![](media/image1.png){width="1.3333333333333333in" height="1.375in"}

M O D U L E 2

> Managing Employee Data

**Overview**

> When an employee is entered into IQCS as a new hire, the account
> manager will establish a new record for that employee. The tables in
> IQCS allow you to maintain personal data such as name, home address,
> and business, home, and cell phone numbers. You will also maintain job
> data history, such as organization and unit ID.\
> \
> The existing IQCS/ROSS nightly-batch interface has been replaced by a
> near real-time interface that provides automatic updates from IQCS to
> ROSS. The following information will be updated:

-   Responder Name

-   Unit ID

-   Position(s) in which responder is qualified (e.g., DIVS, TNSP, ATGS,
    etc.)

-   Position expiration date

-   Position status (e.g. Qualified, Trainee, Unqualified, Blocked)

-   Business telephone number

-   Business email address

> The exchange component of the IQCS/ROSS interface consists of a new
> database called the 'Resource Clearinghouse (CH)' that coordinates
> with IQCS and ROSS to track a responder's record. The Clearinghouse
> ensures that each record is unique based on four (4) required data
> elements: Name, SSN, Unit ID, and Dispatch Unit ID. Once this
> information has been established for a responder's record, the CH
> issues a unique Clearinghouse ID (CH ID) which is permanently attached
> to that record (see Module 8 for detailed information).

Each agency and/or unit will use whatever form is appropriate for them
to gather the data used during the 'hire' process.

When an employee is hired in a new position or by a different agency the
employee's files are transferred from one organizational unit to another
\[agency and/or subunit(s)\]. The sending account manager changes the
organizational information in the employee's job data page or places the
employee in 'Inactive (INAC)' (see detailed information on page 2-26).
The receiving account manager updates the employee's job data, personal
data, experience data, and training data, as appropriate. If the
employee has been placed in 'INAC,' the receiving account manager
changes the organizational information; in addition to updating the
employee's job data, personal data, experience data, and training data,
as appropriate.

The account manager will review responders in their account at regular
intervals. The account manager may transfer the responder to 'INAC' when
he/she has been inactive or when the account manager knows that a
responder may not return to work at his/her unit or is no longer
participating as an incident responder.

The account manager will enter medical exam results for employees who
may be or are currently assigned to wildland fire duties, prior to
conditioning for or taking the Work Capacity Test (WCT) (see page 2-30
for more information).

Individuals can be assigned to various groups, (i.e., Incident
Management Teams, Buying Teams, Hotshot Crews, etc.). This information
is used for workforce analysis and planning purposes. Members of a group
can be excluded from the total of available resources when determining
the positions and numbers needed to meet incident staffing levels.
Groups can also be used to print qualification cards, enroll responders
in classes, and document experience.

**Objectives**

By the end of this module, you will be able to:

-   Add a new employee to the system

-   Add a non-employee to the system

-   Transfer an employee

-   Modify an employee's Personal and Job Data

-   Inactivate employees by termination and transfer to INAC
    organization

-   Change an employee's status

-   Record medical exam results

-   Define groups

-   Assign responders to groups

**Roles**

> The following roles will participate in the activities described in
> this module:

-   Account Managers

-   Training Officers

-   Certifying Official

-   FMO

**Activity Overview -- Add a New Account**

In this activity you will add a new account to IQCS. IQCS is built on
the PeopleSoft Human Resource System, which considers adding a new
record for an employee as a 'new hire.' In IQCS this is equivalent to
creating a new account for an individual responder. The 'Hire' component
is only visible in its entirety when adding a new account record. Please
remember, IQCS is not the system of record for personnel data. The data
being entered here is used for tracking training, certification, and
qualifications for incident responders and for performing analysis of
the incident responder workforce.

When updating this data for an employee the user will access the Update
Personal Information component and the Job Data component. The Name
History and Address History are located in the Update Personal
Information component. The Work Location, Job Information, and Salary
Plan are located in the Job Data component. Data such as OPM job series,
pay salary plan, and grade is being maintained in IQCS for workforce
analyses. Once the data is saved after adding an employee, sensitive
data such as social security number is no longer visible to the user.
![](media/image2.jpeg){width="0.3597222222222222in"
height="1.261111111111111in"}

The system-generated Employee Identification number (EmplID) becomes the
unique number associated with an individual's record.

IQCS has customized PeopleSoft to create this program. The Human
Resource (HR) functionality in PeopleSoft is the same in IQCS. However,
IQCS is **NOT** a Human Resource program. It is a training and
qualifications program---***When you see terms like 'Hire' and
'Terminate', they mean -- within the fire qualifications system -- not
in the HR system**.* The Job Data screen is a key component of IQCS. The
functionality here is somewhat different from other components in IQCS.
When you add a new 'row' of data on the Job Data component the blue bar
will say 1 of 2. After you save your new information and leave the Job
Data component, the next time you return to that employee's Job Data
screens it will say 1of 1. The historic record is still there, but you
have to click on 'Include History' to see the historic data.

**Instructions**

**DO NOT SAVE YOUR DATA IN THIS COMPONENT UNTIL ALL REQUIRED DATA IS
ENTERED**. If you SAVE before completing required fields, those fields
will turn red and the system will direct you to fill in the required
information. Required fields are identified with an asterisk (\*)
throughout the IQCS program.

1.  Navigate to **Administration \> Hire Employee**.

2.  Leave the 'Name Type' as 'Primary.'

3.  The 'Effective Date' will default as today's date.

The 'EmplID' will be generated automatically by the system in numeric
sequence.

> ![](media/image3.png){width="5.250694444444444in"
> height="2.6173611111111112in"}

**NOTE:** Effective Date -- It is recommended that you accept the
default effective date. This date reflects the day the account manager
created this record in IQCS, not the day the responder was actually
hired by the agency/business unit. The actual date of hire is maintained
by Human Resources.

4.  Enter the employee's properly formatted legal name in the
    appropriate fields (e.g., First: 'Robin', Middle: 'V', Last:
    'Hood'--- use the suffix block to enter JR, SR, III, etc., --- DO
    NOT use periods OR commas. Hyphens or apostrophes can be used,
    except in the first and last fields. Invalid special characters will
    result in a reject of responder record during the registration in
    the 'Resource Clearinghouse'). NOTE: This is very important; the
    name fields have to match in IQCS and ROSS in order for the
    information to seamlessly transfer. If a suffix is used in IQCS,
    when the information is transferred to ROSS, it is added to the last
    name field (see Module 8 for more information).

5.  Navigate to the **Address History** tab.

> The important fields on this tab are the business telephone number and
> the business email address. These fields are used in generating
> contact lists for training rosters. IQCS uses the address defined on
> the work location page for training rosters. It is not necessary to
> keep home addresses in IQCS, unless the account manager wants to do so
> for their own convenience.
>
> The business telephone number and business email address are optional
> fields for IQCS, but if they are entered here, that data is sent to
> ROSS. The information is added to the ROSS record. It will not
> overwrite what is currently in ROSS.
>
> ![](media/image4.png){width="5.184722222222222in"
> height="3.136111111111111in"}

6.  Select 'Address Type' from drop-down list. This should generally be
    'HOME' or 'MAIL.' The business address of the employee's
    organization will be attached to a location code on the **Work
    Location** tab. There is no reason to enter the business address
    here as the system is set up to use the 'Location Code' on the 'Work
    Location' page to generate address labels.

7.  Enter/Select 'Effective Date' (if different than default date).

8.  Accept the defaults of 'Active' for Status and 'USA' for Country.

9.  Click on blue 'Edit Address' link and enter your employee's home
    and/or mailing address (entering this information is for the
    convenience of the account manager and is not necessary for the
    operation of IQCS).

10. To return to the 'Address History' page,
    click![](media/image5.png){width="0.6458333333333334in"
    height="0.23958333333333334in"}. The Address field will be populated
    with the data you entered.

11. Select Phone Type from the drop-down list and type in the employee's
    business phone number (this information is transferred to IQCS to
    ROSS).

12. You may add rows for multiple types of phone numbers. To add a cell
    phone or other phone type click on
    the![](media/image6.png){width="0.2604166666666667in"
    height="0.19791666666666666in"}.

13. Select Email Type from drop-down list.

14. Type/Enter employee's work email address (this information is
    transferred to from IQCS to ROSS).

15. Navigate to the **Birthdate/NID** tab.

> ![](media/image7.png){width="5.126388888888889in"
> height="1.9458333333333333in"}![](media/image2.jpeg){width="0.3597222222222222in"
> height="1.261111111111111in"}

16. Type/Enter employee's 'Date of Birth.' This information is required
    to project retirement and maintain workforce analyses.

17. Accept the defaults of 'USA' in the Country and 'PR' in the National
    ID type fields.

18. ![](media/image8.png){width="0.175in" height="0.175in"}Type/Enter
    'National ID (Social Security Number)' (**NOTE:** It is very
    important to enter the responder's correct Social Security
    Number---this information uniquely validates a responder in the
    Resource Clearinghouse and future application interfaces, e.g.,
    Medical Standards.)

19. Leave the Primary ID box .

> ![](media/image9.png){width="5.127777777777778in"
> height="3.1458333333333335in"}

20. Navigate to the **Work Location** tab.

21. Enter/Select 'Effective Date' (if different than default date).

22. Accept the defaults for 'Effective Sequence' and 'Job Indicator.'

23. Accept the default of 'Hire' for the 'Action' field.

24. Enter/Lookup 'Reason Code' of 'IQC' for a new account in the
    'Reason' field.

25. Accept the default of 'USA' for the country.

26. Accept the default of 'WCG' for company.

![](media/image10.jpeg){width="0.4in" height="0.31666666666666665in"}The
NWCG code in the Company stands for the National Wildfire Coordinating
Group that chartered the IQCS project. The following agencies fall
within the NWCG Company Code; Bureau of Indian Affairs, Bureau of Land
Management, Fish and Wildlife Service, National Park Service, and U. S.
Forest Service.

27. Enter/Lookup 'Setid' of the hiring agency.

28. Enter/Lookup 'Organization ID.'

![](media/image10.jpeg){width="0.4in" height="0.31666666666666665in"}The
'Organization ID' is a hierarchical code that each agency uses to
identify functions and offices within that agency. You may know this
code as an office code. This information can be found on the SF 50-B.

The Unit ID table is based on the National Interagency Coordination
Center's Unit Identifiers document. See www.nifc.gov.

29. Accept the default for 'Org Entry Date' (optional) or change if
    desired.

30. Enter/Lookup 'Unit ID.' This will be tied to the 'Organization ID'
    and generally only one value is returned for each organization.

31. Lookup and select a training officer to populate the 'Training
    Officer' field. This will be necessary for the nomination workflow
    process to work.

> **NOTE:** The training officer that is identified in this field will
> be able to nominate employees to course sessions identified in IQCS.
> See Module 9 for instructions on the nomination workflow process.

![](media/image10.jpeg){width="0.4in"
height="0.31666666666666665in"}NWCG0 will always be the Setid for any
location code and will automatically default.

32. Accept default value 'NWCG0' Setid in the 'Admin Location' box.

33. Enter/Lookup Location in the 'Admin Location' box. Narrow the search
    for the 'Location Code' by entering the state and/or city into the
    appropriate fields.

34. If the Duty Station is different from the Admin Location, repeat the
    steps above.

> ![](media/image10.jpeg){width="0.4in"
> height="0.31666666666666665in"}The Admin Location should be the
> location where administrative action is taken for this employee. The
> Duty Station may be the same as the Admin Location or may be
> different. In IQCS, the Admin location is used to run the Training
> Address Label report (see Module 4). The Duty Station is not required
> information and this field can be left blank.

35. Enter/Lookup 'Dispatch Unit ID.' This is required for ROSS for the
    initial hire and should be the Dispatch Unit ID of the center this
    individual is dispatched by.

> **NOTE:** With the deployment of the IQCS/ROSS real-time interface,
> the 'Dispatch Unit ID' will only be entered in IQCS at the time of
> initial hire. ROSS is considered the System of Record for the Dispatch
> Unit ID and will maintain that data in that application.

36. Navigate to the **Job Information** tab. The information on this tab
    will be used in workforce analytics and should be kept as current as
    possible.

> **NOTE:** Since January 2007, Job Information is required for the
> purpose of Workforce Analytics.
>
> ![](media/image11.png){width="5.122222222222222in"
> height="1.7430555555555556in"}

37. Enter/Lookup 'Job Code' -- find employee's OPM job title by
    searching OPM Position Number. Entry Date defaults to date job code
    is
    entered/selected.![](media/image2.jpeg){width="0.3597222222222222in"
    height="1.261111111111111in"}

> ![](media/image10.jpeg){width="0.3958333333333333in"
> height="0.31875in"}

This job code is based on OPM occupational codes. The employee can find
this number in block 9 on the SF 50-B.

![](media/image12.png){width="4.252083333333333in"
height="1.4666666666666666in"}

**NOTE:** When the BIA 'Setid' is entered on the **Work Location** tab,
a 'Tribal' checkbox will appear on this tab.

38. Accept the default 'Entry Date.' This date would normally be changed
    when an account manager updates the job information for an employee.

39. Select Empl Kind from the values listed in the drop down menu.

40. Enter/Select 'Full-time' or 'Part-time.'

41. Navigate to the **Salary Plan** Tab.

> ![](media/image13.png){width="5.001388888888889in" height="1.56875in"}

42. Enter/Select 'Salary Administration Plan' and the 'Grade' of the
    employee. Grade Entry Date will automatically default to the date
    grade was entered.

43. Navigate to the **Employment Information** tab.

44. Enter/Select 'Estimated Qualification End Date' if different than
    default value. Estimated Qualification End Date will automatically
    default to DOB + 55 yrs.

45. Click the ![](media/image14.png){width="0.6354166666666666in"
    height="0.16666666666666666in"}button.

46. Once the Hire Data has been saved the information is split into 2
    components in IQCS; Job Data and Personal Data.

![](media/image15.png){width="0.1638888888888889in"
height="0.2388888888888889in"}

You have now added a new employee to the system.

**Exercise 2-1 -- Add New Account**

+---+----------------------------------------+------------------------+
| * | ## Action                              | ## Input               |
| * |                                        |                        |
| S |                                        |                        |
| t |                                        |                        |
| e |                                        |                        |
| p |                                        |                        |
| * |                                        |                        |
| * |                                        |                        |
+===+========================================+========================+
| * | Log in                                 |                        |
| * |                                        |                        |
| 1 |                                        |                        |
| * |                                        |                        |
| * |                                        |                        |
+---+----------------------------------------+------------------------+
| * | Navigate to **Administration\> Hire    |                        |
| * | Employee**                             |                        |
| 2 |                                        |                        |
| * |                                        |                        |
| * |                                        |                        |
+---+----------------------------------------+------------------------+
| * | Enter/Select Type of Name              | Default of Primary     |
| * |                                        |                        |
| 3 |                                        |                        |
| * |                                        |                        |
| * |                                        |                        |
+---+----------------------------------------+------------------------+
| * | Enter/Select Effective Date (If        | Accept default         |
| * | Different Than Default Date)           |                        |
| 4 |                                        |                        |
| * |                                        |                        |
| * |                                        |                        |
+---+----------------------------------------+------------------------+
| * | Enter/Select Country                   | Default of USA         |
| * |                                        |                        |
| 5 |                                        |                        |
| * |                                        |                        |
| * |                                        |                        |
+---+----------------------------------------+------------------------+
| * | Select Employee's Prefix (Ms, Miss,    | Mr                     |
| * | Mrs, Mr, or Dr) from the drop-down     |                        |
| 6 | list.                                  |                        |
| * |                                        |                        |
| * |                                        |                        |
+---+----------------------------------------+------------------------+
| * | Type/Enter employee's First name       | Paul                   |
| * |                                        |                        |
| 7 |                                        |                        |
| * |                                        |                        |
| * |                                        |                        |
+---+----------------------------------------+------------------------+
| * | Type/Enter employee's Middle name      | M                      |
| * |                                        |                        |
| 8 |                                        |                        |
| * |                                        |                        |
| * |                                        |                        |
+---+----------------------------------------+------------------------+
| * | Type/Enter employee's Last name        | Rookie                 |
| * |                                        |                        |
| 9 |                                        |                        |
| * |                                        |                        |
| * |                                        |                        |
+---+----------------------------------------+------------------------+
| * | Navigate to **Address History Tab** by |                        |
| * | clicking on the tab at the top of the  |                        |
| 1 | page or by clicking on the 'next tab'  |                        |
| 0 | button at the bottom of the page.      |                        |
| * |                                        |                        |
| * |                                        |                        |
+---+----------------------------------------+------------------------+
| * | Select Address Type from drop-down     | Home                   |
| * | list                                   |                        |
| 1 |                                        |                        |
| 1 |                                        |                        |
| * |                                        |                        |
| * |                                        |                        |
+---+----------------------------------------+------------------------+
| * | Enter/Select Effective Date (this is   | Accept default         |
| * | the date that you entered this person  |                        |
| 1 | into IQCS, not the date of their       |                        |
| 2 | personnel action)                      |                        |
| * |                                        |                        |
| * |                                        |                        |
+---+----------------------------------------+------------------------+
| * | Enter/Select Status                    | Default 'Active'       |
| * |                                        |                        |
| 1 |                                        |                        |
| 3 |                                        |                        |
| * |                                        |                        |
| * |                                        |                        |
+---+----------------------------------------+------------------------+
| * | Enter/Select Country                   | Default 'USA'          |
| * |                                        |                        |
| 1 |                                        |                        |
| 4 |                                        |                        |
| * |                                        |                        |
| * |                                        |                        |
+---+----------------------------------------+------------------------+
| * | Click on blue 'Edit Address' link      |                        |
| * |                                        |                        |
| 1 |                                        |                        |
| 5 |                                        |                        |
| * |                                        |                        |
| * |                                        |                        |
+---+----------------------------------------+------------------------+
| * | Type/Enter Address 1                   | 123 Pulaski Lane       |
| * |                                        |                        |
| 1 |                                        |                        |
| 6 |                                        |                        |
| * |                                        |                        |
| * |                                        |                        |
+---+----------------------------------------+------------------------+
| * | Type/Enter Address 2                   | Leave blank            |
| * |                                        |                        |
| 1 |                                        |                        |
| 7 |                                        |                        |
| * |                                        |                        |
| * |                                        |                        |
+---+----------------------------------------+------------------------+
| * | Type/Enter Address 3                   | Leave blank            |
| * |                                        |                        |
| 1 |                                        |                        |
| 8 |                                        |                        |
| * |                                        |                        |
| * |                                        |                        |
+---+----------------------------------------+------------------------+
| * | Type/Enter City                        | Wildfire               |
| * |                                        |                        |
| 1 |                                        |                        |
| 9 |                                        |                        |
| * |                                        |                        |
| * |                                        |                        |
+---+----------------------------------------+------------------------+
| * | Type/Enter County                      | Leave Blank            |
| * |                                        |                        |
| 2 |                                        |                        |
| 0 |                                        |                        |
| * |                                        |                        |
| * |                                        |                        |
+---+----------------------------------------+------------------------+
| * | Type/Enter State                       | **Reference handout    |
| * |                                        | sheet**                |
| 2 |                                        |                        |
| 1 |                                        |                        |
| * |                                        |                        |
| * |                                        |                        |
+---+----------------------------------------+------------------------+
| * | Type/Enter Postal                      | **Reference handout    |
| * |                                        | sheet**                |
| 2 |                                        |                        |
| 2 |                                        |                        |
| * |                                        |                        |
| * |                                        |                        |
+---+----------------------------------------+------------------------+
| * | Click OK                               |                        |
| * |                                        |                        |
| 2 |                                        |                        |
| 3 |                                        |                        |
| * |                                        |                        |
| * |                                        |                        |
+---+----------------------------------------+------------------------+
| * | Select Phone Type from drop-down list  | Home                   |
| * |                                        |                        |
| 2 |                                        |                        |
| 4 |                                        |                        |
| * |                                        |                        |
| * |                                        |                        |
+---+----------------------------------------+------------------------+
| * | Type/Enter employee's home phone       | 208-555-6972           |
| * | number                                 |                        |
| 2 |                                        |                        |
| 5 |                                        |                        |
| * |                                        |                        |
| * |                                        |                        |
| ! |                                        |                        |
| [ |                                        |                        |
| ] |                                        |                        |
| ( |                                        |                        |
| m |                                        |                        |
| e |                                        |                        |
| d |                                        |                        |
| i |                                        |                        |
| a |                                        |                        |
| / |                                        |                        |
| i |                                        |                        |
| m |                                        |                        |
| a |                                        |                        |
| g |                                        |                        |
| e |                                        |                        |
| 2 |                                        |                        |
| . |                                        |                        |
| j |                                        |                        |
| p |                                        |                        |
| e |                                        |                        |
| g |                                        |                        |
| ) |                                        |                        |
| { |                                        |                        |
| w |                                        |                        |
| i |                                        |                        |
| d |                                        |                        |
| t |                                        |                        |
| h |                                        |                        |
| = |                                        |                        |
| " |                                        |                        |
| 0 |                                        |                        |
| . |                                        |                        |
| 3 |                                        |                        |
| 5 |                                        |                        |
| 9 |                                        |                        |
| 7 |                                        |                        |
| 2 |                                        |                        |
| 2 |                                        |                        |
| 2 |                                        |                        |
| 2 |                                        |                        |
| 2 |                                        |                        |
| 2 |                                        |                        |
| 2 |                                        |                        |
| 2 |                                        |                        |
| 2 |                                        |                        |
| 2 |                                        |                        |
| 2 |                                        |                        |
| 2 |                                        |                        |
| i |                                        |                        |
| n |                                        |                        |
| " |                                        |                        |
| h |                                        |                        |
| e |                                        |                        |
| i |                                        |                        |
| g |                                        |                        |
| h |                                        |                        |
| t |                                        |                        |
| = |                                        |                        |
| " |                                        |                        |
| 1 |                                        |                        |
| . |                                        |                        |
| 2 |                                        |                        |
| 6 |                                        |                        |
| 1 |                                        |                        |
| 1 |                                        |                        |
| 1 |                                        |                        |
| 1 |                                        |                        |
| 1 |                                        |                        |
| 1 |                                        |                        |
| 1 |                                        |                        |
| 1 |                                        |                        |
| 1 |                                        |                        |
| 1 |                                        |                        |
| 1 |                                        |                        |
| 1 |                                        |                        |
| 1 |                                        |                        |
| i |                                        |                        |
| n |                                        |                        |
| " |                                        |                        |
| } |                                        |                        |
+---+----------------------------------------+------------------------+
| * | Add another row of phone type and      |                        |
| * | number in the 'Phones' block by        |                        |
| 2 | clicking on the                        |                        |
| 6 | ![](media/imag                         |                        |
| * | e16.png){width="0.20694444444444443in" |                        |
| * | height="0.18888888888888888in"}sign    |                        |
+---+----------------------------------------+------------------------+
| * | Select Phone Type from drop-down list  | Cellular               |
| * |                                        |                        |
| 2 |                                        |                        |
| 7 |                                        |                        |
| * |                                        |                        |
| * |                                        |                        |
+---+----------------------------------------+------------------------+
| * | Type/Enter employee's cell phone       | 208-555-9739           |
| * | number                                 |                        |
| 2 |                                        |                        |
| 8 |                                        |                        |
| * |                                        |                        |
| * |                                        |                        |
+---+----------------------------------------+------------------------+
| * | Select Email Type from drop-down list  | Business               |
| * |                                        |                        |
| 2 |                                        |                        |
| 9 |                                        |                        |
| * |                                        |                        |
| * |                                        |                        |
+---+----------------------------------------+------------------------+
| * | Type/Enter employee's work email       | pmrookie@aol.com       |
| * | address                                |                        |
| 3 |                                        |                        |
| 0 |                                        |                        |
| * |                                        |                        |
| * |                                        |                        |
+---+----------------------------------------+------------------------+
| * | Navigate to **Birthdate/NID** tab      |                        |
| * |                                        |                        |
| 3 |                                        |                        |
| 1 |                                        |                        |
| * |                                        |                        |
| * |                                        |                        |
+---+----------------------------------------+------------------------+
| * | Type/Enter Employee's Date of Birth    | 1/27/1980              |
| * |                                        |                        |
| 3 |                                        |                        |
| 2 |                                        |                        |
| * |                                        |                        |
| * |                                        |                        |
+---+----------------------------------------+------------------------+
| * | Enter/Select Country                   | Default of 'USA'       |
| * |                                        |                        |
| 3 |                                        |                        |
| 3 |                                        |                        |
| * |                                        |                        |
| * |                                        |                        |
+---+----------------------------------------+------------------------+
| * | Enter/Select National ID type          | Default of 'PR'        |
| * |                                        |                        |
| 3 |                                        |                        |
| 4 |                                        |                        |
| * |                                        |                        |
| * |                                        |                        |
+---+----------------------------------------+------------------------+
| * | Type/Enter National ID (Social         | **Reference handout    |
| * | Security Number)                       | sheet**                |
| 3 |                                        |                        |
| 5 |                                        |                        |
| * |                                        |                        |
| * |                                        |                        |
+---+----------------------------------------+------------------------+
| * | Ensure Primary ID is always checked    | Default 'Checked'      |
| * |                                        |                        |
| 3 |                                        |                        |
| 6 |                                        |                        |
| * |                                        |                        |
| * |                                        |                        |
+---+----------------------------------------+------------------------+
| * | Navigate to **Work Location** tab      |                        |
| * |                                        |                        |
| 3 |                                        |                        |
| 7 |                                        |                        |
| * |                                        |                        |
| * |                                        |                        |
+---+----------------------------------------+------------------------+
| * | Enter/Select Effective Date            | Accept default         |
| * |                                        |                        |
| 3 |                                        |                        |
| 8 |                                        |                        |
| * |                                        |                        |
| * |                                        |                        |
+---+----------------------------------------+------------------------+
| * | Type/Enter Effective Sequence          | Default of '0'         |
| * |                                        |                        |
| 3 |                                        |                        |
| 9 |                                        |                        |
| * |                                        |                        |
| * |                                        |                        |
+---+----------------------------------------+------------------------+
| * | Select Job indicator                   | Primary Job            |
| * |                                        |                        |
| 4 |                                        |                        |
| 0 |                                        |                        |
| * |                                        |                        |
| * |                                        |                        |
+---+----------------------------------------+------------------------+
| * | Select Action                          | Hire                   |
| * |                                        |                        |
| 4 |                                        |                        |
| 1 |                                        |                        |
| * |                                        |                        |
| * |                                        |                        |
+---+----------------------------------------+------------------------+
| * | Enter/Lookup Reason Code               | IQC                    |
| * |                                        |                        |
| 4 |                                        |                        |
| 2 |                                        |                        |
| * |                                        |                        |
| * |                                        |                        |
+---+----------------------------------------+------------------------+
| * | Enter/Lookup Regulatory region         | USA                    |
| * |                                        |                        |
| 4 |                                        |                        |
| 3 |                                        |                        |
| * |                                        |                        |
| * |                                        |                        |
+---+----------------------------------------+------------------------+
| * | Enter/Lookup Company                   | Default 'WCG'          |
| * |                                        |                        |
| 4 |                                        |                        |
| 4 |                                        |                        |
| * |                                        |                        |
| * |                                        |                        |
+---+----------------------------------------+------------------------+
| * | Enter/Lookup Setid (The Setid =        | **Reference handout    |
| * | Agency)                                | sheet**                |
| 4 |                                        |                        |
| 5 |                                        |                        |
| * |                                        |                        |
| * |                                        |                        |
+---+----------------------------------------+------------------------+
| * | Enter/Lookup Organization ID           | **Reference handout    |
| * |                                        | sheet**                |
| 4 |                                        |                        |
| 6 |                                        |                        |
| * |                                        |                        |
| * |                                        |                        |
+---+----------------------------------------+------------------------+
| * | Enter/Select Org Entry Date (optional) | Accept default         |
| * |                                        |                        |
| 4 |                                        |                        |
| 7 |                                        |                        |
| * |                                        |                        |
| * |                                        |                        |
+---+----------------------------------------+------------------------+
| * | Enter/Lookup Unit ID                   | **Reference handout    |
| * |                                        | sheet**                |
| 4 |                                        |                        |
| 8 |                                        |                        |
| * |                                        |                        |
| * |                                        |                        |
+---+----------------------------------------+------------------------+
| * | Lookup/Select Training Officer to      | **Reference handout    |
| * | populate the Training Officer field    | sheet**                |
| 4 | (EmplID)                               |                        |
| 9 |                                        |                        |
| * |                                        |                        |
| * |                                        |                        |
+---+----------------------------------------+------------------------+
| * | Enter Setid in the Admin Location box  | NWCG0                  |
| * |                                        |                        |
| 5 |                                        |                        |
| 0 |                                        |                        |
| * |                                        |                        |
| * |                                        |                        |
+---+----------------------------------------+------------------------+
| * | Enter Location in the Admin Location   | **Reference handout    |
| * | box                                    | sheet**                |
| 5 |                                        |                        |
| 1 |                                        |                        |
| * |                                        |                        |
| * |                                        |                        |
+---+----------------------------------------+------------------------+
| * | Enter/Lookup Setid in the Duty Station | Skip                   |
| * | box                                    |                        |
| 5 |                                        |                        |
| 2 |                                        |                        |
| * |                                        |                        |
| * |                                        |                        |
+---+----------------------------------------+------------------------+
| * | Enter/Lookup Location in the Duty      | Skip                   |
| * | Station box                            |                        |
| 5 |                                        |                        |
| 3 |                                        |                        |
| * |                                        |                        |
| * |                                        |                        |
+---+----------------------------------------+------------------------+
| * | Enter/Lookup Dispatch Unit ID          | **Reference handout    |
| * |                                        | sheet**                |
| 5 |                                        |                        |
| 4 |                                        |                        |
| * |                                        |                        |
| * |                                        |                        |
+---+----------------------------------------+------------------------+
| * | Navigate to **Job Information** by     |                        |
| * | clicking on the tab at the top of the  |                        |
| 5 | page or by clicking on the 'next tab'  |                        |
| 5 | button at the bottom of the page       |                        |
| * |                                        |                        |
| * |                                        |                        |
+---+----------------------------------------+------------------------+
| * | Enter/Lookup Job Code -- find          | 0455H                  |
| * | employee's OPM job title by searching  |                        |
| 5 | OPM Position Number                    |                        |
| 6 |                                        |                        |
| * |                                        |                        |
| * |                                        |                        |
+---+----------------------------------------+------------------------+
| * | Enter/Select Entry Date (if different  | Accept Default         |
| * | than default date i.e., future or post |                        |
| 5 | date)                                  |                        |
| 7 |                                        |                        |
| * |                                        |                        |
| * |                                        |                        |
+---+----------------------------------------+------------------------+
| * | Select Empl Kind                       | Career-Seasonal        |
| * |                                        |                        |
| 5 |                                        |                        |
| 8 |                                        |                        |
| * |                                        |                        |
| * |                                        |                        |
+---+----------------------------------------+------------------------+
| * | Select Full-Time/Part-Time             | Full-Time              |
| * |                                        |                        |
| 5 |                                        |                        |
| 9 |                                        |                        |
| * |                                        |                        |
| * |                                        |                        |
+---+----------------------------------------+------------------------+
| * | Navigate to **Salary Plan** tab by     |                        |
| * | clicking on the tab at the top of the  |                        |
| 6 | page or by clicking on the 'next tab'  |                        |
| 0 | button at the bottom of the page       |                        |
| * |                                        |                        |
| * |                                        |                        |
+---+----------------------------------------+------------------------+
| * | Enter/Select Salary Administration     | GS                     |
| * | Plan                                   |                        |
| 6 |                                        |                        |
| 1 |                                        |                        |
| * |                                        |                        |
| * |                                        |                        |
+---+----------------------------------------+------------------------+
| * | Enter/Select Grade                     | 03                     |
| * |                                        |                        |
| 6 |                                        |                        |
| 2 |                                        |                        |
| * |                                        |                        |
| * |                                        |                        |
+---+----------------------------------------+------------------------+
| * | Navigate to **Employment Information** | Skip                   |
| * | tab                                    |                        |
| 6 |                                        |                        |
| 3 |                                        |                        |
| * |                                        |                        |
| * |                                        |                        |
+---+----------------------------------------+------------------------+
| * | Click the                              |                        |
| * | ![](media/ima                          |                        |
| 6 | ge14.png){width="0.6354166666666666in" |                        |
| 4 | height="0.16666666666666666in"}button  |                        |
| * |                                        |                        |
| * |                                        |                        |
+---+----------------------------------------+------------------------+
| * | **Write down the EmplID for your       |                        |
| * | Rookie found at the top of your        |                        |
| 6 | Student Data Page**                    |                        |
| 5 |                                        |                        |
| * |                                        |                        |
| * |                                        |                        |
+---+----------------------------------------+------------------------+

**Proficiency** **Questions:**

> 1\. What is the difference between Set ID, Org ID and Unit ID?
>
> 2\. How do you receive the new employee's EmplID?
>
> 3\. Why must you enter a Dispatch ID for each person?
>
> **Activity Overview -- Add Non-Employee**

This activity covers adding a Non-Employee to IQCS. The category of
Non-Employee will be used for students and instructors who are **not**
federal employees. Add Non-Employee enables you to enroll individuals in
courses and add non-employee(s) to the instructor table. Only basic
information will be kept for these accounts. Training records will be
updated when non-employee(s) complete training. IQCS will not keep
qualification data on these accounts. Experience and qualifications are
NOT maintained for Non-Employee(s). **If a 'Non-Employee(s)' need(s) to
be converted to an agency employee call the IQCS Help Desk for technical
assistance.**

All Training users will be able to view non-employee(s) to enroll them
as students in courses or add them to the instructor table, as
appropriate.

**NOTE:** Employees who are AD's/EFF's should be added to the system as
Employees **NOT** Non-Employees. These individuals are employees and
have been hired by the government.

**Instructions**

This activity will have the numerated steps to complete each activity.
This activity includes screen shots and helpful hints as well. [**DO NOT
SAVE YOUR DATA IN THIS COMPONENT UNTIL ALL REQUIRED DATA IS
ENTERED**.]{.underline}
![](media/image2.jpeg){width="0.3597222222222222in"
height="1.261111111111111in"}

1.  Navigate to **Administration \> Add Non-Employee**.

2.  This will take you to 'Hire Employee Component' where you will enter
    personal and basic job data for this account.

![](media/image10.jpeg){width="0.3958333333333333in" height="0.31875in"}

The EmplID will be generated automatically by the system in numeric
sequence.

![](media/image17.png){width="5.75in" height="3.0236111111111112in"}

3.  Leave the Name Type as 'Primary.'

4.  The Effective Date will default as today's date.

> **NOTE:** Effective Date --You may accept the default effective date
> or change the effective date if the employee will be reporting for
> duty at a later
> time.![](media/image10.jpeg){width="0.3958333333333333in"
> height="0.31875in"}

5.  Enter the non-employee's name in the appropriate fields. (e.g.,
    First: 'Sue', Last: 'Student'--- use the Suffix block to enter JR,
    SR, III, etc., --- DO NOT use periods OR commas. Hyphens or
    apostrophes can be used, except in the first and last fields).
    (**NOTE:** Although this data is not transferred to ROSS the record
    could at some date be converted to a federal employee, so it is best
    to adhere to the same data entry requirements.)

6.  Navigate to the **Address History** tab**.**

![](media/image18.jpeg){width="5.75in" height="3.4166666666666665in"}

7.  Select 'Address Type' from drop-down list. This should generally be
    'HOME' or 'MAIL' (entering this information is for the convenience
    of the account manager and is not necessary for the operation of
    IQCS). The business address of the employee's organization will be
    attached to a location code on the **Work Location** tab.

8.  Enter/Select 'Effective Date' (if different than default date).

9.  Accept the defaults of 'Active' for Status and 'USA' for Country.

10. Click on blue 'Edit Address' link and enter your employee's home
    and/or mailing address.

11. To return to the **Address History** page
    Click![](media/image5.png){width="0.6458333333333334in"
    height="0.23958333333333334in"}. The Address field will be populated
    with the data you entered.

12. Select 'Phone Type' from the drop-down list and type in the
    employee's phone number. You may add rows for multiple types of
    phone numbers.

13. To add a cell phone or other phone type click on
    the![](media/image6.png){width="0.2604166666666667in"
    height="0.19791666666666666in"}.

14. Select 'Email Type' from drop-down list

15. Type/Enter employee's work email address.

16. Navigate to the **National ID** tab.

> ![](media/image19.jpeg){width="5.620833333333334in"
> height="1.3701388888888888in"}

17. Accept the defaults of 'USA' and 'PR' in the Country and the
    National ID type fields.

![](media/image10.jpeg){width="0.3958333333333333in" height="0.31875in"}

'National ID' is an optional field for the non-employee. Even though
this record will not transfer to ROSS, it is recommended that you use
the individual's SSN.

18. ![](media/image8.png){width="0.175in" height="0.175in"}Type/Enter
    'National ID' (Social Security Number).

19. Leave 'Primary ID' box .

20. Navigate to the **Non-EE Job Data** tab.

> ![](media/image20.jpeg){width="5.75in" height="2.9034722222222222in"}

21. Enter/Select 'Effective Date' (if different than default date).

22. Accept the defaults for 'Effective Sequence' and 'Job Indicator.'

23. Accept the default of 'Add Non-employee' for the 'Action' field.

24. Enter/Lookup 'Reason Code' of 'STU' for a new account in the
    'Reason' field.

25. Accept the default of 'USA' for the country.

26. Accept the default of 'WCG' for company.

![](media/image2.jpeg){width="0.3597222222222222in"
height="1.261111111111111in"}![](media/image10.jpeg){width="0.3958333333333333in"
height="0.31875in"}

You will have to enter Organization ID, Unit ID, Job Code, and Admin
Location for the Non-Employee. This information will be the data that
corresponds to the person adding this non-employee. That organization
effectively becomes the sponsoring organization for that non-employee.

The NWCG code in the Company stands for the National Wildfire
Coordinating Group that chartered the IQCS project. The following
agencies fall within the NWCG Company Code: Bureau of Indian Affairs,
Bureau of Land Management, Fish and Wildlife Service, National Park
Service, and U. S. Forest Service.

27. Enter/Lookup 'Setid' of the hiring agency.

28. Enter/Lookup 'Organization ID.'

29. Accept the default for 'Org Entry Date' (optional) or change if
    desired.

30. Enter/Lookup 'Unit ID.' This will be tied to the 'Organization ID'
    and only one value should be returned for each organization.

31. Lookup/Select 'Training Officer' to populate the 'Training Officer
    ID' field. Selection will populate the 'Training Officer ID' field.
    This is an optional field for a Non-Employee and can be left blank.
    If using nomination process it must be populated.

32. Look up/Enter 'Position Code.'

![](media/image21.png){width="3.2583333333333333in" height="2.675in"}

> **NOTE:** NWCG0 will always be the Setid for any location code.

33. Enter/Lookup 'NWCG0 Setid' in the 'Admin Location' box.

34. Enter/Lookup 'Location' in the 'Admin Location' box. Narrow the
    search for the 'Location Code' by entering the state and/or city
    into the appropriate fields.

![](media/image15.png){width="0.1638888888888889in"
height="0.2388888888888889in"}

You have now added a non-employee to the system.

**Exercise 2-2 -- Add Non-Employee**

+----+------------------------------------------+----------------------+
| ** | ## Action                                | ## Input             |
| St |                                          |                      |
| ep |                                          |                      |
| ** |                                          |                      |
+====+==========================================+======================+
| *  | Navigate to **Administration\>Add        |                      |
| *1 | Non-Employee**                           |                      |
| ** |                                          |                      |
+----+------------------------------------------+----------------------+
| *  | Enter/Select Type of Name                | Default of Primary   |
| *2 |                                          |                      |
| ** |                                          |                      |
+----+------------------------------------------+----------------------+
| *  | Enter/Select Effective Date (if          | Accept default date  |
| *3 | different than default date)             |                      |
| ** |                                          |                      |
+----+------------------------------------------+----------------------+
| *  | Enter/Select Format Using                | Default of USA       |
| *4 |                                          |                      |
| ** |                                          |                      |
+----+------------------------------------------+----------------------+
| *  | 'Refresh the Name Field' button          | Not Used in this     |
| *5 |                                          | exercise             |
| ** |                                          |                      |
+----+------------------------------------------+----------------------+
| *  | Select employee's Prefix (Ms, Miss, Mrs, | Mr                   |
| *6 | Mr, or Dr) from the drop-down list       |                      |
| ** |                                          |                      |
+----+------------------------------------------+----------------------+
| *  | Type/Enter employee's First name         | Joe                  |
| *7 |                                          |                      |
| ** |                                          |                      |
+----+------------------------------------------+----------------------+
| *  | Type/Enter employee's Middle name        | M                    |
| *8 |                                          |                      |
| ** |                                          |                      |
+----+------------------------------------------+----------------------+
| *  | Type/Enter employee's Last name          | Student              |
| *9 |                                          |                      |
| ** |                                          |                      |
+----+------------------------------------------+----------------------+
| ** | Enter/Select employee's Suffix (SR, JR,  | Not used in this     |
| 10 | I, II, III, or IV) if applicable, this   | exercise             |
| ** | can be selected from the look-up prompt  |                      |
+----+------------------------------------------+----------------------+
| ** | Click on the 'Refresh the Name Field'    | Optional             |
| 11 | Button                                   |                      |
| ** |                                          |                      |
+----+------------------------------------------+----------------------+
| ** | Navigate to **Address History** tab by   |                      |
| 12 | clicking on the tab at the top of the    |                      |
| ** | page or by clicking on the 'next tab'    |                      |
|    | button at the bottom of the page         |                      |
+----+------------------------------------------+----------------------+
| ** | Select Address Type from drop-down list  | Home                 |
| 13 |                                          |                      |
| ** |                                          |                      |
+----+------------------------------------------+----------------------+
| ** | Enter/Select Effective Date (if          | Accept default       |
| 14 | different than default date)             |                      |
| ** |                                          |                      |
+----+------------------------------------------+----------------------+
| ** | Enter/Select Status                      | Default 'Active'     |
| 15 |                                          |                      |
| ** |                                          |                      |
+----+------------------------------------------+----------------------+
| ** | Enter/Select Country                     | Default 'USA'        |
| 16 |                                          |                      |
| ** |                                          |                      |
+----+------------------------------------------+----------------------+
| ** | Click on blue 'Edit Address' link        |                      |
| 17 |                                          |                      |
| ** |                                          |                      |
+----+------------------------------------------+----------------------+
| ** | Type/Enter Address 1                     | 123 Pulaski Lane     |
| 18 |                                          |                      |
| ** |                                          |                      |
+----+------------------------------------------+----------------------+
| ** | Type/Enter Address 2                     | Leave blank          |
| 19 |                                          |                      |
| ** |                                          |                      |
+----+------------------------------------------+----------------------+
| *  | Type/Enter Address 3                     | Leave blank          |
| *2 |                                          |                      |
| 0* |                                          |                      |
| *! |                                          |                      |
| [] |                                          |                      |
| (m |                                          |                      |
| ed |                                          |                      |
| ia |                                          |                      |
| /i |                                          |                      |
| ma |                                          |                      |
| ge |                                          |                      |
| 2. |                                          |                      |
| jp |                                          |                      |
| eg |                                          |                      |
| ){ |                                          |                      |
| wi |                                          |                      |
| dt |                                          |                      |
| h= |                                          |                      |
| "0 |                                          |                      |
| .3 |                                          |                      |
| 59 |                                          |                      |
| 72 |                                          |                      |
| 22 |                                          |                      |
| 22 |                                          |                      |
| 22 |                                          |                      |
| 22 |                                          |                      |
| 22 |                                          |                      |
| 2i |                                          |                      |
| n" |                                          |                      |
| he |                                          |                      |
| ig |                                          |                      |
| ht |                                          |                      |
| =" |                                          |                      |
| 1. |                                          |                      |
| 26 |                                          |                      |
| 11 |                                          |                      |
| 11 |                                          |                      |
| 11 |                                          |                      |
| 11 |                                          |                      |
| 11 |                                          |                      |
| 11 |                                          |                      |
| 1i |                                          |                      |
| n" |                                          |                      |
| }! |                                          |                      |
| [] |                                          |                      |
| (m |                                          |                      |
| ed |                                          |                      |
| ia |                                          |                      |
| /i |                                          |                      |
| ma |                                          |                      |
| ge |                                          |                      |
| 2. |                                          |                      |
| jp |                                          |                      |
| eg |                                          |                      |
| ){ |                                          |                      |
| wi |                                          |                      |
| dt |                                          |                      |
| h= |                                          |                      |
| "0 |                                          |                      |
| .3 |                                          |                      |
| 59 |                                          |                      |
| 72 |                                          |                      |
| 22 |                                          |                      |
| 22 |                                          |                      |
| 22 |                                          |                      |
| 22 |                                          |                      |
| 22 |                                          |                      |
| 2i |                                          |                      |
| n" |                                          |                      |
| h  |                                          |                      |
| ei |                                          |                      |
| gh |                                          |                      |
| t= |                                          |                      |
| "1 |                                          |                      |
| .2 |                                          |                      |
| 61 |                                          |                      |
| 11 |                                          |                      |
| 11 |                                          |                      |
| 11 |                                          |                      |
| 11 |                                          |                      |
| 11 |                                          |                      |
| 11 |                                          |                      |
| in |                                          |                      |
| "} |                                          |                      |
+----+------------------------------------------+----------------------+
| ** | Type/Enter City                          | Wildfire             |
| 21 |                                          |                      |
| ** |                                          |                      |
+----+------------------------------------------+----------------------+
| ** | Type/Enter County                        | Leave Blank          |
| 22 |                                          |                      |
| ** |                                          |                      |
+----+------------------------------------------+----------------------+
| ** | Type/Enter State                         | **Reference handout  |
| 23 |                                          | sheet**              |
| ** |                                          |                      |
+----+------------------------------------------+----------------------+
| ** | Type/Enter Postal                        | **Reference handout  |
| 24 |                                          | sheet**              |
| ** |                                          |                      |
+----+------------------------------------------+----------------------+
| ** | Click OK                                 |                      |
| 25 |                                          |                      |
| ** |                                          |                      |
+----+------------------------------------------+----------------------+
| ** | Select Phone Type from drop-down list    | Home                 |
| 26 |                                          |                      |
| ** |                                          |                      |
+----+------------------------------------------+----------------------+
| ** | Type/Enter employee's home phone number  | 208-555-6972         |
| 27 |                                          |                      |
| ** |                                          |                      |
+----+------------------------------------------+----------------------+
| ** | Add another row of phone type and number |                      |
| 28 | in the 'Phones' block by clicking on the |                      |
| ** | ![](media/im                             |                      |
|    | age16.png){width="0.20694444444444443in" |                      |
|    | height="0.18888888888888888in"}sign      |                      |
+----+------------------------------------------+----------------------+
| ** | Select Phone Type from drop-down list    | Cellular             |
| 29 |                                          |                      |
| ** |                                          |                      |
+----+------------------------------------------+----------------------+
| ** | Type/Enter employee's cell phone number  | 208-555-9739         |
| 30 |                                          |                      |
| ** |                                          |                      |
+----+------------------------------------------+----------------------+
| ** | Select Email Type from drop-down list    | Business             |
| 31 |                                          |                      |
| ** |                                          |                      |
+----+------------------------------------------+----------------------+
| ** | Type/Enter employee's work email address | jmstudent@aol.com    |
| 32 |                                          |                      |
| ** |                                          |                      |
+----+------------------------------------------+----------------------+
| ** | Navigate to **National ID** tab.         |                      |
| 33 |                                          |                      |
| ** |                                          |                      |
+----+------------------------------------------+----------------------+
| ** | Enter/Select Country                     | Default of 'USA'     |
| 34 |                                          |                      |
| ** |                                          |                      |
+----+------------------------------------------+----------------------+
| ** | Enter/Select National ID type            | Default of 'PR'      |
| 35 |                                          |                      |
| ** |                                          |                      |
+----+------------------------------------------+----------------------+
| ** | Type/Enter National ID (Social Security  | **Reference handout  |
| 37 | Number)                                  | sheet**              |
| ** |                                          |                      |
+----+------------------------------------------+----------------------+
| ** | Check/Uncheck Primary ID                 | Default 'Checked'    |
| 38 |                                          |                      |
| ** |                                          |                      |
+----+------------------------------------------+----------------------+
| ** | Navigate to **Non-EE Job Data** Tab.     |                      |
| 39 |                                          |                      |
| ** |                                          |                      |
+----+------------------------------------------+----------------------+
| ** | Enter/Select Effective Date (if          | Accept default       |
| 40 | different than default date)             |                      |
| ** |                                          |                      |
+----+------------------------------------------+----------------------+
| ** | Enter/Lookup Reason Code                 | STU                  |
| 41 |                                          |                      |
| ** |                                          |                      |
+----+------------------------------------------+----------------------+
| ** | Enter/Lookup Regulatory region           | USA                  |
| 42 |                                          |                      |
| ** |                                          |                      |
+----+------------------------------------------+----------------------+
| ** | Enter/Lookup Company                     | Default 'WCG'        |
| 43 |                                          |                      |
| ** |                                          |                      |
+----+------------------------------------------+----------------------+
| ** | Enter/Lookup Setid (The Setid = Agency)  | **Reference handout  |
| 44 |                                          | sheet**              |
| ** |                                          |                      |
+----+------------------------------------------+----------------------+
| ** | Enter/Lookup Organization ID             | **Reference handout  |
| 45 |                                          | sheet**              |
| ** |                                          |                      |
+----+------------------------------------------+----------------------+
| ** | Enter/Select Org Entry Date (optional)   | Accept default       |
| 46 |                                          |                      |
| ** |                                          |                      |
+----+------------------------------------------+----------------------+
| ** | Enter/Lookup Unit ID                     | **Reference handout  |
| 47 |                                          | sheet**              |
| ** |                                          |                      |
+----+------------------------------------------+----------------------+
| ** | Lookup & Select Training Officer to      | **Reference handout  |
| 48 | populate the Training Officer ID field   | sheet**              |
| ** | (EmplID lookup field only)               |                      |
+----+------------------------------------------+----------------------+
| ** | Enter or Lookup Position                 | STU                  |
| 49 |                                          |                      |
| ** |                                          |                      |
+----+------------------------------------------+----------------------+
| ** | Setid in the Admin Location Box.         | Accept default NWCG0 |
| 50 |                                          |                      |
| ** |                                          |                      |
+----+------------------------------------------+----------------------+
| ** | Enter Location in the Admin Location Box | **Reference handout  |
| 51 |                                          | sheet**              |
| ** |                                          |                      |
+----+------------------------------------------+----------------------+
| ** | Click the                                |                      |
| 52 | ![](media/i                              |                      |
| ** | mage14.png){width="0.6354166666666666in" |                      |
|    | height="0.16666666666666666in"}button    |                      |
+----+------------------------------------------+----------------------+
| ** | **Write down the EmplID for your STUDENT |                      |
| 53 | found at the top of your Student Data    |                      |
| ** | Page.**                                  |                      |
+----+------------------------------------------+----------------------+

**Activity Overview -- Transfer Account**

An employee is transferred from one organization to another by changing
the organizational code (Org Code) on the employee's job data component.
Once the account manager changes the org code to one that they do not
have permission to act on and saves the data, they will no longer have
access to this account. All account managers have permission to access
all accounts in the 'INAC' org code and to transact on these accounts.

If an employee has not returned, the account manager may transfer the
account to the 'INAC (Inactive)' organizational code. Later in this
module is a detailed explanation of the INAC Organization Code.
![](media/image2.jpeg){width="0.3597222222222222in"
height="1.261111111111111in"}

**Instructions**

> Navigate to: **Administration \>Job Data**

1.  Enter last name of employee in Last Name and select the desired
    employee.

> ![](media/image22.png){width="5.226388888888889in"
> height="3.098611111111111in"}

2.  Click on the ![](media/image6.png){width="0.2604166666666667in"
    height="0.19791666666666666in"} button in the top right corner of
    the 'Work Location' page. The Effective Date, Effective Sequence,
    Job Indicator, Regulatory Region, and Org Entry Date will be
    automatically populated and will not require changes.

> ![](media/image10.jpeg){width="0.3958333333333333in"
> height="0.31875in"}
>
> When you add a new row, all of the data from the previous page will be
> brought forward and then you will be able to change the fields that
> need to be updated. Essentially, clicking the
> ![](media/image6.png){width="0.2604166666666667in"
> height="0.19791666666666666in"} creates a carbon copy of the previous
> record, nothing is blanked out. The easiest way to see that you are in
> a new record is by the effective date which will be today's date.

3.  Set the 'Effective Date' for this action if different from today's
    date. **The Effective Sequence is only used when you have updated
    this record multiple times with the same effective date.**

4.  Select value of 'Transfer' from the 'Action/Reason' drop-down box
    and the appropriate value from the 'Reason'
    ![](media/image23.png){width="0.1875in" height="0.1875in"} prompt.

5.  Accept the default of 'Primary Job' in the Job Indicator box.

6.  Accept 'USA' as the 'Regulatory Region.'

7.  Select the 'Setid' for the agency you are transferring the employee
    to. If you are transferring the account to the 'INAC' organization,
    you will have to enter 'NWCG0' in the 'Setid.'

8.  Lookup 'Organization ID' by clicking on
    ![](media/image23.png){width="0.1875in" height="0.1875in"} next to
    the 'Organization ID' field.

![](media/image10.jpeg){width="0.3958333333333333in" height="0.31875in"}

> When choosing a different agency's 'Setid' you will receive the
> following warning. The system is simply telling you that it will clear
> the fields indicated.
>
> ![](media/image24.jpeg){width="5.033333333333333in"
> height="1.4118055555555555in"}

9.  Click![](media/image5.png){width="0.6458333333333334in"
    height="0.23958333333333334in"}.

10. The 'Org Entry Date' will default to today's date, you can update
    this if you desire.

11. Select the 'Unit ID' that matches the 'Org Id.' The lookup will only
    return Unit Id(s) associated with the Org Id selected above.

12. Select the 'Training Officer ID' for the employee's training
    officer.

> ![](media/image10.jpeg){width="0.3958333333333333in"
> height="0.31875in"}
>
> The Admin Location should be the location where administrative action
> is taken for this employee. The Duty Station may be the same as the
> Admin Location or may be different. In IQCS, the Admin location is
> used to run the Training Address Label report and the course contact
> list (see Module 4).

13. Click the ![](media/image14.png){width="0.6354166666666666in"
    height="0.16666666666666666in"}button at the bottom of the window.
    The employee's record will be saved reflecting the transfer of this
    employee's account.

![](media/image10.jpeg){width="0.3958333333333333in" height="0.31875in"}

> Setting a responder's record to INAC allows other account managers in
> other agencies, regions, units, etc., (in which a responder is being
> transferred) to import responders into their accounts. To complete the
> INAC process, please do the following:

14. Complete items 1-6 listed above.

15. Set the 'Setid' to 'NWCG0.'

16. Set the 'Organization ID' to 'INAC.'

**NOTE:** Once this has been completed the Setid/Location automatically
changes to NWCG0/INACTIVE.

![](media/image15.png){width="0.1638888888888889in"
height="0.2388888888888889in"}

You have now completed a transfer.

> **Activity Overview -- Modify Employee Job and Personal Data**

This activity covers modification of employee job data and personal
data. This includes data such as name, address, status, organization of
record, regular job description and code etc.

It is important to keep the employee record current. Data such as
location, supervisor, and organization/unit is used with the training
functionality of IQCS. Workforce analytics will also utilize personal
and job data.

You would update the account when employee personal and job data
changes, for example:

-   Name

-   Organization, unit/subunit, location

-   OPM job series

-   Training Officer

-   Phone

-   Email

-   Groups

![](media/image2.jpeg){width="0.3597222222222222in"
height="1.261111111111111in"}

**Instructions**

> **Update Job Data**

1.  Navigate to: **Administration \> Job Data**

![](media/image25.png){width="5.531944444444444in"
height="1.1333333333333333in"}

2.  When updating information in IQCS click on the
    ![](media/image6.png){width="0.2604166666666667in"
    height="0.19791666666666666in"} button to add a new row to the
    record. This will allow you to maintain historical data.

3.  Choose an appropriate action such as; Transfer, Data Change, etc.

4.  Update the information on the **Work Location** tab as needed. This
    tab is usually used if you complete a transfer to a new organization
    code. Transferring an account is covered in the previous activity.

5.  Click on the **Job Information** tab.

6.  Enter employee's new job code in the **Job Code** field.

7.  Enter the proper **Entry Date** or accept the default date

8.  Select Full-Time or Part-Time in the **Full/Part** field.

9.  Select the appropriate **Empl Kind** value.

10. Click on the **Salary Plan** tab.

11. Edit/Change the **Salary Administration Plan** and the **Grade**
    value when appropriate.

12. Click on the **Employment Information** tab and update if needed.

13. Click on the **Job Groups** tab and update group information when
    appropriate.

14. Click the ![](media/image14.png){width="0.6354166666666666in"
    height="0.16666666666666666in"}button at the bottom of the window.
    The new record will be saved reflecting this employee's new
    information.

![](media/image15.png){width="0.1638888888888889in"
height="0.2388888888888889in"}

You have now updated job data after a transfer.

**Exercise 2-3 -- Transfer and Modify Job Data**

Enter the following data into the system using the instruction set
above.

In this exercise you are acting in 2 roles, the originating account
manager and the receiving account manager.

+----+-------------------------------------------+---------------------+
| St | ### Action                                | **Input**           |
| ep |                                           |                     |
+====+===========================================+=====================+
| *  | Navigate to **Administration \> Job       |                     |
| *1 | Data**                                    |                     |
| ** |                                           |                     |
+----+-------------------------------------------+---------------------+
| *  | Enter last name of employee in Last Name  | Reader              |
| *2 |                                           |                     |
| ** |                                           |                     |
+----+-------------------------------------------+---------------------+
| *  | Click the Search button                   |                     |
| *3 |                                           |                     |
| ** |                                           |                     |
+----+-------------------------------------------+---------------------+
| *  | ![](media                                 | Reader,Kip          |
| *4 | /image6.png){width="0.2604166666666667in" |                     |
| ** | height="0.19791666666666666in"}Select the |                     |
|    | desired employee                          |                     |
+----+-------------------------------------------+---------------------+
| *  | Click on the button in the top right      |                     |
| *5 | corner of the Work Location page          |                     |
| ** |                                           |                     |
+----+-------------------------------------------+---------------------+
| *  | Effective Date (Leave as Default of       | Accept default      |
| *6 | Current Date)                             |                     |
| ** |                                           |                     |
+----+-------------------------------------------+---------------------+
| *  | Effective Sequence                        | Skip                |
| *7 |                                           |                     |
| ** |                                           |                     |
+----+-------------------------------------------+---------------------+
| *  | Job Indicator                             | Skip                |
| *8 |                                           |                     |
| ** |                                           |                     |
+----+-------------------------------------------+---------------------+
| *  | Action/Reason                             | Transfer            |
| *9 |                                           |                     |
| ** |                                           |                     |
+----+-------------------------------------------+---------------------+
| ** | Action/Reason Code                        | XFR                 |
| 10 |                                           |                     |
| ** |                                           |                     |
+----+-------------------------------------------+---------------------+
| ** | Regulatory Region (Leave as Default       | Skip                |
| 11 | 'USA')                                    |                     |
| ** |                                           |                     |
+----+-------------------------------------------+---------------------+
| ** | Setid (You may see a warning, select      | FS000               |
| 12 | 'OK')                                     |                     |
| ** |                                           |                     |
+----+-------------------------------------------+---------------------+
| ** | Organization ID                           | **Reference handout |
| 13 |                                           | sheet**             |
| ** |                                           |                     |
+----+-------------------------------------------+---------------------+
| ** | Org Entry Date                            | Accept default      |
| 14 |                                           |                     |
| ** |                                           |                     |
+----+-------------------------------------------+---------------------+
| ** | Unit ID                                   | **Reference handout |
| 15 |                                           | sheet**             |
| ** |                                           |                     |
+----+-------------------------------------------+---------------------+
| ** | Training Officer ID                       | **Reference handout |
| 16 |                                           | sheet (Steve        |
| ** |                                           | Supervisor)**       |
+----+-------------------------------------------+---------------------+
| ** | Admin Location Setid                      | NWCG0               |
| 17 |                                           |                     |
| ** |                                           |                     |
+----+-------------------------------------------+---------------------+
| ** | Lookup Admin Location code                | **Reference handout |
| 18 |                                           | sheet**             |
| ** |                                           |                     |
+----+-------------------------------------------+---------------------+
| ** | Lookup Duty Station                       | Skip                |
| 19 |                                           |                     |
| ** |                                           |                     |
+----+-------------------------------------------+---------------------+
| ** | You have now transferred the employee.    |                     |
| 20 | The following steps would be completed by |                     |
| ** | the receiving account manager             |                     |
+----+-------------------------------------------+---------------------+
| ** | Click on the **Job Information** tab      |                     |
| 21 |                                           |                     |
| ** |                                           |                     |
+----+-------------------------------------------+---------------------+
| ** | Enter employee's new job code in the      | 0301E               |
| 22 | **Job Code** field and tab out of the     |                     |
| ** | field                                     |                     |
+----+-------------------------------------------+---------------------+
| ** | Enter the proper **Entry Date**           | Accept default      |
| 23 |                                           |                     |
| ** |                                           |                     |
+----+-------------------------------------------+---------------------+
| ** | Full Time/Part Time                       | Full Time           |
| 24 |                                           |                     |
| ** |                                           |                     |
+----+-------------------------------------------+---------------------+
| ** | Select the appropriate **Empl Kind**      | Skip                |
| 25 | value                                     |                     |
| ** |                                           |                     |
+----+-------------------------------------------+---------------------+
| ** | Click on the **Salary Plan** tab          |                     |
| 26 |                                           |                     |
| ** |                                           |                     |
+----+-------------------------------------------+---------------------+
| ** | **Salary Administration Plan**            | GS                  |
| 27 |                                           |                     |
| ** |                                           |                     |
+----+-------------------------------------------+---------------------+
| ** | **Grade** value                           | 09                  |
| 28 |                                           |                     |
| ** |                                           |                     |
+----+-------------------------------------------+---------------------+
| ** | ![](media/                                |                     |
| 29 | image14.png){width="0.6354166666666666in" |                     |
| ** | height="0.16666666666666666in"}Click the  |                     |
|    | button at the bottom of the window        |                     |
+----+-------------------------------------------+---------------------+

**Proficiency** **Questions:**

1.  Why would you want to Transfer an employee in IQCS?

2.  How would you add a new record on the Work Location Page?

3.  ![](media/image14.png){width="0.6354166666666666in"
    height="0.16666666666666666in"}If an Account Manager changes an
    employee's Org ID to one he/she does not have access to and clicks
    the button, what happens?\
    ![](media/image2.jpeg){width="0.3597222222222222in"
    height="1.261111111111111in"}

**Activity Overview -- Update Personal Data**

1.  Navigate to: Administration \> Update Personal Information

2.  Type/Enter employee's last name in the Last Name field. Employee's
    personal data record will appear. Click the Search button and select
    the desired employee.

![](media/image26.png){width="5.525in" height="2.748611111111111in"}

When updating information in IQCS click on the
![](media/image6.png){width="0.2604166666666667in"
height="0.19791666666666666in"} button to add a new row to the record.
This will allow you to maintain historical data. When you add a new row,
all of the data from the previous page will be brought forward and then
you will be able to change the fields that need to be updated.
Essentially, clicking the
![](media/image6.png){width="0.2604166666666667in"
height="0.19791666666666666in"} creates a carbon copy of the previous
record, nothing is blanked out. The easiest way to see that you are in a
new record is by the effective date which will be today's date.
![](media/image10.jpeg){width="0.3958333333333333in" height="0.31875in"}

3.  Update information on the **Name History** tab when the employee's
    name has changed.

4.  Update the information on the **Address History** tab when the
    employee's address information has changed.

5.  Click on the ![](media/image6.png){width="0.2604166666666667in"
    height="0.19791666666666666in"} sign in the **Address Type** box to
    add a new type of address, i.e., HOME, BUSINESS, and MAIL. Click on
    the ![](media/image6.png){width="0.2604166666666667in"
    height="0.19791666666666666in"} sign in the **Address History** box
    to add a new row for that TYPE of address. A new effective date row
    will appear in the blue header bar. '1 of 2' will be followed by the
    highlighted yellow arrow pointing to the right. 'Last' link will
    also be highlighted.

6.  Accept the default **Effective Date** unless different.

7.  Accept the Status of **Active**.

8.  Type/Enter Country.

9.  Click on the **Edit Address** hyperlink and enter or edit the
    address.

10. Click![](media/image5.png){width="0.6458333333333334in"
    height="0.23958333333333334in"} .

11. Update phone and email information as needed.

12. Click on ![](media/image14.png){width="0.6354166666666666in"
    height="0.16666666666666666in"}at the bottom of the page.

> ![](media/image10.jpeg){width="0.3958333333333333in"
> height="0.31875in"}
>
> If you have made changes and saved the **Activity -- 3 year** tab,
> View Last Activity Date, the date will update to today's date.

![](media/image15.png){width="0.1638888888888889in"
height="0.2388888888888889in"}

You have now modified an employee's Job and Personal Data.

**Exercise 2-4 -- Modify Personal Data**

  --------------------------------------------------------------------------------------
  **Step**   **Action**                                            **Input**
  ---------- ----------------------------------------------------- ---------------------
  **1**      Navigate to **Administration \> Update Personal       
             Information**                                         

  **2**      ![](media/image27.png){width="0.6145833333333334in"   **Reference handout
             height="0.24375in"}Last Name field                    sheet**

  **3**      Click the button                                      

  **4**      Select the desired employee                           **Reference handout
                                                                   sheet**

  **5**      **Address History** tab                               

  **6**      Address Type                                          HOME

  **7**      Click on the                                          
             ![](media/image6.png){width="0.2604166666666667in"    
             height="0.19791666666666666in"} sign to add a new row 
             in the **Address History** box                        

  **8**      Effective Date                                        Accept default

  **9**      Status                                                Default 'Active'

  **10**     Country                                               USA

  **11**     Click on the 'Edit Address' hyperlink                 

  **12**     Address 1                                             **Reference handout
                                                                   sheet**

  **13**     Address 2                                             Leave blank

  **14**     Address 3                                             Leave blank

  **15**     City                                                  **Reference handout
                                                                   sheet**

  **16**     State                                                 **Reference handout
                                                                   sheet**

  **17**     Zip Code                                              **Reference handout
                                                                   sheet**

  **18**     ![](media/image5.png){width="0.5708333333333333in"    Leave blank
             height="0.21180555555555555in"}County                 

  **19**     ![](media/image14.png){width="0.6354166666666666in"   
             height="0.16666666666666666in"}Click the button       

  **20**     Click the button                                      
  --------------------------------------------------------------------------------------

![](media/image2.jpeg){width="0.3597222222222222in"
height="1.261111111111111in"}

**Proficiency Questions:**

> 1\. Why do we add a new row to enter new personal data for an
> employee?
>
> **Activity Overview -- View Account Activity**
>
> IQCS utilizes a 'Last Activity Date' field in IQCS to track how often
> activity is performed on a responder's account. This field is updated
> with the current date whenever changes have been made to the
> responder's account (e.g., updating experience, task books, and
> competencies; printing of qualifications card, etc.); basically, any
> activity against a responder's account will update the 'Last Activity
> Date' to the current date.
>
> However, if there is no activity on a responder's account, the 'Last
> Activity Date' field is never updated. If no activity has been
> performed on a responder's account for three (3) years, IQCS will
> automatically place the account in 'INAC.' It is through this field
> that IQCS is able to identify responders who have not had activity on
> their account in three (3) years.
>
> **NOTE:** Responders will still be available when performing searches
> and can be restored from 'INAC' to an 'Active Org' in the event that
> they become active again. But they will not show up on reports, and
> they will not go to ROSS for dispatching.

**Instructions**

1.  Navigate to: **Administration \> Update Personal Information**

2.  Enter employee last name in 'Last Name' field.

3.  Click ![](media/image27.png){width="0.65625in"
    height="0.2604166666666667in"} and select employee from list.

4.  Click on the **Activity -- 3 Year** tab.

![](media/image28.png){width="5.761805555555555in"
height="1.0916666666666666in"}

> If no activity is performed on an account in five (5) years, IQCS will
> archive data for employees using the government standards of records
> management. If the profile needs to be restored, you will have to
> contact the IQCS
> Helpdesk.![](media/image10.jpeg){width="0.3958333333333333in"
> height="0.31875in"}
>
> ![](media/image15.png){width="0.1638888888888889in"
> height="0.2388888888888889in"}
>
> You have now reviewed the Last Activity Date of an account.

# Exercise 2-5 -- View Account Activity 

> Enter the following data into the system using the instruction set
> above.

  ---------- ----------------------------------------------------- ----------------
  **Step**   **Action**                                            **Input**

  **1**      Navigate to: **Administration \> Update Personal      
             Information**                                         

  **2**      ![](media/image27.png){width="0.5645833333333333in"   Johnson
             height="0.22430555555555556in"}Enter employee last    
             name in 'Last Name' field                             

  **3**      Click the button                                      

  **4**      Select employee from list                             Johnson, Randy

  **5**      Click on the **Activity -- 3 Year** tab               

  **6**      Verify that the 'Activity Date' is more than 3 years  
             ago                                                   

  **7**      **NOTE:** At this point, a determination needs to be  
             made whether to inactivate this employee.             
  ---------- ----------------------------------------------------- ----------------

**Proficiency** **Questions:**

1.  Explain why you might want to view account activity?

2.  How many years (maximum) should pass to consider placing the
    employee inactive?

    ![](media/image2.jpeg){width="0.3597222222222222in"
    height="1.261111111111111in"}

**Activity Overview -- Change Employee's Status and Place in INAC**

In this activity we will cover how to Change an Employee's Status.

An employee's qualifications account status may change due to voluntary
withdrawal; change of job/duty station; change of agency; retirement
from a job or incident qualifications; termination etc.

The account manager reviews the 'Employee List' report and changes the
status to inactive for employees no longer involved in firefighting for
agency, account, and/or organization. Include an 'Action/Reason' for
changing account status.

If you have an employee(s) who is no longer actively participating as an
Incident Responder(s)**,** you may want to remove him/her from your
Employee List so you are only working on active accounts. In order to
remove them from your active employee list, you should 'Terminate' the
employee and place them in the 'INAC' org code in the same operation.
Make sure you add a row to the employee's record.

By setting the employee's 'Action/Reason' to 'Terminate' other account
managers can only transact on the account if they set the
'Action/Reason' to 'Rehire.'

Next change the 'Org Code' to 'INAC.' Once the employee has been placed
in 'INAC' org code, the account manger will no longer see employee's
record in their organization.

**NOTE:** Users must change the Setid to NWCG0 when transferring someone
to an **'**INAC' Org ID.

You may run the 'Employee List' report to view the employees in your
account.

See Module 13 for instructions on running reports.

When an employee is placed in **INAC**, **TERMINATED** and/or
**RETIREMENT** in IQCS and registered in the Resource Clearinghouse; the
account is removed from IQCS to the Clearinghouse which becomes the
System of Record (SOR). If responder's qualifications are in ROSS and
has assignments attached to his/her profile they will be transferred to
the ROSS **REMOVED BIN**; if they do not have assignments attached to
his/her profile they will be **DELETED** from ROSS (see Module 8 for
more information).

![](media/image29.png){width="5.7in" height="3.138888888888889in"}

**Instructions**

1.  Navigate to: **Administration \> Job Data**

2.  Enter last name of the employee in **Last Name** and click
    ![](media/image27.png){width="0.65625in"
    height="0.2604166666666667in"} and select the employee from the
    list.

3.  Click on ![](media/image6.png){width="0.2604166666666667in"
    height="0.19791666666666666in"} in the top right corner of the
    **Work Location** page.

> The **Effective Date, Effective Sequence, Job Indicator, Regulatory
> Region,** and **Org Entry Date** will be automatically populated and
> will not require changes. You can change these if needed. If you take
> more than one action on one day you will have to put the next
> sequential number in the **Effective Sequence** field.
> ![](media/image10.jpeg){width="0.3958333333333333in"
> height="0.31875in"}
>
> ![](media/image30.png){width="4.746527777777778in"
> height="2.8513888888888888in"}

4.  Select a value from the **Action/Reason** drop-down box.

> ![](media/image10.jpeg){width="0.3958333333333333in"
> height="0.31875in"}
>
> In IQCS to inactivate an account use the action of **Termination** and
> the Reason of **TER**. The system will no longer view this employee as
> active. This is different from changing an employee's org code to the
> **INAC** org code. When you terminate an employee, this employee's
> record will stay in your account, but will no longer activate
> processes.

5.  Look up value for the **Action/Reason Code** field by clicking on
    the magnifier icon next to the field. The field should be populated
    with the selected reason code and the Status should change to
    **Terminated**

6.  Accept the Regulatory Region of **USA**

7.  Change SetID to **NWCG0**

8.  Type/Enter **INAC** or Lookup Organization ID by
    clicking![](media/image23.png){width="0.1875in" height="0.1875in"}
    next to the Organization ID field. The Organization ID field should
    be populated with the value selected. The Unit ID will be cleared
    and, for this test, will remain blank.

9.  The Location Code will change to **INAC**.

> ![](media/image31.png){width="4.75in" height="2.798611111111111in"}

10. Click ![](media/image14.png){width="0.6354166666666666in"
    height="0.16666666666666666in"}at the bottom of the window. The new
    record will be saved reflecting this employee's transfer to
    **INAC**.

![](media/image15.png){width="0.1638888888888889in"
height="0.2388888888888889in"}

> You have now changed an Employee's Status and transferred them out of
> your organization.

# Exercise 2-6 -- Change Employee's Status and Place in INAC

> Enter the following data into the system using the instruction set
> above.

Activity: Change Employee's Status

  -------------------------------------------------------------------------------
  **Step**   **Action**                                            **Input**
  ---------- ----------------------------------------------------- --------------
  **1**      Navigate to: **Administration \> Job Data**           

  **2**      Enter last name of the employee in Last Name and      **Reference
             click on search                                       handout
                                                                   sheet**

  **3**      ![](media/image6.png){width="0.2604166666666667in"    
             height="0.19791666666666666in"}Click on the button in 
             the top right corner of the Work Location page        

  **4**      Effective Date                                        Accept default

  **5**      Effective Sequence                                    Skip

  **6**      Job Indicator                                         Leave as
                                                                   'Primary Job'

  **7**      Action/Reason                                         Termination

  **8**      Action/Reason Code                                    TER

  **9**      ![](media/image5.png){width="0.6458333333333334in"    Default 'USA'
             height="0.23958333333333334in"}Regulatory Region      

  **10**     SetID (You may see a warning dialog box, click )      NWCG0

  **11**     Organization ID                                       INAC

  **12**     Org Entry Date                                        Skip

  **13**     Unit ID                                               Skip

  **14**     Supervisor ID                                         Skip

  **15**     Admin Location Setid                                  Skip

  **16**     Admin Location code                                   Skip

  **17**     Duty Station Setid                                    Skip

  **18**     Duty Station Location code                            Skip

  **19**     ![](media/image14.png){width="0.6354166666666666in"   
             height="0.16666666666666666in"}Click the button at    
             the bottom of the window                              
  -------------------------------------------------------------------------------

**Proficiency** **Questions:**

> 1\. Why would you place an employee in 'INAC'?
>
> 2\. What happens in IQCS when you 'Terminate' an employee?

**Activity Overview -- Medical Standards -- Exam Results**

> The (Medical) Business Summary recognizes that *not all* Federal
> agencies have implemented nationwide medical standards. The Federal
> Interagency Wildland Firefighter Medical Qualification Standards
> program is approved by the National Fire and Aviation Executive Board.
> These standards provide policy direction to identify arduous duty
> firefighters who obtain an annual medical evaluation to determine if
> the employee is medically qualified to perform the full range of job
> functions safely without risk to themselves or others. Projected
> nationwide implementation for the Department of the Interior will be
> complete in FY07, and the Forest Service in FY10. Other positions,
> beyond arduous duty wildland and prescribed fire (i.e., moderate,
> light, none), may have other Agency requirements.
>
> Medical Standards establish exam and qualification requirements
> external to IQCS. The exam results returned to IQCS will be Cleared,
> Cleared with Restrictions, or Not Cleared. If Cleared with
> Restriction(s), the Supervisor or FMO will query the firefighter, the
> Servicing Human Resources Office(r), or the Client Access System (CAS)
> to further investigate the nature of the restriction(s).
>
> Eventually, the exam data and clearance status will be populated in
> IQCS by an interface with CAS.
>
> **NOTE:** Once this data is populated by the CAS interface, the
> medical exam fields are viewable, 'grayed-out', but no longer editable
> in IQCS. CAS is considered the system of record and all additions and
> corrections must be entered there. The data will then transfer to IQCS
> during the normal nightly download.

**Instructions**

![](media/image10.jpeg){width="0.3958333333333333in" height="0.31875in"}

Until the Interagency Medical Standards System is implemented in your
organization, the process used to record Exam Results will be manual
data entry most likely performed by the Account Manager or local FMO.
This manual data entry process is described below.

You may want to run a report for Responder Medical History. Fire
Management Officers will use this report for planning and budget
purposes. This report may also be used to identify and notify
individuals that require exams. For instructions on running reports, see
Module 12.

1.  Navigate to **Workforce Development \> Competency Management \>
    Physical Exam**. The '**Find Existing Value'** screen is displayed.

2.  Enter the employee's **Last Name** or other search criteria and
    select the appropriate employee
    record.![](media/image2.jpeg){width="0.3597222222222222in"
    height="1.261111111111111in"}

> ![](media/image32.jpeg){width="5.125in" height="2.126388888888889in"}

3.  Look up and select **Exam Date**.

4.  Accept the default value of **Annual** in the **Type of Exam**
    field.

5.  The **Next Exam** date defaults to one year to date from value
    entered into **Exam Date** field. Accept this default.

6.  Select the appropriate **Medical Exam Type** from the dropdown menu.

> ![](media/image33.jpeg){width="1.875in" height="0.8784722222222222in"}
>
> ![](media/image10.jpeg){width="0.37430555555555556in"
> height="0.3090277777777778in"}
>
> Use the value **Agency Interim Standards** for exam types that do not
> fall under the **Federal Interagency Wildland Firefighter Medical
> Qualification Standards**. For example, the **Agency Interim
> Standards** would be used when the Forest Service may require the SF
> 78. Definitions for the other exam types can be found by following the
> hyperlink described below.

7.  Check/Uncheck **Medical Clearance** type.

8.  ![](media/image14.png){width="0.6354166666666666in"
    height="0.16666666666666666in"}Click the button in the lower left
    hand corner of the page. Upon the Medical Exam competency is awarded
    to the employee's record.

![](media/image34.jpeg){width="5.0in" height="2.075in"}

![](media/image10.jpeg){width="0.4in" height="0.35833333333333334in"}

The [Federal Interagency Wildland Firefighter Medical Qualification
Standards](http://www.nifc.gov/medical_standards/) hyperlink is located
on this page to provide further information regarding Medical Standards.
The [Comprehensive Health Services
On-line](http://secure.chsmedical.com/cas/) is a hyperlink for managers
to set up exams for employees.

![](media/image15.png){width="0.1638888888888889in"
height="0.2388888888888889in"}

> You have now recorded exam results into the IQCS system.

# Exercise 2-7 -- Medical Exam Results

Activity: Record Exam Results

  -------------------------------------------------------------------------------
  **Step**   **Action**                                            **Input**
  ---------- ----------------------------------------------------- --------------
  **1**      Until the Interagency Medical Standards System is     
             fully implemented the process used to record Exam     
             Results will be manual data entry most likely         
             performed by the Account Manager or local FMO. The    
             following test script will test this manual data      
             entry process.                                        

  **2**      Navigate to **Workforce Development \> Competency     
             Management \> Physical Exam**                         

  **3**      ![](media/image27.png){width="0.65625in"              Rookie
             height="0.2604166666666667in"}Last Name               

  **4**      Click button'                                         

  **5**      Select employee from list                             Rookie,Paul M

  **6**      Exam Date                                             04/28/2004

  **7**      Next Exam                                             Accept default

  **8**      Medical Exam Type                                     Baseline

  **9**      ![](media/image14.png){width="0.6354166666666666in"   Check the
             height="0.16666666666666666in"}Medical Clearance      Cleared item

  **10**     Click button lower left hand corner of page           
  -------------------------------------------------------------------------------

**Proficiency** **Questions:**

> 1\. Why Track Medical Exams?
>
> 2\. List the four Medical Exam
> Types.![](media/image2.jpeg){width="0.3597222222222222in"
> height="1.261111111111111in"}

**Activity Overview -- Define Groups**

Each agency can define groups to be used as defaults. They will identify
a group, class, type, complexity level, description, and activity. Most
of the currently established Group types have been set up in IQCS. This
lesson will instruct how to set up new Group types in the future.

Groups defined in IQCS do not transfer to ROSS. Defining a group does
not define a search.

> **NOTE:** The group function can be used to enroll a group of people
> into a course session, document experience on an incident, and print
> qualification cards. To learn how to enroll a group, refer to Module
> 4, to learn how to print qualification cards using a group refer to
> Module 5, to learn how to document experience for a group refer to
> Module 6.

**Instructions**

1.  Navigate to **Administration \> Groups** and click the **Add a new
    Value** hyperlink or tab.

2.  Enter the Unit ID of the new Group you are defining.

3.  ![](media/image6.png){width="0.2604166666666667in"
    height="0.19791666666666666in"}Enter a short, easy-to-remember code
    in the **Group ID** field to identify the new group (Up to 6
    characters).

```{=html}
<!-- -->
```
4.  Click button or press the enter key.

![](media/image35.png){width="5.013888888888889in"
height="2.4472222222222224in"}

4.  Enter/Select **Effective Date** (if different than default date) and
    accept the default of **Active** in the Status field.

```{=html}
<!-- -->
```
5.  Enter/Select **Group Type ID** (required field).

6.  Scroll down and select appropriate **Group Type ID** from list.
    Select **Group Type ID** (IHC) in **Group Type ID** field.

![](media/image36.png){width="3.676388888888889in"
height="4.332638888888889in"}![](media/image2.jpeg){width="0.3597222222222222in"
height="1.261111111111111in"}

7.  Enter a name or description for the Group (60-character limit).

8.  Enter a short description for the Group (10-character limit).

9.  Click ![](media/image14.png){width="0.6354166666666666in"
    height="0.16666666666666666in"}button at lower left of screen.

![](media/image15.png){width="0.1638888888888889in"
height="0.2388888888888889in"}

> You have now defined a group in the IQCS system. Group members can now
> be added to the group you have defined or other groups. Please refer
> to the following activity for instructions for adding employees to
> groups.

# Exercise 2-8 -- Define Groups

Activity: Define Groups

  ----------------------------------------------------------------------------------
  **Step**   **Action**                                            **Input**
  ---------- ----------------------------------------------------- -----------------
  **1**      Navigate to **Administration \> Groups**              

  **2**      Click **Add a New Value** hyperlink                   

  **3**      Unit ID of the new Group                              **Use Rookie Unit
                                                                   ID**

  **4**      ![](media/image6.png){width="0.2604166666666667in"    E-162
             height="0.19791666666666666in"}Enter a short,         
             easy-to-remember code in the Group ID field to        
             identify the new group (Up to 6 characters).          

  **5**      Click button or press the enter key                   

  **6**      Effective Date (today's date will be the default      Accept default
             date)                                                 

  **7**      Status                                                Leave 'Active'

  **8**      Group Type ID (required): Click on magnifier icon to  
             search Group Types.                                   

  **9**      Select                                                ENG

  **12**     Enter a name or description for the Group             Engine Module
             (60-character limit).                                 

  **13**     Enter a short name for the Group (10-character        E-162
             limit).                                               

  **14**     ![](media/image14.png){width="0.6354166666666666in"   
             height="0.16666666666666666in"}Click button at lower  
             left of screen.                                       
  ----------------------------------------------------------------------------------

**Proficiency** **Questions:**

1.  You just created a group. How would you navigate to find that group
    so you could add responders to it?

2.  What criteria can you use to 'Search' or 'Lookup' an employee?

3.  Name 2 ways in which you might use the group functionality.

**Activity Overview -- Assign Responders to Groups**

> In this activity, we will cover how to assign responders to groups.
> Responders may be assigned to a position in the group. A responder may
> be assigned to multiple groups but can hold only one position in each
> group.

**Instructions**

1.  Navigate to **Administration \> Groups**

2.  Enter your 'Unit ID' in 'Search By' field or lookup Unit ID and
    select the Group you are searching for. If your Unit ID already has
    more than one Group, they will all be listed here.

3.  Navigate to the **Group Members** tab.

4.  Use the Look up function to select group members or enter their
    'EmplID's if you have them.

5.  Enter/Select **Group Member Status Date** (if different than default
    date).

6.  Select **Group Member Status** as 'Assigned' or 'Released.'

7.  Check **Group Leader** if this employee is the Leader of this Group.
    Otherwise, leave unchecked.

8.  ![](media/image14.png){width="0.6354166666666666in"
    height="0.16666666666666666in"}Click
    ![](media/image6.png){width="0.2604166666666667in"
    height="0.19791666666666666in"} button to add additional employees
    to this group.

9.  ![](media/image37.jpeg){width="5.658267716535433in"
    height="1.9082677165354331in"}Click button at bottom of page.
    **Processing** should flash in upper right corner of screen,
    followed by **Saved**.

> ![](media/image15.png){width="0.1638888888888889in"
> height="0.2388888888888889in"}
>
> You have now assigned responders to a group in the IQCS system.

![](media/image2.jpeg){width="0.3597222222222222in"
height="1.261111111111111in"}

# Exercise 2-9 -- Assign Responders to Groups

Activity: Assign Responders

+----+------------------------------------------------+---------------+
| ** | **Action**                                     | **Input**     |
| St |                                                |               |
| ep |                                                |               |
| ** |                                                |               |
+====+================================================+===============+
| *  | Begin on the same page as the previous         |               |
| *1 | exercise, if you have left this page then --   |               |
| ** | Navigate to **Administration \> Groups**       |               |
+----+------------------------------------------------+---------------+
| *  | ![](m                                          | Use Rookie    |
| *2 | edia/image27.png){width="0.6395833333333333in" | Unit ID       |
| ** | height="0.2534722222222222in"}Select 'Unit ID' |               |
|    | in 'Search By:' field.                         |               |
+----+------------------------------------------------+---------------+
| *  | Click button                                   |               |
| *3 |                                                |               |
| ** |                                                |               |
+----+------------------------------------------------+---------------+
| *  | Select the group you created.                  |               |
| *4 |                                                |               |
| ** |                                                |               |
+----+------------------------------------------------+---------------+
| *  | Navigate to the **Group Members** tab.         |               |
| *5 |                                                |               |
| ** |                                                |               |
+----+------------------------------------------------+---------------+
| *  | ![](me                                         |               |
| *6 | dia/image38.png){width="0.16666666666666666in" |               |
| ** | height="0.16666666666666666in"}Look Up         |               |
|    | employee. Click on to search for name.         |               |
+----+------------------------------------------------+---------------+
| *  | Search by 'Last Name'.                         | Rookie        |
| *7 |                                                |               |
| ** |                                                |               |
+----+------------------------------------------------+---------------+
| *  | Click 'Lookup' button.                         |               |
| *8 |                                                |               |
| ** |                                                |               |
+----+------------------------------------------------+---------------+
| *  | Scroll to and Select employee's name.          | Rookie,Paul M |
| *9 |                                                |               |
| ** |                                                |               |
+----+------------------------------------------------+---------------+
| ** | Group Member Status Date (if different than    | 05/01/2003    |
| 10 | default date).                                 |               |
| ** |                                                |               |
+----+------------------------------------------------+---------------+
| ** | Group Member Status                            | 'Assigned'    |
| 11 |                                                |               |
| ** |                                                |               |
+----+------------------------------------------------+---------------+
| ** | Group Leader                                   | Leave         |
| 12 |                                                | unchecked.    |
| ** |                                                |               |
+----+------------------------------------------------+---------------+
| ** | ![](                                           | Robert Long   |
| 13 | media/image6.png){width="0.2604166666666667in" |               |
| ** | height="0.19791666666666666in"}Click button to | Dewey Flowers |
|    | add additional employees to this group. Repeat |               |
|    | steps 7-12 for each additional person. The     |               |
|    | names to add to the group are:                 |               |
|    |                                                |               |
|    | ![](m                                          |               |
|    | edia/image14.png){width="0.6354166666666666in" |               |
|    | height="0.16666666666666666in"}                |               |
+----+------------------------------------------------+---------------+
| ** | Click button at bottom of page.                |               |
| 14 |                                                |               |
| ** |                                                |               |
+----+------------------------------------------------+---------------+