NFIRS Data Entry Tool
National Fire Incident Reporting
System
(NFIRS 5.0)
NFIRS Data Entry/Validation Tool
Users Guide
NFIRS 5.0 Software Version 5.3
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:................................................................................................................... 30
4.2.9 TEMPLATES: ................................................................................................................................... 30
4.2.10 EXIT NFIRS:.................................................................................................................................. 31
4.3
THE ADD MODULE MENU:........................................................................................................... 32
4.4
THE FIRE DEPARTMENT MENU: ................................................................................................. 32
5.
THE TOOLS MENU: ........................................................................................................................ 35
5.1
THE IMPORT / EXPORT TOOL ...................................................................................................... 35
5.1.1 EXPORTING FIRE DEPARTMENTS – 5.0 DATA:.......................................................................... 36
5.1.2 EXPORTING INCIDENTS – 5.0 DATA: .......................................................................................... 39
5.1.3 IMPORTING FIRE DEPARTMENTS - 5.0 DATA: .......................................................................... 43
5.1.4 IMPORTING INCIDENTS –5.0 DATA ............................................................................................. 45
5.1.5 CONVERSION OF 4.1 MASTER AND TRANSACTION FILES TO NFIRS 5.0 FORMAT: ............. 46
5.2
THE SYSTEM ADMIN TOOL:.......................................................................................................... 52
5.3
THE CLIENT CONFIGURATION TOOL: ....................................................................................... 52
5.4
NFIRS DATA CLEANSING TOOL (OFF-LINE ONLY):.................................................................. 52
5.5
THE ADVANCED MENU: ............................................................................................................... 55
6.
EDITING MODULES ....................................................................................................................... 56
6.1
TABS:................................................................................................................................................ 56
6.2
BUTTONS – OK AND CANCEL: ..................................................................................................... 56
6.3
BUTTONS – YES NO AND CANCEL:.............................................................................................. 57
6.4
REQUIRED AND OPTIONAL FIELDS............................................................................................ 57
6.5
PULL-DOWN MENUS: .................................................................................................................... 59
6.6
FREE FORM TEXT BOXES:............................................................................................................ 60
6.7
COMPONENTS OF THE SINGLE CODE LOOK-UP LIST BOX.................................................... 60
6.7.1 EXTENDED LIST: ............................................................................................................................ 61
6.7.2 CHECK BOXES:............................................................................................................................... 61
6.7.3 ARROWHEADS: ............................................................................................................................... 61
6.7.4 PUSH BUTTONS: ....................................................................................................................... 61
6.7.5 TEXT BOXES: .............................................................................................................................. 61
January 2004
2
Data Entry Tool Users Guide
NFIRS 5.0
6.8
COMPONENTS OF THE MULTIPLE CODE LOOK-UP LIST BOX:............................................. 62
6.8.1 AVAILABLE CODES LIST: .............................................................................................................. 62
6.8.2 DOUBLE CLICKING: ...................................................................................................................... 62
6.8.3 SINGLE CLICKING WITH CONTROL KEY: .................................................................................. 62
6.8.4 SINGLE CLICKING WITH SHIFT KEY: ......................................................................................... 63
6.8.5 ARROWHEADS: ............................................................................................................................... 63
7.
EXITING THE NFIRS DATA ENTRY/VALIDATION TOOL:........................................................... 63
8.
THE NFIRS RAPID START-UP GUIDE .......................................................................................... 65
8.1
INTRODUCTION TO THE NFIRS RAPID START-UP GUIDE ...................................................... 65
8.2
DOWNLOAD AND INSTALLATION OF THE NFIRS SOFTWARE ................................................ 65
8.3
STARTING THE DATA ENTRY TOOL: USER INJECTION PROCESS .......................................... 65
8.4
STARTING THE DATA ENTRY TOOL: DATABASE SETUP AND USER INJECTION.................. 66
8.4
STARTING THE DATA ENTRY TOOL (OFF-LINE MODE) ........................................................... 67
8.5
STARTING THE NFIRS DATA ENTRY TOOL (ON-LINE MODE) ................................................. 67
8.6
BEGIN USING THE DATA ENTRY TOOL ...................................................................................... 67
8.7
NEW INCIDENT............................................................................................................................... 68
8.8
SAVE AN INCIDENT........................................................................................................................ 68
8.9
OPEN AN INCIDENT....................................................................................................................... 68
8.10 TO GENERATE A FORMS BASED INCIDENT REPORT (LOCAL REPORT) ............................... 68
8.11 EXPORT INCIDENTS ...................................................................................................................... 69
8.12 IMPORT INCIDENTS....................................................................................................................... 70
8.13 EXIT NFIRS ...................................................................................................................................... 70
8.14 TROUBLESHOOTING ..................................................................................................................... 71
9.
APPENDIX ....................................................................................................................................... 73
9.A SCRIPTS AND TABLE INFORMATION FOR DATA CLEANSING TOOL......................................... 73
9B.
KEYBOARD SHORTCUTS ............................................................................................................... 79
10.
INDEX............................................................................................................................................... 80
January 2004
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 3.00,
4.0, 5.0, 5.1, 5.2.1, and 5.2.3. 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 5.3, 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 5.3 with or without a previous NFIRS 5.0 Version of software on their PC.
Users of previous USFA software versions must upgrade to version 5.3 before logging
into the On-line system because of communication protocol changes made in Version
5.3.
The installation routine for Version 5.3 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 5.3 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 5.3, 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
Version 5.3, the Program Admin Tool has been removed from the USFA NFIRS 5.0 client
suite.
January 2004
4
Data Entry Tool Users Guide
NFIRS 5.0
In the USFA NFIRS 5.0 software version 5.3, CORBA and its components, which
handled the communication protocol in previous versions, have been removed. The
NFIRS 5.0 Version 5.3 communication protocol uses HTTPS over port 443, an industry
standard protocol which is much more robust. This change requires users to upgrade to
Version 5.3 after its release, before logging into the National Database. This technology
upgrade may alleviate firewall administrators’ need of specifying in their firewall programs
return-traffic characteristics specific to NFIRS. 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 has been changed to On-Line Access in Version 5.3.
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/news.htm
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 [email protected] 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/inide-usfa/nfdc/nfirs/nfirs2.shtm
The ability to import 4.1 files was enabled with the release of NFIRS 5.0 Version 4.0, and
has been 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, Version 5.3.
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
January 2004
5
Data Entry Tool Users Guide
NFIRS 5.0
creating Plus One codes and Special Studies. These functions have not changed in the
latest Version 5.3.
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.
January 2004
6
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 or have a CD to install from. 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/tutorial.htm
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 right clicks on the FTP link on the Download Software page (e.g., NFIRS
5.0 Client Version 5.3 (Virginia), and select Save Target As… This will ensure that the
executable file is downloaded to the PC. A file download dialog box should appear.
When the user clicks the OK 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.
January 2004
7
Data Entry Tool Users Guide
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,
and the Saving Location box disappears. 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: NFIRSV53Imaged.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 5.2.3, 5.2.1, 5.1, 5.0, or 4.0
Installation of Software Version 5.3 requires a download of the NFIRSv53 executable
(NFIRSv53.exe). Following the implementation of Version 5.3 in the On-line system,
users who attempt to login to the On-line system using Version 5.2.3, 5.2.1, 5.1, 5.0, or
4.0 on their PC will not be successful. The error will be displayed: “Could not find On-Line
database, System may be down.” Users must obtain the most current version 5.3 by
downloading and installing the USFA Client software, or obtaining a CD from their state, if
the state makes a CD available. Note: if this error occurs after the successful installation
of Version 5.3, verify Internet access or configuration information.
Download and installation of Software Version 5.3 will not overwrite the previous Version
5.2.3, 5.2.1, 5.1, 5.0 or 4.0. The user does not have to change or rename the version
5.2.3, 5.2.1, 5.1, 5.0, or 4.0 program folder prior to installation of Software Version 5.3.
January 2004
8
Data Entry Tool Users Guide
NFIRS 5.0
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 5.2.3 AllDatabasePatches.obj
file must be saved and moved into the Version 5.3 folder after successful installation.
Users will move the Version 5.2.3, 5.2.1, 5.1, 5.0 or 4.0 Access database into the
NFIRSv53 Database folder and rename it: NfirsdataV53.mdb. Perform Remote
Synchronization before working in the Off-Line mode.
NFIRS 5.0 Version 3.00
Installation of Version 5.3 requires a download of the NFIRSv53.exe executable file.
Users with Version 3.00 on their PC cannot obtain a new version using the Data Entry
Tool Tool's menu Version Update selection.
Users with Version 3.00 on their PC that wish to save fire department and incident
information to the new Version 5.3 Off-Line database or to the On-Line National
Database must export their data and import it to the new NFIRSv53 database or to the
National Database. The Version 3.00 data will be validated against the most current rules
and codes. After the data is saved to the local or National Database, the user must
manually make changes to update the incident information. The old program can then be
removed from the PC. Contact the NFIRS 5.0 support team (NSC) for more information.
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 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.
On the Download Software page, right click on the FTP link for NFIRS 5.0 Client Version
5.3 and select Save Target As… The Download File pop up box will be 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. Locate the
executable file NFIRSv53.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:/NFIRSinst, 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: NFIRSV53Imaged.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.
January 2004
9
Data Entry Tool Users Guide
NFIRS 5.0
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-Lineuser 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.
Diagram 2.3.0 - Setup Type for On-line Only Users
If the user has NFIRS 5.0 Version 3.00, 4.0, 5.0, 5.1, 5.2.1 or 5.2.3 installed on the PC, it
is recommended users remove the previous program after successful installation of
NFIRS 5.0 Software Version 5.3.
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.
January 2004
10
Data Entry Tool Users Guide
NFIRS 5.0
Download/Installation Table for NFIRS 5.0 Version 5.3:
Step
Action
Response
1
Log onto the Internet and go to
http://www.nfirs.fema.gov Note: CD
users can skip to step 6.
User is now at the NFIRS Web site.
2
Click on User Homepage. Click on
User Login and type Username,
State and Password.
Click on Download Software.
User is now at Users’ Homepage. User is
required to login.
3
4
5
6
7
8
9
10
11
12
13
14
15
Right click on an FTP link for NFIRS
5.0 Version 5.3
Choose a location (suggestion:
C:\temp) 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
NFIRSv53.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 \NFIRSv53).
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.
User is now at NFIRS Download page.
The File Save As dialog 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 Homepage. Click on
User Login and type Username,
State and Password.
User is now at Users’ Homepage. User is
required to login.
January 2004
11
Data Entry Tool Users Guide
NFIRS 5.0
4
Click on Download Software.
User is now at NFIRS Download page.
5
Right click on the FTP link for
NFIRS 5.0 Version 5.3 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 right click on the FTP link
for the PART 2 executable file.
The File Save As dialog box opens.
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 to the
same folder.
10
When the downloads are complete,
close all Windows applications that
are open.
Open Windows Explorer and locate
NFIRSv53Imaged.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 (NFIRSV53Imaged.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
Read and accept the NFIRS
License Agreement.
Read and accept the JRE license
Agreement.
Choose the destination (the default
is C:\Program Files \NFIRSv53).
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.
January 2004
12
The file begins to download. The download
time will depend upon the connection speed.
The File Save As 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 5.3 as in previous versions
5.2.3, 5.2.1, 5.1, 5.0, 4.0 and 3.00; 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 5.3
executable file (NFIRSv53.exe) that was downloaded from the Internet. Double click on
the file, or highlight the file and click Open. The WinZip Self-Extractor (NFIRSv53.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\ NFIRSv53\. 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, NFIRSv53 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.
January 2004
13
Data Entry Tool Users Guide
NFIRS 5.0
The NFIRS 5.0 Software version 5.3 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
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 5.3 is
Access 97. After successful installation of the Version 5.3 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…NFIRSv53…Configuration Tool and click on the Advanced Tab.
Check the Off-Line Access box
1. After successful installation, go to
Start…Programs…NFIRSv53…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…NFIRSv53…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 5.2.3 (or Version 5.2.1, 5.1, 5.0 or
4.0) client software who have data saved to an Access 97 database: The Version
5.2.3 (or other previous Version) NFIRS database must be copied or moved into the new
NFIRSv53 Database folder and renamed. Version 5.2.1, 5.0 and 4.0 users can follow the
same steps as Version 5.2.3 users, substituting the Version database location
January 2004
14
Data Entry Tool Users Guide
NFIRS 5.0
(NFIRSv523, NFIRSv521, NFIRSv51, NFIRSv5, or NFIRS v4) and file name
(NfirsdataV523.mdb, NfirsdataV521.mdb, NfirsdataV51.mdb, NfirsdataV5.mdb, or
NfirsdataV4.mdb) as applicable.
1. Make a back up copy of the NfirsdataV523.mdb database (NOT
NfirsdataV523.ldb) and save it to your hard drive (default location:
C:/Program Files/NFIRSv523/Database/ )
2. Install Version 5.3.
3. Locate and right click on the NfirsdataV523.mdb database (NOT
NfirsdataV523.ldb) and select Copy.
4. Locate and open the new version NFIRSv53 Database folder (default
location: C:/Program Files/NFIRSv53/Database/ ).
5. In the NFIRSv53 Database folder, right click and select Paste. The
Version 5.2.3 database will be saved to the version 5.3 Database folder.
6. Rename the empty V53 database (NfirsdataV53.mdb) that was installed
with Version 5.3 program. Suggested name: origNfirsdataV53.mdb Note:
multiple copies of the empty database can be saved and used; for
example, to store data separately by year.
7. Rename the NfirsdataV523.mdb to: NfirsdataV53.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 5.3 database with the most current rules and codes, and
Version 5.3 database schema.
8. Go to Start…Programs…NFIRSv53…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…NFIRSv53…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.
January 2004
15
Data Entry Tool Users Guide
NFIRS 5.0
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.
If a copy of the empty database is created to separate data storage, the database in use
must be named NfirsdataV53.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 NFIRSv53 root directory and open the Database folder (default
location: C:/Program Files/NFIRSv53/Database/ ).
2. Double click on the Nfirsdatav53.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
NfirsdataV53.mdb in the NFIRSv53/Database folder)
4. In the "Convert Database Into" save in field, specify the NFIRSv53
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 NfirsdataV53.mdb (suggestion:
origNfirsdataV53.mdb)
8. Rename the new database NfirsdataV53.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…NFIRSv53…. Configuration Tool.
January 2004
16
Data Entry Tool Users Guide
NFIRS 5.0
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…NFIRSv53…Data Entry Tool.
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 NFIRSv5.3 Database:
1. Open the NFIRSv53 root directory and locate the Database folder. The default
location is C:\Program Files\ NFIRSv53\ Database\.
2. In the Database folder, double click on the file Nfirsdatav53.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.
January 2004
17
Data Entry Tool Users Guide
NFIRS 5.0
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
5.3
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.
January 2004
18
Data Entry Tool Users Guide
NFIRS 5.0
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.
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 NFIRSv53 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.
January 2004
19
Data Entry Tool Users Guide
NFIRS 5.0
5. Select SQL Server.
6. Fill in the following information in the DSN configuration screens:
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.
7. From the Start menu, open the NFIRS Configuration Tool and click on the
Advanced Tab.
8. If configuration information is necessary for On-line Access, check the Online Access box and enter the information. Click Save.
9. Check the Off-line Access box.
10. From the Database Type drop down list select SQL Server 7.0 (or 2000).
11. 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"
12. Save and exit the Configuration Tool (leaving the "Offline access" box
checked)
13. 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.)
3.5
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 5.2.3 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.
5. Perform User Injection/ Remote Synchronization.
6.
January 2004
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.
20
Data Entry Tool Users Guide
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.
If the login window fails to come up or the error message occurs: “Could not find On-Line
database. System may be down,” the user must verify the software version being used is
Version 5.3, or 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 Download Documentation web page,
http://www.nfirs.fema.gov/nfirsdocs.htm.
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 Download Documentation web page,
http://www.nfirs.fema.gov/nfirsdocs.htm.
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 5.3, 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...NFIRSv53…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.)
January 2004
21
Data Entry Tool Users Guide
NFIRS 5.0
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. Note: users moving
a previous version's Off-Line database to the new version 5.3, refer to Remote Synch.
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 Procedures for User Injection (Off-Line Users):
To perform User Injection, the user must have configured NFIRS to Off-Line
Access using the NFIRS Configuration Tool (see NFIRS Configuration Tool
User’s Guide for further information, available on the NFIRS Download
Documentation web page http://www.nfirs.fema.gov/nfirsdocs.htm ). 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
and click the OK button. A window will appear asking the user, “Would you like
January 2004
22
Data Entry Tool Users Guide
NFIRS 5.0
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…NFIRSv53…
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 pop-up window prompting the
user to change password appears.
The user may enter the same
password as is used for the On-Line
database, or enter a new password
for the Off-Line database.
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.
January 2004
23
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 for the Off-Line
database.
A password is required for the Off-Line
database.
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 5.3 menus and menu options are the same as previous versions with the
exceptions: from the Tools menu: the On-Line Reporting Tool and Program Admin Tool
have been removed from the menu.
The Version 5.3 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.
January 2004
24
Data Entry Tool Users Guide
NFIRS 5.0
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
January 2004
25
Data Entry Tool Users Guide
NFIRS 5.0
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
January 2004
26
Data Entry Tool Users Guide
NFIRS 5.0
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.
January 2004
27
Data Entry Tool Users Guide
NFIRS 5.0
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 separate file for each
form of the incident report. Currently, all forms except for Apparatus, Personnel,
and related sub-forms are available.
8. Locate the desired report file and double click to open (diagram 4.2.5.2). Adobe
Acrobat Reader will open the report in pdf format.
January 2004
28
Data Entry Tool Users Guide
NFIRS 5.0
Diagram 4.2.5.2
Note: The first time a report is generated, the user will 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 executable files are named
• 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.
January 2004
29
Data Entry Tool Users Guide
NFIRS 5.0
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
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).
January 2004
30
Data Entry Tool Users Guide
NFIRS 5.0
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
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.
January 2004
31
Data Entry Tool Users Guide
4.3
NFIRS 5.0
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.
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.
January 2004
32
Data Entry Tool Users Guide
NFIRS 5.0
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.
Diagram 4.4.0
January 2004
33
Data Entry Tool Users Guide
NFIRS 5.0
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
January 2004
34
Data Entry Tool Users Guide
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 is not part of the Client Suite Software. Refer to the NFIRS 5.0
Web Site, http://www.nfirs.fema.gov for information on the Bulk Import Utility. The webbased 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.
January 2004
35
Data Entry Tool Users Guide
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
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, click the Export check box and 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 directory
or choosing a different location. Name the file and click Save, or click Cancel to
return to the previous window.
January 2004
36
Data Entry Tool Users Guide
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.
Diagram 5.1.1.0
Diagram 5.1.1.1
January 2004
37
Data Entry Tool Users Guide
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
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
January 2004
38
Data Entry Tool Users Guide
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
Download Documentation web page, http://www.nfirs.fema.gov/nfirsdocs.htm.
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 5.3 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.
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 user may narrow the search by
entering values in the Incident Number, Exposure Number, entering a date range
in the Incident Date fields, and by clicking on the Only Modified Incidents check
box. The bottom 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
January 2004
39
Data Entry Tool Users Guide
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.
When the Export push button is clicked, the Save Incidents to File dialog box is
displayed (the default directory is C:\ ProgramFiles\NFIRSv53). Name the export
file and click on Save. The export file of the selected incidents is created.
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. 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.”
January 2004
40
Data Entry Tool Users Guide
The following table outlines the necessary steps to export Incident data.
January 2004
41
Data Entry Tool Users Guide
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.
File is exported.
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.
January 2004
42
Data Entry Tool Users Guide
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
January 2004
43
Data Entry Tool Users Guide
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
January 2004
44
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 an
Incident file. The user should refer to the files to verify import success.
Diagram 5.1.4.0
January 2004
45
Data Entry Tool Users Guide
Diagram 5.1.4.1
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
automatic parsing (preparation) for three file types: 5.0 Delimited, 4.1 Master
January 2004
46
Data Entry Tool Users Guide
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
the directory to locate the file to import. Highlight the desired file and click on the
January 2004
47
Data Entry Tool Users Guide
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.
January 2004
48
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
January 2004
49
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
January 2004
50
Data Entry Tool Users Guide
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.
January 2004
51
Data Entry Tool Users Guide
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 5.3, 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.
January 2004
52
Data Entry Tool Users Guide
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
NFIRSv53 database. For Access users, the database file is named:
NfirsdataV53.mdb (not .ldb). Its default location is: C:\Program
Files\NFIRSv53\Database\
The Version 5.3 Data Cleansing Tool includes thirteen scripts to address these
specific data values and fields (note: these scripts are the same as previous
version 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 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.
January 2004
53
Data Entry Tool Users Guide
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
January 2004
54
Data Entry Tool Users Guide
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
January 2004
55
Data Entry Tool Users Guide
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:
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
January 2004
56
Data Entry Tool Users Guide
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).
January 2004
57
Data Entry Tool Users Guide
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
January 2004
58
Data Entry Tool Users Guide
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.
January 2004
59
Data Entry Tool Users Guide
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
January 2004
60
Data Entry Tool Users Guide
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.
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
January 2004
61
Data Entry Tool Users Guide
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.”
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
January 2004
62
Data Entry Tool Users Guide
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.
January 2004
63
Data Entry Tool Users Guide
Diagram 7.0
Diagram 7.1
January 2004
64
Data Entry Tool Users Guide
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/tutorial.htm. 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
User Login link.
2. Login and Click on Login.
3. Locate the Download Software link in the sidebar and click on it.
4. On the Download Software page, right click on the FTP link.
5. Save the File to a folder (refer to the Software Version 5.3 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.
6. When the download is complete, locate the file you saved to the folder. (See
Step 5)
7. Close all programs and double click 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…NFIRSv53…Data
Entry Tool.
3. The Off-Line Login Screen will be displayed. Click the OK button. (Leave
the fields for Username, State or Password blank.)
January 2004
65
Data Entry Tool Users Guide
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 NFIRSv53 root directory.
2. Double click on the Nfirsdatav53.mdb file to open it.
3. Select the Convert Database option.
4. In the "Convert Database Into" save in field, specify the NFIRSv53 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 NfirsdataV53.mdb (anything).
8. Rename the new database NfirsdataV53.mdb If file extensions are hidden
on the PC, rename the database: NfirsdataV53
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?"
16. Connect to the Internet (if automatic dial up does not occur).
January 2004
66
Data Entry Tool Users Guide
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…NFIRSv53…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…NFIRSv53…Data
Entry Tool.
6. The NFIRS Off-line Login screen will dispayed . 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…NFIRSv523…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: 5.3
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.
2. Click on Fire Dept Tab from the Menu Bar and click on Open Fire
Department.
January 2004
67
Data Entry Tool Users Guide
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.
2. Click on Incident on Menu Bar…click on Generate Report.
January 2004
68
Data Entry Tool Users Guide
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: NFIRSv53\Reports\).
6. Open the folder where the report was saved.
7. Locate the pdf files 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 will be prompted: 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.
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.
January 2004
69
Data Entry Tool Users Guide
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.
January 2004
70
Data Entry Tool Users Guide
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/nfirsfaq.htm.
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 NFIRSv53
root directory and double click on it to
open. Convert the database, saving it to
the Nfirsv53 Database folder and
renaming it NfirsdataV53.mdb.
If your PC does not show file
extensions: name it: NfirsdataV53
Verify on the Start …Programs selection
menu the version muber 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 5.3 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.
January 2004
71
(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…NFIRSv53…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.”
January 2004
The name of your
department has not been
entered in the system.
72
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 2004
Column Name
IN_HeatSource
IN_ HeatSource
IN_ HeatSource
IN_ HeatSource
IN_ HeatSource
IN_ HeatSource
IN_ HeatSource
IN_ HeatSource
IN_ HeatSource
IN_ HeatSource
IN_ HeatSource
73
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
January 2004
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
74
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.
January 2004
75
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.
January 2004
76
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
January 2004
77
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.
January 2004
78
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
January 2004
79
Data Entry Tool Users Guide
10.
INDEX
A
E
Acrobat Reader Executable................... 29, 68
Add Module Menu ......................................... 32
Advanced Menu ............................................ 54
Alpha search .................................................. 60
Arrowheads .................................................... 60
Editing Modules ............................................. 55
entering street addresses............................. 59
Event Logging ................................................ 55
Exiting the Data Entry/Validation Tool: ...... 62
36
39
Extended list................................................... 60
B
Buttons....................................................... 55, 56
F
C
FDID ................................................................ 33
FDID NOT FOUND ....................................... 21
Fire Department Header............................... 33
Fire Department menu.................................. 32
Forms Based Incident Report...................... 27
Free form Text boxes.................................... 59
free-form text field ......................................... 56
Cancel button................................................. 56
Cancel push button ....................................... 62
change a user password .............................. 54
check box ....................................................... 60
Client Configuration Tool ............................. 51
Code Look-Up................................................ 78
Components of the Look-up List box ... 61, 62
creating a template ....................................... 30
G
Graphical User Interface ................................ 4
GUI .................................................................... 4
D
Diagrams
Add Module Menu ..................................... 32
Advanced Menu......................................... 54
Arrowheads ................................................ 59
Basic Module Window .............................. 57
Change Password Dialog Box ................ 54
Changes Exist Pop up Window............... 63
Codes Lookup............................................ 57
Components of the Codes Lookup List.. 59
Creating a Template name ...................... 31
Data Cleansing Tool ................................. 53
Data Tool Entry.......................................... 54
Data Tool Menus-full view........................ 24
Fire Dept Menu Tabs ................................ 34
40
40
Label Tabs.................................................. 55
Main View................................................... 63
Multiple Code Selection ........................... 58
Multiple Codes Selection Window features
................................................................. 61
Next Tab shortcut...................................... 55
OK and Cancel Buttons............................ 56
Reports file and Sub-forms location ....... 28
Validation Errors Exist Pop up Window . 56
View Logs Menu........................................ 55
View of Data Entry Tool shortcut buttons
................................................................. 25
January 2004
H
How to Download NFIRS ............................... 7
I
42
Import Incidents ............................................. 69
35
Incident Menu .................................................. 25
Incident Menu Bar ......................................... 67
incidents............................................................ 4
Index................................................................ 79
Installation of NFIRS 5.0 ................................ 7
Introduction................................................. 4, 21
L
Label Tabs...................................................... 55
M
Main View ....................................................... 62
Menu Bar ........................................................ 24
Modules .......................................................... 62
mutually exclusive check boxes .................. 59
N
New Exposure ............................................... 29
New Incident .................................................. 67
NFIRS Configuration Tool........................ 4, 55
80
Data Entry Tool Users Guide
Start Menu...................................................... 21
synchronize local database ......................... 54
System Admin Tool....................................... 51
O
OK and Cancel button .................................. 55
P
T
printing reports............................................... 29
pull-down menus ..................................... 24, 58
push buttons ............................................ 59, 60
TABLE OF CONTENTS................................... 2
Tabs ................................................................ 55
Templates....................................................... 30
Text boxes................................................ 59, 60
Tools Menu..................................................... 35
R
Required and Optional Fields...................... 56
U
S
User Injection ................................................. 22
Save an Incident............................................ 62
Save button .................................................... 62
Single code Look-up box ............................. 59
Special Study Tab ......................................... 62
January 2004
V
validation......................................................... 55
Validation errors ...................................... 30, 56
81
Was this manual useful for you? yes no
Thank you for your participation!

* Your assessment is very important for improving the work of artificial intelligence, which forms the content of this project

Download PDF

advertisement