Incident Cost Accounting

1. Incident Cost Accounting Presenter, Area Agency

2. Agenda • ICARS History/Status/Purpose • Uses of ICARS • ICARS Basics • Where to get ICARS • ICARS Demo • Hands on Exercises

3. ICARS History • 1990--Original development • 1991-1997--Expansion in FS and States • 1998-1999--Conversion to Windows, Access and Visual Basic • 2000-2001--Incorporation into I-Suite 2003--Conversion to MSDE

4. I-Suite Applications ITS ICARS Incident Time System IRSS Future App’s Incident Resource Status System IAP Incident Action Plan

5. Purpose • Cost Analysis • Management Support • Strategic Planning • Cost Apportionment/Sharing • Cost Documentation

6. Cost Analysis • Fire camp vs Motel vs Other • Spike camp vs Transportation • Retaining or releasing Lowboys • Airtankers vs Helicopters • Type 1 vs Type 2 Helicopters • Direct vs Indirect Attack

7. ICARS Special Reports • Costs by Agency • Costs by Contracting Agency • Costs by Cost Centers • Sorts by hourly cost • Helicopter vs Airtankers • Local resources • Other breakout designed by the user.

9. RESOURCE TABLE FIELDS Unit Look-Up Table Contracting Agency Lookup Kind Look-up Table Release Date Agency Look-Up Table Incident # Assign Date/Check In Date Any Reference Info Resource Order Number Resource Name E=Equipment Status of the Resource A=Aircraft Be Specific From IRSS-Not editable O=Overhead Should be unique C=Committed C=Crews D=Demobed S=Supplies

10. DAILY TABLE FIELDS Utilization Report Date Lock from editing System Generated Tied to Cost-share- Also for Reference How Many? Number Worked Cost Level Calculated Cost per Unit E=Estimate From Rate Table U=User Updated From ITS A=Actual (From ITS) How are they paid?

11. All records can be edited by clicking into the record Clicking a column heading will sort that column Actions affecting the Resources Table entries Data Filters Search by Column based on search criteria Released/Not Released Incident Resource Type To ADD a new record. To DELETE a record, select it and then click DELETE If you want to add a record similar to an existing one highlight the record and select COPY.

12. Actions affecting the DAILY table entries Creates Daily records from the Assign or Check in date to the release or current date Check in date from IRSS. You can’t change it but you can enter an Assign Date to override it. Updated info will flow down to all days below Bar to show more/less Daily records Update ICARS by creating daily records, pulling in ITS postings or just refreshing your view. Check to see the total for the resource selected. Utilize customized rates as defaults Checkboxes to display the daily table and turn on/off the flowdown effects Lock or unlock all Daily records for the selected resource Print the existing Resources or Daily Table

13. Helicopter Daily Record If Dropping Retardant show $$ Other fields for information only Split Flight Dollars between water or retardant drops and other tasks Enter the actual gallons of water or retardant Split Flight Hours between water or retardant drops and other tasks

14. Standard Graph

15. Standard Graph

16. Reporting Categories—The Incident Category is the most typically used You select which incident you want and a date range, if you don’t want the entire incident. You can select only a subset of the data. Reporting Screen Report formats—Click the format you want. Most used are the Weekly Summary, Daily Summary and Incident Category Total (for multiple incidents. Print directly or preview your report

17. Weekly Summary Report ********* Daily Cost by Resource Category

18. Weekly Detail Report ************ Daily Cost by Individual Resource.

19. By Kind by Cost Report ********* Will sort records by Unit Cost

20. List Of Kinds

21. Rates table includes a standard rate for most Kinds of resources Rate Area for use if customized rates were created Select Kind to see Rates Rates can be set up for different agencies

22. Aircraft Analysis

23. Aircraft Analysis

24. Aircraft Analysis

25. Aircraft Analysis

26. Aircraft Analysis ******** Detail Report

27. Enter Projection information Calculates the Quantity and Cost from current day records in the Resource Table Uses the Kind table to calculate # of People Projections Module Only pulls in Direct resource Kinds User Adjusts the Quantity for future days to match the appropriate projection Support costs are not analyzed separately. All support costs (based on an indicator in the kind table) are added together and distributed on the following calculation. (Current Day Total Support Cost/Current Day Total Direct Personnel) x Future Day Direct Personnel

28. Projected Days Cost Categories Projection Report Support Calculation Total Projection

29. Reference Materials/Help • Quick Reference Guide • User Guide • Website -- www.fs.fed.us/r6/isuite • Helpdesk

30. New Website Location

31. Where to get ICARS • ICARS—Quarterly release schedule • Part of entire I-Suite Installation • Internet -- www.fs.fed.us/r6/incident • I-Suite CD Distribution--Limited

32. And Finally, The Psalm of Gates: Blessed Are They That Back Up Their Data For They Shall Know Not The Wailing And Sobbing of the Unprotected And Neither Shall Their Childrens’ Children Sing Songs of Lamentation and Woe

33. Feedback • Comments • Suggestions