Transfer In Persons

The Transfer In option is used to transfer one or more individuals into an IQS database. The file to be transferred in must have been generated from an IQS or federal IQCS database using the Transfer Out process. A file generated from IQS will have only one person. Files generated from IQCS may contain more than one individual. Only IQS Managers or above have access to this function.

NOTE: If the person you are Transferring In or Transferring Out is a ROSS person, please reference Moving Resources Between Dispatch Centers for the proper sequence of steps to ensure that IQS and ROSS are properly synchronized.

Data is transferred from one database to another using encrypted files with a .xml file extension. IQSweb will save these .xml files as part of a .zip file during the Transfer Out process will include any attachments that may be part of the individual’s record. IQCS will only produce a .xml file that can be emailed from the federal agency to the state agency.

When transferring data from one database to another, the individual(s) will be assigned a new organization code. The entire list that you are transferring whether it is one person or several will all be transferred under the same organization codes. Once the data is in the database individual's organization codes can be changed if needed. You must do this through the Person/Org screen on each individual that you would like to change.

In addition, any job code or course codes that do not currently exist in the target database but are associated with individuals in the Transfer In file, will be shown to you prior to executing the transfer. You will have the option to choose if the records containing these codes will be imported or not. This option gives you the ability to keep non-standard job codes or course codes from getting imported into your database. However, if you select to not import one or more of the codes listed, these certifications will not be imported with the persons who have these jobs or courses as part of their record. For a complete list of the data items transferred, please reference Transfer Data Notes.

Steps to Transfer In Persons data

Unzip the file you received from the IQS or IQCS unit to a folder on your network drive. The file with the .xml extension can be selected to transfer into the database. The other files can be saved as attachments for the individual once the person has been successfully imported into your database.
Left click on the Tools/Transfer In Persons menu option.
Left click on the Browse button to locate the file that you would like to access to transfer in a person's information. A window will open that will allow you to locate the file. Either double click on the file you would like to transfer in or you can highlight the file and click on the Open button to have it appear in the browse box.
When you have located the file that you would like to transfer in left click on the Transfer In button .
A new screen will appear as shown below.
1. The organization codes need to be assigned for all of the incoming individuals as a group. Using the drop-down lists select the assigned organizations for the incoming individual(s). Once these individuals are in the database the organization codes can be changed through the Person/Org screen.
2. Any jobs and courses that come with these individuals are NOT currently in your database they will be listed in 2 grids below the Assigned Orgs box. These new course or job codes will automatically be created in your Jobs and Courses reference tables if they have a checkmark under the column heading "Selected". If you do not want to add any of these new codes in your reference tables you can unselect the checkbox so that new job codes and/or course codes will not be created in your database. However, if you select to not import one or more of the codes listed, these certifications will not be imported with the persons who have these jobs or courses as part of their record.
3. If you wish to unselect all of the job or course codes click on the Remove All button .
4. To select all of the job or course codes click on the Select All button .
5. If you would like to unselect one or two your job or course codes you can click on the checkbox to the left of the code that you have chosen.
6. Left click on the Transfer In button when you are ready to transfer in the data to your database
  
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A new dialog box will appear indicating that the Persons were successfully transferred into your IQS database. Click on the OK button to complete the transfer and return to the Transfer In Persons screen.