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NFIRS

Overview

Illinois Fire Departments are required by State Law to report all fire incidents to the National Fire Incident Reporting System (NFIRS). NFIRS is administered by the United States Fire Administration. Illinois Fire Departments are required to submit their data directly to USFA system. Data submission can be done through directly entering their incidents using the NFIRS 5.70 Data Entry client or by exporting data from third party vendor software. NFIRS 5.70 is a modified and improved National Fire Incident Reporting System that has been designed as a tool for FDs to report and maintain computerized records of fires and other FD incidents in a uniformed manner. NFIRS 5.0 was developed by the United States Fire Administration (USFA) in partnership with National Fire Information Council (NFIC). Additional information on NFIRS 5.70 can be found by visiting  www.nfirs.fema.gov. Third party software must be certified by the USFA. For a list vendor certification, information please visit  www.nfirs.fema.gov/vendors/.

2015 Illinois NFIRS Training Registration

The Illinois Office of the State Fire Marshal will be hosting NFIRS Trainings across the State in 2015. The trainings will cover basic coding and functions of the DET (NFIRSv592), Web Based Tools, DEBI (Online Reporting), and NFIRS requirements and tips.



Departments must bring a laptop with the DET download or a copy of their third party vendor software. Each department is limited to two (2) attendees due to limited seating. The training is FREE, and is on a first come, first serve basis.



Training will be offered at the following locations on the following dates:

May 5th, 1:00 p.m.- 5:00 p.m., ILEAS Center, 1701 E. Main St., Urbana, IL

May 19th, 8:00 a.m.-12:00 p.m., Mundelein FD, 1000 N. Midlothian Rd., Mundelein, IL
May 19th, 6:00 p.m.-10:00 p.m., Genoa-Kingston FPD, 317 E. Railroad Ave., Genoa, IL
May 20th, 1:00 p.m.- 5:00 p.m., Frankfort FD, 333 W. Nebraska St., Frankfort, IL
May 27th, 8:00 a.m.-12:00 p.m., Fairview FD, 10045 Bunkum Rd., Fairview Heights, IL
May 27th, 6:00 p.m. to 10:00 p.m., Carbondale FD, 401 N. Glenview, Carbondale, IL


More locations and dates will be added in time. Registrations are due by May 1st, 2015.

 

Please see the link below for instructions and registration form:

 NFIRS Training Registration Form [PDF 45Kb]

Illinois NFIRS Guides

 

Below are several guides pertaining to Illinois NFIRS and the NFIRS system:



2015 Illinois NFIRS Calendar

NFIRS Users must log on to their account at least once within 45 days in order to avoid lock-out. Below is a calendar that helps track days in the system, as well as usernames and passwords:

  NFIRS Calendar 2015 [PDF 75Kb]

 

 

Illinois NFIRS Requirements and Tips

 

This guide includes Illinois NFIRS legislation requirements, as well as helpful tips when entering reports:

  NFIRS Tips [PDF 23Kb]

 

 

Online NFIRS Incident Reporting– DEBI Guide

 

DEBI is a great way to report incidents to NFIRS. Any computer can be used, as long as continual internet access is supplied. No download is required. NFIRS DEBI and Web-based tools work best with Firefox browser. Below are instructions on how to report online via DEBI:

  Online NFIRS Incident Reporting– DEBI Guide [PDF 23Kb]

 

 

Summary Output Reports Tool Basic Guide

 

The Summary Output Reports Tool (SORT) is an excellent way to view statistics from reported incidents. SORT reports can also be used to show how many incident reports a department has in the NFIRS system at any given time. With almost two dozen reports to choose from, virtually any data a department enters into the NFIRS system can be recovered in easy to read and understand reports. SORT reports are a great way to show a department’s hard work. Please click below for instructions:

  Summary Output Reports Tool Basic Guide [PDF 25Kb]

 

 

No Activity Report Instructions

 

Below are instructions on how to enter No Activity Reports. A No Activity Report must be completed for any month a department has absolutely no incidents (including cancelled in routes):

  No Activity Report Instructions [PDF 88Kb]

 

 

NFIRS Error Procedures Document

 

Below is a document which outlines how to search for and correct invalid incidents:

  NFIRS Error Procedures Document [PDF 91Kb]

NFIRS Client Information

 

Third Party Vendor Users:

 

It has come to my attention that departments using third party vendors may not be checking their conformation email zip files after import. Please be aware that the email received after an import does not guarantee that your incidents were imported. Departments must always open their zip files to check for amount of incidents successfully uploaded, correct dates, errors and exceptions. Please see the attached document with directions on how to check your zip files from the import email.

 

DET (NFIRSv) and Third Party Vendor Users:

 

It is imperative that fire departments check the data in the NFIRS database from time to time. Below are instructions on how to use SORT reports to not only check your monthly incident counts, but to look at your data from many different angles:

 

To check reports by month, follow the instructions below:

  • Go to the web based tools at NFIRS.fema.gov:  http://www.nfirs.fema.gov/NFIRSWebTools/welcome.do
  • Click on Summary Output Report Tools at the left.
  • Sign In.
  • Pick a summary to run. For incident counts, click "Monthly Incident Counts".
  • Choose to and from dates, choose valid or invalid reports (based upon what you are looking for), scroll through NFIRS "tree" until you find your department, click box, and then generate report.
  • To find completed reports, click on "Completed Reports" on the left side of the screen.

 

Thank you for helping make NFIRS better and stronger. We not only use and look at statistics on a State level, but trends are evaluated constantly nationally. Please know your contribution of data is making a difference to strengthen the fire service and save lives.

 

 Error Correction Procedure for Firehouse ThirdParty Users [PDF, 155Kb]

 

If you have any questions, Please please contact our office.

USFA Notices

 

The USFA is having a lot of issues with the NFIRS system. We made a convenient page with the latest and other relevant notices. Please visit the  USFA Notices page to see these notices.

Compliance

 

The Illinois Office of the State Fire Marshal requires fire departments to be compliant with their NFIRS reporting to be eligible for state grants and loans programs. We strongly suggest that Illinois Fire Departments report all of their activities in the NFIRS system. In order to be NFIRS compliant, departments only need to complete fire incident reports or applicable "No Activity" Reports (if the department had no fire incidents that month). Departments are required to submit their monthly incidents by the 15th of following month.

 

Once you complete your reports, please (upload the incidents if you are using a 3rd party vendor) follow the new procedures below: You are no longer required to send a monthly email to the NFIRS Staff. Make sure you click on the links below & verify/correct your data.

 

Data quality verification will be implemented on all incidents that contain a response time of over 30 minutes, any invalid incidents, incidents with a dollar loss of over one million dollars and all civilian and fire service casualties.

 

The agency has built a database server, which has a copy of Federal NFIRS data. We import data from the USFA twice a month, on the 5th and 20th of each month. A report is then generated which shows each department's NFIRS reporting status. There are two reports posted to the web. The first report shows NFIRS Compliance by Fire Department. The second report shows NFIRS incidents by Illinois Fire Departments categorized by Incident Type. This file can be accessed directly at the following link.

 

 NFIRS Compliance Report by Fire Department [PDF, 1.5MB]
  NFIRS Statistical Report by Fire Department [PDF, 2.7MB]


NFIRS Non-Compliance

 

Several Illinois fire departments are not compliant with legislation which requires departments to report all of their incidents to the National Fire Incident Reporting System. Below is a document that lists departments that are currently not in compliance with legislation. Several emails and certified letters were sent to these departments reminding them of their obligation and non-compliance. Departments listed are asked to contact the Illinois NFIRS Program Manager immediately regarding their non-compliance at the following email address: SFM.Nfirshelp@Illinois.gov

 

List of non-compliant departments in the 2013 calendar year:

 2013 Non-Compliant Departments Posting [PDF, 105Kb]


Statistics

 

We import all federal NFIRS data into a local database. This import is done on the 5th and 20th (or next working day) of each month. We use this database to generate statistical reports. A State Overview Report is generated for the current year and two previous years' data. Click on the following link for this report  [PDF, 1.11MB].

Contact Us

 

Please  contact our office if you have any questions or issues about your NFIRS reporting. Please include your FDID number when you fill out the contact form.

FAQs

Are we required to report our NFIRS incidents monthly?

Yes. Fire Departments are required by legislation to report monthly. Electronic reports are due the 15th of each month following the occurrence of the incident. Example: Incidents that occur in January are due by February 15.

Are we required to report even if the department did not have any calls for the month?

Yes. If your department had no activity of any type for the month, you must complete an electronic No Activity report. The report date should be the last date of the month you are reporting for and the incident number should be seven zeros (0000000).

When reporting electronically may we export multiple months in one file?

Yes. Multiple months may be exported to one file depending on the size. However, to be NFIRS compliant, you are required to report your incidents monthly. Please reference http://www.nfirs.fema.gov/webtools/biu/biuinfo.shtm for more information.

I tried to log into USFA and it says my account is locked? What do I do?

You must log into USFA at least once every 30 days to keep your account active. Passwords are required to be changed every 89 days. If you need help resetting your password, please contact us.

If reporting electronically, what methods can be used?

Any software approved by USFA may be used to generate and/or upload reports. Free software provided by the USFA may be downloaded at http://www.nfirs.fema.gov/NFIRSWebTools/UserServices/home/userHome.do. You may also see a list of Active and Registered vendors at http://www.nfirs.fema.gov/vendors/

Are we required to notify OSFM of fire related deaths?

Yes. Any civilian fire-related deaths must be reported to the OSFM within 24 hours of the death. Please call, fax or email the office with the name, sex, date of death and FDID number. Follow up by completing the civilian casualty module.

Are property and content loss required on my reports?

Yes. At the state level, property & content loss for fires must be included on your report. This section of the report is not admissible in court and is an estimate only. You may visit www.saylor.com to obtain a more accurate estimate. Use www.kbb.com for vehicle fire estimates. Three types of incidents that do not need the property/content loss are: 1) If your department is giving mutual aid, 2) Outside trash/rubbish fires (contained) or 3) Non-fire coded incidents.

Is it required to add the FDID and incident number of the department receiving mutual aid?

At the state level, Illinois requires departments receiving aid to add the FDID# to the report. Incident numbers are not required to be added at this time. A list of FDID numbers is available on the OSFM website at http://www.sfm.illinois.gov/fireservice/fdlist.aspx.

How will fire departments be notified of any changes or updates to the NFIRS Program?

Any changes, announcements or updates will be posted on the OSFM website at http://www.sfm.illinois.gov/fireservice/nfirs.aspx or sent by email to your OSFM email account at: http://fdmail.sfm.illinois.gov/. If you need help with your OSFM FD Mail Account, please send us a request using our contact us section on the main NFIRS page.