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IQCS 2.0: Responder Profile Qualification Records

  • In this module, we will discuss how you can manage responders' competencies within the Incident Qualifications and Certification System and produce an agency certified Incident Qualification Card. 

    The responders' competencies include their position task books, experience, training, licenses and certificates, and incident qualifications. The IQCS 2.0 application compares the responder’s competencies to the incident qualification standard to determine a qualification status for a position. Competencies are added to a responder’s record via a user action or a data pull from a connected system. 

    The agency Incident Qualification Card forms the basis, and is the ultimate product, for the qualification application. To produce the incident qualification card for an agency responder there are multiple business requirements that must be maintained, the responder's qualification competencies have to be accurate, and the incident qualification must be agency certified.  The IQCS 2.0 gives the user the ability to produce this product for a responder identifying the agency certified incident qualifications that they have been approved to act in. The agency certified Incident Qualification Card, is the official record of an responder’s agency certification.

    Responder Profile, Competencies Sections

  • The Qualification component of the IQCS 2.0 is a place to view all their incident qualifications for a responder. When accessing a responder's profile the first tab of the sub section will be the Qualifications. 

    Responder Profile, Qualifications

    From this section, a user can grant a qualification, review active versus inactive qualifications, perform an administrative action, or make notes. The responder's Qualifications will include three sub tabs: Active Qualifications, Inactive Qualifications, Administrative Actions.

    Active Qualifications

    The Active Qualifications section reflects the incident qualifications that active and that their agency has approved utilization via the Agency Standard Process Mapping control table. The responder's qualifications that no longer meet the requirement to be active are reflected in their Inactive Qualifications section. 

    If a Qualification record has been entered incorrectly it can be deleted from a responder’s Qualification page. When the record is deleted, the application will automatically record the record removal in Auto Docs. If the incident qualification is sourced from an Position Task Book record, then navigate to that tab and delete the record from the source. 

    Responder Profile, Qualifications, Active Qualifications

    • Ready to Certify button.
      • Utilize this action to add the identified Print to Card and/or Send to IRWIN responder's qualification(s) to the Certifying Officials list for review for agency certification.
    • Refresh Qualifications button.
      • Utilize this action to run the qualification process for the responder's incident qualifications.
    • + Qualifications button.
      • Utilize this action to add an incident qualification to the responder's record. Largely used to add qualifications that do not have a position task book.
      • Qualification Add/Adit
    • Position Match button.
      • Utilize this section to look up an incident qualification standard to determine the requirements versus the attainment of the responder's competencies. Use the selections of the Standard, Position and Attained Date.
      • Position Match
    • Save Changes button.
      • Saves the changes the user makes to the Print to Card and Send to IRWIN checkboxes on the grid.
    • Edit icon button.
      • Utilize this icon button to make edits, like changing the attainment date or adding a document, to the incident qualification.
    • Agency Certified. A selection made by the agency certify official to authorize the responder to act in the incident qualification on behalf of the agency and agency certifying official having met the needed incident qualification requirements for certification. On the responder's record:
      • Identified if active agency certification is in place.
        • Qualification active on the responder's Incident Qualification Card and in IRWIN integration.
      • A draft/pending agency certification will not replace an existing active agency certification.
      • Will be removed if
        • A new agency certification replaces existing.
        • Agency certification is removed.
        • Agency certification expires.
        • Qualification status is one that can not be agency certified.
    • Position Code and Position Title. The incident qualification position code and position title issued by the NWCG Position Naming Board (PNB) for consistency throughout the wildland fire community.
    • Standard. The standard source for the incident qualification requirement of the identified position.
    • Endorsement. The type of incident for which a resource is qualified to perform in a position.
    • Status. The current standing of the responder's incident qualification per the standard or the certifying official's administrative action.
    • Position Attain Date. The date the responder gained the incident qualification. Used to determine qualification requirements and currency.
    • Position Task Book Expiration Date. Reflects the expiration date of  the record source on the responder's Position Task Book tab.
    • Currency Expiration Date. Currency for a position can be maintained by successful performance within the given timeframes in that position or successful performance as a Trainee or Qualified in identified positions. The maximum time allowed for maintaining currency is three years for air operations, faller, and dispatch positions. All other positions have a five-year currency requirement.
    • Administrative Action. Indicates if there is an active agency certifying officials' administrative action being applied.
    • Notes.
      • Utilize this section to leave incident qualification notes on the responder's record.
      • Responder Profile, Qualifications, Notes
    • Document. Will indicate if a document has been uploaded for the incident qualification.
      • Selection of the icon to review the document.
    • Qualification Status Reason icon.
      • Utilized this icon button to troubleshoot or review the reason for the qualification status of the responder's incident qualification.
      • Position Match

    Inactive Qualifications

    Responder positions that have been inactivated remain a part of the qualification record but are no longer displayed on the responder's Active Qualifications page. These qualifications are automatically moved (from active to inactive, or inactive to active) based on the responder's identified agency and the standard status.  Qualifications will be identified as inactive one the following apply:

    • The qualification standard has been inactivated in the application identifying that no agency is utilizing it.
    • The qualification standard is not recognized (used) by the agency the responder's record is currently being managed by
    • Responder Profile, Qualifications, Inactive Qualifications
    • Position Code and Position Title. The incident qualification position code and position title issued by the NWCG Position Naming Board (PNB) for consistency throughout the wildland fire community.
    • Standard. The standard source for the incident qualification requirement of the identified position.
    • Endorsement. The type of incident for which a resource is qualified to perform in a position.
    • Last Status. The standing of the responder's incident qualification at time of inactivation per the standard or the certifying officials' administrative action.
    • Position Attain Date. The date the responder gained the incident qualification. Used to determine qualification requirements and currency.
    • Currency Expiration Date. Currency for a position can be maintained by successful performance within the given timeframes in that position or successful performance as a Trainee or Qualified in identified positions. The maximum time allowed for maintaining currency is three years for air operations, faller, and dispatch positions. All other positions have a five-year currency requirement.
    • Position Task Book Expiration Date. Reflects the expiration date of  the record source on the responder's Position Task Book tab.

    Administrative Actions

    If a Administrative Action record has been entered incorrectly it can be deleted from a responder’s Administrative Action page. When the record is deleted, the application will automatically record the record removal in Auto Docs.

    Responder Profile, Qualifications, Administrative Actions

    • + Qualification Administrative Action button.
      • Utilize this button to add an administrative action to a responder's incident qualification.
    • Edit icon
      • Utilize this icon button to make edits, like changing the active status or adding a document, to the incident qualification administrative action.
    • Position Code and Position Title. The incident qualification position code and position title issued by the NWCG Position Naming Board (PNB) for consistency throughout the wildland fire community.
    • Standard. The standard source for the incident qualification requirement of the identified position.
    • Endorsement. The type of incident for which a resource is qualified to perform in a position.
    • Effective Date. The date the certifying official approved the administrative action to take effect.
    • Active. Indicator if the certifying officials' administrative action of the responder's incident qualification is active or not. If active, then applied. If not active, then not applied.
    • Certifying Official. The agency official at the home unit who is responsible for authorizing and granting position certification per agency policy.
    • Administrative Action Status. The qualification status that the agency certifying official as approved the responder's incident qualification to be modified to via an administrative action.
    • Document. Will indicate if a document has been uploaded for the incident qualification. Selection of the icon to review the document.
    • Justification. The documentation provided by the agency certifying official approving the administrative action on the responder's incident qualification. Provide enough detail to satisfy an audit. 

  • The IQCS 2.0 Trainings page for a responder is the record source for completed training associated to incident qualifications. Records on this section will be used in the qualification process to determine if the required training of an incident qualification standard has been completed.

    Responder Profile Training

    There are three ways a training record can be added to a responder's Training profile: 

    1. Manual Add to Training Tab.
      1. Users can manually add the completed training to the responder's training record. These records are editable.
    2. Import from IQS File
      1. Training data imported from an IQS file will be added to the responder's Training section. If the code matches to a course in the IQCS 2.0 Course control table, the record will be added to the Qualification Training tab. If not, the record will be added to the Other Training tab.
    3. Completed Record Pulled from IRWIN Data Exchange
      1. The IQCS 2.0 application will query IRWIN for training completion records that have been populated to IRWIN from the Learning Management Systems (LMS) for IQCS 2.0 responders. These records will be displayed as view only on the Qualification Training tab. 

    If a Training record has been entered incorrectly it can be deleted from a responder’s Training section. When the record is deleted, the application will automatically record the record removal in Auto Docs.

    Qualification Training

    Training records in this section represent courses that the agencies has identified as requirements for incident qualification standards. Records will be used in the qualification process.  

    Responder Profile Training Qualification Training

    • + Qualification Training.
      • Utilize this button to add a completed or administrative action training record to the responder's Qualification Training page.
        • Qualification Training Add/Edit
    • Course. The course/training completed by the responder for incident qualification management.
    • Completion Date. The date the course was completed.
    • Expiration Date. The date the course is no longer valid per agency-specific timeframes.
    • Attendance. The level of completion of the course.
    • Training Awarded by Completion of. Training record added to responder's profile in a view only display when another course was completed. Example, when a S130 completion record is added then a record of completion for RT130 will also be added.
    • Document. Will indicate if a document has been uploaded for the training record. Selection of the icon to review the document.
    • Source. A user or application from which the data was entered by or obtained from.
      • Records entered by a user will be editable. Records sourced from another application will be displayed as view only. 

    Other Training

    This section is used to record a training that is not identified by the agencies as a incident qualification training requirement but they have identified a need to keep record of it. Records in this section will not be used in the qualification process. 

    Responder Profile Training Other Training

    • + Other Training button.
      • Utilize this button to add a record to the responder's Other Training page.
      • Other Training Add/Edit
    • Edit icon.
      • Utilize this icon button to edit an Other Training Record.
      • Responder Profile Training Other Training, Edit Other Training
    • Course. The course/training completed by the responder for incident qualification management.
    • Completion Date. The date the course was completed.
    • Attendance. The level of completion of the course. 

  • A feature in the IQCS 2.0 is the ability to manage a incident position task book (PTB) for a responder qualification record. Similar of other competency pages in the application, the qualification process for a responder's record utilized information entered and maintained on this page. When a PTB is initiated and saved, the application will simultaneously place the incident qualification to the responder's Qualification tab. When a PTB status changes (to expired or to certified), the application will utilize this information in the qualification process.

    If a Position Task Book record has been entered incorrectly it can be deleted from a responders' Position Task Book section. When the record is deleted, the application will automatically record the record removal in Auto Docs. If the PTB is the sole source for the incident qualification on the responder's Qualification tab, then the record will also be removed from that section. 

    Responder Profile, Position Task Books

    • + Position Task Books button.
      • Utilize this button to add a record to the responder's Position task Book page. This includes adding an administrative action record.
      • Position task Book Add
    • Edit icon button.
      • Utilize this selection to update the responder's position task book record. This includes adding a final evaluator, agency certification or document.
      • Position Task Book Edit
    • Position Code and Position Title. The incident qualification position code and position title issued by the NWCG Position Naming Board (PNB) for consistency throughout the wildland fire community.
    • Standard. The standard source for the incident qualification requirement of the identified position.
    • Endorsement. The type of incident for which a resource is qualified to perform in a position.
    • Position Task Book Status. The current status of the position task book. Status will populate automatically per data entered and maintained.
      • Active. Current date is between initiate date and expiration date. The six fields of the Final Evaluator and Agency Certification have not been entered.
      • Expired. Current date is after the expiration date. The six fields of the Final Evaluator and Agency Certification have not been entered.
      • Certified. The six fields of the Final Evaluator and Agency Certification have been been entered.
      • Administrative Action. Initiated Date entered, Justification and Agency Certification (certifying official name and unit ID, and date) have been entered.
    • Administrative Action. Indicator to capture that the responder has demonstrated the performance based skills of the position task book without actual completion of the position task book per the approval of the agency certifying official. Upon selection, a justification statement and certifying official information will be entered.
    • Manually Enter Final Evaluator. Indicator to capture a PTB recorded Final Evaluator (Name Home Unit/Agency) that is not in the IQCS 2.0 application.
    • Initiated Date. Date reflects the date per the Initiation section of the actual issued position task book or the date of administrative action per the agency certifying official.
    • Expiration Date. A position task book is valid for three years from the date of initiation. Upon documentation of the first evaluation record, the three-year time limit is reset from that new date. The position task book will expire if is not completed in three years from the date of the position task book initiation (or date of first evaluation record). If the position task book expires, a new position task book will need to be initiated.
    • Final Evaluator. The individual responsible for completing the position task book final evaluator's verification section.
    • Final Evaluator's Unit ID. The final evaluator's provider NWCG Unit Identifier (Unit ID) at time of position task book evaluation. Needs to reflect the information recorded on the actual position task book record in the Verification section.
    • Final Evaluation Date. The date corresponding to the final evaluator's verification in the position task book.
    • Certifying Official. The agency official at the home unit who is responsible for authorizing and granting position certification per agency policy.
    • Certifying Officials' Unit ID. The certifying official's Home Unit/Agency NWCG Unit Identifier (Unit ID) at time of position task book certification. Needs to reflect the information recorded on the actual position task book record in the Agency Certification section.
    • Final Agency Certification Date. The date corresponding to the certifying officials' position task book certification.
    • Document. Will indicate if a document has been uploaded for the training record. Selection of the icon to review the document.

     

  • There are certain position qualifications that require a responder to hold external certifications, licensing, warrants, and/or agency-defined specialties. When a licenses/certificate expiration date has passed, the associated position qualification that requires the competency will be automatically changed to unqualified at the responder’s Qualifications tab.

    As with IQCS, the recording of a Licenses & Certificate will not grant an incident qualification in IQCS 2.0. 

    If a Licenses/Certificate record has been entered incorrectly it can be deleted from a responder’s Licenses & Certificate page. When the record is deleted, the application will automatically record the record removal in Auto Docs.

    Responder Profile, Licenses & Certificates

    • + Licenses & Certificates button.
      • Utilize this button to add a record to the responder's Licenses & Certificates page.
      • Licenses & Certificates Add
    • Edit icon button.
      • Utilize this selection to update the responder's licenses / certificate record. This includes updating a date or adding a document.
      • Licenses & Certificates Edit
    • License / Certificate. An external certifications, licensing, warrants, and/or agency-defined specialties that is required for incident qualification management.
    • License / Certificate Number. Used to capture the identifier assigned for the responder's license/certificate by the issuing source.
    • Issue Date. The date of issuance assigned for the responder's license/certificate by the issuing source. The date when the license/certificate becomes valid.
    • Expiration Date. The date of expiration assigned for the responder's license/certificate by the issuing source. The date the license/certificate is no longer valid.
    • Issued By. Person or organization of authority issuing the license or certification.
    • Issues in State. The issuance State.
    • Document. Will indicate if a document has been uploaded for the License / Certificate record. Selection of the icon to review the document.
    • Source. A user or application from which the data was entered by or obtained from.
      • Records entered by a user will be editable. Records sourced from another application will be displayed as view only. 

  • A responder’s incident experience record updates currency, updates a position task book expiration date, and provides the responder with a permanent record of qualification incident experience over time. 

    Responder experience records are manually entered by an IQCS 2.0 user or are pulled from IRWIN. In both situation, the incident record must exist in order for a individual experience record for that incident to be recorded. 

    More information on incidents and incident experience pulled from IRWIN can be found in IQCS 2.0: IRWIN Integration.

    Responder Profile, Experience

    • + Experience button.
      • Utilize this button to add a record to the responder's Experience record page.
      • Experience Add
    • Edit icon button.
      • Utilize this selection to update the responder's Experience record. This includes updating a date, status or incident complexity.
      • Experience Edit
    • Unique Incident ID. A unique identifier assigned to each wildland fire.
    • Incident Name. The name assigned to an incident.
    • Position Code and Position Title. The incident qualification that the responder performed during the incident.
    • Endorsement. The type of incident for which a resource is qualified to perform in a position.
    • Status. Qualification status the responder was deployed as per agency certification.
    • From Date. The date when the Experience began.  
    • To Date. The date when the Experience ended.  
    • Operational Periods. The time scheduled for executing a given set of operation actions, as specified in the Incident Action Plan (IAP). Operational periods can be of various lengths depending on the incident or resource need at the incident. Calculated from the from date and to date of the experience record. Equal dates is one operational period.
    • Complexity. The incident Management Level for the incident when the responder was assigned to the incident.
    • Event Category. The category type of incident assigned.
    • Source. A user or application from which the data was entered by or obtained from. All experience records, user entered or IRWIN sourced, are editable. 

  • The Document tab will list all documents loaded at other pages in the application as well as documents loaded directly to the summary page. From this page the user can view, manage download and email all uploaded documents.

    The IQCSCMB identified the need for a user to be able to add documents not recorded on other records in the application. To meet this need, the user can add records to the three categories identified by the IQCSCMB. Document categories are available on the Document Summary page. 

    1. Audit Document.
    2. Historical Document
    3. Experience Document
    Responder Profile, Documents
    • Email Documents button.
      • Utilize this action to select documents to email to your self of the responder.
    • Download All Files button.
      • Utilize this action to download a single file of all the documents that has been loaded to the responder profile.
    • + Documents button.
      • Utilize this button to add a record to the responder's Experience record page.
      • Responder Profile, + Documents
    • Edit icon button.
      • Utilize this selection to update the responder's Experience record. This includes updating the category, record or deleting the document.
      • Responder Profile, Edit Document
    • Record. The competency that the document is associated too.
    • Document Category. Identifies the competency type, page, for the uploaded document.
    • File Size. Identifies the size of the uploaded document. Important for emailing records due to limitation on email servers.
    • Date Added.  Identifies the date that the document was added to the responder's profile and associated competency.
    • User. Identifies the user that added the document to the responder's profile and associated competency.
    • Preview icon button.
      • Utilize this action to view the document that was associated to a competency record.
    • Download icon button.
      • Utilize this action to download a single document that was associated to a competency record. 

     

  • Page and function still being developed. As identified by the IQCSCMB the page and application functionality needs to be as below. 

    Used to capture and display actions an IQCS 2.0 user took on a responder’s incident qualification record (administrative and qualifications). Log will be available on each responder’s record to display all changes that occurred to the record by a user or batch process.  

    • Qualifications Administrators (role access): National Agency Lead, Account Manager, Certifying Official, Viewer, Responder  
    • Ability to review the change made to identified pages for each responder’s record. When, by whom, what page, what field/competency and what changed from, what changed to.  
    • Auto log for each responder’s qualification record
    • Administrative Record: responder, when action, user/batch who completed action, field, date change from, data changed to, user/batch action type (add, edit, delete)
    • Qualification Record: responder, when action, user/batch who completed action, competency, attainment type (admin action, certified, completed, active, etc.), user/batch action type (add, edit, delete)
    • All areas of a responder record are audited for users to reference.  
    • IRWIN interface – data changes (adds, updates, removals)
    • Sort/categories for drill down capability
    • Data read only

    Auditing Needed Sections and Fields 

    • Date/time
    • Responder
    • User name (human and application)
    • Page, Tab, and Sub Tabs: Responder Profile (administrative and competencies)
    • Action (add, change and delete)
    • Document (captures changes that occurred) 

  • Award Training Completion

    Functionality that allows multiple responder records to be created a completion record for an identified training. Course must be identified by the IQCSCMB to allow functionality. 

    Award Training Completion
    Instructions - Award Training Completion
    1. Select Course from Mass Training Course drop down.
    2. Set Completion Date.
    3. Select the Add Training tab.
    4. Select the + Add Responder to lookup and add responder to list.
    5. Once responder list has been built, select the Process Mass Training button.
      • Upon process, identified responder profiles will be updated with completion of identified training record.

    Award Experience

    Functionality that allows multiple responder records to be created an experience record for an identified incident. Incident must exist in the Incident control table to allow functionality. 

    Award Experience
    Instructions - Award Experience
    1. Select Incident from Unique Incident ID drop down.
    2. Select the Add Experience tab.
    3. Select the + Add Responder to lookup and add responder to list.
      • Lookup person, and populate specifics of their assignment to the incident.  
      • Select Create.
    4. Select Process Mass Experience
      • Upon selection, responder profiles will be updated with experience record of identified incident.
Article Category
IQCS 2.0 Application User Guide