Instr Mod07v11 TroubleShooting by djH0mfF5

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									MODULE 7: TROUBLE SHOOTING                                                             Version 11.0




          Instructor Notes – Module 7: Trouble Shooting




          Note for Exercises.

          Data shown on Student Exercise Sheets are included in this manual using a
          handwriting style of font that looks like this. The name of the font is Bradley
          Hand ITC.




INCIDENT QUALIFICATIONS CERTIFICATION SYSTEM                           Module 7 INSTRUCTOR GUIDE
MODULE 7: TROUBLE SHOOTING                                                                                    Version 11.0




                         M ODULE7

                         TROUBLE SHOOTING
          Overview
                         IQCS account management requires the ability to conduct an analysis of a responder’s
                         qualifications, report findings to the responder and/or Certifying Official, identify
                         currency issues, and make appropriate account updates. These operations are often
                         referred to as “trouble shooting.”

                         IQCS uses competencies to document the attainment of position qualification
                         requirements. For example, when a person completes a training course, his or her training
                         record is updated and a corresponding competency is awarded. When the Show Qual
                         Card Details button is clicked on the Qualifications page, the online qualification
                         process is run. IQCS checks the competency record to see if that responder meets the
                         required competencies for each position. It is for this reason that a majority of trouble
                         shooting work takes place at the Qualifications level and in the responder’s competency
                         record.

                         This module demonstrates some of the most common trouble shooting activities and
                         explores various options for taking the appropriate actions on a responder’s account.

                         A common situation that requires troubleshooting occurs when a responder transfers to a
                         new agency. When this happens, IQCS automatically applies the new agency’s standards
                         for position qualifications to that responder’s records. If the new agency has different
                         qualification requirements, it will require actions in IQCS at either the qualification or
                         competency record levels to support the business decisions made by a fire manager or
                         IQRC committee outside of the application.

          Objectives
                         By the end of this module, you will be able to:
                              Identify red flag indicators for expired fitness and/or refresher needs.
                              Manually update fitness status.
                              Enter license/certificate data.
                              Award position competency for a technical specialist qualification.
                              Run the Responder to Role Match report (C-302).
                              Perform Administrative Actions at the Qualifications page.
                              Manage the recertification process at the Qualifications page.
                              Review associated reports.
                              Print Incident Qualification Cards.

          Roles
                         The following roles will participate in the activities described in this module:
                              Account Manager
                              Certifying Official
                              FMO



INCIDENT QUALIFICATIONS CERTIFICATION SYSTEM                                             INSTRUCTOR LEAD TRAINING 7-1
MODULE 7: TROUBLE SHOOTING                                                                                         Version 11.0



          Activity Overview – Red Flag Highlights that Fitness and/or Refresher Has
          Expired
                         Fitness and Annual Fireline Refresher statuses are competencies that apply to many
                         positions in IQCS; therefore, IQCS has provided a quick and easy way to show an
                         account manager why a position status may be designated as “Unqualified”. For example,
                         the system highlights expired dates in red, called the Red Flag Indicator.

          Instructions
                         1. NAVIGATE TO: Workforce Development > Competency Management >
                            Incident Qual Card.
                         2. LOCATE and SELECT the desired employee.
                                                                         Flagged red to indicate
                         3. The Qualifications page will appear.
                                                                                         these competencies have
                                                                                         expired.




                         4. CLICK the Show Qual Card Details button (                                ). The
                            employee’s qualifications will appear with the current qualification/certification
                            status shown for all the responder’s positions.

                         NOTE: the Show Qual Card Details button turns into the Run Qual Process button
                         (                   ) once clicked, and positions appear on the screen.




                         5. SELECT the Reason button (                  ) to see why a responder has a particular
                            status for a position.




                         For a detailed description of each field on the Qualifications screen, please refer to
                         Module 5, Qualification, Evaluation, and Certification.


                         You have now used the Red Flag Indicator at the Qualifications level to
                         determine that Fitness and/or Refresher have expired.



INCIDENT QUALIFICATIONS CERTIFICATION SYSTEM                                             INSTRUCTOR LEAD TRAINING 7-2
MODULE 7: TROUBLE SHOOTING                                                                                  Version 11.0



          Exercise 7-1 – Red Flag Indicates Fitness and/or Refresher Expired

                 Activity: Identify why a position may not be qualified for a responder position.


                         Step                                Action                                     Input
                           1    NAVIGATE TO Workforce Development > Competency
                                Management > Incident Qual Card.
                           2    LOCATE the desired employee:                                        Last name
                                                                                                    “Dawg” or
                                                                                                    EmplID
                           3    SELECT the desired employee:                                        Dawg,Olde
                           4    CLICK the Show Qual Card Details button.
                           5    REVIEW the Status column and CLICK the Reason button next to FFT1
                                an Unqualified position of “FFT1”. NOTICE that a Red Flag
                                indicates Fitness and/or Refresher have expired.
                           6    REVIEW the Status column and CLICK the Reason button next to EDRC
                                the Trainee position of “EDRC”. NOTICE that currency in that
                                position has lapsed and Olde Dawg’s status has changed.




          Proficiency Questions

                         1. Do the dates posted at the top of the Qualifications screen and the Incident Entry
                            page for Fitness and Refresher represent the date the competency was attained or the
                            date it expires?




                         2. How does an expired fitness or refresher competency affect a responder’s
                            qualification status?




                         3. What kind of positions will most frequently be affected by expired fitness or
                            refresher competencies?




INCIDENT QUALIFICATIONS CERTIFICATION SYSTEM                                          INSTRUCTOR LEAD TRAINING 7-3
MODULE 7: TROUBLE SHOOTING                                                                                     Version 11.0



          Activity Overview – Manual Update of Recurrent Training on Training
          Record
                         In most cases, firefighters will complete the Work Capacity Fitness Test (FITCAT) and
                         Fireline Safety Refresher training (RT-130) as part of a group. The group is processed
                         using the Course Session Management functions of IQCS. In cases where an individual
                         completed these requirements outside of IQCS Course Session Management, it may be
                         more efficient and more accurate to record these results by making a manual update to
                         the individual’s training record.

                         In this section we will cover how to manually update a firefighter’s record to reflect the
                         completion of fitness testing and annual fireline refresher training.

                         The detailed instructions to manually enter courses completed outside IQCS session
                         management are further explained in Module 4, Training Logistics.

          Instructions
                         1. NAVIGATE TO: Workforce Development > Competency Management >
                            Responder Training.




                     2. SEARCH and SELECT the desired employee.
                         3. CLICK the Plus button at the right of the screen to create a new blank row for this
                            employee; the cursor will be in the Course Code box.
                         4. ENTER the course code (RT-130 for refresher – PHFT-A for Arduous Work
                            Capacity Test) in the Course Code field. The title will auto fill.
                         5. SKIP the Session # field.
                         6. ENTER/SELECT the Start Date and End Date for this course.
                         7. SELECT “Completed” from the Attendance column list
                         8. ENTER/SELECT the training reason – optional.
                         9. CLICK the Save button (             ).




                         You have now successfully updated an individual’s Fitness Competency and
                         Refresher Competency.




INCIDENT QUALIFICATIONS CERTIFICATION SYSTEM                                            INSTRUCTOR LEAD TRAINING 7-4
MODULE 7: TROUBLE SHOOTING                                                                                    Version 11.0



          Exercise 7-2 – Manual Update of Fitness Training

                         This exercise assumes that Olde Dawg has provided a course completion
                         certificate for Fitness and Refresher training. This exercise updates Olde
                         Dawg’s WCT and is required for the next exercise.

                           1   NAVIGATE TO Workforce Development > Competency
                               Management > Responder Training.

                           2   LOCATE and SELECT employee:                                     Dawg or
                                                                                               EmplID
                           3   CLICK the Plus button; a new blank record will be created.      CLICK
                           4   ENTER the course code in the Course Code field:                 PHFT-A
                           5   Session #:                                                      Leave blank.
                           6   ENTER/SELECT Start Date for this course:                        Today’s date
                           7   ENTER/SELECT End Date for this course:                          Today’s date
                           8   ENTER/SELECT the status in Attendance:                          Completed

                           9   OPTIONAL - SELECT Training Reason.

                          10   CLICK Save.




          Proficiency Questions

                         1. What are the three fields necessary to successfully update both a responder’s training
                            record and the corresponding competency record at the responder’s training record?




                         2. In IQCS, how is an internal course defined?




INCIDENT QUALIFICATIONS CERTIFICATION SYSTEM                                          INSTRUCTOR LEAD TRAINING 7-5
MODULE 7: TROUBLE SHOOTING                                                                                     Version 11.0



          Activity Overview – Enter Licenses and Certifications
                         Certain positions require external licensing or warrants. An agency may need to track
                         information that applies to position qualification and certification. For example: The
                         position of Medical Unit Leader may require an EMT license, or an Engine Operator
                         position may require a commercial driver’s license. Specifics for completing the external
                         licenses/warrants are governed by the authorizing entity (state and federal agencies).
                         Expiration of a license/warrant may result in the loss of a qualification.

                         Some Technical Specialist positions may require documentation with proof of an external
                         license. If an external license or certification is required, IQCS provides a way to
                         document that license. If the license equates to a qualification, it will require the manual
                         award of the position competency for the position to appear on the card. For example: If a
                         responder is a currently licensed EMT, he/she meets the requirement of an EMTB
                         position. Instructions for how to manually award a position follow this section.

          Instructions
                         NAVIGATE TO: Workforce Development > Competency Management > Licenses
                         and Certificates.

                         1. LOCATE and SELECT the desired employee.
                         2. LOOK UP License/Certificate Code and SELECT the correct license type.




                         The account manager, supervisor, or other certifying official should view the employee’s
                         license and capture the appropriate data. Agency and/or local policies apply to this
                         process. A copy of the license/certification should be put into the employee’s
                         qualification file folder.

                         3. ENTER the Issue Date of the license or certificate. The Expiration Date field
                            should auto fill, X years from today (X = renewal period of license in
                            License/Certification table).
                         4. ENTER the License # (or other administrative tracking number).
                         5. ENTER the issuer’s name or ID in the Issued By field (30-character limit). The
                            issuer may be an agency, a business, or the person who issued the document.
                         6. CHECK the appropriate box. In most cases, the “Renewal in Progress” message can
                            be ignored.




INCIDENT QUALIFICATIONS CERTIFICATION SYSTEM                                            INSTRUCTOR LEAD TRAINING 7-6
MODULE 7: TROUBLE SHOOTING                                                                                   Version 11.0




                         The License Verified check box indicates that someone has reviewed the license as
                         described above.


                         7. TAB to the Country field. ENTER the country of issue. TAB to the State field.
                            ENTER the state that issued the license.
                         8. CLICK Save.




                         You have now entered License/Certificate data.




INCIDENT QUALIFICATIONS CERTIFICATION SYSTEM                                         INSTRUCTOR LEAD TRAINING 7-7
MODULE 7: TROUBLE SHOOTING                                                                                 Version 11.0



          Exercise 7-3 – Enter License/Certifications
                         NOTE: Olde Dawg is a Forest Service employee for all exercises in this
                         module. He has been transferred to the Forest Service from a DOI agency.
                         These exercises will allow you to see how a different agency’s
                         requirements will affect his qualifications.

                         Step                               Action                               Input
                           1    NAVIGATE TO: Workforce Development > Competency
                                Management > Licenses and Certifications.
                           2    LOCATE and SELECT the desired employee:                     Dawg,Olde or
                                                                                            EmplID
                           3
                                CLICK the Lookup icon next to License/Certificate Code.
                           4    SELECT a License/Certificate Description:                   TOWR
                           5    Date of Issue:                                              ENTER current
                                                                                            month and day,
                                                                                            but use the year
                                                                                            2010.
                           6    License #:                                                  DO5677DR
                           7    Issued By (field is limited to only 30-characters):         COMTRAIN
                           8    Expiration Date:                                            Accept default.
                           9    CLICK the appropriate box.                                  License
                                                                                            Verified
                          10    Country:                                                    USA
                          11    State:                                                      ID
                          12    CLICK the Save button at bottom of page.




INCIDENT QUALIFICATIONS CERTIFICATION SYSTEM                                          INSTRUCTOR LEAD TRAINING 7-8
MODULE 7: TROUBLE SHOOTING                                                                                     Version 11.0



          Competencies
                         A responder’s competency record could be considered his or her “control table.” IQCS
                         compares the responder’s competency record to the business requirements implemented
                         in the Role table to determine if a responder is qualified for a position. See Module 11,
                         Control Tables, for more details about the Role control table and the Competency control
                         table. Each time the Show Qual Card Details button is clicked on the Qualifications
                         page, IQCS compares the responder’s competencies to the roles to determine
                         qualification.

                         Competencies are added to a responder’s record automatically when most other additions
                         are made: when training is added to the training record, when a task book is added or
                         certified, and when fitness and refresher information are updated. When experience is
                         added to the experience record, the Expiration Date is updated on the Qualifications
                         page.




                         The competency record will maintain multiple rows of historic data. In the
                         Update/Display mode, the user will see only the most recent effective-dated row. All
                         rows of data can be viewed in the Include History or Correct History mode.




          Activity Overview - Awarding Competencies for Technical Specialist
          Positions
                         This activity demonstrates how to award a position competency for a Technical
                         Specialist. This process is used for manually awarding any other position or competency.

                         Technical Specialist positions can be defined as those positions that are not represented in
                         the PMS 310-1. In many cases, qualification for these positions depends on the
                         responder’s regular job duties. For example, the job of Archeologist, “ARCH”, would be
                         awarded to a person who is an archeologist in his or her regular job. At this time, these
                         requirements are met outside of IQCS. Because of this, IQCS has made the attainment of
                         all Technical Specialist positions a manual award process. If a responder must have a
                         Technical Specialist position on their incident qualification card, it is necessary to
                         add that position to the responder’s competency record and document why you are
                         awarding this position competency.

                         The FSH 5109.17 has specific requirements for many of the Technical Specialist
                         positions. These requirements have been added to the IQCS system, which will check to
                         see if the responder meets all these requirements. While these additional requirements
                         have been added to FS000 SetID jobs, the system will still require that the position
                         competency be awarded to the responder. For example, FSH 5109.17 states that
                         Helicopter Manager “HMGB” is the only prerequisite for Military Helicopter Manager
                         “MHEM”. Before you can successfully award MHEM, IQCS will first determine if the
                         responder is HMGB qualified.




INCIDENT QUALIFICATIONS CERTIFICATION SYSTEM                                            INSTRUCTOR LEAD TRAINING 7-9
MODULE 7: TROUBLE SHOOTING                                                                                     Version 11.0



          Instructions
                         1. NAVIGATE TO: Workforce Development > Competency Management >
                            Competencies.
                         2. LOCATE and SELECT the desired employee.
                         3. CLICK the Manually Award Comps tab.
                         4. At the Competency field, SELECT the desired competency by clicking the Lookup
                            icon.




                         5.  ENTER Effective Date for position competency.
                         6.  ENTER Expiration Date. (This step is optional.)
                         7.  SELECT Proficiency.
                         8.  SELECT or ENTER the EmplID of the Awarding Official authorizing the
                             Administrative Action.
                         9. ENTER a narrative statement in the Justification field that documents fully the
                             Administrative Action. The amount of detail should be enough to satisfy an OIG
                             audit.
                         10. CLICK the Award & Save button to the left of the Justification field or CLICK the
                             Clear Values button to clear all entered data from this screen.
                         11. CLICK Save.




                         It is a good practice to print the justification, attach the supporting documents (license,
                         performance evaluation, position description, etc.), and place them in the employee’s fire
                         qualifications folder.




INCIDENT QUALIFICATIONS CERTIFICATION SYSTEM                                          INSTRUCTOR LEAD TRAINING 7-10
MODULE 7: TROUBLE SHOOTING                                                                                    Version 11.0



                         After you have updated the employee’s account, you may want to run a number of reports
                         for the historical record, workforce analytics, and planning. Also, running certain reports
                         may help with trouble shooting to determine the employee’s status.


                 Reports
                         Refer to Module 12, Reports, for directions on running the following and other reports
                         available in IQCS.

                                Employee Master Record: This is a consolidated report of the employee’s
                                 records that provides the employee, supervisor, certifying board, and account
                                 manager information for managing the employee’s file and qualifications.
                                Responder Medical History: Fire Management Officers will use this report for
                                 planning and budget purposes. This report will also be used to identify and notify
                                 individuals that require exams.
                                Qualified Master List: This report is run for an Agency, Organization, or Unit.
                                 It can be restricted to a job family or to a single job code. This report contains
                                 the data elements of Agency and Organization or Unit, Function, Position Code,
                                 Position Name, Individual Name, Account Status, Currency Expire Date, Group
                                 Type, Primary Qualified Position, and Primary Trainee Position.
                                Responder Detail Experience: This report contains the following data
                                 elements: Agency, Organization Name, Functional Area, Position Code, Position
                                 Name, Employee Name, Incident Number, Incident Name, Incident Size, and
                                 Operational Periods.
                                Expiring Recurrent Training: This report will allow managers to plan for
                                 recurrent training for their units. This report is run for an organization and a
                                 specific course.
                                Qual Card/Competencies Justifications: This report contains the hand-entered
                                 justifications that were created under Competencies and/or the Qualifications
                                 screen. The report can be run by Org ID, Unit ID, and responder.




INCIDENT QUALIFICATIONS CERTIFICATION SYSTEM                                          INSTRUCTOR LEAD TRAINING 7-11
MODULE 7: TROUBLE SHOOTING                                                                               Version 11.0



          Exercise 7-4 – Awarding Position Competency for Technical Specialist

                         Step                      Action                                       Input
                          1 NAVIGATE TO Workforce Development > Competency
                              Management > Competencies.
                          2 LOCATE and SELECT the desired employee:                         Dawg,Olde or
                                                                                            EmplID
                           3   CLICK the Manually Award Comps tab.
                           4   ENTER/SELECT the Competency:                                 TOWR
                           5   ENTER the Effective Date for position competency:            Enter current
                                                                                            month and
                                                                                            day, but use
                                                                                            the year 2010.
                           6   SELECT the Proficiency rating:                               Attained
                           7   ENTER the Expiration Date.                                   Enter if
                                                                                            applicable.
                           8   CLICK the Lookup icon and LOCATE the Awarding                Steve
                               Official:                                                    Supervisor
                           9   ENTER a narrative statement in the Justification box:        Dawg has a
                                                                                            current license
                                                                                            for TOWR
                                                                                            which meets
                                                                                            the
                                                                                            requirement
                                                                                            for TOWR.
                          10   CLICK the Award & Save button at left of the Justification
                               edit box.
                          11   CLICK the Save button at the bottom of the screen.




          Proficiency Questions
                 1. How would you define a Technical Specialist position?




                 2. Why does IQCS make it a manual process to award a Technical Specialist position?




INCIDENT QUALIFICATIONS CERTIFICATION SYSTEM                                       INSTRUCTOR LEAD TRAINING 7-12
MODULE 7: TROUBLE SHOOTING                                                                                        Version 11.0



           Activity Overview – Person to Role Match, the IQCS Troubleshooter
                     IQCS provides a trouble shooting function to determine a responder’s missing criteria. This
                     function is designed to compare the individual’s competency record to those competencies
                     required for a specific position. Although the Reason button on the Qualification screen will also
                     show position deficiencies, this component will provide more functionality. The Person to Role
                     Match function also gives “futuring” functionality. For example, using this function can help you
                     research qualification possibilities for a new position or different agency.
           Instructions
                               1. NAVIGATE TO: Workforce Development > Trouble Shooting > Person to Role
                                  Matching.
                               2. LOCATE and SELECT the desired employee.
                               3. SELECT the SetID (Business Unit). This will determine the criteria set of the
                                  position.
                                      a. NWCG0 = 310-1
                                      b. FS000 = 5109.17
                                      c. BIA00, BLM00, FWS00, and NPS00 would be used for agency-specific
                                           jobs that deviate from the 310-1.
                                      d. AH000 = All Hazard
                               4. SELECT a position to match to the responder.
                               5. CLICK the Do Matching button.



                               6. CLICK the Competency Match tab to display the results.


                                Be sure to CLICK View All to see all competencies for this position.




   SELECT SetID that
   defines where the
   position requirements
   are established.
                                             SELECT position.              USFS will have to set       CLICK Do Matching.
   NWCG0 = 310-1
                                                                           the date to certify or
   FS000 = 5109.17
                                                                           evaluate date.




         Leave ORG ID blank.




INCIDENT QUALIFICATIONS CERTIFICATION SYSTEM                                               INSTRUCTOR LEAD TRAINING 7-13
MODULE 7: TROUBLE SHOOTING                                                                                             Version 11.0

               Green dot indicates                   Yellow dot indicates
               competency has                        an active PTB.
               been met.
               No dot indicates
               responder is missing
               the criteria in his/her
               record                                                                                        This box gives
                                                                                                             information about the
                                                                                                             position on the Qual
                                                                                                             Card.
      When there is a complex
      prerequisite, CLICK this                                                                                         Red circle indicates
      icon to view this                                                                                                the competency is
      responder’s status in                                                                                            expiring or
      meeting the CPX .                                                                                                missing.


                                                                                                                     Training Scheduled
                                                                                                                     indicates if responder
                                                                                                                     is currently enrolled
                                                                                                                     in class.


                                 7.    Click the Notes icon (    ) to display all of the complex prerequisites and to view
                                      how the responder has met the prerequisites, as shown in the example below.




                                 You have now reviewed the Person to Role Match.




INCIDENT QUALIFICATIONS CERTIFICATION SYSTEM                                                  INSTRUCTOR LEAD TRAINING 7-14
MODULE 7: TROUBLE SHOOTING                                                                                    Version 11.0



          Exercise 7-5 – Person to Role Match, the IQCS Trouble Shooter

                 REMEMBER, Olde Dawg was previously a DOI employee.

                          Step                               Action                                   Input
                          1.     NAVIGATE TO Workforce Development > Trouble
                                 Shooting > Person to Role Matching.
                          2.     LOCATE and SELECT the desired employee:                         Dawg,Olde
                          3.     ENTER/SELECT SetID:                                             FS000
                          4.     Org. ID:                                                        SKIP.
                          5.     ENTER/SELECT Position:                                          CRWB
                          6.     As of Date: This field will automatically fill to reflect the    Accept default.
                                 date the responder attained the position. The system then uses
                                 this date to check the requirements that were in effect for that
                                 time period.
                          7.     CLICK the Do Matching button to receive a result.
                          8.     The Frequently Asked Questions hyperlink will take you to
                                 the PMS home page if you want to see the 310-1.
                          9.     The Match Analysis box will display the number of
                                 competencies the responder holds compared to the total
                                 required.
                          10.    CLICK the Competency Match tab to determine if there are
                                 missing criteria. CLICK View All in the blue header bar if
                                 you do not see all of the competencies.

                                 Green = Competency Attained
                                 Red = Competency Expired or Missing
                                 Yellow = Initiated PTB

                                 NOTICE that Olde Dawg has not taken all the required
                                 courses. This is because he was qualified as a CRWB under
                                 the DOI 310-1 rules. Exercise 7 will cover giving Dawg an
                                 Administrative Action to award this position.
                          11.    CLICK the Fit Gap Analysis tab to see the numerical             Optional
                                 relationship between a responder’s record and the position
                                 requirements:
                                     Each criterion is worth one hundred points when fully
                                     met.
                                           A completed course = 100
                                           Arduous fitness = 3; Moderate = 2; Light = 1
                                           Pre-requisite position = 100
                          12.    RETURN to the Select for Match tab.
                          13.    SEARCH for another position:                                    DIVS
                          14.    CLICK the Do Matching button.




INCIDENT QUALIFICATIONS CERTIFICATION SYSTEM                                          INSTRUCTOR LEAD TRAINING 7-15
MODULE 7: TROUBLE SHOOTING                                                                                    Version 11.0



                           Step                               Action                                  Input
                           15.    The As of Date will default to the current date because Olde
                                  Dawg does not have this position yet.
                           16.    CLICK the Competency Match tab.
                           17.    LOOK at the box below the Empl ID. NOTE the information DIVS is not on
                                  listed there:                                           the Qual Card.
                           18.    CLICK View All in the Competencies box to see all required
                                  competencies. If you want to target the responder for this
                                  position, you can see what is required.
                           19.    Next to “DIVSCPX”, CLICK the Notes icon to see the
                                  Complex Position Prerequisites met by Olde Dawg.
                           20.    CLICK View All in the scroll area to see all prerequisite
                                  options.
                           21.    CLICK the Return button at the bottom of the page.
                           22.    There is nothing to save on this page. It is for viewing       RETURN.
                                  information needed for trouble shooting competencies.



          Proficiency Questions

                 1. Why is it important to select the correct Business Unit/SetID when using the Person to Role
                    Match function in IQCS?




                 2. The Competency Match screen shows that the five required competencies have all been met,
                    but the responder is showing as “Unqualified” at the Qualifications screen. What could be
                    the problem?




                 3. What competencies are required prior to the initiation of a Position Task Book?




                 4. While investigating whether you can initiate an ICT4 Position Task Book for one of your
                    responders, you discover your responder is missing the competency code of “ICT4CPX”. To
                    get this CPX, your responder must be qualified as any single resource boss. Your responder
                    does have a completed Position Task Book for “CRWB”, so you enter the Position Task
                    Book as completed. This should meet the prerequisite for ICT4, but when you return to the
                    Trouble Shooting menu, you find your responder is still missing ICT4CPX. Why?




INCIDENT QUALIFICATIONS CERTIFICATION SYSTEM                                           INSTRUCTOR LEAD TRAINING 7-16
MODULE 7: TROUBLE SHOOTING                                                                                     Version 11.0



          Activity Overview – Run Responder to Role Match Report (C-302)
                 The Responder to Role Match report, C-302, will provide the account manager or fire
                 management officer with a consolidated reference comparing a responder’s earned competencies
                 to those competencies required for each position listed on that responder’s Incident Qualification
                 Card.

                 The C-302 report provides a function similar to the IQCS Person to Role Match. However, more
                 than just comparing the position requirements of one position at a time, it will analyze all the
                 qualification card positions at one time. In addition, an account manager could run this report for
                 an entire unit.

          Instructions
                         1. NAVIGATE TO: Reports > Qualifications > Responder to Role Match (C302).
                         2. CLICK the Search button.
                         3. SELECT one of the Run Control IDs (see Module 12, Reports, to create a Run
                             Control ID if none exist).
                         4. CHOOSE the report parameters: Responder List, Org ID, or Unit ID.




                         5. LOOK UP/ENTER the desired individual(s).
                         6. CLICK Run.
                         7. Server Name: “PSNT” (will default after the first time).
                         8. Run Date: ACCEPT the default.
                         9. Run Time: ACCEPT the default.
                         10. SELECT Type: “WEB”.
                         11. SELECT Format: “PDF”.




INCIDENT QUALIFICATIONS CERTIFICATION SYSTEM                                          INSTRUCTOR LEAD TRAINING 7-17
MODULE 7: TROUBLE SHOOTING                                                                                     Version 11.0




                         12. CLICK OK.
                         13. CLICK the Report Manager hyperlink at the top of the page.
                         14. CLICK the Refresh button until “Posted” appears under Status.
                         15. CLICK the report’s hyperlink.




                         16. There is an option to use the Adobe Acrobat tool bar to save the report to your
                             computer before printing.




INCIDENT QUALIFICATIONS CERTIFICATION SYSTEM                                         INSTRUCTOR LEAD TRAINING 7-18
MODULE 7: TROUBLE SHOOTING                                                                    Version 11.0



          Responder to Role Matching Report (302) – example




                         You have now run the Responder to Role report.




INCIDENT QUALIFICATIONS CERTIFICATION SYSTEM                              INSTRUCTOR LEAD TRAINING 7-19
MODULE 7: TROUBLE SHOOTING                                                                                  Version 11.0



          Exercise 7-6- Responder to Role Match (C302) Report

                          Step                                Action                                Input
                           1      NAVIGATE TO: Reports >Qualification > Responder to
                                  Role Match (C302).
                           2      CLICK the Search button.
                           3      SELECT one of the Run Control IDs.                          CLICK Run
                                                                                              Control Id.
                           4      SELECT report run type:                                     Responder
                           5      LOOK UP/ENTER the responder:                                Dawg
                           6      CLICK the Run button.
                           7      Server Name:                                                PSNT
                           8      Run Date:                                                   Default
                           9      Run Time:                                                   Default
                           10     SELECT Type:                                                WEB
                           11     SELECT Format:                                              PDF
                           12     CLICK the OK button.
                           13     CLICK the Report Manager hyperlink.
                           14     CLICK the Refresh button until “Posted” appears in the
                                  Status column.
                           15     CLICK the Responder to Role Matching hyperlink.
                           16     Save or forward the .pdf file, if you desire.



          Proficiency Questions

             1. What does it mean to you when you see “Yes” under the Admin. Action heading on the
                Responder to Role Matching report?




             2. How is the Responder to Role Matching report similar in function to the online Person to Role
                Match? How is it different?




             3. What would be the most common reason for a responder’s record to indicate “Yes” at the Admin.
                Action field and “Q” at the Status field, but show a Red Flag (fail) for a position task book?




INCIDENT QUALIFICATIONS CERTIFICATION SYSTEM                                       INSTRUCTOR LEAD TRAINING 7-20
MODULE 7: TROUBLE SHOOTING                                                                                     Version 11.0



          Activity Overview – Administrative Actions at the Qualification Card
                         IQCS gives fire management personnel the ability to administratively change the
                         qualification status of an individual. The responsible party(s) at the home unit might do
                         this for various reasons. One reason for an Administrative Action might be for an
                         individual who transfers to a new agency and does not meet all of the qualification
                         criteria of the new agency. If the home unit determines the individual should retain those
                         qualifications, management can manually qualify that responder via an Administrative
                         Action.

                         There are three statuses to select from at the incident qualification card: “Q” for
                         Qualified, “T” for Trainee, and “B” for Blocked.

                         REMEMBER: Once you change the status of a position qualification via an
                         Administrative Action, you have taken control of that qualification and IQCS no
                         longer runs checks on that position.

                         When an Administrative Action is turned on, the system accepts the status you have
                         selected and ignores the current position requirements, with the exception of fitness
                         and recurrent training requirements such as fireline refresher training (RT-
                         130).




                         Each time you change the qualification status of a responder’s position via
                         Administrative Action, the system requires you to document that change. This provides
                         an opportunity to build a thorough qualification record that details all Administrative
                         Actions.

          Instructions
                 Override Unqualified with Qualified
                       1. NAVIGATE TO: Workforce Development > Competency Management >
                           Incident Qual Card.
                       2. LOCATE and SELECT desired employee.
                       3. CLICK the Show Qual Card Details button.
                       4. CLICK the Admin. Action box and change the “U” to “Q”.




                       5. TAB out of the box. A warning message should appear, advising that you have to
                          ENTER a justification (Reason button) for your choice.




INCIDENT QUALIFICATIONS CERTIFICATION SYSTEM                                            INSTRUCTOR LEAD TRAINING 7-21
MODULE 7: TROUBLE SHOOTING                                                                             Version 11.0




                       6. CLICK OK. The Justification page opens up.
                       7. SELECT the Authorizing Official for this action.




                       8. CLICK the Justification button. The Justification Reason screen appears.

                       9. ENTER the reason for the Administrative Action.




                       10. CLICK OK.
                       11. CLICK Save.


                     Override “Qualified” with “Trainee”, or “Block” a Position




                         1. Either CHECK the Admin. Action checkbox for the line with a position you want to
                            block or, if already checked, SELECT the Lookup icon, which will give you the
                            option to change the Status.
                         2. CLICK the Lookup icon next to the status code.
                         3. SELECT “B” for Block Position. A warning message should appear, advising that
                            you have to ENTER a justification (Reason) for your choice.




INCIDENT QUALIFICATIONS CERTIFICATION SYSTEM                                      INSTRUCTOR LEAD TRAINING 7-22
MODULE 7: TROUBLE SHOOTING                                                                                      Version 11.0




                         4. CLICK the OK button on the warning dialog. The Justification page appears.
                         5. SELECT the Authorizing Official for this action.
                         6. CLICK the Justification button.




                         7. The Justification Reason page opens. ENTER text explaining why you are blocking
                            the job.




                         8. CLICK OK.
                         9. CLICK Save. The Status Code box is no longer red.




                         To see a complete list of all the historical justifications for a position, you must CLICK
                         the Include History button before selecting the Justification icon.



INCIDENT QUALIFICATIONS CERTIFICATION SYSTEM                                           INSTRUCTOR LEAD TRAINING 7-23
MODULE 7: TROUBLE SHOOTING                                                                                 Version 11.0




                 System Override
                         Look to see if the Status for any position is “Trainee” and the Previous Status is
                         “Qualified”. That shows the system has done an override. The Authorizing Official field
                         will say “System” and the Justification Reason box will say, “Responder has lost
                         currency in this position.”




                 You have now performed an Administrative Action to change an individual’s
                 qualification status and learned how to block a position.




INCIDENT QUALIFICATIONS CERTIFICATION SYSTEM                                       INSTRUCTOR LEAD TRAINING 7-24
MODULE 7: TROUBLE SHOOTING                                                                                       Version 11.0



          Exercise 7-7 - Administrative Actions at Qualification Card
                 Activity: Perform Administrative Actions using the Qualification Card.

                  Step                             Action                                        Input
                   1     NAVIGATE TO Workforce Development >
                         Competency Management > Incident Qual Card.
                   2     LOCATE and SELECT the desired employee:                        Dawg,Olde
                   3     CLICK the Show Qual Card Details button.
                   4     CLICK the Reason button.                                       Note that Dawg is
                                                                                        missing courses that
                                                                                        are required for the
                                                                                        5109.17 but were not
                                                                                        required by the 310-1.
                 Note: In this case, the responder was qualified under a different agency and the new
                 agency has chosen to accept those qualifications.
                   5     CLICK OK.
                   6     Admin. Action checkbox:                                        CHECK “CRWB”.
                   7     SET Exper Status to “Q”, and then ACCEPT the pop-up            Q
                         message(s).
                         The system will open the Justification page. If it does not,
                         CLICK the More Qual Info tab and CLICK the icon in
                         the Justification column.
                   8     Effective Date:                                                Accept default.
                   9     Seq.                                                           Skip.
                   10    Authorizing Official:                                          Steve Supervisor
                   11    CLICK the Justification button.
                   12    ENTER a narrative statement; this statement can be             Dawg has performed
                         customized to suit your local business rules.                  in this role and was
                                                                                        qualified under 310-1
                                                                                        requirements as a
                                                                                        DOI employee.
                   13    CLICK OK.
                   14    CLICK Save.
                 Block a Position
                   1     CLICK the Qual Info tab.
                   2     CHECK the Admin. Action checkbox on the line of a              TRPB
                         position you want to block:
                   3     CLICK the Lookup icon next to the Status code.
                   4     SELECT the Block Pos link:                                     B
                   5     CLICK OK on the warning dialog.
                   6     Authorizing Official:                                          Steve Supervisor
                   7     CLICK the Justification button.




INCIDENT QUALIFICATIONS CERTIFICATION SYSTEM                                                INSTRUCTOR LEAD TRAINING 7-25
MODULE 7: TROUBLE SHOOTING                                                                                      Version 11.0



                  Step                             Action                                     Input
                   8     ENTER text explaining why you are blocking the job:          Dawg is missing too
                                                                                      many competencies
                                                                                      for this job. Blocked.
                   9     CLICK OK at bottom left of screen.
                   10    CLICK Save.



          Proficiency Questions
             1   When the Admin. Action box is checked and the qualification process is run for a responder,
                 what requirements does the system check to see if the responder is still qualified for the selected
                 position?




             2   Under what circumstances would the IQCS system check the Admin. Action box and change a
                 status?




             3   Will IQCS check the Admin. Action box when a responder’s fitness expires?




             4   Once the Admin. Action box is checked, will the system ever uncheck it?




INCIDENT QUALIFICATIONS CERTIFICATION SYSTEM                                            INSTRUCTOR LEAD TRAINING 7-26
MODULE 7: TROUBLE SHOOTING                                                                                      Version 11.0



                 Activity Overview – Managing the Recertification Process
                 IQCS has been designed to keep track of responders’ experiences to ensure that they remain
                 current for the positions printed on their Incident Qualification Card. The currency requirements
                 are defined in PMS 310-1, Wildland and Prescribed Fire Qualification System Guide. The system
                 requires documented experience in the specific position or in a position that has been determined
                 to maintain currency every five years for most positions, and every three years for Aviation or
                 Dispatch positions.

                 If these currency dates are exceeded, the system will take action at the Qualifications level to
                 indicate that currency has been lost for a position. IQCS will change the responder’s status for the
                 affected position from “Qualified” to “Trainee”.

                 When position currency is lost, restoring it requires action by the designated Certifying Official.
                 The Forest Service requires the re-issuance of the Position Task Book when currency is lost for a
                 position.

                 According to the PMS 310-1, the Certifying Official is required to complete a subjective
                 evaluation of the responder’s position to establish a clear pathway to attain recertification for the
                 affected position. This plan may vary in complexity, depending on the subjective evaluation of the
                 Certifying Official.

          Instructions
                         This activity shows how to determine when a position has lost currency and identifies
                         two methods to bring a position back to a qualified status.

                         To identify the position that lost currency:

                         1. NAVIGATE TO: Workforce Development > Competency Management >
                            Incident Qual Card.
                         2. LOCATE and SELECT the desired employee.
                         3. CLICK the Show Qual Card Details button.
                         4. IDENTIFY positions where currency has been lost by looking for positions where
                            the status is “Trainee”.

                         NOTE: To see the Qual Info and More Qual Info tabs together, CLICK the blue and
                         white icon to their right.




                                                  Trainee Status: Look at PTB
                                                  expiration date. A date less than
                                                  today’s indicates responder has
                                                  lost currency and will need
                                                  recertification process to regain
                                                  qualified status.




INCIDENT QUALIFICATIONS CERTIFICATION SYSTEM                                           INSTRUCTOR LEAD TRAINING 7-27
MODULE 7: TROUBLE SHOOTING                                                                                     Version 11.0



                         5. CLICK the Qual Info tab.
                         6. In the next screen, CLICK the Reason button and VERIFY that the reason for the
                            Administrative Action is loss of currency.


                                                              The Reason button serves as a
                                                              troubleshooter. It will show what the
                                                              responder lacks to be fully qualified.




                         A few options exist for bringing a position back to a qualified status.
                                The first option is to update the responder’s experience record. If the responder
                                 has served in that position during the correct timeframe and the experience
                                 record is updated to reflect that, the position can be system qualified again.
                                 CLICK the Show Qual Card Details button to run the qualification process
                                 again. See Module 6, Experience, Incidents, and Taskbooks, to learn how to add
                                 experience.
                                A second option is when the responder needs to go through the PTB process
                                 again. Module 6 also explains how to initiate a PTB.
                                A third option is if a Certifying Official has made the decision to do an
                                 Administrative Action for recertification; then a justification will be required.




                         You have now successfully identified positions that have lost currency.




INCIDENT QUALIFICATIONS CERTIFICATION SYSTEM                                               INSTRUCTOR LEAD TRAINING 7-28
MODULE 7: TROUBLE SHOOTING                                                                                    Version 11.0



          Proficiency Questions

                     1. What is meant by the term “system qualified” in the IQCS?




                     2. Looking at the Qualifications screen, you can identify potential positions where currency
                        has been lost by comparing which two items?




                     3. The Certifying Official has determined that to regain position recertification, a responder
                        has to complete a new Position Task Book. How would you do this in IQCS?




INCIDENT QUALIFICATIONS CERTIFICATION SYSTEM                                          INSTRUCTOR LEAD TRAINING 7-29

								
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