Incident Cost Accounting

Presenter,

Area

Agency

AgendaAgenda

ICARS History/Status/Purpose Uses of ICARS ICARS Basics Where to get ICARS ICARS Demo Hands on Exercises

ICARS HistoryICARS History

1990--Original development 1991-1997--Expansion in FS and States 1998-1999--Conversion to Windows,

Access and Visual Basic 2000-2001--Incorporation into I-Suite

2003--Conversion to MSDE

I-Suite Applications

ICARS ITS

Future App’s

IRSS

IAP

Incident Time System

Incident Action Plan

Incident Resource Status System

PurposePurpose

Cost Analysis Management Support Strategic Planning Cost Apportionment/Sharing Cost Documentation

Cost Analysis

• Fire camp vs Motel vs Other• Spike camp vs Transportation• Retaining or releasing Lowboys• Airtankers vs Helicopters• Type 1 vs Type 2 Helicopters• Direct vs Indirect Attack

ICARS Special Reports• Costs by Agency• Costs by Contracting Agency• Costs by Cost Centers• Sorts by hourly cost• Helicopter vs Airtankers• Local resources• Other breakout designed by

the user.

Basic Cost Summaries

Daily Resource Records

Accurate Cost-Sharing

Accurate Projections

Data Sharing withOther SystemsBase for Analysis

Detailed Tabular Reports

Graphs-Detail & General

RESOURCE TABLE FIELDS

Agency Look-Up Table

Unit Look-Up TableKind Look-up Table

Incident #

Release Date

Assign Date/Check In Date

Contracting Agency Lookup

E=Equipment

O=OverheadC=Crews

Resource Order Number Resource Name

Be Specific

Any Reference Info

Status of the Resource

C=CommittedD=Demobed

A=Aircraft

S=Supplies

Should be unique

From IRSS-Not editable

DAILY TABLE FIELDS

How Many?

Cost per Unit

Number

Worked

Calculated

How are they paid?

Tied to Cost-share- Also for Reference

Utilization Report

Lock from editing

Cost Level

Date

System Generated

E=EstimateU=User UpdatedA=Actual (From ITS)

From Rate TableFrom ITS

To ADD a new record.

Data Filters

Clicking a column heading will sort that column

Incident Resource TypeReleased/Not Released

Search by Column based on search criteria

If you want to add a record similar to an existing one highlight the record and select COPY.

To DELETE a record, select it and then click DELETE

All records can be edited by clicking into the record

Actions affecting the Resources Table entries

Checkboxes to display the daily table and turn on/off the flowdown effects Print the existing Resources or Daily

Table

Creates Daily records from the Assign or Check in date to the release or current date

Check in date from IRSS. You can’t change it but you can enter an Assign Date to override it.

Lock or unlock all Daily records for the selected resource

Utilize customized rates as defaults

Check to see the total for the resource selected.

Update ICARS by creating daily records, pulling in ITS postings or just refreshing your view.

Updated info will flow down to all days below

Bar to show more/less Daily records

Actions affecting the DAILY table entries

Helicopter Daily Record

If Dropping Retardant show $$

Split Flight Dollars between water or retardant drops and other tasks

Split Flight Hours between water or retardant drops and other tasks

Enter the actual gallons of water or retardant

Other fields for information only

Standard Graph

Standard Graph

Reporting Categories—The Incident Category is the most typically used

You select which incident you want and a date range, if you don’t want the entire incident.

Report formats—Click the format you want. Most used are the Weekly Summary, Daily Summary and Incident Category Total (for multiple incidents.

You can select only a subset of the data.

Print directly or preview your report

Reporting Screen

Weekly Summary Report

*********

Daily Cost by Resource Category

Weekly Detail Report

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Daily Cost by Individual Resource.

By Kind by Cost Report

*********

Will sort records by Unit Cost

List Of Kinds

Rates table includes a standard rate for most Kinds of resources

Rate Area for use if customized rates were created

Select Kind to see Rates Rates can be set up for different agencies

Aircraft Analysis

Aircraft Analysis

Aircraft Analysis

Aircraft Analysis

Aircraft Analysis

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Detail Report

Enter Projection information

Calculates the Quantity and Cost from current day records in the Resource Table

Only pulls in Direct resource Kinds

Uses the Kind table to calculate # of People

User Adjusts the Quantity for future days to match the appropriate projection

Support costs are not analyzed separately. All support costs (based on an indicator in the kind table) are added together and distributed on the following calculation.

(Current Day Total Support Cost/Current Day Total Direct Personnel) x Future Day Direct Personnel

Projections Module

Support Calculation

Projected DaysCost Categories

Total Projection

Projection Report

Reference Materials/Help

• Quick Reference Guide

• User Guide

• Website -- www.fs.fed.us/r6/isuite

• Helpdesk

New Website Location

Where to get ICARS

• ICARS—Quarterly release schedule

• Part of entire I-Suite Installation

• Internet -- www.fs.fed.us/r6/incident

• I-Suite CD Distribution--Limited

And Finally,

Blessed Are They That Back Up Their Data

For They Shall Know Not The Wailing And Sobbing of the Unprotected

And Neither Shall Their Childrens’ Children

Sing Songs of Lamentation and Woe

The Psalm of Gates:

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