IRS - How the System Will WorkThe IRS will allow electronic collection of data for all attended incidents and will replace the current FDR1 and FDR3 forms. By using an electronic system rather than the current paper based system, the following benefits should be achieved: Simplified form entry – with only the relevant questions being asked. Improved data quality reduction in time taken to publish statistics.
Currently FRSs use a variety of methods to submit incident data. About 40% of FDR1 forms are received electronically. The rest (some 100,000) are received on paper forms. The paper forms are input into an electronic system by data entry staff based at Garston. Some FRSs complete incident data using a central team whereas others complete the data at the fire station. The IRS has been designed to accommodate these varying approaches and systems and to allow each FRS to choose the most appropriate method and business processes for them. There are two options: ‘Online Form’ – where FRS staff use the IRS website to input the incident data. ‘XML system’ – where FRS staff complete the information on their own systems and the data is submitted electronically to the IRS using an agreed data format (XML Schema). It is also possible to complete the data using the ‘Online Form’ option but to pre-populate the mobilising data (incident numbers, times etc) from the FRSs Command & Control system. One of the key findings of the IRS Pilot was that implementing an interface with the FRS Command and Control (CCS) should be viewed essential. Online Form Option
The Online Form option is designed for those FRSs who either do not have an existing electronic incident recording system or who do not wish to upgrade their current electronic system. FRS staff use a set of web based forms to enter the incident data. FRS staff use the IRS system to perform their quality assurance and will then set the incident status to ‘Published’ – this is equivalent to sending the form to CLG. Authorised FRS Staff will be able to print standard reports and to retrieve copies of the incident data (in XML format) for use in other systems. The advantages of this option are: An FRS does not need to implement or purchase any IT systems, although if they wish to automatically submit the mobilisation data they will need to build/purchase an interface between their Command & Control system and the IRS. The disadvantages of this option are: The IRS only collects incident data not other data that you may use in a Management Information System (MIS) FRS staff will need to be trained to use the IRS. FRS staff will have to login to a different system. FRS administrative staff will need to create and manage the users on the IRS system. Training requirements are estimated at 2- 3 hours per user. CLG will be providing the ‘Train the trainer’ courses for each FRS, an e-learning package, online help facilities and guidance documentation. XML option
The XML option is designed for those FRS who already have an electronic incident recording system or Management Information System (MIS). FRS staff enter data and perform quality assurance on their own systems and then send this to the IRS via an electronic XML interface (system to system). The advantages of this option are that: An MIS can provide more comprehensive data analysis as it collects other data as well as incident data. For existing users the look and feel and business processes for incident recording will not change (although the questions probably will). Compared to using the Online Form the training requirements would be reduced. The disadvantages of this option are: The FRSs MIS systems will need to be updated to use the XML interface. It is envisaged that FRSs will produce their own reports and data analysis however as records received via the XML channel are treated the same as ones using ‘Online Form’ all the facilities available via the IRS website will also be available e.g. extracting data, producing reports. In fact an incident can be submitted using the XML option and then updated via the ‘Online Form’ option. FRSs may also decide to implement an MIS at this time in which case we would recommend that they consider how they will provide incident data to CLG. Business Processes It is the responsibility of each FRS to define the business processes to be implemented for collection and quality assurance of incident data. CLG are interested in the data itself not the processes followed to produce it. However, in order to implement the ‘Online Form’ it is necessary to create a workflow. This has been kept as simple as possible and has the following roles: Fire Officers – responsible for inputting the incident data into the system. In an FRS these could be officers at stations or central administrative staff. FRS Quality Assurance – responsible for reviewing, checking and publishing to CLG the entered incident data. FRS administrators – responsible for creating and managing the authorised users on the system. This means that the simplified business process is: Fire Officers – enter incident data FRS Quality Assurance – review, check and publish incident data. It is envisaged that, as at present, any queries CLG have about incident data will be made to the Quality Assurance staff in the FRS. XML Schema A key element of the IRS project is the production of an XML Schema. Simply put this means that we have defined the data and formats required in an incident record. Once defined this single definition can be used by any system which wants to produce or read incident data. This schema will also be used by FiReControl for importing and exporting incident data. The existence of a single schema will enable greater interoperability between systems and allow FRSs to share data more easily. If you want more information on how the system works please contact us or see these documents
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Article Date: 4th August 2006 |
