Importing an IQS File Into IQCS

Data from personnel who have been tracked by a state's Incident Qualification System (IQS) can be imported directly into the IQCS application. In order to import the responders IQS record into IQCS, the account manager must request and be provided the encrypted XML IQS transfer file from the respective IQS state manager. IQS state managers can found at the IQS website http://www.vdatasys.com.

The correct file will be auto named from when the responder is transferred out of IQS and must look like IQSwebTransfer_01_16_2016_14-24-46.xml with the only difference being the date and time (the numbers). Newer versions of IQS produce a compressed (zipped) file that contains both the XML document and any attachments that have been saved to the record. If you receive (via email, thumb drive, etc.) a compressed file from an IQS manager, the XML document must be extracted before importing into IQCS. The XML document is what you will import.

The process of loading an IQS file in to the IQCS application is in three sections:

  1. Upload the XML file
  2. Import data to an existing or new responder record
  3. Remove data that was not imported

Once the XML file has been successfully uploaded to the application and to the data staged to tables, the account manager can then select which data records to bring into IQCS. If the IQS responder does not come with an IQCS EmplID, any responders with possible matches will be displayed. You can choose to merge newly imported data with an existing IQCS record or create a new responder record.

For step by step instructions for file import, please following the instructions below.

File Import and Review

  1. Navigate to Responder Administration > IQI Import/Export.
  2. Select IQI File Import and Review.
  3. Select the Add a New Value tab to initiate a new file upload.
  4. Select the Add button.
  5. On the IQI Import tab, select the Get File button.
  6. Find and select the XML document for import. The file name will be IQSwebTransfer_01_16_2016_14-24-4xml, the date will reflect the date it was exported from IQS. The file must be an XML document, no other file type (zip, pdf, jpeg, etc.) will load.
    • If the file is in compressed (zipped) format, the XML document must be extracted for upload. Locate the compressed (zipped) folder that you want to extract files from, and then do one of the following:
      1. To extract a single file or folder, double-click the compressed folder to open it. Then, drag the XML document from the compressed folder to a new location.
      2. To extract the entire contents of the compressed folder, right-click the folder, click Extract All, and then follow the on-screen instructions.
  7. Once you have selected the XML document, the file name will appear in the File Attachment window.
  8. Select the Upload button.
  9. The document will be displayed under the File Name header.
  10. Select the Import button to bring the data into IQCS staging tables.
  11. Under the Import/Export Status header, Data Successfully Imported should be displayed.
  12. Upon completion of above steps, select the Update/Display button to return to the Search page.
  13. Select the Search button to show the entire list of staged responders.
  14. Select the responder you want to review and save to IQCS.
  15. The imported responder data is displayed.
  16. Possible Match or Create New Record
    • Possible Match. If there are responders in IQCS that have a similar name, they will be listed in the grid labeled Possible Matches. If one of the possible matches is the same responder, select the check box next to that responder to import data to that responder’s record.
    • Create New Record. To create a new responder record, do not select any possible match records. You can enter a Set ID and Organizational Code (Org Code) for the new record to have the responder record placed directly into the organization. However, if you do not identify a Set ID and Org Code for the new record, the responder record will be placed into INAC and can be transferred in to a valid Org Code later.
  17. Awarding Official. It is required to identify an Awarding Official. This identified person will be displayed as part of the justification on the responder’s Competencies page.
  18. Selecting Data. Review the responder data in the Fitness, Qualifications, Taskbooks and Experience sections. Use the check boxes (select all or individual) to select which be saved in IQCS.
    • If the import file has a large amount of rows and you may receive timeout errors, try checking a section at a time. If the section is large, import 20 to 30 rows at a time.
    • Select the Fitness entry, even if there only value is ‘N’.
  19. Apply Selections to IQCS. Select the Apply Selections to IQCS button at either the top or bottom of the screen to apply the selected records.
  20. A status for each record will be displayed.
    • The displayed status for imported training will indicate the saved training table. Training that is not required by a position will display the comment as Training saved to IQCS>EXTERNAL TRAINING. This indicates that it is a course that is not in our Course table and not required for a position as identified in the accepted agency business policy documents.
  21. Remove Remaining Data. Any data that did not import, either by choice or data that could not be imported, can be removed so that the record no longer exists in the staging table by select the Remove Remaining Data button.
  22. Select the Return to Search button.

For detailed information refer to: Module 3 Managing Responder Data

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