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Virginia Department of Fire Programs
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VFIRS Help


VFIRS Account Reset

NFIRS accounts go inactive every 45 days and users can get locked out if they mistype or forget their password. Also, users can get locked out of their account if they try to change their password to a password that is not acceptable to the NFIRS password requirements. If you need your account reset, please complete and submit the VFIRS Account Reset form found on our website at the following link.

VFIRS Account Reset

NFIRS Password Requirements

NFIRS has released new password requirements. Passwords must now contain a special character. When you create your new password, the password needs to be 8 characters in length and also must contain letters, numbers and a special character. Please see the allowable special characters listed below.

  • Be at least 8 characters in length
  • Contain a combination of alphabetic, numeric and special characters
  • Not be the same as the previous 8 passwords
  • Should not contain any dictionary words or proper nouns
  • Are case-sensitive
  • May not begin with a number

Special characters allowed: ~ ! $ % * ( ) - _ = + [ ] ; : . / < >

Special characters not allowed: @ # ^ & { } / | ?


Additional NFIRS Accounts

To add additional NFIRS accounts in the system for members of your fire department, please email us the following information for each member to and we will setup their new accounts. Each member will be sent an email with their account information:

  • FDID
  • Fire department
  • Contact name
  • Contact phone number
  • Contact email

NFIRS Software Download Instructions (5.9.4)

Note: If you are installing the software on a computer with Windows Vista, Windows 7, or Windows 8, there are some changes to your computer settings to make in order to get the program to run. See the Windows Fix instructions below.

  1. To download the software, go to www.nfirs.fema.gov.
  2. In the green bar at the top of the page, click on ‘User Section’.
  3. Then, on the left, click on 'User Home'.
  4. You should then see a logon screen. Login using your NFIRS account information. When prompted that you are about to access a U.S. Government information system, click ‘Continue’.
  5. Once you have logged in, on the left, click on ‘Download Software’.
  6. Then, to download the software, click on ‘NFIRS 5.0 Client Version 5.9.4’.
  7. A new window should open with the title ‘File Download Notice: Application Executable File’.  Click on ‘Download Now’.
  8. or save the file, select ‘Save’ and change the ‘Save In’ location to your Desktop. Click ‘Save’.
  9. The program file is named ‘NFIRSv594.exe’ and is 20 MB in size.  When the download is complete, click ‘Close’.
  10. Locate the ‘NFIRSv594.exe’ file on your Desktop and double-click on the file to start the installation of the program.  When prompted, accept all the defaults and keep clicking ’Next’ until the program finishes.

Windows Fix to Allow the NFIRS Program to Run (Windows Vista, Windows 7, Windows 8)

The NFIRS program installs folders on your computer with read only permissions, instead of full control permissions. See the instructions below for details with the steps to change these settings. You need to be logged in as an administrator to perform these steps. If you do not have administrator privileges on your machine, please contact your system administrator to perform these steps for you.

  1. Navigate to the directory where the NFIRS 5.9.4 client is installed. By default this is ‘‘C:\Program Files (x86)\NFIRSv594’. Click on your Start Menu and then click on ‘Computer’. If you have Windows 8, open File Explorer on your computer. Double-click on the Local Disk (C:) to open your C: drive.
  2. Locate and double-click on the ‘Program Files(x86)’ folder to open.
  3. Locate the ‘NFIRSv594’ folder. Click on the folder once to highlight. Right-click on the folder and select the ‘Properties’ option.
  4. Click on the ‘‘Security’’ tab.
  5. Find the line that says ‘’Users (Your Computer Name\Users)’’ under the ‘‘Group or user names:’‘ area and click on it to highlight it.
  6. Click on the ‘‘Edit’’ button.
  7. On the ‘‘Permissions’’ screen find the line that says ‘‘Users (Your Computer Name\Users)’’ under the ‘‘Group or user names:’‘ area and click on it to highlight it. (Please note that although the step is similar to the one before, it is a different screen.)
  8. In the ‘‘Permissions’’ area make sure that ‘‘Full Control’’ is checked under the ‘‘Allow’’ column.
  9. Click on ‘‘Apply’’ and make sure that the information is saved.
  10. Click ‘‘OK’’ and close the windows.

Report Incidents Usings NFIRS Systems

To report your incidents to NFIRS, you can use either the NFIRS Data Entry Tool (DET) Program or you can use the Data Entry Browser Interface (DEBI) on the NFIRS website. Both systems will save your reports into the national NFIRS system. Here are the steps for accessing the program and the website.

  • NFIRS Data Entry Tool (DET) - Program
    1. Click on the Start Menu of your computer. Click on All Programs. Then, click on the NFIRS folder. Click on Data Entry Tool. If you have Windows 8, go to the Desktop and double-click on the Data Entry Tool icon.
    2. You should then see a logon screen. Login using your NFIRS account information. When prompted that you are about to access a U.S. Government information system, click ‘OK’.
    3. Click on the ‘Incident New’ button to add an incident for your fire department or click on the ‘Incident Open’ button to search for current incidents in the system.
  • NFIRS Data Entry Browser Interface (DEBI) - Website
    1. 1. To report your incidents using the NFIRS website, go to www.nfirs.fema.gov.
    2. In the green bar at the top of the page, click on ‘‘Web-based Tools’’.
    3. Then, on the left, click on ‘‘Report Incidents (DEBI)’’.
    4. You should then see a logon screen. Login using your NFIRS account information. When prompted that you are about to access a U.S. Government information system, click ‘‘OK’’.
    5. Click on ‘‘New Incident’’ to add an incident for your fire department or click on ‘‘Incident Search’’ to search for current incidents in the system.

Incident Data Submissions Using Vendor Software

If your fire department is using vendor software such as Firehouse or ImageTrend to enter your incidents, you need to send us a data file so that we can import your incidents into the national NFIRS database. Reports are due each month on the 15th of the month for the previous month. Export out all your incidents from your system to a data file and then email the file to us at the following email address. After your file has been imported, you will receive a validation summary report back by email.

VFIRS Data Submission Email:


No Activity Reporting

When you have no incidents for a month, you still need to report to NFIRS. To report that you have no incidents, go into the NFIRS reporting system and start a new incident. For the incident date, enter the last day of the month for the month with no calls, ex. 1/31/2014, for Jan 2014. For the incident number, enter ‘0000000’. Then, check the box for no activity. Then, click on ‘OK’ and then click on ‘Save’ to save the incident.

  • Incident date: 1/31/2014 (for ex. Jan 2014)
  • Incident number: 0000000
  • Check box for No Activity

Running NFIRS Web-Based Reports

  1. To access the web-based reports website, go to www.nfirs.fema.gov.
  2. In the green bar at the top of the page, click on ‘‘Web-based Tools’’.
  3. Then, on the left, click on ‘‘Summary Output Reports Tool’’.
  4. Login using your NFIRS account information. When prompted that you are about to access a U.S. Government information system, click ‘‘OK’’.
  5. You should see a list of reports that you can run on the page. The ‘ ‘Summary by Incident Type’’ report is a good report to run. It provides a breakout of calls by incident type, as well as, total fire dollar loss and the number of civilian and fire service casualties. The ‘Residential Structure Fire Causes’’ report is another good report to run that shows fire cause information. Click on a report title to run a report.
  6. Enter a date range for the report. . Enter dates in the date range fields such as 01/01/2013 for the From Date, and 12/31/2013 for the To Date. There is a calendar dropdown menu that you can also use to select the dates.
  7. For the dropdown boxes, select ‘‘All’’ for Incident Status, ‘‘All’’ for Version, and ‘‘‘All’’ for Release Status. This ensures that you are getting all of your incidents in the report.
  8. In the ‘‘FDID Selection’’ window, click the folder next to NFIRS - NFDC, then the folder next to Virginia, and then continue to expand out to your division, locality, and fire department. Click the box next to your fire department to select. You should see a check in the box.
  9. Then click the ‘‘Generate Report’’ button at the bottom of the page to submit the report to run on the server.
  10. On the top left of the page, click on ‘My Recent Reports’. Your report should be listed on the page. The status for the report will show ‘In Progress’. Keep clicking on ‘My Recent Reports’ to refresh the page. Once your report is finished, the status will show ‘Completed’. The time that it takes to run a report varies based on the total number of reports being requested.
  11. To view and save your report, click on one of the available report formats; PDF, Excel, Word, or HTML to download. PDF is the best format to select.
  12. When prompted ‘Do you want to open or save this file?’, select ‘Save’. Change the ‘Save In’ location to your Desktop and enter a filename for the report. Then, click ‘Save’. When the download is complete, click ‘Close’.
  13. 1. Locate the file on your Desktop to open. You now have a file that you can print and save for future reference. The first page is a cover page that shows the criteria that you entered for the report. The second page shows the actual report. For the ‘Summary by Incident Type’ report, the frequency column shows the number of incidents. If you add the numbers for frequency, mutual aid given and exposures, you will get the grand total number of emergency responses handled by your department or locality.
  14. Click on ‘‘Available Reports’’ at the top left of the webpage to go back to the list of available reports if you want to run another report.

Additional Assistance

If you need any additional assistance, please feel free to contact us anytime and we will be glad to help.  You may also contact us (toll-free) at 1-866-4VAFIRE (866-482-3473).


Dwight E. Crews Renee Keeleong
Information and Statistics Manager
Information and Statistics Section

Virginia Department of Fire Programs
1005 Technology Park Drive
Glen Allen, VA 23059-4500
Ph: (804) 249-1989
Cell: (804) 205-7275
Fax: (804) 371-3444
Email:
VFIRS Program Support Technician
Information and Statistics Section

Virginia Department of Fire Programs
1005 Technology Park Drive
Glen Allen, VA 23059-4500
Ph: 804) 249-1987
Fax: 804) 371-3444
Email:

 

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Last Updated: Friday, June 27, 2014