in table FIRE_WILDLAND’s
column FRW_Age to an empty string (‘’) if found to be equal to the number 1.
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Data Entry Tool Users Guide
Data Fix 11: Remove Fire Modules from non-fire incidents
This data fix consists of three SQL statements each of which removes a specific kind of
fire module if the module’s associated incident is of type greater than 173. The effects of
each statement follow:
Statement 1
If an incident has a row in IN_FIRE and the incident’s value in IN_BASIC.IN_Type is
greater than ‘173’ then delete its row in IN_FIRE.
Statement 2
If an incident has a row in FIRE_STRUCTURE and the incident’s value in
IN_BASIC.IN_Type is greater than ‘173’ then delete its row in FIRE_STRUCTURE.
Statement 3
If an incident has a row in FIRE_WILDLAND and the incident’s value in
IN_BASIC.IN_Type is greater than ‘173’ then delete its row in FIRE_WILDLAND.
Data Fix 12: Fix invalid Mobile Property and Equipment Involved
Years.
This data fix consists of two SQL statements that fix Y2K bugs in NFIRS data where an
entry that was meant to represent 2000 ended up being saved as 1900. The first
statement sets the value MOBIL_PROP.MP_Year to 2000 if found to be 1900. The
second statement does the same for EQUIP_INVOLVED.EQ_Year.
Data Fix 13: Populate Basic's G1 Resource fields with counts from
Apparatus/Personnel Module where Local Forms Used is true.
This data fix addresses incidents in which the Local Forms Used flag is specified (Y for
Yes, or true condition). The script consists of SQL statements which for those incidents
calculate and ultimately populate the Basic Resource totals fields. Apparatus records are
categorized according to the Use code in the apparatus record, and the sum of each
apparatus category will be inserted into the corresponding Resources Apparatus fields
(Suppression, EMS, Other). Personnel records associated with apparatus records by
sequence number (IN_Seq) will be totaled, and the total will be populated into the
respective Basic Resource personnel fields. When no personnel records are found
associated with an apparatus, the number from the Apparatus Module's Ap_NumPeople
Number of People field is used.
All Rows are linked by Incident ID:
Statement 1
If incident data meets the criteria where the IN_ResourceFormUsed =Y, then its
Apparatus records are assigned according to the value in the IN_APPARATUS table in
the AP_USE column to one of the following categories: Apparatus Suppression (AP_Use
=1), Apparatus EMS (AP_Use =2), Apparatus Other (AP_Use =0).
Statement 2
The sum of each apparatus category will be inserted into the corresponding IN_Basic
Resource Apparatus field: IN_ApparSupp, IN_ApparEMS, IN_ApparOther
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Data Entry Tool Users Guide
Statement 3
Where a Personnel record is associated to an Apparatus record by the value in
IN_APPARATUS table's IN_Seq value, add 1 to the count for total of personnel for the
respective Resource field (IN_PersSupp, IN_PerEMS, IN_PerOther) in the IN_BASIC
table.
Statement 4
Where no Personnel records are associated to an Apparatus record by the value in
IN_AP table's IN_Seq value, add the value found in the IN_APPARATUS table's
IN_NumPeople field to the respective Resource field (IN_PersSupp, IN_PerEMS,
IN_PerOther) for Suppression, Personnel EMS, Other) in the IN_BASIC table.
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Data Entry Tool Users Guide
9B.
Keyboard Shortcuts
Select from Menu Bar:
ALT – Highlights Menu Bar
F10 – Highlights Menu Bar
Down Arrow – Drops menu down
Up Arrow – Scrolls up menu
Left/Right Arrow Keys – Move cursor Right and Left
Open Incident:
Enter – Opens Search Window
Multiple Code Look Up – F1 to bring up list of codes
Arrow down codes - Shift/Arrow up/down selects multiple codes
Enter - Adds selected codes
Drop Down Lists:
F4 – drops down list
End – brings user to bottom of list
Home – Brings User to top of list
Page Down – Scrolls down sections of drop down list by section
Page Up – Scrolls up sections of drop down list by section
Multiple Code Look-Up:
Arrow Down – Scrolls Down List of Codes
Right Arrow – Opens Hierarchy on level
Arrow Up – Scrolls up Hierarchy
Miscellaneous:
Shift/Tab – Backspace
Space bar to select and de-select Check Boxes
Esc – replaces previous deleted text
Arrow down to choose template
Space Bar – Selects Push Buttons
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Data Entry Tool Users Guide
10.
INDEX
entering street addresses ............................ 58
Event Logging................................................ 54
Exiting the Data Entry/Validation Tool: ...... 61
Extended list .................................................. 58
A
Acrobat Reader Executable ...................28, 67
Add Module Menu..........................................31
Advanced Menu .............................................53
Alpha search...................................................59
Arrowheads.....................................................59
F
FDID................................................................ 32
FDID NOT FOUND ....................................... 21
Fire Department Header .............................. 32
Fire Department menu ................................. 32
Forms Based Incident Report ..................... 27
Free form Text boxes ................................... 58
free-form text field ......................................... 55
B
Buttons .............................................................55
C
Cancel button .................................................55
Cancel push button........................................61
change a user password...............................53
check box........................................................59
Client Configuration Tool ..............................50
Code Look-Up ................................................77
Components of the Look-up List box ....60, 61
creating a template ........................................30
G
Graphical User Interface ................................ 4
GUI.................................................................... 4
H
How to Download NFIRS............................... 7
D
I
Diagrams
Add Module Menu......................................31
Advanced Menu .........................................53
Arrowheads.................................................58
Basic Module Window...............................56
Change Password Dialog Box .................53
Changes Exist Pop up Window ...............62
Codes Lookup ............................................56
Components of the Codes Lookup List ..58
Creating a Template name.......................31
Data Cleansing Tool..................................52
Data Tool Entry ..........................................53
Data Tool Menus-full view ........................24
Fire Dept Menu Tabs.................................33
Label Tabs ..................................................54
Main View....................................................62
Multiple Code Selection ............................57
Multiple Codes Selection Window features
..................................................................60
Next Tab shortcut.......................................54
OK and Cancel Buttons ............................55
Reports file and Sub-forms location........28
Validation Errors Exist Pop up Window..55
View Logs Menu ........................................54
View of Data Entry Tool shortcut buttons
..................................................................25
Import Incidents............................................. 68
Incident Menu.................................................. 25
Incident Menu Bar......................................... 66
incidents ........................................................... 4
Index ............................................................... 78
Installation of NFIRS 5.0 ................................ 7
Introduction .................................................4, 21
E
printing reports .............................................. 29
pull-down menus ......................................24, 57
push buttons .............................................58, 59
L
Label Tabs ..................................................... 54
M
Main View....................................................... 61
Menu Bar........................................................ 24
Modules .......................................................... 61
mutually exclusive check boxes.................. 58
N
New Exposure ............................................... 29
New Incident .................................................. 66
NFIRS Configuration Tool.........................4, 54
O
OK and Cancel button.................................. 55
P
Editing Modules..............................................54
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Data Entry Tool Users Guide
R
T
Required and Optional Fields ......................55
TABLE OF CONTENTS .................................. 2
Tabs ................................................................ 54
Templates ...................................................... 30
Text boxes.................................................58, 59
Tools Menu .................................................... 34
S
Save an Incident ............................................61
Save button.....................................................61
Single code Look-up box ..............................58
Special Study Tab..........................................61
Start Menu ......................................................21
synchronize local database ..........................53
System Admin Tool .......................................50
U
User Injection................................................. 22
V
validation ........................................................ 55
Validation errors .......................................29, 55
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National Fire Incident Reporting
System
System Administration Tool
Users Guide
NFIRS 5.0 Software Version 5.4
Prepared for:
FEMA
Round Hill, VA 20142
Prepared by:
Verizon Federal, Inc.
P.O. Box 309
Round Hill, VA 20142
System Administration Tool
Users Guide
NFIRS 5.0
TABLE OF CONTENTS
1.
INTRODUCTION ................................................................................................................................ 4
2.
STARTING THE NFIRS SYSTEM ADMINISTRATION TOOL .................................................. 6
2.1
CREATING A NEW GROUP................................................................................................................ 8
2.2
MOVING A GROUP ........................................................................................................................... 9
2.3
THE GROUP DETAIL FIELDS ............................................................................................................ 9
2.3.1
Group ID .................................................................................................................... 9
2.3.2
Parent Group ........................................................................................................... 10
2.3.3
State......................................................................................................................... 10
2.3.4
FDID......................................................................................................................... 11
2.3.5
Description ............................................................................................................... 11
3.
THE USER MAINTENANCE WINDOW ....................................................................................... 11
3.1
CREATING USERS .......................................................................................................................... 12
3.2
ADDING USERS TO GROUPS .......................................................................................................... 12
3.2.1
User Login Buttons .................................................................................................. 13
3.2.2
User Passwords and Password Management......................................................... 13
3.2.3 Set Services Permissions............................................................................................ 15
3.3
MODIFYING USERS ........................................................................................................................ 18
3.4
MOVING A USER .......................................................................................................................... 18
View Only Permissions ..................................................................................................................... 18
3.5
DELETING A USER ......................................................................................................................... 19
3.6
MISCELLANEOUS COMPONENTS ................................................................................................... 19
4.
THE KEY VALUES WINDOW........................................................................................................ 20
5. THE RELEASE INCIDENTS WINDOW............................................................................................ 20
5.1
5.2
5.3
RELEASE INCIDENTS PERMISSIONS ................................................................................................ 21
TO RELEASE AN INCIDENT: ........................................................................................................... 21
TO UNRELEASE AN INCIDENT:....................................................................................................... 22
6. THE CODES WINDOW ....................................................................................................................... 23
6.1
6.2
CREATING A PLUS ONE CODE ....................................................................................................... 23
DELETING A PLUS ONE CODE ........................................................................................................ 26
7. THE CHEMICALS WINDOW............................................................................................................. 26
8. THE SPECIAL STUDIES WINDOW .................................................................................................. 27
8.1
8.2
CREATING A SPECIAL STUDY AND ITS CODES ............................................................................... 28
MODIFYING CODES IN AN EXISTING SPECIAL STUDY .................................................................... 31
9. THE FIELD PERMS WINDOW .......................................................................................................... 33
9.1
CHANGING A FIELD'S SECURITY LEVEL......................................................................................... 33
10. THE SYSTEM ADMINISTRATION TOOL RAPID START-UP GUIDE .................................... 34
10.1 STARTING THE SYSTEM ADMINISTRATION TOOL ........................................................................... 34
10.2 TO CREATE A NEW GROUP ............................................................................................................. 34
10.3 TO VIEW USERS ............................................................................................................................ 34
10.4 TO VIEW ALL USERS IN THE STATE............................................................................................... 35
10.5 TO VIEW ALL INACTIVE USERS IN THE STATE OR GROUP ............................................................. 35
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System Administration Tool
Users Guide
10.6
10.7
10.8
NFIRS 5.0
TO ACTIVATE A USER ................................................................................................................... 35
TO CREATE A PLUS ONE CODE ..................................................................................................... 36
TO CREATE A SPECIAL STUDIES ................................................................................................... 36
11.
TROUBLESHOOTING................................................................................................................. 37
12.
INDEX ............................................................................................................................................. 39
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System Administration Tool
Users Guide
1.
NFIRS 5.0
Introduction
The System Administration Tool Guide provides comprehensive documentation to enable
State NFIRS Program Managers to efficiently use the NFIRS System Administration Tool.
The Guide is intended for new users as well as users familiar with the NFIRS system
administration tasks. For a Rapid Startup Guide that outlines only the key steps for
setting up groups and activating users, refer to Section 10 of this document.
The System Administration Tool is a Graphical User Interface (GUI) developed for the
administration of National Fire Incident Reporting System Database users and groups.
With this tool the administrator may add and modify groups and users in a graphical
environment.
State NFIRS Program Managers may assign system administration privileges to an
individual (s) registered in the NFIRS community to assist with user account and group
maintenance, if necessary.
System Administrators who access the System Administration Tool will be able to view
the Group Hierarchy at their level and below. The System Administrator will be able to
add, view, and modify groups and fire departments. Note: Groups can be modified but
not deleted.
System Administrators will be able to add, view, delete, and modify user information in
the User Maintenance Window. State NFIRS Program Managers may view all registered
users, view administrators within the state, set users’ permissions, reset passwords, view
user activity status (inactive or no activity within 60 days) and number of bad logins.
State Program Managers and their System Administrators will use the System Admin
Tool to assign necessary permissions to registered NFIRS 5.0 users who wish to access
the new NFIRS 5.0 web-based tools. Permission for the Bulk Import Utility and the new
web-based Summary Reports Output Tool can be assigned exclusively since they do not
require the use of the USFA NFIRS 5.0 software.
Capabilities with NFIRS 5.0 Version 5.4
The functions of the NFIRS 5.0 Version 5.4 are the same as offered in previous version
5.3.x. In addition to user account and group maintenance, the NFIRS 5.0 Version 5.4
System Administration Tool has three components formerly within the Program
Administration Tool: the Codes Editor, the tool used to add and modify Plus One Codes;
and the Special Studies Editor, used to add and modify Special Studies. The Chemical
Editor enables the national level user to add and edit the chemicals information and
codes in the National Database. The user must have the Program Admin permission to
access these interfaces and to save changes made within them.
A user with the State Admin permission assigned to their account can assign the Bulk
Import permission to users at their level and below, and access the Field Permission
(Field Perms) button. The Field Perms interface enables the State Program Manager to
modify the default Field Level Security settings to prevent data from being released
publicly at the federal level when to do so would conflict with state and local jurisdiction
laws. The Design Documentation available at
http://www.nfirs.fema.gov/documentation/design/ lists the default System Security Field
Settings for the NFIRS 5.0 data fields, beginning on page 108.
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System Administration Tool
Users Guide
NFIRS 5.0
The NFIRS 5.0 System Admin Tool Version 5.4 continues to automate password
management and enforces password format to meet FEMA's guidelines established to
ensure minimal risk to system and information access.
To further support the FEMA security standard, an automatic deactivation of user
accounts that have not had a login to the On-line system within 60 days was
implemented in previous version 5.3. For complete information and recommendations,
refer to Section 3, User Maintenance.
Definition and Development of Groups
The hierarchical structure for group organization allows for ease in system administration
maintenance, enforces security at group levels, and distributes administration privileges.
The Group Hierarchy is in extended list form. Information in the Group Detail fields
changes according to the highlighted group.
The extended list is analogous to a tree. The state is the trunk of the tree, the county or
region is the branch, and the fire departments are the leaves (referred to as “nodes"
throughout this document). Because of the hierarchical nature of Groups, all groups end
at the FDID level. A group one level higher than another is referred to as a “parent” or
“parent group.” Parent groups are indicated by a yellow folder including a plus sign, and
FDIDs are indicated with a red fire hat icon.
Note: The administrator can view, add, and modify a group and/or node at his or her
level or below.
Fire Departments may be grouped several ways and should be created to facilitate the
management of System Administrators and Fire Departments. One method of grouping
Fire Departments is by region. Diagram 1.0 displays the Group Hierarchy for Mississippi
Training with the groups defined by region, then defined by county, and ending with Fire
Departments.
Diagram 1.0
Groups may be created for Congressional Districts, counties, cities, etc. It may be
desirable to create a Group of Fire Departments for a large city and assign an
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System Administration Tool
Users Guide
NFIRS 5.0
Administrator to the Group. In this manner, the State level Administrator can share the
workload of Groups and user maintenance through the sharing of administrative tasks
and enforcing group level security. Users can be associated with individual Fire
Departments and/or with Groups.
In order for a user to begin entering incident information with the NFIRS 5.0 software, the
fire department must be created and saved by using the System Administration Tool.
The administrator will need to create groups first, assign registered users to the
appropriate group, then activate each user’s status and set their permissions.
Periodically the administrator should check for new registered users.
2. Starting the NFIRS System Administration Tool
The System Administrator may start the NFIRS System Administration Tool one of two
ways: From the Start menu … Programs … NFIRSv54… System Admin Tool, or from
within the NFIRS Data Entry Tool, click on the Tools Tab on the Menu Bar and then click
on System Admin Tool.
When an administrator starts the NFIRS System Administration Tool, a pop-up window
“Setting Database Connection” appears (diagram 2.0) followed by a login window
(diagram 2.1). If the login window fails to come up, there is a configuration issue, which
must be resolved. Please refer to the NFIRS Configuration Tool User’s Guide
Documentation to solve configuration issues can found at the NFIRS Web Site:
http://www.nfirs.fema.gov/users/userdocs.shtm
Diagram 2.0
Diagram 2.1
At the login window, the Administrator must enter their User Name, State, and Password
and then click on the OK button. Note: The Username, State and Password entered
must be the same values as those entered during the registration process. If an
Administrator registers under one name but tries to access the NFIRS System
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System Administration Tool
Users Guide
NFIRS 5.0
Administration Tool under a different name, an error will be generated. The Cancel
button may be clicked to exit the System Admin Login Window.
The Administrator is allowed up to five consecutive failed login attempts after which the
system locks the Administrator’s account. Successful login after less than five failed
attempts will reset the failed login counter. If the Administrator’s account becomes
locked, another Administrator at the Administrator’s group level or higher will have to
unlock the account using the NFIRS System Administration Tool.
Upon successful login to the database, the first window that appears is the Group
Hierarchy Window (diagram 2.3). Group maintenance is performed with the components
of this window. Depending on the user's permissions, additional buttons will be
displayed.
•
•
•
The Release button will only be displayed if the user's Parent Group is 1 and the
user has been assigned Release Incident permission. For more information on
Releasing Incidents, refer to Section 5.
The Other… button will only be displayed if the user has been assigned the Program
Admin permission. The Codes, Chemicals, and Special Studies interfaces are
accessed by clicking on the Other… button. For more information on these
interfaces, refer to Sections 6-8.
The Field Perm button will only be displayed if the user has been assigned the State
Admin permission. For more information on the Field Perms interface, refer to
Section 9.
Diagram 2.3 displays the main view of the System Admin Window, state of Training (TR).
Diagram 2.3
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2.1
NFIRS 5.0
Creating a New Group
When the System Administrator first opens the Tool, he or she will see the Group
Hierarchy Window (diagram 2.1.0). To create a new Group, the Administrator
must click on the Parent of the new group to be inserted and then click the New
push button. In the white message box at the bottom of the screen, Requesting
New Group Number will be displayed. The system retrieves a new Group ID
which will be displayed in the Group ID field. The description field clears.
The Administrator enters the description of the new group in the Description
Field. If the new group is a Fire Department and will be an end node, enter the
new group’s FDID number. If the new group is not an end node, leave the FDID
field blank.
Click on the Save push button to save the new group or node. A message will
be displayed: “User Group Insert Successful.” The System Administrator is
returned to the Group Hierarchy in collapsed form. The System Administrator is
then ready to begin assigning users to the group.
Diagram 2.1.0
The following table outlines the steps for adding a node to the Group Hierarchy.
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To Add a Group to the Hierarchy:
Step
Action
Result
1
Click on the Parent group of the new
group.
Click on the New push button.
Parent Group becomes
highlighted.
The system retrieves next
available Group ID number.
The Description field clears.
Group name is recorded.
2
3
4
2.2
Enter the Group's Descriptor in the
Description field. Note: FDID is only
entered if the node is a fire
department and is to be the bottom
the Group Hierarchy.
Click the Save push button.
The Group Hierarchy
collapses and the node is
added.
Moving a Group
To move a group from one parent group to another, first note the Group ID for
the new parent group. Click on the group to be moved. When the group is
highlighted, the Parent Group field becomes editable. Enter the new Parent
Group ID. Modify the Description field if desired. Click on Save. When the new
information is saved, the message “User Group Changes Saved” will be
displayed in the white message box at the bottom of the window. The System
Administrator is returned to the Groups Hierarchy Window.
Note: A Parent group that has child groups within it should not be changed to an
end node (FDID). Changing a parent group to an end node causes its original
nodes to be removed from the hierarchy. These former end nodes will need to be
manually deleted from the On-line System (contact the NFIRS Support Center).
2.3
The Group Detail Fields
Below the Group Hierarchy Pane, there are five fields for Group Details: the
Group ID number, the Parent Group ID number, the State, FDID number, and a
field for the description of the group. When the administrator highlights a group
in the hierarchy, the corresponding information will appear in the fields.
2.3.1 Group ID
The Group ID is the number that distinguishes a group from all others in
the hierarchy. The system assigns Group IDs when the administrator
creates a new group. The Group ID field is not editable.
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2.3.2 Parent Group
The Parent Group number will be displayed when the user highlights a
group in the list. The Parent Group is the group one level above the
highlighted group. For example, in diagram 2.3.2.0 the Parent ID for
Region 1, when highlighted, is 6795, Mississippi Training. Region 1 is
the parent for Calhoun Co., and Calhoun County's Parent Group ID is
16023. Calhoun Co. is the parent of Battle Creek Vol. Fire Dept.,
Chesapeake Vol. Fire Dept., Madison Vol. Fire Dept., and Meadow grove
Rural Fire Dept. When highlighted, each of these group's Group IDs will
display in the Group ID field.
A fire department cannot be a parent for another group, for example, a
station.
Diagram 2.3.2.0
2.3.3 State
The standard, two-letter state abbreviation defaults in this field according
to the administrator’s state.
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2.3.4 FDID
FDID is the Fire Department Identifier that is assigned by the state.
Note: Only the end node groups, Fire Departments, will have FDIDs
assigned. Once created and saved, an FDID number cannot be edited.
2.3.5 Description
The Description field is a free form text field in which the administrator
enters the description of the group being defined or modified. The field is
not case sensitive and has a maximum of twenty-five characters. The
Description can be changed at any time by editing the field and clicking
Save. Or, an FDID Information file can be imported to overwrite the
existing Description.
3.
The User Maintenance Window
The User Maintenance Window (diagram 3.0) is accessible by clicking the Users push
button on the right of the Group Hierarchy Window. The Administrator can only access
users that are at or below the group associated with the Administrator’s login. For
example, an Administrator associated at the State-level Group may administer, activate,
or modify users at the State-level and below; an Administrator associated with a Countylevel Group may administer users at the County-level and below.
Diagram 3.0
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To view all users within a specific group, highlight the group and check the Select All
Groups Below check box (located on the Group Hierarchy Window). The User
Maintenance Window will be displayed, and in the User List Pane will be the users for the
specified group level. The list may further be defined by checking one of the five check
boxes below the User List on the right: All (users), No Activity (60 days), Inactive Only,
Administrators, Bad Logins.
The User Maintenance Window provides administrators the ability to view and modify
user-specific information. The administrator can create, activate, and delete a user,
modify user information, reset logins and passwords with the components of this window.
When the Administrator opens the User Maintenance Window, the users who have
registered using the NFIRS Web Site will be listed with their State’s level Group ID, with
Inactive status.
A user must be moved to their appropriate group or Fire Department and activated before
he or she can begin entering incidents. If a user has not registered through the NFIRS
5.0 Web Site, the administrator must obtain and manually enter the user-specific
information in order to create the user in the system.
3.1
Creating Users
To create a user, click on the New button. All editable fields in the User Detail
fields will be cleared and the Administrator can enter user-specific information.
Yellow highlighted fields are required fields and must be filled out. Required
fields include User Name, User State, Group ID, First name, Last name, Phone,
Email (if user does not have an email address, enter NONE). Optional fields
include Status (Active or Inactive), MI (middle initial), and Must Change
Password.
The Administrator will enter the Group ID to which the user will be assigned.
When all required fields are filled out, click the Save button. The new user
information and group assignment will be saved.
To activate the user, click on the Status drop down box. Select Active. Click
Save.
If a user is not active for sixty days, the user account will be automatically set to
Inactive. The User List can be sorted by Active status users, Inactive status
users, users with System Admin permissions (Administrators), and users with
bad logins. It is recommended that State Program Managers or their System
Administrators periodically review the list of Inactive users and delete
unnecessary user accounts, or contact the user if necessary.
3.2
Adding Users to Groups
If the user registered through the NFIRS Web Site, his or her name and user
specific information will appear in the Group List. To add or move the user to a
group, highlight the user’s name in the Group List. User-specific information
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populates the fields of the User Detail Pane. Highlight the Group ID field. Type
in the Group ID to which the user will be assigned.
Click the Save button to save new user information.
To activate the user, click on the Status drop down box. Select Active. Click
Save.
3.2.1 User Login Buttons
To view or change user login information, the Administrator must first
highlight the desired user name in the User List Pane. When the user
name is highlighted, the last login date will be displayed in the Last
Login field. The last login is recorded for all NFIRS 5.0 On-line or web
based services: the On-Line client software, NFIRS 5.0 User login web
page, login to the Bulk Import Utility, or to the NFIRS 5.0 Web Based
Reporting site. Two push buttons, # of Bad Logins and Reset Logins
provide the Administrator the capability to view the number of bad logins
and to reset the login counter for the specified user.
After five unsuccessful login attempts, the user’s account will become
locked. The user must contact the Administrator to report and resolve
the issue. The Administrator may reset the login counter by first
highlighting the user’s name in the User List Pane. Click the Reset
Login button. The user will have five attempts at the next login before
the account locks.
The accounts of users who have not logged in to the On-Line system in
60 days will be automatically deactivated. These users must contact a
System Administrator or the NFIRS State Program Manager to have their
account status reset. To re-activate their account, highlight their name in
the User List Pane. Click the Status drop down box and select Active.
Click Save. Or, if the account is no longer necessary, it can be deleted.
3.2.2 User Passwords and Password Management
When a new user registers through the NFIRS 5.0 web site, the
password entered must comply with FEMA IT’s Information Assurance
guidelines, outlined below, which were established to minimize risk of
access of critical IT systems and their information.
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All passwords must be at least eight (8) characters in length.
All user-chosen passwords must contain at least one non-alphabetic
character such as a numeral (0-9).
All computer system users must choose passwords that cannot be
easily guessed. Passwords must NOT be related to the user's job,
personal life, for example, a car license plate number, a spouse's
name, or an address. Passwords must not be a word found in the
dictionary or some other part of speech; for example, proper names,
places, and slang must not be used.
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Never store passwords online, or write them down and place them
near the computer.
Passwords and login IDs are not to be shared with anyone. It is the
responsibility of the users to maintain the confidentially of their
passwords. Users are responsible for actions and events resulting
from the disclosure of personal passwords.
Change your password every 6 months or sooner if the system
permits (every 90 days is recommended).
The NIRS 5.0 client software enforces a password change every 89
days. Also, users can change their passwords at any time from within the
Data Entry Tool. In the Main View Screen under the Advanced Menu,
there is a Change Passwords option for all users.
New NFIRS 5.0 Users
When a new user is manually created, the password will default to the
user’s Username. Upon initial login, the user will be required to change
the password. The Administrator may change the default password by
clicking on the Change Password push button. When the Change
Password push button is pressed, a pop-up window (diagram 3.2.2.0)
will appear providing the Administrator ability to change the user’s
password.
Note: The Administrator may only change a user’s password after the
user information has been saved.
To change a user’s password, first select the desired user in the User
List Pane. Type in the new password. Retype the password to confirm.
Click the OK button. Click on Change Password button.
Diagram 3.2.2.0
When a new user registers through the NFIRS 5.0 User Registration
Page, they must specify a password. If the password does not meet the
necessary format, an error will be displayed and they will be prompted to
enter another password.
Note: The Administrator cannot recover the initial password a user
entered during NFIRS Web Site registration if the user misplaces it. The
Administrator can only set or change a user’s password.
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3.2.3 Set Services Permissions
The Set Permissions push button provides the Administrator an
interface to modify NFIRS Database users’ permissions. Click once on
the Set Permissions push button for the Services Permissions pop-up
window to appear (diagram 3.2.3.0). A check box accompanies each of
the eighteen permissions or services available.
Seven permissions will be checked by default, as shown in Diagram
3.2.3.0.
At this time, these four reporting permissions Report Submit, Report
Fetch, Report Templates, and Report Generate are the necessary
permissions for a user to access the web-based Summary Reports
Output Tool. A user who does not have access to the USFA client
software may be assigned the four reporting permissions and be
restricted to the NFIRS 5.0 Web-based Reporting site. The reports can
be generated on the data set available to the user, i.e., the data set at or
below the user's Group assignment.
The permissions for System Admin, Program Admin, and Release
Incidents should be reserved for users who will have system
administration responsibilities, including user account maintenance at
and below their group assignment, creation and maintenance of Plus
One Codes and Special Studies.
The Bulk Import permission should be reserved for those users who will
be sending files to the National Database via the Bulk Import web
interface. The USFA Client software is not necessary to use the Bulk
Utility. The Bulk Export permission should be reserved for those users
who must access the incident data at their group level and below but do
not have the USFA NFIRS 5.0 client software. A user can be assigned
the Bulk Import Tool exclusively.
Mass Export enables users to obtain incident data from their group level
and below in a delimited flat file. The Mass Export permission is not
accessible at this time.
Note: If the user has access to the System Admin Tool, he or she has
access to all available privileges of a System Administrator, including
modifying permissions of other user at or below his level.
Diagram 3.2.3.0 on the next page shows the Services Permissions
window with default permissions, with the exception of State Admin.
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Diagram 3.2.3.0
Note: Diagram 3.2.3.0 shows the default permissions for a new user.
The Administrator can change these permissions by removing the check
from the desired box, or check the desired permission to add.
After the appropriate permissions have been checked, click the OK
button to save the permissions to the user. Clicking the Cancel button
returns the user to the User Maintenance screen without saving
changes.
The services or permissions available for assignment to users are
defined below. Following the list is a section explaining permissions that
can be assigned to users who will not be using the USFA software.
Startup: provides the user the ability to connect to the National Fire Incident
Reporting System Database only.
Read Incident/FD: provides the user the ability to query incidents and Fire
Department Information from the NFIRS Database.
Write Incident/FD: provides the user the ability to enter or update incidents and
Fire Department information into the NFIRS Database.
Delete Incident: provides the user the ability to delete incidents and Fire
Department Information from the NFIRS Database.
System Administration: provides the user the ability to use the NFIRS 5.0
System Admin Tool.
Program Administration: provides the user the ability to use the NFIRS 5.0
Program Admin Tool, and save changes made with the Codes and Special
Studies editors accessible from the System Admin Tool.
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Version Updates: provides the user the ability to download NFIRS Client Tools
updates from within the NFIRS Data Entry /Validation Tools menu. Users will be
notified if this utility can be used for a particular update.
File Transfer: provides the user the ability to transfer Incidents from a flat file to
the NFIRS Database.
Release Incidents: provides the state level user the mechanism to release
incidents for National Trending by the USFA.
User Validation: provides the user the ability to revalidate user information and
change passwords after 89 days when prompted.
Web Page Area: provides the user the ability to login on to the NFIRS 5.0 User
login page on the NFIRS 5.0 web site, http://nfirs.fema.gov/
Log Retrieval: provides the user the ability to view the events, exceptions, and
stats log files. These files can provide important information for troubleshooting.
Report Submit: provides the user the ability to access the web-based Summary
Reports Output Tool on the NFIRS 5.0 web site.
Report Fetch: provides the user the ability to retrieve reports generated from
web-based Summary Reports Output Tool on the NFIRS 5.0 web site.
Report Templates: provides the user the ability to create and save templates for
reporting similar incidents within the group or department.
Report Generate: provides the user the ability to generate web-based Summary
Reports Output Tool on the NFIRS 5.0 web site.
Bulk Import: provides the user the ability to login to the Bulk Import utility web
page area and place files on the Bulk Import Utility server for processing without
using the USFA Client software.
Bulk Export: In future versions, will provide the user the ability to login to the
NFIRS web page area where the Mass Export will be located, and export at or
below the group level to which the user is assigned.
State Admin: provides the user the ability to assign Bulk Import permission. This
permission must be assigned by a National Level User.
View Only Permissions
A user without the need to report or modify a departments' incident data can be
assigned the Start Up, Read Incident /FD to be able to login to the Data Entry
Tool and view the Fire Departments and incidents available to the user's group.
To generate reports using the web-based Summary Reports Output Tool on the
NFIRS 5.0 web site, the user account must have the four reporting permissions
assigned to it: Report Submit, Report Generate, Report Templates, Report Fetch.
Refer also to section 3.4, View Only Permissions for information on creating a
group for which a user can view only.
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The Bulk Import permission, assigned exclusively, enables the user to access the
Bulk Import Utility web page area and upload files to the National Database.
The Bulk Export permission, assigned exclusively, enables the user to access
the Bulk Export in the Reporting web page area to create a flat file or Excel
format file of the data in the National Database at their level and below.
3.3
Modifying Users
To modify user information, click on an existing user in the User List Pane.
When the user is selected, the User Detail fields will be populated with the user’s
specific information. All values except for the username can be modified.
•
To modify user information in a text field, highlight the text and type in new
information. Click Save.
•
To activate a user, highlight the user to be modified. In the User Detail Pane,
click on the Status drop down box. Select Active to insert into the Status
field. Click Save.
•
To require the user to change passwords upon next login, check the Must
Change Password check box.
•
To reset the user’s bad login count, click the Reset Login button.
System Administrators are urged to review the list of user account periodically
and delete user accounts that have become Inactive, or contact the user and
inquire about the status of reporting.
3.4
Moving a User
To move a user from one group to another group, in the Group Hierarchy
Window the Administrator must highlight the group level or group the user is
associated with; for example, the State. Check Select All Groups Below box.
Click the Users button. In the User List Pane, all users (active and inactive
status) will be displayed. Highlight the desired user to be moved. User-specific
data populates the fields of the User Detail Pane. Highlight the user’s Group ID
and type in the desired new Group ID. Click Save. Note: Both the Group
Hierarchy Window and the User Maintenance Window can be opened and
arranged to view concurrently for accuracy.
View Only Permissions
Occasionally a user may request the ability to view a county or several
departments that already exist in the hierarchy without the need to report or
modify those departments' incident data. A separate folder can be created on the
tree and the desired departments can be added to the folder. The FDID and
Departments' Descriptions must be named exactly as they appear in their original
location in the hierarchy. The user will need an separate account assigned to that
folder, without the permissions System Admin, Delete Incident, Write Incident,
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File Transfer, or Bulk Import. The incident counts will not be duplicated when
generating statistical reports.
3.5
Deleting a User
To delete a user, highlight the user in the User List and click on the Delete
button. A pop up box will appear which shows the user’s name and state. Click
Yes to delete the user permanently from the list. Click No or Cancel to return to
the User Maintenance Window without deleting the user.
The administrator may periodically see a duplicate registration. In the event that
a user makes a duplicate registration, the administrator can delete the duplicate
from the User List. Users need to be notified which Username is active.
After sixty consecutive days without a login to the On-Line system, active user
accounts are reset to Inactive status. The user must contact their State Program
Manager or System Administrator and request the account be re-activated. It is
recommended that the State Program Manager review the Inactive list
periodically and delete unnecessary user accounts.
Note: The administrator cannot delete groups, only users.
3.6
Miscellaneous Components
Several components of the User Maintenance Window facilitate user
maintenance and user list organization. Five check boxes (diagram 3.6.0)
control how the User List is sorted and displayed. The System Administrator can
choose to display the list of All users, users with No Activity (60 days), users
with the status Inactive Only, users at the Administrators level, or users with
Bad Logins.
Diagram 3.6.0
The Delete, New, and Save buttons (diagram 3.6.1) are used to delete a user
from the list (an irreversible action), to add a new user manually to the User List,
and to save user specific information.
The Print drop down box allows the administrator the ability to save the User List
in Formatted Text or Excel file format. Note: Files formatted for Excel will require
Excel on the user’s PC to open and view.
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The To File button allows the Administrator to save the user list to a specified
location. When the To File button is pressed, the Save User List To pop up
window appears. The administrator chooses a location to save the file. The
default location is in the NFIRS root directory. Name the file and click Save. The
files may be opened with NotePad or WordPad as well as any word processing
program. They may also be imported to an Excel spreadsheet.
Diagram 3.6.1
The Close button when pressed closes the User List Window and returns the
user to the Group Hierarchy Window. The white rectangular box at the bottom of
the screen displays messages pertaining to the display and actions taking place
in the User List Window.
4. The Key Values Window
The Key Values Window enables the System Administrator to view the maximum or available
values the system will use when assigning Group IDs, Special Studies, Attributes, events and
event messages, etc. Users at the User Group 1 or at National level can edit the Key Values.
Users at a login level below the National Database can view the Key Values but will not be
able to edit values.
5. The Release Incidents Window
By releasing a 5.0 incident or incidents, a state (or fire department) is allowing the USFA to
use the incidents' data in National Trending reports and statistical information. Once an
incident is Released, the incident can be accessed and viewed in the On-line database,
however, the Released incident is not editable.
If a user wishes to edit a Released 5.0 incident, a State level user or System Administrator at
the state level assigned the Release Incident permission must "Unrelease" the incident to
allow editing. After the incident has been modified, the incident must be released again.
Valid, 4.1 Data incidents are automatically Released when sent to the National Database. To
update or modify a 4.1 incident, the Program Manager or user with Release Incident
permissions import the updated incident with Overwrite Incidents specified. Note: The 4.1
incident that is Un-released, opened, and saved will be validated against 5.0 rules.
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5.1 Release Incidents Permissions
A user at the US level must assign the State Program Manager the Release Incident
Permission and assign the Program Manager to a level whose Parent Group ID is 1.
Program Managers may request the Release Incident permission to be assigned a
user(s) who will assist in releasing incidents. When a Program Manager or System
Administrator with the Release Incident Permission opens the System Admin Tool,
the Release button will be available on the interface.
Note: the File Transfer permission, which is assigned by default at the time of a
user's account activation, allows users to send a flat file to the National Database in
order to report incident data. The Release Incident permission is not assigned to any
user by default.
A specific level of security has been assigned to each field in all modules to ensure
that sensitive information is not released. The security level is the highest level at
which the data in the field may be released from the national system. The list of
security levels is in the Data Dictionary in the Design Documentation,
http://www.nfirs.fema.gov/documentation/design/ beginning on page 108. States do
have the option to change the security level of a field if necessary to meet specific
state laws
5.2
To Release an Incident:
When a Program Manager or System Administrator with the Release Incident
Permission opens the System Admin Tool, the Release button will be available
on the interface. After clicking on the Release button, an Incident Date Range
window will be displayed (diagram 5.2.0). Specify a date range for which all
incidents will be released, or the range in which to search for incidents to be
released. Note: When releasing a large quantity of incidents, the return message
occurs after the setting for each incident has been updated in the database, so
the return message may not immediately be displayed.
Diagram 5.2.0
The Incident Date refers to the date in the incident's Key Information - Section A.
For example, if the Program Manager specifies the range: Start Date 06/01/00
and Stop Date 09/01/00 and clicks the Release button, all incidents with a Key
Information date from June 1, 2000 to September 1, 2000 will be released.
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In order to update a released 4.1 or 5.0 incident, an Add transaction must be
imported with Overwrite Existing Incidents specified in the Configuration Tool or
Bulk Import Tool. Or, to edit a released 5.0 incident, the Program Manager must
"unrelease" the incident. Note: 4.1 incidents are validated against 4.1 rules,
converted to 5.0 format, and flagged in the database as 4.1 incident data. If a 4.1
incident is unreleased, opened and saved, it will be validated against 5.0 rules.
5.3
To Unrelease an Incident:
In the System Admin Tool, click on the Release button. Specify the incident's
date or a range of dates for several incidents. Click on the Unrelease button. The
Unrelease Incident Window will be displayed (diagram 5.3.0). Select (highlight)
the desired incidents to be Unreleased and click on the blue down arrow to move
the selected incidents to the lower portion of the window. Click the Unrelease
button. The status of the incidents will be changed and they can be edited using
the Data Entry Tool.
A maximum of 1000 incidents can be Un-released at one time.
Note: A released 4.1 incident that is opened will be validated against 5.0 rules
when saved and closed.
The Program Manager can verify an incident has been released by opening the
Data Entry Tool and retrieving a released incident and opening it. The data will
be displayed in the modules' fields but will be grayed out. The incident cannot be
edited.
Diagram 5.3.0
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6. The Codes Window
The Codes Window is accessed by Clicking on the Other… button in the System Admin
Tool main view.
The Codes Window enables the National level user to create, modify, and delete code
categories from the National Database, and enables State Program Managers and their
System Administrators to implement Plus One Codes within their state. The Program
Admin permission is necessary for the user to save changes made when making code
categories and Plus One codes.
Plus One Codes
The fields that support a Plus One code have a fixed maximum size which allows the
potential extra digit of the new code. A Plus One code may be implemented to allow
many additional, more specific values to be defined by local departments or states for
their own uses. When a plus one code is imported to the USFA National Database, only
the national length code is used for analysis.
For complete information on the Plus One Code requirement for NFIRS 5.0 transaction
file fields, refer to page 131 under "Coded Fields" and "Multiple Choice Fields" in the Flat
File Transfer Format section of the Design Documentation, available at:
http://www.nfirs.fema.gov/documentation/design/
For example, a state or Fire Department may wish to further define the national length
description for a Mobile Property Type to specify when an electric vehicle is involved in
fires. In the Mobile Property Type codes, the national length code (10) Passenger Road
Vehicle, Other, could have a Plus One Code added for (101) Electric Vehicle. Or, the
national length code (13) Off-road Recreational Vehicle could have a Plus One Code
added for (131) Golf Cart.
When the new plus code is first created, it may take fifteen to twenty minutes to be recached and appear in the Data Entry Tool.
Off-Line users must perform User Injection to obtain new codes that are implemented
and saved to the National Database.
6.1
Creating a Plus One Code
To create a Plus One code, Click on the Other... button the click on the Codes button.
The Codes Category Editor will appear. The national level code categories are assigned
a standardized, numeric number, which are displayed in the left side of the window, and
their descriptions will be displayed in the right side (diagram 6.1.0). A scroll bar on the
right of the window enables the view of all available codes for the category.
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Diagram 6.1.0
Select the parent code group in which the new Plus One code will be created, for
example, Property Use. System information for the highlighted code category will be
displayed in the Details fields. For example, the system information for Property Use that
will be displayed is: national Code Category ID (106), the User Group ID (defaults to the
user's system assigned group ID), National Length (3), which states the specified length
for the code category, and the code's Description as it appears in the code look up
information (Property Use). The Status box displays whether the code category is Active
or Inactive.
Click the Edit button (not the New button). The Codes Lookup window will display the
existing codes for the selected category .For example, diagram 6.1.1 on the following
page shows the Property Use category.
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Diagram 6.1.1
In the Code Lookup window, click on the plus sign to extend the view of all codes for the
category. Or, use the selection feature: select the Numerical radio button, enter a code,
and click the Select button. If the desired code is not numeric, select the Alphabetic
radio button, type in the Decode Value (description) and click the Select push button.
Click on the desired national length code from which a new code will be assigned
(example: 111, Bowling Alley). The selected code's system-assigned information will
populate the fields in the lower portion of the window.
Click on the New button. The information fields will clear. Enter the Code Value. This will
be the new, numeric code (or alpha, alpha numeric depending on the parent code's
format). Enter the Parent Code. Enter the Decode Value, which is the description the
user will view. There is a fifty character maximum length for the Decode Value. Set the
Status to Active to implement the code. Click Save to save the new information. The
message window in the lower left will display: Updating code information…. Information
saved successfully. The code hierarchy will collapse and when extended, the new code
will appear under the parent code value. The new Code will be saved and you will be
returned to the Code Category Editor.
To Delete a code, highlight the code and set its status to Inactive. The user will be
prompted to confirm the delete action, which is not reversible. To clear the information
from the fields, click Clear. Click Close to close and exit the Code Category Editor.
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Note: On-Line Users may not view the new code until the next day when the system has
re-cached the new information. Off-line users must perform User Injection to update their
local Codes Lookup information.
The steps to create a Plus One code are outlined below.
Step
Action
Result
1
Log into the System Admin Tool.
Highlight the group for which the Plus
one code will be visible.
Click on the Codes push button.
The System Admin Tool opens
The desired group level is
specified.
The Codes Category Editor
window is displayed.
The desired code will be
highlighted and its information
will be displayed in the fields
below.
The Codes Lookup window
will be displayed.
The parent code information
will populate the fields,
The fields will clear, and the
user Group ID will be entered
automatically. Users at this
group level will view and have
access to the code..
The numeric or alpha numeric
code will be established for the
new code.
The parent code will be
specified.
The new code Description will
be specified.
The hierarchy view will
collapse and the new Plus
One code will be saved.
2
3
Select a Code Category in which the
plus one code will be created.
4
Click the Edit push button.
5
6.
Highlight the parent for the Plus One
code about to be created.
Click the New push button.
7
Enter a Code Value
8
Enter a Parent Code Value
9
Enter a Decode Value
10
Click Save
6.2 Deleting a Plus One Code
Locate and highlight the desired Plus One code. When the Plus One code's information
has populated the fields, set the Status to Inactive. A message box will appear confirming
if you wish to set the status to Inactive, which will delete the code. Click Yes. This action
is not reversible.
7. The Chemicals Window
The Chemicals Editor enables the national level user to add, modify and delete chemicals and
their associated information from the National Database. The Chemicals window is accessible by
clicking on the button named: Other… the table of chemicals will be displayed when the user
enters a letter or two into the Chemical String Search field.
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8. The Special Studies Window
The Special Studies Window enables the State Program Manager or System Administrator to
create, modify, and delete a Special Study and its codes from the National Database.
The Special Study codes information must be created and saved to the On-Line system in order
to make the codes selection available to the USFA client software user in the Basic Module's
Special Studies Tab, E3 fields. Having the code saved in the National database also allows third
party transaction files containing the Special Studies information to be validated at the National
level. The Special Study code, if present in a 5.0 transaction file, is contained in the record Type
1060 with the Basic module Information. This record must contain the unique system-assigned
Special Study ID number for the record and the codes it contains to be validated upon import to
the National Database.
Special Studies may be created for state-wide use, a county or region, or a single FDID. When
the Special Study is created, a date range is specified which determines the availability of the
Special Studies selection according to the Incident Date.
Each login level has a Key Value assigned to and can be identified by the system-assigned User
Group ID in the Key Values Window of the System Admin Tool. The Key Value assignment
ensures no duplicate Special Studies IDs are created and no Special Studies IDs are overwritten.
Key Values may be viewed and edited by clicking on the Key Values button from the System
Admin Tool.
If a user attempts to create a Special Study and receives the following error: "Your user group is
not set up to add Special Studies, contact your System Administrator to request assistance, " the
key value must be established for the user's group. State Program Managers or System
Administrators with state level login and Program Admin permission can establish the key value,
or contact NFIRS support.
Examples of Special Studies
Two examples of Special Studies are as follows: a study to collect information on a particular type
of sprinkler system: its brand and if it operated successfully or unsuccessfully. Another example is
a study to collect information on historical properties involved in fires: the type of property:
residential, commercial, or other type; and if the property was operating or vacant.
The following sections provide complete instructions on creating a Special Study. Users creating
a Special Study are recommended to plan the group level for which the study will be available,
the name of the Special Study, the date range the special study will be effect, and the
descriptions for the selectable codes the user will see in the Codes Lookup box. For example:
•
•
•
•
The name of the Special Study will be "Historical Properties Involved in Fires".
It will be available state wide (all departments may view and select its codes in the Basic
Module)
The study will be conducted for the current year (Start Date: 01/01/2006, Stop Date:
12/31/2006)
The selectable codes will be: (1) Residential and inhabited, (2) Residential and
uninhabited, (3) Commercial and operating, (4) Commercial and operating, (5) Other
space or other structure type.
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The System Administrator will first create the Special Study, and then create the codes that users
will select to represent applicable data.
8.1
Creating a Special Study and its Codes
Open the System Admin Tool and click on the Other… button. Click on the Special
Studies button. The Special Studies Lookup window will appear (diagram 8.1.0).
The upper portion of the window displays the Special Studies ID, Name, and date range
for the study for Special Studies saved in the National Database. Two radio buttons,
Applicable Studies and All Studies enable the user to retrieve the Special Studies that
are applicable only those studies that are Active status or all studies available to the
user's group. The fields on the lower left portion will display information for a selected
study. Buttons on the right of the window enable the user to create a New study, Edit
Code values (by accessing the Codes Lookup utility), Save new codes or modifications,
and Clear the information fields. The Cancel button will close the window without saving
changes.
Diagram 8.1.0
To create a Special Study, click the New button. The system assigned ID for the study
will be entered automatically in the Special Study ID field. The User Group ID will be
entered automatically in the User Group ID field (as shown in diagram 8.1.1). Note: each
login level has a Key Value assigned to it to ensure no duplicate IDs are created and no
IDs are overwritten.
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The Start Date and Stop Date will default to the current day. Modify the Start Date and
Stop Date fields as desired to establish the date range for which the Special Studies will
be available to the user for reporting.
Enter a Description (50 character maximum length value). Click Save. The message bar
will state the status: "Changes are being saved…," "the Display is updating…" and finally,
"Special Study Information Saved Successfully." After Special Study has been saved in
the National Database, and follow the steps to create the supporting codes for user
selection.
Diagram 8.1.1
Creating the Code Values
Locate the new Special Study in the list and click once on it to select it. Click on the Edit
Codes button. The Code Look up window will be displayed and in the pane will be the
Special Study that was just created, as shown in the example in diagram 8.1.2.
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Diagram 8.1.2
Highlight the Special Study name in the Codes Lookup window and click the New button.
The User Group ID will be entered automatically. Enter a Code Value, This will be the
numeric or alpha numeric code that is associated with the code value, and it must be
length specified when the Special Study was created. Leave the Parent Code field
Blank. Enter the Decode Value, which is the description the user will see in the Special
Studies Lookup box. Click Save. Diagram 8.1.3 shows the Code Lookup window with a
defining code (1) Residential and uninhabited that has been created and is ready to be
saved.
Diagram 8.1.3
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To create an additional code to define the study, repeat the steps taken in the Code
Lookup window: highlight the Special Study, click Edit Codes button, enter the code value
and Decode Value, and click Save. Diagram 8.1.4 shows the Code Lookup window with
an additional code, (2) Commercial and Operating, that has been created and is ready to
be saved.
Diagram 8.1.4
An outline of the steps necessary to create a Special Study and its codes follow Section
8.2 .
8.2
Modifying Codes in an Existing Special Study
To modify a Special Studies code, open the System Admin Tool and click on the
Other…button, then click on the Special Studies button. The Special Studies Lookup
window will appear. Select the All Studies radio button to display all available Special
Studies. A scroll bar on the right of the window enables the view of all available Special
Studies.
Select (highlight) the desired Special Study. Click on the Edit Codes button. The Code
Lookup window will be displayed and list the existing codes for the selected study. Note:
if an error message displays in the lower left message bar: "exception during Special
studiesLookupViewActionEvent null, " verify the desired Special Study is highlighted.
To modify a code, in the Code Lookup window, highlight the desired code. The details for
selected code will populate the fields (the Parent Code field may be blank). Place the
cursor in the field that needs to be edited and type in the correction. Click Save.
To add a code an additional code to for the selected Special Study, in the Code Lookup
window highlight the name of the special study. Click the New button. The detail fields
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will be cleared. Enter the criteria for the new code. The Code Value is the actual numeric
(or alpha-numeric) code the user will select and enter in the named Special Studies
Value field in the Basic module. The User Group ID will be entered automatically, and a
parent code entry is not necessary. Enter a Description (maximum 50 characters). Click
Save. The New code will be added to the Codes Lookup list for the selected Special
Study.
The following table outlines the steps to create a Special Study.
Creating a New Special Study and its Codes
Step
Action
Result
1
Open the System Admin Tool and
click on the Other… button, then click
on the Special Studies button
Click on the New push button.
The System Admin Tool's
Special Studies Lookup
window will be displayed.
The Special Study ID and
User Group ID field will default
to system assigned values.
The date range will be
specified. The Special Study
will be available and validated
for incidents that have an
Incident Alarm Date within this
range.
Enter a description that
defines the code value.
2
3
Enter a Start Date and a Stop Date
for which the Special Study will be
applicable.
4
Enter a Decode Value.
5
6
Leave the Parent Code field blank.
Enter a Code Value
7
Click the Save push button.
8
Highlight the Special Study where it
appears in the Lookup list
9
Click the Edit Codes push button.
7
8
9
Highlight the new Special Study (it
will appear as the single bullet item)
Click the New button.
Enter a Decode Value
10
11
Leave the Parent Code field blank.
Enter a Code Value
12
Click Save
Repeat steps 8 – 12 if an alternative
code is necessary.
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A code value will be created
for display in the Special
Studies Look up box.
The Special Study will be
saved.
The Special Study will be
selected in order to continue
creating its codes.
The Codes Lookup window
will be displayed.
The New Special Study will be
selected.
The detail fields will clear.
Enter a description that
defines the code value.
The numeric or alpha numeric
code value will be established.
The code to define the Special
Studies will be saved.
System Administration Tool
Users Guide
NFIRS 5.0
9. The Field Perms Window
State Program Managers assigned the State Level permission will have the ability to modify the
field security levels of data fields in the NFIRS 5.0 system for their state and fire departments by
using the components of the Field Permissions window. The purpose of these settings is to
prevent data from being released in the public data format if this would conflict with state or local
jurisdiction privacy laws. The Design Documentation (page 108 - 125), available at
http://www.nfirs.fema.gov/documentation/design/ contains a list of default security levels for each
field in the NFIRS 5.0 system.
The data security settings are in effect once the data is transmitted to the National Database via
transaction file or entry with the USFA client software. Data fields marked "State" and “FDID” are
collected and stored in the National database, but may not be released publicly without the
State’s permission or originating Fire Department's permission.
9.1
Changing a Field's Security Level
To modify an existing default field security setting, open the System Admin Tool. To
modify a field's security setting for the entire state, highlight the State in the hierarchy and
click the Field Perms button. A confirmation window will appear which states: Since you
have not selected a specific FDID, you will be setting preferences for the entire State.
Do you wish to continue? Click Yes to modify a field level's security for the entire state.
Click No or Cancel to return to the hierarchy and select a FDID.
To modify a field's security setting for an FDID, locate the desired FDID in the hierarchy.
Click on the Field Perms button. The Field Level Perms window will open.
When the Field Perms button is clicked, the Field Level Perms window will be displayed.
In this window, the list of fields in the NFIRS 5.0 System will be displayed. Select
(highlight) the desired field. The selected field's info will appear in bottom pane, including
the default level security for the selected field.
There are three checkboxes in the Visibility section where the field permissions are
specified: and National, State, Fire Department. Make the desired change for the
selected field by un-checking or checking the box next to the level. Example, to specify
the selected fields' data should not be included in release at the public level, uncheck the
National box. Click the Save button.
To verify a field's security level setting has been saved, close and reopen the System
Admin Tool. Locate the desired field and verify the visibility is set as was specified in the
previous session.
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10. The System Administration Tool Rapid Start-up Guide
The Rapid Start-Up Guide for the System Administration Tool outlines the key steps
necessary for the System Administrator to begin using the Tool as quickly as possible. Only
key points are described below. In-depth information on the System Administration Tool can
be found beginning on Page 3 of this document.
10.1
Starting the System Administration Tool
1. Go to Start…Programs…NFIRSv54…System Admin Tool.
2. A screen will appear: “Login On-Line.” Enter User Name, State and Password.
Click OK.
10.2
To Create a New Group
1. Click once on the Group in which the County or Fire Department is to be added.
2. Click on New push button.
3. The System will assign a Group ID, and the Parent Group will become the Group to
which you are adding.
4. Enter an FDID number and description of the Group you are adding. For a County or
Region, enter the description; for a Fire Department, enter the description and FDID.
5. Click on Save.
6. The Group Hierarchy will collapse.
7. Click on the + sign to display the hierarchy tree.
Note: When the System Administrator exits the System Administration Tool after any
changes were made to the Groups, these changes will not be seen for about 20 minutes.
10.3
To View Users
1. Go to Start…Programs…NFIRSv54…System Administration Tool.
2. The On-Line login screen appears. Enter Username, State and Password. Click OK.
3. At the Group Hierarchy Window, click on the desired Group to view its users’ list.
4. Click on the Users push button.
5. The User Maintenance Window will be displayed and the users associated with the
Group will be displayed.
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10.4
NFIRS 5.0
To View All Users in the State
1. In the Group Hierarchy Window, click on your state to highlight.
2. Check the box next to Select All Groups Below.
3. Click on the Users push button.
4. The User Maintenance Window will be displayed and all users in selected state will
be listed.
10.5
To View All Inactive Users in the State or Group
1. In the Group Hierarchy Window, click on your state to highlight.
2. Check the box next to Select All Groups Below.
3. Click on the Users push button.
4. The User Maintenance Window will be displayed and all users in selected state will
be listed.
5. Click on the Inactive - 60 Days radio button (located on the right side of the window).
The list displayed lists only those users whose accounts Status is Inactive.
10.6
To Activate a User
1. At the Group Hierarchy Window, click on your state.
2. Click on the User push button.
3. Users will be displayed.
4. Highlight the user to be activated.
5. Enter the system assigned Group ID the user is to be associated with (not the FDID).
6. Click on Status…select Active.
7. Click on the Set Permissions button.
8. Check the box next to the permissions to be assigned. Note: The Bulk Import
Permission enables users to access the Bulk Import Web interface. The Bulk Export
Permission allows the user to access the Bulk Export.
9. Click OK to close the Permissions window.
10. Click Save on the User Maintenance window before closing. .
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Note: When a user registers using the User Registration Form from the NFIRS 5.0 Web
Site, their default Group ID is the Group ID of the state they registered in. The user’s
accounts are inactive until the System Administrator activates them. Additional
permissions may be assigned at the time of activation or at a later date.
10.7
To Create A Plus One Code
1. Click on the Other… button, and then click on the Codes button.
2. Select (highlight) the Code Category for which the Plus One code will be created.
3. Click on the Edit button.
4. The Codes Lookup window will be displayed, and contain the existing codes for the
selected category.
5. Highlight the parent code for the new Plus One code.
6. Enter the Parent Code value.
7. Enter the Code Value. This is the numeric or alpha numeric value that signifies the
code.
8. Enter the Decode Value, This is the description users will see in the Code Lookup
window.
9. Verify the Status is Active.
10. Click Save.
10.8
To Create A Special Studies
1. Click on the Other… button, and then click on the Special Studies button.
2. Select (highlight) the Code Category for which the Plus One code will be created.
3. Click on the New button.
4. A system assigned number will fill the Special Study ID field. The User Group ID will
default to the System Administrator who is logged in.
5. Modify the Start and Stop dates as desired.
6. Enter the Max Length for the codes that will define the Special Study (1 is adequate
for most codes).
7. Enter a Description for the Special Study.
8. Verify the Status is Active (if it is to be implemented immediately).
9. Click Save.
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10. Locate the newly created Special Study in the list and click the Edit Codes button.
11. In the Codes Look up window, highlight the Special Study where it appears as a
bullet item and click the New button.
12. Enter a Decode Value (the description).
13. Leave the Parent Code field blank.
14. Enter a Code Value (the numeric or alpha code to represent the Special Study
details).
15. Click Save.
11.
Troubleshooting
•
A user contacted me to report he forgot his password. How do I reset his password?
An Administrator cannot recover a lost or forgotten password. Change the user’s
password.
In the User List Pane, highlight the user. In the User Detail field, click the
Change Password button. A pop up window appears. The administrator enters
a new password, then reenters the password to confirm. Click OK. Report the
password to the user.
•
When a user opens the Data Entry Tool, “FDID Not Found” message displays
instead of the Fire Department name.
The Header Record has not been created for the group. The user must create
the Header Record.
To create a Header Record, the user selects Fire Dept from the Menu Bar (in the
Data Entry Tool Main View Screen). Click on New Fire Dept. In the Fire
Department Screen, the user will see the FDID number. The user enters the Fire
Department Name. All other information is optional. When the user clicks OK,
the information will be saved and the user is returned to the Data Entry Main
View Screen. An import of Fire Department information will also create the
header record.
•
A user trying to register reports an error message: Failed to Register User: 10477
( or 9999).
The Username is already been taken by another registrant in the state. The user
must choose a new username. Advise the user to alter a character in the name
and submit the registration again.
Note: The Username is not case sensitive, but is space sensitive. It may be an
alpha-numeric value. Punctuation or other characters is not recommended in the
Username
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•
NFIRS 5.0
A user trying to login reports an error message: You have not been activated or,
Failed to Register User: 10468
The user account status is Inactive. In the System Admin Tool User Maintenance
window, locate the user account and reset his or her status to Active. Click Save.
Advise the user to login the same day, or their account will deactivated upon the
daily reboot of the system.
•
How long does it take to activate a Group?
When an administrator creates or adds a group, it takes approximately twenty
minutes for the information to be processed in the National Database. After this
period, the group will display in the hierarchy. When an administrator activates a
user or changes the user’s status, the change takes place immediately.
•
How long does it take to activate and View a Plus One Code?
When an administrator creates or adds a Plus One Code, it takes approximately
twenty minutes for the information to be processed in the National Database.
After this period, the Plus One Code will display in the On-Line User's View of the
Code Lookup box. Off-Line users must perform User Injection to obtain the
added Plus One codes in the Code Lookup box.
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12.
NFIRS 5.0
Index
Permissions
Bulk Import Utility ...................................... 17
Delete Incident/FD .................................... 16
File Transfer Service ................................ 17
Log Retrieval.............................................. 17
Program Administration............................ 16
Read Incident/FD ...................................... 16
Release Incidents ..................................... 17
Report Fetch .............................................. 17
Report Generate ....................................... 17
Report Submit............................................ 17
Report Templates ..................................... 17
Startup Service.......................................... 16
State Admin ............................................4, 17
System Administration ............................. 16
User Validation .......................................... 17
Version Updates........................................ 17
View Only ................................................... 18
Write Incident/FD ...................................... 16
Plus One Codes ............................................ 23
creating....................................................... 23
Decode value............................................. 25
deleting ....................................................... 26
A
activating a user.............................................12
adding a user to a group...............................12
automatic user deactivation ...........................5
C
Chemicals Editor............................................26
Codes Window ...............................................23
configuration .....................................................6
County-level Group........................................11
Creating a new Group .....................................8
D
Description field..............................................11
E
extended list......................................................5
F
failed login.........................................................7
FDID number ....................................................9
Field Perms Window .....................................33
Field Security Levels .....................................33
R
G
Rapid Start-Up Guide ................................... 34
Release Incidents Window .......................... 20
Releasing Incidents ...................................... 21
required and optional fields ......................... 12
Group Detail Pane ...........................................8
Group ID number .............................................9
I
S
Inactive status ................................................12
Select All Groups Below .............................. 12
Set Permissions ............................................ 15
Setting Database Connection ....................... 6
Special Studies
creating....................................................... 28
creating code values................................. 29
Special Studies Window .............................. 27
examples .................................................... 27
State Admin Permission................................. 4
State-level Group .......................................... 11
L
login ...................................................................7
login window .....................................................6
N
New push button ..............................................8
NFIRS Configuration Tool Users Guide .......6
nodes .................................................................5
O
T
OK button ..........................................................7
Other... Button ..................................................7
Troubleshooting ............................................ 37
P
U
Parent Group ID ...............................................9
Password Management ..................................5
new user accounts.....................................14
password requirements.............................13
Passwords ........................................................7
Unreleasing Incidents................................... 22
User Login buttons........................................ 13
User Maintenance Window.......................... 11
User Passwords ............................................ 14
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National Fire Incident Reporting
System
(NFIRS 5.0)
Configuration Tool User's Guide
NFIRS 5.0 Software Version 5.4
Prepared for:
FEMA
Round Hill, VA 20142
Prepared by:
Verizon Federal Incorporated
P.O. Box 309
Round Hill, VA 20142
CONFIGURATION TOOL GUIDE
NFIRS 5.0
TABLE OF CONTENTS
1.
INTRODUCTION:............................................................................................................................... 3
2.
USER OPTIONS TAB: ........................................................................................................................ 4
2.1
2.2
2.3
2.4
2.5
FILE IMPORTING: ................................................................................................................. 5
DATA VALIDATION:............................................................................................................... 5
PERFORMANCE CONTROL: ................................................................................................... 6
INCIDENT FILE DELIMITER: ................................................................................................... 7
SHOW SECONDS: ................................................................................................................ 7
3.
FORMS TAB: ....................................................................................................................................... 8
4.
THE ADVANCED TAB....................................................................................................................... 9
4.1
4.1.1
4.1.2
4.1.3
4.1.4
4.1.5
OFF-LINE ACCESS:.............................................................................................................. 9
CONFIGURATION FOR ACCESS 97....................................................................................... 11
CONFIGURATION FOR ACCESS 2000 AND ACCESS 2002 (XP) - NEW USERS ........................ 11
OFF-LINE USERS: VISUAL FOXPRO 6.0 SETUP ................................................................... 13
OFF-LINE USERS: MS SQL SERVER 7.0 OR MS SQL SERVER 2000 SETUP ........................ 14
PREVIOUS VERSION 5.0 USERS OF VISUAL FOXPRO 6.0 OR MS SQL SERVER 7.0............... 15
4.2
4.3
4.4
4.5
4.6
ON-LINE MODE: ................................................................................................................ 16
NEGOTIATE FIREWALL ....................................................................................................... 16
PROXY AUTHORIZATION:.................................................................................................... 17
CACHE APPLICATION DATA: ............................................................................................... 17
EVENT LOGGING LEVEL ..................................................................................................... 18
5.
THE TRANSACTIONS TAB............................................................................................................ 18
6.
SAVING USER CONFIGURATIONS ............................................................................................. 18
7.
INDEX:................................................................................................................................................. 20
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CONFIGURATION TOOL GUIDE
NFIRS 5.0
1. Introduction:
The Configuration Tool User’s Guide provides comprehensive documentation of the
Configuration Tool components available to the user. The Guide facilitates user control of
the NFIRS Client Suite and enables the user community to quickly and efficiently begin
using the Configuration Tool. The Guide is intended for new users of NFIRS 5.0
Software Version 5.4 (5.4.0).
The Configuration Tool provides the user the capability to specify the import location of
data files, whether to run against an On-Line or Off-Line database, the address of the
firewall (if present in the user’s network), and whether data encryption is to be utilized.
The user may open the Tool by clicking the Start button…Programs…NFIRSv54
…Configuration Tool, or from the Data Entry Tool Menu bar click on Tools…Client
Configuration Tool. No Internet Connection is required to open this tool.
The Configuration Tool contains four tabs that enable the user to navigate the available
screens: the User Options Tab, the Forms Tab, the Advanced Tab. Each tab provides
specific functionality and options to the User. To view a tab, single click on desired Tab
heading. Note: The Transactions Tab is not activated at this time.
The User Options Tab provides the user options of importing data to a database or flat
file, to accept invalid records during import, and overwrite existing incidents during import.
The user has the ability to set import performance control for Off-Line, On-Line-network
or On-Line-modem, set the batch size during the import of data, set the delimiter, and
specify whether to show seconds in times’ display or not. The user makes the
appropriate selections using the check boxes and drop down menus.
Most configuration changes that affect imports can be made dynamically from within the
Data Entry Tool. Refer to the specific component’s section for compete details. For
example, the access mode cannot be changed dynamically. The user must exit the
Configuration Tool for the change from Off-Line access to On-Line access to occur.
The Forms Tab lists the available Client GUIs (modules) which the user sees displayed
on their computer and uses to enter their incident information. The available forms are
Basic, Fire, Structure, Civilian Casualty, Fire Service Casualty, EMS Casualty, Wildland,
HazMat and Arson.
The Advanced Tab provides the user the ability to specify the Off-line or On-Line access
mode, specify the database type, set firewall configuration, enter HTTP or Socks firewall
Internal IP address and Port, Cache Application Data, and set the Event Logging level.
Instructions for Off-Line users of the NFIRS 5.0 Software Version 5.4 who must specify
the Database Type and verify configuration information before using the Data Entry Tool
in the Off-Line mode, are included in separate sections in the Advanced Tab section of
this document.
This release of USFA NFIRS 5.0 Version 5.4 client software includes an upgrade to JDK
version 1.4.2_10 which is necessary to support DHS Security requirements and Sun
licensing agreements. This change requires users to upgrade to Version 5.4 after its
release, before logging into the National Database.
The NFIRS 5.0 Version 5.4 communication protocol, like the previous version 5.3, uses
HTTPS over port 443, an industry standard protocol.
The following sections describe in detail the appearance and function of the Configuration
Tool components.
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2. User Options Tab:
The User Options Tab (diagram 2.0) provides several options to assist the user make
an accurate Import / Export or Conversion of data. The user can choose from the
following options: to import data to a Database or Flat File, Accept Invalid Records
During Import, Overwrite Existing Incidents During Import, Import Performance Control
for Off-Line, On-Line-Network or On-Line-Modem. The user can set the Batch Size during
the import/export of data, set the Incident File Delimiter, and choose whether to Show
Seconds or not. The options are provided in check boxes and/or drop down menus.
The user will not necessarily change or reset every option available each time they use
NFIRS 5.0, but it is recommended that users review User Options settings before new
data import tasks, or when troubleshooting data import issues.
Most users operate the tool with the default settings shown in Diagram 2.0 below. If
changes are made to settings, click the Save button in the lower left corner before
clicking OK or closing the screen.
Diagram 2.0
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2.1
NFIRS 5.0
File Importing:
The File Importing check boxes provide the user the option to import data to a
Database or to a Flat File (Diagram 2.1.0). The Import to Database option is
for importing data to a database; either an Access 97, Access 2000, Access
2002, Visual FoxPro 6.0 or MS SQL Server 7.0, MS SQL Server 2000, an Oracle
database, or to the National Database. Importing to a flat file runs the data
through the validation process and creates log files detailing the validation
process.
To specify an option, click on the check box next to the desired import location.
Diagram 2.1.0
The user may locate the log files for an import by double clicking on the “out”
folder that is created during the import process. The out folder location defaults to
the NFIRSv54 root directory, or the location where the original import file is
stored. To access the out folder from the Validation Tool window, click the View
File button.
Note: The out folder will not exist until the first data import takes place. For
details, see the Import/Export (Section 5.1) in The Data Entry/Validation Tool
User’s Guide.
If the data file is on a 3 ½ floppy disk, it is recommended the data file be saved to
the PC’s hard drive before the import process.
The log files created during an import are:
Filename.err
Filename.log
Filename.bad
filename.txt
filename.unp
2.2
A listing of the validation errors
A file listing the validation process
A listing of all the bad transactions
(critical or fatal)
A replication of the original file
Messages related to connectivity
Data Validation:
Two check boxes facilitate incident validation: Accept Invalid Records During
Import and Overwrite Existing Incidents. Data validation checks take place
during manual incident entry and during data imports. (See the Data
Entry/Validation Tool Users Guide posted on the NFIRS 5.0 Web site). During
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data import processing, the user is provided the option to accept data that has
not passed data validation (failed a validation check) by checking the Accept
Invalid Records During Import checkbox (diagram 2.2.0). If Accept Invalid
Records During Import checkbox is not checked, imported data not passing
validation will not be imported to the database or the flat file and instead will be
written to a separate file with the extension “.bad".
Upon successful installation, the Accept Invalid Incidents Upon Import is checked
by default.
Note: Improper data such as alpha data in a numeric field is never allowed.
Diagram 2.2.0
The Overwrite Existing Incidents check box provides the user the option to
overwrite existing incidents during the import of data. If the box is checked,
during the import of the data, incidents with the same Key Information in the
database (Local or National database) will be overwritten with the data that is
being imported. Upon successful installation, this box is checked by default.
2.3
Performance Control:
The user may select the connection performance during the import of data by
choosing the Import Performance Control for Off-Line, On-Line-Network or
On-Line-Modem. By specifying the performance control, the user is establishing
the optimum connection to the database used to import data to the database.
Thus, if the user is working on-line using a modem connection and importing
incidents to the National Database, the On-Line Modem setting provides three
connections to the database. When the user is working off-line and is importing
data to a local database, the Off-Line setting provides one connection.
Note: The Import Performance Control default setting is Off-Line Modem, which
most users will find sufficient for importing.
Batch Size specifies to the application how many transactions are to be bundled
together and then imported to the database. The default setting is Medium.
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2.4
NFIRS 5.0
Incident File Delimiter:
If the user chooses to import from a flat file, the option of an Incident File
Delimiter is provided (diagram 2.4.0). Field delimiters are symbols placed
between fields that enable software to differentiate between the fields. The
Incident File Delimiter defaults to the ^ sign (caret). If another delimiter is
chosen, it must be a symbol that will not appear in the data file in order to prevent
failed data loads.
To change the setting, highlight the symbol displayed in Incident File Delimiter
box and type in desired character, or highlight the symbol displayed and press
Delete. Type in desired character.
Diagram 2.4.0
2.5
Show Seconds:
The Show Seconds option enables the user to specify a higher level of incident
reporting precision by designating to the degree of seconds vice hours and
minutes (diagram 2.5.0).
Seconds may always be entered in any time field. If Show Seconds is set to “No”
then a field will only show seconds if it is not equal to zero. If Show Seconds is
set to “Yes” then the affected window will always show seconds precision.
Check the box to show seconds or uncheck not to show seconds equal to zero.
Diagram 2.5.0
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3. Forms Tab:
The Forms Tab (diagram 3.0) lists the available Client GUIs (modules) which the user
sees displayed on their computer when using the NFIRS application to enter their
incident information. The available forms are Basic, Fire, Structure, Civilian Casualty,
Fire Service Casualty, EMS Casualty, Wildland and Hazmat, Personnel, Arson and Fire
Department header.
Note: Modifying the class name of the Client GUIs will result in the user being unable to
open a module, and/or an exception message will occur and the user will be unable to
open the module.
Diagram 3.0
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4.
NFIRS 5.0
The Advanced Tab
The third tab on the NFIRS Configuration Tool is the Advanced Tab (diagram 4.0).
Configuration options under the Advanced Tab include specifications for Off-Line or OnLine Access to a database, ODBC Data Source and Driver Name, database type,
communications protocol, firewall address, cache application data and logging level.
After successful installation, Off-line users setting up a local database will need to open
the Configuration Tool and check the Off-Line Access box to specify the mode, verify the
Database Type and enter configuration information, if necessary, in the On-Line Access
area. An Internet connection will be required for Off-line users in order to perform initial
User Injection, Remote Synchronization, and send incidents to the National Database.
Instructions for each database type are included in the sections listed below.
Diagram 4.0
4.1
Off-Line Access:
The first check-box on the Advanced Tab is Off-Line Access. When the user checks the
Off-Line Access check box, they are specifying that FD and incident information they
enter and save will be saved to a local database (on the User's PC). NFIRS 5.0 Software
Version 5.4 provides these options for the local database applications: Access 97,
Access 2000, Access 2002 (XP), Visual FoxPro 6.0, MS SQL Server 7.0, and MS SQL
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Server 2000. The database program the user selects must be on the PC prior to installing
NFIRS 5.0 Software Version 5.4.
The Oracle 7.3x or 8.3x database (diagram 4.1.0) options are for remote use only.
When Off-Line Access is checked, the ODBC Data Source Name must be specified.
Users using Access 97, 2000, or 2002 will use the default name: jdbc:odbc:nfirsodbc54
(as shown in Diagram 4.0).
When Off-Line Access is checked, the ODBC Driver Name must be specified, and will
default to the description of the manufacturer. Users using Access 97, Access 2000, or
2002 do not have to change the default name (shown in Diagram 4.0).
If the local database requires a database username and password, click the Set DB User
button. When clicked, a pop-up window will appear where the user can specify
username and password. Note: Most users will NOT need to set the database
password.
The default Database Type is Access 97 (an Access 97 database will be installed during
Typical installation). The Off-Line user must specify the database application that will be
used as the local (Off-Line) database engine. Access 2003 Users: Users with the
Access version 2003 on the PC must use the default Database Type Access 97.
Note: It is not recommended to open the Access local database using the Access
program directly. Make a back up copy of opening the Access database prior to opening
the database with the Access program.
Off-Line users must have the database program of their choice installed on the PC prior
to the installation of NFIRS 5.0 Software Version 5.4. Users of NT, Windows 2000, and
XP must be logged to the PC as its system administrator to install the NFIRS software.
It is recommended that users upgrading from Microsoft Office 97 to Microsoft Office 2000
perform the upgrade of the office suite first, and then install the database program they
choose to use for their local NFIRS 5.0 database, followed by NFIRS 5.0 Client Software.
Regular database maintenance is recommended to maintain optimum performance of the
local database. Access Users will find complete steps for the procedure to compact the
Access database in the Data Entry Tool Users Guide or at the Tutorial Page,
http://www.nfirs.fema.gov/users/tutorial.shtm. FoxPro and MS SQL Server users should
follow the database maintenance procedures as recommended by the manufacturers of
the program.
Section 4.1.1 provides setup instructions for Access 97 Off-Line users.
Section 4.1.2 provides setup instructions for Access 2000 and Access 2002 (XP) OffLine users.
Section 4.1.3 provides instructions for Visual FoxPro 6.0 local database setup.
Section 4.1.4 provides instructions for MS SQL Server 7.0 and MS SQL Server 2000
local database setup.
The Data Entry Tool Users Guide provides complete information on the User Injection
and data entry.
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4.1.1 Configuration for Access 97
After successful installation of the NFIRS 5.0 software Version 5.4, users who
have Access 97 on the PC must:
1. Open the Configuration Tool and click on the Advanced Tab.
2. Check the Off-Line Access box.
3. Click Save, and proceed to initial User Injection. Note: Users behind a
firewall or using a proxy server will need to enter configuration information in
the On-Line Access section of the Advanced Tab before proceeding with
Initial User Injection.
For complete details on User Injection, refer to the Data Entry Tool Users Guide.
Users of Previous Software Version 5.3.4 or an earlier version:
Users of the previous NFIRS 5.0 Software Versions 5.3.x who have fire
department and incident data saved to their Access 97 local database can follow
these steps to move the database into the new Software Version 5.4 Database
folder after successful installation.
1. Make a back up copy of the previous Version 5.3.x, local database file
(Named: NfirsdataV53.mdb). Its default location is C:\Program
Files\NFIRSv53\Database\
2. Install the NFIRS 5.0 Software Version 5.4.
3. Locate the new Version 5.4 database file (named: NfirsdataV54.mdb ). The
default location of the database file is: C:\Program Files\NFIRSv54\Database\
4. Rename the file to: origNfirsdataV54.mdb (if file extensions are not displayed
on the PC, rename the file origNfirsdataV54).
5. Locate the previous version 5.3 database file and copy or move it to the
NFIRSv54 Database folder.
6. Rename the file to: NfirsdataV54.mdb (if file extensions are not displayed on
the PC, rename the file NfirsdataV54).
7. Remote Synchronization/User Injection is required to update the Off-Line
database with rules and codes from the National Database.
When beginning the Remote Synch process, the user will be prompted to “Apply
Schema Changes?” Click Yes to proceed with the User Injection/ Remote
Synchronization process. The Data Entry Tool User's Guide provides complete
instructions.
4.1.2 Configuration for Access 2000 and Access 2002 (XP) - New Users
Users with Access 2000 or Access 2002 (Access XP) on the PC will need to
complete the installation of the NFIRS 5.0 Software Version 5.4, specify the OffLine access mode, and then convert and rename the database before specifying
the Database Type on the Advanced Tab. After the database has been
converted and renamed, the user can proceed with initial User Injection.
To set up the Access 2000 or Access 2002 database for local use:
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NFIRS 5.0
1. After successful installation, open Windows Explorer and locate the
NFIRSv54 root directory. Open the Database folder.
2. Double click on the NfirsdataV54.mdb. The Access program will open.
3. The user will be prompted to Convert Database. Click Yes or OK to convert
database. (or, open the Access program, from the Tools menu select
Database Utilities…Convert database option. In the directory window that is
displayed, locate the NFIRSv54 database: NfirsdataV54.mdb).
4. A directory window will appear. In this window, the user must specify the
location to save the converted (new) database. Specify the
NFIRSv54\Database folder in the NFIRSv54 root directory as the location to
save the converted database.
5. Accept the default name (db1.mdb) for the converted database.
6. When the database is finished being converted, click on the X in the upper
right corner to close the database. Close the Access program. The user will
be returned to Windows Explorer.
7. Using Windows Explorer, rename the original NfirsdataV54.mdb database
(suggestion: empty97NfirsdataV54.mdb).
8. Rename the database that was created in the converting process to
NfirsdataV54.mdb (must be exact. If the PC does not show file extensions for
known file types, name it: NfirsdataV54).
9. From the Start menu, open the NFIRSv54 Configuration Tool and go to the
Advanced Tab.
10. In the Off-Line section, check the Off-Line access box.
11. In the Off-Line section in the Database Type drop down box, select the
Access version used when converting the database file. Note: On-Line
configuration information, if necessary, may be entered at this time.
If the error message is displayed: "There is a mismatch between Data Source,
Driver and Database Type," click OK. Verify the Access program version on the
PC is the same as the selected Database Type on the Advanced Tab. Verify that
the default database has been converted and is located in the
NFIRSv54\Database folder. Verify the user was logged in as the PC’s system
administrator. If the Database Type still cannot be saved, contact the NFIRS
Support Center at: fema-nfirshelp@dhs.gov
Before closing the Configuration Tool, verify the Off-line Access box is checked.
Click Save and exit the Configuration Tool. Proceed with initial User Injection.
Access 97 users who wish to upgrade to Access 2000 or 2002
The following steps are recommended to Off-Line users of the previous NFIRS
5.0 Software Versions 5.3.x who have data saved to an Access 97 database and
would like to upgrade to another Access version.
If reports are saved to the NFIRSv53 Reports folder, move the folder to another
location on the hard drive. If the Data Cleansing Tool was used to run scripts on
the Off-Line database and the user wishes to retain the history of when the
scripts were run, copy or move the Version 5.3 file named:
AllDatabasePatches.obj to another location on the hard drive.
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1. Make a back up copy of the Access 97 database, NfirsdataV53.mdb (NOT
.ldb) or previous version NFIRS database and save it to the hard drive or zip
disk.
2. Completely remove the NFIRSv53 program.
3. Perform the upgrade to Access 2000, or to the office suite which includes
Access 2000.
4. Install NFIRS 5.0 Software Version 5.4.
5. Move the previous version database file into the new NFIRSv54 database
folder, convert it to the necessary Access version (see steps for converting
the database) and rename the file: NfirsdataV54.mdb (if file extensions do
not show on the PC, name it: NfirsdataV54)
6. Perform User Injection/Remote Synchronization.
Version 5.3.x Off-Line Data Cleansing Tool Users: To retain the history of the
scripts run in the Version 5.3,x, move the AllDatabasePatches.obj into the
NFIRSv54 folder, and overwrite the file that exists.
4.1.3 Off-Line Users: Visual FoxPro 6.0 Setup
Users who wish to select Visual FoxPro 6.0 as the Off-Line database engine
must have the program on the PC prior to installation of NFIRS 5.0 software
Version 5.4. The user will import the schema to the Visual FoxPro and create the
local database, assign a new ODBC data source to the database, perform User
Injection/Remote Synchronization to populate the new database with application
data and user and department information from the National Database. Visual
FoxPro 6.0 is intended for the Off-Line mode only, therefore the On-Line
Reporting Tool included in the Client Suite will not be available to the user to
generate statistical reports on the data saved to the Visual FoxPro 6.0 database.
1. Obtain the zip file containing the Visual FoxPro 6.0 schema
("NFIRSFoxPro.zip"), available on the NFIRS Download Software Page).
2. Unzip and save the files to a directory of your choice.
3. Start Microsoft Visual FoxPro 6.0.
4. Under the FoxPro File menu, select Open.
5. Locate the folder containing the unzipped FoxPro files, and select the
nfirsproject.pjx file.
6. You will be prompted to make the new directory the home directory for the
new FoxPro database, which is suggested.
Complete the following steps to create an ODBC source for the new Visual
FoxPro 6.0 database.
1. From the Start menu, select Settings...Control Panel.
2. Double click on the ODBC Data Sources 32 bit icon. The icon may be
named differently on NT machines.
3. In the ODBC Data Sources Administrator window, click on the System DSN
Tab.
4. Click on the Add button. The Create New Data Source window will be
displayed.
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5. Select the Microsoft Visual FoxPro Driver.
6. Enter a Data Source Name and Description. For Example: MyVFPServer
7. Click Finish. Close the Control Panel.
8. From the Start menu, select the NFIRSv54 Configuration Tool and click on
the Advanced Tab.
9. If configuration information is necessary for On-Line Access, check the OnLine Access box and enter the information. Click Save.
10. Check the Off-Line Access box before exiting the Configuration Tool.
Rename the ODBC driver to point to Visual FoxPro 6.0:
1. In the Database Type drop down box, select Visual FoxPro 6.0.
2. Replace the odbc driver name (in the top text field) with the one you just
created. Example: jdbc:odbc:MyVFPServer
3. Click Save, and exit the Configuration Tool.
4.
Proceed with User Injection (Refer to the Data Entry Tool Guide for complete
information).
4.1.4 Off-Line Users: MS SQL Server 7.0 or MS SQL Server 2000 Setup
Users who wish to use MS SQL Server 7.0 or MS SQL Server 2000 as the Off-Line
database engine must have Microsoft SQL Server Version 7.0 or MS SQL Server 2000
installed on the PC prior to installation of NFIRS 5.0 software Version 5.4.
The user must first import the schema to the MS SQL Server 7.0 or 2002 and create the
local database, and then assign a new ODBC data source to the database. To complete
the setup, User Injection/Remote Synchronization must be performed to populate the
new database with application data, user and department information from the National
Database. MS SQL Server 7.0 (or MS SQL Server 2000) are intended for local use only,
which means the NFIRS 5.0 On-Line Reporting Tools cannot be used against it.
Import the schema to the MS SQL Server 7.0 (or 2000) database using these
steps:
1. Create a new database using the SQL Enterprise Manager (EM).
2. From the EM, under the Tools menu select SQL Server Query Analyzer.
3. When the Query Analyzer launches, go the combo box at the top-right and
select your database name.
4. Click the "Open" icon (second icon from left on top of window).
5. Select the .sql file that contains the schema, which is usually named
"NFIRSSQLServerSchema.sql".
6. Press F5 to execute the script.
7. Select the .sql file that contains the table updates, which is usually named
"SQLServerTableUpdates.sql".
8. Press F5 to execute the script.
9. Quit the Query Analyzer.
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NFIRS 5.0
10. The new schema is now found under "tables" for the new database, which
can be viewed in the Enterprise Manager.
Create an ODBC source for this new SQL Server database.
1. Select Start...Settings...Control Panel
2. Open the ODBC Data Sources-32 bit. This may be named differently on
different versions of NT.
3. Click on the System DSN Tab.
4. Click on Add button. The Create New Data Source window will be displayed.
5. Select SQL Server.
6. Fill in the following information in the DNS Configuration window:
a. Screen 1: Enter name for your SQL Server NFIRS Database and the SQL
Server name on which it resides.
b. Screen 2: Select the “With Windows NT authentication using network
login ID” radio button for SQL Server Authenticity. Leave other settings as
default.
c. Screen 3: Select the “Change the default database to” check box and
then select your newly created SQLServer NFIRS database from the drop
down list below the box. Leave other settings as default.
d. Screen 4. Leave settings as default.
7. From the Start Menu, launch the NFIRS Configuration Tool.
8. Select Online Access and verify all On-line configuration info is correct.
9. Select Offline Access.
10. In the Database Type drop down box, select your version of MS SQL Server
(7.0 or 2000)
11. Replace the ODBC Data Source Name (in the top text field) with the one you
just created. This will now look similar to "jdbc:odbc:MySqlServerDB" Verify
the ODBC Driver name is: sun.jdbc.odbc.JdbcOdbcDriver
12. Verify the Off-Line Access box is selected. Save and exit the Configuration
Tool. Proceed with User Injection.
4.1.5 Previous Version 5.0 Users of Visual FoxPro 6.0 or MS SQL Server 7.0
Visual FoxPro 6.0, MS SQL Server 7.0 or 2000 Off-Line Users who have fire
department and incident data saved locally from NFIRS 5.0 Version 5.3 can
follow the steps below.
1. Install NFIRS 5.0 Version 5.3.
2. After successful installation, in the Configuration Tool's Advanced Tab, name
the ODBC Data Source the same as it appears in the ODBC Data Source
Administrator.
3. In the Configuration Tool's Advanced Tab, select the Database Type.
4. Click Save and exit.
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5. Perform Remote Synchronization: open the Data Entry Tool, leave the OffLine login screen fields blank and click OK.
6. When prompted "Apply Schema Changes? ...Would you like to apply the
schema changes now?" click Yes.
7. Proceed with the Remote Synch process.
4.2
On-Line Mode:
The second check-box in the Advanced Tab is On-Line Access. When the OnLine Access box is checked, the user must have an Internet connection
established before logging in. On-Line access mode enables the user to
communicate with the National Database. In Version 5.4, On-Line access is the
default mode.
When the On-Line access box is selected, the user is communicating to the data
source with HTTPS (Hypertext Transfer Protocol Secure). The NFIRS 5.0
Version 5.4 communication protocol uses HTTPS over port 443, an industry
standard protocol.
The third check box in the Advanced Tab is Use Compression. Version 5.4 of
the Data Entry Tool allows the user to compress the data portion of the
communications. The default setting is checked. Over slow (i.e., dial-up) lines,
compression can improve the communication speed. Compression will require
extra processing on both ends to compress and uncompress the data. If the Use
Compression check box is checked, the Data Entry Tool sends its data
compressed. If the data sent to the NFIRS service is compressed, the data
returned is compressed as well.
4.3
Negotiate Firewall
The third check-box in the Advanced Tab is Use Proxy Server (diagram 4.3.0).
User sites that employ an HTTP firewall must specify the internal IP address of
that firewall and its internal HTTP port.
To locate the PC’s IP address and port, open the browser. Netscape users
should click on Edit from the Menu bar and select Preferences. Click on the plus
sign (+) next to Advanced to extend the tree, and click on Proxies. If Manual
Proxy Configuration is checked, click on View. Write down the HTTP internal IP
address and the port. Internet Explorer users should click on View from the
Menu bar and then Internet Options. Click on the Connections Tab and locate
the Proxy Server. Write down the HTTP internal IP address and the port.
When the user selects Use Proxy Server, the address of the Proxy IP Address
(or Host Name ) and Proxy Port Number must be specified. Enter the IP
address (Or Host Name) and Proxy Port Number port in the respective fields in
the NFIRS Configuration Tool and click the Save button to save the settings.
User sites that don’t employ an HTTP firewall must leave the HTTP Firewall
check-box blank.
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In most cases, if the user is a dial-up client through an Internet Service Provider
(ISP), the Use Proxy Server checkbox and fields will be left blank.
Diagram 4.3.0
4.4
Proxy Authorization:
The fourth check-box on the Advanced Tab is for Use Proxy Authorization,
(diagram 4.4.0). Only if the Use Proxy Server checkbox is checked, the Use
Proxy Authorization field will be enabled. If the user must authenticate identity
when negotiating a firewall request, Use Proxy Authorization box must be
checked. The name for the firewall account must be entered in the Use Proxy
Authorization Name, the Use Proxy Authorization Password must be entered,
and an entry to Confirm Proxy Auth Password must be entered. Contact the
Firewall Administrator at the site for specific information.
Diagram 4.4.0
4.5
Cache Application Data:
The fifth check-box in the Advanced Tab is Cache Application Data (diagram
4.5.0), the function of which is unchanged from Version 5.4. When the Cache
Application Data box is checked, the NFIRS tools cache application data locally
rather than continually make requests across the network. Caching results in
reduced network traffic and increased performance of the NFIRS client suite. As
shown in Diagram 4.5.0, the Clear and Cache Now buttons are active when
Cache Application Data check box is checked. In order to make the buttons
active; the NFIRS Data Entry/Validation tool must be active. The Clear button
clears – deletes the cache (locally), and the Cache Now button caches
everything (locally).
Diagram 4.5.0
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4.6
NFIRS 5.0
Event Logging Level
The different levels of logging are used to generate information that is used by
support personnel in the event of application concerns. The Event Logging
Level drop down box (diagram 4.6.0) allows the User to choose from four levels
of logging; Exception Only, Normal, Debug, and Debug-Low. The default is
Exception Only logging.
Some levels of logging, such as Debug-Low may generate large files (perhaps
up to several megabytes) whereas logging only Exceptions will generate small
log files. Log files are recycled; i.e., whenever the application is restarted, the old
log files are overwritten.
To change the selection, click on the drop down menu and highlight desired
logging level.
Diagram 4.6.0
5.
The Transactions Tab
At this time, the Transactions Tab functionality is not available.
6.
Saving User Configurations
When the user has completed configuration choices, the user can save the modifications
and go on to another tab, :cancel without saving modifications, or click OK to save
settings and exit (diagram 6.0). If the user makes modifications to the Configuration Tool
but does not want to save the changes, click Cancel. A pop-up window will appear
prompting the user Exit NFIRS Configuration Tool? Yes, No, or Cancel (diagram 6.1). If
the user clicks on Yes, the Configuration Tool will exit without saving configuration
modifications. If the user clicks on No or Cancel, the user returns to the previous screen.
If the user wants to save configuration modifications, click on the Save button and go to
the next tab in the Configuration Tool, or OK to save and exit.
JANUARY 2006
18
CONFIGURATION TOOL GUIDE
NFIRS 5.0
Diagram 6.0
Diagram 6.1
JANUARY 2006
19
CONFIGURATION TOOL GUIDE
NFIRS 5.0
7. Index:
Internal HTTP Port................................................. 16
IP address............................................................... 16
A
address ......................................................................9
Advanced Tab...........................................................9
L
B
Local Access ...................................................... 9, 10
log files ...................................................................... 5
logging level ............................................................. 9
Batch Size .................................................................6
M
C
MS SQL Server 7.0 ............................................... 14
cache application data.............................................9
Cache Application Data ............................................17
Cache Now button..................................................17
communications protocol ........................................9
N
Negotiate Firewall .................................................... 17
NFIRS Configuration Tool ...................................... 3
D
O
data encryption .........................................................3
data files ....................................................................3
Data Validation .....................................................5, 7
Diagrams
Cache Application Data ....................................17
Exit Configuration Tool......................................19
Forms Tab.............................................................8
HTTP Firewall.....................................................17
Import location......................................................5
Incident File Delimiter..........................................7
Incident Validation ...............................................6
Saving Configurations .......................................19
Show Seconds .....................................................7
User Options Tab.................................................4
ODBC Data Source Name ................................... 10
Offline (performance control) ................................. 6
Off-Line Access........................................................ 9
On-Line Access...................................................... 16
Online-Modem.......................................................... 6
Online-Network ........................................................ 6
Overwrite Existing Incidents................................... 6
P
Performance Control ............................................... 6
R
E
Remote Access...................................................... 16
reporting precision ................................................... 7
Event Logging Level ..............................................18
S
F
Saving User Configurations ................................. 18
Set DB User button. .............................................. 10
Show Seconds ......................................................... 7
File Importing .............................................................5
firewall..................................................................3, 16
firewall address.........................................................9
flat file import.............................................................5
forms ..........................................................................8
Forms Tab .................................................................8
U
User Options Tab .................................................... 4
H
V
HTTP........................................................................16
Hypertext Transfer Protocol..................................16
Visual FoxPro 6.0 .................................................. 13
I
Import Performance Control ...................................6
Incident File Delimiter ..............................................7
JANUARY 2006
20
USFA
National Fire Incident Reporting System
(NFIRS 5.0)
Summary Output Reports Tool
Users' Guide
April 2004
Summary Output Reports Tool User Guide
April 2004
1. Introduction.......................................................................................................................................................................... 3
2. System Requirements to Access, Generate, and Save Web-based Reports ......................................................................... 4
3. Accessing the Summary Output Reports Tool..................................................................................................................... 4
4. Reports Main Page............................................................................................................................................................... 6
4.1 Documents Tab ............................................................................................................................................................. 7
4.2 Completed Reports Tab ................................................................................................................................................ 7
4.3 My Recent Reports Tab ................................................................................................................................................ 8
4.4 Requests Tab................................................................................................................................................................. 9
5. Report Executables .............................................................................................................................................................. 9
5.1 Initial Report Filters .................................................................................................................................................... 10
5.2 Group Selection .......................................................................................................................................................... 10
5.3 Ad Hoc Filters............................................................................................................................................................. 11
6. Generating a Report ........................................................................................................................................................... 13
6.1 Steps to Generate an NFIRS Report............................................................................................................................ 13
6.2 Quick Steps to Generate an NFIRS Report: - No Ad Hoc Filters ............................................................................... 19
7. Retrieving the Completed Report...................................................................................................................................... 19
8. Viewing the Completed Report......................................................................................................................................... 20
9. Downloading and Printing a Report.................................................................................................................................. 20
9.1 Steps To Download a Report: ..................................................................................................................................... 21
9.2 Steps to Print a Report ................................................................................................................................................ 21
10. Deleting a Completed Report.......................................................................................................................................... 22
Glossary ................................................................................................................................................................................. 23
Troubleshooting ..................................................................................................................................................................... 24
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April 2004
1. Introduction
The web-based Summary Output Reports Users' Guide describes the requirements and
procedures necessary to generate and save summary and statistical data using the NFIRS
5.0 web-based Summary Output Reports Tool. For readers viewing The Guide electronically,
terms that appear as hyperlinks can be accessed directly in the Glossary. When viewing the
Guide in print, underlined terms may be referenced in the Glossary.
The NFIRS 5.0 web based reports utilize Actuate information delivery technology to provide
registered users access to summary and statistical information from Fire Department and
incident data saved to the National Database. Report executables are predefined according
to NFIRS 5.0 report requirements established by the USFA and do not require the use of the
USFA NFIRS 5.0 client software. The user will need an Active status NFIRS 5.0 user account
with the specific reports permissions assigned to it. The data set available to the user is
based on group assignment. Users who do not have an Active status NFIRS account or who
do not have the reports permissions must contact their NFIRS 5.0 State Program Manager. A
list of State Program Managers and NFIC members is posted on the NFIC web site at:
http://www.nfic.org
Users may select a pre-defined report executable to generate summary and statistical
information based on their group level and below, or if they are assigned at a fire department
level, on the fire department and its incident data. Two types of reports are available:
management reports, which provide summary information as specified by the report query,
and reports with user-specified parameters. Some reports include statistical information
derived from incident information included in the report and user's state.
Actual incident data cannot be extracted from the reports.
The Actuate Reports web page content is managed by the use of frames. The frame set that
appears on the screen varies in each area of the tool. For example, when viewing a report,
the report itself will be contained in one frame, a string of navigational tools will appear in the
uppermost frame (the NavBar), and the Groups Tree will have its own frame. Each frame has
its own scroll bar to bring into view its components. The user can scroll to view complete
information specified and returned.
In the Reports site's sidebar are links to the NFIRS 5.0 Homepage,
http://www.nfirs.fema.gov, and a page where the Reports User Documentation can be
accessed. The sidebar link named: Enter Reports accesses the Reports login screen.
Many reports have the option of including invalid status incidents in the frequency counts.
Since invalid incidents may be missing required fields or other fields directly involved in the
report's query, the resulting counts and summaries should be considered an approximation.
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2. System Requirements to Access, Generate, and Save Web-based Reports
Minimum Browser versions: Internet Explorer Version 5.5.
Java Plug In - A Sun Java Plug-In may be required if the PC's JRE version is not 1.3
or better. If an adequate version is not detected, the user will be automatically be
prompted to download it at no cost, and will be re-directed to the site:
http://java.sun.com/getjava/installer.html Note: If the user opts not to download at the
time of the prompt, entry to the report executables area may be possible, but report
submission will not be successful. The user will not be prompted a second time, and
must go http://java.sun.com/getjava/installer.html and obtain the download.
Use of Frames - most browsers now support the use of frames.
Adobe Acrobat Reader to view and save the reports in PDF format. To obtains Adobe
Acrobat Reader for no cost at: http://www.adobe.com/products/acrobat/readstep.html
Reports Permissions assigned to the user's NFIRS account (Report Submit, Report
Fetch, Report Templates, Report Generate). The NFIRS System Administrator's
Users Guide has complete details for State Program Managers and System
Administrators who maintain user account permissions.
3. Accessing the Summary Output Reports Tool
The Reports Tool can be accessed from any of the NFIRS 5.0 web pages by clicking on the
Homepage link in the sidebar section named: Summary Output Reports Tool. The user will
login to an https, secure environment, and the NFIRS 5.0 Web-based Reports Home page
will be displayed.
If the PC's system requirements do not meet those outlined on the Reports Home page or in
the System Requirements section of this document, the user may experience an error when
trying to select a report executable, or it will not be possible to submit and generate the
report.
To proceed to the Reports login, click on the link: Web-based Reports Login to access the
Reports Login page.
Login
When the Login page is displayed, enter the NFIRS 5.0 Username, state abbreviation, and
password and click on the Login button or hit the Enter key. Entering incorrect or invalid
account information causes the fields to clear after hitting the Enter key. If the account does
not have the necessary reports permissions, the login information will not be validated, the
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Summary Output Reports Tool User Guide
April 2004
fields will clear, and the login will be unsuccessful. Contact your State Program Manager for
assistance.
If the user is prompted to download a Java plug-in Version 1.3.1 from the
http://java.sun.com/ web site, an adequate java version is not detected on the user's
machine. Access to the reports area is possible without the download, however, generating
reports will not be possible.
After Successful Login to the Reports
Upon successful login, the Reports main view will be displayed (Figure 3.A). A scroll bar on
the right and at the bottom of the main view frame enables the user to view and access the
complete list of available report executables.
The current sidebar links enable the user to access other pages:
the NFIRS 5.0 Home page (http://www.nfirs.fema.gov )
the Web-based Reports Login page
the Web-based Reports Documentation page
If the user exits the Reports web page area by visiting the NFIRS 5.0 web site home page, a
timeout may occur and the user may have to login again to the Reports Web page.
Figure 3.A
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4. Reports Main Page
Components on the main page provide basic functions and navigation via four tabs. Each
function is described separately. Scroll bar on the right and at the bottom allow the entire
area to be viewed. Note: high pixels settings will enable more screen area to be viewed.
Sidebar Links
The sidebar links enable the user to return to the NFIRS Homepage,
http://www.nfirs.fema.gov/ The Refresh Reporting sidebar link enables the user to
return to the main view area if the session has been idle without requiring the users to
login again. The Documentation link accesses the page which contains the webbased Reports documentation for users.
The Logout button: To logout, click on the Logout Button (Figure 4.A) in the upper left
hand corner. A message will be displayed: Your Account has been logged off of WebBased Reports. Close the browser to exit the Internet Explorer session.
Figure 4.A
The four tabs which serve as the main method of navigation (Figure 4.B): the
Documents Tab, the Completed Reports Tab, My Recent Reports Tab, and the
Requests Tab.
Figure 4.B
Each Tab shown in Figure 4.B contains hyperlinks and information on submitted
reports as follows:
The Documents Tab contains the predefined report executables
The Completed Reports Tab lists hyperlinks to completed reports
My Recent Reports Tab lists reports completed within the day.
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Summary Output Reports Tool User Guide
April 2004
The Request Tab lists information on reports in progress.
At any time the user may click on one of the Tabs move to another area. Note: information
entered into the parameter fields of a report will be cleared if the user visits another tab.
Before visiting another tab, enter all report parameters and then submit the report.
4.1 Documents Tab
The available report executables are listed on the Documents Tab. A brief description of the
report query accompanies the executable name. Complete report descriptions and
information on the SQL query can be obtained on the Reports Documentation page. To
select a report to generate, click on the desired report executable. The report interface where
the user specifies initial criteria such as date range, FDID, data version to be included etc.,
will be displayed. Refer to Figure 3.A for a view of the Documents Tab and the report
executables.
4.2 Completed Reports Tab
The Completed Reports tab (Figure 4.2.A) allows users to access and view completed
reports by all users within their group and below.
Figure 4.2.A
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April 2004
When the user clicks on the Completed Reports tab, the new frame will be displayed. Under
the heading "Documents You Can View," there will be a list of all completed reports
generated in the last ten days up until the previous day. The hyperlink format includes the
report executable name, the username of the NFIRS user who submitted the report, and the
day and time the report was completed.
More detail on the report submission is available by clicking on the Detail / Delete link to the
right. Note: a scroll bar allows the user to access the detail/delete link if it is not in view.
Reports stored in the Completed Reports Tab are deleted automatically after 10 days from
the time they were generated.
To view completed reports run only by the current user, click on the “My Recent Reports
Tab.”
4.3 My Recent Reports Tab
Selecting the My Recent Reports tab (Figure 4.3.A) allows users to access and view only
those reports which they submitted for generation.
Figure 4.3.A
When the user clicks on My Recent Reports tab, a new frame will be displayed. Under the
heading "Personal Channel," there will be a list of all completed reports generated in the last
ten days up until the previous day. The hyperlink format includes the report executable name,
the Username, and the day and time the report was completed. Only those reports
generated by the user will be listed on this tab. A green icon labeled "Success" designates if
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Summary Output Reports Tool User Guide
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the report generated was successful. A red icon labeled "Failed" will designate if the report
failed.
To the far right of the Success or Failed icon is a link named: Detail / Delete Note: if this link
is not in view, a scroll bar allows the user to access the detail/delete link. To obtain more
information on the report submission and its generation, click the link. If a report fails, the
information can be copied and pasted into and email with the report parameters and sent to
NFIRS Support for troubleshooting.
Reports stored in the My Recent Reports Tab are deleted automatically after 1 day from the
time they were generated.
4.4 Requests Tab
Reports that have been submitted but have not finished are listed on the My Requests tab
(Figure 4.4.A)under the heading " Active Requests." When no reports are in process, the
message is displayed: There are currently no active requests on server: reporting.
Figure 4.4.A
5. Report Executables
The user may generate reports on groups and FDIDS at their login level and below by
clicking on the desired report executable, which are predefined sets of parameters used as
query conditions. The list of report executables becomes available after login to the Reports
area, or left click once on the Documents Tab (not the Documentation link in the sidebar). A
brief description of the reports' query conditions accompanies the report executable, on the
Documents tab to the right.
Complete descriptions of each available report can be accessed on the web-based Reports
Documentation page, available from the sidebar of the Reports Home page. The Report
Descriptions document lists all the report descriptions for available reports. Individual Report
Descriptions are listed separately as hyperlinks on the Documentation page, where the user
can view or download a detailed description including specific query information for a single
report.
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Report executables that have been previously selected will be displayed as a "visited" link,
showing a lighter color blue hyperlink. This has no effect on report generation. They are listed
on the Documents Tab in alphabetical order by executable name.
When a report executable is clicked, the report interface will load in to the main view frame.
This can take a moment, and the time to load is dependent upon Internet or network traffic.
During this time, the NFIRS top banner and sidebar frames will be displayed. When the
loading is complete, the report executable name, the fields where the user will enter
additional parameters, as well as a section for NFIRS Group Selection will be displayed.
A combination of text fields, drop down boxes and check boxes provide the user the means
to enter specify report parameters.
5.1 Initial Report Filters
Incidents that meet the initial query conditions will be further filtered by the parameters
specified by the user, such as Date Range, Data Version, Incident Validation Status, and
Released or Unreleased Status. For every incident that meets the initial report parameter
and that also meets the user's selected parameters, 1 will be added to the Frequency Count.
A summary of Losses and Casualties from these incidents are included in specific reports.
Exposures' losses and casualties are included in the sum of the base incidents' casualties
and losses. Mutual Aid Given incidents (incidents coded Aid Given 3 or 4), are not included in
summary report frequency totals, but have a separate frequency total on most reports.
Some reports include a Sort drop down box which allows the user to specify whether the
FDIDs are listed by FDID number, numerically, or By FDID Name, alphabetically.
5.2 Group Selection
When a report is selected and its interface is displayed in the frame, a groups tree will be
displayed in a lower frame labeled NFIRS Groups Selection. The NFIRS Group Selection is
hierarchical in format and will contain the groups available to the user based on NFIRS User
Group assignment. The Groups Selection frame has a scroll bar on the right to enable view
and selection of the complete tree.
Icons represent the group's collapsed or extended status and if it has been selected for
inclusion in the report. Figure 5.1.A below represents a collapsed hierarchy. The user can
place the cursor on this icon and left click once to extend the groups view. Figure 5.1.B
represents an extended hierarchy of groups. To collapse the groups list, click once on the
extended icon.
Figure 5.2 A, B, and C
A)
B)
C)
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April 2004
Figure 5.1.C is the check box which indicates if the group is to be included in the report.
State level users may place a check in the State level box to include all groups
below.
County or Region level users may place a check in the County or Region level box
to include all groups below.
Users at the state, region or county level may fully extend the hierarchy and
uncheck groups to have them excluded from the report.
Users at a department level can select only their Fire Department (Figure 5.2.D).
Figure 5.2.D
If a report is submitted and no group has been specified, a message window will be
displayed: "You must select something from the Group Tree."
It is possible the descriptions accompanying the FDIDS differ in the Groups view and
completed reports than the Group structure in the Data Entry Tool. The description may be
updated by importing an FDID information file with the current description, or by using the
Data Entry Tool in the on-line mode: from the Fire Dept menu, select Open and enter the
current Description and click OK.
5.3 Ad Hoc Filters
Most available reports provide the user the capability to add filters on selected codes fields,
and specify a range for those codes or values. Information about the individual report's SQL
and how its frequencies and summaries are calculated are included in each report's
description section which can be viewed or downloaded from the Reports Documentation
page.
The Ad Hoc filter interface will not be displayed until the Create Report Filters check box is
selected. When the box is checked, a new frame will load which displays the ad hoc filter
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options: Filter Items, Groups, Report Filters (Figure 5.3.A). The loading of the frame may be
affected by the amount of network or Internet traffic.
Fields available for selection are listed by module in which they are located and coded fields
are accompanied by the numeric code.
The initial report filters are the Incident Date Range, Version, Incident Status,
Release/Unreleased establish the report filters. The Ad hoc filters enable the user to narrow
the query to find frequencies of specific codes reported in the incident data set.
Figure 5.3.A
When an Ad hoc filter is used, an "and" or an "or" statement can be created and added to
the existing SQL for the report, which has the effect of narrowing the returned frequency
count.
For example, a report that has the following filters will return the frequency of only those
incidents in the fire series reported to have a total dollar loss of over 500,000 and a reported
heat source of candle.
Incident Type code From 100 To 173 (all fire Incident Types)
Total Dollar Losses From 500,000 to 9,999,999
Heat Source code: 66 (Candle)
When a report is returned with the incident frequency zero, the query found no incident which
contains all codes or values specified.
If the Hide Report Filters check box is selected, the Ad Hoc report filter options will close
and items entered will not be saved. .
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6. Generating a Report
Users must have the four reports permissions assigned to their NFIRS 5.0 account and
their PC must meet the system requirements (listed on the Reports Web site, and listed in
this Section 2 of this document). Contact your State NFIRS Program Manager for account
information.
After the report query is successfully submitted, the user may close the browser and
return at another time to view and download the report. It is not necessary to download
every report. The user may select only those reports they wish to save for future
reference and printing. Reports can be saved in entirety or by a selected single page.
Finished reports stored under the My Recent Requests tab are deleted from the Reports
Server twenty four hours after completion. Finished reports stored under the Completed
Reports tab are deleted from the Reports Server ten days after completion.
When the report executable has been selected and fully loaded in the browser, the
report's name and selectable parameters will be displayed. The user will define the
report's parameters through the use of formatted text fields, check boxes, and drop down
boxes. Report filters will vary depending to the report. Most reports offer for parameters:
Date Range, Incident Status, Data Version, Released or Unreleased Status, and the
group level. The user may specify groups at or below their level. Scroll bars enable the
user to view the entire interface. When a user fails to enter criteria necessary to build the
report criteria, an error message will prompt the user to enter the missing information.
If a report query has ad hoc capability, the report interface will include a Create Report
Filters check box which the user will select to enable the selection of ad hoc filters. A
separate interface will be loaded in to view when the user specifies to Create Report
Filters.
Each time the user adds criteria, the frame will reload to include the specified criteria.
The criteria specified will be listed on the heading page of the completed report.
6.1 Steps to Generate an NFIRS Report
1. After successful login to the Reports area, locate the list of report executables on the
Documents tab (default view after successful login).
2. Click on the link to the desired report executable, for example, the Incident Listing. Its
interface will be displayed (Figure 6.1.A)
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Figure 6.1.A
3. Enter the desired parameters:
For the Date From and Date To fields, type in: mm/dd/yyyy including the slash
mark.
Under the Status drop down box, select the Status of incidents to include in the
report: Valid (V), Invalid (I), All.
Under the Version drop down box: select the Data Version: 5.0 or 4.1, or Both.
Under the Released drop down box: select the Incident Status: Released or
Unreleased, or both.
4. In the Select Coded Field area (Figure 6.1.B), the user can specify an Nfirs Module
and Field on which the frequency count will be calculated. The default is the Basic
Module's Incident Type. The available options are viewable in the drop down boxes for
these fields (Figure 6.1.B and 6.1.C).
Figure 6.1.B
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Figure 6.1.C
5. To add ad hoc filters to narrow the query, in the Ad Hoc section, check the Create
Report Filters check box. Note: After checking the box, the frame will reload. This
may take a few seconds.
6. The new Interface displayed will contain the fields and drop boxes to be used when
defining the ad hoc filters.
7. In the Ad hoc Filters section, leave the Hide Report Filters checkbox checked (this
box by default keeps the report filter interface in view. Do not uncheck the box when
creating filters or the filters and criteria will be cleared.
8. Under the Filter Items heading, the Filter drop down box contains the available
selections that may be used to narrow the query. Select the module and its field which
contains the desired field to be used as a filter. The main interface may reload while
the filters are updated.
9. In the From and To fields, define the filter. For example, to set up the filter to query
for the number of incidents that have a reported Total Loss over $500,000. enter:
From: 500000 To: 999999999 (Figure 6.1.D).
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Figure 6.1.D
10. Click on the blue arrow pointing right next to the Groups area. The main interface
may go blank momentarily while the filters are updated.
11. Repeat the steps 8 and 9 to select an additional filter if desired, for example, Basic
Module: Property Use, From: 581 To: 581, Department or discount store. The filters
would then appear similar to Figure 6.1.E:
Figure 6.1.E
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12. In the Groups Drop down box, select AND or OR to determine the use of the filters.
For example: A group filter of Total Dollar Losses From 500000 To 9999999 AND
Property Use From 581 To 581 will include incidents with both the Property Use 581 and
a Total dollar loss amount in that range. The group filter with an OR used will include all
incidents with Property Use 581 and all incidents with total dollar loss in that range, but
not in the same incident. The AND statement will broaden the criteria of the report, the
OR statement narrows the criteria.
13. Click on the blue arrow to the right to move the group to the Report Filters box.
Repeat steps 8 - 12 to create additional filter groups, moving each one to the Report
Filters when complete. Up to five groups may be created. Note: The completed report
will include the specified filters on the cover page.
Important: The filters must be moved to the Report Filters, at the far right of the
interface to be applied to the report.
14. In the NFIRS Group Selection area, the groups tree or structure will be displayed
(Figure 6.1.F). Select a Group by checking the box next to it. Note: Only those groups
available to the user login will be selectable. If the icon at the left of the checkbox is
horizontal, click on it to expand and display groups below it.
Figure 6.1.F
15. When all parameters and filters have been specified, click on the Submit button
located at the top in the blue sidebar, or at the bottom of the blue sidebar.
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16. A message will be displayed (Figure 6.1.G): "The request was successfully submitted
to run.Report: FireDeptInfo on Server: reporting."
Figure 6.1.G
When the report generation is complete, the finished report appears as a hyperlink on the
Completed Reports tab or My Recent Requests tab. The user may click on the link to view
the report in the browser, exit the browser and return later to the Reports web site to retrieve
the report, or submit another report.
To submit another report, click on the Report executables hyperlink or click on the
Documents tab (Figure 6.1.G). The list of report executables will be displayed.
The user can wait till the report appears on the My Recent Requests tab as a hyperlink to
view it, or exit the browser and return later to the Reports web site to retrieve the report, or
submit another report. To submit another report, click on the Report executables hyperlink or
click on the Documents tab (Figure 6.1.H). The list of report executables will be displayed.
Figure 6.1.H
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6.2 Quick Steps to Generate an NFIRS Report: - No Ad Hoc Filters
1. Select the desired report by clicking on its executable.
2. Enter the date range for which the report will include information. Include the forwardslash mark: Example: 01/12/2001.
3. From the drop down boxes select the incident status, data version, and release status
of incidents to include. Some reports offer a sort specification, by FDID Number or by
FDID Name (alphabetical by Description).
4. Select the desired group on which the report will be generated.
5. Click the Submit Request button in the blue sidebar.
6. To return to the report executables to generate another report, click on the hyperlink
"Report Executables" in the Navigation bar, or by clicking the “Documents” tab. Do not
use Back button.
7. Retrieving the Completed Report
Reports that have completely finished will appear as a hyperlink the My Recent Reports tab
the day of its generation. Following the day the report was generated, it will be located on the
Completed Reports Tab. The user will click on the hyperlink to view the report in the browser,
and if desired, download and save the report to the hard drive.
The default report naming schema is:
ReportExecutableName-Username -DayDateTime (of report generation )
Example: IncidentListing-MARIANNE1-Tue Apr 13 10:39:08 EDT 2004
If a report encounters an error, the hyperlink will not be created. To the right of the report
name will the status "Failed " will be displayed. Generate the report again, noting the
parameters used. If failure occurs again, contact support personnel and provide the report
parameters.
To retrieve a report: left click on the hyperlink for the desired completed report. The
completed report interface will load into the browser frame.
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8. Viewing the Completed Report
When a report is in view, a scroll bar on the right and bottom of the frame enable the user
to view all sections of the report. The navigation string (NavBar) in the frame above the
report is an efficient way to move from page to page of the report. The NavBar options
are:
First - brings the first page in view
Previous - brings the previous page in view
Next - advances the view to the next page of the report
Last - brings the last page of the report in view (usually the summary page).
GoTo - to advance to a specific page, enter the number in the Page field and
click GoTo.
Page - The page number window specifies which page is in view out of the
total number of pages in the report.
Percent (%) field - to change the view size of the report.
The Search capability allows the user to construct a search window using text fields
within the report, such as FDID, Name, Incident Type. Not all reports will contain
searchable fields, for example the Incidents By Time Series and Data Quality reports.
The PDF /Printing capability opens a new frame (web page) where the download, save
and print options are located.
Steps to View a Completed Report: Retrieve the report and when it has fully loaded
in the frame, select the desired percentage (suggestion: 75%). Navigate to the desired
pages by using the NavBar page advance functions.
To return to the Report Executables, Completed Report tab, or other tabs, click on the
Back button. The Reports main view frame will be displayed.
9. Downloading and Printing a Report
A completed report can be downloaded to the user's hard drive and saved in PDF format.
The user has the option of downloading and saving the entire report, the current page, or
may specify a page number or page range separated by commas. This is helpful where
some the reports may have a high page content and therefore a high KB size.
Once the report is saved to the hard drive (or disk), the report may be opened using the
Adobe Reader program and printed from the Adobe program's Print command. Before
printing, it is recommended to verify the page count of the report.
20
Summary Output Reports Tool User Guide
April 2004
In order to download or print a report, the report must be completed status, and open or in
view. The following steps are used to download, save, and print a report.
9.1 Steps To Download a Report:
1. From the Completed Reports Tab or Recent Report Tab, select and open the report.
2. In the far right of the report's NavBar, click “PDF/Printing.” (Figure 9.1 )
Figure 9.1
3. A new browser window titled "reports - Save or View Report as PDF" will be displayed.
4. Specify the page range to save by selecting “All,” “Current Page,” or by entering page
numbers, or a ranges of pages separated by commas (ex: 1, 3, 5-12)
5. Click the button “Save .PDF"
6. A “File Download” box will be displayed. Select Save (click on the Save button).
7. A directory window will be displayed. Specify the directory to which the report file will
be saved.
8. Name the report or accept the default name, and click “OK.”
9. To close the Save PDF window, click on the X in the upper right hand corner. The
user is returned to the report in view.
10. Using Windows Explorer, or the Adobe program, locate the report where it was saved
and open the file.
9.2 Steps to Print a Report
1. Locate the desired report which has been previously saved to the hard drive and is in
PDF format (complete steps 1 - 10 above).
2. Double click on the PDF file to open the report (or open the Adobe acrobat Reader
program and from under the File menu, select Open. Select the file).
3. The report will be displayed in PDF format.
4. From Under the File menu, select Print.
21
Summary Output Reports Tool User Guide
April 2004
5. Verify the number of pages that will be printed, as some reports may contain a high
number of pages.
10. Deleting a Completed Report
If the user does not manually delete a report, the system will automatically delete report links
from the My Recent Report links twenty four hours after generation, and will delete reports
listed in the Completed Reports Tab ten days after generation.
To delete reports manually., click on the detail/delete hyperlink listed to the right of the main
report hyperlink. A new frame containing the general details of the report will be displayed.
Click the Delete button in the blue sidebar to delete the report. The status window will display
the message:
The following command completed successfully:
Drop
The report will be deleted from the reports server.
Report deletions are not reversible.
22
Summary Output Reports Tool User Guide
April 2004
Glossary
Report Executables: predefined sets of parameters that are used as query conditions in
reports. Examples: From Date, Version, Status
Frames: Frames refers to a Web page layout feature that enables the browser display area
to be divided into two or more sections. Each section is called a frame and each frame
displays its own individual contents. Frames are supported by most Web browsers.
.PDF: “Portable Document Format” These documents are "portable" because they are
cross-platform and can be read regardless of what software was used to create the original
files or what other software is loaded on the user’s computer besides the Adobe Acrobat
Reader.
System Requirements to Access, Generate, and Save Web-based Reports
Minimum Browser versions: Internet Explorer Version 5.5.
Java Plug In - A Sun Java Plug-In may be required if the PC's JRE version is not 1.3
or better. If an adequate version is not detected, the user will be automatically be
prompted to download it at no cost, and will be re-directed to the appropriate site:
http://java.sun.com/getjava/installer.html
Use of Frames - most browsers now support the use of frames.
Adobe Acrobat Reader to view and save the reports in PDF format. To obtains Adobe
Acrobat Reader for no cost at: http://www.adobe.com/products/acrobat/readstep.html
Reports Permissions assigned to the user's NFIRS account (Report Submit, Report
Fetch, Report Templates, Report Generate). The NFIRS System Administrator's
Users Guide has complete details for State Program Managers and System
Administrators who maintain user account permissions.
23
Summary Output Reports Tool User Guide
April 2004
Troubleshooting
Question: If the user clicks on the browser’s Back button to exit the Reports web page area,
a "page has expired" error will occur. Answer: The user can click on the browser's Forward
button to return to the Reporting area. Click on the tabs, NavBar hyperlinks, and Logout
button to navigate to the desired area.
Question: After submitting a report, it does not appear in the list on the Completed Reports
tab. Answer: The report may not be complete yet. Check the Requests tab. If a report fails, it
will not be a hyperlink, but will be text in the list of completed reports.
Question: On the Recent Reports Tab, the links to reports listed yesterday are now gone.
How often are they deleted? Answer: Recently generated reports are deleted automatically
every twenty four hours from the My Recent Reports Tab. Report links listed on the
Completed Reports Tab are deleted automatically every ten days from the Completed
Reports Tab.
Question: Can a report be generated to list the number of incidents ( for example) in 2002
with residential property uses, a high dollar loss, the Cause Of Ignition was intentional, where
the Detector did not alert occupants? Answer: Yes, using the Ad Hoc filters the specific
queries may be built upon that of the report executable.
Question: The report I generated has "no data returned" for it. Answer: No incidents
matched the overall criteria and filters of the report. Verify the query was constructed to
include rather than filter out incidents.
Question: The department for the report has X amount of incidents, but the returned report
shows less than that. Answer: If invalid incidents are included in the report, it is possible that
incidents are missing the field included in the query.
Question: When I try to use the Search capability, I cannot select the field to add to the
search. Answer: Not all reports have report fields that can be selected to add to the search
capability, such as Data Quality, Incident by Time Series .
Question: In the Groups tree, there is an FDID with a name that differs from the actual Fire
Department. The FDID name displayed is an old name. Answer: It is possible the
descriptions accompanying the FDIDS differ in the Groups view and completed reports than
the Group structure in the Data Entry Tool. The description may be updated by importing an
FDID information file with the current description, or by using the Data Entry Tool in the Online mode: from the Fire Dept menu, select Open and enter the current Description. Click OK.
24
NFIRS PROGRAM MANAGEMENT
Module 3 – NFIRS Quality Assurance
MODULE 3
NFIRS QUALITY ASSURANCE
Prerequisites
Students are required to meet the following prerequisites
before participating in this module:
Familiarity with the rational and coding structure
of the NFIRS System
®
Basic understanding of Excel navigation and data
entry techniques
Registered User of the NFIRS Federal Server
Terminal Objectives
The students will be able to:
Identify the components of a comprehensive data
quality assurance program.
Understand the rationale for complete reporting.
Enabling Objectives
The students will:
Differentiate between the typical and special-case or
consequential incidents.
Define typical and special-case or consequential
incidents.
Identify required and essential data elements.
Utilize standard output reports and other tools to
identify data quality issues.
Compare and contrast a report that passes the edit
checks (required data) and one that accurately
describes the incident (essential data).
NFIRS PROGRAM MANAGEMENT
Module 3 – Quality Assurance
References
Student Manual
Your Student Manual (SM) includes a narrative text for
you to highlight key points for some of the content and also
can be used to make notes. During several of the units, you
will be using your SM as a guide (or map) to the source
documents. The SM will be your primary reference
material once you return to your department. Page
references to the source documents you will be using
throughout the course are included in the SM.
NFIRS Complete Reference Guide
The NFIRS Complete Reference Guide is a line-by-line
guide to the completion of the incident report modules.
The handbook includes all of the code conventions.
NFIRS Data Entry Tool Guide
The NFIRS Data Entry Tool Guide is a guide for the entry,
maintenance, and validation of incidents, as well as a
detailed explanation and steps on how to use each tool.
NFIRS System Administration Tool Guide
The NFIRS System Administration Tool Guide is a guide
for system administrators setting up and maintenance of
group and users.
NFIRS Configuration Tool Guide
The NFIRS Configuration Tool Guide is a guide for the
setup of user options and local database access.
NFIRS Web-Based Reporting Tool Guide
The NFIRS Web-Based Reporting Tool Guide includes
step-by-step instructions to generate, retrieve, and print
reports from the Web-Based Reporting Tool.
SM MODULE 3-2
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Module 3 – Quality Assurance
Excel® Orientation for Pivot Table Users (Appendix B)
A step-by-step tutorial on the basic features of Excel that is
required for the operation and configuration of pivot tables.
SM MODULE 3-3
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Module 3 – Quality Assurance
SM MODULE 3-4
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Module 3 – Quality Assurance
DATA QUALITY CONTROL
The Importance of Data Quality Control
Fire is a perpetrator; it can rob you of your possessions, loved
ones, health, and financial status. If you experienced an assault
and battery in your home how would you feel if the police
detective failed to perform a complete investigation? The
incomplete report would fail to capture the perpetrator and prevent
future crimes. Accurate and complete reporting is critical for the
protection of life and property.
The first step in the quality control process is the capturing
accurate data at the scene of the incident. The common phrase
“garbage in garbage out” applies to the data if proper steps are not
followed to ensure that what is collected accurately reflects what
happened at the incident.
NFIRS Data Quality Control is a system for ensuring the
application of proper standards for accurate and reliable data.
During the recording of an incident, the report is dynamic not
static. The details could change as more information becomes
available, due to further investigations by your fire department or
other agencies, or due to a change as a direct result of the initial
incident. This gathering of information could take weeks or
months. Submit a change to the incident report whenever the
conditions of the incident changes. Regardless of whether the
gathering of incident data has completed or the incident is still
under investigation, the record in the database should accurately
reflect the status of the incident.
It is important to remember:
The incident report is a legal record.
The incident report must accurately reflect the event.
The incident report is complete; all required fields are
completed.
The incident report is a dynamic document.
The incident data is used at local, state, and national levels.
SM MODULE 3-5
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Module 3 – Quality Assurance
Who Does Data Quality Control
Data quality control is not a one person job. All levels responsible
for the processing of the incident have a role. Data quality control
is performed at different levels:
The member making the report must collect needed and
accurate data.
The officer in charge of the incident must check the
incident for accuracy and completeness.
The local quality control person must ensure that all local
system edits and requirements have been met.
The State NFIRS Program Manager must make certain
that all state edits and requirements have been met.
The USFA must ensure that all incidents added to the
national database adhered to the national requirements.
Tools to Support Data Quality Control
There are several tools available to ensure the application of proper
standards for accurate and reliable data.
SM MODULE 3-6
Field Incident Report - used to collect needed data at the
scene
NFIRS software - available from third party NFIRS
software vendors or the United State Fire Administration
(USFA); the USFA software, the NFIRS Federal Client
Tool, is available from State NFIRS Program Managers
List of active vendors with NFIRS software is
available from USFA’s website
www.nfirs.fema.gov/activevendors.htm .
All NFIRS software must comply with the current
NFIRS 5.0 Reporting Standard. The NFIRS Design
Documentation contains the rules in which the
standard is built. It can be downloaded from
NFIRS PROGRAM MANAGEMENT
Module 3 – Quality Assurance
USFA’s website www.nfirs.fema.gov . Section 3 –
Technical Documents contains the following
sections that support NFIRS Data Quality Control:
Edit Requirements
Relational Edits
Incident Module Rules
Incident Flat File Transfer Format
Data Dictionary
Incident reports should not contain errors. NFIRS errors
are grouped into two categories:
Critical Error – data that is required and must be provided
on the report to allow the report to be complete. A report
with a critical error is marked as an invalid incident. An
invalid incident cannot be used in National statistics.
Mandatory data fields are identified on the NFIRS forms
with a special symbol ( ). Normally, NFIRS software
color code required data fields: i.e., NFIRS Federal Client
Tool’s background color is yellow for required data fields.
Warning Error – data that is either missing or incorrect on
the report; a warning error will not prevent the report from
being marked as complete.
Reports/Queries – one of the best ways to identify data
quality control problems is using NFIRS reports and
queries. Report writing and query building are standard
features in most NFIRS software packages. They are
helpful to draw your attention to questionable numbers
such as average response time, dollar loss, injuries and
fatalities, etc.
NFIRS Web-based reporting has been developed for
users to access NFIRS data for a designated group
(fire department, county, region, or state). Standard
reports can be created and queries can be built to
view the data.
SM MODULE 3-7
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Module 3 – Quality Assurance
Differentiating Between the Typical and Special-case or
Consequential Incidents
Accurate and complete reporting is critical for the protection of life
and property especially in cases where fires involve casualties and
high dollar losses which can be considered special case or
consequential incidents.
Typical Incidents
Typical Incidents are those where there is minimum dollar loss and
no injuries or fatalities.
Special Case Incidents
Special-case incidents are incidents that have a high risk for loss of
life, property and the environment or adverse consequences to the
community.
For example: incidents involving nursing homes, schools,
churches or other critical infrastructure components such as
power plants, dams, etc. Specific cases are to be determined
by the community.
Consequential Incidents
For example: high dollar loss fires, casualties (civilian or
firefighter), or significant environmental effects. Specific cases are
be defined by the community.
Identify Required and Essential Data Elements
Instructors will illustrate and discuss the difference between
passing the edit checks (required data) and accurately describing
the incident (essential data).
SM MODULE 3-8
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Introduction to Excel
®
Using the guide in Appendix B, the instructor will lead you
®
through an overview of the features of MS Excel as they relate to
data quality and analysis. This introduction is intended to establish
a baseline level of skill so all participants will be able to perform
the tasks in the course.
®
(See Appendix B – Excel Orientation For Pivot Table Users)
SM MODULE 3-9
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SM MODULE 3-10
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Module 3 – Quality Assurance
Activity 3.1
Open-Tank Explosion
Purpose
To analyze an incident in terms of what information should be reported in the incident report and
the NFIRS-1 Basic module.
Directions
1.
Your instructor will hand out a description of an incident (from an article on the internet),
as well as the corresponding incident report and a printout of the completed NFIRS-1
Basic module for the incident.
2.
You will be given time to read each document, after which you will participate in a group
discussion about what information should be reported.
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SM MODULE 3-12
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Module 3 – Quality Assurance
Activity 3.2
Special Case and Consequential Incidents
Purpose
Students will be able to define typical and special-case or consequential incidents.
Directions
1.
Students will be given a list of incidents.
2.
You will identify which of the incidents are consequential. For example:
3.
High dollar loss fires
Civilian casualties
Firefighter casualties
Incidents having significant environmental effects
Student responses may be based on community definition. Students should agree on a
definition for the purpose of this course.
SM MODULE 3-13
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SM MODULE 3-14
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Module 3 – Quality Assurance
Activity 3.3
Required and Essential Data Elements
Purpose
To illustrate the difference between required, optional, and essential data in painting a complete
picture of an incident.
Directions
4.
The class will be randomly divided into two groups: Mandatory Field Collector Only,
and Mandatory + Essential Data Fields.
5.
Both groups will concurrently view a 20 minute Columbus Fire Department video that
documents a fully involved residential structure fire.
6.
The mandatory field group will use the NFIRS paper forms to record only the
mandatory data required to pass the edits (use 1 digit codes instead of the three digit
codes, unknowns, etc), based on their observations of the fire video. The mandatory
plus essential group will document the video using the NFIRS paper forms and include
all relevant information, including the mandatory data.
7.
Two students from each group will be selected to participate on a panel to discuss what
was recorded and which of the options provided the best picture of the fire scenario.
The students will also discuss the implications of not reporting essential data for any
consequential incident.
8.
Following the panel discussion, the remaining 10 minutes of the video will be played
for the class.
Discussion
1.
How many fields of mandatory data were required to be completed and how long did it
take to record this information?
2.
How many fields of mandatory and consequential data were required and how long did
it take to record this information?
3.
Which of these two methods provided the most accurate and complete description of
the incident?
SM MODULE 3-15
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Module 3 – Quality Assurance
4.
Why might this additional information be useful to the local department and at the state
and national level?
5.
Accountability to customers
Improved efficiency and effectiveness
Evaluation of existing strategies and tactics (SOP’s)
Fire prevention strategies
Targeted loss opportunities
National view of fire problem
If this was your home and instead of a fire, the home had been burglarized with
significant damage to the residence, would you be content if the police report just
included the mandatory minimum amount of data? Would your attitude change if the
burglary also included injuries (assault and battery)?
SM MODULE 3-16
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Module 3 – Quality Assurance
COMUPTER LAB ACTIVITY
Activity 3.4
Introduction to Excel®
Purpose:
®
To give students an overview of Microsoft Excel , including menus, navigation, formulas, autofilters, charting and graphing (including a charting and graphing exercise).
Directions:
1.
This activity will take place in the computer lab.
2.
You will be directed to an Excel workbook.
3.
You will be asked to identify special-case and consequential incident types and validate
the completeness of the incident record (from the standpoint of essential data elements).
®
SM MODULE 3-17
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Module 3 – Quality Assurance
SM MODULE 3-18
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Module 3 – Quality Assurance
APPENDIX A
SAMPLE QUALITY
ASSURANCE/QUALITY CONTROL
POLICIES
SM MODULE 3-19
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Module 3 – Quality Assurance
SM MODULE 3-20
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Module 3 – Quality Assurance
TUKWILA FIRE DEPARTMENT
POLICY & PROCEDURE
Subject: INCIDENT REPORTS (NFIRS & MIRF)
Index: Administration
Number: 01.02.05
Reference:
Aether’s Help File
NFIRS Manuals (Quick Reference, Handbook, Coding Q&A)
WA State Fire Fatality Report Form
TFD Policy & Procedures:
01.06.05 Patient Confidentiality
Effective Date: 12/03/04
Supersedes: 08/18/97
Date Originated: 1990
Pages 7
Fire Chief:
SM MODULE 3-21
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Module 3 – NFIRS Quality Assurance
1.0
2.0
PURPOSE
1.1.
To ensure that all calls dispatched are properly documented by completion of a
Medical Incident Report Form (MIRF) or a National Fire Incident Report System
(NFIRS).
1.2.
To ensure that incident reports are completed accurately and timely.
1.3.
To define who is responsible for completion, review and editing of reports.
1.4.
To ensure that required information is sent to the State of Washington in a
timely manner.
DEFINITIONS
2.1.
Station – defined as the primary response zone of the incident. If the incident
is outside the city then the primary station responding to the incident shall be
selected.
2.2.
Aid Given/Received – Aid can only come from or be given to another Fire
Department.
2.3.
Automatic Aid Given –When Tukwila Fire is dispatched with another agency;
for example, you are dispatched on a first alarm assignment outside the city
with another agency.
2.4.
Mutual Aid Given – When Tukwila Fire is requested by another agency,
for example, a strike team or a task force or a special call for aid.
2.5.
Automatic Aid Received – When an outside agency is dispatched with Tukwila
Fire, for example, E47 is dispatched on a first alarm assignment with L54.
2.6.
Mutual Aid Received –When Tukwila Fire requests aid from an outside
agency. For example, an engine strike team is requested for an all hands fire at
the mall.
2.7.
Other Aid Given – When giving aid to a jurisdiction that has no Fire
Department.
2.8.
FDID – The Fire Department ID (FDID) for Tukwila Fire is “17M19”, for
the purposes of the NFIRS this is the only value allowed in this field.
2.9.
Census Tract – A census bureau identification number expressed as a four
digit number with two decimal numbers for example “0262.00”
2.10.
District – The Tukwila Fire Department Inspection district. Always expressed as
SM MODULE 3-22
NFIRS PROGRAM MANAGEMENT
Module 3 – NFIRS Quality Assurance
001 through 015. For calls outside the city limits, enter “O/J” in capital letters.
2.11. Exposure – The NFIRS definition of an Exposure is: A fire resulting from
another fire outside that building, structure, or vehicle, or a fire that extends to
an outside property from a building, structure, or vehicle. For example, if the
building fire ignites a truck parked outside, the truck fire is an exposure fire.
2.12.
Location Type – Tukwila Fire Department defines location type as address
only. Hundred blocks on roads shall be used when applicable.
2.13.
Alarm Time – The Time Valley Comm. receives the call. Listed as “Received”
on the run sheet.
2.14.
Dispatch Time – The time Valley Comm. dispatches the call. Listed as
“Dispatched” on the run sheet. Additional units will have ASSTER on the
run sheet as in second alarm or upgraded to commercial alarm.
2.15.
Enroute Time – The time the unit goes responding. Listed as “Enroute” on
the run sheet. Each unit will have it’s own enroute time.
2.16.
Clear Time – The time the unit clears the scene. Listed as “Clear” on the run
sheet. May be the same as MOBINS if no “Clear Time” listed on the run
sheet.
2.17.
In Service Time – The time the unit goes in service. Listed as “MOBINS” on
the run sheet. May be the same as “Clear” if no “MOBINS Time” listed on the
run sheet.
2.18.
On Scene Time – The time the unit arrives on location of the incident. Listed as
“On Scene” on the run sheet.
2.19.
Control Time – The time the incident is under control, and no additional
apparatus will be needed for mitigation, for example Tap Fire. This is required
for all WILDLAND FIRES.
2.20.
Case Number – The number assigned to the incident by Valley Comm. The
case number will have a format of $TFYY######. Where YY equals the year
of the incident and the ###### equals the incident number.
2.20.1.1. For incidents where only Tukwila Fire responds to, the case
number will be in the upper right corner.
2.20.1.2. For incidents where Tukwila Fire responds on Automatic/Mutual
Aid Given, the Tukwila Fire incident number will be located near
the unit designator with an ASST code next to the unit designator.
The case number of the agency receiving aid will be located near
SM MODULE 3-23
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Module 3 – NFIRS Quality Assurance
the top right corner of the run sheet. This is used in the mutual aid
incident number field. NOTE: you may need to contact the agency
receiving aid to obtain their incident number.
3.0
2.21.
Civilian Fire Casualty – A fire casualty is a person who is injured or killed as
a result of a fire, and includes injuries or deaths from natural or accidental
causes sustained while involved in the activities of fire control, attempting
rescue, or escaping from the dangers of the fire. Fires include incident types
100-199.
2.22.
Fire Service Casualty – The fire service casualty module is used to report
injuries, deaths, or exposures to fire service personnel that occur in
conjunction with any incident response. An exposure occurs when fire
service personnel come in contact with a toxic substance or harmful physical
agent through any route of entry into the body (e.g., inhalation, ingestion, skin
absorption, or direct contact). Exposures can be reported regardless of the
presence of clinical signs and symptoms. An exposure fire is NOT the same as
an exposure to personnel.
2.23.
Other items as defined in the NFIRS Program Help file and manuals.
POLICY
3.1.
Fire service calls shall be documented by one of two means:
Note: The use of the short report in the resource manual is recommended to aid
in completing the NFIRS report.
3.1.1.
NFIRS All suppression calls, including but not limited to groupings
3.1.1.1.
3.1.1.2.
3.1.1.3.
3.1.1.4.
3.1.1.5.
3.1.1.6.
3.1.1.7.
3.1.1.8.
3.1.1.9.
Fires – any incident where there is a fire
Overpressure Rupture, Explosion, Overheating no fire
EMS/Rescue – any call with a high angle rescue or confined
space rescue etc.
Hazardous Conditions – any hazardous materials call etc.
Service Calls
Good Intent Calls
False Alarms – AFA(s), SWFA(s) etc.
Weather Related Calls
Special Incidents
3.1.2.
MIRFs: All aid calls.
3.1.2.1. Aid calls as a result of a fire shall be documented in an NFIRS
using the EMS and the Casualty tab
3.1.2.1.1. The initial dispatch code on a MIRF for these calls is 99R9.
SM MODULE 3-24
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3.2.
All casualties including both civilian and fire service, as a result of an incident
(other than a simple EMS call) will be documented in an NFIRS.
3.3.
All fire service injuries shall be documented in an NFIRS.
3.4.
The Fire Chief or his designee shall have the authority to edit the fire loss values.
3.5.
Only personnel completing the report shall make corrections/edits to
their respective NFIRS report.
3.5.1.
4.0
Exception allowed for individual narratives, i.e. observation reports etc.
3.6.
When a duplicate call is generated no report shall be completed. Only
the logbook/files at 51’s shall contain the duplicate call entry/run sheet.
3.7.
The shift commander or their designee shall create a daily roster in the NFIRS
program.
3.8.
All run sheets not stored with, or as, the final report will be destroyed
by shredding.
RESPONSIBILITIES
4.1.
The Officer in Charge/Incident Commander shall be responsible for completion
of all NFIRS reports for suppression calls and forwarding related fatality
paperwork to the Tukwila fire prevention office (see section 5.10).
4.2.
Each individual, when required, shall write observation narratives.
4.2.1.
Examples of when observation reports might be required are:
4.2.1.1. Arson Fires
4.2.1.2. Suspicious Fires
4.2.1.3. Dollar loss greater than $10,000
4.2.1.4. When an investigator is called to the scene
4.3.
All reports are due by the end of each shift. Any exceptions must be
cleared through Battalion 51.
4.3.1.
Calls for service at the end of your shift will be given a 1-day grace
period at the discretion of the Operations Chief.
4.3.2.
No report will be carried over a 4 day off period unless approved by a
Chief Officer.
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5.0
PROCEDURES
5.1.
When responding to Boeing, there is no mutual or automatic aid given.
5.2.
When dispatched to a call and you cannot locate it, the following codes will be
used 622 – no incident found on arrival at dispatch address, with a
corresponding action taken of 86 – investigate.
5.3.
When responding to a “white powder call”, the following incident types will
be utilized:
5.3.1.1.
Intentional Biohazard Incident – Code the Incident Type as Incident
Type 451 (Biological hazard, confirmed or suspected).
•
•
•
•
5.3.1.2.
Unintentional Biohazard Incident Code the Incident Type as Incident
Type 451 (Biological hazard, confirmed or suspected).
•
5.3.1.3.
The Hazardous Material Release field should be coded as 0,
(Other, Special Haz Mat actions required) and the Haz Mat
module should be completed.
On the Haz Mat module, code the Cause of Release as 1
(Intentional).
Free-form enter the actual name of the biohazard again in the
chemical name field (i.e. Anthrax) on the Haz Mat module
rather than picking one of the chemicals from the existing
database.
For Anthrax releases, code one of the Factors Affecting
Mitigation as 21 (Release of extremely dangerous agent).
Same as above except code the Cause of Release as 2
(Unintentional).
Biohazard Reported But No Hazard Found
•
•
For good intent calls, use Incident Type 672 (Biological
hazard investigation, none found)
For false Biological threats use Incident Type 751
(Biological hazard, malicious false report).
5.4.
Exposures will be documented by creating a new incident report with the same
incident number and incrementing the exposure number by one for each of the
exposures. Damage to adjacent building, vehicles etc, which do not meet the
definition of an exposure will have the dollar loss lumped together with the
main fire loss and documented in the narrative. Exposures are defined in
section 2.11.
5.5.
Narratives shall be named in the following manner:
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•
•
5.6.
Main Narrative: Use the following format:
o 03-0001 Narrative.
Observation Report Narratives: Use the following format:
o OR, Last Name-First Initial
Narratives may be completed in a “SOAP” format or any format
that systematically describes the incident and the actions taken.
5.6.1.
Narratives shall be written in the 3rd person format.
5.6.2.
Mutual Aid Companies shall be listed in the narrative under a separate
line called M/A, for example:
•
S) E53 dispatched to 123 E. Main St. for a reported kitchen fire. The 1st
due station is Station 54.
O) E53 arrived to find a 25 x 50 two-story wood frame single-family
dwelling with nothing visible.
A) E53 investigated to find food on the stove with no extension.
P) All units except E53 code green. E53 ventilated and obtained
owner information. E53 Returned in service.
M/A) E47, E19.
•
S) E52 Dispatched to a reported car fire at 12680 Gateway Drive. The 1st
due station is station 53.
O) E52 arrived at 0230 hrs to find a single car fire with the
passenger compartment fully involved.
A) Possible arson car fire
P) E52 attacked and extinguished the fire with a 1 ¾ in hose line with foam.
E52 requested an investigator due to the fire location and the time of day.
E52 advised Battalion 51 of situation. E52 surveyed the scene and found an
empty gas can. The gas can was left in place where it was found. E52 took
photos of scene and waited for the investigator. E52 tied in with the
investigator upon his arrival. E52 returned in service.
5.7.
Observation reports will be written into the NFIRS program. Each
member responding to an incident requiring an observation report will
complete a narrative. See section 4.2
5.8.
Exposure Fire reports will be written into the NFIRS Program. Each
exposure shall be given a number, starting with 001. Each additional
exposure shall be incremented by 1. The format of the exposure fire
narrative shall follow the same format as the main incident narrative. See
Section 5.6. The exposure must be identified in the narrative as to the side
of the building starting with the A side. Example Exposure “001” =
Exposure “A1”
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5.9.
All air monitoring conducted at the scene of an incident shall be documented
as an attachment with the following information:
5.9.1.
The members conducting the air monitoring.
5.9.2.
The date and time of the incident.
5.9.3.
The incident number.
5.9.4.
The results of said air monitoring.
5.9.4.1. Either by hand notes or downloaded data
5.9.5.
All personnel entering the contaminated area.
5.10.
Fire Fatalities shall be documented in the NFIRS program utilizing patient
numbers. Full patient information shall be documented on the Washington
State Fire Fatality Form. All appropriate precautions for HIPAA compliancy
will be taken. The information on the Washington State Fire Fatality Form
shall be forwarded by the Tukwila fire prevention office to the state fire
marshal’s office via one of the following means:
5.10.1.
Email – mgannie@wsp.wa.gov
5.10.2.
Fax – 360-753-0398
5.10.3.
Verbal communication – 360-753-0523
Note: For further information regarding this policy, please contact
Battalion Chief Jim Schell jschell66@comcast.net
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APPENDIX B
MICROSOFT EXCEL® ORIENTATION
FOR PIVOT TABLE USERS
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Excel® Orientation For
Pivot Table Users
Objectives
®
The student will understand terminology that relates to Excel
®
The student will understand the basic operation of Excel
®
The student will be able to navigate and generally operate within Excel in
preparation for Pivot Table training
Cell and Cell Address Management (Move, Copy, Delete, Fill, Format)
To move a cell or cells, select the cell(s) you want to move and position the
mouse arrow on the edge of the cell. Click and drag to new location.
To Copy a cell or cells, select the cell(s) you want to copy and chose
from the
function on the menu bar, hold down the Control key and press “C”
on the keyboard, or use the copy icon
on the Standard Toolbar.
To Delete the contents of a cell, select the cell and hit “Del” on the keyboard.
from the menu bar
To Delete a cell, select the cell and click the mouse on
. The Delete Window will appear and allow you shift the cells
and select
the direction you want.
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To Fill a cell or cells with what is in a specific cell, move the mouse pointer to
bottom right corner of the cell with the information you want until the black +
sign appears, hold down the mouse button and drag to cells you want affected. If
you want the entire column filled, double click on the black + sign. When double
clicking, there must be information in the column to the right or left of that
column for it to fill that distance.
from the menu bar and select
or
To Format a cell or cells, chose
hold down the Control key and press “1” on the keyboard. The format cells menu
will appear and from here you can choose the format function you want (Number,
Alignment, Font, Border, Patterns, or Protection.)
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Row Management (Insert, Delete, Select, Format)
To Inset a row select
from the menu bar and select
.
To Delete the contents of a row select the row by mouse clicking on the number
to the left of the row ( ) and hit Del on the keyboard.
To Delete a row, Select the row by mouse clicking on the number to the left of
from the menu bar and select
the row ( ) and select
move the remaining rows up.
. This will
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To Format a row, Select the row and select
from the menu bar and select
or
. If you select
it will format all cells in that row the
you can format for height, autofit, hide or unhide rows.
same. If you select
Column Management (Insert, Delete, Select, Format)
To Inset a column select
from the menu bar and select
.
To Delete the contents of a column, Select the column by mouse clicking on the
letter above the column (
) and hit Del on the keyboard.
To Delete a column, select the column by mouse clicking on the letter above the
column (
) and select
from the menu bar and select
. This will
move the remaining columns to the left.
from
To Format a column, select the column and select
the menu bar and select
or
If you select
it will format
all cells in that column the same. If you select
you can format for height,
autofit selection, hide or unhide columns.
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Sheet Management (Insert, Delete, Select)
from the menu bar and select
.
To Inset a worksheet select
To Delete the contents of a worksheet, Select the worksheet by mouse clicking
on the space above the row numbers and to the left of the column letters and hit
Del on the keyboard.
To Delete a worksheet select
from the menu bar and select
This is a function you can not “undo” so be sure you really want to delete the
sheet.
.
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Workbook (File)
An Excel
®
file is referred to as a Workbook and is made up or one or more worksheets
Save
To Save a file, select
from the menu bar and select
or hold down the Control key and press “S” on the keyboard.
or Select
from the toolbar
Save As
The
function from the
menu will allow you to name a new file or rename an
existing one. NOTE: the changed information will not be saved under the original file name.
Page Setup
The
function from the
menu allows you to manage page orientation, scaling,
paper size, margins, headers and footers, and sheet operations.
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Print Area
The Print Area function from the
menu allows you to set or clear the print area
Cut
function from the
menu allows you to cut a selection to the clipboard for
The
future pasting. It will remove the selection from its cut position. It can also be done from the
toolbar with the
icon, or hold down the Control key and press “X” on the keyboard.
Copy
The
function from the
menu allows you to copy a selection to the clipboard for
future pasting. It will not remove the selection from its copied position. It can also be done from
the toolbar with the
icon, or hold down the Control key and press “C” on the keyboard.
Paste
The
function from the
menu allows you to paste a selection from the clipboard. It
can also be done from the toolbar with the
on the keyboard.
icon, or hold down the Control key and press “V”
Repeat
The
function from the
menu allows you to repeat the last process conducted.
This can also be done with the keyboard by holding down the Control key and pressing “Y”.
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View Toolbars
Selecting
from the
menu allows you to manage which toolbars are visible and also
allows you to customize your toolbars with the icons you want.
Insert Picture
The
function from the
Autoshapes or WordArt.
SM MODULE 3-38
menu allows you to insert a picture from Clipart, a File,
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Insert Object
function from the
menu allows you to insert an object from a file or create a
The
new image such as clipart, a bitmap image, a media clip or other objects.
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Insert Chart
The
function from the
menu allows you to insert a chart from selected data
either on that worksheet or as a new sheet. You can also perform this function from the
icon
on the toolbar. Either way you will be connected to the Chart Wizard.
Data Sort
The Data
function from the
menu allows you to Sort a file using multiple criteria
with or without a header row. Be careful not to select a column first or it will only sort that
column and your data will be corrupt.
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Data Filter
The Data
function from the
menu allows you to select specific criteria to view in
multiple columns by using the
button that appears at the top of each column.
Pivot Table
A Pivot Table is interactive by selecting the
from data utilizing the
clicking on the Data Wizard icon (
button in a pivot table and can be generated
selection from the
menu or by
) from the toolbar.
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Formula Bar
The formula bar shows what is in the selected cell whether it is a formula or text.
or
Autosum
The Autosum function can be activated from the
icon on the toolbar and will allow you to do
quick calculations based on data in a row or column. You can also modify and create more
complex formulas by selecting cells and functions after selecting the
icon on the toolbar.
Paste (Formula) Function
The
from the
menu allows you to manage more complex formulas such as
average, mean, minimum maximum, etc.
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Creating Your Own Formulas (date time use for NFIRS data)
To create your own formulas to extract specific date and time information from NFIRS Alarm
Time data, create new columns to enter the formulas, reference the cell with the date time
information and type the following formulas:
(In this formula A2 is the cell with the date time information).
Data will appear in the following format:
These formulas can be copied down the column by using the fill function as described earlier.
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Module 4 – Data Analysis and the
Decision-Making Process
MODULE 4
DATA ANALYSIS AND THE
DECISION-MAKING PROCESS
Prerequisites
Students are required to meet the following prerequisites
before participating in this module:
Understand NFIRS 5 coding and rationale
Bring three to five business or operational issues of
interest to the department where analysis of NFIRS
data could provide a resolution
Operational knowledge of Excel
Terminal Objectives
The students will be able to:
Identify the business justifications for using fire
data analysis techniques as part of the decisionmaking process.
Apply the problem solving process, using NFIRS
data, to address real agency problems, issues and
questions.
Demonstrate the development of simple and
complex pivot tables and publish results, both in
table and chart form, on a website.
Enabling Objectives
The students will:
Identify three characteristics that the fire service
shares with the business community.
Identify problems, questions, and concerns that can
be answered with NFIRS data.
Develop an analysis plan to address a problem or
question in your organization.
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Module 4 – Data Analysis and the
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Develop a pivot table using extracted NFIRS data to
support the student’s analysis plan.
Construct a graph using proper guidelines to
support the analysis of a problem or question.
Publish a web-enabled pivot table and pivot chart.
References
Student Manual
Your Student Manual (SM) includes a narrative text for
you to highlight key points for some of the content and also
can be used to make notes. During several of the units, you
will be using your SM as a guide (or map) to the source
documents. The SM will be your primary reference
material once you return to your department. Page
references to the source documents you will be using
throughout the course are included in the SM.
NFIRS Complete Reference Guide
The NFIRS Complete Reference Guide is a line-by-line
guide to the completion of the incident report modules.
The handbook includes all of the code conventions.
NFIRS Data Entry Tool Guide
The NFIRS Data Entry Tool Guide is a guide for the entry,
maintenance, and validation of incidents, as well as a
detailed explanation and steps on how to use each tool.
Accessing and Analyzing Data with MS Excel, Paul
Cornell, Microsoft Press2003
Background text on pivot tables, OLAP, and analysis
techniques.
Excel Data Analysis 2nd Edition, Jinjer Simon, Wiley
Publishing, Inc., 2005
Background text on various descriptive and inferential
statistical techniques using Excel®.
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INTRODUCTION
This module will provide you with the rationale for why NFIRS
data is essential to your department’s effective and efficient
delivery of services to your constituents, including the saving of
life, property and the environment. You will learn guidelines for
converting NFIRS data into useful information, and gain the tools
and skills necessary to begin the complex analysis of your
department’s data.
THE FIRE AND EMERGENCY SERVICES BUSINESS MODEL
What differentiates successful business from ones that fail? Let’s
review some representative businesses from four major markets:
technology, manufacturing, entertainment and the food industry.
Are there lessons for the fire and emergency services when
comparing business that survive and those that fail?
Domino’s was the first pizza chain to recognize the change
habits of their consumers. They determined that customers
would rather take pizza home, or have it delivered to their
homes, rather than go out to eat at a pizza parlor.
>
How are their competitors and where are they
today?
>
Is the competition still in the process of change?
>
Domino’s stock value is an indicator of their
success.
Blockbuster is the leader in the very competitive market of
movie rentals and has stayed ahead of their competition and
continues to lead in the marketplace.
>
Who is Blockbuster’s competition?
>
Where are they now?
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SM MODULE 4-4
>
How has Blockbuster’s marketplace changed in the
past few years? How have they adapted to these
changes?
>
Blockbuster survived the BetaMax/VHS market
shift, VHS to DVD market shift, satellite TV by
actually selling direct TV in their store, and is
competing with Net Flicks by offering both web and
in-store “flat fee unlimited rentals”.
General Electric (GE) was the leader in home appliances
up until the 80’s. They recognized the shift in their market
and devised to move into other opportunities.
>
What change in their marketplace occurred in the
70’ – 80’s (overseas manufacturing of home
appliances)?
>
What happened to their competitors (Emerson,
RCA, and White)?
>
What is GE doing today? (Recognizing the baby
boom, GE has focused on transportation and health
care (jet engines, CAT scans, MRI’s etc.)
Dell computers are the most profitable of all personal
computer and server companies. They recognized early in
the game that computer components become technically
obsolete (Moore’s Law) over a relatively short period of
time. The use a highly efficient “just in time” inventory
ordering system that allows them to float consumer funds
to cover all of their inventory costs.
>
Who are Dell’s competitors (Gateway, Compaq,
HP, eMachine)? Where are they now?
>
How have they changed to meet the short shelf life
of PC’s today?
NFIRS PROGRAM MANAGEMENT
Module 4 – Data Analysis and the
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The lesson learned from successful businesses that survive is that
they have adapted to changes in their environment relative to
customers, competitors and their products and services. Successful
businesses continuously analyze data related to their customers,
competitors and the quality of their services and products.
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Activity 4.1
Impact of Change on Your Department/Agency
Purpose
To identify some of the data sources available to the fire and emergency services for analysis
purposes.
Directions
1.
You will be divided into small groups.
2.
Each member in your group will identify and record the services, constituents
3.
Customers and competitors of the agency or department they represent.
4.
Each student will then determine the three (3) most significant changes that have
affected his/her agency in the last 7 years. Record these changes on the worksheet.
5.
A comparison will be made within each group to determine if there are similarities
between the agencies represented.
6.
As a group, identify the three (3) most significant challenges facing the agencies
represented over the next seven years.
7.
Be prepared to discuss these findings with the other groups in the class.
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Activity 4.2
Thinking With Your Gut
Purpose
To identify the underlying mechanism that fuels intuition as described in the article entitled
“Thinking With Your Gut.”
Directions
1.
Reread the article entitled “Thinking With Your Gut”
2.
Answer the questions on the next page.
3.
Be prepared to share your thoughts with the group.
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Activity 4.2
“Thinking With Your Gut”
1.
What were the three examples of business decisions that “came from the gut” and went
against conventional wisdom?
2.
Is Intuition an inherent trait or can it be learned?
3.
How were the Marines taught Decision-Making?
4.
What happened when Marines worked as stock market traders?
5.
What is the difference between the intuition process and the rational decision model?
6.
In what circumstances are each of these methods most useful:
7.
How does “Thinking with Your Gut” relate to the fire service business decisions?
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TYPES OF REPORTING TOOLS
There are typically three types of output reports that are commonly
used to analyze data:
•
•
•
Standard
Ad hoc
Analytic
Standard reports are fixed format, meaning that the data included
in the report and the statistics used to summarize the data are
predetermined by the programmer.
Ad hoc reports allow some flexibility on the selection or filtering
of the data for inclusion in the report. Typically only a few predetermined filters are provided.
Analytic reports are a special type of report that allows full
interaction with the data and the selection of the statistics being
displayed, the data to be included and the ability to filter on one, or
all of the data in the database.
Analytic reports simultaneously answer all of the questions
necessary to perform a true analysis of the data:
•
•
•
•
•
•
Who
What
Where
When
Why
How
TRANSFORMING DATA INTO USEFUL INFORMATION
Does raw NFIRS data support the planning and decision-making
process in its current form? Is there any information content in this
NFIRS data?
Organizing the data brings out information content. Can you now
see information content in the same NFIRS data? Information
content can also be extracted when the data is summarized
(statistics are applied).
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Organizing and summarizing data brings out its informational
value and benefit
Organize—Charts & Graphs
Summarize—Statistics
Organizing the raw data into columns increases the information
content of the data. Further organization of the data by adding
labels also increases information content. The final step in
converting data into useful information is to summarize the data
using simple and complex statistics (counts, percents, ratios, rates,
averages, and linear regression techniques, etc.)
Regardless of the source of the planning data, to make it useful
information, it must be organized and summarized to support the
decision process.
Tools and Techniques for Organizing Data
The basic analytic techniques for organizing data involve the use
of charts and tables. It has been said, “A picture is worth onethousand words.” Charts and tables paint a picture that is a very
powerful tool for identifying patterns and trends in the data.
There are five common graphic techniques for organizing and
presenting data:
Pie Charts
Bar Charts
Line/Area Charts
Purpose
Audience
Data Types
There are no absolute rules for constructing appropriate charts but
these guidelines will provide a framework to squeeze the most
information content possible from the data.
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Pie Charts
Pie charts are graphical techniques suitable for Big Picture
audiences with the intended purpose of showing the contribution of
one element (slice) to the whole, and are used with categorical or
grouped continuous data types.
To improve the information content of pie charts, the partitions or
slices should be limited to 8 or less, each slice should be easily
visible, and consider using percents rather than actual counts to
label the slices.
This chart type can be used in all planning phases but is most
commonly used in the community profile phase to describe the
composition of profile characteristics (total incidents by type,
primary ignition factor involved in fatal fires, etc.) Pie charts are
less likely to be used in the fit-gap and monitoring/evaluation
phases of the planning process because they cannot be used to
compare more than one variable at a time.
Bar Charts
Bar Charts are suitable for “Big Picture” audiences for the purpose
of comparing the contribution of one component to another. Bar
charts can be used with categorical or grouped continuous data.
This type of chart is effective for informing and motivating an
audience. Bar chart elements (bars) should be kept to a maximum
of 18-24.
Bar charts are the most commonly used graphic technique in the
planning process because they can compare more than one variable
on a single chart. Bar charts can be use to compare actual data
with benchmark criteria to determine where gaps exist in the
emergency response system, and as a monitoring/evaluation tool to
evaluate changes in data over time.
Line/Area Charts
Line charts are useful for Big Picture audiences by informing and
motivating decision-makers to take a recommended course of
action. Line/area charts are commonly used to evaluate trends
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over time and forecast outcomes into the future. Line/Area charts
are appropriate for continuous data types.
The following example demonstrates the use of a line chart that
depicts a trend and forecast of fire incident data. Discuss with the
students the limitations of extending a forecast too far into the
future (correlation does not mean causation – uncertainty of
external influences, etc.)
Pictographs/Maps
Pictographs are charts derived from pictures. This type of chart is
useful for “Big Picture” audiences and can be combined with
tables for the detailed audience. Pictographs should be limited to
6-8 data points and require the use of categorical or grouped
continuous data types.
The concept that a picture is worth a thousand words is verified
with pictographs. However, too many data points can overwhelm
the audience and reduce the value of the pictograph.
Maps are a special form of pictographs and powerful tools in the
master planning process. Pin maps are static, typically pre-printed
maps where the data are manually paced on the map, for example
the location of incidents relative to the location of fire stations, etc.
Geographic Information Systems automate the process for
producing electronic maps that contain “layers” of points, lines and
polygons that represent various data. GIS maps and other
technologies will be discussed later in the lab.
Maps uniquely personalize the data being presented to an audience.
When presented with a map, most people typically will focus their
attention on a geographic area of personal interest to them.
Legislators, for example, look at the political boundaries of their
districts to see the impact of the data on their constituents, etc.
Pictographs and maps are one of the best chart types for use in all
areas of the planning process because all aspects of emergency
planning have a spatial component.
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“Pivot tables” and “OLAP” On-Line_Analytic-Processing Cubes
that are the foundation of today’s Business Intelligence arsenal of
tools used by the majority of the Fortune 500 companies and
successful businesses. Pivot Tables and OLAP tools allow you to
view your data in any number of ways and dimensions. Typical
tables only provide a two-dimensional view; pivot tables give you
the ability to look at your data in n-dimensions with a simple click
and drag of your mouse. One pivot table can literally generate
over 250,000 report views for a typical NFIRS database.
Chart Formatting Recommendations
Proper formatting of your chart or graph is just as important as
selecting the proper chart type. Failure to properly document the
purpose, source and date of the data, or overly “glitz” the chart can
severely detract from the information value of the chart.
Guidelines:
•
•
•
•
•
Description / Clear Titles
Data Time frames
Limit to three text styles
Reference sources
Resist information overload!
ORGANIZING DATA WITH MS EXCEL
MS Excel is a commonly available spreadsheet program that can
be used to organize and summarize planning data in various
formats, including NFIRS data. Excel is a unique spreadsheet
program because it comes with pivot table capabilities that are
typically only found in software programs that cost thousands of
dollars. Excel also has a very powerful and easy to use charting
capability that can produce published quality output.
Because some of the class members may have varying levels of
experience with Excel, we will go through a short tutorial on
Excel basics. Only a basic level is required to perform all of the
analyses necessary to support the planning process, although
additional experience and knowledge with Excel is always
beneficial.
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SUMMARIZING DATA WITH MS EXCEL USING PIVOT TABLES
Charts and tables provide a means to paint a picture of the data
being analyzed to identify trends, patterns, and relationships
present in the data. Techniques to summarize data provide a
numeric calculation to summarize the frequency of occurrence or
distribution of the data with a single measure or statistic. These
single measures that represent the underlying data provide an
empirical way to evaluate and compare two or more series of data.
The following are simple “descriptive “statistics because they
provide a single measure or number to describe the data being
analyzed.
Counts
Definition: Counts are the simplest summary measure that
indicates the count of a nominal or ordinal variable. Counts do not
take into consideration the numeric value of the variable, just the
number of occurrences of the variable.
Example: Count of fire incidents, count of fatal fires, etc.
Excel Function: =count(0)
Sums
Definition: The arithmetic sum of an interval or ration data.
Example: Number of fire fatalities, number of firefighters
responding, total dollar loss, etc.
Excel Function: =sum()
Rates
Definition: A count or sum of a variable per unit of measure
(10,000 population, 1000 fires, etc.). This variation of counts and
sums standardizes the measure to a common denominator to allow
for more realistic comparisons. Rates are essential for describing
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data in all phases of the planning process. Monitoring and
evaluation require the use of rates to standardize comparisons.
Examples: 15 residential fires/10,000 population /year, 1.5 fire
deaths/10,000 fires/year. .15 fire deaths/10,000 fires/year
Excel Formula:
(e.g. 100,000)
=(number of occurrences/population) X rate
Percent
Definition: The part of a whole expressed in hundredths. This
measure is valuable in all phases of the planning process and can
be used to compare changes in the variable over time.
Example: 40% of all fires are cooking related.
Excel Formula: =(component/total) X 100
Measures of Central Tendency
Definition: There are three measures that describe center or
“average” of a series of numbers, the mean, median and mode.
The mean is the arithmetic average of the values in a distribution.
To calculate the mean, add all the scores together and divide the
total by the number in the distribution. The mean is the most
robust measure of central tendency when the distribution is
normally distributed, but is the most influenced by outliers.
The median is the middle term of a distribution. It is the point at
which half of the terms fall above it and half of the terms fall
below it. The median is not as robust as the mean but it is not
influenced by outliers.
The mode is the term that appears most frequently in the
distribution. It is the simplest measure of central tendency.
Example: (Response Times)
4
4
5
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7
10
30
Mean = 6 (30 divided by 5).
Median = 5 (the middle value in the sorted series)
Mode = 4 (the most frequently occurring number)
Excel Function:
=average(data range)
=median(data range)
=mode(data range)
Trend Analysis Techniques
A major task in emergency master planning is to identify past and
present trends for use in predicting how the data will behave in the
future. Regression analysis, an inferential statistical procedure, is
useful for detecting trends and developing a mathematical equation
to predict future values.
The theory and detailed interpretation of regression analysis is
beyond the scope of this class. However, with a conceptual
understanding, regression analysis can be used as a descriptive tool
to generate graphical representations (charts) of trends and
forecasts.
One use for regression analysis in the planning process is its
capability to identify trends in data over time. For example, the
decreasing trend in fires and fire deaths over time or the increasing
trend EMS services over time. Regression analysis develops a
mathematical equation that provides a “best fit” solution that
minimizes the difference between the predicted and actual
observations. The strength of the relationship is measured by a
Correlation Coefficient which varies from a (–1), inverse
relationship to a (+1), a perfect relationship. The resulting
mathematical model can be used to predict future values based on
the strength of this relationship.
For planning purposes, linear regression analysis is used to detect
trends and provide an equation for forecasting purposes. The
assumptions behind linear regression are:
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The relationship is linear.
Errors are normally distributed.
Errors are independent.
Errors have a constant variance.
Pivot Tables and
Summarizing Data
OLAP
Tools
for
Organizing
and
In this basic data analysis class you will be given a CD containing
two (2) plug and play pivot tables one that provides a an all
incident summary of your incidents and the other that provides a
detailed view of your fire incidents. The CD also provides three
video files that provide instruction on extracting your
departments/states NFIRS data, connecting the extracted data to
the respective plug and play pivot table templates and a
demonstration on how to use pivot tables for analyzing your data,
The first step in the analysis process is the development of a simple
“Analysis Plan”. The plan has three parts: The description of the
problem or issue being analyzed the data requirements to include
in the pivot table, and the assumptions concerning the outcome of
the analysis process. Appendix A provides a sample Analysis
Plan.
NFA Computer Lab
Your instructor will introduce you to NFA Computer Lab and
provide instruction on the use of Excel and Pivot Tables to
analyze your department’s NFIRS data.
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Activity 4.3
Analysis Plan
Purpose
Students will gain knowledge and experience in creating an Analysis Plan using a problem or
issue of interest to their department.
Directions
Using the Sample Analysis Plan (Appendix A) you will:
8.
Write a one sentence operational description of the problem/issue that contains
information on the “who, what, where, when and how” elements of the problem/issue.
9.
Determine the appropriate “measures” and the appropriate statistics for inclusion in the
“data” section of the Plan.
10.
Determine the groups, categories or code data fields to include in the “page” section of
the Plan. These typically relate to the “who, what, where, when, why and how of the
issue or problem.
11.
Construct a one sentence description of the assumptions regarding the analysis results.
This will provide a QA check to ensure that all of the required data has been included
in the plan.
12.
Students should be prepared to present their Analysis Plans to the class.
Data Analysis Laboratory
Your instructor will introduce you to NFA Computer Lab and provide instruction on the use of
Excel and Pivot Tables to analyze your department’s NFIRS data. The Instructor will
demonstrate each activity/exercise and then allow the students to perform the task using their
own data.
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Activity 4.4
Using Pivot Table Templates
Purpose
To teach the students the knowledge and skills necessary for them to integrate the pivot table
template with their own NFIRS data.
Directions
1. Your instructor will distribute a CD containing the NFIRS Business Intelligence (BI) Tool
Kits that contain three (3) pivot table templates and associated MS Queries (Incident
Summary, Fire and EMS), sample pivot tables, and sample NFIRS data.
2. Copy the BI Tools folder to your desktop.
3. Demonstrate the ODBC connection to the NFIRS Access or other database containing the
results of the pivot table query (Tools, Pivot Table Wizard >Back >Get Data.)
4. The template is currently linked to a foreign database so the connection must be terminated.
Select Cancel MS Query, and then select New.
5. In the Data Source Window, select Access or the name of the database containing the query
results.
6. Select the Drive, Directory and Database containing the query results.
7. In the MS Query window, select the specific table that contains the query results and select
all fields.
8. DO NOT sort or filter the extract file
9. Select “Return data to MS Excel”
10. You should now see the ODBC connection passing the records to the pivot table template.
11. A video containing the step by step process is included in the CD BI Toolkit
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Activity 4.5
Data Analysis Lab
Purpose
Students will use the Analysis Plan to construct a pivot table view to analyze complex, multidimensional fire service problems.
Directions
1.
The Instructor will demonstrate the pivot table analysis process by using the Analysis
Plan developed to evaluate the delayed response, discussed earlier in Module 4.
a. Page (Dimension) Fields:
i. Incident Cat
ii. Date
iii. Time
iv. Address
v. Station
vi. Shift (added after assumptions indicated that there might be a
crew problem)
b. Data (Measure) Fields
i. Count
ii. Percent
iii. Average response time
iv. %<= 6 min
c. Create a model for the 2 am call on New Years day for a service call.
2.
Using your own NFIRS data, or sample data from the BI Toolkit, and the Analysis Plan
you will:
Connect the pivot table template to your data source.
Construct the pivot table view based on your Analysis Plan.
Develop a model of the problem or issue defined in the Analysis Plan.
Identify patterns and trends that elucidate or resolve the problem or issue.
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Activity 4.6
Presenting Your Findings – Charting and Graphing techniques
Purpose:
Provide the knowledge and skills necessary for the students to select the most appropriate
charting and graphic technique for communicating pivot table results to a decision-maker.
Directions:
The instructor will demonstrate the use of Excel Charts to create interactive and static charts and
the use of the most effective chart types previously covered in this Module.
Students will choose a chart or graphic to communicate the results from the analysis of their
department’s issue or problem
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Activity 4.7
Mapping Incidents and Resources
Purpose
To provide students with the knowledge and skills to use Microsoft MapPoint to conduct
geospatial incident mapping and drive time studies.
Directions
1.
Using the pivot table created in exercise 4.6, the instructor will demonstrate the
extraction of fatal and high dollar loss incidents by category, using the drill down
process.
2.
Once the respective worksheets are created, the instructor will demonstrate how to
import the data into Microsoft MapPoint.
3.
After the data has been imported into MapPoint, the instructor will demonstrate the
following:
4.
Creating 4 minute drive time zones around at least 1 station location (to be
provided by each student for their own dataset)
Single and multi-pin mapping of incident data
Calculating the number of incidents within and outside a polygon
Following the demonstration, students will use their own pivot table containing their
own data and create:
Drive time zones
Single and multi-point incident maps
Calculation of the number of incidents within and outside a polygon
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MODULE SUMMARY
The Top 10 concepts covered in this section are:
1)
Data collection and analysis is an essential part of the
planning process because it provides objective measures for
the past, present and future community needs. NFIRS is a
fundamental source for this data.
2)
For data to be useful in the planning process, it must be
organized and summarized. Graphic techniques are
powerful tools for organizing data. Data can be
summarized through the use of descriptive statistics.
3)
Consider the purpose, audience and data type when
determining which charting technique has the most
information value.
4)
Pie Charts are used to describe the relationship of one
component to the whole.
5)
Bar Charts compare one component with another.
6)
Line Charts are useful for showing trends and forecasts.
7)
Pivot Tables are Excel’s best kept secret and can be used
to summarize data using counts, sums, percents, rates and
averages (mean, median and mode).
8)
Regression Analysis is a technique for identifying trends in
data, and to develop forecasts into the future.
9)
The overall purpose of these techniques is to identify trends
and patterns in past and present data to make decisions
about the performance and outcomes.
10)
Be patient, data analysis is an art and it takes practice to
become familiar with these techniques.
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APPENDIX A
THE ANALYSIS PLAN FORMAT
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The Analysis Plan Format
Sample Analysis Plan
The Problem/Issue Statement
Data Dimensions
Data Measures
Numeric values
Groups, Codes, Categories
Who, What, Where, When, Why, How
Performance and outcome measures
Assumptions (QA/QC)
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APPENDIX B
PROCEDURE FOR CONNECTING PIVOT
TABLE TEMPLATES TO NFIRS TOOL
DATABASE
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1. Installing queries into the NFIRSdatav5.mdb database
a. Locate your NFIRSdatav5.mdb database containing your incidents
downloaded from the Federal Server. Typically the database is located in the
following directory: c:\Program Files > NFIRSv5 > Database.
b. Open the database and select Tables from the Object Form
b. Select Tables from the Object Form
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c. Got to File >Get External Data and click Import
d. A new window opens to locate the database where the queries are stored.
This should be on your desktop.
e. Locate and select the file “Query Tools”
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f. The Import Screen Opens and you need to “Select ALL’ of the Tables and
Queries. DO NOT Click on OK until all of the Tables and Queries have been
selected. Selected Tables and Queries will be highlighted in BLUE. When
you verify that the Tables and Queries are highlighted, click OK and the
Tables and Queries will be injected into your database.
You install these queries and tables one time only but will run the queries
every time you update your database from the federal server to create a new
“flat file” that will be connected to the Pivot Table Template.
Step 2 will show you how to run the query and create the flat file.
2. Step 2: Running the Query and Creating the AllIncident Flat File
a. Open your Nfirsdatav5.mdb database and select the Query Tab in the Objects
form. Locate the pivot summary query on the list of queries. Once you have
located the pivot summary, double click on it to execute it.
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b. After clicking the query, you will be prompted to approve running it.
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b. Depending on the speed of your computer and the number of incidents in your
file, it may take several minutes to an hour to create the new table. When the
query finishes, you will be requested to approve pasting the number of records
into the new table.
c. You now have created a new table called Pivot Summary which contains the
flat file data necessary to drive the Pivot Table.
Step 3 documents how you will connect the Excel Pivot Table Template to the
Pivot Summary Table in Access
3. Step 3- Connecting the Excel Pivot Table Template to Your NFIRS Data.
a. The first step is to locate your Excel Pivot Table Template and your database.
These should be in a folder on your desktop.
b. Click on the Excel Pivot Table Template to open it.
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After the Pivot Table opens, place your cursor inside the table where the total is
displayed. If you p[lace your cursor outside the pivot table you will not be able to
gain access to the Pivot Table Wizard
c. After clicking inside the pivot table, select Data on the Main Menu, then
select Pivot Table Report.
d. This opens up the third step of the Pivot Table Wizard where we can change
the connection of the template to your data. To do this we need to go back to
the 2nd step of the Pivot Table Wizard by clicking “Back”.
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e. We now are in the second step of the Pivot Table Wizard and need to “Get
Data” which is your data stored in the Table of your NFIRSdatav5.mdb
database. Click on Get Data.
f. We are now in Microsoft Query that connected to the old data source. We
need to delete this query and connect to your data. Click Cancel then Edit
Query on the next screen as we need to delete it and create a new one.
g. When the query window opens, close the query and indicate NO to not save
the old query.
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h. After the old query closes, go to File on the MS Query screen and select new,
i. You are now asked to select a Data Source which in this case is Microsoft
Access, the native database type for the NFIRS Client Tool
j. You now need to change the location of the database to the location where
your database is located. Locate the desktop and folder location on the right
side of the window, and on the left side you should see your nfirsdatav5.mdb
database. Click OK.
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k. You are now back in the Microsoft Query and in your Access Database. On
the left side of the query window, you need to select the Table containing the
flat file data. It is called Pivot Incident Summary. Click on the arrow
pointing to selected columns (the >sign) and move all of the fields into the
query.
l. The next two screens ask whether you want to filter or sort the data selected in
your query. Select NO for each of these screens. You are now at the Finish
Screen and you want to accept the default to return the data to MS Excel.
Click Finish
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m. You are now returned to the Second Step of the Pivot Table Wizard where
you select Finish to execute the query and return the data into the Pivot Table
Template.
n. The query data is now loaded into the Pivot Table Template and can be seen
by the blue bar at the bottom right of the screen.
This completes the process for extracting data from your NFIRS database into the
Pivot Table Template. There are three narrative video clips on the Class CD that
provides a full view of each of the steps.
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APPENDIX C
DATA ANALYSIS WORKBOOK
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Analytic Decision-Support
&
Problem Solving
Techniques
(Tools For Analyzing NFIRS Data)
Workbook
Notes:
Forward
This 12-hour weekend field delivery is designed to orient fire service
personnel to data analysis and problem solving techniques using common,
off-the-shelf software (Excel/Pivot Tables) and NFIRS 5.0 data. In the
reality of today’s environme nt, the survival of the fire service depends on
its ability to use critical information in making tactical and strategic
decisions.
A companion CD is also included as part of the course offering and
provides the databases, list files and pivot table examples used in the
workbook. This will allow the student to continue the learning experience
back in their own environments and hopefully use some of the tools on
their own data.
Students are not expected to master all of the tools and techniques during
this two-day course, but are expected to become familiar enough with the
tools to continue to develop expertise back at their own agencies. This
course builds on the Introduction to NFIRS 5.0 field delivery course and
will be reinforced by a future class on Advanced Data Analysis and
Problem Solving Techniques.
These are new concepts to the fire service and students are cautioned to be
patient and not become frustrated if the tools and techniques described in
the course are not immediately implementable.
Terminal Objectives:
The course participants will be able to:
1. Identify the business justifications for using fire data analysis
techniques as part of the decision process
2. Apply the problem solving process, using NFIRS data, to address
real agency problems, issues and questions.
3. Demonstrate the development of simple and complex pivot tables
and publish results, both in table and chart form, and on a website.
Enabling Objectives:
1. Identify the 3 key characteristics that the fire service shares with the
business community.
2. Develop an analysis plan to address a key problem/question in the
student’s organization.
3. Develop a MS query to retrieve data from the NFIRS database for
use in pivot table analyses.
4. Develop a pivot table using extracted NFIRS data to support the
student’s analysis plan.
5. Construct a graph using the proper guidelines presented in the
course to support the analysis of the student’s problem/question.
6. Publish a web-enabled pivot table and pivot chart..
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Section 1
Excel Orientation For
Pivot Table Users
Objectives
• The student will understand terminology that relates to Excel
• The student will understand the basic operation of Excel
• The student will be able to navigate and generally operate
within Excel in preparation for Pivot Table training
Cell And Cell Address Management (Move, Copy, Delete, Fill, Format)
• To move a cell or cells, select the cell(s) you want to move and
position the mouse arrow on the edge of the cell. Click and
drag to new location.
•
To Copy a cell or cells, select the cell(s) you want to copy and
chose
from the
function on the menu bar, hold
down the Control key and press “C” on the keyboard, or use the
•
•
copy icon
on the Standard Toolbar.
To Delete the contents of a cell, select the cell and hit “Del” on
the keyboard.
To Delete a cell, select the cell and click the mouse on
from the menu bar and select
. The Delete Window will
appear and allow you shift the cells the direction you want.
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•
To Fill a cell or cells with what is in a specific cell, move the
mouse pointer to bottom right corner of the cell with the
information you want until the black + sign appears, hold down
the mouse button and drag to cells you want affected. If you
want the entire column filled, double click on the black + sign.
When double clicking, there must be information in the column
to the right or left of that column for it to fill that distance.
•
To Format a cell or cells, chose
from the menu bar and
select
or hold down the Control key and press “1” on
the keyboard. The format cells menu will appear and from here
you can choose the format function you want (Number,
Alignment, Font, Border, Patterns, or Protection.)
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Row Management (Insert, Delete, Select, Format)
• To Inset a row select
from the menu bar and select
.
• To Delete the contents of a row select the row by mouse
clicking on the number to the left of the row ( ) and hit Del
on the keyboard.
• To Delete a row, Select the row by mouse clicking on the
number to the left of the row ( ) and select
from the
menu bar and select
. This will move the remaining
rows up.
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•
from the
To Format a row, Select the row and select
menu bar and select
or
. If you select
it
will format all cells in that row the same. If you select
you can format for height, autofit, hide or unhide rows.
Column Management (Insert, Delete, Select, Format)
• To Inset a column select
from the menu bar and select
.
• To Delete the contents of a column, Select the column by mouse
clicking on the letter above the column (
) and hit Del
on the keyboard.
• To Delete a column, select the column by mouse clicking on
the letter above the column (
) and select
from the
menu bar and select
. This will move the remaining
columns to the left.
• To Format a column, select the column and select
from
the menu bar and select
or
If you select
it will format all cells in that column the same. If you select
you can format for height, autofit selection, hide or
unhide columns.
Sheet Management (Insert, Delete, Select)
• To Inset a worksheet select
from the menu bar and select
.
• To Delete the contents of a worksheet, Select the worksheet by
mouse clicking on the space above the row numbers and to the
left of the column letters and hit Del on the keyboard.
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•
To Delete a worksheet select
from the menu bar and
select
. This is a function you can not “undo”
so be sure you really want to delete the sheet.
Workbook (File)
An Excel file is referred to as a Workbook and is made up or one or
more worksheets
Save
To Save a file, select
from the menu bar and select
or
Select
from the toolbar or hold down the Control key and press
“S” on the keyboard.
Save As
The
function from the
menu will allow you to name
a new file or rename an existing one. NOTE: the changed
information will not be saved under the original file name.
Page Setup
The
function from the
menu allows you to manage
page orientation, scaling, paper size, margins, headers and footers,
and sheet operations.
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Print Area
The Print Area function from the
the print area
menu allows you to set or clear
Cut
The
function from the
menu allows you to cut a
selection to the clipboard for future pasting. It will remove the
selection from its cut position. It can also be done from the toolbar
with the
keyboard.
icon, or hold down the Control key and press “X” on the
Copy
The
function from the
menu allows you to copy a
selection to the clipboard for future pasting. It will not remove the
selection from its copied position. It can also be done from the
toolbar with the
icon, or hold down the Control key and press
“C” on the keyboard.
Paste
The
function from the
menu allows you to paste a
selection from the clipboard. It can also be done from the toolbar
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with the
keyboard.
icon, or hold down the Control key and press “V” on the
Repeat
The
function from the
menu allows you to repeat the
last process conducted. This can also be done with the keyboard by
holding down the Control key and pressing “Y”.
View Toolbars
Selecting
from the
menu allows you to manage which
toolbars are visible and also allows you to customize your toolbars
with the icons you want.
Insert Picture
The
function from the
menu allows you to insert a
picture from Clipart, a File, Autoshapes or WordArt.
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Insert Object
The
function from the
menu allows you to insert an
object from a file or create a new image such as clipart, a bitmap
image, a media clip or other objects.
Insert Chart
The
function from the
menu allows you to insert a
chart from selected data either on that worksheet or as a new sheet.
You can also perform this function from the
icon on the toolbar.
Either way you will be connected to the Chart Wizard.
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Data Sort
The Data
function from the
menu allows you to Sort a
file using multiple criteria with or without a header row. Be careful
not to select a column first or it will only sort that column and your
data will be corrupt.
Data Filter
The Data
function from the
menu allows you to select
specific criteria to view in multiple columns by using the
button
that appears at the top of each column.
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Pivot Table
A Pivot Table is interactive by selecting the
button in a pivot table
and
can
be
generated
from
data
utilizing
the
selection from the
clicking on the Data Wizard icon (
menu or by
) from the toolbar.
Formula Bar
The formula bar shows what is in the selected cell whether it is a
formula or text.
or
Autosum
The Autosum function can be activated from the
icon on the
toolbar and will allow you to do quick calculations based on data in a
row or column. You can also modify and create more complex
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formulas by selecting cells and functions after selecting the
icon
on the toolbar.
Paste (Formula) Function
The
from the
menu allows you to manage more
complex formulas such as average, mean, minimum maximum, etc.
Creating Your Own Formulas (date time use for NFIRS data)
To create your own formulas to extract specific date and time
information from NFIRS Alarm Time data, create new columns to
enter the formulas, reference the cell with the date time information
and type the following formulas:
Page 13 of 80
(In this formula A2 is the cell with the date time information).
Data will appear in the following format:
These formulas can be copied down the column by using the fill function
as described earlier.
Page 14 of 80
Section 2
Constructing Pivot Tables and Charts
Using NFIRS Data
Introduction
A pivot table is a tool to organize and summarizes the data in a list, an
external database, or another pivot table. Pivot tables are a unique feature
in Excel not present in other commercially available spreadsheet programs.
Most traditional methods of summarizing and organizing data (standard
spreadsheets, charts, graphs, etc.) only provide a 2-dimensional view of the
data. Pivot tables allow you to “slice and dice” data in n-dimensions.
Pivot tables are also interactive and allows you to use filters and rotate
columns and rows to see the results instantaneously.
Pivot tables use Excel list files that can be created from the NFIRS 5.0
database: Notice that the fields (columns) are recognizable as NFIRS data
and each row of the list file is a unique in incident. Later, you will be
shown how to query the NFIRS 5 database or other certified commercial
databases to create an Excel list file.
Page 15 of 80
Figure 1: NFIRS 5.0 Data List
The following pivot table shows the type of incidents responded to by
month and year. Basic pivot table like this can be created in a matter of
seconds from a list file.
Figure 2: Basic Pivot Table - Incident Type by Month
The next pivot table is more complex. It shows a summary of activity and
incident type, including number of incidents, average response times,
personnel, $ loss, and civilian and fire fighter injuries and fatalities. Filters
can be set for department, city, year, month, incident type, mutual aid,
detector performance, haz-mat, mixed and property use, etc. Any
combination of filters can be selected and any NFIRS data field can be
included in a pivot table. This provides for an interactive view of the fire
data.
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Figure 3: Complex Pivot Table – Incident Summary Information
Overview process for creating pivot tables
Constructing a pivot table is a 3-step process. First, you must extract data
from your NFIRS 5 dataset and create a list file in Excel. The database can
be either a commercial software package or the one used in USFA Data
Entry Tool. Although we will be using examples from the USFA Data
Entry Tool, pivot table’s work on any data that can be ported to an Excel
spreadsheet. Creating the Excel list file will be discussed in Section 3 of
this workbook.
Once the data is converted to an Excel list, you can begin construction of
the actual pivot table by selecting the data that you want to analyze through
the use of a pivot table wizard.
Using an analysis plan that was discussed in the Problem Solving
Techniques exercise is an excellent tool to determine what data to use in
constructing a meaningful pivot table.
The last step in creating a pivot table is to publish it either interactively on
a network or website, or statically on paper.
Page 17 of 80
3-Step Process to Create
Pivot Tables
NFIRS Database
(USFA or
Commercial)
Create Excel List
File
Design Pivot
Table
Publish Pivot
Table
We Will Start from the End and End at the Beginning
To help you understand the concepts and skills required to create and use
pivot tables, you will begin by learning how to create a simple pivot table
like the one in figure 2. Then, you will learn how to change the summary
function and the format of the summary data, how to change the subtotal
function, and how to update the contents of a pivot table. Once you are
comfortable with these procedures, you will be ready to learn how to create
more complicated pivot tables.
How to create a simple pivot table
To follow the examples in the workbook, open the “analysis..xls”
workbook that is located on the Data Analysis Course Compact Disk
(CD). It can be found iin the Data sub-folder under the Data Analysis
folder.
To begin creating a pivot table, select the Data Menu option from the menu
bar at the top of then screen. Then select the Pivot Table Report option.
Tip: Make sure that you have clicked on a cell in the NFIRS list
worksheet as this allows the Pivot Table Wizard to automatically
select the range of data to use in the pivot table.
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Figure 4:
Starting the Pivot Table Wizard from the “Data” Menu Option
Note: Although you can create and work with pivot tables using
commands in the Data menus, Excel also provides a toolbar
specifically for working with pivot tables. If Excel doesn’t display
this toolbar automatically, you can use the Toolbars command in
the View menu.
Page 19 of 80
Figure 5:
Making the Pivot Table Toolbar Visible through the“View” Menu Option
Once the Pivot Table Wizard appears on you screen it walks you through
the steps necessary to create a pivot table with the fields you want it to
contain.
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The first dialog box (Figure 6) asks you to identify the type of source data
you want to summarize.
Figure 6: Pivot Table Wizard Step 1 of 3
The default is to create a pivot table from an existing Excel list. If you
choose to create a pivot table from a source other than a list, the second
PivotTable Wizard dialog box changes accordingly. If you select the
External Data Source option, for example, the dialog box asks you if you
want to start Microsoft Query to retrieve the data from an external data
source. You will learn how to use Microsoft Query to retrieve a list file for
the NFIRS 5.0 database in the next Section 3 of the workbook.
The next dialog box asks for the range that contains the list.
Tip: If you place the cell pointer on the first cell (A1) in the list
before you start the PivotTable Wizard, Excel will enter the correct
range for you. Otherwise, you can type in the range or select it in
worksheet.
Figure 7: Pivot Table Wizard Step 2 of 3
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The last PivotTable Wizard dialog box (Figure 8) you can also indicate
where you want Excel to place the pivot table by specifying a cell reference
in the PivotTable Starting Cell text box. The default is to place the pivot
table in a new worksheet in the current workbook.
Tip: At this point DO NOT hit the “Finish” button. Instead, select
the “Layout” button. This allows step allows you to use a more
structured format for creating the actual pivot table.
Figure 8: Pivot Table Wizard Step 3 of 3
Selecting “Layout” opens the Pivot Table Layout dialog box Figure 9) that
allows you to select the data to be included in the analysis ,and how the
data will be displayed.
Figure 9: Pivot Table Wizard Layout Screen
There are three main sections to the Layout screen: The Page section is
where data that you want to use as filters or dimensions is identified.
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The section in the middle of the screen is the pivot table format area where
you indicate which data to summarize in the table and which data to use as
columns and rows.
The section on the right of the screen shows the NFIRS data field “buttons”
that represents all of the fields of data that were extracted from the NFIRS
5 database. Notice the slider below the buttons. This can be used to move
from the beginning to the end of the field list.
To create the structure for the simple pivot table example, drag the buttons
that represent the fields in the list into the appropriate areas of the pivot
table wizard layout screen
If you drag a field into the Column area, it becomes a column field. If you
drag a field into the Row area, it becomes a row field. The column and row
fields identify the fields by which the data is summarized.
If you drag a field into the Data area, it becomes a data field. The data
field identifies the field to be summarized.
Figure 10: Formatting a Basic Pivot Table
In this example, field buttons can be used more than once in formatting the
pivot table. Type Class is used as in the row area of the layout so that the
data can be organized for each unique value of Incident Type. Incident
Type is again used in the data area of the layout to indicate what data is to
be summarized. Year is used in the column area of the layout to break out
the number of unique Incident Types by the year in which they occurred.
Page 23 of 80
When the layout is complete, click on the OK and you are back to Step 3 of
the Pivot Table Wizard. Click Finish and the pivot table is generated in a
new worksheet of the same workbook (Figure 11).
The resulting pivot table is similar to the one described in Figure 1,
however, the field labels and the format are slightly different. Later in this
section we will discuss how to change the labels, summary function, layout
and format of your pivot table.
Figure 11: Resulting Basic Pivot Table from Layout in Figure 10
If you study this pivot table, you’ll see that the subcategories for each row
and column field you selected are included as column or row labels in the
pivot table. These labels are called pivot table items; they indicate the
categories of data that are summarized in the table. For example, the Type
Class Column field contains ten pivot table items: EMS, False Alarm, Fire,
Haz-Mat, Other, Public Assist, Rupture/Exp, Service Call, Undetermined
and Weather. These categories are ordered alphabetically, but later we will
discuss how to rearrange row and column items.
The summary function that is used in the pivot table depends on the data
field you’re summarizing. If the data field is numeric, the default is the
sum function. If the data field contains text, the default is used is the count
function. The data field selected in this example is Type Class, which is a
text field, so the pivot table shows the count of type class (incident type)
for each month.
Page 24 of 80
How to change the summary function and the format
of the summary data
The PivotTable Field dialog box is used to change a data field’s name,
function and display format. To access the Filed dialog box, click on any
cell in the data area or on the cell containing the label describing the
summary, then select the Pivot Data Field button
in the Pivot Table
menu. This open the dialog box, figure 14, where you can select from a
variety of functions for summarizing the data in the pivot table.
You can also change the format of the data by clicking on the Number
button and selecting a format from the Format Cells dialog box that
appears. You can also change the name that’s used in the pivot table to
describe the summary. In this example, we are changing the data summary
label from Type Class to Incidents.
Figure 12: Pivot Table Field Option:
Columns and row labels can also be changed using the Field Setting button
or right clicking on the field label that you want to change. In figure 13,
we are changing the Type Class label to Incident Type.
:
Page 25 of 80
Figure 13: Field Settings Option
The resulting changes to the summary data and column field labels are
shown in Figure 14.
Figure 14: Label Changes in Sample Pivot Table
Page 26 of 80
How to change the layout of a pivot table
The row and column fields you select in the Pivot Table Wizard and the
sequence of the pivot table items within those fields determine the layout
of the pivot table. If the pivot table doesn’t look the way you want it to
when you create it, you can change the layout. The name pivot table is
based on the fact that you can “pivot” row and column fields around the
data area to look at the summary data in different ways.
The easiest way to move a field or item is to drag it to a new location in the
table, just drag the label for a column or row field to the new position. As
you drag the label, the pointer indicates whether the field will be a column,
row or a filter (page) field. By dragging the Month field to a row and the
Incident Type file to a column; the resulting table in figure 17 is produced.
Notice that all of the cell values and totals are computed instantaneously.
Tip: If you drag a field off the pivot table area, the pointer will
turn into a red X – DON’T LET GO OF THE LEFT MOUSE
BUTTON OR THE FIELD WILL DROP OFF THE SCREEN.
If you lose the field, simply go the EDIT menu item and select
Undo
Figure 15: Pivoted Incident Type by Month Table
You can also pivot columns, rows and filter (page) fields by accessing the
pivot table layout screen from Step 3 of the Pivot Table Wizard. To access
the Pivot Table Wizard, click on any cell in the pivot table and select the
pivot table wizard from the pivot table menu.
Row and column subcategories can also be moved in a pivot table by
placing the mouse pointer on the border of column or row label and
moving it to a new position in the respective column or row. For example,
the Incident Type categories are alphabetical but you may want to put them
in the NFIRS 5.0 order, i.e. Fire, Explosion, EMS, etc. Simply drag and
drop the categories in that order to produce the pivot table in Figure 18.
Page 27 of 80
Figure 16: Re-ordering Row or Column Subcategories
Page 28 of 80
Using the “Report Format” function to enhance the
look of a Pivot Table
The Report Format button on the Pivot Table menu
provides a series of
optional report formats that can be applied to your pivot table. Click on the
format of your choice and it is automatically applied. Figure 19 shows the
Report Format selection screen. Figure 20 shows the resulting pivot table
with the applied format.
Figure 17: Report Format Screen
The resulting format is shown in figure 16.
Figure 18: Formatted Pivot Table Report
Page 29 of 80
How to update the contents of a pivot table
If the source data that’s summarized in a pivot table changes, the pivot
table isn’t automatically updated. To update a pivot table so it reflects the
current state of the source data, you use the Refresh Data command
.
This command is available from the Data menu, the shortcut menu, and the
Pivot Table toolbar.
When you refresh a pivot table based on an Excel list, you should know
that only the cells in the source range you originally specified when you
created the table are examined. If the source list has more rows or columns
than it did when the pivot table was created, you’ll need to update the
source range for the table before you update its contents.
To update the source range, access the PivotTable Wizard to display the
layout dialog box, then click on the back button to display the dialog box
that lets you specify the source range.
Page 30 of 80
How to create a complex pivot table
The remainder of this section describes additional skills you can use to
create and work with more complex pivot tables. First, you will learn how
to create pivot tables that contain more than one column, row, and data
field. Then, you’ll learn three skills that will make it easier for you to work
with large or complicated pivot tables: how to hide and show detail data,
how to group numeric data into ranges, and how to filter a pivot table using
a page field.
Using the Pivot Table Wizard, you learned how to change the layout of an
existing pivot table. However, you are not limited to simply rearranging
the fields and items in a pivot table. You can also add column, row, and
data fields to create a more complicated pivot table. You can also delete
fields you no longer want to include in the table.
Figure 19 presents a modification to the Layout Screen used in out Basic
Pivot Table example (figure 2). This revised pivot table contains one row
(Incident Types) and one column field (Year) and thee data fields (Incident
Count, Average Response Time and Total $ Loss). You can also create
pivot tables that contain two or more row and column fields. However,
keep in mind that the more fields you include in a pivot table, the more
difficult it will be to interpret. As a result, it makes sense to keep pivot
tables relatively simple.
Remember that the default summary types, and numeric formats for the
data fields must be appropriately modified by using the Field Settings
screen. Once you have dragged the fields to their position on the Layout
screen, double click on each of the field names in the data area and the
Field Settings will be displayed.
Compare the Layout in Figure 19 with the Basic Layout described in
Figure 9. Notice how easy it was to modify the Basic Layout to build a
more complex pivot table.
Tip: Make sure that you change the number format for Total $
Loss to Currency with 0 decimal points and the number format
for Response Time to Time – mm:ss. If the units are not set
correctly, you will get an incorrect display of information.
Page 31 of 80
Figure 19: Complex Pivot Table Layout Screen
The resulting pivot table from the Layout in figure 19 is displayed in
Figure 20.
Page 32 of 80
:
Figure 20: Complex Pivot Table
By pivoting rows and columns, you can obtain a better display of the
information contained in this pivot table (Figure 23).
Figure 21: Alternate Format, Complex Pivot Table
Page 33 of 80
How to hide and show detail data
To hide or show the subordinates for a pivot table item, simply doubleclick on the cell that contains the label for the item. If you prefer, you can
also use the Hide Detail and Show Detail commands to hide and show the
detail data for a single item or for all the items in a field at once.
You can also display the source data for a value in the data area by doubleclicking on the cell that contains the value. Then, Excel displays the
records in the list on a separate worksheet that were used to calculator the
value in a separate worksheet. This is an easy way to check the source of
the data if you’re confused by the results.
Figure 22 shows the worksheet created by double-clicking on the number 7
that designates the seven EMS incidents in 1999 from figure 21.
Figure 22: Drill-down of 1999 EMS Incidents from figure 21:
Page 34 of 80
How to group items into ranges
In analyzing fire data, it is often useful to group categories together to more
easily see trends in the data. Pivot tables provide an easy way to “roll-up”
or group both numeric and text data.
Figure 23 shows the number of incidents by hour of day that the incident
was reported. In evaluating this data, it would be useful to group time of
day into 4-hour blocks.
To group alarm hour, drag hour 0 through hour 3, then right clicking to
display the “group” function in the drop down menu. This four-hour block
is categorized into Group 1. By double-clicking on Group 1, the detail is
collapsed into the Group 1 category.
You can change the Group 1 name to “ mid - 4 am” simply by typing over
Group 1. This process can be continued until the six 4-hour groups are
created.
Figure 23: Grouping Hour of Day Into 4-Hour Blocks:
Page 35 of 80
How to use a page field to filter the data in a pivot
table
Use of the Page Field is one of the most powerful features of pivot tables,
but one of the least used and understood. Page Fields allows you to filter
data in a pivot table and you can create as many filters as are appropriate
for your analysis.
To create a page field, you access the Layout dialog box from the
PivotTable Wizard, then drag the field you want to use as filters into the
Page area. When you click on the Finish button, Excel displays the field at
the top-left side of the pivot table along with a dropdown list box that
contains all the items in that field.
The following complex pivot table several Page Fields (FD Name, City,
Year, Month, Type Code, Mutual Aid, Detector Performance, Haz-Mat,
Mixed Use and Property Use).
Codes selected from the dropdown menus for each filter (Independent
Variable from your Analysis Plan) can be selected to provide a unique
view of the pivot table information.
Tip: In creating a pivot table from your Analysis Plan, is a good idea to place
all of the identified independent variables in the Page Field and the
Independent Variable(s) in the Data portion of the Pivot Table Layout. You
can then drag and drop fields from the Page Field to a row or column position
on the table.
Figure 24: Complex Pivot Table with Page Filters
Page 36 of 80
Comment
The pivot table functions presented in this section are probably more than
you’ll need for the most of the pivot tables you create. Even so, all of these
functions can be useful in particular situations. If you plan on working
with pivot tables, you should spend some time experimenting with these
features. Although some of the function may seem confusing at first, the
will make more sense once you see how they work.
Summary
•
A pivot table is a table that summarizes the data in one or more
fields of a list, an external database, or another pivot table based
on other fields. A pivot table contains row and column fields
that specify the fields by which the data is summarized and data
fields that determine what data is summarized. You can select
from several summary functions for each data field.
•
You use the PivotTable Wizard to define a pivot table. By
default, Excel creates the pivot table in a new worksheet in the
current workbook.
•
You can change the layout of a pivot table by dragging the
labels for row and column fields or pivot table items from one
position to another. You can also move row and column fields
using the PivotTable Wizard.
•
From the PivotTable Field dialog box for a data field, you can
select a different summary function for the field, you can
specify the format for the summarized data, and you can change
the label that’s used in the pivot table to identify the summary.
•
From the PivotTable Field dialog box for a row and column
field, you can change the subtotal function or remove the
subtotals.
•
To update a pivot table to reflect changes made to the source
data it’s based on, use the Refresh Data command in the Data or
shortcut menu or the Refresh Data button in the Query and
Pivot toolbar.
Page 37 of 80
•
To hide and show detail data in a pivot table and group numeric
items into ranges, use the commands in the Group and Outline
submenu of the Data or shortcut menu or the appropriate
buttons in the Query and Pivot toolbar.
•
You can use Page field to filter the data in a pivot table.
Pivot Table Quick Reference Guide
(Laminated Insert)
Page 38 of 80
Section 3
Publishing Interactive WEB-based
Pivot Tables& Charts
Introduction
Interactivity is one of the major advantages of pivot tables. This capability
gives the end-user the ability to “slice and dice” the data in a way that
provides the most information value. Although pivot tables can be viewed
using Excel or printed in a static mode on paper, their true value is
preserved when they are published on the WEB where anyone with Internet
Explorer can interact with the pivot table.
Although WEB publishing of pivot tables was supported in Office 97,
significant enhancements in Office XP greatly improved the look and
functionality of web-published pivot tables.
This section of Fire Data Analysis and Problem Solving Techniques will
provide the user with the procedure for publishing their pivot tables on the
WEB and highlight some of the added features in Office XP.
Terminal Objectives for this unit are:
1. To properly select the WEB components to publish interactive pivot
tables and charts
2. Recognize the limitations of web-published pivot tables as
compared to those directly viewed through Excel.
3. Publish a simple we-based pivot table and chart using sample data
provided on the companion CD.
Page 39 of 80
Re-create the “simple” pivot table as described in Section 2. This will be
the example that will be used for WEB-based publishing.
Figure 1: Simple Pivot Table from Section 2
With the simple pivot table as the active worksheet, select File > Publish
as Web Page from the Main Menu.
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Figure 2: Menu Selection
The “Save As” (figure 3) screen defines the name and location of the web
components and defines the interactivity.
Page 41 of 80
Figure 3: The Save-As Screen
1. Accept or rename the Save in Folder such as “My Documents”,
“Web Folder”, etc.
2. Click on Selection Sheet and Add Interactivity. Click the Change
Title button to add a title for your report.
3. Accept or redefine the file name for the web page,
then click Publish - DO NOT CLICK SAVE -
The next screen obtains additional information on what is to be published.
Page 42 of 80
Figure 4: The Publish Screen
1. Choose Pivot Table from the options list.
2. Verify that Add Interactive Functionality with is checked
3. Select Pivot Table Functionality
4. Check Open published web page in browser to allow you to verify
format of web page.
5. Click on the Publish button
Page 43 of 80
After several moments the web page containing the pivot table will appear
in the Internet browser screen. The time to generate the web page depends
on the size of the list file, the complexity of the pivot table and the speed of
the computer. Be patient, depending on the complexity of the pivot table
and the size of the list file, this may take a few minutes.
The resulting pivot table should look similar to the sample below and have
all of the functionality of the Excel pivot table. However, notice that the
“page” fields are arranged horizontally rather than vertically at the top of
the page.
Figure 5: Published Web Page
Be careful to drop page/column/row fields in the designated areas
otherwise the field will drop off the screen. The fields cannot be restored
using the Edit > Un Do feature but will be restored when the web page is
reopened. Fields can also be added or restored by clicking on the Field List
button (D) on the right end of the Main Menu Bar.
A B
C D
The Menu Bar and other display options can be changed or hidden by
Page 44 of 80
selecting the Commands and Options button (C). The Export to MS Excel
button (B) downloads the list file to the web user. The Refresh button (A)
refreshes the web page pivot table with the Excel list file if they are on the
same network.
The following complex Excel pivot table contains data measures that are
simple counts/sums and averages (response times/averages).
Figure 7: Complex Pivot Table With Averages
Office 2000 and below cannot display averages or percents in the published
web page. When these functions are present in the original Excel pivot
table, they are deleted from the resulting web page.
Page 45 of 80
Figure 8: Office 2000 Web Page
As can be seen, the counts and sum fields are the only ones displayed on
web pages developed form Office 2000 and below.
Office XP supports average and percent calculation in the published web
pages provided that the browser has the XP Web components installed. If
the browser doesn not have these components when trying to display an XP
web page, the user is directed to the MS Website for downloading and
installing the necessary components.
Page 46 of 80
Figure 9: XP Office Web Page
As can be seen, all of the information content from the original Excel Pivot
table is available on the web-published interactive pivot table.
Interactive Pivot Charts
Interactive pivot charts can also be published on a web page. These charts
contain both an interactive bar chart and the associated interactive pivot
table. It should be noted that when using interactive charts, KEEP THEM
SIMPLE
The same process is used to publish interactive charts as is used for
publishing interactive pivot tables.
Page 47 of 80
Create the chart from a pivot table and save it as a separate worksheet.
While you are in the worksheet, got to File > Save As Web Page. Make
sure you click Selection: Chart on the Save As screen and add interactivity
and click on Publish to bring up the Publish as Web Page Screen (figure
10).
In the Publish as Web Page screen highlight Chart in the window, then
select add interactivity with Chart functionality. Click on Publish create
the web page (figure 11).
Page 48 of 80
Note: This Interactive Pivot Chart was published in Office XP that
supports 3-D column charts. Office 2000 and below only support 2-D
column charts.
(Missing)
Page 49 of 80
Page 50 of 80
Section 4
How to Export Data (Query)
The NIFRS Data Base
Introduction
As discussed in Section 1, the first step in creating a pivot table involves the
extraction, or export, of data from a NFIRS database. This section will
describe the use of Microsoft Query, an add-in program that comes with
Excel, which allows retrieval of information from relational databases such
as the NFIRS 5 Access database. This process, including the use of MS
Query, can also be used for any ODBC (Open Data Base Connectivity
Driver) compliant commercial NFIRS program.
This section will demonstrate the process for making a simple (one table)
and complex (two table) query using MS Query. Each student will be
supplied with a CD containing a sample database and the examples provided
in this unit.
The terminal objectives are:
1. Define the source, location and name of the appropriate NFIRS
database.
2. Select the appropriate tables and records from the NFIRS database
3. Identify the proper key fields and link tables for complex queries
4. Edit Queries
5. Create a list file for use in developing pivot tables.
Page 51 of 80
Simple Query
Starting Microsoft Query
Top verify that the add-in program MS Query is installed on your computer,
place the cursor in A1, the home position and click Tools on the Menu Bar.
Starting in the A1 position will ensure that Excel will properly return the list
file to the proper worksheet.
Figure 1: Starting Microsoft Query
Page 52 of 80
Starting MS Query (continued)
Select Import External Data > New Database Query. If the system does not
display the source database screen, then you need to install the MS Query
add-in program. See your MS Office manual for instructions on
adding this free component from the installation disk.
Figure 2: Starting MS Query (continued)
Page 53 of 80
Selecting the Access Database Driver
If you have MS Query installed, you will get a list of the databases that your
version of MS Query currently supports. If the database that you want to
access is not on the list, you can obtain an ODBC driver and install it using
the Options button.
If you are using the NFIRS Tool, select the MS Access Database*. If
you are using a commercial NFIRS software package, check with the
manufacturer to verify their database engine and select that one from the
list.
Figure 3: Selecting the Access Database Driver
Page 54 of 80
Locating the NFIRS Database
The next screen allows you to identify the name and location of the selected
database source. The typical installation of the NFIRS Tool places the
database in the Program File > NFIRSV5 > database directory. The
name of the database is nfirsdatav5.mdb. If you are using the NFIRS
Tool on a networ, performed a custom installation or are using a commercial
NFIRS software package, you will need to find the location and name of the
database.
Figure 4: Locating the NFIRS Database
Once the database has been selected, the Query Wizard will step you
through the process of selecting Tables and Columns (data) from the NFIRS
database.
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Query Wizard - Choosing Tables
Once the database has been idemtifed, MS Query will display a wizard
screen for selecting tables and records for export. The window on the left
shows all of the tables in the NFIRS database. If you are using a
commercial NFIRS software package, the table names may be different.
If you move the vertical scroll bar up and down, you can recognize several
tables having names similar to the NIRS modules: In-Basic, IN_Fire,
In_Hazmat, etc. These tables contain incident records for their associated
module. Each table is linked by a key field such as incident ID that ensures
that the incident records in one module are properly linked with records
from other modules. In some cases more than one key is used to link tables.
This will be discussed under complex queries.
For this example, select the IN-Basic table.
Figure 5: Selecting Tables from the database
Page 56 of 80
Query Wizard - Choosing Columns (Data)
If you want to select the majority of the data from a table, simply highlight
the table then click the > button. This will transfer all of the columns (data)
into your query. If there are some fields that you don’t want in your query,
simply highlight the field on the left of the screen and press the < button. It
will be returned the field to the “available” column.
If you only want to select a few fields from the available column, click on
the + in front of the table and all of the available fields will be displayed.
Highlight the field that you want in your query, then press the > button and
it will be transferred to the right colum for inclusion in the query.
For this example, highlight IN_BASIC and move all of the fields from
that table into the query.
Figure 6: Selecting Records from a Table
Page 57 of 80
Query Wizard - Filter Option
MS Query allows you to set conditional filters for inclusion of data in your
query. Because we will be using the list file and pivot table to perform
filters, do not filter any of the selected fields.
Figure 7: Query Filter Option
Page 58 of 80
Query Wizard - Sort Option
As with the filter option presented in MS Query, any sorting will be handled
in the excel list or pivot table. Do not select any sort options.
Page 59 of 80
Query Wizard – Finish (Returning the List File to Excel)
The last screen in the Query wizard allows you to select how you want the
selected data to be returned to Excel. You can also choose to edit the MS
Query to further customize the data being exported.
We will discuss editing the MS Query in the next section of this unit. The
OLAP Cube is an appropriate option if you have more than 64,000 records
in your database but description of this process is outside the scope of this
unit.
For typical pivot table analyses, select the default option to return the
data to Microsoft Excel.
Figure 8: Returning Data to Excel
Page 60 of 80
Importing the List File From MS Queryt
Once you have finished the MS Query wizard process and identified that
you want the data returned to Excel, the system asks where you want to
place the list file. Since you started in the A1 position on a new worksheet,
the system defaults to the existing worksheet. If you want to place the list
file in another location.
For this example, select the default for placing the list file in the existing
worksheet.
Figure 9: Importing the List File
After you have identified the location for the list file, the system will
process the query. It may take several seconds based on the size of the
database and the complexity of the query.
Notice that the Query returned list file with the field names in the firs row in
the order that the fields were selected in the query. If you prefer a different
order, this can be handled in Excel or you can run another query.
Page 61 of 80
Figure 10: The Resulting List File
At this point you are now ready to socntruct your pivot table.
Page 62 of 80
Complex Queries
Tables in a database are linked by special “key fields” that ensure that the
records in one table can be matched with the corresponding record in other
tables. Several “key fields” are used in the USFA NFIRS Tool database:
Incident ID, FDID and FD State are commonly used to link tables used for
data analysis.
If you want to extract data from tables in the database that do not share the
came key filed, an additional table must be also included in your query that
contains the unique keys necessary to link the tables. The USFA NIRS Tool
has a common key table called INCIDENTKEYS that is used to link
disparate tables.
The following example demonstrates how to link two tables using the
INCIDENTKEY table.
In the Select Data wizard, locate the INCIDENTKEY table and display the
its associated fields by clicking on the + . This take contains all of the keys
used in the various incident tables.
In this example, we will be querying from the FD HEADER table and the
IN BASIC table. The key in the FD HEADER table is FDID and the key in
the IN BASIC table is Incident ID. Notice that the INCIDENTKEY table
contains these keys.
Select Key Fields for Multiple Table Queries
Select the FDID, and Incident fields for inclusion in your query.
Page 63 of 80
Figure 11: Select Key Fields for Multiple Table Queries
Thse two data fields are used in the USFA NFIR database to link incident
information to fire department/state information. Without providing these
keys, the data selected from each of the tables could not be connected
properly.
Page 64 of 80
Selecting Data from Multiple Tables
Now that we have provided a link between the two tables, we can identify
the table and data to be included in the query. Cursor up to the FD_Header
table in the left window and open it by clicking on the + sign.
For this example, it is useful to include the literal name of the fire
department in the incident record. Notice that this table also contains useful
information about the department such as address ( for GIS calculations),
and population protected for use in identify and comparing like departments.
Highlight FD Name and move it into the query window on the right by
clicking on the > button.
Figure 11: Selecting Data from Multiple Tables
Now scroll down to the IN_BASIC table and open it by clicking on the +
sign. Most all of the information on the Basic Form is included in this table
and it makes this table an excellent source of NFIRS Summary Information.
Either move each field into the query by highlighting it then clicking on
the > button, or move all of them into the query by highlighting the
IN_BASIC table itself and clicking on the > button.
Page 65 of 80
Figure 12: Selecting Tables and Data (continued
Because the FDID and Incident ID were selected in the query, data is
properly linked to the proper incident and fire department.
Page 66 of 80
Editing The Query
After accepting the defaults in the filter and sort wizard screens you are
presented with the option to edit the query.
Select the View Data or Edit Query option.
Figure 13: Editing the Query
After selecting to edit the query, you are presented with a screen that
displays the tables, links and fields that are included in your query (figure
14). This screen also displays the data resulting from the query.
Although beyond the scope of this section, this screen can be used to link
coded fields with their literal translations and to create one to many links
between tables.
Page 67 of 80
Figure 14: Edit Query Process
Page 68 of 80
Changing Table Links
In come cases, MS Query may not automatically provide the proper join or
link type between tables. By clicking on the link you can specify the correct
link setting.
Double click on the link between INCIDENTKEY and IN_BASIC to
reveal the join screen.
Figure 15: Changing Table Links
You will now be able to edit the type of link or join in the “Join Editor” as
shown in figure 16.
Page 69 of 80
Join Editor
The current join indicates that the query will include only IN_BASIC
records where the IN_BASIC key (IncidentID) is equal to the
INCIDENTKEY key (IncidentID).
Change the join type to 2 and see what happens to the number of
records in the list file? Change the link to type 3 and see what, if any,
changes occur?
When would you want to chance the default join type?
Figure 16: Join Editor
Page 70 of 80
Returning the query data from NFIRS 5 to Excel
Once you have completed editing the MS Query, the data can be returned to
Excel by selecting “Return Data to MS Exce”l from the File menu. You can
also save the query, edit the SQL or create an OLAP Cube. These functions
will be discussed in the proposed Advanced Fire Data Analysis course.
Figure 17: Retrning Query Data to Excel
Select Return Data to MS Excel.
Figure 18: Placing Query Data in Excel
You are retunred to the blan worksheet where you started the “Get External
Data” request. The system will then prompt you for th location to place the
retuned data.
Select the Default, Click OK
Page 71 of 80
Verifying the Imported Query data
The resulting list file from the MS Query contains the data from the
FD_HEADER and IN_BASIC tables in the order that the field were selected
in the query. This list file can be used to prepare Interactive Pivot Tables.
Figure 19: Returned List File
Always verify that the number of records returned is the number of
records in the NFIRS database? If the number is less then there may
be a problem with the joins selected to link the tables.
At this point we are ending at the beginning.
Page 72 of 80
Appendix __
NFIRS Modules
MM
A
FDID
B
State
Station
1
2
3
4
5
N
F
Incident Number
Number/Milepost
Prefix
Apt./Suite/Room
City
Dates & Times
Day
Their FDID
Alarms
District
Special Studies
E3
Their
State
Local Option
CONTROLLED optional, except for wildland fires
Controlled
Last Unit
Cleared
Their Incident Number
G1
Resources
G2
Personnel
Casualties
None
H3
Deaths Injuries N
Fire
Service
Civilian
H2
1
2
U
Detector
Required for confined fires.
Detector alerted occupants
Detector did not alert them
Unknown
Structures
1
2
3
4
5
6
7
8
0
Special
Study Value
Estimated Dollar Losses & Values
LOSSES:
Required for all fires if known. Optional for non fires.
Property
$
,
,
Contents
$
,
,
None
PRE-INCIDENT VALUE: Optional
Check box if resource counts include aid
received resources.
H1
Special
Study ID#
LAST UNIT CLEARED, required except for wildland fires
Apparatus
341
342
131
Church, place of worship
361
161
Restaurant or cafeteria
419
162
Bar/tavern or nightclub
429
Elementary school or kindergart. 439
213
High school or junior high
215
449
241
College, adult ed.
459
Care facility for the aged
311
464
Hospital
331
519
Outside
936
Playground or park
124
938
Crops or orchard
655
946
Forest (timberland)
669
951
Outdoor storage area
807
960
Dump or sanitary landfill
919
961
Open land or field
931
962
Property Use
Local Option
ARRIVAL required, unless canceled or did not arrive
Additional Action Taken (3)
J
Shifts & Alarms
E2
Arrival
Other
Arson-11
Min
Shift or
platoon
EMS
Personnel-10
Hour
ALARM always required
Suppression
Apparatus-9
Year
Alarm
Additional Action Taken (2)
Wildland Fire-8
Suffix
Zip Code
Midnight is 0000
Month
Primary Action Taken (1)
HazMat-7
-
Street Type
Check this box and skip this section if an
Apparatus or Personnel form is used.
EMS-6
Census Tract
State
Check boxes if
dates are the
same as Alarm
Date.
Actions Taken
Fire Serv. Casualty-5
Basic
No Activity
Street or Highway
E1
Mutual aid received
Automatic aid recv.
Mutual aid given
Automatic aid given
Other aid given
None
Civilian Fire Cas.-4
NFIRS - 1
Cross street or directions, as applicable
Aid Given or Received
Fire-2
Structure-3
Delete
Change
-
Incident Type
Completed Modules
Exposure
Check this box to indicate that the address for this incident is provided on the Wildland Fire
Module in Section B “Alternative Location Specification” . Use only for Wildland fires.
Location
Incident Type
D
YYYY
Incident Date
Street address
Intersection
In front of
Rear of
Adjacent to
Directions
C
DD
Property
$
,
,
Contents
$
,
,
Hazardous Materials Release
I
None
Natural gas: slow leak, no evacuation or HazMat actions
Propane gas: <21 lb. tank (as in home BBQ grill)
Gasoline: vehicle fuel tank or portable container
Kerosene: fuel burning equipment or portable storage
Diesel fuel/fuel oil: vehicle fuel tank or portable storage
Household solvents: home/office spill, cleanup only
Motor oil: from engine or portable container
Paint: from paint cans totaling <55 gallons
Other: Special HazMat actions required or spill > 55 gal.,
Please complete the HazMat form
Mixed Use Property
NN
10
20
33
40
51
53
58
59
60
63
65
00
Not mixed
Assembly Use
Education use
Medical use
Residential use
Row of stores
Enclosed mall
Business & residential
Office use
Industrial use
Military use
Farm use
Other mixed use
Clinic, clinic type infirmary
Doctor/dentist office
Prison or jail, not juvenile
1- or 2- family dwelling
Multi-family dwelling
Rooming/boarding house
Commercial hotel or motel
Residential, board and care
Dormitory/barracks
Food and beverage sales
539
579
571
599
615
629
700
819
882
891
Household goods, sales, repairs
Motor vehicle/boat sales/repairs
Gas or service station
Business office
Electric generating plant
Laboratory/science lab
Manufacturing plant
Livestock/poultry storage (barn)
Non-residential parking garage
Warehouse
Vacant lot
Graded/cared for plot of land
Lake, river, stream
Railroad right of way
Other street
Highway/divided highway
Residential street/driveway
981
984
Construction site
Industrial plant yard
Look up and enter a
Property Use code only if
you have NOT checked a
Property Use box:
Property Use
NFIRS-1 Revision 03/11/99
Person/Entity Involved
K1
Local Option
Check this box if
same address as
incident location.
Then skip the three
duplicate address
lines.
Business name (if applicable)
Mr., Ms., Mrs.
First Name
Number
Prefix
Post Office Box
State
Area Code
MI
Phone Number
Last Name
Suffix
Street or Highway
Street Type
Apt./Suite/Room
Suffix
City
Zip Code
More people involved? Check this box and attach Supplemental Forms (NFIRS-1S) as necessary.
Owner
K2
Local Option
Check this box if
same address as
incident location.
Then skip the three
duplicate address
lines.
Same as person involved?
Then check this box and skip
the rest of this section.
Mr., Ms., Mrs.
Business name (if applicable)
First Name
Number
MI
Prefix
Post Office Box
State
Area Code
Last Name
Suffix
Street or Highway
Apt./Suite/Room
Phone Number
Street Type
Suffix
City
Zip Code
Remarks:
L
Local Option
Fire Module Required?
Check the box that applies and then complete the additional Fire
mod. based on Incident Type as follows:
Buildings 111
Special structure 112
Confined 113-118
Mobile Property 120-123
Vehicle 130-138
Vegetation 140-143
Outside rubbish fire 150-155
Special outside fire 160-164
Crop fire 170-173
ITEMS WITH A
Complete Fire & Structure
Complete Fire Mod. & the I
block on Structure Module
Complete Basic Module
Complete Fire Module
Complete Fire Module
Complete Fire or Wildland
Complete Basic Module
Complete Fire Module
Complete Fire Module
MUST ALWAYS BE COMPLETED!
More remarks? Check this box and attach Supplemental Forms(NFIRS-1S) as necessary.
M
Authorization
Check box if
same as
Officer in
charge.
Officer in charge ID
Signature
Position or rank
Assignment
Month
Day
Year
Member making report
ID
Signature
Position or rank
Assignment
Month
Day
Year
Complete this side for all fires
A
MM
FDID
B
YYYY
DD
Incident Date
State
Station
Property Details
B1
C
Incident Number
On-Site Materials
or Products
On-site material (1)
Buildings not involved
Number of buildings involved
On-site material (2)
B3
None
,
Less than one acre
Acres burned (outside fires)
On-site material (3)
D
Ignition
E1
Cause of Ignition
Skip to
Section G
Check box if this is an exposure report.
1
2
3
4
Bulk storage or warehousing
Processing or manufacturing
Packaged goods for sale
Repair or service
1
2
3
4
Bulk storage or warehousing
Processing or manufacturing
Packaged goods for sale
Repair or service
1
2
3
4
Bulk storage or warehousing
Processing or manufacturing
Packaged goods for sale
Repair or service
E3
Human Factors
Contributing To Ignition
Check all applicable boxes
D1
Area of fire origin
D2
Complete if there were any significant
amounts of commercial, industrial, energy or
agricultural products or materials on the
property, whether or not they became involved
None
Estimated number of residential living units in
building of origin whether or not all units
became involved
Fire
Change
Exposure
Enter up to three codes. Check one box for each code
entered.
Not Residential
B2
NFIRS - 2
Delete
Heat source
D3
Item first ignited
1
Check box if fire spread was
confined to object of origin
1
2
3
4
5
U
Intentional
Unintentional
Failure of equipment or heat source
Act of nature
Cause under investigation
Cause undetermined after investigation
E2
Factors Contributing To Ignition
D4
3
4
5
6
Asleep
Possibly impaired by
alcohol or drugs
Unattended person
Possibly mentally disabled
Physically disabled
Multiple persons involved
7
Age was a factor
1
2
None
Estimated age of
person involved
Factor contributing to ignition (1)
Type of material first ignited
Required only if item first
ignited code is 00 or <70
1
Factor contributing to ignition (2)
F1
Equipment Involved In Ignition
None
F2
None
Equipment Power
G
Female
Fire Suppression Factors
Enter up to three codes.
If equipment was not involved, skip to
Section G
2
Male
None
Equipment Power Source
Equipment Involved
F3
Brand
1
Portable
2
Stationary
Fire suppression factor (1)
Fire suppression factor (2)
Model
Serial #
Portable equipment normally can be moved by
one person, is designed to be used in multiple
locations, and requires no tools to install.
Year
H1
Equipment Portability
Mobile Property Involved
H2
None
1
Not involved in ignition, but burned
2
Involved in ignition, but did not burn
3
Involved in ignition and burned
Mobile Property Type & Make
Local Use
Pre-Fire Plan Available
Some of the information presented in this report may be
based upon reports from other agencies:
Mobile property type
Mobile property make
Mobile property model
License Plate Number
Fire suppression factor (3)
Year
State
Arson report attached
Police report attached
Coroner report attached
Other reports attached
VIN Number
Structure fire? Please be sure to complete the other side of this form.
NFIRS-2 Revision 01/19/99
Structure Type
I1
If fire was in an enclosed building or a
portable/mobile structure
complete the rest of this form
1
2
3
4
5
6
7
8
0
Enclosed building
Portable/mobile structure
Open structure
Air supported structure
Tent
Open platform (e.g. piers)
Underground structure (work areas)
Connective structure (e.g. fences)
Other type of structure
Fire Origin
J1
I2
Building Status
1
2
3
4
5
6
7
0
U
Under construction
Occupied & operating
Idle, not routinely used
Under major renovation
Vacant and secured
Vacant and unsecured
Being demolished
Other
Undetermined
J3
I3
Building
Height
,
,
Total number of stories at or
above grade
Total square feet
OR
,
Total number of stories
below grade
Count the ROOF as part of the highest story
Story of
fire origin
Number of stories w/ minor damage
(1 to 24% flame damage)
Fire Spread
Number of stories w/ significant damage
(25 to 49% flame damage)
J2
NFIRS-3
Structure
Fire
Count the ROOF as part of the
highest story
Number of Stories Damaged By Flame
Below grade
Main Floor Size
I4
K
,
BY
Length in feet
Width in feet
Material Contributing Most To Flame Spread
Check if no flame spread
OR same as material first ignited
OR unable to determine
Skip to
Section L
K1
Item contributing most to flame spread
Number of stories w/ heavy damage
(50 to 74% flame damage)
Confined to room of origin
Confined to floor of origin
Confined to building of origin
Beyond building of origin
2
3
4
5
K2
Number of stories w/ extreme damage
(75 to 100% flame damage)
Presence of Detectors
L1
L3
(In area of the fire)
N
None Present
1
Present
U
Undetermined
1
2
3
4
5
0
U
Smoke
Heat
Combination smoke - heat
Sprinkler, water flow detection
More than 1 type present
Other
Undetermined
1
2
3
4
5
6
7
0
U
Battery only
Hardwire only
Plug in
Hardwire with battery
Plug in with battery
Mechanical
Multiple detectors & power
supplies
Other
Undetermined
L4
Detector Operation
1
Fire too small to activate
2
Operated
Complete
Section L5
3
Failed to operate
Complete
Section L6
U
Undetermined
M1 Presence of Automatic Extinguishment System
N
1
M2
1
2
3
4
5
6
7
0
U
None Present
Present
L5
Required only if item
contributing code is 00 or<70.
Detector Effectiveness
Required if detector operated.
Skip to
section M
Detector Type
L2
Detector Power Supply
Type of material contributing
most to flame spread
Complete rest of Section
M
Type of Automatic Extinguishment System
Required if fire was within designed range of AES
Wet pipe sprinkler
Dry pipe sprinkler
Other sprinkler system
Dry chemical system
Foam system
Halogen type system
Carbon dioxide (CO2) system
Other special hazard system
Undetermined
M3
1
2
3
4
U
L6
Alerted occupants, occupants responded
Occupants failed to respond
There were no occupants
Failed to alert occupants
Undetermined
Detector Failure Reason
Required if detector failed to operate
1
2
3
4
5
6
0
U
Power failure, shutoff or disconnect
Improper installation or placement
Defective
Lack of maintenance, includes cleaning
Battery missing or disconnected
Battery discharged or dead
Other
Undetermined
Automatic Extinguishment
System Operation
M5
Required if fire was within designed range
Operated & effective (go to M4)
Operated & not effective (M4)
Fire too small to activate
Failed to operate (go to M5)
Other
Undetermined
1
2
3
4
0
U
M4
Number of Sprinkler
Heads Operating
Required if system operated
Number of sprinkler heads operating
Automatic Extinguishment
System Failure Reason
Required if system failed
1
2
3
4
5
6
7
8
0
U
System shut off
Not enough agent discharged
Agent discharged but did not
reach fire
Wrong type of system
Fire not in area protected
System components damaged
Lack of maintenance
Manual intervention
Other
Undetermined
NFIRS-3
Revision 01/19/99
MM
A
DD
YYYY
Delete
FDID
State
Incident Date
Injured Person
B
1
First Name
MI
Age or Date of Birth
D
Months (for infants)
Age
OR
Month
Day
1
2
3
4
0
U
White
Black
Am. Indian, Eskimo
Asian
Other, multi-racial
Undetermined
E2
Ethnicity
1
F
Cause of Injury
1
Exposed to fire products including flame
heat, smoke, & gas
Exposed to toxic fumes other than smoke
Jumped in escape attempt
Fell, slipped, or tripped
Caught or trapped
Structural collapse
Struck by/or contact with object
Overexertion
Multiple causes
Other
Undetermined
1
2
3
4
5
6
7
8
0
U
Activity When Injured
J
M1
Escaping
Rescue attempt
Fire control
Return to fire before control
Return to fire after control
Sleeping
Unable to act
Irrational act
Other
Undetermined
M2
1
2
3
Primary Apparent Symptom
N
01
11
12
21
33
96
98
Smoke only, asphyxiation
Burns & smoke inhalation
Burns only
Cut, laceration
Strain or sprain
Shock
Pain only
Look up a code only if the symptom is NOT found above
Primary apparent symptom
G
1
2
3
0
Date & Time of Injury
Month
1
2
3
4
5
Midnight is 0000.
Time of Injury
Day
Year
Hour
Human Factors
Contributing to Injury
Severity
Minor
Moderate
Severe
Life threatening
Death
Minutes
K
Factors Contributing to Injury
None
None
Casualty
Number
Casualty Number
H
Civilian
EMS, not fire department
Police
Other
Enter up to three contributing factors
Check all applicable boxes
1
2
3
4
5
6
7
8
Asleep
Unconscious
Possibly impaired by alcohol
Possibly impaired by other drug
Possibly mentally disabled
Physically disabled
Physically restrained
Unattended person
Location at Time of Incident
1
2
3
4
U
C
Female
Affiliation
Date of Injury
Hispanic
I
L
2
Change
Suffix
Race
Year
Male
Exposure
Last Name
E1
Date of Birth
2
3
4
5
6
7
8
9
0
U
Incident Number
Station
NFIRS - 4
Civilian Fire
Casualty
M3
In area of origin and not involved
Not in area of origin & not involved
Not in area of origin, but involved
In area of origin and involved
Undetermined
Contributing factor (1)
Contributing factor (2)
Contributing factor (3)
Story at Start of Incident
Complete ONLY if injury occurred INSIDE
Story at START of incident
M4
below grade
Story Where Injury Occurred
Story where injury occurred, if
different from M3
General Location at Time of Injury
below grade
Check ONE box. If undetermined, leave
blank and skip to Section N.
In area of fire origin
In building, but not in area
Outside, but not in area
O
Skip to
Section N
M5
Skip to
Section M5
Primary Area of Body Injured
Specific Location at Time of Injury
Complete ONLY if casualty NOT in area of origin
Specific location at time of injury
P
Disposition
Transported to emergency care facility
1
2
3
4
5
6
7
8
9
Head
Neck & shoulder
Thorax
Abdomen
Spine
Upper extremities
Lower extremities
Internal
Multiple body parts
Remarks
Local option
NFIRS-4 Revision 11/17/98
MM
A
NFIRS - 5
YYYY
Delete
FDID
B
DD
Incident Date
State
Station
Incident Number
Injured Person
1
2
Identification Number
Male
Female
Exposure
Change
Career
Volunteer
1
2
C
Fire Service
Casualty
Casualty Number
Casualty Number
First Name
D
Last Name
MI
Suffix
Age or Date of Birth
Age
E
Midnight is 0000.
Date & Time of Injury
Date of Injury
Date of Birth
Time of Injury
OR
In years
G1
1
2
3
4
5
6
7
8
0
H1
Month
Usual Assignment
Suppression
EMS
Prevention
Training
Maintenance
Communications
Administration
Fire investigation
Other
Day
Month
1
2
4
Rested
Fatigued
Ill or injured
Number of prior responses
during past 24 hours
Year
Hour
0
U
G4
Other
Undetermined
Severity
1
2
3
4
5
6
7
Primary Apparent Symptom
Report only, including exposure
First aid only
Treated by physician (no lost time)
Moderate (lost time)
Severe (lost time)
Life threatening (lost time)
Death
I1
Minutes
Taken To
1
4
5
6
7
0
N
Hospital
Doctor’s office
Morgue/funeral home
Residence
Station or quarters
Other
Not transported
Activity at Time of Injury
G5
Activity at time of injury
Cause of Firefighter Injury
Primary Area of Body Injured
I2
Object Involved in
Injury
I3
None
Cause of injury
Primary apparent symptom
H2
Day
Physical Condition Just Prior To Injury
G2
G3
Year
Responses
F
Factor Contributing to Injury
Object involved in injury
Contributing factor
Primary injured body part or area
J1
Where Injury Occurred
1
2
3
4
5
6
7
8
9
0
Enroute to FD location
At FD location
Enroute to incident scene
Enroute to medical facility
At scene in structure
At scene outside
At medical facility
Returning from incident
Returning from med facility
Other
J2
Story Where Injury Occurred
1
Check this box and enter the story if the
injury occurred inside or on a structure
Story of injury
2
Injury occurred outside
Below grade
J3
65
64
63
61
54
53
49
45
36
35
34
33
32
31
28
27
26
25
24
23
22
00
Specific Location
Complete as
applicable
In aircraft
In boat or ship or barge
In rail vehicle
In motor vehicle
In sewer
In tunnel
In structure
In attic
In water
In well
In ravine
In quarry or mine
In ditch or trench
In open pit
On steep grade
On fire escape/outside stairs
On vertical surface or ledge
On ground ladder
On aerial ladder or in basket
On roof
Outside at grade
Other
J4
Vehicle Type
1
2
3
4
Suppression vehicle
EMS vehicle
Other FD vehicle
Non-FD vehicle
Complete ONLY if
Specific Location code
is >60
Remarks
If protective equipment failed and
was a factor in this injury, please
complete the other side of this
form.
NFIRS-5 Revision 8/18/99
K1
K2
Did protective equipment fail and contribute to the injury?
Yes
Y
Please complete the remainder of this form ONLY if you answered YES.
No
N
Protective Equipment Item
K3
Head or Face Protection
Coat, shirt, or trousers
11
12
13
14
15
16
17
10
21
22
23
24
25
26
27
28
20
NFIRS - 5
Equipment
Sequence
Number
Fire Service
Casualty
Protective Equipment Problem
Check one box to indicate the main problem that occurred.
11
Burned
12
Melted
21
Fractured, cracked or broken
22
Punctured
23
Scratched
24
Knocked off
25
Cut or ripped
31
Trapped steam or hazardous gas
32
Insufficient insulation
33
Object fell in or onto equipment item
41
Failed under impact
Respiratory Protection
42
Face piece or hose detached
41
42
43
44
45
46
40
43
Exhalation valve inoperative or damaged
44
Harness detached or separated
45
Regulator failed to operate
46
Regulator damaged by contact
47
Problem with admissions valve
48
Alarm failed to operate
49
Alarm damaged by contact
51
Supply cylinder or valve failed to operate
52
Supply cylinder/valve damaged by contact
53
Supply cylinder— insufficient air/oxygen
94
Did not fit properly
95
Not properly serviced or stored prior to use
96
Not used for designed purpose
97
Not used as recommended by manufacturer
00
Other equipment problem
Helmet
Full face protector
Partial protector
Goggles/eye protection
Hood
Ear protector
Neck protector
Other
Protective coat
Protective trousers
Uniform shirt
Uniform t-shirt
Uniform trousers
Uniform coat or jacket
Overalls
Apron or gown
Other
Boots or Shoes
31
32
33
34
35
36
37
38
30
Knee length boots w/ steel baseplate & steel toes
Knee length boots w/ steel toes only
3/4 length boots w/ steel baseplate & steel toes
3/4 length boots w/ steel toes only
Boots without steel baseplate & steel toes
Safety shoes w/ steel baseplate & steel toes
Safety shoes w/ steel toes only
Non-safety shoes
Other
SCBA (demand) open circuit
SCBA (positive pressure) open circuit
SCBA closed circuit
Not self-contained
Cartridge respirator
Dust or particle mask
Other
Hand Protection
51
52
53
54
55
50
Firefighter gloves w/ wristlets
Firefighter gloves without wristlets
Work gloves
Hazmat gloves
Medical gloves
Other
Special Equipment
61
62
63
64
65
66
67
68
69
71
72
73
74
75
76
77
78
79
70
Proximity suit for entry
Proximity suit for non-entry
Totally encapsulated, reusable chemical suit
Totally encapsulated, disposable chemical suit
Partially encapsulated, reusable chemical suit
Partially encapsulated, disposable chemical suit
Flash protection suit
Flight or jump suit
Brush suit
Exposure suit
Self-contained underwater breathing apparatus (SCUBA)
Life preserver
Life belt or ladder belt
Was the failure of more
Personal alert safety system (PASS)
than one item of protective
Radio distress device
equipment a factor in the
Personal lighting
injury? If so, complete an
Fire shelter or tent
additional page of this
Vehicle safety belt
form for each piece of
failed equipment.
Other
K4
Equipment Manufacturer, Model & Serial
Number
Manufacturer
Model
Serial Number
NFIRS-5 Revision 6/25/99
MM
A
FDID
YYYY
Station
Patient Number
C
D
Provider Impression/Assessment
10
11
12
13
14
15
16
17
E1
Abdominal pain
Airway obstruction
Allergic reaction
Altered LOC
Behavioral/psych
Burns
Cardiac arrest
Cardiac dysrhythmia
Age or Date of Birth
Age
OR
Month
E2
1
H1
Day
Year
Gender
Male
2
Ethnicity
Hispanic
Body Site of Injury
H2
List up to five body sites
26
27
28
29
30
31
32
33
G1
White
Black
Am. Indian/Eskimo
Asian
Other, multi-racial
Undetermined
1
Female
Month
Day
Year
Hypovolemia
Inhalation injury
Obvious death
OD/poisoning
Pregnancy/OB
Respiratory arrest
Respiratory distress
Seizure
34
35
36
37
38
00
NN
Hour/Mins
Time of Patient Transfer
Race
F2
Exposure
Time Arrived at Patient
Chest pain
Diabetic symptom
Do not resuscitate
Electrocution
General illness
Hemorrhaging/bleeding
Hyperthermia
Hypothermia
1
2
3
4
0
U
Months (for infants)
EMS
Change
Check one box only
18
19
20
21
22
23
24
25
F1
Incident Number
Date/Time
Check if same date
as alarm date
Use a separate form for each patient
NFIRS-6
Delete
Incident Date
State
Number of Patients
B
DD
Sexual assault
Sting/bite
Stroke/CVA
Syncope
Trauma
Other
None/no patient or
refused treatment
Human Factors
G2
Check all applicable boxes
Asleep
Unconscious
Possibly impaired by alcohol
Possibly impaired by drugs
Possibly mentally disabled
Physically disabled
Physically restrained
Unattended person
None
1
2
3
4
5
6
7
8
N
Other Factors
If an illness, not an
injury, skip G2 and
go to H3
1
2
3
N
Accidental
Self-inflicted
Inflicted, not self
None
Injury Type
H3
List one injury type for each body site listed under H1
Cause of
Illness/Injury
Cause of illness/injury
I
01
02
03
04
05
06
07
08
09
10
11
12
13
L1
1
2
3
4
0
N
Procedures Used
Check all applicable boxes
Airway insertion
Anti-shock trousers
Assist ventilation
Bleeding control
Burn care
Cardiac pacing
Cardioversion (defib) manual
Chest/abdominal thrust
CPR
Cricothyroidotomy
Defibrillation by AED
EKG monitoring
Extrication
Initial Level of Provider
First Responder
EMT-B (Basic)
EMT-I (Intermediate)
EMT-P (Paramedic)
Other provider
No Training
L2
1
2
3
4
0
N
14
15
16
17
18
19
20
21
22
23
24
NN
00
J
Intubation (EGTA)
Intubation (ET)
IO/IV therapy
Medications therapy
Oxygen therapy
OB care/delivery
Prearrival instructions
Restrain patient
Spinal immobilization
Splint extremities
Suction/aspirate
No Treatment
Other
Highest Level of Provider
On Scene
First Responder
EMT-B (Basic)
EMT-I (Intermediate)
EMT-P (Paramedic)
Other provider
No care provided
M
1
2
3
4
5
6
N
0
U
Safety Equipment
Improved
Remained same
Worsened
Check if:
1
Check all applicable boxes
Safety/seat belts
Child safety seat
Airbag
Helmet
Protective clothing
Flotation device
None
Other
Undetermined
Patient Status
1
2
3
Cardiac Arrest
K
Used or deployed by Patient
Pulse on Transfer
Pre-arrival arrest?
1
If pre-arrival arrest, was it?
2
1
Witnessed
2
Bystander CPR
Post-arrival arrest?
Initial Arrest Rhythm
1
0
U
V-Fib/ V-Tach
Other
Undetermined
Disposition
N
1
2
3
4
0
N
FD transport to ECF
Non-FD transport
Non-FD trans/FD attend
Non-emergency transfer
Other
Not transported
NFIRS-6 Rev ision 06/30/99
MM
A
FDID
DD
YYYY
Delete
Incident Date
State
Station
Incident Number
HazMat ID
B
DOT Hazard
Classification
UN Number
Container Type
C1
,
D1
Estimated Amount Released
,
,
,
Capacity: by volume or weight
Amount released: by volume or weight
Container Type
C3
More hazardous
materials? Use
additional sheets.
Complete the remainder
of this form only for the
first hazardous material
involved in this incident.
Units: Capacity
VOLUME
Ounces
Gallons
Barrels: 42 gal.
Liters
Cubic feet
Cubic meters
11
12
13
14
15
16
Population Density
F2
1
2
3
Urban
Suburban
Rural
Check all applicable boxes
Below grade
1
Inside/on structure
Story of release
2
Outside of structure
J
Area Affected
G1
1
2
3
WEIGHT
Ounces
Pounds
Grams
Kilograms
G4
,
Estimated Number of
People Evacuated
Intentional
Unintentional release
Container/containment failure
Act of nature
Cause under investigation
Cause undetermined after
investigation
M
Equipment Involved In Release
Estimated Number of
Buildings Evacuated
,
None
Factors Contributing to Release
Equipment involved in release
Brand
L
If fire or explosion is involved with a
release, which occurred first?
I
1
2
Ignition
Release
None
Mobile property make
License Plate Number
DOT Number/ ICC Number
O
1
2
3
4
5
6
7
8
Mobile property type
Year
State
Undetermined
Enter up to three factors or impediments that affected the
mitigation of the incident
Factor or impediment (3)
Mobile Property Involved in
Release
U
Factors Affecting Mitigation
Factor Contributing To Release (3)
Year
Released Into
Additional Action Taken (2)
Factor or impediment (2)
Model
E2
Enter up to three actions taken
Factor Contributing To Release (2)
Model
Serial
Number
Solid
Liquid
Gas
Undetermined
HazMat Actions Taken
H
Factor or impediment (1)
None
1
2
3
U
When Released
Released into
Factor Contributing To Release (1)
N
Physical State
Additional Action Taken (3)
Enter up to three contributing factors
1
2
3
4
5
U
WEIGHT
Ounces
Pounds
Grams
Kilograms
21
22
23
24
E1
Primary Action Taken (1)
,
Enter measurement
K
None
Enter
Measurement
Square Miles
Blocks
Square Miles
HazMat
,
Blocks
G3
Check one box
VOLUME
Ounces
Gallons
Barrels: 42 gal.
Liters
Cubic feet
Cubic meters
11
12
13
14
15
16
Square Feet
Square Feet
Cause of Release
Units: Released
Area Evacuated
G2
1
2
3
Released From:
F1
D2
Check one box
21
22
23
24
Change
Haz No
Chemical
Name
CAS Registration Number
Estimated Container Capacity
C2
Exposure
NFIRS - 7
P
HazMat Disposition
Completed by fire service only
Completed w/ fire service present
Released to local agency
Released to county agency
Released to state agency
Released to federal agency
Released to private agency
Released to property owner or
manager
HazMat Civilian Casualties
Deaths
Injuries
NFIRS-7
Revision 5/6/99
A
MM
FDID
B
DD
Incident Date
State
Station
Alternate Location Specification
Enter latitude/longitude OR Section/Township/Range/Subsection/
Meridian if Section B on the Basic Module is not completed
•
Latitude
Township
•
Longitude
OR
North
South
•
Delete
YYYY
East
West
8
Natural source
0
Equipment
U
Smoking
Open/outdoor fire
Debris/vegetation burn
Structure (exposure)
Incendiary
Range
D2
Subsection
1
2
3
4
5
6
7
Area Type
C
1
2
3
4
H
Meridian
Rural, farms >50 acres
Urban (heavily populated)
Rural/urban
Urban-wildland interface area
Weather Information
Misuse of fire
Other
Undetermined
None
Relative Humidity
Fuel Moisture
Check if
negative
#3
Heat Source
E
Mobile Property Type
F
Equipment Involved in Ignition
G
Primary Crops Burned
I4
Identify up to 3 crops if any crops were burned
Number of Buildings Threatened
None
Crop 1
Crop 2
I3
Total Acres Burned
,
Fire Danger Rating
K
Indicate the percent of the total acres burned for each ownership type then check the ONE box to identify the property ownership at the origin of the fire. If the ownership at origin is Federal,
enter the Federal Agency Code.
Ownership
#2
Number of buildings that were threatened by
Wildland fire but were not involved
Property Management
U
None
%
%
J
Number of Buildings Ignited
Wind Direction
Air Temperature
Fire Suppression Factors
D4
#1
Number of buildings that were
ignited in Wildland fire
I2
Wind speed MPH
#2
Enter
up to
three
factors
Asleep
Possible alcohol or drug impairment
Unattended person
Possibly mentally disabled
Physically disabled
Multiple persons involved
Age was a factor
NFDRS Weather Station ID
F°
#1
Human Factors Contributing To Ignition
I1
Weather Type
Factors Contributing to Ignition
D3
Check as many boxes as are applicable.
Section
Exposure
Wildland Fire Cause
D1
1
2
3
4
5
6
7
Change
Incident Number
•
,
NFDRS Fuel Model at Origin
Crop 3
M
Right of Way
Required if less than 100 feet
Enter the code and the descriptor corresponding
to the NFDRS Fuel Model at Origin
Feet
Horizontal distance
from right of way
Type of right of way
% Total Acres Burned
Undetermined
L1
Person Responsible For Fire
1
2
3
Identified person caused fire
Unidentified person caused fire
Fire not caused by person
N
Fire Behavior
%
Private
These optional descriptors refer to observations
made at the point of initial attack
If person identified complete the rest of Section L
1
2
NFIRS - 8
Wildland
Fire
Tax paying
Non tax paying
%
L2
Gender of Person Involved
Male
Female
1
2
Public
3
4
5
6
City, town, village, local
County or parish
State or province
Federal
7
8
0
Foreign
Military
Other
Feet
%
%
%
L3
Relative position on slope
Age or Date of Birth
Age in Years
%
%
OR
Month
Day
Year
Feet
Flame Length
L4
Activity of Person
%
%
Aspect
Date of Birth
%
Federal Agency Code
Elevation
Chains per Hour
Rate of spread
Activity of Person Involved
NFIRS-8 Revision 2/12/99
A
MM
DD
NFIRS - 9
Delete
YYYY
Change
FDID
B
Incident Date
State
Apparatus or
Resource
Dates and Times
ID
Type
2
ID
Type
3
ID
Type
4
ID
Type
5
ID
Type
6
ID
Type
7
ID
Type
8
ID
Type
9
ID
Type
Incident Number
Sent
Check if same date as alarm date
Use codes listed below
1
Station
Month
Day
Year
Hours/Mins
X
Number
of
People
Exposure
Use
Suppression
EMS
Other
Arrival
Clear
Dispatch
Suppression
EMS
Other
Arrival
Clear
Dispatch
Suppression
EMS
Other
Arrival
Clear
Dispatch
Suppression
EMS
Other
Arrival
Clear
Dispatch
Suppression
EMS
Other
Arrival
Clear
Dispatch
Suppression
EMS
Other
Arrival
Clear
Dispatch
Suppression
EMS
Other
Arrival
Clear
Dispatch
Suppression
EMS
Other
Arrival
Clear
Dispatch
Suppression
EMS
Other
Arrival
Clear
Ground Fire Suppression
11 Engine
12 Truck or aerial
13 Quint
14 Tanker & pumper combination
16 Brush truck
17 ARF (Aircraft Rescue and Firefighting)
10 Ground fire suppression, other
Heavy Ground Equipment
21 Dozer or plow
22 Tractor
24 Tanker or tender
20 Heavy equipment, other
Actions Taken
Check ONE box for each
apparatus to indicate its main
use at the incident.
Dispatch
Type of Apparatus or Resource
Apparatus or
Resources
Aircraft
41 Aircraft: fixed wing tanker
42 Helitanker
43 Helicopter
40 Aircraft, other
Marine Equipment
51 Fire boat with pump
52 Boat, no pump
50 Marine apparatus, other
Support Equipment
61 Breathing apparatus support
62 Light and air unit
60 Support apparatus, other
Medical & Rescue
71 Rescue unit
72 Urban search & rescue unit
73 High angle rescue unit
75 BLS unit
76 ALS unit
70 Medical and rescue unit, other
More apparatus?
Use additional
sheets.
Other
91 Mobile command post
92 Chief officer car
93 HazMat unit
94 Type 1 hand crew
95 Type 2 hand crew
99 Privately owned vehicle
00 Other apparatus/resource
NN None
UU Undetermined
NFIRS-9 Revision 11/17/98
MM
A
FDID
B
State
DD
Incident Date
Station
Dates and Times
Apparatus or
Resource
ID
Type
ID
Type
ID
Type
Personnel
ID
Year
Hours/Mins
Exposure
Number
of
People
Sent
Dispatch
Arrival
Clear
#
Name
Rank or
Grade
Attend
X
Action
Taken
Sent
Dispatch
Arrival
Clear
Personnel
ID
3
Sent
X
Personnel
ID
2
Incident Number
Check if same date as alarm date
Month Day
1
YYYY
#
Name
Rank or
Grade
Attend
X
Action
Taken
Sent
Dispatch
Arrival
Clear
#
Name
Rank or
Grade
Attend
X
Action
Taken
Delete
NFIRS - 10
Change
Personnel
Use
Actions Taken
Check ONE box for each
apparatus to indicate its main
use at the incident.
List up to 4 actions for
each apparatus and
each personnel.
Suppression
EMS
Other
Action
Taken
Action
Taken
Action
Taken
Suppression
EMS
Other
Action
Taken
Action
Taken
Action
Taken
Suppression
EMS
Other
Action
Taken
Action
Taken
Action
Taken
NFIRS-10 Rev ision 11/17/98
MM
A
FDID
State
YYYY
Station
Incident Number
Change
Exposure
None
Street Address
Their Case Number
Agency Name
City
Their ORI
Agency Phone Number
State
Case Status
Investigation open
1
Investigation closed
2
Investigation inactive
3
C
4
5
11
12
13
14
15
21
Extortion
Labor unrest
Insurance fraud
Intimidation
Void contract/lease
Personal
1
2
3
4
5
6
7
8
0
N
U
G1
Hate crime
Institutional
Societal
Protest
Civil unrest
Fireplay/curiosity
Check up to
three factors
Terrorist group
Gang
Anti-government group
Outlaw motorcycle organization
Organized crime
Racial/ethnic hate group
Religious hate group
Sexual preference hate group
Other group
No group involvement, acted alone
Unknown
Entry Method
D
Availability of Material First Ignited
1
2
U
Transported to scene
Available at scene
Unknown
42
43
44
45
51
52
53
Vanity/recognition
Thrills
Attention/sympathy
Sexual excitement
Homicide
Suicide
Domestic violence
H
Incendiary Devices
11
12
13
Bottle (glass)
Bottle (plastic)
Jug
11
12
13
14
15
16
Wick or Fuse
Candle
Cigarette & Matchbook
Electronic Component
Mechanical Device
Remote Control
54
61
62
63
64
00
UU
Extent of Fire Involvement on Arrival
None
CONTAINER
Box
Other Container
Unknown
Pressurized Container 17
00
Can
UU
Gasoline or fuel can
14
15
16
NN
IGNITION/DELAY DEVICE
11
12
14
15
Burglary
Homicide concealment
Burglary concealment
Auto theft concealment
Destroy records/evidence
Other motivation
Unknown motivation
NN
Select one from each category
17
18
19
20
00
UU
Ordinary Combustibles
Flammable gas
Ignitable liquid
Ignitable solid
NN
16
17
00
UU
None
Road flare/fuse
Chemical Component
Trailer/Streamer
Open flame source
Other delay device
Unknown
FUEL
Entry Method
G2
Their FDID
Their Federal Identifier (FID)
Check up to three factors
22
23
24
31
32
41
Apparent Group Involvement
F
Zip Code
Closed with arrest
Closed with exceptional
clearance
Suspected Motivation Factors
E
NFIRS - 11
Arson
Delete
Incident Date
Agency Referred To
B
DD
None
Pyrotechnic material
Explosive material
Other material
Unknown
Extent of Fire Involvement
I
Other Investigative Information
J
Property Ownership
K
Initial Observations
Check all that apply
Check all that apply
1
2
3
4
5
6
7
8
Code violations
Structure for sale
Structure vacant
Other crimes involved
Illicit drug activity
Change in insurance
Financial problem
Criminal/Civil actions pending
1
2
3
4
5
6
7
0
Private
City, town, village, local
County or parish
State or province
Federal
Foreign
Military
Other
1
2
3
4
L
1
2
Windows ajar 5
Doors ajar
6
Doors locked 7
Doors unlocked 8
Fire department forced entry
Forced entry prior to FD arrival
Security system activated
Security present, (didn’t activate)
Laboratory Used
Local
State
3
4
ATF
FBI
Check all that apply
5
Other
Federal
6
N
Private
None
NFIRS-11 Rev ision 11/17/98
MM
A
FDID
State
DD
YYYY
Incident Date
M2
Complete this section
if the person involved in
the ignition of the fire
was a child or Juvenile
under the age of 18
Station
Age or Date of Birth
Age (in years)
OR
Month
M1
Delete
Subject Number
M3
1
Day
M4
Race
M6
White
Black
Am. Indian, Eskimo
Asian
Other, multi-racial
Undetermined
1
2
3
4
0
U
Change
Exposure
Juvenile
Firesetter
Family Type
1
Single parent
2
Foster parent(s)
3
Two parent family
4
Extended family
N
No family unit
0
Other family type
U
Unknown
Year
Gender
Male
Incident Number
NFIRS - 11
M5
2
Female
1
Ethnicity
Hispanic
Subject Number
M7
N
Motivation/Risk Factors
Check only one of codes 1-3
and then all others that apply
1
2
3
Mild curiosity about fire
Moderate curiosity about fire
Extreme curiosity about fire
4
5
6
7
8
9
0
U
Diagnosed (or suspected) ADD/ADHD
History of trouble outside school
History of stealing or shoplifting
History of physically assaulting others
History of fireplay or firesetting
Transiency
Other
Unknown
Remarks (local use)
M8
Disposition of Person Under 18
1
2
3
4
5
6
0
U
Handled within department
Released to parent/guardian
Referred to other authority
Referred to treatment program
Arrested, charged as adult
Referred to firesetter intervention program
Other
Unknown
MM
K
FDID
K1
State
DD
Incident Date
Station
Mr., Ms., Mrs.
Change
MI
Prefix
Last Name
Suffix
Street or highway
Apt./Suite/Room
Street Type
Suffix
City
Zip Code
Person/Entity Involved
Business name if applicable
Check this box if
same address as
incident location.
Then skip these
these duplicate
address lines.
Mr., Ms., Mrs.
Number
State
Phone Number
First Name
MI
Prefix
Post office box number
Last Name
Suffix
Street or highway
Apt./Suite/Room
Street Type
Suffix
City
Zip Code
Person/Entity Involved
Business name if applicable
Check this box if
same address as
incident location.
Then skip these three
duplicate address
lines.
Mr., Ms., Mrs.
MI
Prefix
Number
State
Phone Number
First Name
Post office box number
Last Name
Suffix
Street or highway
Apt./Suite/Room
Street Type
Suffix
City
Zip Code
Person/Entity Involved
Business name if applicable
Check this box if
same address as
incident location.
Then skip these three
duplicate address
lines.
Mr., Ms., Mrs.
Number
State
Phone Number
First Name
MI
Prefix
Post office box
K5
Exposure
Supplemental
Phone Number
First Name
Number
State
K4
Incident Number
Business name if applicable
Local Option
Post office box
K3
NFIRS - 1S
Delete
Person/Entity Involved
Check this box if
same address as
incident location.
Then skip these three
duplicate address
lines.
K2
YYYY
Last Name
Suffix
Street or highway
Apt./Suite/Room
Street Type
Suffix
City
Zip Code
Person/Entity Involved
Check this box if
same address as
incident location.
Then skip these three
duplicate address
lines.
Business name if applicable
Mr., Ms., Mrs.
First Name
Number
Prefix
Post office box number
State
Phone Number
Zip Code
MI
Street or highway
Apt./Suite/Room
Last Name
Suffix
Street Type
Suffix
City
NFIRS-11 Revision 6/9/98
L1
Supplemental Special Studies
Supplemental
Local Option
1
2
Special
Study ID#
Special
Study Value
Special
Study ID#
Special
Study Value
3
Special
Study ID#
Special
Study Value
Special
Study ID#
Special
Study Value
6
5
L2
NFIRS - 1S
Page Number
4
Special
Study ID#
Special
Study Value
Special
Study ID#
Special
Study Value
7
Special
Study ID#
Special
Study Value
Special
Study ID#
Special
Study Value
8
Remarks:
Local Option
NFIRS-11 Revision 6/9/98
Appendix __
NFIRS 5.0 Code Categories
CODECATEGORY
5/23/2002
CodeCat
UserGroupIDCodeCatDesc
CodeGenericLength
CodeCatStatus
LastUpdated
102 1 Actions Taken
2A
11/18/1998 11:10:46 AM
155 1 Activity At Time of Injury
2A
11/18/1998 10:03:36 AM
206 1 Activity of Person
2A
4/24/1997 12:29:50 PM
143 1 Activity When Injured
1A
4/24/1997 12:29:50 PM
129 1 AES Failure
1A
4/24/1997 12:29:50 PM
128 1 AES Operation
1A
4/24/1997 12:29:50 PM
126 1 AES Presence
1A
2/3/1999 12:42:14 PM
127 1 AES Type
1A
4/24/1997 12:29:50 PM
139 1 Affiliation
1A
4/24/1997 12:29:50 PM
101 1 Aid Given or Received
1A
11/18/1998 8:05:38 AM
177 1 Apparatus Actions Taken
2A
4/24/1997 12:29:50 PM
175 1 Apparatus or Resource Type
2A
11/18/1998 10:26:59 AM
176 1 Apparatus Use
1A
4/24/1997 12:29:50 PM
227 1 Apparent Group Involvement
1A
9/8/1998 9:17:15 AM
108 1 Area of Fire Origin
2A
11/18/1998 11:11:12 AM
198 1 Area Type
1A
4/24/1997 12:29:50 PM
183 1 Area Units
1A
4/24/1997 12:29:50 PM
209 1 Aspect
1A
4/24/1997 12:29:50 PM
238 1 Association
1A
11/18/1998 10:50:26 AM
241 1 Availability of Material First Ignite
1A
9/8/1998 9:08:43 AM
167 1 Body Site of Injury
1A
4/24/1997 12:29:50 PM
118 1 Building Status
1A
4/24/1997 12:29:50 PM
235 1 Canine Use
1A
11/18/1998 11:09:14 AM
219 1 Cardiac Arrest
1A
4/24/1997 12:29:50 PM
224 1 Case Status
1A
4/24/1997 12:29:50 PM
157 1 Cause of FireFighter Injury
1A
4/24/1997 12:29:50 PM
112 1 Cause of Ignition
1A
4/24/1997 12:29:50 PM
169 1 Cause of Illness
2A
4/24/1997 12:29:50 PM
141 1 Cause Of Injury
1A
4/24/1997 12:29:50 PM
186 1 Cause Of Release
1A
4/24/1997 12:29:50 PM
149 1 Civilian Casualty Disposition
1A
11/18/1998 11:03:46 AM
140 1 Civilian Casualty Severity
1A
4/24/1997 12:29:50 PM
180 1 Container Type
2A
4/24/1997 12:29:50 PM
103 1 Detector Alerted Occupants
1A
11/18/1998 11:11:02 AM
124 1 Detector Effectiveness
1A
4/24/1997 12:29:50 PM
125 1 Detector Failure
1A
4/24/1997 12:29:50 PM
123 1 Detector Operation
1A
4/24/1997 12:29:50 PM
122 1 Detector Power
1A
4/24/1997 12:29:50 PM
120 1 Detector Presence
1A
4/24/1997 12:29:50 PM
121 1 Detector Type
1A
4/24/1997 12:29:50 PM
210 1 DOT Hazard Classification
2A
4/24/1997 12:29:50 PM
196 1 East or West Direction
1A
5/1/2001 1:21:20 PM
174 1 EMS Disposition
1A
11/18/1998 11:03:04 AM
216 1 EMS Procedures Used
2A
4/24/1997 12:29:50 PM
228 1 Entry Method
2A
4/24/1997 12:29:50 PM
114 1 Equipment Involved
3A
4/24/1997 12:29:50 PM
130 1 Equipment Portability
1A
4/24/1997 12:29:50 PM
131 1 Equipment Power Source
2A
4/24/1997 12:29:50 PM
138 1 Ethnicity
1A
4/24/1997 12:29:50 PM
233 1 Extent of Fire Involvement
1A
4/24/1997 12:29:50 PM
Page 1
CODECATEGORY
5/23/2002
CodeCat
UserGroupIDCodeCatDesc
CodeGenericLength
CodeCatStatus
LastUpdated
244 1 Eye Color
1A
11/18/1998 10:59:36 AM
188 1 Factors Affecting Mitigation
2A
11/18/1998 11:14:25 AM
158 1 Factors Contibuting to Injury
2A
4/24/1997 12:29:50 PM
113 1 Factors Contributing to Ignition
2A
11/18/1998 8:07:26 AM
142 1 Factors Contributing to Injury
2A
4/24/1997 12:29:50 PM
187 1 Factors Contributing To Release
2A
4/24/1997 12:29:50 PM
239 1 Family Type
1A
4/24/1997 12:29:50 PM
251 1 FIPS County Codes
3A
4/24/1997 12:29:50 PM
246 1 Fire Cause Categories
1A
4/24/1997 12:29:50 PM
250 1 Fire Confined To Area Of Origin
1A
4/24/1997 12:29:50 PM
202 1 Fire Danger Rating
1A
4/24/1997 12:29:50 PM
223 1 Fire Reports Attached
1A
4/24/1997 12:29:50 PM
153 1 Fire Service Casualty Severity
1A
4/24/1997 12:29:50 PM
150 1 Fire Service Personnel Employm
1A
4/24/1997 12:29:50 PM
154 1 Fire Service Taken To
1A
4/24/1997 12:29:50 PM
119 1 Fire Spread
1A
4/24/1997 12:29:50 PM
115 1 Fire Suppression Factor
3A
4/24/1997 12:29:50 PM
136 1 Gender
1A
4/24/1997 12:29:50 PM
145 1 General Location At Time of Inju
1A
4/24/1997 12:29:50 PM
243 1 Hair Color
1A
11/18/1998 10:58:22 AM
104 1 Hazardous Material Released
1A
4/24/1997 12:29:50 PM
184 1 HazMat Actions Taken
2A
11/18/1998 11:18:25 AM
189 1 HazMat Disposition
1A
11/18/1998 11:19:30 AM
185 1 HazMat Release Sequence
1A
11/18/1998 11:19:12 AM
179 1 HazMat Units
2A
11/18/1998 11:18:46 AM
109 1 Heat Source
2A
4/24/1997 12:29:50 PM
172 1 Highest Level of Provider
1A
11/18/1998 10:08:19 AM
212 1 Human Factors Contributing to I
1A
11/18/1998 10:30:16 AM
214 1 Human Factors Contributing to I
1A
11/18/1998 11:10:15 AM
225 1 Incendiary Devices - Container
2A
9/8/1998 9:21:29 AM
229 1 Incendiary Devices - Delay Devic
2A
9/8/1998 9:20:50 AM
231 1 Incendiary Devices - Fuel
2A
9/8/1998 9:44:18 AM
211 1 Incident Location Type
1A
11/18/1998 11:05:15 AM
237 1 Incident Relationship
2A
11/18/1998 10:48:31 AM
100 1 Incident Type
3A
8/25/2000 2:35:22 PM
170 1 Initial Arrest Rhythm
1A
4/24/1997 12:29:50 PM
171 1 Initial Level of Provider
1A
11/18/1998 10:08:04 AM
234 1 Initial Observations
1A
4/24/1997 12:29:50 PM
168 1 Injury Type
2A
4/24/1997 12:29:50 PM
110 1 Item First Ignited
2A
4/24/1997 12:29:50 PM
242 1 Juvenile Disposition
1A
11/18/1998 11:02:22 AM
236 1 Laboratory Used
1A
4/24/1997 12:29:50 PM
144 1 Location At Time of Ignition
1A
4/24/1997 12:29:50 PM
215 1 Location At Time of Incident
1A
4/24/1997 12:29:50 PM
248 1 Meridian
2A
4/24/1997 12:29:50 PM
105 1 Mixed Use
2A
4/24/1997 12:29:50 PM
116 1 Mobile Property Involved
1A
4/24/1997 12:29:50 PM
133 1 Mobile Property Make
2A
3/9/2001 3:16:16 PM
132 1 Mobile Property Type
2A
4/24/1997 12:29:50 PM
240 1 Motivation or Risk Factors
1A
5/1/2001 1:22:00 PM
Page 2
CODECATEGORY
5/23/2002
CodeCat
UserGroupIDCodeCatDesc
CodeGenericLength
CodeCatStatus
LastUpdated
249 1 Multiple Arson Clearances
1A
11/18/1998 11:01:27 AM
193 1 Name Prefix
0A
4/24/1997 12:29:50 PM
194 1 Name Suffix
0A
4/24/1997 12:29:50 PM
204 1 NFDRS Fuel Model
2A
4/24/1997 12:29:50 PM
195 1 North or South Direction
1A
5/1/2001 1:23:18 PM
159 1 Object Involved In Injury
2A
4/24/1997 12:29:50 PM
213 1 On-Site Material Use
1A
4/24/1997 12:29:50 PM
107 1 On-Site Materials
3A
4/24/1997 12:29:50 PM
218 1 Other EMS Factors
1A
11/20/1998 11:42:41 AM
230 1 Other Investigative Information
1A
4/24/1997 12:29:50 PM
173 1 Patient Status
1A
4/24/1997 12:29:50 PM
205 1 Person Responsible For Fire
1A
4/24/1997 12:29:50 PM
178 1 Personnel Actions Taken
2A
4/24/1997 12:29:50 PM
152 1 Physical Condition Prior To Injur
1A
4/24/1997 12:29:50 PM
181 1 Physical State When Released
1A
4/24/1997 12:29:50 PM
182 1 Population Density
1A
4/24/1997 12:29:50 PM
220 1 Pre-Arrival Arrest Details
1A
11/18/1998 10:12:53 AM
147 1 Primary Apparent Symptom
2A
4/24/1997 12:29:50 PM
156 1 Primary Area of Body
2A
4/24/1997 12:29:50 PM
148 1 Primary Part of Body Injured
1A
4/24/1997 12:29:50 PM
203 1 Property Management Ownershi
1A
4/24/1997 12:29:50 PM
232 1 Property Ownership
1A
4/24/1997 12:29:50 PM
106 1 Property Use
3A
4/24/1997 12:29:50 PM
164 1 Protective Equipment Item
2A
4/24/1997 12:29:50 PM
165 1 Protective Equipment Problem
2A
4/24/1997 12:29:50 PM
163 1 Protective Equipment was a Fact
1A
11/20/1998 11:41:45 AM
166 1 Provider Impression or Assessm
2A
5/1/2001 1:24:17 PM
221 1 Pulse on Transfer
1A
11/18/1998 10:15:27 AM
137 1 Race
1A
4/24/1997 12:29:50 PM
222 1 Relation To Structure
1A
4/24/1997 12:29:50 PM
208 1 Relative Position on Slope
1A
4/24/1997 12:29:50 PM
245 1 Released Into
1A
4/24/1997 12:29:50 PM
252 1 Report Output Templates
1A
8/25/2000 2:45:17 PM
207 1 Right of Way Type
3A
4/24/1997 12:29:50 PM
217 1 Safety Equipment Used or Deplo
1A
4/24/1997 12:29:50 PM
161 1 Specific Location
2A
4/24/1997 12:29:50 PM
247 1 State Code
2A
1/10/1999 8:52:22 PM
192 1 Street Prefix or Suffix
0A
5/1/2001 1:20:37 PM
191 1 Street Type
0A
4/24/1997 12:29:50 PM
117 1 Structure Type
1A
4/24/1997 12:29:50 PM
197 1 Subsection
4A
4/24/1997 12:29:50 PM
226 1 Suspected Motivation Factors
2A
4/24/1997 12:29:50 PM
111 1 Type of Material First Ignited
2A
4/24/1997 12:29:50 PM
151 1 Usual Assignment
1A
11/18/1998 8:12:00 AM
162 1 Vehicle Type
1A
4/24/1997 12:29:50 PM
190 1 Was Mobile Property Involved in
1A
11/18/1998 11:15:34 AM
200 1 Weather Type
2A
4/24/1997 12:29:50 PM
160 1 Where Injury Occurred
1A
4/24/1997 12:29:50 PM
199 1 Wildland Fire Cause
1A
4/24/1997 12:29:50 PM
201 1 Wind Direction
1A
4/24/1997 12:29:50 PM
Page 3
CODECATEGORY
5/23/2002
CodeCat
UserGroupIDCodeCatDesc
CodeGenericLength
CodeCatStatus
LastUpdated
100 1 Incident Type
3A
8/25/2000 2:35:22 PM
101 1 Aid Given or Received
1A
11/18/1998 8:05:38 AM
102 1 Actions Taken
2A
11/18/1998 11:10:46 AM
103 1 Detector Alerted Occupants
1A
11/18/1998 11:11:02 AM
104 1 Hazardous Material Released
1A
4/24/1997 12:29:50 PM
105 1 Mixed Use
2A
4/24/1997 12:29:50 PM
106 1 Property Use
3A
4/24/1997 12:29:50 PM
107 1 On-Site Materials
3A
4/24/1997 12:29:50 PM
108 1 Area of Fire Origin
2A
11/18/1998 11:11:12 AM
109 1 Heat Source
2A
4/24/1997 12:29:50 PM
110 1 Item First Ignited
2A
4/24/1997 12:29:50 PM
111 1 Type of Material First Ignited
2A
4/24/1997 12:29:50 PM
112 1 Cause of Ignition
1A
4/24/1997 12:29:50 PM
113 1 Factors Contributing to Ignition
2A
11/18/1998 8:07:26 AM
114 1 Equipment Involved
3A
4/24/1997 12:29:50 PM
115 1 Fire Suppression Factor
3A
4/24/1997 12:29:50 PM
116 1 Mobile Property Involved
1A
4/24/1997 12:29:50 PM
117 1 Structure Type
1A
4/24/1997 12:29:50 PM
118 1 Building Status
1A
4/24/1997 12:29:50 PM
119 1 Fire Spread
1A
4/24/1997 12:29:50 PM
120 1 Detector Presence
1A
4/24/1997 12:29:50 PM
121 1 Detector Type
1A
4/24/1997 12:29:50 PM
122 1 Detector Power
1A
4/24/1997 12:29:50 PM
123 1 Detector Operation
1A
4/24/1997 12:29:50 PM
124 1 Detector Effectiveness
1A
4/24/1997 12:29:50 PM
125 1 Detector Failure
1A
4/24/1997 12:29:50 PM
126 1 AES Presence
1A
2/3/1999 12:42:14 PM
127 1 AES Type
1A
4/24/1997 12:29:50 PM
128 1 AES Operation
1A
4/24/1997 12:29:50 PM
129 1 AES Failure
1A
4/24/1997 12:29:50 PM
130 1 Equipment Portability
1A
4/24/1997 12:29:50 PM
131 1 Equipment Power Source
2A
4/24/1997 12:29:50 PM
132 1 Mobile Property Type
2A
4/24/1997 12:29:50 PM
133 1 Mobile Property Make
2A
3/9/2001 3:16:16 PM
136 1 Gender
1A
4/24/1997 12:29:50 PM
137 1 Race
1A
4/24/1997 12:29:50 PM
138 1 Ethnicity
1A
4/24/1997 12:29:50 PM
139 1 Affiliation
1A
4/24/1997 12:29:50 PM
140 1 Civilian Casualty Severity
1A
4/24/1997 12:29:50 PM
141 1 Cause Of Injury
1A
4/24/1997 12:29:50 PM
142 1 Factors Contributing to Injury
2A
4/24/1997 12:29:50 PM
143 1 Activity When Injured
1A
4/24/1997 12:29:50 PM
144 1 Location At Time of Ignition
1A
4/24/1997 12:29:50 PM
145 1 General Location At Time of Inju
1A
4/24/1997 12:29:50 PM
147 1 Primary Apparent Symptom
2A
4/24/1997 12:29:50 PM
148 1 Primary Part of Body Injured
1A
4/24/1997 12:29:50 PM
149 1 Civilian Casualty Disposition
1A
11/18/1998 11:03:46 AM
150 1 Fire Service Personnel Employm
1A
4/24/1997 12:29:50 PM
151 1 Usual Assignment
1A
11/18/1998 8:12:00 AM
152 1 Physical Condition Prior To Injur
1A
4/24/1997 12:29:50 PM
Page 1
CODECATEGORY
5/23/2002
CodeCat
UserGroupIDCodeCatDesc
CodeGenericLength
CodeCatStatus
LastUpdated
153 1 Fire Service Casualty Severity
1A
4/24/1997 12:29:50 PM
154 1 Fire Service Taken To
1A
4/24/1997 12:29:50 PM
155 1 Activity At Time of Injury
2A
11/18/1998 10:03:36 AM
156 1 Primary Area of Body
2A
4/24/1997 12:29:50 PM
157 1 Cause of FireFighter Injury
1A
4/24/1997 12:29:50 PM
158 1 Factors Contibuting to Injury
2A
4/24/1997 12:29:50 PM
159 1 Object Involved In Injury
2A
4/24/1997 12:29:50 PM
160 1 Where Injury Occurred
1A
4/24/1997 12:29:50 PM
161 1 Specific Location
2A
4/24/1997 12:29:50 PM
162 1 Vehicle Type
1A
4/24/1997 12:29:50 PM
163 1 Protective Equipment was a Fact
1A
11/20/1998 11:41:45 AM
164 1 Protective Equipment Item
2A
4/24/1997 12:29:50 PM
165 1 Protective Equipment Problem
2A
4/24/1997 12:29:50 PM
166 1 Provider Impression or Assessm
2A
5/1/2001 1:24:17 PM
167 1 Body Site of Injury
1A
4/24/1997 12:29:50 PM
168 1 Injury Type
2A
4/24/1997 12:29:50 PM
169 1 Cause of Illness
2A
4/24/1997 12:29:50 PM
170 1 Initial Arrest Rhythm
1A
4/24/1997 12:29:50 PM
171 1 Initial Level of Provider
1A
11/18/1998 10:08:04 AM
172 1 Highest Level of Provider
1A
11/18/1998 10:08:19 AM
173 1 Patient Status
1A
4/24/1997 12:29:50 PM
174 1 EMS Disposition
1A
11/18/1998 11:03:04 AM
175 1 Apparatus or Resource Type
2A
11/18/1998 10:26:59 AM
176 1 Apparatus Use
1A
4/24/1997 12:29:50 PM
177 1 Apparatus Actions Taken
2A
4/24/1997 12:29:50 PM
178 1 Personnel Actions Taken
2A
4/24/1997 12:29:50 PM
179 1 HazMat Units
2A
11/18/1998 11:18:46 AM
180 1 Container Type
2A
4/24/1997 12:29:50 PM
181 1 Physical State When Released
1A
4/24/1997 12:29:50 PM
182 1 Population Density
1A
4/24/1997 12:29:50 PM
183 1 Area Units
1A
4/24/1997 12:29:50 PM
184 1 HazMat Actions Taken
2A
11/18/1998 11:18:25 AM
185 1 HazMat Release Sequence
1A
11/18/1998 11:19:12 AM
186 1 Cause Of Release
1A
4/24/1997 12:29:50 PM
187 1 Factors Contributing To Release
2A
4/24/1997 12:29:50 PM
188 1 Factors Affecting Mitigation
2A
11/18/1998 11:14:25 AM
189 1 HazMat Disposition
1A
11/18/1998 11:19:30 AM
190 1 Was Mobile Property Involved in
1A
11/18/1998 11:15:34 AM
191 1 Street Type
0A
4/24/1997 12:29:50 PM
192 1 Street Prefix or Suffix
0A
5/1/2001 1:20:37 PM
193 1 Name Prefix
0A
4/24/1997 12:29:50 PM
194 1 Name Suffix
0A
4/24/1997 12:29:50 PM
195 1 North or South Direction
1A
5/1/2001 1:23:18 PM
196 1 East or West Direction
1A
5/1/2001 1:21:20 PM
197 1 Subsection
4A
4/24/1997 12:29:50 PM
198 1 Area Type
1A
4/24/1997 12:29:50 PM
199 1 Wildland Fire Cause
1A
4/24/1997 12:29:50 PM
200 1 Weather Type
2A
4/24/1997 12:29:50 PM
201 1 Wind Direction
1A
4/24/1997 12:29:50 PM
202 1 Fire Danger Rating
1A
4/24/1997 12:29:50 PM
Page 2
CODECATEGORY
5/23/2002
CodeCat
UserGroupIDCodeCatDesc
CodeGenericLength
CodeCatStatus
LastUpdated
203 1 Property Management Ownershi
1A
4/24/1997 12:29:50 PM
204 1 NFDRS Fuel Model
2A
4/24/1997 12:29:50 PM
205 1 Person Responsible For Fire
1A
4/24/1997 12:29:50 PM
206 1 Activity of Person
2A
4/24/1997 12:29:50 PM
207 1 Right of Way Type
3A
4/24/1997 12:29:50 PM
208 1 Relative Position on Slope
1A
4/24/1997 12:29:50 PM
209 1 Aspect
1A
4/24/1997 12:29:50 PM
210 1 DOT Hazard Classification
2A
4/24/1997 12:29:50 PM
211 1 Incident Location Type
1A
11/18/1998 11:05:15 AM
212 1 Human Factors Contributing to I
1A
11/18/1998 10:30:16 AM
213 1 On-Site Material Use
1A
4/24/1997 12:29:50 PM
214 1 Human Factors Contributing to I
1A
11/18/1998 11:10:15 AM
215 1 Location At Time of Incident
1A
4/24/1997 12:29:50 PM
216 1 EMS Procedures Used
2A
4/24/1997 12:29:50 PM
217 1 Safety Equipment Used or Deplo
1A
4/24/1997 12:29:50 PM
218 1 Other EMS Factors
1A
11/20/1998 11:42:41 AM
219 1 Cardiac Arrest
1A
4/24/1997 12:29:50 PM
220 1 Pre-Arrival Arrest Details
1A
11/18/1998 10:12:53 AM
221 1 Pulse on Transfer
1A
11/18/1998 10:15:27 AM
222 1 Relation To Structure
1A
4/24/1997 12:29:50 PM
223 1 Fire Reports Attached
1A
4/24/1997 12:29:50 PM
224 1 Case Status
1A
4/24/1997 12:29:50 PM
225 1 Incendiary Devices - Container
2A
9/8/1998 9:21:29 AM
226 1 Suspected Motivation Factors
2A
4/24/1997 12:29:50 PM
227 1 Apparent Group Involvement
1A
9/8/1998 9:17:15 AM
228 1 Entry Method
2A
4/24/1997 12:29:50 PM
229 1 Incendiary Devices - Delay Devic
2A
9/8/1998 9:20:50 AM
230 1 Other Investigative Information
1A
4/24/1997 12:29:50 PM
231 1 Incendiary Devices - Fuel
2A
9/8/1998 9:44:18 AM
232 1 Property Ownership
1A
4/24/1997 12:29:50 PM
233 1 Extent of Fire Involvement
1A
4/24/1997 12:29:50 PM
234 1 Initial Observations
1A
4/24/1997 12:29:50 PM
235 1 Canine Use
1A
11/18/1998 11:09:14 AM
236 1 Laboratory Used
1A
4/24/1997 12:29:50 PM
237 1 Incident Relationship
2A
11/18/1998 10:48:31 AM
238 1 Association
1A
11/18/1998 10:50:26 AM
239 1 Family Type
1A
4/24/1997 12:29:50 PM
240 1 Motivation or Risk Factors
1A
5/1/2001 1:22:00 PM
241 1 Availability of Material First Ignite
1A
9/8/1998 9:08:43 AM
242 1 Juvenile Disposition
1A
11/18/1998 11:02:22 AM
243 1 Hair Color
1A
11/18/1998 10:58:22 AM
244 1 Eye Color
1A
11/18/1998 10:59:36 AM
245 1 Released Into
1A
4/24/1997 12:29:50 PM
246 1 Fire Cause Categories
1A
4/24/1997 12:29:50 PM
247 1 State Code
2A
1/10/1999 8:52:22 PM
248 1 Meridian
2A
4/24/1997 12:29:50 PM
249 1 Multiple Arson Clearances
1A
11/18/1998 11:01:27 AM
250 1 Fire Confined To Area Of Origin
1A
4/24/1997 12:29:50 PM
251 1 FIPS County Codes
3A
4/24/1997 12:29:50 PM
252 1 Report Output Templates
1A
8/25/2000 2:45:17 PM
Page 3
Appendix __
Step-By-Step Pivot Table
Quick Reference Guide
Step-By-Step Pivot Table
Quick Reference Guide
1. With an existing NFIRS data list file already prepared, select a
cell in the list file.
2. Open the Pivot Table Wizard with the Pivot Table Toolbar or
the Data Menu Option.
3. Accept the default option on Step 1 of the Pivot Table Wizard
(Input Excel List, Output Pivot Table), then select Next.
4. Accept range default in Step 2 of the Pivot Table Wizard (range
determined because you had selected a cell in the NFIRS list
file), then select Next.
5. Select Layout in Step 3 of the Pivot Table Wizard. DO NOT
select Finish until you have completed the Pivot Table Layout
Screen.
6. Drag the NFIRS List buttons to the appropriate place on the
Pivot Table Layout screen. Based on your Analysis Plan, the
dependent variable(s) go on the data section of the layout, and
the independent variable(s) go on the row, column or page
sections of the list. After the Pivot Table Layout is complete,
select OK.
7. You are now returned back to Step 3 of the Pivot Table Wizard,
select Finish.
8. The Pivot Table is now created on a new worksheet in the
existing workbook.
Appendix __
Analysis Plan Format
Sample Analysis Plan
PROBLEM:
Delayed Fire response re: Fire at 1:30 am on July 13,
2000, took 10 minutes to respond. Is this an isolated
problem or a department shortfall?
Dependent Variable(s)
(Data Section )
Response Time
(Arrival – Alarm TM)
- AVG
- %
Independent Variable(s)
(Row, Column, Page Section)
Type of Incident
Time of Day
Year
Shift
Property Type Code
Location (Zip)
Assumptions:
Is there a delay in transferring call from call taker to
time of alarm dispatched?
Were there suppression factors present?
Personnel issues ?
NFIRS PROGRAM MANAGEMENT
Module 5 – Managing NFIRS
MODULE 5
MANAGING NFIRS
Prerequisites
Students are required to meet the following
prerequisites before participating in this module:
Successfully complete the two-day Introduction to
NFIRS Course; or
Successfully complete the Introduction to NFIRS
Self-Study Course; or
Successfully complete an equivalent course offered
through their State NFIRS Program Manager
Terminal Objectives
The students will be able to:
The students will be able to demonstrate an
understanding
of
the
five
functions
(communications, planning, training, operations,
and administration) of managing the National Fire
Incident Reporting System (NFIRS) and their
relationships.
Enabling Objectives
The students will:
Explain the five functions as they relate to
managing an NFIRS program and their
interrelationships.
Develop an NFIRS 5.0 implementation strategy for
their State or community.
Evaluate your jurisdiction’s current NFIRS program
in order to improve the quality.
NFIRS PROGRAM MANAGEMENT
Module 5 – Managing NFIRS
References
Student Manual
Your Student Manual (SM) includes a narrative text for
you to highlight key points for some of the content and
also can be used to make notes. During several of the
units, you will be using your SM as a guide (or map) to
the source documents. The SM will be your primary
reference material once you return to your department.
Page references to the source documents you will be
using throughout the course are included in the SM.
NFIRS Complete Reference Guide
The NFIRS Complete Reference Guide is a line-by-line
guide to the completion of the incident report modules.
The handbook includes all of the code conventions.
NFIRS Data Entry Tool Guide
The NFIRS Data Entry Tool Guide is a guide for the
entry, maintenance, and validation of incidents, as well
as a detailed explanation and steps on how to use each
tool.
NFIRS System Administration Tool Guide
The NFIRS System Administration Tool Guide is a guide
for system administrators setting up and maintenance of
group and users.
NFIRS Configuration Tool Guide
The NFIRS Configuration Tool Guide is a guide for the
setup of user options and local database access.
NFIRS Web-Based Reporting Tool Guide
The NFIRS Web-Based Reporting Tool Guide includes
step-by-step instructions to generate, retrieve, and print
reports from the Web-Based Reporting Tool.
SM MODULE 5-2
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NFIRS System Specification Guide
A Complete reference that contains a complete
description of the NFIRS System processing steps,
implementation considerations, code tables, and
hardware and software considerations.
SM MODULE 5-3
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SM MODULE 5-4
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NFIRS PROGRAM MANAGEMENT RESPONSIBILITIES
Depending upon a number of factors, NFIRS Program Managers
may have different responsibilities. These variations may be
attributed to the size of the State or metro area, the number and type
of resources available for the program, the commitment of reporting
jurisdictions, and the methods of data collection used in the
jurisdiction.
No matter what the circumstances, the same five basic management
functions must be accomplished whether they are done by the
NFIRS Program Manager, accomplished by someone else in the
jurisdiction, or farmed out to another part of the organization. The
functions are:
Communication
Administration
Planning
Training
Operations
We will discuss the management function in this unit.
COMMUNICATION
Communication is a vital skill in any type of management.
Accurate communication can play an important role in the success
of a project, while inaccurate or inadequate communication may
lead to failure. Managing an NFIRS program involves a number of
activities that are part of the communication function.
Communication can be external to your office or internal. The latter
involves communication with groups or individuals inside your
office.
Whether communication is internal or external, your ability to get
the job done depends on your ability to communicate. In fact, 80
percent of being an effective manager relates to communication
skills, not technical skills. Effective communication must be
accurate and be transmitted at the right level.
SM MODULE 5-5
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To help achieve accuracy in both transmission and reception, you
might have someone familiar with NFIRS proofread your letters,
memos, and other communications before they go out. The person
should check for content as well as for spelling and grammar.
You also must ensure that you have said what you mean and that the
other person has understood what you said.
Communication needs to be transmitted at the right level. For
your message to have meaning, it must be written for the level of
the audience. Talking or writing down to someone is as ineffective
as writing above someone's level of knowledge.
Documentation Guidelines
For written documents to be effective, you must have a clearly
defined audience. Ask yourself: who needs to know the
information? Your documents should be complete but with no
extraneous details. A concise two-paragraph memo is easier to read
than a rambling two-page memorandum. Your documents also
should allow for feedback, for instance, "If you have any questions
or suggestions, call me at...."
As you are writing, check your document against the following
items:
SM MODULE 5-6
Has it been proofread for content and grammar?
Is there a clear connection between
ideas/paragraphs/sections?
Does your document state the requested action? What do
you want the reader to do? Be as specific as possible.
Is the internal/external circulation correct?
Are the style and tone appropriate? Sometimes we make
faulty assumptions about people's knowledge, especially if
we've been in the business a long time.
Is the message clear? Grab your readers early with several
key points.
NFIRS PROGRAM MANAGEMENT
Module 5 – Managing NFIRS
External Communication
Groups, Agencies, Organizations
Some of the groups, agencies, and organizations outside your own
office with whom you must communicate include those who collect
and use data, data systems personnel, other NFIRS Program
Managers, the National Fire Information Council (NFIC), and the
United States Fire Administration (USFA). Depending on your
particular situation, there may be others, including the following:
Data collectors
Data users
Other NFIRS managers
Fire chiefs
Media
Legislators
Information partners
Fire service organizations
Communication with these external entities is necessary: to explain
the benefits of the program; to learn more about the overall NFIRS
program by sharing lessons learned; to increase the motivation of
those contributing data to NFIRS; and to standardize the data and
formats as much as possible to make the workload easier and more
effective. Communication also is necessary to search for patterns in
data that may indicate a problem as well as a potential solution, to
provide data, as well as information or analysis of the data, and to
provide technical support.
We can communicate with these external groups through various
means, including Coding bulletins, newsletters, personal visits,
telephone calls, seminars and meetings, and reports and special
studies. In this high-tech age, e-mail and computer bulletin boards
are being used more frequently. The content of this communication
can be information about how the data are collected and turned into
practical information, resolution of coding problems, data
processing policy issues, program successes, and even research or
special studies.
Internal Communication
SM MODULE 5-7
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Groups or individuals inside your office with whom you must
communicate may include data analysts, administrative assistants,
other members of your staff, personnel who enter the data, the State
Fire Marshal, and other managers.
The reasons for communicating with those individuals include the
need to arrive at accurate and complete job descriptions, to set goals
that will mesh with the goals of your program, to increase their
motivation, and to standardize the daily operating procedures. You
may communicate with these groups and individuals within your
office through staff meetings, newsletters, one-on-one meetings,
personnel manuals, and other formal documentation.
Using these methods, you can provide information about what the
person is expected to do and how his/her responsibilities fit into the
big picture of the NFIRS program you are managing. You also can
communicate long-range plans for the office and the program,
standard operating procedures (SOP's), performance reviews with
specific information about how the person could improve his/her
performance, and praise and congratulations for a job well done.
ADMINISTRATION
While the level of responsibility will differ among NFIRS Program
Managers, someone in each jurisdiction must make decisions about
each of the following aspects of administering the NFIRS program:
leadership, budget (equipment acquisition and printing), staffing and
staff supervision, coordination, and scheduling and dissemination of
materials.
Some NFIRS policy determinations that must be made are
SM MODULE 5-8
Will the system be mainframe or PC-based, or a
combination of the two?
How will the data be transmitted/received? (Diskette, email, file transfer protocol (FTP))
What data will be collected?
How often will output reports be generated?
Which output reports will be disseminated automatically?
NFIRS PROGRAM MANAGEMENT
Module 5 – Managing NFIRS
Will output reports be generated on request?
What kind of training will be provided, how often, and by
whom?
Budget
Whether or not you are involved in preparing or implementing the
budget, understanding the budget process is useful. A critical, but
often overlooked, aspect of the budget process is marketing.
Preparing a budget involves more than the equipment, services, and
personnel needed for the NFIRS program. You also must be able to
explain and defend why you need items.
Justification for funding must be done at both the current level (to
include units of service and personnel, as well as other line items)
and for new initiatives that must address line-item budgets for
personnel services (retirement and Social Security), equipment,
printing, postage, travel, contractual services, data processing
charges, and perhaps even operation of automobiles. The key to
good budget preparation is proactive planning. Document your
current costs and make sure that the equipment and services you use
are allocated to your budget.
One aspect to consider when developing or contributing to the
development of a budget might be previous funding levels. If
funding levels have not been developed, you need to start from
scratch. This might be done by estimates based on your best
judgment or you might conduct a needs assessment to determine
costs of individual items involved in the program. Another aspect
you would have to consider is anticipated growth. Contacting
another NFIRS Program Manager may be useful. Of course, if a
program has been mandated, it tends to be justified more easily.
When seeking to acquire equipment, you would investigate whether
or not it is available through an existing government contract. If so,
the cost can be from 25 to 60 percent less than over-the-counter
purchasing. If it is unavailable through a government contract, you
might have to develop individual specifications for the procurement
officer. This will take much longer.
SM MODULE 5-9
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SM MODULE 5-10
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Activity 5.1
Financial Support
Purpose
Provide the instruction, tools and necessary skills to justify additional budget support for the
upcoming year.
Directions
1.
You will work in groups of four to develop a budget request for additional NFIRS
Introduction training funds.
2.
The following table provides some useful statistics that can be used to justify the
budget request.
Year
2000
2001
2002
2003
2004
2005
Reporting Departments
125
200
140
212
130
225
Trainings
12
19
13
20
13
22
Discussion
1.
What is the relationship between the number of training sessions and the total number
departments reporting for that year?
2.
Given that there are 250 departments in the state, how many sessions would be required
to achieve a maximum participation level?
3.
Why does training increase departmental participation?
4.
Select a graphic technique that clearly shows the relationship between training sessions
and number of reporting departments
SM MODULE 5-11
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SM MODULE 5-12
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Staff Supervision
You cannot manage NFIRS in a vacuum. The viability of the
system depends on a committed staff. Setting goals and objectives,
a crucial aspect of management, is best done when the employee
can work with you during the process. This is often called
"participative management." While this type of management
involves a lot of time and energy by the manager, it can be the most
fruitful over the long term.
The goals you set with an employee must be both realistic and
attainable. If your employees are in a union, it is imperative that
you know the terms of the contract and work within them at all
times. Management personnel must know the merit, compensation,
and personnel rules or whatever rules govern this group of
employees.
Monitoring Performance
Effective supervision and monitoring of performance are based on
an accurate and realistic job description that includes all the
required duties and specifies the levels of accountability and
supervision.
Quarterly reviews often are done to provide feedback to the
employee. It is better to catch a problem in the making than to wait
until it becomes a crisis at an annual evaluation. Positive feedback
is needed, and criticism should be constructive. Too many times the
relationship between staff and supervisors is adversarial, so change
it! Remember, too, that supervisors need positive feedback.
Performance evaluations might be different when the employee is
probationary, already certified, or union contract versus
management/ merit compensation.
Motivation
Attitudes are contagious. It makes sense to keep your attitude
positive, since a negative attitude can permeate a section or an entire
organization quickly. Staff development and training are necessary
for employees to feel "pride in ownership" of the program.
Professionalism at all levels of the NFIRS program ensures a
SM MODULE 5-13
NFIRS PROGRAM MANAGEMENT
Module 5 – Managing NFIRS
comfort zone in their performance levels, and changes "just a job"
into a "position."
Staffing Levels
In times of fiscal constraint, staffing levels are sometimes difficult.
One question that needs to be considered is whether the proposed
headcount has been approved. If so, at what grade or level can the
individual be started? Justification for the positions must be written,
and the interview process must be completed.
Coordination
Internal and external coordination is a necessity. For instance,
coordination with the data processing personnel who process the
numbers (if your staff does not do so) is crucial. They must
understand your requirements and you need to be aware of their
limitations in time or capabilities to plan an appropriate workload.
Interaction with other divisions and feedback among divisions are
essential to complete agency or organizational goals. You can
provide other divisions with ancillary information from NFIRS data.
Also, you must coordinate your actions with other fire service
organizations to develop support for NFIRS and to provide feedback
to their organization. Ad hoc support often can be provided in the
development and updating of the program.
Scheduling and Dissemination of Materials
As an NFIRS Program Manager, scheduling is one of your most
important administrative tasks. You will need to schedule such
activities as training sessions, data processing time, and report
generation and dissemination. Scheduling can be crucial at certain
times within a budget cycle.
PLANNING
Planning is the process of setting objectives and determining in
advance who, what, where, when, and how those objectives will be
met. Planning is a dynamic process in which you must adapt to
ongoing changes in the organization and provide flexibility needed
to meet objectives.
SM MODULE 5-14
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Reasons for planning include the following.
To achieve your organizational mission.
To give the organization direction.
To provide a blueprint for management.
To provide measures for evaluating progress.
To provide a shared goal which leads to cohesion within the
program?
Future Assumptions
You must consider future implications when managing your
program. Since planning prepares the organization for the future,
many decisions are based on assumptions about the future, realistic
as well as pie-in-the-sky judgments. The future of computers and
technology is changing all the time. Environmental scanning is one
of many techniques that provide guidance about the future. It is a
process of looking at economic, technological, social, and political
information inside and outside the organization. It is a scholarly
word for keeping your eyes and ears open to changes that may
affect the NFIRS program. It is important not to limit yourself to
examining changes in the fire service or management information
fields only. Sometimes changes outside your field may have a
profound effect on the future of your program.
Needs assessment is a technique used to identify and define the
problems or needs that must be addressed. To start a needs
assessment, you must determine which problems you are going to
address. You then must make sure you are working with a root
problem instead of a symptomatic problem. A root problem is the
origin of the dysfunction, while a symptomatic problem is the
indication of the existence of an underlying problem. For example,
submitting incomplete or inaccurate data may be the symptom of
the root problem of a lack of motivation.
Following are the steps in needs assessment:
SM MODULE 5-15
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Defining the focus of the study (looking at the entire
organization or a unit within the organization).
Collecting all existing data and information, both objective
and subjective.
Generating data by using focused interviews, surveys, and
other research techniques.
Organizing data for ease of analysis.
Analyzing information by comparing and contrasting data to
identify trends and patterns in information.
Interpreting data by translating results into useful
information and then relating the results to the needs of the
target group.
Determining actions once problems are identified and
planning what can be done to solve the problems.
Setting priorities and deciding which need is most critical,
while remembering to schedule the steps to take to address
the most critical problems first.
Action Planning
There are eight steps for action planning.
SM MODULE 5-16
1)
Identify the problem through needs assessment or other
techniques.
2)
Set goals that are clear yet broad statements that describe
general outcomes (generally determined at the top of the
organization).
3)
Determine objectives that are clear, concise, time-specific,
and measurable statements that lead to accomplishment of
the goals. People responsible for achieving the objectives
must have input into setting them.
4)
Identify evaluation criteria to measure the results of your
planning.
NFIRS PROGRAM MANAGEMENT
Module 5 – Managing NFIRS
5)
Identify proposed alternatives.
6)
Estimate the cost of each alternative in terms of time,
money, and morale.
7)
Estimate the effectiveness of each alternative.
8)
Select the alternative to be used.
One of the most important, and often overlooked, steps is feedback
on how the alternative you have chosen is working. As stated
before, planning is a dynamic process. Continually evaluating the
alternatives and checking to see if the chosen alternative is working;
taking in new information; and modifying your plan to meet
changing circumstances are critical for success.
SM MODULE 5-17
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SM MODULE 5-18
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Module 5 – Managing NFIRS
Activity 5.2
Individual Action Plan
Purpose
To create an action plan and a follow-up status report to:
Ensure that you apply knowledge you have learned during this course;
Help us build a repository of case study information that will be kept at the USFA and may
be helpful to new NFIRS Program Managers; and
Help USFA and NFA judge the usefulness and applicability of the information in the
NFIRS Program Management course.
Directions
1.
Review the NFIRS PM worksheet that you completed in Unit 1 and select an NFIRSrelated problem or an area in which you would like to improve where you work. To
succeed, it is crucial to pick an area or problem over which you have the control to
exercise change.
Pick a problem that is small enough, simple enough, and reasonable enough that
you have a high probability of solving it. However, what you choose to address
should not be trivial.
Choose an important area or problem of reasonable scope and magnitude so that
you can solve it without spending every waking moment over the next few months
struggling with it.
2.
You will develop your Individual Action Plan (IAP) in class and implement it when you
return to work. Keep track of your progress, the hurdles you faced, and how you
overcame them.
3.
Your instructor will approve your IAP on the agreement sheet and the USFA will keep a
copy. Please leave enough time for your instructor to review your work in class.
4.
90 days after the end of the course, you will submit a brief Status Report to the USFA
that contains the following information:
Background and description of your problem or area of improvement (draft is done
in class).
Identification of the people and/or organizations that might help or hinder your
efforts (draft is done in class).
SM MODULE 5-19
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Action plan for accomplishing the tasks to address the problem or area of
improvement (draft is done in class).
Status of the action plan (can be developed largely by answering the questions
below).
>
>
>
>
>
>
What tasks did you accomplish?
What factors helped you to complete those tasks?
What tasks were you not able to accomplish?
Why did that occur?
What would you do next time to relieve those blocks to your progress?
What is the next step or have you completed the action?
5.
This is not a research report; it is merely a brief documentation of an improvement you
want to make regarding NFIRS as well as your progress toward that end.
6.
The solution you implement does not need to be successful for your Status Report to be
a success. If you learn something concrete from the failure, and can explain why it
failed, the Status Report will be a success.
7.
If the solution requires more than 90 days to evaluate the results fully, report on the state
of results available at the time of the report.
8.
Style standards.
9.
The IAP Status Report should be three to five, double-spaced, typed pages.
Number the pages at the bottom.
Use the IAP Cover Sheet that follows as the cover page, or design your own as
long as it contains all of the necessary information.
Make sure the Report contains clear and grammatically correct writing.
Evaluation criteria for the Status Report.
10.
Topic/Project identified clearly.
Action Plan addresses goal, objectives, and tasks.
All tasks and activities are documented.
Clear summary of lessons learned.
Be prepared to discuss your plan during the course wrap up.
SM MODULE 5-20
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Individual Action Plan Agreement
NFIRS Program Management
Name:
Phone:
Date of Class:
Due Date:
1.
One-sentence description of the area/problem you have decided to address.
2.
List the people and/or organizations that might help or hinder your efforts.
3.
Write a goal statement to address the problem.
4.
List three objectives that will help you meet the goal.
I will submit my Status Report regarding this Individual Action Plan to USFA by the due date
indicated above.
Student signature
I approve this Individual Action Plan.
Instructor signature
SM MODULE 5-21
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Individual Action Plan Cover Sheet
NFIRS Program Management
Date of Class:
Due Date:
Name:
Organization:
Address:
Phone:
E-mail:
I.
Background and description of the area/problem you have decided to address.
II.
Analysis of people and/or organizations who might help or hinder your efforts.
III.
Action Plan.
IV.
Status Report.
As noted during class, USFA is collecting these Status Reports for use by other NFIRS Program
Managers. USFA will send out copies of Status Reports that may be helpful, if requested. Please
initial one of the following statements regarding the use of your name and address with reprints of
your Status Report.
Please do not keep (or use) my name or address with this Status Report.
I give permission for you to keep (and use) my name and address with this Status
Report.
Send Action Plan to:
Mark Whitney
United States Fire Administration
16825 S. Seton Avenue
Emmitsburg, MD 21727
mark.whitney@dhs.gov
SM MODULE 5-22
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TRAINING
Training is a continual process that occurs during everyday
activities as well as in a formal training setting. Training is
necessary to ensure accurate and timely reporting of the data,
understand the logic of NFIRS, and check for consistency--quality
control or quality assurance. Training also can answer questions
about the accuracy of the scenario depicted by the "incident
package," including
Incident form
Casualty forms (civilian and firefighter)
Haz Mat form
Narrative description of the incident
As an NFIRS Program Manager, you must realize that the NFIRS
report form and narrative are legal documents. The NFIRS form
does not replace the narrative, and the latter should not be destroyed
until a specified length of time has elapsed.
No one likes paperwork. Errors in reporting only create more
paperwork. However, it is better to control for errors up front
through training and communication than to react to errors found
later. Checking and editing are better when done subjectively by
someone not at the scene who is well trained and informed about
NFIRS.
While training can solve a lot of problems, too often managers
assume that training is always the solution to any problem. Use the
needs assessment discussed earlier to determine if training is really
the problem.
For instance, an NFIRS Program Manager is receiving incomplete
data that are weeks late. The program manager believes training is
the solution to the problem and sets up a training class for the entire
department. After spending time and money on the training, the
data still are coming in late and are inaccurate. After interviewing
several of the firefighters, it turns out that the problem is that the
fire chief does not think NFIRS is important and is always assigning
the firefighters to other tasks.
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Types of Program Training
In this section, we will discuss three types of training: orientation,
initial, and refresher.
Orientation training has the following goals.
To help fire departments or new employees get their
bearings so they can function effectively
To provide a resource to new fire departments or employees
that will assist them in accomplishing tasks
To reinforce positive feelings about the job (i.e., that they
are important, part of a team, part of a well-organized effort)
Components of a successful orientation to the NFIRS organization
include the purpose and goals of the program, procedures/issues, a
welcome/ teambuilding, and motivation for continued participation.
Components of an orientation to a particular job include specific
responsibilities of the position as well as the levels of authority and
accountability involved. Also included in a job-specific orientation
are limits on what action(s) an employee can take without explicit
direction, the immediate supervisor's expectations, reporting
procedures and times, work schedules, and the roles and
responsibilities of other team members. Tools and resources
available,
policies,
recordkeeping,
evaluation/performance
appraisal, career development opportunities, and methods of
reporting and communicating are other important elements in this
type of orientation. Since feedback about job performance is so
important in supervising and motivating employees, the NFIRS
Program Manager should explain how feedback is given.
Remember, orientation should be the first step in an ongoing
communication about NFIRS or the job in your NFIRS office.
Once orientation has been provided, there is still a need for regular
information and policy updates, recognition and regular evaluation,
and the opportunity for fire departments to provide feedback about
policy and procedures.
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Initial Training
Training should develop or upgrade skills, knowledge, and attitudes
to enhance operations of the NFIRS program. There is an important
correlation between training and effectiveness of the organization in
accomplishing its goals as well as continued support from fire
departments.
Whether the initial training is for a new fire department or
employee, training classes should use lesson plans, audiovisuals,
and training aids; employ fully qualified instructors; and encourage
practice of lessons learned. Training also includes evaluation,
whether this is done through examinations or criteria-based
activities. As the technology becomes widely accessible, interactive
video and computer courses will make training less dependent on an
instructor and typical classroom setting.
Training programs must be planned in advance to ensure that a
potential shortfall in work force has been addressed. They also
must be worked into ongoing activities and accomplished on a daily
basis by the fire service and other government agencies.
Refresher Training/Program Reinforcement
Once orientation has been provided and fire departments have
received their initial training, there is still a need to provide them
with regular information, policy updates, recognition of their efforts,
and regular evaluation of their skills.
Training records should reflect the courses completed, the date(s)
and number of hours, results of any tests or examinations, and the
dates on which refresher training was conducted. These records
should be updated periodically to provide a historical record.
Media Support for Training
Fire service personnel (and adults in general) tend to be hands-on,
visually oriented learners. Be sure to include many "see and do"
combinations for longer retention of skills learned and to introduce
relevancy. Ensure that you provide "practical" information. "If it
isn't used, we don't need it" is a prevalent attitude.
For further information about training, consider such NFA courses
as Fire Service Course Development and Challenges for Local
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Training Officers, use the International Fire Service Training
Association (IFSTA) Fire Service Instructor course or read resource
books on adult instruction and learning theory.
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Activity 5.3
Meeting Your Training Needs
Purpose
Identify a specific training need by examination of your NFIRS data. The training need can be in
the area of public education for prevention purposes, high risk but infrequent operations and
procedures, targeted department training on NFIRS data collection and entry, etc.
Directions
1.
Using the “Incident Summary” analysis tool, evaluate your data to detect a pattern or
trend in the outcome (loss) or data quality areas.
2.
Select one area of interest where the benefits of intervention can be measured with a 6
month period.
3.
Determine the appropriate type of training necessary to correct this need (orientation,
regular, refresher).
4.
Determine the training methodology (classroom instruction, handout, video/web-based).
5.
Prepare an Action Plan to accomplish this training project.
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OPERATING THE SYSTEM
Operating the NFIRS program should result in a department's ability
to use data in the decision-making process successfully. Operating
the NFIRS incorporates the areas that already have been discussed
(Administration, Planning, Training, and Communication).
Operating the system also includes the hardware and software for
the data collection effort.
The USFA developed a series of tools for States to manage their
system. This material will be covered in a later unit. In certain
cases States may make this software available for local use, with the
State providing technical support to departments which use the
program. Both the USFA and the NFIC recommend that fire
departments use a software package that is approved by the USFA.
You can go to the vendor certification area on the NFIRS Web site
to get the latest information on approved vendors. It also may be
possible to visit specific sites from there.
Which System is Right for You?
Operating the NFIRS requires these decisions to be made.
Will the system be networked or standalone PC-based, or a
combination of the two?
What software will be used?
How will the data be transmitted/received? (Diskette, email, FTP).
What data will be collected?
How often will output reports be generated?
Which output reports will be disseminated automatically?
Will output reports be generated on request?
What kind of training will be provided, how often, and by
whom?
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ETHICAL ISSUES
Ethical Considerations
As the NFIRS Program Manager, it is your responsibility to ensure
that data are used ethically and properly. Make every attempt to
ensure that data are used in a way that will not change or twist the
truth.
It is important that your application of the data analysis is proper
and direct. It is equally important in the display of data through
charts, graphs, and other visuals. Be sure that you are able to
document sources of your data and that you adjust the data for
changes in values, inflation, population, and other items. Always
attempt to compare similar items. Try to ensure that you use similar
data on:
Population (projected versus actual)
Value (current versus projected, actual value versus tax
value)
Costs (purchase versus replacement)
Losses (current versus inflation)
Incidents (volume versus rates)
This is as important to your professional credibility as it is to the
credibility of the program. Make every effort to check and to
validate your data before you display, or report, the information.
Why "Good" Managers Make Bad Ethical Choices
Why do managers do things that ultimately inflict great harm on
their agencies, themselves, and people on whose patronage or
tolerance their organizations depend? Examples in each day's
newspaper supply ample evidence of the motivations and instincts
that underlie official misconduct in both the public and private
sector. Although the particulars may vary, the motivating beliefs
are pretty much the same. We may examine these in the context of
the organization, but we know that these feelings are prevalent
throughout society; we find them wherever we go because we take
them with us.
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When we look more closely at the specific situations, we can
delineate four commonly held rationalizations that can lead to
misconduct:
1)
A belief that the activity is within reasonable ethical and
legal limits--that is, that it is not "really" illegal or immoral
2)
A belief that the activity is in the individual's or the agency's
best interests--that the individual would somehow be
expected to undertake the activity
3)
A belief that the activity is "safe" because it will never be
found out or publicized; the classic crime-and-punishment
issue of discovery
4)
A belief that because the activity helps the agency--senior
management will condone it and even protect the person
who engages in it
The idea that an action is not really wrong is an old issue. How far
is too far? Exactly where is the line between smart and too smart?
Between sharp and shady? Between maximizing resources and
illegal conduct? The issue is complex; it involves interplay between
top management's goals and middle managers' efforts to interpret
those aims.
Put enough people in an ambiguous, ill-defined situation, and some
will conclude that whatever isn't labeled specifically wrong must be
okay--especially if they are rewarded for certain acts.
Top executives seldom ask their subordinates to do things that both
of them know are against the law or imprudent. Agency leaders
sometimes leave things unsaid or give the impression that there are
things they don't want to know about. In other words, they can
seem, whether deliberately or otherwise, to be distancing
themselves from their tactical decisions in order to keep their own
hands clean if things go awry (plausible deniability). Often they
lure ambitious lower-level managers by implying that rich rewards
await those who can produce certain results--and that the methods
for achieving them will not be examined too closely.
How can managers avoid crossing a line that is seldom precise?
Unfortunately, most know that they have overstepped it only when
they have gone too far. They have no reliable guidelines about what
will be overlooked or tolerated or what will be condemned or
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attacked. When managers must operate in murky borderlands, their
most reasonable guideline is an old principle: when in doubt, don't.
The difference between becoming a success and becoming a statistic
lies in knowledge--including self-knowledge--not daring. Contrary
to popular mythology, managers are not paid to take risks; they are
paid to know which risks are worth taking.
All managers risk giving too much because of what their
organizations demand from them. But the same superiors who
keep pressuring you to do more, or do it better, or faster, or less
expensively, will turn on you should you cross that fuzzy line
between right and wrong. They will blame you for exceeding
instructions or for ignoring their warnings. The smartest managers
already know that the best answer to the question, "How far is too
far?" is don't try to find out.
Ethics and Decision-making
Decisions may pose ethical dilemmas whenever profit or personal
gain might reasonably cause harm or loss for another. Laura Nash
of the Harvard Business School lists the following 12 questions
managers should ask when making decisions:
1)
2)
3)
4)
5)
6)
7)
8)
9)
10)
11)
12)
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Have you defined the problem accurately?
How would you define the problem if you stood on the other
side of the fence?
How did this situation occur in the first place?
To whom and to what do you give your loyalty as a person
and as a member of the corporation?
What is your intention in making this decision?
How does this intention compare with the probable results?
Whom could your decision or action injure?
Can you discuss the problem with the affected parties before
you make your decision?
Are you confident that your position will be as valid over a
long period of time as it seems now?
Could you disclose without qualm your decision or action to
your boss, your CEO, the board of directors, your family,
society as a whole?
What is the symbolic potential of your action if understood?
If misunderstood?
Under what conditions would you allow exceptions to your
stand?
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You can’t readily answer any of these questions with black and
white pronouncements: there are too many gray areas and the issues
are complex. Managers can’t always know with certainty what
might result from their decisions since each case may carry
unforeseen ramifications. But discussing Nash’s list of questions in
a management-development session will certainly provide managers
and executives with a spirited educational experience.
Source: An exhibit from “Ethics Without the Sermon” by Laura L. Nash
(Harvard Business Review, November-December 1981). As used in Herb
Genfan, “Formalizing Business Ethics,” Training and Development Journal,
November 1987.
Turning to the second reason why people take risks that get their
organizations into trouble, believing that ethical conduct is in a
person's or organization's best interests nearly always results from a
parochial view of what those interests are.
Ambitious managers look for ways to attract favorable attention,
something to distinguish them from other people. So they try to
outperform their peers. Some may see that it is not difficult to look
remarkably good in the short run by avoiding things that pay off
only in the long run. For example, you can skimp on maintenance
or training or customer service, and you can get away with it--for a
while.
The sad truth is that many managers have been promoted on the
basis of "great" results obtained in just those ways, leaving
unfortunate successors to inherit the inevitable whirlwind. Since
this is not necessarily a just world, the problems that such people
create are not always traced back to them. Organizations cannot
afford to be hoodwinked in this way. They must be concerned with
more than just results. They have to look very hard at how results
are obtained.
This brings up another dilemma: management quite naturally hopes
that any of its borderline actions will be overlooked or at least
interpreted charitably if noticed.
The third reason why a risk is taken, believing that one can probably
get away with it, is perhaps the most difficult to deal with because it
is often true. A great deal of proscribed behavior escapes detection.
We know that conscience alone does not deter everyone.
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How can we deter wrongdoing that is unlikely to be detected?
Make it more likely to be detected. The most effective deterrent is
not to increase the severity of punishment for those caught but to
heighten the perceived probability of being caught in the first place.
A trespass detected should not be dealt with discreetly. Managers
should announce the misconduct and how the individuals involved
were punished. Since the main deterrent to illegal or unethical
behavior is the perceived probability of detection, managers should
make an example of people who are detected.
Let's look at the fourth reason why agency misconduct tends to
occur, a belief that the organization will condone actions that are
taken in its interest and will even protect the managers responsible.
The question we have to deal with here is: How do we keep agency
loyalty from going berserk?
Top management has a responsibility to exert a moral force within
the organization. Senior executives are responsible for drawing the
line between loyalty to the agency and action against the laws and
values of the society in which the agency must operate. Further,
because the line can be obscured in the heat of the moment, the line
has to be drawn well short of where reasonable men and women
could suspect their rights had been violated. The organization has
to react long before a prosecutor, for instance, would have a strong
enough case to seek an indictment.
Executives have a right to expect loyalty from employees, against
antagonists and detractors, but not loyalty against the law, or against
common morality, or against society itself. Managers must warn
employees that a disservice to customers, and especially to innocent
bystanders, cannot be a service to the organization. Finally, and
most important of all, managers must stress that excuses of agency
loyalty will not be accepted for acts that place its good name in
jeopardy.
The most extreme examples of agency misconduct were due, in
hindsight, to managerial failures. In the end, it is up to top
management to send a clear and pragmatic message to all
employees that good ethics is still, the foundation of good service.
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LEGAL CONSIDERATIONS
Confidentiality and Accessibility of Public Records
Privacy is the most comprehensive of all rights and the most
cherished by citizens of a free nation.
- Justice Louis Brandeis, 1928
A people who mean to be their own Governours, must arm
themselves with the power to which knowledge gives.
- James Madison, 1822
Americans are increasingly concerned about the privacy of personal
data--yet we demand more and more information for public
decision-making. This chapter explores the seeming conflicts
between privacy and data access, an issue of concern to
governmental agencies collecting the data, research organizations
using the data, and individuals providing the data.
Reading the Brandeis and Madison quotations above in conjunction
with one another reveals a basic tension in the stewardship of
governmental statistical agencies. Such agencies seek, on one hand,
to ensure private lives for the citizenry. On the other hand, they
seek to provide the data on which public policies are based. Yet,
because of concerns about data confidentiality, there is a large,
unmet need for greater access to data. Data users, whether in
government agencies, academe, trade associations, businesses,
market research organizations, political interest groups, or the
media, have persistently asked for increased access to data.
How can governmental statistical agencies serve data users better by
providing more access to useful data, and at the same time, serve
data providers by better ensuring privacy and confidentiality? What
principles must guide their actions? What are the key problems?
Because facts are the lifeblood of a free society, answers to these
questions concern many people. In particular, they are of concern to
data users and data providers.
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Key Definitions
A lack of general agreement on terminology has caused some
confusion in discussions of the issues involved in data protection
and data access. The following definitions for certain key terms
may prove to be helpful.
Data Subjects and Data Providers
Data subjects are persons, households, or organizations for which
data are obtained and presented in statistical form. The data
subjects are not always the data providers, however. One person
in a household may respond to a survey questionnaire that asks for
information about all members of that household. Data providers
are often called respondents.
When respondents provide
information for data subjects other than themselves, they are called
proxy respondents.
Informational Privacy
Privacy has multiple definitions, depending on what aspect of this
broad concept is being stressed.
Informational privacy
encompasses an individual's freedom from excessive intrusion in the
quest for information and an individual's ability to choose the extent
and circumstances under which his or her beliefs, behaviors,
opinions, and attitudes will be shared with or withheld from others.
Confidentiality and Data Protection
Confidentiality refers broadly to a quality or condition accorded to
information as an obligation not to transmit that information to an
unauthorized party. This has implications that range over religious
confessionals, national security, private business "whistle-blowing,"
and disclosures of crimes. Our concern is, more narrowly, with the
promises, explicit or implicit, made to a data provider by a data
gatherer regarding the extent to which the data provided will allow
others to gain specific information about the data provider or data
subject. Confidentiality has meaning only when the promises made
to a data provider can be delivered, that is, the data gatherer must
have the will, technical ability, and moral and legal authority to
protect the data.
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Our definition of confidential data is consistent with the position of
the President's Commission on Federal Statistics (1971:222):
Confidential should mean that dissemination of data in a manner
that would allow public identification of the respondent or would in
any way be harmful to him is prohibited and that the data are
immune from legal process.
Data protection refers to the set of privacy-motivated policies and
procedures that ensure minimal intrusion by data collection and
maintenance of data confidentiality. The term is generally used in
the context of protecting personal information. Unlike privacy,
however, which is an individual right, confidentiality is not
restricted to data on individuals and if often extended to data on
organizations.
Informed Consent and Notification
Informed consent and notification are related, but distinct, ethical
and legal concepts. From our perspective, informed consent refers
to a person's agreement to allow personal data to be provided for
research and statistical purposes. Agreement is based on full
exposure of the facts the person needs to make the decision
intelligently, including any risks involved and alternatives to
provided the data.
Informed consent describes a condition
appropriate only when data providers have a clear choice. They
must not be, nor perceive themselves to be, subject to penalties for
failure to provide the data sought.
Notification also involves a condition of data provision under full
exposure of pertinent facts. Unlike informed consent, however, the
elements of choice and agreement are absent. Notification is the
more appropriate concept when data provision for stated purposes is
mandatory, as it is in the decennial census of population.
Disclosure
Disclosure relates to inappropriate attribution of information to data
subject, whether an individual or an organization. Disclosure occurs
when a data subject is identified from a released file (identity
disclosure), sensitive information about a data subject is revealed
through the released file (attribute disclosure), or the released data
make it possible to determine the value of some characteristic of an
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individual more accurately than otherwise would have been possible
(inferential disclosure).
Administrative and Statistical Data
One purpose of data collection concerns a course of action that
affects a particular person or business. The purpose can be
regulatory, administrative, legislative, or judicial.
Examples
include: tax audits of a person, couple, or corporation; a criminal
investigation into a report of arson; license renewal for a liquor
store; and determination of welfare benefits. We refer to these
purposes generically as administrative.
Another purpose of collecting data is to generate an aggregate
description of a group of persons or businesses. No direct action is
taken for or against a specific individual or business, although as a
result of the information, policy changes based on such information
could result in benefits or costs to persons or business. Examples
include development of a formula for determining which tax returns
should be audited, investigating geographical patterns of arson in a
large city, and researching the relationship between the incidence of
liquor law violations by stores and store characteristics of how the
duration of welfare benefits varies with the educational level of the
recipient. We refer to these purposes generically as statistical.
Consistent with the distinction between administrative and statistical
data, the Privacy Act of 1974 (PL 93-579) defines a statistical
record to be
…a record in a system of records maintained by statistical
research or reporting purposes only and not used in whole
or in part in making any determination about an
identifiable individual, except as provided by Section 9
(which authorizes certain kinds of data access, including
for research activities by the Bureau of Census) of Title
13.
Laws protecting the confidentiality of public records vary markedly
from State to State. In some States there are little or no statutory
requirements for government agencies to protect the confidentiality
of individuals identified in public records. Other States' statutes
protect some or many types of information that is held by
government agencies.
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It is beyond the scope of this course to provide specific statutory
guidance or legal advice concerning the collection, use and
disclosure of information; to delineate the circumstances in which
disclosure is permissible; or to make determination as to which
audiences disclosure is appropriate. Instead, this course will
examine the issues surrounding public records in a more general
context. Where specific statutory citations are provided, these
should not be relied upon for any legal purpose. Any statutes cited
are provided strictly as a reference.
POLICIES AND PROCEDURES
The following are sample policies and procedures that can be
adapted for use in your department:
Appendix A – Freedom of Information Act
Appendix B – Public Records Retention Schedule
SUMMARY
No matter who has the responsibility in your State or metro area,
someone must make the following decisions about the NFIRS
program:
Planning
Policy development
Training
Staff supervision and motivation
Resource use
In this unit, we have discussed briefly the five management
functions: communication, administration, planning, training, and
operations. We also pointed out that management skills can be
learned and improved with practice.
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APPENDIX A
THE FREEDOM OF INFORMATION ACT
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THE FREEDOM OF INFORMATION ACT
The Freedom of Information Act (FOIA) was enacted by Congress in 1966 to give the public
access to information held by the Federal government. The Act gives any person the right to
request and receive any document, file or other record in the possession of any agency of the
Federal government, subject to exceptions. The Act does not require the government to create
documents in response to your request, but simply to provide documents that already exist. While
the Federal Act does not apply to State governments, each State has its own laws governing
disclosure of records held by State and local government bodies.
The Nine Exemptions
If the agency withholds some or all of the records you seek it must do so under one or more of the
nine exemptions listed below. You may challenge an agency's decision to withhold the records by
appealing any denial. In some cases, you may also ask the agency to use its discretion to release
the records even if the records are covered by an exemption.
(1) National Security
The documents exempt under this section are those that are properly classified pursuant to a
Presidential Executive Order. If you are requesting a document which the agency tells you is
classified, you may want to ask that the reasons for classification be re-examined, as the agency
may determine there is no longer a need for secrecy, at least as to some parts of the records in
question.
(2) Internal Agency Rules
This exemption protects rules and practices of agency personnel that are "predominantly internal"
in nature and, where disclosure serves no substantial public interest and significantly risks
circumvention of agency regulations or statutes. Thus, minor employee matters such as employee
parking and cafeteria regulations are exempt.
(3) Information Exempted by Another Federal Statute
This exemption honors mandatory nondisclosure provisions in other laws.
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(4) Trade Secrets
Agencies withhold trade secrets or confidential commercial or financial information. This
exemption is often invoked by the EPA, FDA and other regulatory agencies which receive
information from companies. Information which can be proven to be a trade secret is absolutely
protected. For commercial or financial information, the government must prove that the
information is not customarily disclosed to the public by the company and hat its disclosure would
be likely either to impair the agency's ability to obtain information in the future or to cause
substantial competitive injury to the submitter. Confidential or financial information that
companies give voluntarily to the government may be exempt, whether or not the government
could compel submission of the information.
(5) Internal Agency Memoranda
This exemption protects information about an agency's decision-making process. Thus, advice
and recommendations involving a "deliberative process" on legal and policy matters may be
withheld, but the segregable, factual portions of documents should be disclosed. Preliminary
drafts and unfinished reports may be withheld, but final decisions and memos on which they are
based generally must be disclosed. Thus, a memo from a staff person to a supervisor
recommending that a particular policy be established would be exempt from disclosure. But the
factual portions of this memo would not be exempt unless they reveal the deliberative decisionmaking process of the agency.
(6) Personal Privacy
This exemption involves a balancing of the public's interest in disclosure against the degree of
invasion of privacy which would result from disclosure. If the request involves this exemption, a
brief explanation of the public benefits from disclosure, particularly how disclosure sheds light on
government activities should be provided, so that it can be determined whether any invasion of
privacy resulting from disclosure would be "clearly unwarranted."
(7) Investigatory Records
This exemption protects information compiled for law enforcement purposes which could
reasonably be expected to interfere with enforcement proceedings, to identify a confidential
source, to disclose techniques and procedures for law enforcement investigations or to invade
personal privacy.
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(8) & (9) Other Exemptions
These are two special-interest exemptions relating to banking and oil well information and they
are not relevant to most FOIA requests.
Withholding Records
If an agency withholds records based on one of these nine exemptions, it must (1) release portions
of the records that are not exempt and that can be separated from the exempt portions; (2) indicate
where the withheld portions appear on the records; and (3) if records are withheld in their entirely,
provide a reasonable estimate of the amount of information that is being withheld, unless giving
an estimate would harm an interest protected by the exemption invoked. Under certain
circumstances an agency may state that it has no records subject to a request, even though it does
in fact have some relevant records. For example, under exemption 1 (national security), the
government can refuse to acknowledge the existence of classified records if the mere existence of
records is classified. Under exemption 7 (investigatory records) where a subject is not aware of a
criminal investigation and disclosure could interfere with law enforcement proceedings, the
government can refuse to state whether such records exist.
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APPENDIX B
SAMPLE PUBLIC RECORDS
RETENTION SCHEDULE
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Local Schedule PS
Retention Schedule for Records of Public Safety
Agencies
Effective October 20, 1997
This schedule establishes mandatory minimum retention periods for the records listed. No
local government office may dispose of a record listed in this schedule prior to the expiration
of its retention period. A records control schedule of a local government may not set a
retention period for a record that is less than that established for the record on this
schedule. The originals of records listed in this schedule may be disposed of prior to the
expiration of the stated minimum retention period if they have been microfilmed or
electronically stored pursuant to the provisions of the Local Government Code, Chapter 204
or Chapter 205, as applicable, and rules of the Texas State Library and Archives
Commission adopted under authority of those chapters. Actual disposal of such records by a
local government or an elective county office is subject to the policies and procedures of its
records management program.
Destruction of local government records contrary to the provisions of the Local Government
Records Act of 1989 and administrative rules adopted under its authority, including this schedule,
is a Class A misdemeanor and, under certain circumstances, a third degree felony (Penal Code,
Section 37.10). Anyone destroying local government records without legal authorization may also
be subject to criminal penalties and fines under the Open Records Act (Government Code,
Chapter 552).
Introduction
The Government Code, Section 441.158, provides that the Texas State Library and Archives
Commission shall issue records retention schedules for each type of local government, including a
schedule for records common to all types of local government. The law provides further that each
schedule must state the retention period prescribed by federal or state law, rule of court, or
regulation for a record for which a period is prescribed; and prescribe retention periods for all
other records, which periods have the same effect as if prescribed by law after the records
retention schedule is adopted as a rule of the commission.
Local Schedule PS sets mandatory minimum retention periods for records series (identified in the
Records Series Title column) commonly found in law enforcement agencies, fire departments and
rural fire prevention districts, emergency medical departments, emergency communications
agencies and districts, county medical examiner departments, county and district attorneys offices,
and community supervision and corrections departments. In addition to counties and cities, this
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schedule should also be used by other local governments, such as junior college districts and river
authorities, who employ law enforcement officers or fire fighting personnel. If the retention period
for a record is established in a federal or state law, rule of court, or regulation, a citation to the
relevant provision is given; if no citation is given, the authority for the retention period is this
schedule.
The retention period for a record applies to the record regardless of the medium in which it is
maintained. Some records listed in this schedule are maintained electronically in many offices, but
electronically stored data used to create in any manner a record or the functional equivalent of a
record as described in this schedule must be retained, along with the hardware and software
necessary to access the data, for the retention period assigned to the record, unless backup copies
of the data generated from electronic storage are retained in paper or on microfilm for the
retention period.
Unless otherwise stated, the retention period for a record is in calendar years from the date of its
creation. The retention period, again unless otherwise noted, applies only to an official record as
distinct from convenience or working copies created for informational purposes. Where several
copies are maintained, each local government should decide which shall be the official record and
in which of its divisions or departments it will be maintained. Local governments in their records
management programs should establish policies and procedures to provide for the systematic
disposal of copies.
If a record described in this schedule is maintained in a bound volume of a type in which pages
are not designed to be removed, the retention period, unless otherwise stated, dates from the date
of last entry.
If two or more records listed in this schedule are maintained together by a local government and
are not severable, the combined record must be retained for the length of time of the component
with the longest retention period. A record whose minimum retention period on this schedule has
not yet expired and is less than permanent may be disposed of if it has been so badly damaged by
fire, water, or insect or rodent infestation as to render it unreadable, or if portions of the
information in the record have been so thoroughly destroyed that remaining portions are
unintelligible. If the retention period for the record is permanent on this schedule, authority to
dispose of the damaged record must be obtained from the director and librarian of the Texas State
Library. The Request for Authority to Destroy Unscheduled Records (Form SLR 501) should be
used for this purpose.
Requests for Authority to Destroy Unscheduled Records (SLR 501), whose submission to the
director and librarian of the Texas State Library is required by the Local Government Code,
Section 203.045, need not be filed for records shown as exempt from the requirement.
Certain records listed in this schedule are assigned the retention period of AV (as long as
administratively valuable). This retention period affords local governments the maximum amount
of discretion in determining a specific retention period for the record described. Although AV
may be used as a retention period on a records control schedule of a local government, it is in the
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best interests of any records management program that fixed retention periods be assigned for
each records series. AV records tend to accumulate and go unmanaged.
Amendment Notice
An item number that is preceded by an asterisk (*) indicates either that the retention period
or the description of the record series has been changed from that which appeared in the
edition of Local Schedule PS, effective November 1, 1994, or the records series is new to this
schedule. An asterisk is also used before a retention note that has been amended or added at
the beginning of the schedule or any of its parts or sections. Changes to legal citations or
non-substantive editorial changes are not noted.
Table of Contents
Part 4: Records of Fire Fighting and Emergency Medical Service Agencies
Section 4-1: Fire and Emergency Medical Response Records
Section 4-2: Fire Prevention and Inspection Records
Section 4-3: Apparatus and Equipment Records
Section 4-4: Training Records
Section 4-5: Miscellaneous Records
Section 4-1: Fire and Emergency Medical Response Records
4450-01 Arson Investigation Records - Investigative, laboratory, and insurance reports;
affidavits; depositions; photographs; and similar records used to determine the cause, origin, and
circumstances of fires or other incidents.
a) Investigations in which it is determined that a fire was not caused by arson. RETENTION:
Date of determination + 5 years.
b) Investigations in which it is determined that a fire was caused by arson. RETENTION:
Follow retention periods for item numbers 4125-02 or 4125-05, as applicable.
*4450-02 Emergency Medical Service Run Reports - Emergency ambulance run activity
reports, advanced life support report forms, and similar records pertinent to documenting the
condition and treatment of sick or injured persons by emergency medical personnel.
RETENTION: 6 years, 3 months from date service rendered, or until the patient's 20th birthday,
whichever later.
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4450-03 Fire Record - A log, register, consolidated daily or other periodic report, or any other
form of record that provides in summary form information on each fire or other incident to which
fire or emergency medical personnel have responded, including at a minimum the date, time,
location, and nature of the incident. RETENTION: 2 years; or 2 years after last entry if in bound
volume.
4450-04 Incident Reports - Reports, including those completed on Texfirs or other incident
reporting system forms, of each fire or other incident to which a fire fighting or other fire agency
unit has responded, detailing the type of incident, units responding, action taken, equipment used,
and other pertinent data. RETENTION: 5 years.
Section 4-2: Fire Prevention and Inspection Records
4475-01 Alarm Permits and Associated Documentation
a) Installation certificates for fire detection and fire alarm devices or systems filed with fire
agencies by rule (37 TAC 531.17) of the Texas Commission on Fire Protection.
RETENTION: Life of device or system.
b) Applications for fire detection and alarm permits, copies of permits or other
documentation evidencing issuance, and any inspection or evaluation reports prepared
during a permit period, if permits are required by local policy. RETENTION: Expiration
or revocation of permit + 3 years for granted permits; date of denial + 1 year for denied
permits. (Documentation on denied permits is exempt from destruction request to the
Texas State Library.)
4475-02 Automatic Sprinkler System Permits and Associated Documentation
a) Automatic sprinkler material and test certificates filed with fire agencies by rule (37 TAC
541.16) of the Texas Commission on Fire Protection. RETENTION: Life of system.
b) Applications for automatic sprinkler system permits, copies of permits or other
documentation evidencing issuance, and any inspection or evaluation reports prepared
during a permit period, if permits are required by local policy. RETENTION: Expiration
or revocation of permit + 3 years for granted permits; date of denial + 1 year for denied
permits. (Documentation on denied permits is exempt from destruction request to the
Texas State Library.)
*4475-03 Certificates of Occupancy - Copies of certificates of occupancy or record of their
issuance used to certify final approval for the occupancy of new structures or old structures that
have been remodeled to the extent that a certificate of occupancy is required by local policy.
RETENTION: AV, but see retention note. (AV records are exempt from destruction request to the
Texas State Library.)
Retention Note: In a municipality or in any other local government that has authority to certify
occupancy, certificates of occupancy must be retained in accordance with item number 5250-06 in
Local Schedule PW (Records of Public Works and Services), if it is the fire agency rather than a
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building inspection, planning, or other department that issues the official certificate of occupancy
or its equivalent.
4475-04 Complaints - Complaints regarding possible violations of the fire code or potential fire
hazards. RETENTION: Resolution of the complaint + 3 years.
4475-05 Controlled Burn Records - Applications for permits for controlled burning and copies
of or comparable record of permits issued. RETENTION: 1 year. (Exempt from destruction
request to the Texas State Library)
4475-06 Drill and Simulation Records - Reports and related documentation of drills,
simulations, and triage exercises conducted or participated in by fire, emergency medical, or
emergency communications personnel. RETENTION: 5 years.
4475-07 Hazardous Materials Records
a) Lists of names of representatives of employers and manufacturing employers
knowledgeable about hazardous chemicals used or stored, facility and workplace chemical
lists, and material safety data sheets (MSDS) submitted to fire chiefs under authority of
Health and Safety Code, Title 6, Subtitle D. RETENTION: US. (Exempt from destruction
request to the Texas State Library)
Retention Note: When it is known with reasonable certainty that an employer or
manufacturing employer has ceased business and that hazardous chemicals have been
removed from the place of former business, the records listed in (a) may be disposed of
and are exempt from the destruction notice requirement.
b) Applications, copies of permits or documentation evidencing issuance, and pertinent
supplemental documentation relating to the issuance of permits for the sale, use, storage,
manufacture, or transport of flammable, corrosive, explosive, or other hazardous materials
and chemicals as may be required by local policy. RETENTION: Expiration or revocation
of permit + 3 years for granted permits; 1 year for denied permits. (Denied permits are
exempt from destruction request to the Texas State Library.)
4475-08 Inspection Reports and Logs - Documentation concerning the inspection of structures
and other property by fire agency personnel for fire hazards, conformity with codes and
regulations, and for such other reasons permitted by state law or local policy.
a) Inspection reports of commercial, mercantile, and industrial structures; day care centers
and foster homes; hospitals and nursing homes; schools; and other structures or property
whose periodic inspection is required by state law or local policy. RETENTION: US + 3
years, but see retention note.
b) Inspection reports on an as-needed basis of any structure or property whose periodic
inspection is not required by state law or local policy. RETENTION: 3 years.
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c) Inspection reports of private residences done as part of fire prevention and safety
programs. RETENTION: AV. (Exempt from destruction request to the Texas State
Library)
d) Logs or similar records, arranged by date, address, or name of inspector, listing inspections
carried out by the agency. RETENTION: 3 years.
e) Master card or comparable record on each structure described in (a) providing the location
and description of the property and containing summary data on inspections and code
violations. RETENTION: Life of structure.
Retention Note: If a master record is not maintained, then the inspection reports described
in (a) must be maintained for the life of the structure.
4475-09 Notification of Violations Records
a) Copies of notifications sent or given to the owner, agent, or occupant of a structure or
property to correct a violation found during an inspection, including documentation
verifying that the violation has been corrected. RETENTION: Verification of correction +
3 years.
Retention Note: Verification of correction means the date of a follow-up inspection or the
receipt of documentation, sufficient in terms of local policy, showing proof of correction.
b) Records relating to the certification of a structure as substandard. RETENTION:
Verification that structure has been brought up to code + 3 years or until demolition + 3
years, as applicable.
4475-10 Plan Review Records - Documentation relating to the review of construction plans by
fire agency personnel as may be required by local policy. RETENTION: AV. (Exempt from
destruction request to the Texas State Library)
4475-11 Pre-Fire Planning Records - Planning and survey reports, building plans, and similar
records of individual structures or building complexes used to plan fire fighting strategies.
RETENTION: US or AV, as applicable. (Exempt from destruction request to the Texas State
Library)
Section 4-3: Apparatus and Equipment Records
Retention Note: For aircraft and vehicle maintenance records see Section 1-2 of this schedule.
4500-01 Alarm and Hydrant Records
a) Reports on the inspection, test, and maintenance of agency alarm and alarm boxes
(including private alarms linked to department master systems) and of fire hydrants.
RETENTION: US + 3 years
b) Inventories of alarms and hydrants, showing location, type of equipment, etc.
RETENTION: US. (Exempt from destruction request to the Texas State Library)
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*4500-02 Breathing Apparatus Inspection Records - Reports, as required by the Texas
Commission on Fire Protection, of the inspection and testing of self-contained breathing
apparatus, including reports of all tests required by the commission. RETENTION: 3 years. [By
regulation - 37 TAC 435.3(6).]
4500-03 Protective Clothing Records
a) Daily or other periodic reports on the inspection of protective clothing. RETENTION: 3
years.
b) Inventories of protective clothing. RETENTION: US. (Exempt from destruction request to
the Texas State Library)
4500-04 Texas Commission on Fire Protection Records - Copies of inspection and follow-up
inspection reports by inspectors of the Texas Commission on Fire Protection, including notices of
non-compliance with commission standards. RETENTION: 5 years.
Section 4-4: Training Records
Retention Note: This part supplements and should be used in conjunction with Part 3 of Local Schedule GR (Records
Common to All Governments).
4525-01 Emergency Medical Service Training Records - Records relating to the training
(including continuing education) of emergency medical personnel sufficient to document who was
trained and when, in what subject, and by whom; scores received in academic achievement and
performance tests (including copies of all written tests), and similar records of the training and
achievement of individual students. RETENTION: 5 years.
Retention Note: It is an exception to the retention periods given in this record group, that records
documenting the training and educational achievement of employees as described in item number
1050-28(a) of Local Schedule GR (Records Common to All Governments) must be retained for
date of separation + 5 years for emergency medical personnel employed by the local government
that conducts the training.
4525-02 Firefighter Recruit Training Facility Records - Records relating to recruit training,
certified by the Texas Commission on Fire Protection, for structural fire, aircraft crash, and rescue
personnel sufficient to document who was trained and when, in what subject, and by whom;
scores received in academic achievement and performance tests (including copies of all written
tests); and similar records of the training and achievement of individual students. RETENTION: 3
years. [By regulation - 37 TAC 427.13]
Retention Note: It is an exception to the retention periods given in this record group, that records
documenting the training and educational achievement of employees as described in item number
1050-28(a) of Local Schedule GR (Records Common to All Governments) must be retained for
date of separation + 5 years for fire personnel employed by the local government that operates the
training facility.
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Section 4-5: Miscellaneous Records
4550-01 County Fire Marshal Expense and Collections Reports - Annual, monthly, or other
periodic reports to the commissioners court or the county auditor of office expenses incurred or of
fines, costs, judgments, claims, and commissions collected for the county. RETENTION: AV.
(Exempt from destruction request to the Texas State Library)
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| File Type | application/pdf |
| File Title | National Fire Incident Reportinig System Program Management-Student Manual |
| Subject | November 2007 |
| Author | United States Fire Administration |
| File Modified | 2009-03-26 |
| File Created | 2009-03-26 |