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Ad-Hoc Reporting: Automatic Calculation Columns

Purpose Statement

Automatic Time Calculation Columns eliminate the need for agencies to create custom columns for standard time interval calculations on incident reports. First Due provides pre-built calculations within their respective Data Sources, automatically computing time differences between key timestamps to streamline reporting and ensure consistency across all time-based metrics.

Background Information

Fire and EMS agencies routinely analyze response times, scene times, and other critical time intervals for performance measurement, compliance reporting, and quality improvement initiatives. These calculations are essential for NEMSIS compliance, response time analysis, and operational benchmarking. Instead of manually creating Custom Columns for each report, First Due's Automatic Time Calculation Columns provide standardized calculations that automatically populate based on existing timestamp data in your records.

Required Permissions

Users must have the following permissions to access and utilize Automatic Time Calculation Columns:

  • Report Access: View permissions for the specific Data Source being used
  • Column Selection: Ability to modify report columns in Ad-Hoc Reporting
  • Data Source Access: Read permissions for ePCR Reports, Incident Reports, EMS QA/QI, or other relevant data sources
     

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Step-by-Step Guide
 

Accessing Automatic Time Calculation Columns

  1. Navigate to Ad-Hoc Reporting
    • Access the reporting module from your main dashboard
       
    • Select the desired Data Source (ePCR Reports, Incident Reports, etc.)



       
  2. Follow Standard Column Selection Process
    • Use the normal procedure for selecting Columns as outlined in Ad-Hoc Reporting: Columns
    • Access the Column selection interface for your chosen Data Source


       
  3. Identify Automatic Calculation Columns
    • Look for columns containing "to" or "total" in their names
    • Note that these columns do not have associated NEMSIS codes since they are internally calculated
    • These columns appear alongside standard data fields in the column selection list




       
  4. Add Desired Time Calculation Columns
    • Select one or more automatic calculation columns for your report
    • The system will automatically perform date/time difference calculations based on existing record values
    • No additional configuration is required

       
  5. Generate Report
    • Run your report to view the automatically calculated time intervals
    • Values will populate based on the underlying timestamp data in each record



       

Best Practices

Column Selection Strategy:

  • Choose calculations that align with your agency's key performance indicators
  • Include multiple time intervals for comprehensive analysis
  • Consider compliance requirements when selecting columns

Data Quality Considerations:

  • Ensure underlying timestamp fields are accurately populated for reliable calculations
  • Review records with null values that may affect automatic calculations
  • Understand fallback logic used when primary timestamps are unavailable

Report Organization:

  • Group related time calculations together for easier analysis
  • Use consistent column ordering across similar reports
  • Include both individual time segments and total duration calculations when appropriate

Performance Monitoring:

  • Regularly review calculated times for outliers or data quality issues
  • Use automatic calculations as baseline metrics for trend analysis
  • Compare calculated values against agency benchmarks and industry standards

Troubleshooting & FAQs

Common Issues:

Q: Why are some automatic calculation columns showing null values? A: Automatic calculations depend on the underlying timestamp data. If source fields (like eTimes.03 or eTimes.06) are null or missing, the calculation cannot be performed. Check data entry completeness for the required timestamp fields.

Q: How does the system handle missing timestamps in calculations? A: First Due uses fallback logic for certain calculations. For example, if PSAP Call (eTimes.01) is null, the system may use Dispatch Notified (eTimes.02) as an alternative. Refer to the specific calculation definitions for fallback scenarios.

Q: Can I modify the automatic calculation formulas? A: No, automatic calculation columns use predefined formulas that cannot be modified. If you need custom calculations, use the Custom Columns feature instead.

Q: Why don't automatic calculation columns have NEMSIS codes? A: These columns represent calculated values derived from existing NEMSIS fields rather than direct NEMSIS data elements. The source fields used in calculations retain their NEMSIS codes.

Q: Are automatic calculations available in all Data Sources? A: Automatic calculations are available in specific Data Sources where time intervals are relevant, including ePCR Reports, Incident Reports, Incident Report Apparatus, EMS QA/QI, and Hydrants.