CHATHAM COUNTY WebEOC Training ORIENTATION BRIEFING Updated August 2009

This WebEOC Tutorial is offered to refresh users on methods of navigation and data population. The Background of this tutorial was created using boards designed by the Chatham Emergency Management Agency. While boards may differ from Application to Application, this tutorial offers navigation methods common throughout WebEOC Applications. Users already familiar with the WebEOC, should find this tutorial useful in refreshing their operational knowledge of the Application. New users to the WebEOC can also use this tutorial, however their training should be supplemented by “hands-on” guidance with an experienced WebEOC user. This tutorial DOES NOT offer instruction on Administrative Functions of the WebEOC.

WebEOC Crisis Information Management Software Easy to Learn - Easy to Use – Easy to Remember Used to capture critical incident specific information Only as good as the user input Information archived for future research

WebEOC Crisis Information Management Software http://eoc1.chathamcounty.org WebEOC Crisis Information Management Software Username: cemaeoc Password: ceoc4all!

WebEOC Crisis Information Management Software Click OK to log into Chatham County’s secure website. * IF YOU GET THIS NEXT Box* Click YES to open WebEOC Login Page.

http://eoc.chathamcounty.org/EOC7

Enter Position Name & Position Access Code (PAC). This login credentials are created by the WebEOC Administrators.

Position Name and PAC are unique and required for access. If these credentials are given to you on a piece of paper, please ensure the Position Name is spelled as it is on the piece of paper. If these credentials are sent to you electronically, you can highlight and copy/paste both the Position Name and PAC.

User Name: “YOUR NAME” Password: Passwords must contain at least 6 characters. Passwords must meet the following criteria: -Contain at least one upper case letter (A-Z). -Contain at least one lower case letter (a-z). -Contain at least one numeric character (0-9). Primary Email: your_name@company.net Secondary Email: optional, not required Time Zone: Leave Default Time zone are for agency’s not located in our Time Zone.

If you have multiple Positions and PACs, you can just add them to your account by clicking: REGISTER FOR A POSITION. Choose Incident and click OK.

Additional Login Information (Used for user tracking during an Event) NAME LOCATION PHONE NUMBER EMAIL COMMENTS

KEY Items to remember: - Who you are logged in as - Incident / Event you are logged in - Regional EOC WebEOC Boards (If Available) - Menus: Boards, ICS/FEMA Forms - Tools: IM/Chat Checklists Contact List Messages (EMAIL) - Plugins - Websites 09/2008

- Not EVERYONE Sees All Boards - BLACK text = No New Info Entered Into Board Since Last View - RED text = New Info Entered Into Board - Open View Boards: Click on the Board Name - Close View Boards: Click the RED X - Create Board Entry: Click BLUE + 09/2008

- Each Board is UNIQUE - SAVE, SPELL CHECK, CANCEL & RETRIEVE RECORD buttons are UNIVERSAL 09/2008

- Fill in forms with provided information - PLEASE keep continuity in the boards - REMEMBER: If you put junk in, it will give junk out! - Click SAVE to save the record.

Once infomation has been saved in the board, The board name turns RED Once infomation has been saved in the board, The board name turns RED. - To view the Information posted in the boards, now called “RECORDS”, click the RED text.

- Record ID: Number of RECORDS in this BOARD - Record ID: Number of RECORDS in this BOARD. - Scroll Bar: Scroll UP/DOWN the Records. - Scroll Buttons: Scroll Backwards/Forwards Pages of Records. - Disable Refresh: Check this when you want to “Pause” record refresh while referencing certain Records. - To EDIT a Record: Click on the NUMBER next to Record ID:

- Update Information - Click SAVE Button when done.

- Board goes from Black to Red.

- ID stays the same, the data inside the record updates.

Position Log - User User specific Position Log – Tracks EOC Staff “Jobs”. User is only one able to modify. Post, “Significant Events” for All EOC Staff to view.

Position Log – Creating an Entry Date/Time: Automatic Stamp Description: Description of event for Position Priority: Positions choice on how critical the event is.

Position Log – Creating an Entry Map Information (*Not needed for all entries) Map Label: Name of area of interest Address: Address of area of interest Click “GET ADDRESS” to finalize LAT/LONG LAT/LONG is automatically entered

Position Log – Creating an Entry Attachment: Any file type can be attached Post to Significant Events: If Position thinks this event is a “Significant Event”, the user can check mark this for review to be posted as for all EOC Staff as a “Significant Event”.

Position Log - EOC Allows EOC Staff to see what other EOC Positions are doing during an Event/Incident. This Board is Read Only Not allowed to change other Position Log data.

Significant Events Position Specific Event that the EOC Staff thinks the log needs to be marked “Significant Event”.

Shelter Board Shelter Status Shelters Open/Closed Map: Not Restricted to Chatham County Status, Population, Capacity, Occupancy & Details

Status Population Capacity Occupancy Details Open / Closed If the shelter is not on this list, the shelter does not exist. Population General Population Special Needs Pet Friendly Capacity Occupancy Details

Details Name Address Lat/Long Shelter Information Capacity, Occupancy, Availability General Population, Special Needs, Pet Friendly Contact Info. Primary Contact: Primary Contact Phone & Mobile Phone Shelter Manager: Shelter Manager Phone & Mobile Phone Comments

WebEOC Users Board that shows users that have an open session in that Event/Incident.

ICS & EOC Forms

Chat Rooms: Click on a room to enter the chat room

Click in the bottom text box to send a message in the chat room, when finish typing message, click send You can see any user in the chat room in the “Users” box Click Leave Room in upper Right Corner to leave Chat Room. Do not click on the Red X to close the window. 09/2008

Checklist:. Task needed to be complete do accomplish tasks Checklist: Task needed to be complete do accomplish tasks Only the Administrator can create these lists Can be as simple as making coffee

EOC Staff Contact List. - Please check and update whenever you arrive at your station and have a free moment. - Trash Can Icon: Means only your login & the Admin can DELETE the user.

Fill in information. - Access Level: Hide from Restriced Users / Do Not Hide: Hide if you want to make this contact private to only your user This account and the Administrator can delete contacts - Click save to save Contact in database

Basic Email Only internal email, no outside email sent or received Priority: From sets this in the email they send to you Click on any of the text in the columns to read the message Click on the trash can to delete the message Inbox / Sent Box / Delete Items: Inbox: Current messages Sent box: Messages sent by this user account Delete Items: Messages deleted by this user account

Choose To:. Individual(s): Single or Multiple users Choose To: Individual(s): Single or Multiple users Groups: Single or Multiple Groups (do not know who is in an ESF) - Subject - Priority - Enter Text in the Body of the message - Attachments - Spell Check - Send

“You Have A New Message”. Notification pops up when the user has a “You Have A New Message” Notification pops up when the user has a new message

Technological Failure? What Happens if TOTAL Technological Failure?

OLD SCHOOL

Dustin Hetzel Emergency Management Specialist: Communications KI4MQD Georgia Certified Emergency Manager 124 Bull Street Suite 140 Savannah, GA 31401 (912) 201-4500 (912) 201-4504 DJHetzel@chathamcounty.org 09/2008