NEFIRS - Software

Using software to complete the NFIRS 5.0 reports is easier than paper forms as you have online code lookup and errors are caught at the time you enter your report. All computer-based reporting software must be compatible with the USFA’s System Design Documentation manual. There are several certified vendors to choose from. Be sure to ask the vendor about computer hardware and operating system requirements. If your computer has Windows XP Home version as the operating system ask the vendor if their software is compatible. Some vendors’ software is only compatible with the Windows XP Professional version. Several vendors provide demos of their software. Review the demos and pick the software that best meets your needs.

It is also very important that you purchase and maintain the software maintenance agreement. This agreement provides you with updates to the program and tech support if you have problems using the software. Departments must keep their software current so their reporting complies with the state and federal reporting requirements. Because of the problems that may occur, failure to stay current with your vendor software may result in the rejection of your data until your software is in compliance.

We cannot recommend one vendor’s software over another’s. We also cannot support vendor software. If you have problems with the software you purchased, you will need to contact the vendor for assistance.

Federal Data Entry Tool Software
An alternative to vendor software is the Federal Data Entry Tool developed by FEMA. This software meets basic reporting requirements but does not have the extra features that many of the vendor software packages contain. The department must have Internet access in order to use this free software.
If you are interested in using this software, go to http://www.nfirs.fema.gov/ . Click on the User Section in the green bar at the top of the page. On the left side are links. One link is to a tutorial. Please go through this tutorial which explains downloading, installing and using the software to make sure the software fills the department’s needs. It is necessary for departments to complete the User Registration in order to download and use the software. To register, click on the User Registration link. After clicking on this link you will enter your username and password as well as contact information. Please use your FDID number or the fire department name (with no spaces, dashes, etc, e.g., nowherefd). This will make it easier to identify the department and ensure it is a legitimate registration. Be sure to change the state to NE. The password must be at least 8 characters with at least one of the characters being a number.

Once you have registered, the account must be activated before the software can be downloaded. An email will be sent advising you of the activation. Return to the same website and click on User Login. After logging in using the same information you registered with, click on the Download Software link on the left side. Then click on either link “NFIRS 5.0 Client Version 5.4.1”. Another window will appear where you will need to click Download Now. You will then be asked where to save the file. Write down the default path or change the location of where the file will be saved to, e.g., My Documents or the Desktop, as you will need to find the file once it is downloaded. After the file has downloaded, you will need to double-click on the file to start the installation process. After the software is installed, connect to the Internet and then open the Data Entry Tool (Start-Programs-NFIRSv54-Data Entry Tool), login and enter your reports. You will be working in the online mode so the data will go directly to the federal server where the Fire Marshal’s office will be able to access the report(s).

It is possible to obtain a CD from the State Fire Marshal’s Office with the software and manuals on, especially if you have a dialup connection. It will still be necessary for you to register at http://www.nfirs.fema.gov/ before you can use the software.

Two things to remember about using the Data Entry Tool are: (1) The password will expire every 90 days and must be changed to a different password. The same password cannot be reused. (2) If there is no activity on your account for 60 days your account will be deactivated. It is recommended that you log in once a month to keep your account active. If your account is deactivated you will need to contact Sean or Cathy to have it reactivated.

Two manuals on how to use the Data Entry Tool and the Configuration Tool are available on the website. If you need assistance using this software, contact Sean at (402) 471-9472 or Cathy at (402) 471-9479.