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**ROSS End of Year Procedures**

***For all Eastern Area Dispatch Centers***

**Goal**: To ensure that all ROSS incidents, resources & requests have
been finalized for the end of the year ROSS data purge.

**Eastern Area Standard**: Each calendar year end, all Eastern Area ROSS
incidents, requests, mobilization & demobilization travel, and resource
transfers have been closed or finalized by no later than January 15^th^
of the following year.

**Procedures**:

I.  **Incidents**

    A.  ***Incident Resources***

        i.  *Releasing Resources*

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a.  Go through each of your current Incidents and verify that all
    resources have been released. If the resources are already at home,
    set the Travel to be "NO TRAVEL, at HOME".

> ![](media/image2.png){width="6.498611111111111in"
> height="4.653472222222222in"}

b.  If the incident is still active thru the end of the calendar year,
    and resources are still being requested and/or are still at the
    incident, then process those requests & resources as normal leaving
    the incident active.

    i.  *Finalizing Mobilization and/or Demobilization Travel*

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a.  Check your Travel menu option to see if there is any mob or demob
    travel that has not yet been completed. One way to verify this is to
    search for all incidents and then review the mob/demob columns to
    see if there are any numbers. Select that incident.

> ![](media/image3.png){width="6.995833333333334in"
> height="4.083333333333333in"}

b.  If the incident is not your incident, then select the
    ***mobilization*** radio button on the set filter for incident
    resources screen. If this is your incident, then select the
    ***demobilization*** radio button on the set filter screen.

> ![](media/image4.png){width="4.622222222222222in"
> height="2.672222222222222in"}

c.  Look through all of the Travel Tabs to see where the unresolved
    travel is and finish processing the travel. If the resource is
    already at home, set the NO TRAVEL option.

> ![](media/image5.png){width="5.991666666666666in" height="3.4375in"}

i.  *Check for any pending or unresolved requests for each of your
    incidents.*

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a.  If the request is pending and the incident is inactive, then
    RETRIEVE the request and then CANCEL the request. Use the ACTION
    button to access these commands.

> ![](media/image6.png){width="6.992361111111111in"
> height="4.123611111111111in"}

b.  Retrieving & Canceling Pending Requests -- while in the Request
    Status screen, click on the \<ACTION\> button and then choose the
    appropriate action. If the Pending Request is still pending in your
    ROSS Pending Screen, then just \<CANCEL\> the request. If the
    request is pending somewhere else (MN-EAC, ID-NIC, SW-SWC),
    \<RETRIEVE\> and then \<CANCEL\> the request and call MN-EAC to let
    them know that you are retrieving and canceling the pending request
    so that all the appropriate dispatch centers can be notified.

> ![](media/image7.png){width="1.8541666666666667in"
> height="2.3958333333333335in"}

c.  If the request is **NOT** showing RELEASED or REASSIGNED and is
    showing FILLED, and if the Incident is your incident, then double
    check the Incident Resources to Release and Demob these requests.

> ![](media/image8.png){width="6.627083333333333in"
> height="4.175694444444445in"}

d.  If the unreleased request is not your incident, and the local
    resource has returned from the assignment, use the RESOURCE menu
    option called RELEASE RESOURCE (NON-LOCAL). This will allow you to
    release your resources from incidents outside of your area -- again,
    please ensure that these resources have returned from their
    assignment. If you would like to contact the dispatch center that is
    handling the incident and have them Release your resource, feel
    free...

> ![](media/image9.png){width="6.995138888888889in"
> height="1.7368055555555555in"}
>
> Find your resource that needs to be released. Choose the \<RELEASE\>
> option under the \<ACTION\> button.
>
> ![](media/image10.png){width="6.75in" height="5.647222222222222in"}
>
> Try to set the release date back in time to the approximate date &
> time that the resource was released by the incident. You can review
> the resource's assignment history to see when the resource was first
> mobilized -- estimate that the assignment was for 14 days and project
> forward from the mob date to calculate a release date.
>
> ![](media/image11.png){width="4.2125in" height="3.5993055555555555in"}
>
> ***B. Closing Incidents***
>
> After you have reviewed all of the incident resources, travel &
> resource requests, you can then close the incident. Once the incident
> is closed, you are unable to view or print the incident or requests
> associated with the incident. You should print out any reports needed
> for your incident record management reporting process before closing
> the incident.
>
> Using the Incident screen, call up each Incident you wish to close and
> press the \<CLOSE FOLDER\> button. This will toggle the Incident
> status to be closed. If needed, you can reset the incident to be open
> by pressing the \<OPEN FOLDER\> button.
>
> ![](media/image12.png){width="6.336805555555555in" height="2.75in"}

II. **Reminders**

    A.  Check your Reminder button to see if there are any outstanding
        tasks that need to be completed before ending the year. If this
        button is flashing red, you have something that needs to be
        taken care of!

> ![](media/image13.png){width="6.370138888888889in"
> height="1.8215277777777779in"}
>
> ![](media/image14.png){width="6.7444444444444445in"
> height="0.8006944444444445in"}

B.  If there are Reminders, review the reminders screen and resolve any
    issues.

> ![](media/image15.png){width="6.996527777777778in"
> height="4.497916666666667in"}
>
> ![](media/image16.png){width="6.0in" height="1.6243055555555554in"}

III. **Resources**

> *A. Resources coming to your unit.*
>
> a\. Work with the dispatch center that currently dispatches the
> resource and have them edit the resource's ROSS resource item record
> to change the dispatch center to your dispatch center unit-id (ie
> MN-MFC or DE-DESC).
>
> b\. Also, ensure that the resource's IQS or IQCS record is transferred
> accordingly to the resource qualification program manager. This may be
> as simple as getting a hard copy of the resource's IQS / IQCS
> information and re-entering it into the new qualifications program.
>
> c\. Finish transferring the resource record by going into the ROSS
> Resource Item screen, finding that resource record and completing the
> updating of the resource's new home unit, agency, provider id, contact
> information, locations, etc.
>
> ![](media/image17.png){width="6.99375in" height="4.927083333333333in"}
>
> d\. If the resource is now ready for assignment, ensure that you have
> changed the status to "Available".
>
> e\. If the resource record has already been transferred to your
> dispatch center, complete the ROSS Resource Item screen as soon as
> possible. If you are not sure as to who this resource is, contact the
> former dispatch center to see if they can provide any additional
> information
>
> *B. Resources leaving your unit.*
>
> a\. Once the resource's new dispatching center is identified, either
> work thru MN-EAC or on your own to contact that dispatch center to let
> them know that you will be transferring a ROSS resource record. You
> will need the EXACT Unit Identifier of the new dispatch center to be
> entered into the ROSS Resource Item screen for the resource record.
> You can search but once the unit identifier is entered, you will have
> to use the \<CANCEL TRANSFER\> button to undo this action.
>
> ![](media/image18.png){width="6.11875in"
> height="3.3784722222222223in"}
>
> Find the new dispatch center where the resource is being transferred
> to & click \<OK\>.
>
> ![](media/image19.png){width="4.872916666666667in" height="1.7375in"}
>
> b\. Ensure that the resource's qualification information is
> transferred over -- either thru a hard copy or thru transferring the
> record in IQS or IQCS.