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

> IQCS/ROSS INTERFACE

# 

Background:

> The National Wildfire Coordination Group (NWCG) chartered the Incident
> Qualifications and Certification System (IQCS) and Resource Ordering
> and Status System (ROSS) Interface Project. This project replaces the
> data exchange process that required a nightly file transfer between
> the two systems and a manual upload of the data into ROSS.
>
> The IQCS-ROSS Interface will provide an automated data exchange
> between IQCS and ROSS. This data exchange provides overhead resource
> demographic, qualification and position mnemonic information used by
> ROSS to identify and contact the overhead resource during the dispatch
> mobilization process.
>
> This interface will assure secured system authentication during each
> exchange, and provide for data verification. Sensitive data will be
> protected and secured during all aspects of data exchange.

Exchange Components:

> The Clearinghouse (CH) is a new database implemented with the
> interface that coordinates with IQCS and ROSS to track the responder's
> record by noting which system first entered and registered the record.
> It also tracks which system is the current owner of the record. The
> most current owner of the record is called the System of Record (SOR).
>
> The SOR is significant because as the owner of the record, that system
> is able to update the information about that record. For every record
> that IQCS is the SOR, a new Clearinghouse ID is displayed.
>
> The Clearinghouse ensures that each record is unique based on four
> required pieces of data; Name, SSN, Unit ID (provider), and Dispatch
> Unit ID. Once all this information is established for a responder
> record the CH issues a Clearinghouse ID (CH ID) which is permanently
> attached to that record at the Clearinghouse and displayed as long as
> the responder is in an active organization.
>
> The CH ID is sent back to IQCS and used as the common identifying data
> between ROSS and IQCS.
>
> With the CH ID assigned to the responder record from the CH and IQCS
> position qualifications, the only additional IQCS information required
> in order to send responder qualifications to ROSS is the Employee Kind
> (Empl Kind).

IQCS Changes:

-   Each responder record that maintains the required data for the ROSS
    exchange received a CH ID during the initial load of data to the CH
    and ROSS. The CH ID is displayed next to the EmplID on the Job Data,
    on the Qual Card Page, and on the Name History tab of Update
    Personal Information page.

> ![](media/image2.png){width="5.365277777777778in"
> height="0.5666666666666667in"}
>
> ![](media/image3.png){width="5.366666666666666in" height="0.9375in"}
>
> ![](media/image4.png){width="5.363888888888889in"
> height="0.5513888888888889in"}

-   There is a new page, Review ROSS Response Messages, under the
    Administration Menu Item. This page will display messages sent back
    from the CH and from ROSS in response to messages sent to the CH and
    ROSS by your IQCS username. See appendix for further discussion on
    the usage of the page. A guide to the responses and resolutions is
    included.

![](media/image5.png){width="6.077083333333333in"
height="1.5291666666666666in"}

-   Every action that results in a message sent by you to ROSS for a
    responder is documented on that responder's file in ROSS. It
    includes the action taken, your IQCS username, contact information,
    date and time of action.

-   The Dispatch Unit ID is no longer maintained in IQCS on the Job Data
    page. ROSS is the system of record for that data. It is still
    necessary during the initial hiring of a responder to 'place' the
    record at the first dispatch center. A responder transferred out of
    INAC is essentially considered a 'new hire' and you may have to
    enter in the Dispatch Unit ID if none is on record.

-   When a change of the Organization code is made on the Job Data page,
    several changes are made on the Qual card page. The 'Send to ROSS'
    flags and Certify flags are checked off and the Certifying Official
    EmplID is removed. This allows time for the receiving Account
    Manager and new Certifying Official to recertify the card before the
    positions are available in ROSS. This sends DEL_QUAL message to ROSS
    for each position and removes the qualifications in ROSS.

-   By manually clicking off the 'Send to ROSS' flag on the Qual Card
    page and hitting 'SAVE', this sends a DEL_QUAL message to ROSS and
    the position is removed from the responder's list of qualifications
    in ROSS. ROSS notes your IQCS username, contact information, and the
    date and timestamp of the action on their documentation page.

Impact to the IQCS User:

-   The user must closely monitor the Review ROSS Response Messages
    page. Most will require further action by the account manager.

-   Even though the SSN is still optional in IQCS, it is required by the
    CH to receive a CH ID and subsequently required to transfer
    qualification data to ROSS.

-   The Empl Kind is optional in IQCS but it is required by ROSS to
    transfer qualification data to ROSS.

-   IQCS has added code to prevent the new entry of most special
    characters in the responder's name fields. The only special
    characters accepted by the IQCS and the CH are the hyphen,
    apostrophe and space; as long as these characters are not in the
    first or last character space of a name

-   When a responder is assigned to an incident or pre-positioned the
    IQCS account manager cannot send change of Organization code to
    ROSS. It is rejected until the responder is released. Likewise, the
    status of the position for which the responder is currently assigned
    in ROSS, is not accepted by ROSS until the responder is released
    from the incident by ROSS. Although the data is changed and saved in
    IQCS, it is rejected by ROSS. The account manager will receive a
    response from ROSS that the responder could not be updated while the
    resource is on assignment. The message is posted to your Review ROSS
    Response page but IQCS will continue to re-send change messages in a
    nightly batch file until the resource is released from the incident.
    When accepted by ROSS, the data is now back in sync between the two
    systems.

ROSS Response Messages page

![](media/image5.png){width="6.077083333333333in"
height="1.5291666666666666in"}

To lessen the volume of messages posted on this page, only the
'negative' responses are displayed here under your user ID. (No news is
good news.)

The following table contains sample messages that you might receive on
this page. It is not totally inclusive

+-------------------------------+------------------------+------------+
| **Description**               | **What it means**      | **What to  |
|                               |                        | do**       |
+-------------------------------+------------------------+------------+
| Clearinghouse ID              | IQCS sent a message to | Contact    |
| \<**234876**\> was not found  | the Clearinghouse that | the IQCS   |
| in the Resource               | has an incorrect       | Helpdesk   |
| Clearinghouse.                | Clearinghouse ID.      |            |
+-------------------------------+------------------------+------------+
| Clearinghouse ID              | A rare occurrence that | Contact    |
| \<**234876\>** found but does | could happen when ROSS | the ROSS   |
| not match \<**Jillian C       | and IQCS become out of | Helpdesk   |
| Kingfisher\>** in the         | sync.                  | (866)      |
| Resource Clearinghouse.       |                        | 224-7677   |
+-------------------------------+------------------------+------------+
| The name provided is not      | Name contains special  | Recheck    |
| valid. A person's name may    | characters that do not | the        |
| only contain alphabetic       | conform to data        | spelling   |
| characters, as well as the    | standards.             | and change |
| apostrophe and the dash which |                        | name at    |
| may not be used as the first  |                        | the        |
| or last character of any of   |                        | Personal   |
| the first, middle or last     |                        | I          |
| names.                        |                        | nformation |
|                               |                        | Update     |
|                               |                        | page.      |
+-------------------------------+------------------------+------------+
| Resource was not registered   | You have recently      | Contact    |
| because it may be a duplicate | hired or transferred a | the ROSS   |
| of an existing resource.      | responder from INAC    | Helpdesk.  |
| Manual verification is        | that was not           | (866)      |
| required in order to register | previously registered. | 224-7677   |
| this resource.  Please        | When sent to the CH a  |            |
| contact the ROSS Helpdesk.    | **possible** duplicate | **Do not   |
|                               | was found that already | enter      |
|                               | exists in the CH.      | inaccurate |
|                               |                        | data.**    |
|                               | Possible duplicates    |            |
|                               | are described as:      |            |
|                               | 1)The SSNs match but   |            |
|                               | the SOR is ROSS or the |            |
|                               | CH                     |            |
|                               |                        |            |
|                               | 2\) The Last names     |            |
|                               | match and the First    |            |
|                               | Name is close, SOR is  |            |
|                               | irrelevant.            |            |
+-------------------------------+------------------------+------------+
| Resource was not registered   | You have recently      | Verify     |
| because it is a duplicate of  | hired or transferred a | data and   |
| existing resource \<**Jillian | responder from INAC    | correct    |
| Kingfisher** \> with provider | that was not           | any data   |
| \<**ID-BOF**\>, home dispatch | previously registered. | that is    |
| \<**ID-BOD**\> and            | When sent to the CH a  | entered    |
| clearinghouse ID              | **verified** duplicate | in         |
| \<**234876**\>.               | was found that already | correctly. |
|                               | exists in the CH.      |            |
|                               |                        | If a       |
|                               | Verified duplicates    | duplicate  |
|                               | are described as:      | exists in  |
|                               |                        | IQCS, call |
|                               | 1\) The Name, SSN,     | the IQCS   |
|                               | Unit ID, Dispatch Unit | Helpdesk   |
|                               | ID are exact match,    | for        |
|                               | SOR is irrelevant.     | further    |
|                               |                        | research.  |
+-------------------------------+------------------------+------------+
| Resource was not updated      | SOR for this record is | Contact    |
| because it can only be        | listed at the CH as    | the ROSS   |
| updated by the system that    | ROSS.                  | Helpdesk.  |
| registered it.                |                        | (866)      |
|                               |                        | 224-7677   |
+-------------------------------+------------------------+------------+
| Resource was not updated      | Changing a name or     | Verify the |
| because the update makes it a | other information of a | changed    |
| duplicate of resource         | resource that is       | data. If   |
| \<**Jillian C Kingfisher**\>  | already registered in  | it is      |
| with clearinghouse ID         | the clearinghouse that | correct,   |
| \<**2457856**\>.              | makes it an exact      | contact    |
|                               | duplicate. i.e. There  | the ROSS   |
|                               | are two Jillian        | Helpdesk.  |
|                               | Kingfishers in the     | (866)      |
|                               | Clearing -house with   | 224-7677   |
|                               | all info the same      |            |
|                               | except first name and  |            |
|                               | last name. With the    |            |
|                               | addition of the middle |            |
|                               | initial, the names are |            |
|                               | now exact of the other |            |
|                               | Jillian Kingfisher.    |            |
+-------------------------------+------------------------+------------+
| Availability cannot be        | You have recently      | IQCS will  |
| modified while resource is    | changed the status of  | continue   |
| assigned to an incident.      | a qualification on the | to re-send |
|                               | Qual card for the      | this new   |
|                               | position this          | status     |
|                               | responder is assigned. | until the  |
|                               |                        | responder  |
|                               |                        | is         |
|                               |                        | released   |
|                               |                        | from the   |
|                               |                        | a          |
|                               |                        | ssignment. |
|                               |                        | You do not |
|                               |                        | have to    |
|                               |                        | take any   |
|                               |                        | further    |
|                               |                        | action.    |
+-------------------------------+------------------------+------------+
| Person resource rejected as   | You have recently      | Verify the |
| duplicate by data steward.    | hired or transferred a | data. If   |
|                               | responder from INAC    | it is      |
|                               | that was not           | correct,   |
|                               | previously registered. | contact    |
|                               | When sent to the CH a  | the ROSS   |
|                               | **verified** duplicate | Helpdesk.  |
|                               | was found that already | (866)      |
|                               | exists in the CH.      | 224-7677   |
|                               |                        |            |
|                               | You have already       |            |
|                               | received a message     |            |
|                               | that a verified        |            |
|                               | duplicate was found.   |            |
|                               |                        |            |
|                               | The CH Data Steward    |            |
|                               | has the option to      |            |
|                               | 'Reject' this record.  |            |
|                               | When he clicks the     |            |
|                               | Reject button, this    |            |
|                               | message is sent back   |            |
|                               | to IQCS and posted to  |            |
|                               | your page.             |            |
+-------------------------------+------------------------+------------+
| This resource is currently    | You have recently      | Contact    |
| primary on a different        | removed the 'Send to   | your ROSS  |
| position of the same catalog  | ROSS' flag or added an | d          |
| item.  It cannot be removed   | Unqualified Admin      | ispatcher. |
| from the alternates.          | Action for a qual that |            |
|                               | this responder is      |            |
|                               | primary on a group in  |            |
|                               | ROSS.                  |            |
+-------------------------------+------------------------+------------+

# Glossary 

##  Non-Qual Data

### *Data, sent to ROSS, that is both personal and job data. The addition or change of this data will prompt a message that will send data to the CH. That data is:*

> First Name
>
> Middle Name
>
> Last Name
>
> Suffix
>
> Business Telephone Number
>
> Business Email Address
>
> Social Security Number (displays only the last 4 digits)
>
> Unit Identifier
>
> Dispatch Unit Identifier only at time of hiring.
>
> Employment kind

## Possible Duplicate

## Requires the manual verification by the CH Data Steward to ensure that each registered resource is unique. Verification may result in the rejection of the entry, addition of the entry, or merger with an existing resource and the entry. See Business Rules on Duplicates for further discussions.

## Provider

## A term used in ROSS to designate the Organization that 'owns' the resource. In IQCS, this is the Unit ID identified to the Org ID of the responder.

## Qual Data

### *Data that is contained on the Qualification card and sent to ROSS if the 'Send to ROSS' box is checked. The data included in a message is:*

> Qualified or Trainee positions
>
> Expiration Date
>
> Position status (Qualified, Unqualified, Trainee, and Blocked)

## 

## Registered overhead (OH) resource

### *An Overhead (OH) resource is a term used in ROSS akin to a responder record in IQCS. The qualifier of 'registered' notes that the record is now entered in the Resource Clearinghouse and is accepted as being a unique record.* 

## Resource Clearinghouse (CH)

### *This is a new database that registers and tracks all responders entered in ROSS and IQCS. The Clearinghouse tracks the System of Record (SOR) for each resource. The mission of the CH is to ensure that duplicate records can not be created for any responder.*

##  Resource Clearinghouse ID (CH ID)

### *The identifier is a system generated number that is required to transfer data between IQCS and ROSS.*

##  Resource Clearinghouse Data Steward (DS)

### *This is a position with the CH, filled by one or more people, that will monitor the register and resolve all possible duplicates that are identified by an algorithm used by the CH.*

##  System of Record (SOR)

### *The SOR is considered the owner of the responder record. This designation dictates which application can modify the record.* 

##  Verified Duplicate

### *Rejected for registration at the CH. See Business Rules on Duplicates for further discussions. \[Responder record that can't be registered at the CH}*

###  

# Business Rules

##  Duplicate of an existing registered responder record

### *It is a rejected Verified Duplicate to a registered resource with the SOR of IQCS when:*

#### a different OH resource is entered from IQCS with an exact match of SSN that is already entered for a responder in the CH; 

##### Requires Action

###### You will receive a verified duplicate message from the CH. It requires verification by the IQCS Account Manager of the SSN to proceed with a new entry. 

######  If you find that the SSN is correct for the new entry, the registered responder may have the incorrect SSN; call the CH Data Steward to resolve the conflict.

### *It is a rejected Verified Duplicate to a registered resource with the SOR of ROSS or the CH when:*

#### an OH resource is entered from IQCS with an exact match on SSN, name, Unit ID, and Dispatch Unit ID; 

##### Requires no action

###### You will receive a verified duplicate message and the existing CH ID of the registered resource is sent to IQCS 

### *It is a Possible Duplicate of a registered resource with an SOR of ROSS or the CH when:* 

#### a different OH resource is entered from IQCS with an exact match of SSN but a different name.

##### Requires Action by the CH Data Steward

######  If decided that these are different records, the CH Data Steward will reject the new record \[what happens on a reject, is a message sent to the AM\]

###### If decided that these are the same records, the CH Data Steward will merge the records and a CH ID will be sent to IQCS. 

### *It is a Possible Duplicate of a registered resource with an SOR of ROSS, the CH or IQCS when*

#### a different OH resource is entered from IQCS with an exact or near match of name with a different SSN will require the intervention by the CH Data Steward

##### Requires Action by the CH Data Steward

###### If decided that these are different records, the CH Data Steward will reject the new record \[what happens on a reject, is a message sent to the AM\]

###### If decided that these are the same records, the CH Data Steward will merge the records and a CH ID will be sent to IQCS. 

#### 

##  System of Record (SOR)

### *SOR = IQCS*

A qualification system is considered the SOR for the positions on a
responder's qualification card.

#### *Effect on the ROSS record:*

#### *These data items cannot be edited or deleted: Name, SSN, Empl Kind, Position(s), position Status, position Expiration Date. Note: IQCS will send additional data d in ROSS. An example of additional data is the business/work phone number. It will be included in the message, if available, but it will append to what is in ROSS.*

#### *Effect on the IQCS record:*

#### *The account manager can change the IQCS record. When fields that are exchanged with ROSS are changed, appropriate messages are sent to ROSS and the CH. Entries of these changes are noted in the documentation of the ROSS record.*

### *SOR = ROSS*

#### *Effect on the ROSS record:*

#### *The ROSS dispatcher can change the ROSS record.* 

#### *Effect on the IQCS record:*

#### *If an account manager 'hires' him into IQCS for the first time or brings the record out of INAC for the first time, the record is sent to the CH. If it is found to be a unique record, the CH ID is sent to IQCS and the SOR is changed to IQCS.*

### *ROSS is considered the SOR of the Dispatch Unit ID, so after the initial 'hire' of a responder, the account manager will no longer have to enter in the dispatch unit id.*

### *Both systems, IQCS and ROSS, can change the Unit ID.*