FirePoint 8. User & Administrator Manual

Transcription

1 FirePoint 8 User & Administrator Manual Records Management System End2End, Inc Commerce Blvd #330 Rohnert Park, CA Copyright (C), 2010 End2End, Inc.

2 PLEASE READ THIS LICENSE AND DISCLAIMER OF WARRANTY (collectively referred to herein as the "Agreement") CAREFULLY BEFORE USING THE SOFTWARE CONTAINED ON THE DISKS. BY USING THE SOFTWARE, YOU AGREE TO BECOME BOUND BY THE TERMS OF THE AGREEMENT DESCRIBED ON THESE PAGES. THIS AGREEMENT CONSTITUTES THE COMPLETE AGREEMENT BETWEEN YOU AND End2End, INC. IF YOU DO NOT AGREE TO THE TERMS OF THIS AGREEMENT, DO NOT USE THE SOFTWARE AND PROMPTLY RETURN THE PACKAGE FOR A FULL REFUND. SOFTWARE LICENSE Except as agreed to in a formal licensing agreement: You may: a. Use the program on only one computer at a time; B. Make one (1) copy of the program in machine readable form solely for backup purposes, provided that you reproduce all proprietary notices on the copy; and c. Physically transfer the program onto a hard disk only for use as described above provided that you can immediately prove ownership of the original diskettes. You may not: a. Use the program in a network unless you pay for a separate license for each terminal or workstation from which the program will be accessed; b. Modify, translate, reverse engineer, decompile, disassemble, create derivative works based on, or copy (except for the backup copy) the program or the accompanying materials; c. Rent, transfer or grant any rights in the program in any form or accompanying materials to any person without the prior written consent of End2End, Inc. which, if given, is subject to transferee s consent to the terms and conditions of this license; or d. Remove any proprietary notices, labels or marks on the program and accompanying materials. This license is not a sale. Title and copyrights to the program, accompanying materials and any copy made by you remain with End2End, Inc. TERMINATION Unauthorized copying of the program (alone or merged with other software) or the accompanying materials, or failure to comply with the above restrictions will result in automatic termination of this license and will make available to End2End, Inc. other legal remedies. Upon termination, you will destroy or return to End2End, Inc. the program, accompanying materials and any copies. DISCLAIMER OF WARRANTY Even though End2End, Inc. has tested the software and reviewed the documentation, End2End, INC. MAKES NO WARRANTIES, EXPRESS OR IMPLIED, INCLUDING WITHOUT LIMITATION THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE, REGARDING THE SOFTWARE. End2End, INC. DOES NOT WARRANT, GUARANTY OR MAKE ANY REPRESENTATIONS REGARDING THE USE OR THE RESULTS OF THE USE OF THE SOFTWARE IN TERMS OF ITS CORRECTNESS, ACCURACY, RELIABILITY, CURRENTNESS OR OTHERWISE. THE ENTIRE RISK AS TO THE RESULTS AND PERFORMANCE OF THE SOFTWARE IS ASSUMED BY YOU. BECAUSE THE EXCLUSION OF IMPLIED WARRANTIES ARE NOT PERMITTED IN SOME JURISDICTIONS, THE ABOVE EXCLUSIONS MAY NOT APPLY TO YOU. IN NO EVENT WILL End2End, INC. LICENSOR(S), OR THEIR DIRECTORS, OFFICERS, EMPLOYEES OR AGENTS (COLLECTIVELY End2End, INC. LICENSOR) BE LIABLE TO YOU FOR ANY CONSEQUENTIAL, INCIDENTAL, OR INDIRECT DAMAGES, INCLUDING DAMAGES FOR LOSS OF BUSINESS PROFITS, BUSINESS INTERRUPTION, LOSS OF BUSINESS INFORMATION, AND THE LIKE, ARISING OUT OF THE USE OR INABILITY TO USE THE SOFTWARE EVEN IF End2End, INC. LICENSOR(S) HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. BECAUSE SOME JURISDICTIONS DO NOT ALLOW THE EXCLUSION OR LIMITATION OF LIABILITY FOR CONSEQUENTIAL OR INCIDENTAL DAMAGES, THE ABOVE LIMITATIONS MAY NOT APPLY TO YOU. LIMITATION OF LIABILITY IN NO EVENT WILL End2End, INC. BE LIABLE FOR ANY DAMAGES, INCLUDING LOSS OF DATA, LOST PROFITS, COST OF COVER OR OTHER SPECIAL, INCIDENTAL, CONSEQUENTIAL OR INDIRECT DAMAGES ARISING FROM THE USE OF THE PROGRAM OR ACCOMPANYING MATERIALS, HOWEVER CAUSED AND ON ANY THEORY OF LIABILITY. THIS LIMITATION WILL APPLY EVEN IF End2End, INC OR AN AUTHORIZED DEALER HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGE. YOU ACKNOWLEDGE THAT THE LICENSE FEE REFLECTS THIS ALLOCATION OF RISK. SOME STATES DO NOT ALLOW THE LIMITATION OR EXCLUSION OF LIABILITY FOR INCIDENTAL OR CONSEQUENTIAL DAMAGES, SO THE ABOVE LIMITATION MAY NOT APPLY TO YOU. TRADEMARKS & CREDITS FirePoint is a trademark of End2End, Inc. Trademarks referenced are held by their respective companies. 4th Dimension, 4D Runtime and 4D Tools are trademarks of 4D, Inc. Copyright End2End, Inc ALL RIGHTS RESERVED

3 Contents I Table of Contents Part I 1. A Quick FirePoint Tour 1 1 Versions: Single,... Sync & Server 1 2 Starting FirePoint FirePoint's Command... Window 4 4 NFIRS Reporting... Step-by-Step 8 Part II 2. Record Selection 21 1 List View Overview Record Selection... Options 25 3 Working with... Sets 30 4 Geographical... Selection 33 5 Ordering Records Part III 3. Analysis & Reporting 35 1 Print Reports... Option Quick Graph... Function 39 3 Field Reporter Fractile Time... Reporter 45 5 Quick Report... - List 47 6 Quick Report... - Cross Tab 56 7 Printing Labels The Reports... Factory 62 9 Full-Page Reports Part IV 4. File Operations 69 1 File Operations... Overview 69 2 Exporting & Importing... Records 71 3 Relating Operations State Fire Marshal... Exports 73 Part V 5. FirePoint Setup - General 75 1 Administrator... Access 75 2 Preferences... Setup 76 3 Paths Setup Support Files Password Administration I

4 II FirePoint 8 Documentation 6 Denying Access Scheduing Setup Backup Options User Defined... Fields Edit Pop-up Lists Programmable... CAD Interface Records Management... Options Maintenance... Tab 103 Part VI 6. FirePoint Setup - Sync Version Exporting Overview Manual Exports Automatic Exports Mobile Prevention Internet FTP... Exports 120 Part VII 7. FirePoint Setup - Server Version Backup Options Running Server... as a Service Connecting... via the Internet Remote Desktop... Connections 126 Part VIII 8. Troubleshooting Cannot Start... FirePoint FirePoint Quits Locked Data... Fields Exporting /... Importing Issues 130 Part IX 9. Maintenance & Repair When to Run... 4D Tools How to Start... 4D Tools D Tools Maintenance D Tools Repair Index 137

5 1. A Quick FirePoint Tour A Quick FirePoint Tour 1. ALL USERS This chapter provides a FirePoint overview as well as specific information about entering NFIRS 5 response data. Subjects include: Different Versions Help You Get the Job Done Here's How to Start FirePoint 3 Welcome to FirePoint's Command Window NFIRS 5 Data Entry Views Made Easy Versions: Single, Sync & Server Different Versions Help You Get the Job Done FirePoint is available in three versions; Single, Sync & Server. If you are running FirePoint 8 you will immediately see which version of FirePoint you are running. The version is identified in large red letters on the right side of the Command Window.

6 2 FirePoint 8 Documentation This is a view of the Sync version of FirePoint. While all of the Versions look pretty-much the same, there are significant differences. FirePoint Single FirePoint Single is focused on running NFIRS 5 reporting on a single PC. All NFIRS 5 reporting modules are included as well as a full compliment of NFIRS 5 search and analysis functions. FirePoint single is a low-cost option for fire departments wanting high quality incident reporting at a rock-bottom price. FirePoint Sync FirePoint Sync provides NFIRS 5 reporting plus ALL other FirePoint applications. The Sync version is designed for fire departments using FirePoint in one or more locations. Data entered at a remote station, for example, can be forwarded to a central "HQ" installation thus establishing a flexible multi-station data entry system. FirePoint Sync has been optimized for "WiFi" wireless LAN. Using inexpensive wireless routers FirePoint Sync can sync data with other FirePoint programs installed on laptop computers in vehicles. This puts FirePoint pre-plan data into the field while allowing occupancy and inspection data to update the "HQ" database from several vehicle PC's. FirePoint Sync works over local area networks and has a built-in FTP client for communications over the Internet.

7 1. A Quick FirePoint Tour 3 FirePoint Server FirePoint server is a networkable server application that allows multiple FirePoint clients to access a single-data file over a local area network or the Internet. FirePoint Server provides all of the features of FirePoint Sync with the additional benefits of client server access. FirePoint is Expandable A fire department purchasing the Single or Sync versions can easily upgrade to the next version whenever required. All data files are natively compatible with each version of FirePoint. FirePoint is fully scalable and capable of growing with your fire department's computer system. 1.2 Starting FirePoint Here's How to Start FirePoint Starting FirePoint is easy. Simply look for the FirePoint icon (shortcut) on your computer's desktop. Double-click on the icon to start FirePoint. FirePoint starts with a password dialog like the one below. The "Administrator" password gives you full access to FirePoint. As the Administrator you may configure FirePoint by setting user passwords, assigning privilege groups, setting-up preferences, editing pop-up lists and entering records in background files such as vehicle lists, etc.

8 4 FirePoint 8 Documentation To enter FirePoint the first time click once on the "Administrator" user name. Then press the "OK" button. There is no Administrator password required until you establish one. FirePoint passwords are case-sensitive. If FirePoint ever refuses to accept your valid password chances are your caps lock key is depressed. You are therefore entering an incorrect password without knowing it. Release the caps lock key and FirePoint will accept your correctly typed password. If you are using FirePoint in the demo mode a demo screen will appear to allow you to enter license information. Otherwise, FirePoint will immediately open it's Command Window. 1.3 FirePoint's Command Window Welcome to FirePoint's Command Window This is FirePoint's Command Window.

9 1. A Quick FirePoint Tour 5 FirePoint's Command Window controls FirePoint. The Command Window appears when FirePoint is started and remains available until the user exits FirePoint. Your fire department's name appears at the top of the Command Window. The name of the current user is displayed on the left along with the date and time the user signed-into FirePoint. The Journal is a narrative of fire department activities automatically assembled from FirePoint records. You may print a Journal by pressing the Journal button. Ad hoc Journal entries may be made by pressing the Entry button. The Maint button is reserved for the Administrator. It allows access to hidden support files and configuration operations. The Roster button allows entry of station and vehicle assignments at the start of a shift. This feature speeds entry of Apparatus & Classes records during the shift's tour of duty. The Pause button allows the current user to freeze the screen. No further data entry is allowed until a password is entered. Pause can also be used to pass command from one user to another without having to exit FirePoint. The Exit button is used to exit FirePoint. In the lower part of the Command Window are two rows of icons. These icons

10 6 FirePoint 8 Documentation represent FirePoint applications. The red numbers near the application icons tell you how many records are in each of the applications. If an application has been installed its icon will appear. If an application has not been installed its icon will not be visible. Icons will also appear and disappear based on local password and denials settings. When you click on a button in the top row you automatically open a window that runs the application you choose. For example, click on the Incidents icon and FirePoint will open a window displaying a list of incident records. Each application window you start is called a "process". Near the bottom of the Incidents list view you see a tab entitled Incidents (1). This is the first incident process available for use. This tab will appear in any subsequent processes you start. Simply click on the tab to access the process. You may start multiple processes for a single application. You may also start multiple processes in different applications. Each button on the bottom row allows access to multiple applications. Click on the Occupancies button and keep the mouse button pressed down. You will see a

11 1. A Quick FirePoint Tour 7 pop-up list of applications associated with the Occupancies module. To edit Inspection records simply move the cursor down the list of Occupancies applications. When you reach Inspections release the mouse button and FirePoint will start the Inspections application. When a process has been started it's name appears on a tab in each application's "list view". Like in the Incidents list view you can see the Inspections (1) tab at the bottom of the Inspections list view above. To move from process to process simply click on the process tab you wish to access. But there are other ways to get around too. If you wish to move from a process to the Command Window, simply press the Command icon.

12 8 FirePoint 8 Documentation Once you are in the Command Window you may move to any open process by clicking on the process name in the process list. The process list appears when one or more processes are active. The process list will always include the option to close all process windows. Here's a process list that displays two Incident processes and one Inspection process. That's a quick overview of the Command Window. One feature that will prove useful throughout your FirePoint experience is the Help button. Most FirePoint layouts provide a context sensitive help button. Look for the "?" icon button. This button will provide immediate information on the layout as well as specific instructions from this documentation. 1.4 NFIRS Reporting Step-by-Step NFIRS 5 Data Entry Views Made Easy Here's all the information you need to enter an Incidents report in NFIRS 5 Alive. At the Command Window press the Incidents button once. The Incidents list view will appear.

13 1. A Quick FirePoint Tour 9 Press the Add Record button. The Incidents data entry view appears. Note how FirePoint structures the Incidents application to look nearly identical to an NFIRS 5 data entry form.

14 10 FirePoint 8 Documentation This is page 1 of the Basic form used in NFIRS 5. Notice you can move from field to field by pressing the Tab key. Fields with default values are colored in blue. Fields entered manually are black. The red line under the Street field indicates a search field. Simply enter the first few letters of the street name and press the Street button to locate matching streets. Matches will automatically complete other related fields based on data entered in the Streets table. If the incident occurred in an occupancy you should put a check mark in the Occupancy field. This will allow you to select the occupancy record and save you time since all address / district information pertaining to the occupancy will be imported automatically. The NFIRS 5 modules are listed on tabs at the top of the Basic form. For many incidents all you need to complete is the Basic form. If you have a fire, however, you will have to complete at least one additional fire form depending on the type of fire encountered. Notice the list of modules on the right side. It shows no modules have been completed. This list will remain visible whenever you are entering Incident information. Enter information in each field using the down-arrow buttons to pick options from a list. When you are finished entering information on page 1, press the Next button to begin entering information on page 2.

15 1. A Quick FirePoint Tour 11 Notice when selecting Incident Type a hierarchical list is presented. First select the category then the specific Incident Type code within the category. Notice when you select Aid Given fields will appear or disappear as required by your selection. FirePoint calculates and stores your Response Time and Duration. Notice the Completed Modules area on the right. Because this is a vehicle fire you see the Fire module in red. Red indicates the Fire Module is now required. Press the Next button to move to the next page.

16 12 FirePoint 8 Documentation Notice, if you entered the required information as above FirePoint generates an error message. FirePoint performs an error check each time you move from page to page. This makes sure the current page is accurate before you are allowed to move on to the next page. Complete page 4 by making entries in the appropriate areas.

17 1. A Quick FirePoint Tour 13 Complete remaining pages by pressing the Next button. This is Page 8 of the Basic module. Unless your FirePoint Administrator has set-up an optional additional page of user defined fields, this will be the last page of the Basic module.

18 14 FirePoint 8 Documentation Notice applicable module tabs are beginning to activate at the top of the screen. If your FirePoint Administrator has set-up an automatic narrative simply select it from the list of available narratives. Here the only available automatic narrative is for "All Building Fires". If you have a long narrative you can get extra room by pressing the Expand button. The Check Spelling button will perform a spell-check on the narrative you've entered. If there's a Next button in the lower-right the FirePoint Administrator has set-up a Supplemental data entry page. Complete that page then press the Save button. Otherwise, press "Save" to complete the basic module. Notice when you attempt to save an incomplete record you get an error message that informs you the fire module is required. You can then press the Fire tab and enter the required information in the Fire module just like you entered the information in the Basic module. You may, however, choose to save the incomplete record. If you choose this option you will see the following choice box.

19 1. A Quick FirePoint Tour 15 It's a real convenience being able to save incomplete records especially when you are tight on time. However, incomplete records should not be allowed to accumulate. To make sure you are aware of incomplete Incident records FirePoint marks each incomplete record with an unmistakable blue color. To complete the incomplete incident simply double-click on the incident to open it and begin data entry. Notice FirePoint tells you exactly why the incident is incomplete in red letters.

20 16 FirePoint 8 Documentation Press the Fire tab to complete the Fire Module in the four pages of Fire data. When you are done press the Save button in the Fire Module and the Save button in the Basic form. Since most fire departments track the response of individual Apparatus to incidents it's now time to enter that data. Notice each incident has at least one piece of responding apparatus. To enter Apparatus press the Apparatus tab. You will soon see the area where you may enter the response of one or more pieces of Apparatus. This is the Apparatus list view for this incident. Press the Add button. As soon as the Add button is pressed FirePoint creates an Apparatus record using Incident data to automatic complete fields with default data. To view the Apparatus record simply double-click on the Apparatus record you just created. This is page one of the Apparatus data entry area. Most of the required fields have already been completed.

21 1. A Quick FirePoint Tour Makes sure all fields are completed properly then press the Next button. This is page 2 of the entry form. 17

22 18 FirePoint 8 Documentation If you press the blue icon you can select responding personnel from a list. Simply click on those personnel who responded on the piece of Apparatus. When the selection has been made the personnel will appear in a list on the right side of the screen. Each individual Responder record may be edited by double-clicking on it, if necessary. Press the Save button to save the Apparatus record. You may, if you wish, simply enter ID numbers rather than selecting responding personnel from a list. Press the By ID's Only button. If your fire department pays for off-duty responses use the Pay & Points button to enter payroll or point information. You may select an automatic narrative from above the Comments area. Otherwise type your comments and then press the Check Spelling button to check spelling. Press the Save button to Save the Apparatus record. At the Apparatus list view you may enter additional apparatus. When complete press the Save button to return to the Basic area. If you wish to attach a photograph to an incident press the Photos button. In the Photo detail area use the drop-down option to select Load a Picture File. The loaded picture will appear on the screen. If the picture is acceptable select the Save Loaded Picture option to save the picture. You may edit an existing (saved) picture by selecting Edit Picture Record. If you wish to copy an existing picture into a report for pasting into Microsoft Word or any other program simply select the Copy Picture to Clipboard option. In addition to photos FirePoint allows you to associate documents, such as critical incident reports, with specific incidents. Simply select the Load & Save Document

23 1. A Quick FirePoint Tour 19 option and find the file you wish to associate with this incident. Existing document records may be edited by selecting Edit Document Record. Press the Basic or Return button to return to the Basic module. Once in the Basic area press the Save button to save the entire incident. Each time you press a button FirePoint performs an error check. If everything is OK the record will be save. You will see the new record at the top of the Incidents list view. If you wish to print one or more incidents from the Incidents list view simply click on the incident records you wish to print then press the print icon in the lower right corner of the screen. Select the option to do a Quick Report printout. Record Cloning Saves Time All FirePoint Incidents and Patients records may be cloned. To clone information in an existing record into a new record click once on the record you wish to clone, then press the Add Record button. Here's what you will see. If you select the second option default information will be copied to the new record. You may also establish and manage a list of approved records for cloning false alarms, system malfunctions, car fires, or anything else you wish. Entering New and Exposure Records

24 20 FirePoint 8 Documentation The New option in the Enter menu works like the Add Record button. If you wish to add an Exposure to an incident, click on the incident to select it, then select Exposure. Approving Records Some fire departments may wish to have upper-level officers approve Incidents, Patients and Classes records after they have been entered by on-duty personnel. For this task FirePoint utilizes the App. column on the far right side of the output layout. Click once on the record you wish to approve. Now press the invisible button located above the print icon and to the right of the Done button. When the dialog appears enter the three character initials you wish to display in the Approval (App.) column. The approval function only operates for users in the Captains group or above. Some Comments about Incident Numbering Default incident numbers are suggested by FirePoint. If you wish to turnoff this function do so by pressing the Maint button, the Preferences button and see #3 Auto Number Options. If you want to change the default incident number at any time go to the list view of Incidents. Choose File Operations from the File menu. Select Reset Incident Number. The next time you press the Add Record button the new incident report will contain the incident number you entered. If you wish to change an incident number in an existing incident click once to select the incident. With the incident selected click on the File menu and select File Operations. Choose the Change Incident Number file operation. As a shortcut you can click once on the incident you wish to change then press the Shift and "C" keys together to access the Change Incident Number file operation.

25 2. Record Selection Record Selection 2. ALL USERS Once records have been entered you may wish to search for specific records or select records to include in reports. This chapter covers those topics. Subjects include: List Views Make Record Access Easy 21 Options for Selecting FirePoint Records 25 FirePoint Can Work with Record Sets & Subsets Geographical Selection 33 Ordering Records in FirePoint List View Overview List Views Make Record Access Easy Pressing an application's icon in the upper row of icons immediately starts the application. Here we've pressed the Incidents icon. When an application starts it opens in the list view. This area is used to locate Incidents records. You can enter a new record by pressing the Add Record button or edit any record on the list by double-clicking on it.

26 22 FirePoint 8 Documentation Let's start from the top down. "Incidents (1)" indicates this is the first Incident process to be opened. The two numbers to the right indicate the number of records currently in selection and the number of records currently stored in the table. It's useful to check these numbers after performing a search. To the right a Pop Search area allows you to select fields and search criteria to locate any combination of records you wish. Notice you can also manipulate the selection of records by pressing a Search Tab or a series of Search Tabs. FirePoint displays record data in columns. Notice one column allows you to select any FirePoint field for display. This feature makes it easy to see the data you need to see for any given situation. You can modify this field list by going to the second tab in the Search button's Quick Search function. The tab is labeled, "Select Quick Search Fields". Note fields selected for Pop Search, list view display or record ordering all work together. Select a field in one area and each of these three areas change to the selected field. The Incidents (1) tab at the bottom allows you to access this list view from any other process. Below you see a field selection list that permits you to select any Incident field and (using the arrows to the right) order FirePoint records (ascending or descending) by the value of the selected field.

27 2. Record Selection 23 To return to the Command Window without closing the application press the Command button. To add a record to the Incidents table press the Add Record button. To search for records press the Search button. The Search button will create a popup list of search functions Quick Search, Complex Search and Show All Records. To close the application process press the Done button. To quickly print a record click once on it and press the quick print icon on the lower right side of the screen. You can select (highlight) more than one record by keeping the Ctrl key depressed during record selection. Each list view uses a standard set of menu bars. Under the File menu the About option can be used to display information about FirePoint. The Command Window option performs the same function as the Command button, it takes you back to the Command Window without closing the application. The Change Password option allows a user to change passwords. File Operations performs application record exporting, importing and maintenance. Print report allows access to analysis and reporting functions. The Pause option performs the same function as the Pause button in the Command Window. Since Pause allows another user to enter FirePoint it should only be executed when all applications closed. The Exit option will allow you to exit FirePoint.

28 24 FirePoint 8 Documentation The Select menu allows you to Show All records, Show Subset of records selected or highlighted, or Omit Subset of selected or highlighted records. The Search options allows you to perform a Complex Search. FirePoint also handles sets of records. Let's use our previous example of a set of records that include all structure files in You can Establish Set (make the selection of records into a named set), Recall Set (for display), Manage Sets and Merge Sets. If you use FirePoint's mapping function you may select Incident records based on the geography of records falling within the area of a rectangle you draw on a map. Finally, you may sort or order records based on one or more field selections. The New option in the Enter menu works like the Add Record button. If you wish to add an exposure to an incident, click on the incident to select it, then select Exposure. To delete one or more records, click once on the records you wish to delete. Hold the Ctrl key down when selecting multiple records. Choose Delete Selection. The Done menu option works just like the Done button.

29 2. Record Selection 25 Record Cloning Saves Time All FirePoint Incidents and Patients records may be cloned. To clone information in an existing record into a new record click once on the record you wish to clone, then press the Add Record button. Here's what you will see. If you select the second option default information will be copied to the new record. You may also establish and manage a list of approved records for cloning false alarms, system malfunctions, car fires, or anything else you wish. Each of FirePoint's integrated applications is designed to function in the basically the same way. Once you know your way around one application you pretty much know how the entire information system works. 2.2 Record Selection Options Options for Selecting FirePoint Records Once you have entered a few records you will need to locate records. Record location is known as record "selection" or "searching". FirePoint provides several record selection tools. Records are said to be "in selection" when the appear on the list of records you can scroll through in the list view. The first of the two numbers at the top of every application indicate the number of records in selection. The second number indicates the number of records in the table. So, for example, "Incidents (1) 4,582 / 20,954" indicates there are 4,582 incident records in selection of the 20,954 in the Incidents table. The Pop Search Provides Searches on Selected Fields

30 26 FirePoint 8 Documentation All record searches take place in the list view. The "Pop Search area is located at the top of each FirePoint list view. In this example we'll look at the Incidents list view. You are now ready to search by the "BAlarmDate" field ("B" for a field located in the "Basic" NFIRS 5 module). Type a value in the Pop Search area and press the OK button. FirePoint will immediately select incidents with the alarm date you enter. Different searches can be performed by selecting other fields from the field list in the upper left. The Tab Search Works at Lightning Speed Notice you can also manipulate the selection of records by pressing a Search Tab or a series of Search Tabs. Here's how it works. The "All" tab instantly displays all records. The "Recent" tab shows records in the past 5 days. If you click on any of the year tabs you will locate all incidents for the year only. The remaining tabs locate records of different types except the "Selected" tab which will reduce the records in selection to only those records you click-on to "highlight". Remember, you can highlight many different records by holding down the "Ctrl" key while clicking on the records you wish to highlight. Since a tab search works sequentially you can narrow-down the selection by clicking on more than one tab. For example, if you wish to locate all Structure Fires in 2010 simply press the "2010" tab then the "Structure Fires" tab. Instantly you will see the list of records you selected. The Search Button Offers Three Options Use the search button when you need to perform a detailed search. When you click on the button you will see three options:

31 2. Record Selection 27 Quick Search has two areas controlled by tabs at the top of the Quick Search screen. The first tab area allows you to perform a search with up to 4 search criteria. The second tab area allows you to select the fields you want to use in Quick Search as well as the field options for list view display and ordering records. All NFIRS 5 fields are listed on the left. Generally, the first letter refers to the NFIRS 5 module, examples; "A" for Arson, "B" for Basic, "F" for Fire, "HM" for Hazmat, "S" for Structure and "W" for Wildland. Click once on the field you wish to add to the list. Press the Append button to add the field to the end of the list on the left or click on a field on the left and press the Insert button to place the new field above the selected field on the left. Fields may be deleted from the list of fields by clicking on the field in the left list and pressing the Delete button.

32 28 FirePoint 8 Documentation You can initiate a Complex Search from the Search button in the list view. Or you can press the Complex Search button in the Quick Search area. Let's say we are looking for all incidents where the first responding company is an engine and the time is between 08:00 and 12:00. Since all of our engine companies begin with an "E" we can use a "@" symbol as a "wild card" for searching. If we entered E-1, FirePoint would locate all E-1 responses. But because we used an "E" followed by the "@" symbol, FirePoint will locate all responses where the first company begins with an "E". Press the Search button to display the results of the search in the List View.

33 2. Record Selection Step-by-Step 1. Scroll to BFirstCompany field & click on it 2. Click on the "is equal to" comparison 3. Enter the value 4. Press Add Line button 5. Press And button 6. Click on Alarm Time field 7. Click on "is greater than or equal to" 8. Enter the value 08:00:00 9. Press Add Line button 10. Click on Alarm Time field 29

34 30 FirePoint 8 Documentation 11. Click on "is less than or equal to field" 12. Enter the value12:00: Press the Query button to search all records. Press Query in Selection button to search only records currently in selection. Complex Search scripts may be saved for future use. Simply press the Save button and save the script in any location you choose. Saved scripts may be loaded using the Load button. 2.3 Working with Sets FirePoint Can Work with Record Sets & Subsets All records displayed in the output layout are said to be "in selection". Below three records in selection were manually select by the user. These three records can be turned into the current selection by Show Subset or eliminated from the current selection by Omit Subset. Let's start with Show Subset. Press the Ctrl key and click on three incidents. From the Select menu choose Show Subset. FirePoint will immediately display only the selected records.

35 2. Record Selection 31 If we chose Omit Subset from the Select menu all highlighted records would have been omitted from selection. In addition to subset FirePoint can handle sets. A set is a specific selection of records. Using the Search button and Quick Search command we'll place all Engine Company 52 responses in selection. Now we'll establish this selection of records as a set.

36 32 FirePoint 8 Documentation Here we've named the set "EngCo52" and pressed OK. Pressing the Show All buttons will change the current selection to all records. But we can recall our Eng Co set by choosing Recall Set from the Select menu. When FirePoint presents a list of sets. Click on the Eng Co set to display it. Sets can also be selected by pressing the Search button and doing a Pop Search. Just select the Set you want from the pop-up list in the lower left corner. Sets can also be merged with other sets using the Merge Sets command. From the Select menu choose Manage Sets. Once a set is created it can be deleted (cleared) or it can be saved to disk. Sets not saved to disk will disappear when the user exists FirePoint. Sets are most often used during the reporting process. Suppose you want to generate several different reports for incidents occurring between January 1st and March 31st. You would start by selecting incidents between those dates. You could establish a set called "1st Qtr". Each time you run a report you can avoid having to search for the correct incidents by simply recalling the "1st Qtr" set.

37 2. Record Selection Geographical Selection Geographical Selection FirePoint can locate records geographically. Select Geographical Selection from the Select menu. A map will appear. Click on the point the represents the upper left corner of the rectangle you wish to search. Click on the lower right corner of your search rectangle. Press Done. FirePoint will close the map window and display all the records located within your search rectangle. Use in Incidents, Projects and Occupancies. 2.5 Ordering Records Ordering Records in FirePoint Ordering means sorting or ordering records by a field value. As we have seen you can order or sort the display of records by pressing the up and down arrows in the list view. For more complex sorts you can use the Order by dialog. Choose Sort from the Select menu.

38 34 FirePoint 8 Documentation Click on the field or fields you wish to use for your sort. The arrow in the upper right allows you to choose between an ascending or descending sort. Press the "Order by" button.

39 3. Analysis & Reporting Analysis & Reporting 3. ALL USERS Once records have been selected you can start to print a report. This chapter covers the array of reporting options available in FirePoint. Subjects include: The Print Reports Option 35 FirePoint's Quick Graph Function 39 FirePoint Has a Powerful Field Reporter Fractile Time Reporter FirePoint's Quick Report Editor - List (Column) Reports FirePoint's Quick Report Editor - Cross Tab Reports FirePoint Can Print Labels Reports Factory Allows You to Design Your Own Reports SuperReports and Beyond Print Reports Option... The Print Reports Option Analysis is processing raw data into information useful for decision making. Reporting is the presentation of information in a form that can be communicated to

40 36 FirePoint 8 Documentation and understood by decision makers. Analysis begins with an accurate selection of records. If you have not already reviewed the previous chapter, "Records Selection", take the time to do so before continuing with this chapter. FirePoint automates analysis and reporting by preprogramming these functions into individual routines. To access these routines you must first start an application in the Command Window. In this example we'll start an Incidents application. When the Incidents list view appears we'll press the Show All button to place all incident records in selection. Under the File Menu we'll select Print Report. While this example uses the Incidents application all FirePoint applications function the same way. This is FirePoint's Report Center. Here you can select a report from a list of pre-programmed reports for this application. Click once on a report to display a description of the report in the description area to the right. Below are options for creating your own 3D graph, column reports, field reports or labels.

41 3. Analysis & Reporting 37 Notice the Action Type report is based on the records in selection. Most reports require a pre-selection of records. If you are creating a series of reports it's good practice to reestablish the correct selection of records (Establish and Recall Sets as described in the last chapter) prior to running each report. Double-click on the Action Type report. FirePoint allows us to add a subtitle to the Action Type Report. After the subtitle has been entered FirePoint presents the first of two printer dialog boxes. Here you can adjust the printing specifications.

42 38 FirePoint 8 Documentation A second printer dialog allows you to preview your report on your monitor rather than sending it directly to your printer. Click the Preview on screen button in the lower left corner of the second print dialog. Press the Print button. This is a look at report as it will be printed. Press the printer icon to print to paper.

43 3. Analysis & Reporting 39 Other icons are used to stop printing, view the previous page, view the next page or enlarge the printed area for closer viewing on the screen. Press the right arrow icon to move to the next page. There are preprogrammed reports throughout FirePoint. Some require preselection of records. Some do not. For information about any particular report just click once on the report's name in the Custom Reports list. 3.2 Quick Graph Function FirePoint's Quick Graph Function FirePoint's advanced graphical interface makes it possible to create quick graphs illustrating operational data. This time we'll press the Apparatus button on the Command Window. When the Apparatus list view appears press the Show All button to select all records. Under the File menu choose Print Report. When the print report dialog appears press the 3D Graph button in the lower left and then the Create button in the lower right corner of the report dialog. A Chart Wizard appears. Click on the 2D Column button.

44 40 FirePoint 8 Documentation You can click on the Chart Style tab to select an appropriate 2D Column style for your chart. Next click on the Data Selection tab to select the data you wish to include in your report. Let's analyze by VehicleID. Double-click on the VehicleID field to load it into the X-Axis of the report generator. Now that we have selected what we want to analyze it's time to select the quantity we want to plot in the vertical (Y-Axis) portion of the bar chart. We'll double-click on the Response Time and Duration fields to load these values. Notice the vertical axis of the bar chart requires a quantity. Therefore only numeric fields (only those that indicate a quantity) are available for Y-Axis selection. Press the OK button.

45 3. Analysis & Reporting 41 A color bar chart is now produced to compare response time and duration times for each company.

46 42 FirePoint 8 Documentation You can use the "grips" on the ends of the graph to resize the graph any way you wish. You may also use the tool bar in the upper left menu area to add text, lines or any graphical element you wish to your chart. FirePoint charting formats may be created, stored and run whenever you wish. More on that later in this chapter. 3.3 Field Reporter FirePoint Has a Powerful Field Reporter FirePoint's Field Reporter works from all FirePoint applications. The Field Reporter totals the number of occurrences of a value in an alpha field. It displays these totals as a table and optionally in a graphic. Let's create a field report from the Apparatus application as an example. At the Command Window press the Apparatus button. Press Show All to show all Apparatus records. Under the File menu select Print Report. Press the Field Report button and the Create button as illustrated below.

47 3. Analysis & Reporting 43 Fill-in the required information on the report form as illustrated below. This will be a very simple report. 1. Choose a Chart Function. You can choose to track the number of times an item appears (count), the average of a numeric field or the total of a numeric field. Choose Count for our example. 2. Enter a title to appear on your report. 3. Select a field on the left. Click once on the field you wish to select. Press the Select button. Most fields don't have related description fields but some coded fields do. (For example, an ActionCode2 field may have a related ActionDesc2 field which provides a description for the code. If you select a coded set of fields make sure you select the code field for the first field and the description field for the second field.) 4. Select a chart type for your report. 5. Charts cannot have an unlimited number of legends. For example, if you choose a pie chart you may wish to limit its legends (number of slices of the pie) to 12 or so. If there are more than 12 choices, for example, FirePoint will group all of the least significant legend totals into the 12th legend titled "Other". This greatly enhances the appearance of your report.

48 44 FirePoint 8 Documentation Press Print. You may now edit your chart. Not you can choose from Default or Custom Styles, you may experiment with chart types, you can reduce the number of legends if you wish. Because our example is a bar chart we can adjust the scale by providing minimum and maximum values as well as defining the increment used in the display. Here the "Increment" was reset to the number "1" to avoid fractional horizontal lines on our chart. If we were editing a pie chart we could "explode" a slice or two for emphasis. Buttons to select a pie chart segment and to "Explode" the segment appear when a Pie Chart is chosen from the chart type drop-down list. Press the Print button to print the report you have created. Notice the final report totals the values you've selected and presents this information in chart form.

49 3. Analysis & Reporting 45 Field reporting is a very powerful feature that makes it possible to create graphs and charts from nearly any plausible field combination within FirePoint. FirePoint field reporting formats may be created, stored and run whenever you wish. More on that later in this chapter. 3.4 Fractile Time Reporter Fractile Time Reporter Fractile's are contemporary fire department deployment measurements that calculate the number and percentage of runs broken-down into minutes or fractions of minutes. Fractile's can be used to measure "Turnout Time", "Response Time" and "Travel Time". Unlike other reporting formats in FirePoint, fractile times are captured in text and copied to the clipboard for immediate "pasting" into reports, memorandum, and other text documents. Fractile reporting is available in FirePoint's Incidents and Apparatus modules. Here we'll look at Apparatus fractile reporting. Begin by press the Apparatus button on

50 46 FirePoint 8 Documentation the Command Window. Select the Apparatus records you wish to include in your report. Now select Print Report... from the File menu. Select the Apparatus Fractile Times report format. Here's the Fractile Reporter dialog in FirePoint. We are measuring response time in 15 second intervals up to 10 minutes. We've selected a comparison between Alarm Time and Arrival Time at a "1 Minute" interval. FirePoint allows you to select any two time fields including user defined time fields. Since NFIRS 5 does not track the time the Apparatus begins it's response, it's been added as an optional field. This field is, however, essential if you wish to track both "Turnout Time" and "Travel Time". Press the Copy button to copy the fractile text from FirePoint onto the clipboard. From there simply select another application and under that application's Edit menu

51 3. Analysis & Reporting 47 select Paste. Here's how our fractile looks when pasted into a document: Q1 Response Time Summary Fractile Analysis of 13 Apparatus records. Response Time < or = 00:00:00.0% (0) Response Time < or = 00:01: % (2) Response Time < or = 00:02: % (2) Response Time < or = 00:03: % (5) Response Time < or = 00:04: % (9) Response Time < or = 00:05: % (10) Response Time < or = 00:06: % (10) Response Time < or = 00:07: % (10) Response Time < or = 00:08: % (10) Response Time < or = 00:09: % (10) Response Time < or = 00:10: % (10) Median Response Time 4 Average Response Time This is a small sampling of records, but it illustrates a fractile breakdown for the records in selection at the time the fractile was run. Notice how a protracted response time in just a few incidents will skew "Average Response Time". Generally, the "Median Response Time" figure (the one that falls in the middle) is a better performance indicator. 3.5 Quick Report - List FirePoint's Quick Report Editor - List (Column) Reports FirePoint includes a Quick Report editor that allows you to create and save powerful list and cross tab report formats. Here's an example of how the Quick Report Editor handles list reports. At the Command Window press the Apparatus button to bring-up the Apparatus list view. Press Search button and select the Show All option. Under the File menu select Print Report... Press the Quick Report button to create an ad hoc report. Press the Create button to begin creating your quick report.

52 48 FirePoint 8 Documentation First we'll work with the List report type. The left side of the Quick Report Editor contains a scrolling list of fields. To the right is a list of fields this report will use for sorting (ordering) records. Above is the report layout area. Notice that the Quick Report editor creates column-style reports. Each column contains the values of a field. Each row displays the values of the fields in a single record. Record are displayed in the order determined by the sort specifications in the Sort Order box (to the right of the scrolling list of field names). The fields in the report columns are created by dragging fields from the field list up onto the report area. Report columns are added from left to right. Locate the VehicleID field in the scrolling list of fields. Click on it and hold down the mouse button. Now drag the field up into the report area just to the right of the "Title" button. Release the mouse button and a column will be inserted. Continue with the "NoofPeople", "ResponseTime" and "Duration" fields.

53 3. Analysis & Reporting 49 Notice each column is divided into three areas; "Title", "Detail" and "Grand total". The "Title" area contains field titles. You can edit field titles in the "Title" row by double-clicking on the title and entering a new title. Detail simply means the value of the field in each record. A new detail row is printed for each record in selection. If the value of the Vehicle ID field is "E-1", then "E-1" will print in the Detail area. At the end of each column FirePoint can calculate and print counts, averages and numeric totals. This is done in the "Grand total" row. To sort by vehicle drag the VehicleID field title from the list of fields over to the sort area on the right. Once the VehicleID field title copies over into the sort area you can change the direction of the sort by clicking on the arrow to the right of the field title. Choose the up arrow for an "ascending" sort and the down arrow for a "descending sort". Sometimes you may wish to generate a set of subtotals before the end of the report. Using our example we can break the reporting process for a subtotal each time the Vehicle ID changes. Notice when we elected to sort the report by Vehicle ID a new row called, "[Apparatus]VehicleID changed" was added. This row is now available to generate subtotals for each individual Vehicle ID each time the ID changes. The subtotal breaks are in addition to the Grand totals that are included at the bottom of the report. Select the "cell" in the "[Apparatus]VehicleID changed" row, F/f Responding column.

54 50 FirePoint 8 Documentation Now click on the Sum tool in the upper left of the Quick Report Editor as illustrated above. The Sum tool looks like a capital "E". Repeat for the Grand total row for F/f Responding. These actions will cause FirePoint to calculate the number of responders by Vehicle ID as well as for all responses. Notice you can also right-click on any subtotal or grand total cell and select the Sum, Average, Count, etc functions. Let's label the "[Apparatus]VehicleID changed" we use to provide the number of responders by vehicle. Double-click on the cell in the "[Apparatus]VehicleID changed" row, VehicleID column. Enter the text "# Subtotal". The "#" symbol tells FirePoint to repeat the current value of the field. Since the field is VehicleID, the value of "#" when a report is printed will be "E-1", "E-2" etc. To right justify the "# Subtotal" label we just added click in the cell that contains the label and select Right justify from the Style menu. In addition to justification the Style menu also controls the font and size of the label. Let's start by double-clicking on the column headers and changing the field titles to titles we want to appear on our report. Now a word about column sizing. Right-click on the very top of a column. Notice a menu item allows you to select an automatic width for the column. If you uncheck the Automatic Width check-box you will be able to adjust the size of the column manually by dragging on the right border of the column. Resize the columns in the report you are creating. Notice FirePoint places a red line on the right border of the printed page. To increase the area available for printing you may select go to the File menu and select Page Setup. Select the "wide" printing mode and the red line will move to the right indicating the additional area available when printing a "landscape" page. Let's insert a column and type-in labels for other subtotals. Click once on the top of the ResponseTime column to select the entire column. Under the Columns menu select Insert...

55 3. Analysis & Reporting 51 There's no need to enter a formula, simply press OK. A column will be inserted to the left of the ResponseTime column. Enlarge this column by dragging it's right border to the right. Now double-click on the "[Apparatus]VehicleID changed" cell in this new column and enter the label, "# Subtotal:". Repeat this process for the Duration column. Have FirePoint Sum the Response Time and Duration columns by placing Sum symbols in the proper locations. Your layout should now something look like this. Take some time to experiment. Perhaps you would like to total the number of responders and average the Response Time and Duration by unit fields. You may also cleanup the report by bolding (Style menu) column titles, subtotals and totals. Each time you try something new remember you can preview your report by selecting Print Preview from the File menu. The Quick Report Editor allows you to add Report titles (Headers) and report footers. Simple select Headers & Footers... under the File menu.

56 52 FirePoint 8 Documentation Remember, you can adjust the size, style and type of fonts used in headers and footers. Date and times of printing as well as page numbers can be automatically generated in each of the headers and footers. Press the appropriate down arrow for a list of automatic headers and footers. From time to time you may wish to preview your printed report. To do this simply select Print Preview from the File menu. Your report will look something like this: With a few more adjustments your report begins to take shape. Remember FirePoint prints reports based on the number of records in selection. If no records are in selection FirePoint will skip printing the report. So if your report fails to print go back to the list view and search for the records you wish to include in your report.

57 3. Analysis & Reporting 53 If you wish you may save any Quick Report format you create. Under the File menu select Save As..., name your report and save it into FirePoint's Report folder, onto a disk or in any other convenient place. Next time you want to run the same report format just open the Quick Report editor and select Open from the File menu. Navigate to the report you saved. Sometimes you need just the row of totals and not a row of data for every record. If all you need are the subtotals simply hide the Detail row. Here's how you do that. Move the cursor over the Detail label on the upper left side of the layout. Right-click and hold the mouse button down. Select Hide from the pop-up menu. Here's how your report will look after you hide the Detail row. Notice the response time average has far too many decimals. To eliminate the decimals return to the Quick Report editor. Click once on the Response Time column to select it. Right-click on the selected column and select the Format option. Select the format you want to use.

58 54 FirePoint 8 Documentation Here's how the report looks when reprinted with the proper formatting. If you right-click on the Detail row and select Show from the menu item you can display data from individual records, not just the subtotal rows pictured above. If you want to display data from a related table like Incidents, for example, here's all you have to do. Create a new column. When the Formula Editor appears scroll down the list of fields until the IncidentKey field appears. Click on the "+" symbol and you will see a list of every field in the Incidents table. Select the field you wish to display with your Apparatus data and double-click on the field.

59 3. Analysis & Reporting 55 You may now label the new column with a "District" title and for every apparatus record the District value will be obtained from the Incidents table and printed in your Apparatus Quick Report. You have the ability to stylize your report. Under the Style menu select Presentation... Here you will see options for printing your new report. A sample report has been built-into the Presentation selection area to assist with your selection of report styles.

60 56 FirePoint 8 Documentation Subtotal reports do not have to be printed in column reports. Under the File menu select Destination and choose the Graph option. FirePoint will create a color graph illustrating the data in the subtotal report you created. If you produce a standard report you have the option of creating ASCII text files from the data in your database. These ASCII files can be used to export data in the field order you select when setting-up your Quick Report. Simply choose the File menu, Destination and Disk File. Remember, report formats may be saved and reopened under the File menu. 3.6 Quick Report - Cross Tab FirePoint's Quick Report Editor - Cross Tab Reports Here's an example of how the Quick Report Editor handles Cross Tab reports. At the Command Window press the Apparatus button to bring-up the Apparatus list view. Press Search button and select the Show All option. Under the File menu select Print Report... Press the Quick Report button to create an ad hoc report. Press the Create button to begin creating your quick report.

61 3. Analysis & Reporting 57 A Cross Tab report compares values stored in three fields. Let's say, for example, we want information about the response of each company ([Apparatus]VehicleID) broken down into responses (counts) by Station and by number of responders ([Apparatus]NoofPeople). Here's the procedure: 1. Press the Cross Tab button in the lower left to begin work on a Cross Tab report. 2. Drag the "VehicleID" field from the field list below into the first column / second row of the Cross Tab table above. Remember in a Cross Tab report the first column / first row is always blank. 3. Drag the "StationNo" field from the field list below into the second column / second row of the Cross Tab table above. 4. Drag the "NoofPeople" field from the field list below into the second column / second row of the Cross Tab table above. This is how your set-up should look at this point. 5. Notice the pointer is in the "Sort order" box in the lower left of the illustration above. Click once to change "No sort" column into "From top to bottom". This sorts the VehicleID values as they are displayed in rows down the left side of the report.

62 58 FirePoint 8 Documentation 6. Click once to change the "No sort" row into "From left to right" in the other label area at the top of the Sort order box. This sorts the StationNo field values from left to right across the top of the Cross Tab report. 7. Click once in the second column / second row where the [Apparatus]NoofPeople field is located. Now click once on the Sum Tool (that looks like an "E") and then the Count Tool (that looks like an "N"). Put "sums" and "counts" in the other cells as illustrated above. 8. In the first column bottom row place the label, "Total Vehicles". 9. In the last column top row place the label, "Total Stations". Here's how your report editor will look: Under the File menu select Print Preview... Press the Print preview checkbox on the printer dialog. Here's how your report will look.

63 3. Analysis & Reporting 59 Notice how totals are display by the number of responders (sum) over the number of responses (count). Grand totals are always displayed in the last column / last row. Experiment with different fields. For example, you can drag the [Apparatus]Duration field over the [Apparatus]NoofPeople field to see duration of incident response broken-down by Vehicle ID and Station. Here's another idea. Replace the [Apparatus]StationNo field by dragging the "AlarmDate" field on top of it. Right-click the [Apparatus]AlarmDate field and select the Edit... option. Surround the [Apparatus]AlarmDate field with a pair of parenthesis and add "Month of" in front. Here's new the formula: Month of([apparatus]alarmdate) Press OK to accept the formula. This new formula will now break down Vehicle responses by month (1-12) rather than by station. Now you can see trends over time. Remember, just like for List reports, you have the ability to change fonts, bold and colorize your report as you wish. You can even select a predetermined style by opening the Style menu and selecting Presentation...

64 60 FirePoint 8 Documentation Reports are not restricted to being printed to paper as boxes and numbers. Under the File menu select Destination and choose the Graph option. FirePoint will create a color graph illustrating the data in the subtotal report you created. You also have the option of creating ASCII text files from the data in your database. These ASCII files can be used to export data in the field order you select when setting-up your Quick Report. Simply choose the File menu, Destination and Disk File. Remember, report formats may be saved and reopened under the File menu. 3.7 Printing Labels FirePoint Can Print Labels Sometimes you need to create mailing or file folder labels. From the Command Window open to the list view of any application you wish. Under the File menu select Print Report... Click on the mailing labels button then press Create. The label editor will appear:

65 3. Analysis & Reporting 61 Just like the Quick Report editor you may drag field data from the "List of Fields" into the label area. If you wish to include static text on your label simply enter the text in the Static Text area and press the right arrow button to copy the text into the label area. Position field data wherever you wish on the label. FirePoint provides graphic tools for drawing shapes and lines. You may also change the font and style of your text. Repeat the field selection and positioning process until you have defined your label. Now press the Layout tab to select the layout of your labels.

66 62 FirePoint 8 Documentation Enter information about the layout of your labels. Sometimes label manufacturers will include label specifications with their products. Enter the information and test print a small selection of labels until you have confidence in your layout specifications. Notice the buttons on the bottom of the layout provide you with a means of saving and later loading label report formats. This can be a time-saver if you have a format you wish to use over and over. Label report formats may be created, stored and run whenever you wish. More on that in the next section of this chapter. 3.8 The Reports Factory Reports Factory Allows You to Design Your Own Reports The Reports Factory allows you design, store, display and use reports you created in up to five report generators. To enter the Report Factory we'll need to go back to the Command Window and

67 3. Analysis & Reporting 63 press the Maint button. When the Maintenance layout appears press the Reports tab. This opens FirePoint's Report Factory an area dedicated to creating and storing powerful reports you intend to use in the future. Press the Enter the Report Factory button to display the list view of reports. Now press the Add Record button.

68 64 FirePoint 8 Documentation This is the area used for entering a new report. On this page you enter a name for your report, the Display file area (Classes for example), the Records file area (Roster for example) and a description of the report. Most of the time the display file will have the same name as the records file. If you display the report in the Classes application you can use the Classes records file for your report. If however, your report focuses on the roster of students attending the class you would use Roster as the records file. Enter a description of your report and press one of the five report types buttons to get instructions for creating your report. SuperReports is provided in FirePoint 8, but will be discontinued in favor of an XML link between FirePoint and Microsoft Office 2003 (and higher) to be introduced with FirePoint 9. The next chapter, "Full-page Reports" explains the evolution from built-in reporting tools to automatic XML interfaces with Microsoft Office products. The Field Report Editor provides accumulated totals & graph. It was described earlier. The Label Report Editor provides labels it was described earlier in this chapter. The People Reporter provides total by person. It also performs monthly breakdowns. Use the same process whenever you create a new report in the Reports Factory.

69 3. Analysis & Reporting From the list view, press the Add Record button. 2. Complete the fields at the top of the first page. 3. Select a report type by pressing one of the 5 report buttons. 4. Carefully read the instructions that appear on the screen. 5. Create your report as instructed. 6. Save your report. Once a report has been saved it can be tested in the list view. 1. Click once on the report you wish to test. 2. Press the Print icon in the lower right corner. 3. Use the search editor to locate records for your test report. 4. Run the report. The Mail Merge report creates custom correspondence from data in any FirePoint application. When a report is saved it will appear on the list of reports associated with each report area. The Display file is the application where the report is displayed. The Description you entered is the Description that will appear if you click once on the report you created. All Report lists are updated each time you press the Done button. People Reports Provides Total by Employee We've already discussed Field Reports, Column Reports and Labels. Here's the one type of report we have yet to discuss. The People report can create employee totals from any fields you select. For example you can total the number of training hours by month per person, the number of times each member of the fire department has had a exposure to hazardous substances or the number of times each member has taught a training course. Let's create a new People report for training. At the list view press the Add Record button. Enter the report title and enter Classes for both the Display file as well as the records file.

70 66 FirePoint 8 Documentation FirePoint will now ask whether you want a total report or a monthly total by person. Both report styles will provide totals, the total report will provide totals of up to three fields by person per report. The monthly report only totals one field, but it will breakdown the total into twelve months and display each month as a column in the report. Enter "T" for a total report. Enter information about your report. This report is taken from the Classes table. Press the Next button to move to the Next page. 1. Enter a title as you would like to see it appear on your report. Your report does not have to list all personnel. If you wish to restrict your report to personnel assigned to a certain station or shift, for example, check the Search for subset of People checkbox. If you are using a records report that's different from your display report you will want to check the Search table before running check box. This feature allows you to search the records file before running your report. Sometimes you

71 3. Analysis & Reporting 67 may with use counts rather than total numeric fields. If you wish to count records check this third option. 2. Locate and click on the Employee ID field on the list. Press the first Select button to copy that Employee ID field into the first ID field. 3. Locate the first numeric field you wish added into the employee's total. Click once on the field and press the next Select button to copy that field into the second field location. Enter the title for that field as you would like it printed in your report. 4. Repeat the above step for a second numeric field, if desired. 5. Repeat again for a third numeric field, if desired. 6. Press Save to save your record. Once the report is saved, it becomes available in the list view of SuperReports. Locate the report you just saved. Click on it once. Now press the print icon button in the lower right corner of the SuperReports list view. Each time you run a report you have the option of entering a subtitle for the report. Here's how our test report looks: You can easily design a report that provides counts instead of totals. Simply reopen the save SuperReport. Go to the second data entry page and check the Substitute counts for totals check box. Notice that since we are simply counting records the first numeric field can be any field in the record we wish to count. Here we have select the Instructor field as a count field. Our report will print in the same format except it will show record counts under the "Number of Times" label rather than totals.

72 FirePoint 8 Documentation Full-Page Reports SuperReports and Beyond SuperReports was added to FirePoint in 1999 as a way to create full-page reports such as EMS Incident reports. Since that time several fire departments have designed response forms using SuperReports. As FirePoint has grown newer technology has emerged. Many databases are moving away from internal forms into sharing form production with software they already own. The "hooks" necessary for FirePoint to quickly communicate with Microsoft Office forms are found in a programming language called "XML". Beginning with FirePoint 9, XML will be used to allow you to connect your FirePoint data to any Microsoft Word, Microsoft Excel or Microsoft Outlook template you design. This will provide ease of control far exceeding the capabilities of internal report generation software. So while XML "Object Libraries" are being assembled for FirePoint 9, SuperReports remain a part of our system. Look for XML technology in all FirePoint modules with the release of FirePoint 9.

73 4. File Operations File Operations 4. ADMINISTRATOR REQUIRED - USERS OPTIONAL File operations perform a variety of tasks including the export of records to the State Fire Marshal. This chapter covers FirePoint's file operations. Subjects include: An Overview of FirePoint File Operations 130 Exporting and Importing Records Relating Operations Exporting Records to the State Fire Marshal's Office File Operations Overview An Overview of FirePoint File Operations As we have seen each FirePoint application has its own unique set of pre-programmed analysis and report routines. But there is another set of procedures that are unique to each application. File Operations are procedures used to export records from the current application, import records into the current application and perform maintenance on records in the application. Again, we'll use Incidents as an example application. From the Command Window start an Incidents process. When you reach the Incidents list view choose File Operations from the File menu.

74 70 FirePoint 8 Documentation This is the area used to Select an Operation. Note that file operations works like the pre-programmed routines in reporting. If you want to know how a certain operation functions click on it once. There are several operations associated with Incidents. The example above is an operation used to change an incorrectly entered incident number. Since FirePoint will not allow the incident number to be changed by normal field editing use this operation to change a mistakenly entered incident number. As a side benefit, this procedure will automatically change incident numbers in

75 4. File Operations 71 related Apparatus and Patients records. 4.2 Exporting & Importing Records Exporting and Importing Records While file operations vary from application to application most applications allow the exporting and importing of records. Export Incidents, for example, allows you to export a set of incidents into the transfer folder via either the Server path or the Local path. Exported records can be imported into FirePoint using the Import Incidents operation. Remember all records must be exported to the transfer folder. Whether the transfer folder is on a disk, a file server or a hard disk drive, records must be imported into FirePoint from the same transfer folder. When an export operation is chosen from the "Select an Operation", the user selects the records to be exported by a complex search box. This is the same search box used in searching and sorting. FirePoint will make copies of the selected records and create one or two export record files which are saved into the transfer folder. The Incidents, Apparatus, Classes and Patients files each produce two files during record export. In Incidents the "IN1" file holds incident data, the "IN2" file holds code descriptions. In Apparatus, the "AP1" file holds Apparatus records, the "AP2" file holds Responder records. In Classes, the "CL1" file holds Classes records, while the "CL2" file holds Roster records. In Patients, the "PA1" file holds Patients records and the "PA2" file holds related Treatments. Most other files produce single file exports. The first three letters of the file identify the export. For example, Exposures export files begin with "EXP".

76 72 FirePoint 8 Documentation When an importing operation is chosen the user is presented with a file navigation box and directed to open the transfer folder containing the export. The import is initiated when the user double-clicks on the correct import file. In general all imported records are checked for duplication. If the record already exists in the file, it is rejected. At the end of the importing process, the user is advised about the number of records imported and the number that were rejected as duplicates. 4.3 Relating Operations Relating Operations Occasionally you may wish to produce a report in one file based on the selection of records in another file. For example, suppose you wish to study the dollar loss of all incidents in which E-1 responded, regardless of whether or not E-1 was the first responding company. To perform this analysis start an Apparatus application. Select all E-1 Apparatus records. Under the File menu select File Operations. Select Relate APP to INC. Press Execute. FirePoint will automatically establish a set of incident records based on the Apparatus records now in selection. To view the related Incident records open the Incidents application. Under the Select menu choose Recall Set. Double-click on the APP to INC set in Recall Set. FirePoint will now display the related Incident records.

77 4. File Operations 73 A similar File Operation exists in Incidents. It relates a set of Incidents to related Apparatus records. After establishing the Apparatus set in Incidents File Operations, press the Apparatus button and then in the Select menu choose Recall Set. 4.4 State Fire Marshal Exports Exporting Records to the State Fire Marshal's Office One file operation you are apt to perform at regular intervals is exporting incident records to the State Fire Marshal's Office. Begin by pressing the Incidents button on the Command Window. Under the File menu select File Operations...

78 74 FirePoint 8 Documentation You will see two procedures related to the State Fire Marshal. Run the "State Fire Marshal Errors" file first. This will locate Incident records that do not meet NFIRS 5 error checking requirements. If you have errors go back to the Incidents list view after running the error checking procedure. Incidents that fail error checking will be marked in blue. Double-click on each blue incident and make the changes outlined in red on the first page of the Basic form. When your incidents are error-free run the "State Fire Marshal Export" routine. Follow the instructions in this routine to export your incidents. If you are exporting to the state you may wish to export only NFIRS 5 Incidents. Most states have no use for related Apparatus and Patients records. Besides, exporting unnecessary data can increase the changes your State Fire Marshal will find an error.

79 5. FirePoint Setup - General FirePoint Setup - General 5. ADMINISTRATOR ONLY This chapter provides the system administrator with the information necessary to setup & configure FirePoint. Subjects include: Here's How to Configure FirePoint 75 Setting-up FirePoint Operating Preferences FirePoint Paths Point the Way to Folders Support Files Provide Background Information Passwords Work Together with Denials 86 Denying Access to FirePoint Applications Setting-up FirePoint's Schedule FirePoint's Backup Options FirePoint's User Defined Fields 97 How to Edit the Contents of a Pop-up List FirePoint's Programmable CAD Interface FirePoint's Record Management Utilities 100 FirePoint Upgrading and User Maintenance Administrator Access Here's How to Configure FirePoint FirePoint software ships with installation instructions. Once you have successfully installed FirePoint the system must be configured to your fire department's

80 76 FirePoint 8 Documentation requirements. As Administrator you are responsible for the initial configuration of the system. All configuration and system maintenance operations are available under the Maint button. The Administrator level password is required to utilize this button. System Maintenance operations are listed in tab format starting with the Setup tab. Follow the numbered setup instructions to configure FirePoint for your fire department. 5.2 Preferences Setup Setting-up FirePoint Operating Preferences To locate FirePoint Preferences press the Maint button at the Command Window. Press the Preferences button.

81 5. FirePoint Setup - General 77 This area allows you set a variety of database preferences including the Station ID. If this is the "Server" version of FirePoint the Station ID will be set to "HQ". Otherwise, the "Sync" version of FirePoint will allow you to set-up communications between multiple single-user versions with different Station ID's. For more information see Chapter 6, "FirePoint Setup - Sync Version. This is the first page of the Preferences area: Notice you can set the order for pop-up people selection lists. You can add an incidents supplemental page to the Basic form for NFIRS reporting. This option supplies an additional page of user defined fields. You can also elect to allow users to save incomplete incidents. Many modules include auto numbering options that may be turned on or off. Area #4 is used for setting-up a CAD interface. You will be sent specific instructions for this area. Area #5 options are seldom required, unless there's a specific reason to enable one or more of them. Normally leave each checkbox in this area unchecked.

82 78 FirePoint 8 Documentation This page is used to setup NFIRS 5 reporting preferences. Notice this page can also produce the NFIRS 5 Fire Department ID file required by some states for NFIRS reporting.

83 5. FirePoint Setup - General 79 FirePoint can automatically construct different types of automatic narratives for Incident, Apparatus and Patient records. Notice each automatic narrative is a combination of static text and field values that are inserted into the static text by placing the cursor in the appropriate text place in the text field on the right then clicking the field title you wish to insert in the field list on the left. The remaining Preferences pages are used to enter fire department information, EMS information, selecting a map orientation and entering wording for Violation Notices generated in the Occupancies module. Examples have been provided to guide your data entry. 5.3 Paths Setup FirePoint Paths Point the Way to Folders To set paths begin by pressing the Maint button. Press the Set Paths button.

84 80 FirePoint 8 Documentation Set Paths button sets FirePoint's internal paths. Paths tell FirePoint where in your system key folders are located. These folders are used to store exported records, pictures, dispatches, etc. Here's more detailed information about setting your paths. Whenever FirePoint exports a file containing copies of records, the file is automatically placed in a TRANSFER folder. The TRANSFER folder is generally kept next to the FirePoint data file, but can be located anywhere you wish. Most Windows drives use a letter for drive designation. "C:" is normally reserved from the primary hard disk drive. FirePoint is installed on this primary hard disk. "A:" is normally reserved for floppy diskettes. Paths are usually set during installation. But because there are a variety of Windows operating systems and drive configurations it may be necessary to set your paths as part of system configuration. All Windows operating systems are path oriented. Each time you open a folder the path appears as the folder title. FirePoint establishes paths to increase its communications capabilities. If a fire department does not have the full-time network resources to support multi-user client server technology FirePoint can be configured to forward records via file sharing to the folders you designate when setting the path.

85 5. FirePoint Setup - General 81 Once you have double-clicked on the TRANSFER folder inside the FirePoint folder the path is displayed at the top. To set the server path simply type the path that appears at the top of the TRANSFER folder you have opened on your PC. Always add a "\" character to end of the displayed path. For the example above the server path would be: "C:\Program Files\FirePS\FirePoint\TRANSFER\" FirePoint also allows you to set the path by pressing the Set Path button. Using the file navigation box click on the TRANSFER folder located near the data file. FirePoint will automatically enter the "Server" path to that TRANSFER folder. The Local path is automatically set to an initialized disk containing a copy of the TRANSFER folder. Make sure the path begins with the letter of the disk drive, in this case "A:". If you have used the Set Paths drop-down the path is automatically tested. If you have manually set the path press Test Paths to test the path for accuracy. Remember to insert the Transfer disk if you are testing the local path. Either way, if you do not get an error message you may press Save to save the paths. If you intend to use Automatic Exports from an outlying fire station you will need to set another path to a folder titled TEMP. On outlying fire stations the TEMP folder is located on the same hard disk as the FirePoint application. Set the Temp path. At the "HQ" station the TEMP folder is not used. If using Automatic Exports on the "HQ" PC set the TEMP path to be the same as the Server Path. The Dispatch Path is used for collecting and forwarding files from a Computer Aided Dispatch (CAD) program. If you are not using FirePoint's CAD interface this path should be left blank. The Help Path is used for tell FirePoint where you are storing your Help files. The Picture Path tells FirePoint where to store pictures you've entered in FirePoint records. Usually the Picture folder resides next to the data file. Put a Picture folder on your hard disk drive and set this path before saving any pictures in FirePoint. The default path checkbox tells FirePoint to normally save export files either to the TRANSFER folder near the data file (server path), or to a TRANSFER folder located on a floppy disk (local path). Note: You may create a TRANSFER folder, however, the folder must contain a copy of the INDEX.txt file. The INDEX.txt file is simply an empty text file (a text file containing no data).

86 82 FirePoint 8 Documentation There are two types of Exporting operations supported by the Exports module; manual exporting and automatic exporting. If you have the Sync or Server versions of FirePoint review the manual and automatic exporting options described in Chapter 6, "FirePoint Setup - Sync Version". Exporting options are set on by pressing the Exports tab on the Set Paths dialog. If you are choosing manual exports simply make sure Automatic Exports is not checked. Press Save and you're done. If you wish to select Automatic Exports, check the Automatic Exports checkbox. Leave the Interval at 15 minutes (you can change it later if you wish). The Export Stations field should always have HQ displayed. The "Station to Station" checkbox forwards Incidents, Apparatus, Patients and Classes records two-ways. This generally produces a good amount of network activity and is therefore not recommended for departments with more than three or fours satellite stations. Normally, FirePoint will allow Occupancies records to be forwarded from "non-hq" stations to the "HQ" station. You can block the forwarding of Occupancies records by checking the "Block Prevention" checkbox.

87 5. FirePoint Setup - General Support Files Support Files Provide Background Information Support files store background information the user seldom sees. Keeping these files up-to-date is, however, a very important Administrator function. Vehicles and People are examples of support files. You can reach these support files from the Preferences area. All Support Files can easily be reached by pressing the Maint button. Select the Support Files tab. The support files provide pop-up lists of personnel, vehicles, training items, EMS

88 84 FirePoint 8 Documentation protocols, etc. Vehicles provides a list of fire companies and their assigned station. Always use a two digit station ID like HQ, 02, 03, etc. for the assigned station. The People file provides a list of fire department personnel. If the Personnel module is installed you may skip this section. Any entries made in Personnel will automatically be created in the People table. So if it's available always use Personnel. If Personnel is not available enter your personnel in the People support file. Other Support files may be accessed from the Support Files page. Curriculum, for example, provides a list of training objectives used by the Classes application. The objectives are broken-down into courses, blocks, units and tasks. Course titles must be abbreviated to 5 characters or less. All entries in the Blocks, Units and Tasks fields must be unique. For example, you cannot use the same block code in more than one course. If you wish to add Course titles to a selection of Curriculum records go to File Operations under the File menu. In addition to the standard exporting and importing file operations, you'll find an operation designed to speed entry of Course titles. Protocols provides a list of EMS treatments used in the Patients application. Symbols is a list of mapping symbols. If you don't utilize mapping, there's no need to edit this file. Maps file holds the image maps used in Incidents, Projects and Occupancies. When you copy a map image, make sure to include all of the upper left corner of the map. Mapping points are drawn from the upper left corner. Activate mapping in Administrator Preferences. Follow the instructions on the map layout to calibrate your maps for automatic entry of longitude and latitude. Changes and Holidays are used by the Scheduling application. Changes notes shift changes while Holidays tracks holidays recognized by staff. Permit Types lists permit types used by the Permits application. Denials is used to deny access to certain files by password level. As Administrator, you may create one Denials record for each application you wish to remove from the list of applications available to one group. More on passwords later. Help records hold text displayed when a Help button is pressed. Here's the "list view" of the People support file. List views are used to display records available in any given file.

89 5. FirePoint Setup - General 85 If you do not have Personnel installed you may add a record by pressing the Add Record button. To show all records, select Show All after pressing the Search button. To delete a record, click once on the record you wish to delete, then under the Enter menu select Delete Selection. By holding down the Command key, you may select multiple records for deletion. The Import button can be used to import support files you have exported from other FirePoint installations. Don't forget about FirePoint's Exporter / Importer. This Maint button Records tab operation will allow you to define fields prior to importing. It's a better importing choice when importing from non-firepoint data sources. The Export button is useful since it will allow you to create a "text" word processing document containing all of the information in the support file. Again, FirePoint's Exporter / Importer is more flexible especially if you wish to use your export in a non-firepoint application. Don't forget, FirePoint exporting and importing file operations are also available under the File, File Operations..., menu located in the "list view" of every FirePoint application. To view the text document in a word processor start the word processor set it to import a standard text document and open the text document you created. Text may also be imported into a spreadsheet. The spreadsheet will allow you to delete unwanted "columns" (fields) of text.

90 86 FirePoint 8 Documentation Press the printer icon on the right to get a printout of People. If you wish to edit a People record simply double-click on it. This is the "detail view" where individual records are added and edited. This same style layout is used throughout FirePoint. When you get back to the list view you may return to the Command Window by pressing the Done button. The Exports Application Can Update Support Files If your FirePoint Information System is the Sync or Server version you may automatically distribute edited support files to each station using Exports. Simply make your edits in any support file. Press the Exports button and choose the option to create a "server" export. Enter the two digit station ID or select the option to update every station. The Server Path must be correctly set on all FirePoint installations for this to operate. Changes made on the "HQ" station installation will be transmitted to all "Non-HQ" stations via files transmitted through the TRANSFER folder at the end of the server path. The next time a station uses Exports, it will automatically detect and load the "HQ" export you created. The records in the original support file will be deleted and replaced with the records from the "HQ" export. No user action is required. Remember, all FirePoint support files work the same way. Stop and take the time to set up the support files needed for the applications you have ordered. 5.5 Password Administration Passwords Work Together with Denials FirePoint contains a powerful password management system that is controlled from two areas; Password Administration and the Denials support file. Start by pressing the Maint button. In the Password Administration area #5 press the Password Admin button.

91 5. FirePoint Setup - General 87 Notice that passwords are made-up of users and groups. All FirePoint users belong to one or more of FirePoint's password groups. Privilege levels are assigned to password groups. You may add to FirePoint's core list of users. This allows you to have a separate user name for each user in your system. You should not add to the eleven group levels that are "hardwired" into FirePoint. Groups are displayed in descending order of privilege. Senior Staff, for example, should be assigned more privileges than Captains. Notice above, when you click on the Administrator user the word "Administrator" appears below the list of users (left-side) indicating the Administrator is a member of the Administrator group.

92 88 FirePoint 8 Documentation Similarly we can identify the users assigned to any one group of privileges. Above we have clicked once on the Captains group. All users assigned to the Captains group are listed in the lower-right scrolling box. In this case only the Captains user has been assigned to the Captains group. As Administrator you can test privileges assigned to the Senior Staff, Captains, Secretaries, Registered and Guests groups by entering FirePoint via the User name you wish to test. If you wish to lock others out of these five user names, simply enter FirePoint via the name, open an application, like Incidents, from the Command Window then choose Change Password from the File menu. Saving Password Users and Groups Before going any further let's save a backup copy of the existing list of password users and groups. Under the Passwords menu item choose Save Groups... When the file navigation box appears choose a location, name and save the file of original passwords. Repeat this process each time you edit your password system. Always keep a backup of your password system. Use Load Groups... to load a save password file. FirePoint has shipped with seven core users and eleven group levels. The Designer user is owned exclusively by End2End, Inc. The Administrator user is assigned to the Administrator group. The Administrator may edit the Administrator user. The other five core users provide the Administrator with an example of how to assign users to one of the five remaining password groups. The Administrator cannot edit or delete these example users. Editing a User Let's start with the Administrator. We can edit the Administrator user name and password by double-clicking on it.

93 5. FirePoint Setup - General 89 Here's a look at the Administrator. The Administrator name, like other predefined user names, should be left as is. You may, however, create and edit any new user names you wish to add. The "Startup procedure" should always be left blank. "Last use" and "Number of uses" are incremented by FirePoint and may be reset. The area "Default owner of objects..." should be left set to "All Groups". If you edit a password the next time the Administrator enters FirePoint the Administrator's password will be required. Remember your password and remember FirePoint's passwords are case sensitive. To enter a new user under the Passwords menu select New User... Once you've created a new user you can add the new user to a group simply by dragging his or her name from the users list on the left into one of the groups listed

94 90 FirePoint 8 Documentation on the right. So adding is a simple "drag & drop" procedure. Add as many users as you wish. You may assign new users to the Administrator, Senior Staff, Captains, Secretaries, Registered or Guests groups. If you need to define additional privilege groups Group1 through Group5 have been provided. Users May Change Their Passwords If a new user checks into FirePoint by double-clicking on his name (no password) he or she can change his or her own password. Here's how it's done. From the Command Window start any FirePoint application. In this example, we'll start Incidents. Select Change Password from the File menu. FirePoint will verify the user by requiring him or her to reenter their password. If the log-in is successful a change password dialog will appear. The user will be required to enter his or her new password twice. If the two passwords match and the OK button is pressed, the user will have a new password. Remember, FirePoint's passwords are case sensitive. Watch that Caps Lock key! Password Administration Do's and Don't's You may enter as many new users as you wish. You may also edit the existing Administrator user. Example users may not be edited. New users, entered by the Administrator, may be edited but not deleted. Instead of deleting unwanted users simply rename the users: z_reuse01 This will cause the unwanted users to fall to the end of the password list. The name can then be reused when a new user is required. Once your users and groups are defined you may create a password file which can be saved and loaded into any new FirePoint upgrades you may receive. You may load the password set created at one station into FirePoint Information Systems at other locations. You should never edit a group. Group names are programmed into FirePoint. Do not add a group or change the name of a group. Do not forget the Administrator's password. If you forget the Administrator's password you will be locked out of all configuration and system maintenance areas. Also, take care not to remove the Administrator user from the Administrator group. If this were to occur the Administrator would be denied access to the Maint button on

95 5. FirePoint Setup - General 91 the Command Window. Once users have been entered and assigned to groups it's time to assign specific privileges to the groups. We do that via the Denials support file. 5.6 Denying Access Denying Access to FirePoint Applications As mentioned earlier in this chapter the Denials support file is used to deny file access to a password group. One Denials record is entered for each file denied to one group. For example, if you do not wish Guests to have access to the Personnel file you would create one denials record with Personnel as the file and Guests as the group name. To access the Denials file, press the Denials button. Here's the Denials list view. Double-click on a record to view it.

96 92 FirePoint 8 Documentation Notice there are four main fields in the Denials "detail view". The first is the name of the password group. The second is the name of the application. Both fields have associated popup lists for easy entry. The third field is the "Deny All Access" field. If this field is checked the user will not have any access to the file. If you allow partial access the fourth field will be enabled. You have the option of setting the privilege to Read Only, Read/ Add Only or Read/Add/Modify but not delete. Here's a single Denials record. This record denies all Captains access to the Scheduling application. You may add, delete or edit Denials to meet your needs. After editing Denials records return to the Command Window. Press the Pause button and log-on as a member of a group that has been denied access to FirePoint applications. Here's how the Command Window appears to a member of the Captains group.

97 5. FirePoint Setup - General 93 Notice denied applications disappear from the Command Window. Modules, like Occupancies, that have pop-up application lists do not display denied applications. 5.7 Scheduing Setup Setting-up FirePoint's Schedule FirePoint can track fire department work schedules of up to three line shifts and three staff shifts per day. Line shifts are scheduled to work on a rotation of days while staff shifts are scheduled by day of week less recognized holidays. Begin by press the Maint button at the Command Window. Press the Schedule Setup button.

98 94 FirePoint 8 Documentation To setup FirePoint for your fire department's schedule press the Schedule Setup button and follow the instructions to enter your scheduling data. Enter the number of hours per line and staff shift on the left. The line shift schedule is entered in the center. If the line shift repeats after 24 days, for example, you would have 24 records in the center scrolling area; one record for each shift day in the cycle. Since staff shifts are based on the day of the week there will always be seven (7) records in the staff records area on the right. After this data has been entered press the Holidays button to enter the holidays used by Staff personnel. Make sure you include all holidays for at least 500 days into the future. If your Holidays cover less than one year into the future you will be warned your holiday list is obsolete. Whenever you change shift information in the line or staff area, make sure you quit FirePoint and restart to initialize. You may enter any scheduled shift or station assignment changes in the Changes file. Just press the Changes button. The first time you enter the Scheduling area press the Recalculate button in the lower middle portion of the Scheduling screen. This button will recalculate your schedule based on the information you entered into FirePoint.

99 5. FirePoint Setup - General 95 For Scheduling purposes remember Overtime is any time spent on duty which is in addition to a person's regular work schedule. Overtime also includes any additional compensation for working above grade level. Leave is any absence from a person's regular work schedule. You may enter as many categories of Overtime and Leave as you wish. Tasks are used to track work projects. Availables lists personnel willing to work overtime should the overtime become available. 5.8 Backup Options FirePoint's Backup Options Never use third-party software to initiate a "live" backup of FirePoint or FirePoint server while these applications are running. Third-party backup programs can cause damage to FirePoint files because live FirePoint files are constantly changing. The attempt to copy a changing file can introduce corruption especially when done over a long period of time. Begin by pressing the Maint button.

100 96 FirePoint 8 Documentation Now press the Backup Options button. Here's the Backup Options page: FirePoint will create backups of every record in every FirePoint file. This type of backup is unusually powerful because it allows you to restore one or more tables without having to change data in other tables. Press the Instructions tab for more information about how this function works. Remember, you need to create a "Backup" folder containing three sub folders: "Backup_A" "Backup_B"

101 5. FirePoint Setup - General 97 "Backup_C" The path on page one needs to be set to the Backup folder. It must always end in a "\" character. Backups will first be sent to the "Backup_A" folder, then the "Backup_B" and finally the "Backup_C" folder. When all folders are full the next backup will overwrite the oldest set of backup files in the three folders. To restore a backup simply press the Restore button. 5.9 User Defined Fields FirePoint's User Defined Fields Sometimes you may want to track data that does not appear in a FirePoint field. For these situations FirePoint let's you add your own fields to several FirePoint applications. Press the Maint button. Now press the User Fields tab.

102 98 FirePoint 8 Documentation To see where User Defined Fields (UDFs) are located, press the Show Unactivated UDFs button. Then press the Done button and go through the "detail view" of any FirePoint application. You should see several UDFs per application. Note the name of the UDF you wish to activate. Next press the Maint button and return to the User Field tab in System Maintenance. Press the Hide Unactivated UDFs button to hide unused UDFs. Now press the Setup User Fields button and locate the UDF you wish to modify. Each UDF is identified on the "list view" of User Fields. If necessary press the Show All button to show all user fields Double-click on the field title to edit the field. Note your User Field can have an associated pop-up list. To view or create new pop-up lists go to the "Edit User List" tab of the User Field detail view. Once you've created a few user fields in an application, return to the application to test your new fields Edit Pop-up Lists How to Edit the Contents of a Pop-up List FirePoint uses pop-up lists to standardize and speed data entry. When a list pops-up the title of the list always appears at the top of the list.

103 5. FirePoint Setup - General 99 Lists can be edited by the Administer by pressing the small Edit button that appears when a list pops-up. The Edit button only appears if you log-on as the Administrator. Another way to edit pop-up lists is by pressing the Maint button. Now select the Edit Pop-up List tab. Remember, select the pop-up list by name. Make sure you save any changes to make to the list Programmable CAD Interface FirePoint's Programmable CAD Interface FirePoint features a programmable CAD interface. Programming for a CAD interface is entered via the CAD tab. To access this tab press the Maint button.

104 100 FirePoint 8 Documentation Now select the CAD tab. Call End2End, Inc. technical support for specific instructions before entering data in this module Records Management Options FirePoint's Record Management Utilities FirePoint offers several record management utilities. To access these utilities press the Maint button. Now select the Records tab.

105 5. FirePoint Setup - General 101 FirePoint includes built-in record management utilities for importing / exporting records, searching for and replacing values in groups of records as well as record cloning. Here's a summary of each function. FirePoint Exporter / Importer If you ever need to transfer data into or out of FirePoint you should consider FirePoint's exclusive Exporter / Importer. This powerful operation allows you to export data from or import data into every file in the FirePoint database. This operation support ASCII, DIF and SYLK file transfer formats. When you select the Exporter / Importer you will see a list of each file in the FirePoint Information System. Begin by clicking on the file you wish to view. Here we'll click on the People file. FirePoint uses pop-up lists to display data entry selections. The selections in this pop-ups is edited by the Administrator using the Edit Pop-up Lists operation. Simply select the list you wish to edit and follow the instructions on the dialog.

106 102 FirePoint 8 Documentation As soon as a file is selected FirePoint displays all the fields in the selected file in the left scrolling list. Click the Export or Import button to select between exporting data out of a file or importing data into a file. Next, select the fields and field order for your data. Once the fields are selected you may select the export or import file format by pressing the ASCII, DIF or SYLK file formats. ASCII is standard text with fields separated by tabs and records separated by a carriage return. DIF and SYLK formats are more structured and preferred for data transfer when available. Use the Exporter / Importer for entering employee lists, entering chemical information from CAMEO or for exporting data in any FirePoint file. Global Search & Replace FirePoint's Global Search & Replace function will find the value of a field and replace it with a new value. Let's suppose "E1" was used to represent Engine 1 in some incident records while "E-1" was used to represent the same engine in other incident records. Global Search & Replace can be used to change every instance of "E1" to "E-1" in any selection of incident records.

107 5. FirePoint Setup - General 103 Clone Record Data As administrator you have the ability to clone multiple fields of data into a selection of records. Suppose you have just entered 50 occupancies in an office park. Since many fields have the same data use the clone record function to place that common data in each of the new occupancy records. Use this powerful feature with caution Maintenance Tab FirePoint Upgrading and User Maintenance The final two tabs available in System Maintenance are used for upgrading and user maintenance operations. To reach each of these tabs begin by pressing the Maint button. Now select the Upgrading tab. The Upgrading tab allows you to export Pop-up List edits as well as your user passwords. After upgrading you can return to the same area to import your Pop-up

108 104 FirePoint 8 Documentation lists and passwords. The Maintenance tab is frequently used for entering passwords to perform system maintenance. Frequently a user maintenance password will be supplied with your upgrading instructions. Specific instructions for upgrading and maintenance are provided as needed.

109 6. FirePoint Setup - Sync Version FirePoint Setup - Sync Version 6. ADMINISTRATOR ONLY The Sync version of FirePoint provides some advanced communications functions. This chapter shows how these functions can be accessed and configured for local use. Subjects include: Data Communications is Key 105 Manual Exporting 107 Automatic Exporting 111 FirePoint Mobile Prevention Extends Sync Function 113 Internet FTP Export Exporting Overview Data Communications is Key Information is useful only to the extent it is communicated effectively. Flexible data communications is an important part of a quality information system. Fire departments present unique data communications challenges. Not only does a fire department information system need to be able to communicate among work stations in a single building, it should support various WAN "wide area network" options to connect outlying fire stations with headquarters. FirePoint can communicate data via disk, thumb-drive sync, modem on a dial-up phone line, net modem on a dedicated network connection, high speed digital lines as well as wireless and hardwired LANs (Local Area Networks). As seen in the last chapter most FirePoint applications have the ability to export and

110 106 FirePoint 8 Documentation import records via File Operations. File Operations allows you to export or import records. All records are exported into a transfer folder. The exact location of the folder is determined by the "path" set during system configuration. The "server" or "local" path is chosen by the user at the time of the export. When a selection of records are exported, one or two export files are created. The files are labeled in a specific manner. When Incidents are exported, for example, two export files are created. Here's the logic behind the label. The first three letters identify a file; "IN1" the Incidents file, "IN2" the Descriptions file. The fourth character is always a period. The next six characters indicate the date of the export in year, month and day format. The last four characters indicate the time of the export. Exported records are placed in the TRANSFER folder at the end of the select (Server or Local) path. When File Operations is used to import records, the records are loaded from the TRANSFER folder on the same path. For this reason, you should use the same paths in each FirePoint installation. One disadvantage of exporting and importing via file operations is that the exporter must determine which records need to be exported. In addition, the importer must know which records within the transfer folder need to be imported. To simplify the exporting and importing process FirePoint has an available Exports application available in its "Sync" and "Server" versions.

111 6. FirePoint Setup - Sync Version 107 This chapter covers the data communications capabilities of the Exports module. 6.2 Manual Exports Manual Exporting Manual & Automatic Exporting works to sync records between the following FirePoint applications: Here's how it works. The Administrator has set a server path to the shared TRANSFER folder. This path must be the same for all FirePoint installations that intend to share data. If the Administrator entered the data file's station ID as "HQ", (Command Window, Maint button, Administrator Preferences) pressing the Exports button on the Command Window will start an operation that looks in the TRANSFER folder to see if there are records needing to be imported into the central database. If the Administrator entered the data file's station ID as a numeric, such as "02", "03", "04", etc. pressing the Exports button on the Command Window will start an operation to search for Incidents, Apparatus, Patients and Classes records entered after the last export. These records will be copied and exported into the TRANSFER folder. Exporting Records Using Manual Exports If you are exporting to a TRANSFER folder on your file server make sure the network is operational. Like other applications Exports is started from the Command Window. When the Exports list view appears on the screen press the Add Record button. FirePoint will ask if the Export is to be done via the Server path or the Local path. FirePoint defaults to the path default you set when you entered the path (Command

112 108 FirePoint 8 Documentation Window, Administrator Operations, Set the Path). Next FirePoint wants to know if you want all unexported records located and exported by FirePoint (Standard export) or you want to select your own records for export (Custom export). Press OK to initiate the standard export default. FirePoint next will take you to the Exports data entry area. This is where records to be exported are identified and exported. The Serial Number identifies how FirePoint intends to label the files to be exported. Notice records will be exported to the "HQ" station from the "02" station. ("HQ" station never exports records.")

113 6. FirePoint Setup - Sync Version 109 The first time you create an export, records are exported from 1/1/90 at 00:01 to the current date and time. The next time a set of records is exported, the beginning date and time will correspond with the date and time of the last export. The create date and time refer to the current date and time. FirePoint also identifies the user responsible for the export. Press the Prepare Export button to continue. FirePoint lists the sets of records to be exported. If you wish you may double-click on a record for more information. To initiate the export of records listed in the Exports input layout, simply press the Save button. All records will be copied and placed in the transfer folder via the selected path. Exporting may take a minute or two. When exporting is complete press the Cancel button to return to the Exports output layout. Press the Show All button and you will see your first export record displayed. FirePoint station databases retain their export record listing for 90 days. After that time the export record is automatically deleted.

114 110 FirePoint 8 Documentation If you were to look inside the transfer folder this is what you would see. There are four files. "93" refers to the year of the export. "HQ" refers to the station to which the export is addressed. "02" refers to the station making the export. The next three digits refer to the number of the export. Here, "001" is the first export in "IN1" indicates the Incidents file. "IN2" indicates the related Descriptions file. "CL1" indicates the Classes file. "CL2" indicates the related student list held in the Roster file. The final character is an uppercase letter "O" (not a zero). This character indicates the export files belong to the group of "Operations" applications; Incidents, Apparatus, Patients and Classes. Importing Records at the HQ Station Outlying fire stations use Exports to export records to the HQ station. The central

115 6. FirePoint Setup - Sync Version 111 "HQ" database is designed to import records from the stations. Here's how it works. At the HQ station, press the Exports button on the Command Window. When the Exports list view appears, press the Add Record button. Select a path; server or local. Since FirePoint presents the default path, simply press OK. FirePoint will look in the transfer folder. If any exported records are present, they will be imported into the appropriate FirePoint file. Duplicate records will not be imported. Since this is the HQ station FirePoint will simply let the user know that the HQ data file does not export. Acknowledge this warning by pressing OK. You will return to the Exports list view. Press the Done button to complete the importing process at the HQ station. FirePoint's manual exporting function locates, packages, forwards and updates records between workstations. It's a powerful feature. But FirePoint also has the power to perform each of these operations automatically. Here's a look at automatic exporting. 6.3 Automatic Exports Automatic Exporting Once the path is set (Command Window, Maint button, Setup, Set Paths) you may set exporting variables by pressing the Exports tab. Automatic exporting is enabled by checking the Automatic Exports check box. Automatic Exports operate primarily in the background. Here's how. When the Save button is pressed in any Incidents, Apparatus, Patients and Classes applications FirePoint makes a copy of the record and places it in the TEMP folder on the user's local hard drive. At the interval established by the interval variable:

116 112 FirePoint 8 Documentation FirePoint checks the TEMP folder to see if there are any files needing to be forwarded via the server path to the TRANSFER folder. If the transfer folder is available via the server path FirePoint will copy the file from the TEMP folder to the TRANSFER folder. If the copy was successfully completed FirePoint will delete the copy from the TEMP folder. Since the HQ PC is using the same path to the TRANSFER folder it monitors the TRANSFER folder at interval for files addressed to HQ. If a file is located it is automatically imported into FirePoint HQ. Any records successfully imported are then automatically deleted from the TRANSFER folder. Automatic exports take place in the background. It requires no special user training. There are also many safeguards built-into automatic exporting. If, for example, the network "goes down" for a few hours, saved records will simply accumulate in the station's TEMP folder. When the network is restored, all records in the TEMP folder will be forwarded over the network to the transfer folder on the file server. No user intervention is required. Troubleshooting Exports Application Most Exports errors are caused by: 1. Improper setting of server path 2. Improper setting of local path 3. Failure to select the proper path 4. Outlying Stations set to "HQ" in Preferences 5. Central PC (to receive) not set to "HQ" 6. Network down or network error 7. Missing Index.txt file (in TRANSFER folder) 8. Locked (by password privilege) transfer folder Over networks all workstation users must have read and write access to the transfers folder. If a user is locked-out because of a lower level file sharing password an error will result. If export files fail to delete after an import, check the password security level of the shared TRANSFER folder. If file sharing security does not allow record deletion, the files will not be automatically deleted. If too many export files have collected in the TRANSFER folder, you may get an "Out

117 6. FirePoint Setup - Sync Version 113 of Memory" error. If this occurs temporarily move a number of records out of the TRANSFER folder. Try the import with fewer records. Memory errors can also be caused by a corrupted export file. Remove a number of files from the TRANSFER folder and run exports again. If trail and error allows you to identify the corrupted file, look to its title for information about its origin. If you are using automatic exports make sure users press the Save button when saving records. Some users may simply click on the window's close box. While this will save the record in the data file, the larger Save button must be used to both save the record and make a copy of the record for the TEMP folder and forwarding to the server. Bad network cards, poor termination or noisy network cables may all be sources for file corruption over a network. 6.4 Mobile Prevention FirePoint Mobile Prevention Extends Sync Function Wireless routers are inexpensive with most priced well under $100. Wireless Local Area Networks (wireless LANs) are easy for fire departments to setup and maintain. FirePoint's new "Mobile Prevention" feature is designed to take advantage of wireless LANs. Mobile Prevention will automatically sync the prevention modules on several laptop PCs. Now mobile users can view and edit prevention records automatically syncing record changes when they return to the fire station and get within the range of their wireless LAN. The following FirePoint modules are supported: Occupancies (Pre-planning with Pictures) Inspections Violations Permits Hazmats Tenants Complaints Abatements Mobile Prevention works with both the single-user and server versions of FirePoint. This document provides step-by-step procedures for implementing Mobile Prevention in FirePoint. Before using these instructions you should: 1.) Already have a wireless LAN in place. 2.) Have setup folder sharing over the wireless LAN. 3.) Have instituted whatever network security features you require.

118 114 FirePoint 8 Documentation FirePoint technical support will help with FirePoint implementation. Please consult other vendors for wireless LAN setup, file sharing and network security issues. Before Using Mobile Prevention Before using Mobile Prevention you should be aware of the following limitations: 1. This feature is provided "as is". Like all fire department software it should be thoroughly tested for suitability for your intended purpose before being implemented in fire department operations. 2. Mobile Prevention uses wireless network resources to sync individual record changes. Therefore, Mobile Prevention should be used for relatively stable Prevention operations. It should be implemented after Occupancy records have been imported and record updates are in a regular maintenance mode. 3. All FirePoint applications need to be the same version. Mobile Prevention starts with the "12/04" release of FirePoint. 4. Mobile Prevention cannot sync the deletion of mobile records. It's intended for maintaining edits only. 5. Mobile Prevention works well for up to about 5 mobile users. A much larger number of mobile users may result in too much network activity. Even non-active users have to be updated with changes made by active units. 6. Mobile Prevention is a type of "Auto Export". Your fire department should already own the Exports module. If you are using FirePoint's Export module you cannot use Mobile Prevention without sacrificing your current Exports module settings. 7. If mobile units are adding new Occupancies, unique FileID's must be used. "New Records" may be created on the server version then "edited" by mobile units to maintain unique FileID's for new records. 8. The user must accept the fact it is possible for the same record to be modified by two independent workstations at the same time. Use client server connections when it's likely multiple workstations will be attempting to edit the same record at the same time. 9. Pictures must be entered on the server version. Server pictures will, however, be distributed to mobile units on a daily schedule. 10.To avoid "record built-up" ALL Mobile Prevention workstations must have active access to the LAN at least once a day. This will prevent the accumulation of "edits" in the TRANSFER folder. How it Works FirePoint has a "Server Path" which defines the path to a TRANSFER folder that is shared by all users on the network. When Mobile Prevention is activated the "HQ" station creates exports each time a prevention record is modified. When a modified record is saved copies of the modified record are deposited in the TRANSFER folder

119 6. FirePoint Setup - Sync Version 115 for each Mobile Prevention workstation to pickup. This is an entirely automatic process. Prevention record modifications are handled a bit differently on Mobile Prevention workstations. Since mobile workstations will be "off the network" for considerable periods of time all prevention record modifications are saved into a TEMP folder on the workstation's local drive. Periodically the mobile workstation checks to see if the TRANSFER folder is available. If it is available all record exports are moved from the TEMP folder to the TRANSFER folder. The TRANSFER folder is also checked for any record modification exports entered by the HQ station or any other Mobile Prevention workstation. Since stored procedures are used to periodically check for change exports no user initiated exporting or importing is required. Simply leaving FirePoint software running and it will sync record edits automatically. Every 24 hours pictures entered in the HQ station are distributed to Mobile Prevention workstations. This will allow Mobile Prevention workstations access to all preplanning information, including pictures. Step-by-Step Setup Instructions 1. At the Command Window press the Maint button. Press the Preferences button. In the upper left corner enter a 2-character Station identification. If this is the server then the identification will normally be "HQ". Otherwise enter a unique ID for the separate workstation or mobile laptop being used.

120 116 FirePoint 8 Documentation 2. At the Command Window press the Maint button. Press the Set Paths button. If this is the "HQ" station set and test the Server Path. Set the TEMP Path to be the same as the Server Path (on the "HQ" station only). If this is the "HQ" station set the Picture Path to be the central storage folder for all FirePoint photos. If this is NOT the "HQ" station create a TEMP folder on the local drive and set and test the Temp path to that folder. Create a local Pictures folder on the local drive. Set and test the Pictures path to that folder. Remember, each Mobile Prevention workstation must have access to the Server Path over the wireless network. Note: One way to share folders like the Transfer folder over a network is to "map" the folder as a drive. Giving the folder a drive designation will make it easier to share. See Windows documentation for "mapping" drives.

121 6. FirePoint Setup - Sync Version Press the Exports tab to proceed to the second page of the layout. The "Automatic Exports" checkbox should be checked on all PC's that will be exchanging files. If this is the "HQ" PC and the "HQ" PC uses the server version of FirePoint check the box with the title, "Run Exports as a Stored Procedure on Server". If the "HQ" version is a single-user version of FirePoint leave this checkbox unchecked. The Export Interval should be set for 5, 10 or 15 minutes. The Exports station field should contain a list of all valid Export stations that you wish to activate. Make sure the list begins with "HQ" and includes all active Mobile Prevention station designations (used in #1 above). Click on the field and press the Modify button to add or delete Station ID's. Make sure you leave this field displaying the "HQ" station designation regardless of whether or not it is the "HQ" station. Make sure the "Station to Station" checkbox is checked. Make sure the "Block Prevention" checkbox is not checked.

122 118 FirePoint 8 Documentation 4. At the Command Window press the Maint button. Press the Backup Options button in the lower right. If this is the "HQ" station check the Activate Records Backup button. Enter the path to the Backup folder. Remember, the Backup folder needs to be shared by all FirePoint workstations so mapped drive letter access is a good strategy. The Backup folder must contain three sub folders; Backup_A, Backup_B and Backup_C. These sub folders keep three generations of backups with the oldest backup being replaced when a new one is added. The "HQ" station places backup records into the Backup folder. Other stations sync to the Backup folder. If this is the single-user version enter the amount of time between backups. Usually this will be 12:00:00 or 24:00:00 (12 or 24 hours). If it's the server version set the daily time you wish FirePoint server to conduct the export (02:00:00 for 2:00 am, for example). The rest of the fields are display-only fields that provide information about backup history. You can test the Backup path by pressing the Test Path button. If this is the "HQ" station you can perform a manual backup by pressing the Backup Now button. The Clear Times button will clear backup history and send the next backup (manual or automatic) into the Backup_A subfolder inside the Backup folder. Remember, when running the "HQ" station on 4D Server, after entering new Backup or Mobile Prevention settings you must quit and restart the 4D Server application in order to initialize the new settings.

123 6. FirePoint Setup - Sync Version Press the Mobile Sync tab. Check the Activate Mobile Prevention checkbox. If this is the "HQ" version you will be able to test your setup by press the Test HQ button. The "HQ" version will normally export updated Ordinances and Pictures after midnight. If you wish to export those records immediately simply press the Export Ordinances and Pictures button. Mobile workstations will import these files early each morning. Remember, when running the "HQ" station on 4D Server, after entering new Backup or Mobile Prevention settings you must quit and restart the 4D Server application in order to initialize the new settings. If this is a mobile workstation set the path to the Picture folder that is located on the server. Remember, each mobile workstation has its own Pictures folder on its local hard drive. The path to that folder was entered under #2 above. This Picture path setting is to the Pictures folder on the server that requires network access. You can test the Server Picture Path by pressing the Test Path button. If this is not the "HQ" station you can perform a manual sync of exported Ordinance and Pictures by pressing the Sync Ordinances and Pictures button. The Test Mobile button will test settings for this mobile workstation. If this is a mobile workstation you can overwrite all Prevention records by pressing the Manually Sync Prevention Records button. On the "HQ" station setting the sync prevention records button will export records into the Backup folder.

124 120 FirePoint 8 Documentation Remember, you must test this system to determine whether or not it is suitable for use in your operation. That determination is yours alone to make. You must accept the limitations inherent in a system that depends on record syncing as opposed to having a full-time direct connection to a central data file. 6.5 Internet FTP Exports Internet FTP Export (New module now being installed.)

125 7. FirePoint Setup - Server Version FirePoint Setup - Server Version 7. ADMINISTRATOR ONLY The Server version of FirePoint runs on your local network or over the Internet. This chapter shows how to setup this powerful application. Subjects include: FirePoint Server Offers Additional Backup Options 121 FirePoint Server can be Operated as a Service Application 124 Connecting to FirePoint Server Via the Internet 125 Using Remote Desktop for Fast Connections at Slow Speeds Backup Options FirePoint Server Offers Additional Backup Options WARNING: FirePoint server is an active application that provides two methods of backup. NEVER USE A THIRD-PARTY BACKUP APPLICATION TO BACKUP FIREPOINT SERVER WHILE IT IS OPERATING. FirePoint backup operations are designed for use while FirePoint server is running. This is not the case when a third-party application attempts to backup FirePoint while it is running. If you find your FirePoint server application is subject to unexpected quits and problem starting check to make sure you are not backing it up with outside backup software. You may safely us third-party backup applications to backup FirePoint backups ONLY. To repair FirePoint run 4D Tools (Chapter 9). If the damage is more severe then upgrade FirePoint server to its most recent release (even if it's the same release) and run 4D Tools to repair. All FirePoint applications have the backup option to copy every records in each table

126 122 FirePoint 8 Documentation as described in Chapter 5. The Single & Sync versions of FirePoint offer the option when exiting the FirePoint application. The Server version automatically performs this copying operation every day at the time set by the Administrator. In addition to copying records the server version of FirePoint offers an operation to make copies of both the database structure and database data files at periodic intervals. If you wish to use this backup option begin by determining where you wish to send the backup files. It doesn't make sense to backup files to the same physical drive used to operate FirePoint. If that drive fails, you will loose both the FirePoint application and your backup. A separate physical drive on the same PC is safe. You can also save backups to a file server. Often, it's advisable to "Map" a drive letter to the folder where you wish to send FirePoint backups. Windows operating systems provide information about mapping a network drive. Once you've determined where you want to send the backups and mapped a drive letter then you can begin setting-up the backup within the FirePoint server application. Here's a picture of the server screen.

127 7. FirePoint Setup - Server Version 123 Notice there are no users currently checked-into the server. Now select Full Backup... from the Backup menu item. Here's the area where you set your backup preferences. Notice we've select the H:\ drive as the destination for our backup. We are backing up both the Data and the Structure file. No "Log file" is necessary. FirePoint will store up to three sets on backups on the H:\ drive. When the 4th backup is written to the H:\ drive it will replace the oldest version of the three stored on the H:\ drive. Press the Backup button to store backup preferences. This screen shows you where backup preferences are being stored. You must store your backup preferences file in the SAME folder where the original Fire_PS.4dd data file is located. Generally this file is stored in the Fire_PS folder.

128 124 FirePoint 8 Documentation Press the Save button to save your preferences. Set the time for your next FirePoint backup. It's best to do this once a day at a time of minimal server activity. At this time make sure all users have logged-off the server. Quit the server and restart the server to save your backup preferences. 7.2 Running Server as a Service FirePoint Server can be Operated as a Service Application If you are running FirePoint on Windows NT, Windows 2000 Server, Windows XP Pro or Windows 2003 Server you can run FirePoint Server as a Service Application. Here's why you might want to do that. A service is a separate server application process that can be started and run in the background. The big advantage here is FirePoint server can operate in the background without appearing on the Window server's desktop. It's a good security option because other users can be kept from interfering with the FirePoint server service.

129 7. FirePoint Setup - Server Version 125 Another big advantage to operating FirePoint server as a service application is Windows allows services to automatically restart after a power outage or server shut-down. This can greatly reduce service calls when problems occur. To set-up a service simply select Register as Service from the File menu. Service options will appear grey-out (like above) if you are running Windows applications that do not support services. Consult Windows documentation for specific information about setting-up security and restart options for services. 7.3 Connecting via the Internet Connecting to FirePoint Server Via the Internet You can connect to a FirePoint server from anywhere in the world simply by using the Internet. There are just a couple of requirements: The PC running FirePoint server must be on the Internet The PC running FirePoint server must have a dedicated IP address For security some agencies may prefer to further encrypt Internet communication by setting-up a "VPN" or Virtual Private Network. But a "VPN" is not a prerequisite to operating FirePoint server over the Internet. Here's how it's done. Open FirePoint client software.

130 126 FirePoint 8 Documentation Click on Custom tab. Enter 4D Server in the Database Name field. Enter your FirePoint server computer's TCP/IP address in the Network Address area above. Press OK. You should see a list of available servers. Click on the FirePoint server and check-in just like you were operating on a local area network. This is an excellent option to check-into FirePoint from remote locations. 7.4 Remote Desktop Connections Using Remote Desktop for Fast Connections at Slow Speeds Remote Desktop is an optional Windows server capability that allows you to run applications on a host computer remotely. This may not seem very desirable, however, since Remote Desktop sends only pictures of the video screen, keyboard strokes and mouse clicks over the remote connection it's very fast even over slow-speed connections, like phone lines. In Windows 2000, Remote Desktop is called "Terminal Services", but basically it's the same name for the same capability. Here's how it works in FirePoint. FirePoint server runs on a server PC. A separate Remote Desktop PC is setup to host a single FirePoint client application. Since there's a high-speed connection

131 7. FirePoint Setup - Server Version 127 between the FirePoint server and the Remote Desktop PC running FirePoint client, access is nearly instantaneous. Now, using Windows client software for Remote Desktop, users can check into the Remote Desktop PC server and start the FirePoint client session. Speed is very fast and Remote Desktop allows multiple users to check-into the same FirePoint client software up to the number of users licensed in FirePoint. Remote Desktop works the same way for all applications so investigate it's use for any application where slow-speed connections are problematic. Consult Windows documentation for more information about Remote Desktop. Here are a few tips for using Remote Desktop: Configure Remote Desktop to automatically launch an app when you connect. Specify "Full Window" for the FirePoint client application Set the resolution of the monitor (i.e. the Remote Desktop window) to something less than your user's monitor size. If, for example, your monitor size is 1024 X 768, set Remote Server resolution to 800 X 600. Set the user's profile on Remote Desktop so that it hides the Task Bar Clear off everything on the Desktop -- remove all icons Add just one icon for the application that you set to run at startup Set Remote Services so that when you close the Remote Services main window, it drops your connection. For the final touch, create a custom desktop picture for the user's account so that if they quit your application, they get a visual cue that the window is a Remote Desktop session Now after doing all this, here's what you get: User launches Remote Desktop and gets the standard Windows Login. Remote Desktop window opens and your app immediately launches and fills the Remote Desktop window If the user closes the main Remote Desktop window, the session is immediately terminated and the window goes away. If the user just quits FirePoint client session they see nothing in the window but the custom desktop picture and one icon to relaunch the application. The user can print to their local printer. The user cannot save files or open files from their local machine's hard drive. Remote Desktop is a Windows server application so consult your Windows server documentation for licenses, options and functionality information.

132 128 8 FirePoint 8 Documentation 8. Troubleshooting 8. ADMINISTRATOR ONLY Refer to this chapter if you need to diagnose a problem with FirePoint operation. Also, don't forget to see the "Support" page at Subjects here include: What to do if you Cannot Start FirePoint 128 What to do if FirePoint Abruptly Quits 129 What to do if a FirePoint Data Field Locks and Cannot be Edited 130 What to do if You Have Problems Exporting or Importing Cannot Start FirePoint What to do if you Cannot Start FirePoint You may have a bad short-cut. Check the Properties of your desktop short-cut by right-clicking on its icon. If you have moved your FirePoint folder your short-cut may not have the correct path to the FirePoint executable. Try starting the FirePoint executable by double-clicking on it directly. If you are running FirePoint server make sure the FirePoint server has not been shut down. Remember, never backup FirePoint server with 3rd-party backup problems. Backing-up FirePoint server while it is running can cause the application to quit on the server and fail to start when entering from a FirePoint client. All Windows users must have full read-write privileges within the FirePoint application folder and all subfolders. Try logging-on to FirePoint as the Windows System administrator. If FirePoint works for you as Windows Administrator, but does not work with other Windows log-ons, then you probably have a Windows permissions issue. Remember, if you are using the Server version of FirePoint all users must have read-write privileges to the FirePoint folder on your FirePoint server PC. Infrequently, one or two Windows log-on user names may experience a problem accessing FirePoint. If you can operate FirePoint with most Windows log-on's but

133 8. Troubleshooting 129 experience a problem with one or two Window log-on's only you should suspect a corrupt user profile. In Windows delete and reenter the user profile that has a problem accessing FirePoint. If you have not used 4D Tools within the past 4-months try running 4D Tools Compact. Instructions for running 4D Tools are available on the FirePoint web site: Go to the Support page Go to the FAQ Make sure the drive partition hosting the FirePoint data file has sufficient drive space available. Firehouses are great sources of computer viruses. Make sure you have virus protection software installed to monitor each disk that is inserted into the disk drive. If you think FirePoint has been infected by a virus go through the regular upgrade procedure to replace your FirePoint structure files. If your PC begins to loose critical files, it may be a symptom your hard drive is about to fail. Make backups as soon as possible. 8.2 FirePoint Quits What to do if FirePoint Abruptly Quits Make sure FirePoint is not being backed-up by a third party software application. Two backup methods exist, one is built-into 4D Server, the other is built into FirePoint. Use those backups and use third party backups to backup the backups only. If you have backed-up FirePoint with third party applications you must upgrade FirePoint to correct damage which may have been caused to FirePoint's structure files by the third party backup process. Failure to upgrade will simply cause instability to continue. Quit 4D Server. Run 4D Tools Compact. Make sure you remove the original data file and delete the extra "2" from the new Fire_PS2.4dd" data file before you restart 4D Server. Instructions for running 4D Tools are available on the FirePoint web site: Go to the Support page Go to the FAQ Make sure the drive partition hosting the FirePoint data file has sufficient drive space available. Firehouses are great sources of computer viruses. Make sure you have virus

134 130 FirePoint 8 Documentation protection software installed to monitor each disk that is inserted into the disk drive. If you think FirePoint has been infected by a virus go through the regular upgrade procedure to replace your FirePoint structure files. Open the 4D Server application. Under the File menu select "Database Properties". Make sure "Publish Web Server at Startup" is NOT checked. Make sure your NIC (Network Interface Card) drivers are up-to-date and compatible with the operating system you are using. Make sure default printer drivers are selected on both the server and client PC's. 8.3 Locked Data Fields What to do if a FirePoint Data Field Locks and Cannot be Edited If you want to modify a locked field at the top of an existing Apparatus, Classes or Patients data entry view you must delete all related Responder, Roster or Treatments records to unlock the field. After the field has been modified reenter the related Responder, Roster or Treatment records. If fields are locked during new record entry, try deleting invisible Responder, Roster or Treatment records. Click on the position of the first invisible record and press the Delete button. If you wish to change an employee's ID number or station in Personnel, select the Personnel module. Under the File menu choose File Operations. Select Change Employee ID/Station. FirePoint tracks personnel in both People and Personnel files. If the Personnel file has been installed enter your personnel information in the Personnel file. If you wish to update the People file from the Personnel file go to the Command Window. Press the Maint button. Select the Maintenance tab. Enter the User Maintenance password SetSupers. The People file will automatically rebuild from data entered in Personnel. 8.4 Exporting / Importing Issues What to do if You Have Problems Exporting or Importing If you get an error message while exporting or importing records return to the Command Window press the Maint button and press the Set the Path button. Make sure your paths have been correctly set by testing them. If Incidents import without importing incident code descriptions you probably used a different path for exporting and importing incidents. Redo the export and import your

135 8. Troubleshooting 131 files via the same path. FirePoint can add missing incident code descriptions. Select the incidents missing code descriptions. Under the File menu select File Operations. Choose Add Code Descriptions. If imported Apparatus records are missing related Responder records you probably used a different path exporting and importing. Use procedure above to test your paths. The same is true for Patient records missing Treatments and Classes records missing related Roster records.

136 132 9 FirePoint 8 Documentation 9. Maintenance & Repair 9. ADMINISTRATOR ONLY 4D Tools provide a suite of tools to help you maintain the health of your FirePoint application. Subjects in this chapter include: When to run 4D Tools 132 Here's How to Start 4D Tools 133 4D Tools - Maintenance Routines 133 4D Tools - Repair Routines When to Run 4D Tools When to run 4D Tools 4D Tools is a utility used to maintain and repair FirePoint data file problems. All databases require maintenance. Like hard drives, data storage files can become fragmented. 4D Tools defragments and repairs your data files. 4D Tools should be run as normal maintenance about 4 times a year. Complete instructions for 4D Tools may be found on our web site: Go to the Support page Go to the FAQ If your FirePoint single-user or server PC experiences a sudden power interruption some data file damage can result, especially if you were saving a FirePoint record when the power failure occurred. Run 4D Tools to locate and repair problems, as necessary.

137 9. Maintenance & Repair How to Start 4D Tools Here's How to Start 4D Tools Begin by exiting FirePoint. FirePoint should not be running when you run 4D Tools. 4D Tools has been provided in a folder called Utilities. The folder is installed inside your FirePoint application folder for Single and Sync versions of FirePoint. The Utilities folder can be located inside your FirePoint Server folder on your 4D Server PC. Double-click on the Utility folder. You will see two folders. Double-click on the 4D Tools folder to open it. Inside the 4D Tools folder double-click on the 4D Tools executable. When 4D Tools opens, it wants you to locate the Fire_PS.4dc file found in all FirePoint versions. To find this file begin by making the selection at the bottom of the file selection box as illustrated below: Now locate the Fire_PS.4dc file and double-click on it to open your FirePoint database in 4D Tools. Complete instructions for running 4D Tools are available on the FirePoint web site: Go to the Support page Go to the FAQ 9.3 4D Tools Maintenance 4D Tools - Maintenance Routines Inside 4D Tools press the Maintain tab:

138 134 FirePoint 8 Documentation Begin periodic maintenance by pressing the Check All button. This will do a quick check of your 4D data file. If the check is OK, press the Compact button to compact the database. If not follow instructions to run 4D Tools Repair procedures. Remember, when you Compact a pair of new data files is created, (Fire_PS2.4dd and Fire_PS2.4dr). It is necessary to move the old data files from the FirePoint folder (Fire_PS.4dd & Fire_PS.4dr) and then remove the extra "2" from the newly data files created by 4D Tools. The titles of the new data files should now match the titles of the old data files. Note: Sometimes a new Fire_PS2.4dr file is not produced. If there is no new Fire_PS2.4dr simply leave the original in the FirePoint folder. Exit 4D Tools and restart FirePoint. Complete instructions for running 4D Tools are available on the FirePoint web site:

139 9. Maintenance & Repair Go to the Support page Go to the FAQ 9.4 4D Tools Repair 4D Tools - Repair Routines Inside 4D Tools press the Repair tab: Begin repair by pressing the Repair All button. This will do a quick repair of your 4D data file. If the check is OK, your done. If not run 4D Tools Recover by Tags by pressing the Recover button. Remember, when you Recover by Tags a pair of new data files is created,