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Comprehensive I-Suite Database Setup and Management Crash Course

This crash course provides essential guidelines for setting up and managing the I-Suite database, ensuring seamless operations during incidents. Key steps include turning on the wireless router and server, establishing a wireless connection, and creating or restoring the database. Teams will learn to utilize shared folders for important data storage and ensure security through strong password protocols. Additional topics cover backup procedures, user management, and transitioning incidents smoothly. Follow this guide for efficient incident management and data handling in I-Suite.

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Comprehensive I-Suite Database Setup and Management Crash Course

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  1. NV TYPE 3 IMT’s I – SUITE CRASH COURSE

  2. Computer Set-up • Turn on wireless router first • Turn on ‘Server’ • Ensure you have a wireless connection • Start I-Suite and create or restore the database • Start all workstation Computers • Ensure you have a network connection on all computers

  3. Shared Team Folders • Each Teams’ Computers are set-up with a ‘Shared Team Folder’ on the desktop • Store Narratives, write-ups, important data here • Data is stored on the Server computer • Is accessible by all team computers • Data should be burned to a CD along with the I-Suite database and turned over at the close of the incident

  4. Naming Conventions • Database names and DB passwords should match • Example: Bigfire2009! • Password: Bigfire2009! • See Passwords File in Resources Folder for DB User Passwords and router passwords

  5. The ‘SERVER’ Computer • Where the I-Suite Database is stored • Where the Shared Team Data is stored • Must be up and running before the workstations can connect and log-in • Must remain on and running at all times • Server Dialogue Box will read (LOCAL)\ISUITE2

  6. The ‘WORKSTATION’ Computers • The connect to the server computer to access I-Suite data • Server Dialogue Box will read \\SERVER\ISUITE2 • Database: ‘Incident Name’ • Ensure that important data is stored in the ‘Shared Team Folder’

  7. MAIN MENU MODULE BUTTONS ACTION BUTTONS INCIDENT I-SUITE Basics

  8. I-Suite Security • Passwords must be 12 Characters • Capital and lowercase letters • A Number • A Special Character ( ! # % & * _ ) • Cannot be a dictionary word • Grant a user all rights • Be sure to set as active • Close I-Suite application if not in use • Be sure to protect PII

  9. Getting Help • Refer to I-Suite Userguides • Refer to Quick Start Guide • Refer to Wireless Setup Guide • Click on help in the Isuite application • Contact the Isuite helpdesk

  10. Database Admin • Attach / Detach Databases • Backup / Restore Databases • Create and Manage Databases • Manage Database Users • Import ROSS Data • Perform Financial / Injury – Illness Data Uploads • Perform Repository Uploads

  11. Creating a new Incident • Click Copy / New DB • Click ‘Create New Database’ Button • Give the database the proper name and passwords • Database is automatically attached • Others will attach using the database name that you set

  12. Provide Incident Data • Open the Data Admin Module • Fill in incident name, incident number, Location, State, Start Date • Provide Accounting codes (May be more than one) • All this information is on your resource order

  13. Performing the ROSS Import • It is a good idea to download the import file before you arrive at the base camp • Click the import data button • Navigate to the import file • Follow the import steps on screen

  14. Performing Backups • In the Database admin module click backup • Click Auto Backup • Enable Backup • Enable Auto Backup • Make sure your database is selected • Set the backup interval to 1 hour • Set a backup destination

  15. Taking Over an Incident • The outgoing team should provide you with the most recent backup file • A database password • A database Username / Password for an admin user • Copy the backup to c:\program files\isuite\database\backup • In database admin Select ‘Restore’ • Navigate to the backup file • Provide the password given

  16. Taking Over an Incident.. continued • Be sure to set a backup schedule • Go in a create your database users following the ‘passwords’ file • Be sure your database is up and running before the other team leaves

  17. Transitioning an Incident • Create a new Admin User • Perform a manual backup of the database • Provide that backup file and the username and password of the user you created to the incoming team • Once they have the database up and running detach your database from ‘Database Admin’ select ‘Detach’

  18. Transitioning an Incident.. continued • Enter your database password and click OK (Should be the same as the database name) • Close I-Suite • Navigate to c:\program files\isuite\database and delete the database files for your incident • Delete all files in c:\program files\isuite\database\backup

  19. Resources Module • Add / Edit Resources • Set Check-In Status • Enter Contractor Information • Enter Cost Info • Track Demob Information • Information in ‘Resources’is used throughout the rest of the ISUITE application • Accuracy is important for ICS 209

  20. Check-In • After initial ROSS import resources are entered by Plans Section • You may use ISUITE Check-In form • It is important to capture as much information as possible • Finance Section will enter Contract Information • Finance Section will Enter COST Information and Employee Type • Collect Resource Orders, Contracts, EERA’s, Manifests, etc.

  21. Check-In.. Continued • Other Info… • Travel Arrangements • Home Unit Info • Last Day Off • Days on Previous Fire Assignment • Other Red Card Quals • Work / Rest / Travel Time • Capture Engine Number (not resource E#) • Number of People (corrections to manifest) • Information is important for ICS 209

  22. IAP Module • Used to prepare Incident Action Plan • One IAP for every operational shift • Forms May be reused from shift to shift making only required adjustments • Must identify operational periods • Must create a Master Frequency List • Be sure to Mark Final and Lock the Forms to ensure no additional edits are made. (May be unlocked if necessary)

  23. Creating an IAP • Define Shifts • Create a Master Frequency List • Create Incident Objectives (ICS 202) • Create Org Assignment List (ICS 203) • Create Div Assignment List (ICS 204) (One per division) • Create Comm Plan (ICS 205) • Create Medical Plan (ICS 206) • Create Air Ops (ICS 220) • Attach Map / Weather / Safety Message

  24. ICS 209 (Incident Status Summary) • Must be input daily (if not more often) • Either entered electronically in FAM Web or provided to dispatch (Phone / Fax / Email) • This information is used in the SIT report and planning / prioritizing of resources

  25. TIME Module • Cost Tab in RESOURCES module must be filled out • Employee Type must be set in RESOURCES tab • Enter time worked to create pay documents for employees and contractors • Enter Actual Cost data for incident • Track Work / Rest • Track lost work time • Allows posting of Additions / Deductions

  26. Inputting Personnel Time • Includes single resources, Hand crews, engine crews, aircraft crews • Are they a Government Employee of AD • Crew Rosters allow crew posting • Must have signed CTR’s • Track H pay for regular Gov employees • Track Travel to and from incident

  27. Entering EERA Data • Must have copies of contracts, resource order, inspections • Input on Contractor Tab in resources module • Enter Admin Office for Payment • Enter info on Cost tab of RESOURCES Module

  28. Inputing Equipment TIME • Enter data as per contract • Hourly, Daily, or Guarantee Rate • Includes any Special Rates • Tracks Work / Rest • Must have signed CTR’s • Tracks both tactical and camp support equipment

  29. COST Module • Tracks Incident Cost • Perform Cost Analysis • Information used in the ICS 209 • Management Support • Daily Accruals Sent to ISUITE • Provides Cost Projections

  30. COST Functions • Perform a cost run replace cost estimates with actual cost • Manually replace estimated cost with actual costs • Generate a variety of reports and graphs for planning and documentation • Daily costs are required as part of the finance packet

  31. Performing Nightly Uploads • Required to submit Cost Accrual and Injury data to ISUITE • Database Admin module click Export • Select Export Type, Database, and Incident, Click OK • File is exported to c:\program files\isuite\Data_Export • Either Finance / Repository / or Other

  32. Finalizing Personnel Time • Ensure that all CTR’s are posted correctly • Open a column for travel • Have employee review for accuracy • Print Final and get signatures • Reg Gov Employee gets the original • AD’s get a copy (in most cases) • Staple to CTR’s

  33. Finalizing Equipment Time • Ensure that all shift tickets are posted correctly • Estimate travel time home / or mileage • Add any adjustments • Have contractor review for accuracy • Print Final and obtain signatures • Provide contractor with a copy • Put original with equipment packet

  34. Demob • Develop tentative demob plan daily and notify dispatch • Ensure proper check-out procedures are followed with all sections (Logistics, Finance, Plans) • Track resources for reassignments • Make travel arrangements if necessary • Notify dispatch of departure and eta to next stop

  35. I-Suite Reports • ISUITE has a wide variety of Graphs and reports (Plans, Cost, Demob, Time, Injury Illness) • Is possible to create custom reports using report designer or SQL • Reports can be saved and reused • ISUITE also has a quick stats function to provide real-time information about resources and their status

  36. Injury Illness • Used to track injuries or illnesses that occur on an incident • Information must be uploaded daily • Tracks both lost time and non-lost time injuries • Must provide information to Safety / Medical / COMP / Claims

  37. Closing Out an Incident • Demob all incident resources that are no longer on the incident • Create a new admin user • Do a final manual backup of the database • Burn ISUITE backup file, Admin Username / Password, DB Password, and contents of shared team folder to a CD for final package

  38. Database Repository • In DB Admin Module Click Purge SSN/EIN to remove PII, click yes • Click Create Repository • Select Incident and Click OK • Is this the end of the incident yes / no • File is exported to c:\program files\isuite\export\repository • Upload that file to ISUITE

  39. Cleaning Server • Detach all databases • Close ISUITE • Open c:\program files\isuite folder • Databases folder, delete all databases but ISuiteBlank, ISuiteMSDE.adp and dsn • Delete all files in Backup Folder • Delete all export files in c:\program\files\isuite\Data Export

  40. Cleaning Server.. Continued Delete all files in Finance Delete all files in Other Delete all files in Repository • Delete all files in c:\program files\isuite\data import • Delete or move all files in the shared team folder (Optional) • Check ISUITE website periodically for patches and updates

  41. More Information • Review I-Suite Training Material http://isuite.nwcg.gov • Click ‘Help’ in the I-Suite application • Review I-Suite Userguides and Quick Start guides in the ‘Resources’ folder

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