Purpose Statement
Automatic Calculation Columns allow users to add pre-built time interval calculations to Ad-Hoc Reports without creating custom formulas.
These columns automatically calculate the difference between key date and time fields, such as dispatch time, arrival time, cleared time, or other incident and EMS timestamps. This helps agencies report on response intervals, scene times, transport times, and other time-based performance metrics more consistently.
Background Information
Fire and EMS agencies commonly analyze time intervals for performance measurement, compliance reporting, operational review, and quality improvement.
Instead of manually creating Custom Columns for standard time calculations, First Due provides Automatic Calculation Columns within applicable Data Sources. These columns use existing timestamp values in the record to calculate the time between two points.
Automatic time calculation columns may be available in two display versions:
- Formatted time version: Displays the calculated interval in HH:MM:SS format for easier reading.
- Seconds-only version: Displays the calculated interval as a whole number of seconds for exports, spreadsheet analysis, formulas, or additional calculations.
For example, a calculated response interval may display as 00:07:30 in the formatted version and 450 in the seconds-only version.
Automatic Calculation Columns may be available in Data Sources such as:
- ePCR Reports
- Incident Reports
- Incident Report Apparatus
- EMS QA/QI
- Hydrants
- Other applicable Data Sources with possible industry standard time or totals calculations
These columns appear in the column selection list alongside standard data fields. Because they are calculated internally, they may not have associated NEMSIS codes. The original source fields used in the calculation retain their applicable NEMSIS codes.
Required Permissions
Users may need the following permissions to access and use Automatic Calculation Columns:
- Reports Module access
- Ad-Hoc Reports access
- Permission to create or edit Ad-Hoc Reports
- Read access to the selected Data Source
- Permission to view the underlying records and timestamp fields used in the calculation
Permission names may vary based on agency configuration. If expected calculation columns are not available, contact a system administrator to verify the user’s Reports permissions, Ad-Hoc Reporting permissions, Data Set Permissions, and Data Source access.
Video
Step-by-Step Guide
-
Navigate to Ad-Hoc Reporting
Navigate to the Reports module.
Select Ad-Hoc Reports from the menu.
-
Create or Edit a Report
Click Create Report to begin a new report, or open an existing Ad-Hoc Report for editing.
-
Select the Data Source
Complete the Data Source Configuration tab.
Select the applicable Data Source, such as ePCR Reports, Incident Reports, Incident Report Apparatus, or another Data Source that includes automatic time calculation fields.
-
Continue to the Columns Tab
Select Tabular Report as the report type.
Navigate to the Columns tab.
Automatic Calculation Columns are selected using the same process as standard report columns.
-
Locate Automatic Calculation Columns
Review the available column list for calculated time interval fields.
These columns often include terms such as to or total in the column name, indicating that the value is calculated from other timestamp fields.
Because these fields are internally calculated, they may not display associated NEMSIS codes.
-
Add the Calculation Columns
Select the checkbox next to each Automatic Calculation Column you want to include.
Click the plus icon (+) to add the selected columns to the active report columns list.
-
Review and Organize the Columns
Reorder the calculation columns as needed so related time intervals appear together.
Rename column labels if needed to make the report easier to read.
-
Generate the Report
Continue configuring the report as needed.
Run or preview the report to view the automatically calculated time intervals.
Values will populate based on the timestamp data available in each record.
Key Behaviors & Features
Pre-Built Calculations
Automatic Calculation Columns use predefined formulas provided by the system.
No Additional Formula Setup Required
Users do not need to create Custom Columns or manually configure the calculation.
Uses Existing Timestamp Data
Calculated values depend on the date and time fields already present in the record.
Formatted and Seconds-Only Versions
Automatic time calculation columns may include both a formatted version and a seconds-only version.
The formatted version displays the interval as HH:MM:SS for readability. The seconds-only version displays the interval as a whole number, which is useful for exports, spreadsheet formulas, sorting, filtering, and additional calculations.
Available by Data Source
Automatic Calculation Columns appear only in Data Sources where the calculation is available and relevant.
May Not Include NEMSIS Codes
These columns are calculated from existing fields and may not have their own NEMSIS codes.
Null Values May Appear
If the underlying timestamp data is missing, incomplete, or unavailable, the calculated column may return a blank or null value.
Best Practices
Column Selection Strategy
- Choose calculations that align with your agency’s reporting goals.
- Use the formatted HH:MM:SS version when the report is intended for on-screen review or presentation.
- Use the seconds-only version when the report will be exported, sorted, filtered, or used for additional calculations.
- Include time intervals that support response analysis, compliance review, or operational benchmarks.
- Use multiple related time calculations when a complete timeline is needed.
- Avoid adding every available calculation column unless they are needed for the report.
Data Quality Considerations
- Verify that underlying timestamp fields are being completed consistently.
- Review records with blank or null calculation values to identify possible data entry gaps.
- Understand that missing source timestamps can prevent automatic calculations from displaying.
- Use calculated time values as a way to identify possible documentation or workflow issues.
Report Organization
- Group related time calculations together in the report.
- Place key identifiers, such as Incident ID or ePCR ID, before calculated time columns.
- Use clear custom labels when the default column name may not be obvious to report readers.
- Label seconds-only columns clearly, such as Response Time Seconds, so users understand the value is not formatted as HH:MM:SS.
- Keep column order consistent across similar reports.
Troubleshooting & FAQs
Why do I see two similar time calculation columns?
Some time calculations are available in both a formatted version and a seconds-only version. The formatted version displays the interval as HH:MM:SS, while the seconds-only version displays the same interval as a whole number of seconds.
Which version should I use: formatted time or seconds-only?
Use the formatted HH:MM:SS version when users need to read the time interval directly in the report. Use the seconds-only version when exporting the report, sorting results, filtering values, or performing additional calculations.
Why does the seconds-only version show a whole number?
The whole number represents the total number of seconds in the calculated interval. For example, 00:07:30 equals 450 seconds.
Can I use the seconds-only version in spreadsheets or formulas?
Yes. The seconds-only version is recommended when exported report data will be used for spreadsheet formulas, calculations, averages, or additional analysis.
Why are some Automatic Calculation Columns blank or null?
Automatic calculations depend on the underlying timestamp data. If one or more required source fields are blank, missing, or unavailable, the calculation may not be able to return a value.