FireRMS Supplemental Records Presented by: Laura Small FireRMS Quality Assurance

1. FireRMS Supplemental RecordsPresented by: Laura SmallFireRMS Quality Assurance

2. Supplemental Records The Supplemental Records option allows your users to update previously completed records without changing the original reports. Using this option ensures data integrity by enforcing the use of Supplemental or “Change” records in which updates are made to an original record that has already been marked complete. Supplemental Records may be created for Activities and/or Incidents.

3. Enable Supplemental Records Enable the creation and use of Supplemental Records through the Administrative options that are setup under Tools, Administration, System, More Settings. Click on one or more of the ‘Lock’ options to enable the use and creation of supplemental records for that module. NOTE: ‘Lock PCR’ is not part of the supplemental record option set. Please refer to the FireRMS Administrators Guide for more information on that separate option

4. Activities Overview

5. Activity View Options The Occupancy Module provides three List View options you may select from to View Activity records. In “Associated List”, findings display indented under the original activity. In “Double List”, the findings and activities are presented in their own groups. In “Single List” all items are listed in Date order in a single list. To properly use and review Supplemental Activities, we recommend using the Associated List View when possible.

6. Supplemental Activities FireRMS has always provided an option to create Supplemental Activity Records. Just highlight any existing record on a list, create a new record and, when in the Associated List view, you’ll see that the new record is indented under the original record along with the original findings (if any). The backend SQL tables save the association for both viewing and reporting purposes. Supplemental activity records may be created & used in the Occupancies, Hydrants and Vehicles & Equipment modules.

7. Locked Activities So, what’s new about the “Lock” option? The Lock option prevents users from changing the data on any activity or Finding that has previously been marked complete. Using the Lock Option ensures Data Integrity by preventing changes to previously posted and/or published Data

8. Locked Activities When “Lock Activity” is enabled, the user will see a warning message when they fill in the ‘Completed Date’ field on any Activity record. If the user has forgotten to add any information, they can select “No” and finish filling out the data. If the user is ready to mark the record complete, they select the “Yes” button. This warning is presented every time a user marks a record complete.

9. Locked Activities If a record needs to be updated after it is marked complete, the user can highlight the record and a new button labeled ‘Create Supplemental’ will display next to the View Options choice boxes.

10. Locked Activities When the user selects the ‘Create Supplemental’ button, a new Supplemental Activity record will be created. The supplemental record is easily discerned by the word “SUPP” before the activity description. If you are using the Associated List view, you will see the Supplemental record is indented below the original activity. Users can create as many supplemental records as needed to record changes or updates to the original record.

11. Locked Incident Reports • Locked Incident Reports works very much like the Locked Activity Reports with a couple exceptions: • Users must have Security Rights to create Supplemental Incident Records. The Security Option ‘Form, Incident, Supplemental Reports ‘ must be set to 3 – Full Access or a user may not create a supplemental incident report. • When a supplemental Incident is created, the form does not automatically update to show the new supplemental record. The user will close the completed incident form to see the supplemental record on the Incident list box. The supplemental record will include all the data from the original report, so Protect or other Desktop filter options should not cause any conflicts in finding the new record. Make the required changes and then mark the supplemental record complete to Lock it as well.

12. Locked Incident Reports When a user selects the Complete checkbox on the Incident Authorization form, the prompt above is displayed. Just like on Activities, the user may select No to continue entering data, or yes if he is sure the record is complete. Per usual, a user may not mark any incident complete until all NFIRS and Locally required fields have been filled out.

13. Locked Incident Reports On Lock, the Incident is immediately set to Read Only. If the user has Security Rights to create a Supplemental Incident, a button labeled Supp Inc will display as shown above.

14. Supplemental Incident Reports The new Supplemental Incident will be displayed on the Incident List directly below the original Incident listing. Because there’s no place to show ‘SUPP’ for incident records, the Supplemental Record is highlighted in Grey to differentiate it from regular incident records. Any user at this point may open and update the Supplemental Record. NOTE: When Exporting Incident Records to NFIRS, Supplemental Records are included in the file as ‘Update’ records. The National NFIRS system accepts Update Records, but be sure YOUR State system supports update records before enabling Lock Incidents!

15. Notes & Tips • When Lock Activity is enabled in the Occupancy Module, you may also create supplemental records for Findings if desired. • Activity records are locked as soon as you enter the Completed By date – but the ‘Completed By’ field may still be available for updates if the activity was not assigned to anyone, or a user other than the Assigned Person completed the record. Users cannot change any field except the ‘Completed By’ under this condition. • Similarly, after an Incident Record is locked, the ‘Officer in Charge’ and ‘Reviewed By’ fields may still be updated, but no other data on the record may be changed. • ADMIN NOTE: If you ever find you MUST update a locked activity or incident, you can clear the Lock options under System Settings, make your change, and then reset the option to on. (remember that you must restart FireRMS when making changes to System Settings.)