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Contents Updated March 18th .................................................................................................................................. 2

Updated March 13th .................................................................................................................................. 2

What is IRWIN ........................................................................................................................................... 2

IRWIN Required Data ................................................................................................................................ 2

IRWIN Conflict Rules ................................................................................................................................. 2

Responders bulk loaded into IRWIN (initial load by IQCS) ....................................................................... 3

Responder ............................................................................................................................................. 3

Responder quals.................................................................................................................................... 3

Job Data Page ............................................................................................................................................ 3

Dispatch Updates .................................................................................................................................. 4

Responders not needing to go to IRWIN .................................................................................................. 4

Incident Qual Card Page ................................................................................................................................ 4

IRWIN Conflict Table ..................................................................................................................................... 5

Options on the conflict table .................................................................................................................... 6

Duplicate button ................................................................................................................................... 6

Not a Duplicate button ......................................................................................................................... 6

Claim Responder Button ....................................................................................................................... 6

Examples ................................................................................................................................................... 7

IQS to IQCS with name change ............................................................................................................. 7

IQCS to IQCS duplicate .......................................................................................................................... 8

IQCS – IQCS not a duplicate .................................................................................................................. 9

IQCS – IROC In conflict but not a duplicate ........................................................................................... 9

IQCS - IRWIN SOR NONE ..................................................................................................................... 10

IQCS to in conflict with multiple records ............................................................................................ 10

Moving Responders to INAC ................................................................................................................... 11

IQI Import ................................................................................................................................................ 11

IRWIN Experience Records ...................................................................................................................... 11

Miscellaneous Cleanup ........................................................................................................................... 12

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Updated March 18th • Programing in place to update IRWIN Status to Not Integrated if IRWIN required data is

removed. • Programing put in place to prevent the Sent to IRWIN on the Incident Qual Card page if the

IRWIN status is Not Integrated.

Updated March 13th • Clarified In conflict with Not Integrated • Added information about qual card page and Not Integrated

What is IRWIN Integrated Reporting of Wildland-Fire Information

https://www.forestsandrangelands.gov/WFIT/applications/IRWIN/index.shtml

• Allow consistent reporting of data. • Reduce duplicate entry of data. • Identify authoritative sources of data. • Speed access to data located in diverse source systems. • Increase data accuracy. • Increase the availability of data.

In the spring of 2017, IQCS connected to IRWIN to pull nine (9) incident header fields into IQCS. March 9th, 2020 is the go-live date for full integration of resources, capabilities, and their associated experience records.

IRWIN Required Data Required information to get a responder into IRWIN is a combination of newly required information for IRWN in addition to IQCS required. That combination of data includes:

First Name, Last Name, SETID, Org Code, Unit ID, Dispatch, Empl Kind, Business Phone, Business Email, Birth Month and Year, Jetport.

At a minimum, data needed to save an IQCS record is: First Name, Last Name, SETID, Org Code, Unit ID, and Birth Month/Day.

IRWIN Conflict Rules • NameFirst plus NameLast plus NameMiddle plus HomeDispatch plus ProviderUnit plus

BirthMonthDay must be unique. • If NameFirst plus NameLast plus NameMiddle plus BirthMonthDay match, the resource

is quarantined. • If all but one of the following are the same, the resource is quarantined - NameFirst plus

NameLast plus NameMiddle plus HomeDispatch plus ProviderUnit plus BirthMonthDay. • If the BirthMonthDay plus the NameLast match, the resource is quarantined. • If the BirthMonthDay plus the NameFirst plus NameMiddle (first letter) match, the

resource is quarantined.

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Within IQCS, you will not be allowed to create a responder with an exact match, the first conflict rule. You will receive a few notices during the creation process that there are possible duplicates. On the final save, you will receive this message.

Responders bulk loaded into IRWIN (initial load by IQCS) IQCS is bulk loading responders into IRWIN based on the following criteria:

Responder • The responder is in a valid org code (not INAC, Archive, or ST000) • All IRWIN/IQCS required fields are filled-in

Responder quals • The responder has an IRWIN ID

o Based on a success of the responder bulk load • The capabilities with send to IRWIN checked (formerly ROSS)

For responders that did not get their capabilities to IRWIN during the bulk load, the send to IRWIN check box will be un-checked. Following the bulk load, account managers will need to update any missing required data to get to an Integrated state. After the required information is filled-in, the incident qual card page will need to be updated and the send to IRWIN flag set for those positions that need to go to IRWIN.

Job Data Page The Job data page and various other pages in the application have an indicator to let you know if your responder is:

• Integrated-The responder has received an IRWIN ID and is in IRWIN. • In Conflict-The responder conflicts with a responder in IRWIN. The Conflict Link will take you to

the conflict resolution table. a. The responder record is in IRWIN but is in quarantine and can’t be dispatched by the

ordering system. • Not Integrated-The responder is not in IRWIN. The responder does not have all the required

information to be integrated. This could be by choice; the responder does not need to be in IRWIN and available to the ordering system.

a. In a Not Integrated Status, the responder is not in IRWIN and Quals can’t be sent to IRWIN. Programming will go into place 3/18/2020 to prevent the send to IRWIN button being available unless the IRWIN Status is Integrated.

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If you are getting a Not Integrated status when you expected one, the likely cause is missing data on the Job Data page or the Update Personal Information page. Review the IRWIN and IQCS required date to get a responder integrated.

In addition, review IRWIN Messages at:

Navigate to: Main Menu-Responder Administration-Review Integration Messages.

Dispatch Updates New with IRWIN is the ability to update Dispatch.

When moving a responder to a new agency and/or org code you will have the ability to set dispatch, along with other fields. You can also just leave dispatch blank and the gaining Account Manager can set it.

Responders not needing to go to IRWIN You may have responders that do not need to go to IRWIN and the ordering system. To bypass integration into IRWIN, create your responder as normal. However, do not put in a dispatch or jetport. Please still include contact information. You will get a one-time message warning that the responder does not have all the required information.

Click on No. You will not receive any further messages that this responder is missing IRWIN required data. The exception:

• At some point the required data is filled-in and the record saved. • A IRWIN ID is received – indicated by the status of Integrated. • Required data is removed after an IRWIN ID is received.

In the exception cases, you will get a message each time you visit pages with missing data. The IRWIN Status will update to Not Integrated. The status in IRWIN will be SOR=NONE to indicated that IQCS is no longer updating the responder information to IRWIN.

Incident Qual Card Page The Sent to IRWIN on the Incident Qual Card Page will not be available if the IRWIN status is Not Integrated.

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IRWIN Conflict Table

Navigate to: Main Menu-Responder Administration-IRIWN Conflict Resolution

Alternatively, click on the Conflict Link.

Managing conflicts with other responders in IRWIN is the responsibility of the IQCS Account Manager. Conflicts can be against records that have a System of Record (SOR) of; IQS, IROC, or IQCS.

Access to the conflict table and responders on the table is based on IQCS roles and Org access

• From the Job Data Page, click on the In Conflict Link to go to the conflict table. o Takes you directly to the in-conflict responder.

• Main Menu-Responder Administration-IRWIN Conflict Resolution. o Takes you to the search box. o Enter you responder information or search or enter to see all conflicts.

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Options on the conflict table The conflict table presents the contact information that was available at the time the record was created or updated.

For a system of record IROC, IQS or IQCS, reach out to the contact person and ask that they go through their process of making a responder available to another qual system. For IQCS that is adding a new job data row and doing an INAC or transfer. For IQS, you will get a transfer file. For IROC, there is no file transfer therefore no electronic record for that responder.

Duplicate button Use with caution, likely only used when you created a responder that is a duplicate to an existing IQCS record, or a hire process was started but not completed.

Clicking the Duplicate button tells the two system, IRWIN and IQCS, that you acknowledge that you created a duplicate record. The IQCS Application Steward will get a notice to remove the duplicate from IQCS.

If the duplicate is somebody you are hiring, hold off on any action. Make a call to the contact person and ask them to remove the responder from their system. This will update IRWIN ownership to SOR=NONE. Come back to the conflict table and use the Claim Responder Button.

Not a Duplicate button Clicking the Not a Duplicate button tells the two system that you acknowledge that record is unique and can be added to IRWIN.

Claim Responder Button If the conflict table shows SOR=NONE, clicking the Claim Responder Button will send a message to IRWIN to update the SOR to IQCS.

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If the conflict table shows SOR NONE or you have verified the other system has released the record:

1. Click the Claim checkbox in the In Conflict With table. 2. Click the Claim Responder Button.

If the conflict table shows SOR other than NONE hold off on any action until you have verified that the other system has removed their ownership. Clicking the Claim Responder Button if IRWIN has not been updated to SOR=NONE will generate an error message indicating that the responder is owned by another system. Our conflict table will not update the status to NONE, you will have to get that verification from the point of contact.

Examples IQS to IQCS with name change Shelly is in the IQS system. She left but her record was not inactivated by IQS. Since leaving the state she got married. The IQCS account manager entered her into IQCS and she is in conflict with her IQS maiden name.

1. The IQCS account manager needs to call the number in the user contact area and ask that her record be released and for the IQS file to be sent electronically.

2. Once confirmation is received that the SOR=NONE, the account manager will click the Claim Responder button.

a. Note the SOR on the “in conflict with record will not change to NONE”. You will need to have verbal confirmation that the record was updated.

3. The normal process of importing the file can be completed, ensuring to match the IQI import responder to the newly created IQCS responder in the import area.

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IQCS to IQCS duplicate IQCS Account Manager created a new responder. Responder is in conflict with another IQCS record.

1. The Claim Responder is not available, it is in conflict with an IQCS record. 2. The account manager realizes they created a duplicate. 3. The account manager will contact the IQCS person and ask that the responder be put into INAC

or transfer to the new agency/org code. 4. The account manager will click the Duplicate button. 5. The IQCS application Steward will get a notice regarding the duplicate responder.

a. Creates a ticket to delete the responder. b. Confirm with the account manager to merge or delete the duplicate. c. Close the ticket.

6. The IQCS Account Manager will pick up the record that was put in INAC or transferred to their org code

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IQCS – IQCS not a duplicate An IQCS record bumped up against another ICCS record that is not a duplicate. Conflict rule is NameFirst, NameMiddle (first letter), and Birth Month/Day

1. IQCS account manager clicks the Not A Duplicate button. 2. IRWIN resolves conflict. 3. IRWIN Status updates to Integrated.

IQCS – IROC In conflict but not a duplicate

1. The records are not duplicated. The match was on same last name and same birth date. 2. IQCS Account Manager clicks the Not a Duplicate Button.

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IQCS - IRWIN SOR NONE 1. IQCS created a record that is a match to an IRWIN SOR=NONE record. 2. IQCS Account Manager can click the Claim Responder Button to set the SOR=IQCS 3. If all indication is that this was an IQS record and you don’t have the transfer file, reach out the

to the User Contact and obtain the transfer file. If it appears to have been an IROC resource, there is no transfer file.

IQCS to in conflict with multiple records

At times, your responder may be in conflict with more than one record. The in conflict grid will show you all the conflicts. Look carefully over the available records before you choose the Claim Responder Option. Reversing out this action requires support calls between IQCS and IRWIN. Remember, you can only claim a responder that is SOR NONE.

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Moving Responders to INAC With IRWIN integration, as there was with ROSS, there are times when actions on responders can’t be completed. With ROSS messages, IQCS was able to hold those messages and re-cycle them until the action was could be completed. With IRWIN integration, the account manager will have to come back and perform the action requested. Most often, this will be when trying to INAC a responder that is not released from an assignment.

IQI Import The IQI import now includes adding the required data for IRWIN integration.

IRWIN Experience Records The experience records that the qualification systems will be pulling in are ones that have been completed (assigned and released from an incident) in the dispatch/ordering systems for IQS and IQCS responders. The frequency of the import in to IQCS has not yet been determined but will likely be similar to the frequency we pull in incident information.

The agencies of the IQCS Change Management Board (CMB) have approved the business requirements of adding experience to a responder’s experience page. While there are multiple business requirements identified, the highlights for this project include:

• User must validate the imported experience before it will become part of the responder’s qualification process.

o Validation includes checking to see if it is correct (with feedback from the responder themselves) and then selecting the verified check box.

• Experience records that have not been validated will not be part of the qualification process.

o Will not factor into currency.

o Will not reset Position Task Book expiration dates.

• Will not be selectable when entering a Position Task Book evaluation.

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• Users will maintain the ability to edit (change/delete) imported experience.

o If the imported record is changed, including deleted, the record will not be updated in the source system.

• User will maintain the ability to manually enter experience.

• Verify button is greyed out if experience is used as part of an evaluation record.

Miscellaneous Cleanup During all the testing and running through the user guides a few clean-up items have been identified and added to the code will deploy to support IRWIN. These updates are not necessarily related to IRWIN, we used this opportunity to do some cleanup.

• Two IQCS reports have been updated to show IRWIN data instead of ROSS o C003 Responder List and C050 Qualification List

• The Menu item Employee Self Service has been removed. This was approved by the CMB in 2018 and action had not been taken.

• Unit ID is required on the Job Data page. While almost always it has selected during the hire process, there have been a few records without it. This is another item the CMB approved that took some time to get done.

• File size added to Document Upload Summary o To assist in managing file upload into IQCS the Summary page now shows the file size

for each file as well as Total File Size. The total file size is important as many email servers restrict how large attachments can be. In our testing with DOI, it is 40mb. The total size will turn red if you exceed 40mb. Please use the reduce file size options that are available to you. Any file that is over 5mb, will display in yellow.

o In addition to the file size showing, we are also displaying a message when you upload a file that is larger than 5mb. This is an advisory message and the system will allow you to continue to the save. We encourage you to see if there is a way to reduce the file.

• Search for Responder o The search for responder will show the Training Officer email address o In the Search for Responder grid, we no longer show fax and telephone for the

responder