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WebEOC 7.4 User Manual.book

1. 4 Move your cursor on the map to the desired location on the map and single click The marker will appear on the map You cannot drag and drop the markers to place them on the map Moving Markers Select the marker and hold the left mouse button down Drag the marker to the new destination and release the mouse button WebEOL 7 1 MapTac Microsoft Internet Explorer provided by Eo ajoj Train Derailment Clear Map Shape al Fj X res Labels A ivil Distu rban nce Crin inal Occurren Educational Facilit Emergency Operat Energy _ F H Se Fi acilitis a i is Fire In ne idents Rey General sl tical amp i 4 F Hes a ESi Acquisition Inc 6 15 WebEOC 7 4 User Manual Chapter 6 Plugins Resizing a Marker To resize a marker hover your cursor over the marker Select the handle that appears around the marker and drag the handle in until the marker is the desired size WebEOC 7 1 MapTac Microsoft Internet Explorer provided by ESi Train Derailment 4 Deleting a Marker To delete a marker follow the steps below 1 Right click on the marker A delete confirmation dialog will display WebEOc 7 1 MapTac Microsoft Internet Explorer provided by ESi p a o x T d ans Train Derailment T ie ao we Delete this item OK Cancel d Pia EE EERE 4 2 Select the OK button to delete the marker from the map or
2. Email Address Note If your administrator has enabled password history you will not be able to re use a previous password 4 Aconfirmation window will appear and you will receive an email containing a link to reset your password Select the OK button 5 Ifyou select the Retrieve Username link enter your email address in the Email Address field and reenter it in the Confirm Address field 6 Select the Continue button A confirmation window will appear and you will receive an email containing your user name 7 Select the OK button to return to the Login window Generic Login Issues Invalid User Name or Password If you entered your user name or password incorrectly an invalid password window will appear Select the OK button Go to the Logging in to WebEOC section in this chapter and repeat the steps G WebEOC 7 4 Login Invalid username or password Passwords are case sensitive User Account Locked If you exceed the number of failed login attempts allowed a User Account Locked window will appear Select the OK button and contact your administrator to unlock your account ESi Acquisition Inc 2 8 WebEOC 7 4 User Manual Chapter 2 Getting Started User is Already Logged In Contact your administrator to review the setup of your account Login accounts can be configured as either single or multi user Multi user accounts allow more than one user to log in to the sa
3. Position Name Log Incident Incident Name Search Search Clear Search Record 3 Event Type Flood Position Position Name Name Phone Date 11 04 2011 10 21 59 Attachments Map Address Location Medium Incident Incident Name Update Record This information is not for public disclosure and is intended for authorized WebEOC users only Record 2 Event Type Road Closed Position Position Name Name Phone Date 11 04 2011 10 20 34 Attachments Map Address Location Incident Incident Name Update Record This information is not for public disclosure and is intended for authorized WebEOC users only Record 1 Event Type Fire Position Position Name Name Phone Date 17 04 2011 10 19 24 Attachments Map Address Location Incident Incident Name Update Record This information is not for public disclosure and is intended for authorized WebEOC users only ESi Acquisition Inc 3 5 WebEOC 7 4 User Manual Chapter 3 Boards Press Release Every emergency response involves the media and almost every emergency response organization has a Public Information Officer PIO responsible for the development and release of accurate and complete information regarding the incident The PIO usually establishes an area for the media that is away from the command post separate from the EOC and a safe distance from the incident scene This area is used to provide news releases
4. First Name Agency Department City poo State Select the Search button to continue the search or select the Back button to abort the operation In the Contacts window you can review the results of your search Contacts Candy Rebecca 611 957 7773 2 Dalby Charles FEMA 000 923 9527 3 Fuller John FEMA 763 903 0066 4 Kendal Eric FEMA 801 296 9256 5 Richards Mark FEMA 654 570 4659 ESi Acquisition Inc 5 21 WebEOC 7 4 User Manual Chapter 5 Tools Sorting Contacts To sort contacts follow the steps below In the Contacts window select the column header Name Agency Phone Pager Mobile or Delete that corresponds to the column you want to sort The list will sort and display in an ascending order i Contacts Ball Stephen Beard Sam Bradley Tom Candy Rebecca Cranford Kyle Daniels Marge Dolby Charles Franks Don 9 Friedman Cynthia 10 Fuller John Gordon Allen 12 Kendal Eric 13 Maggot Ted 14 Richards Mark 750 330 2268 662 511 4457 602 661 5501 011 957 7773 o94 661 4409 02 6 77 2001 055 923 5527 666 874 0053 830 100 1200 763 903 0088 o42 7 77 5409 601 256 9256 976 880 3364 654 570 4659 Note Entries will sort by Name in ascending order Name_______ Ageney_ Phene__ Pager__ Mablle___ Delete TITTI TTT ESi Acquisition Inc 5 22 WebEOC 7 4 User Manual Chapter 5 Tools Messages Many crisis information managemen
5. WebEOC 7 4 User Manual Chapter 1 Introduction to WebEOC WebEOC Help WebEOC Help is available for you to access directly from your Control Panel in the Tools section When you select the WebEOC Help link the help file system will open up in another window From there you can select any topic or use the index and search feature to search on any topic or word to find the information or instructions you need WebEOC 7 4 User Name as Position Name Message WebEOC Help W Contents E Index 1 Search E Glossary lt 4 Welcome to the WebEOC Help System 2 Welcome to the WebEOC Help System 2 Background Time Conventions gt Getting Started Boards Menus Tools Plugins Links Pocket PC Support Home gt Welcome to the WebEOC Help System gt Welcome to the WebEOC Help System Welcome to the WebEOC Help System Developed by ESi Acquisition Inc WebEOC Professional is Crisis Information Management Software CIMS It was developed over a decade ago to meet the needs of emergency management agencies EMAs at the federal state and local levels Today WebEOC is not only used by government agencies such as the U S Departments of Agriculture Defense Energy Homeland Security CDP FEMA ICE TSA and USCG Health and Human Services EPA and NASA but also by corporations public utilities universities and more Although WebEOC and its product sui
6. WebEOC is compatible with the following mobile devices e BlackBerry OS v6 and later e Apple iPhone iOS 4 amp 5 e Apple iPad e Android 2 1 2 2 and 3 1 ESi Acquisition Inc 8 2 WebEOC 7 4 User Manual Chapter 8 Pocket PC Support Using WebEOC on a Pocket PC To use WebEOC on your pocket pc follow the steps below I Access your Web browser and navigate to the WebEOC 7 4 URL WebEOC will automatically display the WebEOC Login window Enter your user name in the User field and password in the Password field As you enter your password it will appear as a Series of dots Select your position and incident and select the Ok button On the Control Panel you can use any board as you normally would a To view a board select the Display link to the right of the board b To update an entry select the applicable record in the board c Toadd anew entry select the Add link to the right of the board and enter the information d To navigate back to the Control Panel select the Back to Control Panel link in the window To exit WebEOC select the Log Off link ESi Acquisition Inc WebEOC 7 4 User Manual Chapter 8 Pocket PC Support Available Functionality Board Functions The following board functions are available e Filtering board entries e Sorting board entries e Remote boards e Dual commit e Data linking Chat All standard functions of the Chat feature are available for mobile
7. With WebEOC there is no need to cover your walls with grease dry erase or cork boards maps etc In WebEOC users enter information electronically into boards and everyone logged in to WebEOC sees this information instantly There is no duplicating of data no loose paper forms and no shouting from section to section to share information WebEOC helps you build reports request assistance deploy resources store documents map almost anything and more In WebEOC standard government forms e g ICS FEMA Situation Reports Mission Task etc used to track emergency response tasks are built as boards to implement your agency s information process flow When customers install WebEOC a standard set of basic boards are available to enable any agency to begin use almost immediately Your agency may use these boards as is modify them to meet local requirements or implement an entirely different board set tailored to your process and method of operation The boards available on your Control Panel may vary from the boards described in this chapter If your agency has created boards specific to your needs see your WebEOC administrator for instructions on using those boards The following topics are covered in this chapter e Board Views e Standard WebEOC Boards e General Board Features e Board Operations ESi Acquisition Inc 3 1 WebEOC 7 4 User Manual Chapter 3 Boards Board Views The first things you need to unders
8. b Minimum staffing requirements fox 3 Submit Situation Reports to Emergency Director 4 Conduct staff briefings o 5 Coordinate situation briefings to HQ 6 Enter the changes for the remark in the textbox 7 Select the Save button The text box will close ESi Acquisition Inc 5 11 WebEOC 7 4 User Manual Chapter 5 Tools Contacts Contacts allows you to maintain a notification directory of detailed contact information that can be added and updated Information recorded for each contact includes agency or person name telephone mobile and pager numbers physical and email addresses special notes or comments for the contact and more The level of permission granted by an administrator in conjunction with the access privileges allowed by the creator of the contact will determine the view and or edit privileges you will have If you have been granted full access privileges through your group permissions you will be able to see and edit all contacts If you have been granted restricted permissions you will be able to add a contact edit contacts you created and view contacts that have been set to Do not hide from restricted users If you have questions about the permissions available to you in the Contacts plug in contact your WebEOC administrator Adding Contacts To add contacts follow the steps below 1 Select Contacts from the Tools section on the Control Panel WebEOC 7 4 p
9. manage an emergency or you want the ability to continuously view a summary of data Only administrators can configure the board set and set and adjust the time interval Using Scroller To use Scroller follow the steps below 1 Select Scroller from the Plugins section on the Control Panel User Name as Position Name Incident Name File Library MapTac NWS Weather Alerts Remote Boards In the Scroller window select the Scroller controls you need WebEOC 7 3 Scroller w Shelters Test address capacity 10 status Closed Back The Back button returns you to the previous board This action automatically pauses the scroller and changes the Pause button to a Play button Play To reinstate the scroll feature select the Play button Pause Play The Pause button allows the user to either stop the scrolling action so that a specific board s data may be reviewed in more detail or restart the play feature Forward The Forward button manually advances to the next board in succession This action automatically pauses the scroller and changes the Pause button to a Play button ESi Acquisition Inc 6 25 Chapter 7 Links e e aioe e e Cc Ce ee Introduction The Links feature allows you to access a system a Web site or a particular file The items listed in the Links section on the Control Panel typically open a new window Talk to your WebEOC administrator for any additional links
10. Issues section in this chapter To log in to your WebEOC user account follow the steps below 1 Access your agency s WebEOC site 2 Inthe WebEOC Login window enter your user name in the User Name field and enter your password in the Password field The password is case sensitive a ee E WebEOC 7 4 Login j use ooo New User Click here to create an account Forgot Username Pass word Use of this system is restricted to authorized users Note If your agency has set a login policy message this will appear at the bottom of the WebEOC Login window 3 Select the OK button 4 Select your position from the Position drop down list and select your incident from the Incident drop down list ee E WebEOC 7 4 Login i Pasition Position Name Incident Incident Name Note Only those positions and incidents that your administrator has given you access to will appear in the drop down lists ESi Acquisition Inc 2 6 WebEOC 7 4 User Manual Chapter 2 Getting Started 5 Select the OK button to continue or select the Cancel button to abort the operation The WebEOC Logged In window will appear and your Control Panel will open in a separate window In order to reduce the number of windows that you have open at a time the Logged In window can be closed without logging you out of WebEOC WebEOC 7 4 Login Logged In The WebEOC control panel should now be opened in anew wi
11. Situation Report board allows agencies to track published SITREPs and view the published reports Situation Report Incident Incident Name Operational Period Start Operational Period End View SITREP 10 03 2011 10 51 43 10 14 2011 10 52 06 Attachment Update 10731 2011 10 50 59 11 04 2011 10 51 04 Attachment 10 17 2011 10 49 56 10 20 2011 10 50 06 Attachment FEMA and ICS Forms Depending on what your administrator has configured you may also see FEMA or ICS forms on your Control Panel as boards If your section uses a particular board often that form can be added to your Control Panel If your section uses all of the FEMA or ICS forms these may be available in your Menus section See Chapter 4 Menus for detailed instructions on using Menu items ESi Acquisition Inc 3 8 WebEOC 7 4 User Manual Chapter 3 Boards General Board Features Navigation Since boards are displayed in windows that can be resized the number of entries that can be seen at any one time will vary If a board has more entries than can be viewed at the same time use the scroll bar to navigate through the window Each board may also be resized to increase or decrease the viewing area If the board consists of multiple pages use the arrow buttons located at the bottom of the window to navigate lt lt lt 9 lt lt rA gt gt MBean The left double arrow button returns to the first page the single left arrow button returns to the pre
12. Tools Plugins Links A board may also have a list view This data is displayed in a list format This view could contain all of the data for a board or it may contain a subset of data List views are very useful during an incident because they allow you to display only data that is immediately necessary This enables you to focus on the most important data ESi Acquisition Inc 3 2 WebEOC 7 4 User Manual Chapter 3 Boards An example of a list view is the Shelters board During an incident you may not need to know if a shelter is pet friendly or Red Cross approved you just need to know which shelter has the most beds available so you can send victims there A simplified list view allows you to see the name of the shelter the status capacity occupancy and available beds Simplified views typically contain a Details buttons If you want to see detailed information for a record choose the Details button next it The details view will appear EEE Os Shelter Status T Incident Incident Name Good Shepherd BEEN bs A 500 321 179 ale New Directions BEEN fa 200 68 132 Healing Winds CLOSED 0 0 0 Totals 700 389 311 Note Your administrator may have different settings configured for your boards ESi Acquisition Inc 3 3 WebEOC 7 4 User Manual Chapter 3 Boards Standard WebEOC Boards This section provides a brief description of some of the standard boards that are available to track display and man
13. as links labeled as Attachment in the board Select the Attachment link to open the file situation Report Incident Incident Name Operational Period Start Operational Period End View SITREP 10 03 2011 10 51 43 10 14 2011 10 52 06 Attachment 10 31 2011 10 50 59 11 04 2011 10 51 04 10 17 2011 10 49 56 10 26 2011 10 50 06 Attachment ESi Acquisition Inc 3 12 WebEOC 7 4 User Manual Chapter 3 Boards Data Linking Using data linking an entry in one board can be simultaneously posted to another board Data fields in one board are linked to specified fields in the destination board by the system administrator using utilities in the Boards manager Only boards configured to allow data linking can execute this feature Significant Events Incident Incident Name Originator Position Name Originated By Location Phone Date Time 11 4 2011 12 47 25 73 Se Routing significant Events Command Planni ng Event Type Hazardous Materials Priority Im mediate Finance Foint of Contact Name Jim smith E Logistics Contact Number Map Label Address Location Lat Long Attachment 1 Attachment 2 Browse Details HazMat Recovery team is at the scene Remove Record O Record History Dual Commit Dual Commit allows information to be posted to a second server Only boards configured to allow dual commit can execute this featu
14. be used for the position you are assigned to This is an example of a PAC R egoP5 Accessing WebEOC You must be able to access WebEOC in order to register for a user account and log in The WebEOC site is accessed using a Web browser over your organization s intranet or over the Internet depending on your network s infrastructure The first time you access WebEOC you will need to type the address of your WebEOC site into the Address field of your browser If you do not know the address contact your WebEOC administrator We recommend you create a bookmark or add a shortcut on your desktop for your WebEOC site in order to access the site easily Before using Mozilla Firefox or Apple Safari to access WebEOC check with your system administrator and confirm compatibility with these browsers Completing Self registration To complete self registration follow the steps below 1 Access your agency s WebEOC site 2 From the WebEOC Login window select the New User Click here to create an account link User Password Use of this system is restricted to authorized users ESi Acquisition Inc 2 3 WebEOC 7 4 User Manual Chapter 2 Getting Started 3 When the Create Account window appears enter your position name in the Position Name field and enter your position access code in the Position Access Code field UOS t 1 Create Account Please enter the position name and access code
15. select the Cancel button to abort the operation ESi Acquisition Inc 6 16 WebEOC 7 4 User Manual Chapter 6 Plugins Drawing and Placing Shapes on a Map Shapes are useful to highlight specific locations or areas on a map This tool is particularly useful to show areas that have been affected by an incident A user can draw resize and place either an ellipse polygon or a line anywhere on a map Shapes can be highlighted with one of the three transparent colors red green or blue Users that have read only permissions will not be able to add shapes to a map To draw and place a shape on a map follow the steps below Select the Shapes tab to display the shape palette 5 WebEOC 7 1 MapTac Microsoft Internet Explorer provided by ESi Train Derailment 1 2 Select the desired shape button from the shape palette 3 Select the color from the drop down list WebEOC 7 1 MapTac Microsoft Internet Explorer provided by ESi Train Derailment Clear Map Shapes Zt X ATED L ba u NEY icutura Civil Disturbance Criminal Occurre Educational Facil Emergency Oper Energy Financial Fire Facilities Fire Incidents Aoo ESi Acquisition Inc WebEOC 7 4 User Manual Chapter 6 Plugins Deleting a Shape To delete a shape follow the steps below Right click the shape A delete confirmation dialog will appear L 2 Select the OK button to delete the shape from the map or select
16. the Cancel button to uk vaj abort the operation Fe IE Train Derailment Clear Map shapes 0 Aed a F gric Zura i zivil Dis Ai ur 5 H Criminal C Occurr Educatio nal Fac T ergenc Ope Energy J y YQ Delete this item OK Cancel Note You can also select the delete icon in the Shapes palette and select the shape you want to delete Adding a Label to a Marker Labels can be added to any of the available markers However labels cannot be added to shapes Users with read only permissions will not be able to add labels to a map To add a label to a marker follow the steps below 1 Educational Facil m cy Oper Energ g e Fac iliti 25 m Incidents 4 Select the Labels tab to spay t the label sine ESi Acquisition Inc WebEOC 7 4 User Manual Chapter 6 Plugins 2 Select the Set Label button to add a label 3 Select the marker to be labeled The label text prompt will display x Script Frompt OF Carce _ Label Text Cancel tanker car derailed 4 Enter the text for the label and select the OK button The label will appear under the marker Clearing a Label on a Marker To clear a label on a marker follow the steps below 1 Select the Labels tab to display the label palette E WebEOC 7 1 MapTac Microsoft Internet Explorer provided by ESI x io F 2 Select the Clear Label button 3 Select the marker that you want
17. the Secondary Email field and select the Add button Note There is no limit to the number of email addresses you can enter Repeat step 8 to enter additional email addresses 9 Select a language from the Language Locales box English is selected by default 10 The time zone defaults to the setting configured on your WebEOC server To override this setting select the Override Server Default Time Zone checkbox Note We do not recommend changing the time zone to conflict with your WebEOC server setting 11 If you choose to override the time zone configured select the Default drop down list and choose a new time zone 12 If you chose a new time zone select the Use Daylight Saving Time checkbox if your agency observes daylight savings time 13 When you have completed the Create Account window select the Save button to save the new account or select the Cancel button to abort the operation You will return to the WebEOC Login window lo Create Account f The new user account has been successfully created Click the OK button to continue logging into WebEOC as this user Note The new profile will not save until the required fields are complete Fields that are missing will be identified in red at the top of the Create Account window ESi Acquisition Inc 2 5 WebEOC 7 4 User Manual Chapter 2 Getting Started Logging in to WebEOC If you receive an error during the login process see the Generic Login
18. this operation To delete a contact follow the steps below 1 Inthe Contacts window select the Delete icon of the contact that you want to delete Contacts Ball Stephen Beard Sam Bradley Tom Candy Rebecca Cranford Kyle Daniels Marge Dolby Charles Franks Don 9 Friedman Cynthia 10 Fuller John 11 Gordon Allen 12 Kendal Eric 13 Maggot Ted 14 Richards Mark lt ae 2266 662 511 4457 652 661 5801 811 957 rr r3 394 661 4409 02 6 77 2001 609 923 5527 866 674 0053 630 100 1200 763 903 0088 42 7 77 6409 801 256 9256 o 6 6850 3364 654 570 4659 2 Select the OK button to delete the contact or select the Cancel button to abort the operation Importing Contacts To import contacts from an external file to Contacts follow the steps below 1 Inthe Contacts window select the Import button Contacts Richards Mark 654 570 4659 ESi Acquisition Inc 5 16 WebEOC 7 4 User Manual Chapter 5 Tools 2 Inthe Import Contacts window double click the fields you want to import This will move the data field from the Available section to the Selected section Import Contacts Select fields to Import Available Middle Name File Format Comma Separated Tab Separated Fie o Be Note The Selected fields must be in the same order as the data you are importing If the order of the Selected fields is not the same or if a field is missing data may import in
19. to access from the Control Panel To edit your position or incident follow the steps below 1 On the Control Panel select the Position link to change your position or select the Incident link to change the incident you are logged in to 3G Position Name incident Name 2 Select a new position from the Position drop down list and or select a new incident from the Incident drop down list Select Position Incident Position Position Name Incident Name Select Incident Incident Setup 3 Select the OK button or select the Cancel button to abort the operation ESi Acquisition Inc 2 12 Chapter 3 Boards c c et es e c Se introduction Boards are the heart of WebEOC They are the mechanism to share and manage real time event information with authorized users everywhere In WebEOC incident information is transmitted and displayed in boards making the information universally available to all authorized users simultaneously In the context of Crisis Information Management Systems CIMS a WebEOC board is equal to a large chronological or categorical paper based status board that dominates EOCs and command centers around the country In the manual environment information is typically posted to a status board by plotters people with grease pencils who post updates from forms provided by other emergency responders who received their updates from counterparts in the field
20. to export Export Contacts select the file type Comma Separated Tab Separated 3 Select the Export button to download Contacts or select the Back button to abort the operation 4 Select the Save button to save the Contacts file to your computer or select the Cancel button to abort the operation After the export is complete open the file you downloaded to verify that the export operation was successful Searching for a Contact To search for a specific contact or group of contacts follow the steps below 1 Inthe Contacts window select the Search button Contacts Ball Stephen Beard Sam Bradley Tom Candy Rebecca Cranford Kyle Daniels Marge Dolby Charles Franks Don Friedman Cynthia 10 Fuller John 1 Gordon Allen 12 Kendal Eric 13 Maggot Ted 14 Richards Mark 750 330 2266 662 511 4457 6572 661 5801 811 957 7773 694 661 4409 02 6 77 2001 6o9 923 5527 866 674 0053 630 100 1200 763 903 0088 42 7 77 6409 801 256 9256 o 6 880 3364 654 570 4659 ib ib iib ib ib fib ib iib fib iib iib iib ib ib ESi Acquisition Inc 5 20 WebEOC 7 4 User Manual Chapter 5 Tools 2 3 In the Search Contacts window enter values in any combination for the contact s Last Name First Name Agency Department City or State in the appropriate textbox You can also search by entering the first letter for any of the fields Search Contacts Last Name
21. to remove the label ESi Acquisition Inc 6 19 WebEOC 7 4 User Manual Chapter 6 Plugins Clearing All Items from a Map To clear all I shapes markers and labels from a map select the Clear Hapo ian Fi i FF iy eee windows Internet Explorer x ay A confirmation window will appear Select the OK button to clear all shapes markers and labels from the map Select the Cancel button to abort the operation and return to the map ESi Acquisition Inc 6 20 WebEOC 7 4 User Manual Chapter 6 Plugins NWS Weather Alerts About NWS WebEOC provides direct access to National Weather Service NWS watches warnings and advisories for all states counties and territories Weather radar maps can be accessed by going directly to http weather gov NWS alerts do not automatically refresh as new watches warnings and advisories are issued To display the latest advisory for a particular State Territory users must repeat the process for Accessing and Viewing NWS Alerts or hold down the Ctrl and r to refresh the window Accessing and Viewing NWS Alerts To access and view NWS Alerts follow the steps below 1 Select NWS Weather Alerts from the Plugins section on the Control Panel User Name as Position Name Incident Name ESi Acquisition Inc 6 21 WebEOC 7 4 User Manual Chapter 6 Plugins 2 Select the desired state or territory region from the State Territory drop do
22. wiew Help Kendal Eric FEMA erickendal fema gov 801 256 9256 Maggot Ted DHS tedmaggot dhs gov 578 880 3364 Ball Stephen NOAA stephenball noaa gov 750 330 2288 Beard Sam ClA sambeard cia gov 662 511 4457 Bradley Tem EMA tombradley ema gov 852 661 S801 Candy Rebecca FEMA rcandy fema gov 311 957 7773 Cranford Kyle DHS kcranford dhs gov 894 661 4409 Daniels Marge NASA margedaniels nasa gov 802 677 2001 Dolby Charles FEMA ccolby fema gov 855 923 5527 Franks Don cla donfranks cia gov 866 874 0053 Friedman Cynthia DHS cynthiafriedman dhs gov 830 100 1200 Fuller John FEMA jfuller fema gov 763 903 0088 Gordon Allen EMA allengordon ema goy 842 777 6409 Comma Separated Example P contactstab txt Notepad File Edit Format wiew Help Kendal Erig FEMIA erickendal fema goy 801 256 9256 Maggot Ted DHS tedmaggot dhs gov578 880 3364 Ball Stephen NOAA stephenball noaa gov 750 330 2288 Beard Sam CLA sambeard cia goy 662 511 4457 Bradley Tom EMIA tombradley ema goy 852 661 5801 Candy Rebecca FEMA reandy fema gov 811 957 7773 Cranford Kyle DHS kcrantord dhs goy 894 661 4409 Daniels Marge NASA margedaniels nasa goyv 802 677 2001 Dalby Charles FEMA ccolbyi fema gov 855 923 5527 Franks Don CLA donfranks cia goy 866 874 0053 Friedman Cynthia DHS cynthiafriedman dhs goyv 830 100 1200 Fuller John FEMIA jfuller fema gov 763 903 0088 Serdon Allen EMIA allengordon ema gov 842 777 6409 Tab Separated Example Ee ESi A
23. you need User Name as Position Name Incident Name Red Cross State EOC ESi Acquisition Inc WebEOC 7 4 User Manual Chapter 7 Links Links External Web sites can be accessed via the Links section on your Control Panel A limitless number of links can be added To access Links select the link name in Links section on the Control Panel WebEOC 7 4 User Name as Position Name Incident Name Paging CEMA Red Cross State EOC The Web site will open in a new window The links available to you are determined by your administrator F JE Mobile Resources Contact Us A Z Index FAQs Espafiol Additional Languages M N Search Go Advanced Search Blog Photos Videos Email Updates Home Plan amp Prepare Recover amp Rebuild Apply for Assistance Disasters amp Maps FEMA Audiences About FEMA News amp Media fi amp Bb Are you prepared Are you a disaster survivor Featured Content S e oei ne Py Pie s IA ryo Include items for your pet in your kit 3 Step Guide for Assistance Blog A Long Overdue Policy Change to Apply Online or at m fema gov Recognize the Sovereignty of Tribal Home fire prevention tips and safety tips for a Call 800 621 3362 TTY 800 462 7585 Governments winter storm earthquake or tornado State Disaster pages Vermont Texas National Preparedness System Description of Text PREPARE to 43362 4FEMA to receive Massachusetts Con
24. your view it has no affect on the board views of others Entered By v Position Significant Events Incident Incident Name Originator Position Name Routing a y significant Events Location Command Phone Date Time E Operations EventType tt YOM Poning Priority Finance Point of Contact Name 000000 O Logistics Contact Number ee Map tate o U y yO Address Location Coo l latlong j o pe Attachment 1 Attachment 2 Details Remove Record Record History ESi Acquisition Inc 3 10 WebEOC 7 4 User Manual Chapter 3 Boards Spell Check Spell Check is available in all board input views This feature allows you to spell check text entered into text areas In the New Record or Update Record window select the Spell Check button Significant Events Incident Incident Name Originator Position Name Originated By Location Phone Date Time 11 04 2011 10 21 59 Event Type Hazardous Materials Priority Immediate Point of Contact Name Sally Stone Contact Number Map Label Address Location Lat Long z Attachment 1 C Browse _ Details Hazardous release occured when a tanker trucH Word Not in Dictionary Ignore with 20 000 Ibs of anhydrous ammonia skidded and colided into two vehicles occured Ignore All Change To Remove Record C Record History occur ed Replace All occur o
25. 7 4 User Manual Table of Contents Table of Contents Chapter 1 Introduction to WeDEOC 0 ecccececeeeeeeeeeeeeeeeseneenseneeees 1 MT OCU GUL OUD bees isa teatecieeidan voaptscenainen cate ccun lamas wes Grea dead oaesutastnaunaanesweumaeuenmenbaceieenes 1 AG CO UNG aceasta te A E E meee totes 2 AUGIENGE ANG PUIDOSE nossccpicinani a eae 3 Time ON COINS eae ecg sete terete we ete ata a 4 WV OO OG OID se ceuceescecactaeas axis E A adic tcaaeeeee 5 Chapter 2 GetinG Started sssrin aea EEEN 1 NTOdU CHON rnini ie ecabieedecaasaannsaweshustan ceuiaaaeuamaaunepwemesaatauapannceanes 1 Ghapt rs OV SN VIG W sein decica Ses pacenccecentesetaeenaaeceacecunea aa a 2 Seregi allm aerie cess ctnntectiv etnies ve ssicsives ici ainccee seediceeie si nccadebicccieuesteeacesenedsasieiniss 3 LOGGING MtO VWEDE OG atin isvectlettotesndseterevediudeduetsbtesterndtncdletadnehatereneateaeeietatdestsesudseaie 6 COMER OW Pane sre ctecaaicoinse vcead E wan tacameaioeesieoane OET A 10 Chapters Boards ssrin aaa a EREA 1 HYVER OCU CUNO ganii a a E 1 BO ANG VIEWS feciscs Secaccrecaceinctasacseanatenesabehndd saetecvcuancstuewauvdesaubuenis ieauiineansncesantauwubenseane 2 Standard WebDEOC BoardS cscccecceecceeceeneeneceneeeeesensenesenscensceesenseenseeesaneseneseneees 4 General Board Features ss inciisiciecicenaituiincdianisceesnana cians dancanciwansimsanaanaiaceiiaanmsaneiiweines 9 Chapter 4 Menus ouni a eaceemeenies 1 UF OGUCHIOND sirana a a deunenaidhtenesd
26. Fire C Rescue C Geo C Safety L Health L Security infra _ Transport C Met CI CBRNE Severity Extreme Certainty Headin Description Instructions Post Message Select the Post Message button to send the message or select the Cancel button to abort the operation ESi Acquisition Inc 6 4 WebEOC 7 4 User Manual Chapter 6 Plugins Emptying the CAP Trash Folder To clear CAP messages that have been marked for deletion follow the steps below 1 Select Trash from the Folder drop down list A list of all CAP messages that this user has marked for deletion displays and the Empty Trash button is enabled CAP Message List Get Messages Post Message Empty Trash 2 Select the Empty Trash button This will permanently remove all of the messages in the Trash folder CAP Message List Folder Trash Get Messages Post Message a Empty Trash ESi Acquisition Inc WebEOC 7 4 User Manual Chapter 6 Plugins File Library The File Library plug in allows WebEOC users to upload and share documents and files with other users through WebEOC The file could be a standard operating procedure a situation report a PDF an image or other file type Depending on the permissions granted users may add view and or delete files from the library Users who are unable to access the File Library or need to have edit and or delete permissions should check with your WebEOC administrator Addin
27. OC s design is based on the following tenets of crisis information management systems CIMS should e Be affordable e Be user friendly e Beeasy to maintain by existing EMA or EOC staff with access to the vendor s technical support e Be easy to configure and customize to the conditions of the agency e Allow for remote access by authorized users located outside the local area network LAN e Comply with the provisions for the National Incident Management System NIMS e Support users who implement both the Incident Command System ICS and Emergency Support Functions ESF structure e Integrate with other systems such as mapping and other CIMS and telephonic alert notification systems e Integrate public health into emergency management e Operate within a variety of network configurations e Have a wide range of features consistent with the four phases of emergency management e Have help desk support on a 24 hour basis ESi Acquisition Inc 1 2 WebEOC 7 4 User Manual Chapter 1 Introduction to WebEOC Audience and Purpose Audience People who use WebEOC are classified as either users or administrators This manual is written for WebEOC users People who setup configure and customize WebEOC in accordance with an agency s unique needs are WebEOC administrators WebEOC administrators should refer to the WebEOC Administrator Manual supplied with the software Purpose This manual provides you det
28. S arn oumter Georgia 013261 Roce coy lalbot Georgia 013263 Talbot Georgia 013263 Talbot Georgia 013263 Taliaferro Georgia 013265 anaes Taliaferro Georgia 013265 Taliaferro Georgia 013265 O NEW K Taylor Georgia 013269 521T00002 COFFEE DATavlor Georgia 013269 D WALTON COASTAL WALTON HOLMES Wa Taylor Georgia 013269 z DPULF FRANRLIN G amp ADSDEN LEON or Georgia Issued by the AM EDT 8 AM CDT THIS ING i PRESSURE TO CUR NORTH AND THEAST GULF OF MEXICO WILL AGAIN TODAY SUSTAINED GUSTS TO 30 MPH OVER ARFA TUDE WILL CREATE CHOPPY TO RLY ON THE LARGER BODIES OF WATER QUIN AND THE WALTER F GEORGE BE 0 gt 131 142 gt 148 155 gt 161 Note You may print the board in its display format by right clicking on the board window and selecting the Print button ESi Acquisition Inc 6 23 WebEOC 7 4 User Manual Chapter 6 Plugins Remote Boards If your group permissions allow you may see a link in the Plugins section of Control Panel labeled Remote Boards Remote Boards allow users on one instance of WebEOC to access boards hosted on a different WebEOC system such as an instance in a neighboring county The use of remote boards allows all WebEOC instances to view the same set of data from the same board Everyone has all the information available to them and a common operational picture is maintained On the Control Panel remote boards are grouped together under a single link
29. Systems sisiscsasessiscicecaceeiwenctnnnssieadaetasecacicadwaceniwsiecnastineataaderens 2 Using WebEOC on a Pocket PC aassannnnnnnnnnnsnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nennen 3 PNANADIC FUNCHONANTY sesasi a a aaa 4 ESi Acquisition Inc TOC 2 Chapter 1 Introduction to WebEOC O nal eg Se 2 e Introduction Developed by ESi Acquisition Inc WebEOC Professional is Crisis Information Management Software CIMS It was developed over a decade ago to meet the needs of emergency management agencies EMAs at the federal state and local levels Today WebEOC is not only used by government agencies such as the U S Departments of Agriculture Defense Energy Homeland Security CDP FEMA ICE TSA and USCG Health and Human Services EPA and NASA but also by corporations public utilities universities and more Although WebEOC and its product suite provide specialized tools for managing crisis information and emergency response it can be used to manage any and all events agencies organizations etc WebEOC includes a default set of boards and plug ins that enable any agency to begin using it almost immediately An agency can use any or all of the boards as is or build an unlimited number of boards and forms tailored to local requirements Within the context of WebEOC a board is an electronic display that allows you to transmit and share information in real time am
30. WebEOC User Manual Version 7 4 oy e f e e e not several customers using WebEOC but a sin ndie homogeni eou s user community linked through WebEOC Paul Butler ESi Acquisition CFO For ESi sales and operations ESi Acquisition Inc 823 Broad Street Augusta Georgia 30901 1400 USA Tel 706 823 0911 or 800 596 0911 Fax 706 826 9911 sales esi911 com http www esi911 com WebEOC and ESi are registered trademarks of ESi Acquisition Inc MapTac and ESiWebFUSION are trademarks of ESi Acquisition Inc Twitter and Tweet are the registered marks of Twitter Inc Microsoft Windows and Internet Explorer are registered trademarks of Microsoft Corporation Mozilla and Firefox are registered trademarks of Mozilla Foundation All other trademarks are the property of their respective companies 2002 2012 ESi Acquisition Inc All rights reserved No part of this publication may be used commercially reproduced stored in a retrieval system or transmitted in any form or by any means mechanical photocopying recording or otherwise without the prior written permission of ESi Acquisition Inc While every precaution has been taken in the preparation of this document ES assumes no responsibility for errors or omissions Neither is any liability assumed for damages resulting from the use of the information contained herein Printed in USA WebEOC
31. a User Name as Position Name Log Off Incident Name Messages WebEOC Help Plugins Links Note Users who do not have edit privileges for Contacts will not be able to perform this operation ESi Acquisition Inc 5 12 WebEOC 7 4 User Manual Chapter 5 Tools 2 Inthe Contacts window select the Add Contact button Contacts 3 Inthe Add Contact window complete the fields as applicable Add Contact Name and Information etp E tpo Midde seny SN tte 77 Address Address Address City State Hotes Phone Numbers Business 1 Business 2 l Pager J Fax M Other Moo Service Carier PO Business Cell Personal Cell oo Satellite Phone fe Access Level Hide from restricted users Do not hide from restricted users 4 Inthe Access Level section select the appropriate radio button Hide from restricted users will not display the contact in the Contacts window for users assigned restricted permissions by the administrator Do not hide from restricted users allows the contact to be viewed in the Contacts window but not edited by users with restricted permissions 5 Select the Save button or select the Cancel button to abort the operation ESi Acquisition Inc 5 13 WebEOC 7 4 User Manual Chapter 5 Tools Editing Contacts Users who do not have edit privileges for the Contact tool will not be able to perform this operation To edit contacts follow the s
32. age crisis information The Control Panel below shows what the Boards section looks like and how boards are arranged The boards you have access to is determined by your WebEOC administrator For additional boards and detailed instructions on using boards see the WebEOC Standard Boards Guide A few of the most common boards used are listed below and briefly discussed in this section e Activity Log e Press Release e Shelters e Significant Events e Situation Report WebEOC 7 4 User Name as Position Name Incident Name Activity Lag Significant Events Checklist Checklist Builder Contacts File Library Admin IAF Builder Incident Action Plans Published Fress Release Resource Request lask Assignments Shelters Situation Report N H H H H E E H E H H E N E C A a a A A A A A Tools Plugins You may also have FEMA and ICS forms available as boards These forms are typically used from the Menus section See Chapter 4 Menus for detailed instructions on the Menus section ESi Acquisition Inc 3 4 WebEOC 7 4 User Manual Chapter 3 Boards Activity Log The Activity Log allows you to document actions taken by personnel in your position during each shift This board has the name of the position you are logged in to at the top of the board It allows agencies to track event names and details statuses contact information position name and real name of those reporting maps of the area and more
33. ailed instructions and the knowledge that you will need to operate WebEOC during daily operations or in response to an emergency Because WebEOC is a tool that can be customized locally based on the unique needs of your organization and provides levels of access that can be tailored to meet the unique needs of individual users and organizations some of the WebEOC features covered in this manual may not be available to all users See your WebEOC administrator for questions about a specific capability ESi Acquisition Inc 1 3 WebEOC 7 4 User Manual Chapter 1 Introduction to WebEOC Time Conventions WebEOC stamps all entries with a time and date It also tracks and displays who entered the information Entries appear in boards in the order in which they are entered into the system For example if a telephonic report is received at 10 00 p m and it is entered into WebEOC at 10 01 p m The system time will be 10 01 p m Agencies can determine whether or not to show system times as part of the displayed entry During setup administrators can add additional time fields to boards that can be user modified these times could represent a time the incident occurred actual time of receipt etc These additional time fields if used are separate from the unalterable system time set by the WebEOC administrator Normally agencies enter a time of receipt time of occurrence etc in the narrative description ESi Acquisition Inc 1 4
34. allows users to access related information by selecting the icon attached to the image file in MapTac MapTac Components The figure below illustrates the major components of the MapTac user interface The headers in the tool pane can be expanded and collapsed by selecting the related tab The major components are as follows e Maps drop down list and Clear Map button e Shapes ellipse polygon and free hand drawing tools delete button and shape color drop down list e Labels add and remove label buttons e Marker tabs categorized markers e Map view pane with Printer icon Maps A E hey ESiIHQ Clear Map a oes en Shapes i m Augusta Marriott ia i 5 sf i Oglethorpe i ae Od sy g Park Labels Agricultural Civil Disturbance Criminal Occurrences Educational Facilities Emergency Operations ESi Acquisition Inc 6 10 WebEOC 7 4 User Manual Chapter 6 Plugins Viewing a Map To access a map or an image for viewing follow the steps below 1 Select MapTac from the Plugins section on the Control Panel UserName as Position Name Incident Name NWS Weather Alerts Remote Boards Scroller ESi Acquisition Inc WebEOC 7 4 User Manual Chapter 6 Plugins 2 Select a map for display from the M si sa aca list ari nde SU Net FAU ia iy me z il JUUL Westwick Sot na t Hills Vali J Sip Note The image or map will resize automatically anytime you change
35. ards Welcome to the WebEOC Help System Menus Developed by ESi Acquisition Inc WebEOC Professional is Crisis Information Tools Management Software CIMS It was developed over a decade ago to meet the Plugins needs of emergency management agencies EMAs at the federal state and local Links Pocket PC Support levels Today WebEOC is not only used by government agencies such as the U S Departments of Agriculture Defense Energy Homeland Security CDP FEMA ICE TSA and USCG Health and Human Services EPA and NASA but also by corporations public utilities universities and more Although WebEOC and its product suite provide specialized tools for managing crisis information and emergency response it can be used to manage any and all events agencies organizations etc A separate window will open to the welcome page ESi Acquisition Inc 5 30 Chapter 6 Plugins e g la ar oe e ee e Se e introduction WebEOC has several standard plug ins that offer the user a variety of tools each uniquely designed to support a particular information need This chapter will cover the standard WebEOC plug ins and provide instructions on how they are used If you do not have access to any of the plug ins described in this chapter contact your WebEOC administrator The following topics are covered in this chapter e CAP Messaging e File Library e MapTac e NWS Weather Alerts e Remote Board
36. ate each email address by a comma An unlimited number of addresses may be entered 10 Select the Send button or select the Cancel button to abort the operation You will automatically return to the Messages window Replying to and Forwarding a Message To reply or forward a message follow the steps below 1 Inthe Messages window select the message you want to reply and or forward Messages Incident John Adams EOC Activated High Incident Name 2009 04 27 14 16 35 lib 2 Inthe Message Detail window select the Reply or Forward button Message Detail EOC Activated John Adams Received 2009 04 27 14 16 35 To Sally Sue Operations Section Chief Planning Section Chief Liaison Officer Planning Staff ncident Incident Name Priority High EOC was declared activated 0900 Robert Steele is the A Emergency Director and has assumed command and control for the response 1 A a E k Attachment ENN txt ESi Acquisition Inc 5 25 WebEOC 7 4 User Manual Chapter 5 Tools Note Reply will not send the original attachment You can however attach other documents in your reply message Forward gives you an option to send the original attachment or send a different attachment In the Compose New Message window select the recipient or recipients from the list of Users Groups or Positions a To make multiple selections hold the Ctrl key and select reci
37. atus set to P will set the status of all its sub steps to previously accomplished and if all sub steps are set to P the step status will automatically be set to P Complete A step is complete when the status for each sub step is set to C Complete N Not Applicable or P Previously Accomplished You cannot select C or O for a step that has any sub step that is open or blank Open Sub tasks with a status of C O N or P will set the primary task status to O If all sub tasks are blank such as when first starting a checklist the primary task will also be blank Time Expired Steps may have a due time associated with them The time is based on the Incident date time If a step is Blank or Open in progress and the time for completion due time has been exceeded the background color of the status field will display in red The expiration status for the step will change to C when all the sub steps are set to either a C N or P Checklists Open Complete Previously Accomplished Not Applicable Checklist EQC Director T Hide Remarks Show Remarks E 1 Conduct turmover briefing with EDO o a Hazardous Materials What kind IN b Security threat Possible terrorist c c Command established at scene Agency in charge em d Protective actions taken c e Causalities how many o 2 Declare EOC activated BA a Minimum operational requirements G b Minimum staffing requirements o 3 Submit Situation R
38. called Remote Boards in the Plugins section of the Control Panel When the Remote Boards link is selected a window will open containing a list of remote boards WebEOC 7 4 UserName as Position Name Incident Name Boards Menus Tools Plugins CAP File Library MapTac Scroller Links Remote boards are used in the same way as other boards residing on a user s Control Panel users can add edit view sort and filter data as determined by the permissions allowed at the board owner and local server levels provided that the WebEOC system hosting the board is accessible It is important to note that remote boards differ from local boards in that remote board displays do not refresh automatically Refresh is on a timed interval that can take up to 60 seconds to execute Users logged directly in to the owner server and viewing the same board will see automatic refreshes When a remote board is not accessible i e you do not have connectivity to the host or if the incident you are logged in to on your WebEOC has not been mapped by an administrator on the host system you will receive an advisory When this occurs contact your WebEOC administrator ESi Acquisition Inc 6 24 WebEOC 7 4 User Manual Chapter 6 Plugins Scroller WebEOC scroller allows you to view data from multiple boards in one window on a timed interval This is useful if you do not have sufficient room to project all of the boards used to
39. ccurs acquired reoccurred accrued augured Loading The Spell Checker window will appear and display suggested words Users may ignore the alert add the word to the dictionary or manually replace the word by entering the correction in the Change To field ESi Acquisition Inc 3 11 WebEOC 7 4 User Manual Chapter 3 Boards Adding an Attachment Sometimes it is necessary to include a map or an additional file to a board WebEOC allows you to attach a file to a board entry when adding or updating a record File size limits are controlled by the WebEOC administrator The attachment feature must be added to a board before using it This is also the responsibility of your WebEOC administrator Board attachments are maintained when an entry containing an attachment is data linked from one board to another however attachments cannot be dual committed or used with board emails and Control Panel notifications Select the Browse button next to the Attachment or File Name field Situation Report Incident Incident Name Operations Period Start Tle Click the Calendar Operations Period End E l lt Click the Calendar Attachment Browse Delete Record Spell Check Navigate to the location of the file to be attached and select the Open button This will return you to the New Record window You can view or download board attachments directly from the board display Board attachments are displayed
40. ce The recipient s name will no longer be highlighted Compose New Message Administrator User Name User Name WebEOC Administrator Activity Log Activity Log TEST All Positions Checklist Position Select CMD EOC Director CMD PIO FIN Compensation Claims Unit Priority and Subject Priority Normal subject Body Attachment LBrowse _ Emails cannot be genersted because no email address has been set for this user account 4 Select the priority High Normal or Low from the Priority drop down list A High priority will display as red Normal as black and Low as green 5 Enter the subject in the Subject field 6 Enter your message in the Body text box 7 Select the Browse button to add an attachment Note WebEOC s messaging can only support one attachment To send more than one file save the items to a ZIP file and attach the compressed file to the message ESi Acquisition Inc 5 24 WebEOC 7 4 User Manual Chapter 5 Tools 8 To send the message as an email select the Generate Email checkbox An Additional Addresses field will appear when the Generate Email checkbox is selected Note The sender must have an email address set up in WebEOC The sender does not need to enter email addresses for recipients who have an email setup in WebEOC 9 For recipients who do not have email address setup in WebEOC enter the email addresses in the Additional Addresses field Separ
41. cquisition Inc 5 18 WebEOC 7 4 User Manual Chapter 5 Tools Exporting Contacts In the Contacts window you can review the list of contacts you imported Contacts Ball cth Beard Sam Bradley Tom Candy Rebecca Cranford Kyle Daniels Marge Dolby Charles Franks Don Friedman Cynthia 10 Fuller John 1 1 he 13 Gordon Allen 12 Kendal Eric Maggot Ted 14 Richards Mark 330 2200 662 511 4457 oo2 661 5601 011 957 773 694 661 4409 a02 6 77 2001 090 923 5527 066 674 0053 630 100 1200 T amp 3 903 0088 o42 r T T 6409 001 256 9256 of 6 000 3364 654 570 4659 Aehehahehahahehehahahahehal To export contacts from WebEOC to an external file follow the steps below In the Contacts window select the Export button 1 Contacts Ball Stephen Beard Sam Bradley Tom Candy Rebecca Cranford Kyle Daniels Marge Dolby Charles Franks Don Friedman Cynthia 10 Fuller John Gordon Allen 12 Kendal Eric Maggot Ted 4 Richards Mark 750 330 2266 662 511 4457 6572 661 5801 811 957 7773 394 661 4409 02 6 77 2001 Boo 9235 502 7 866 674 0053 630 100 1200 763 903 0088 o42 77 6409 801 256 9256 o 6 680 3364 654 570 4659 iib iib iib iib iib iib iib iib iib iib iib ib ib ib ESi Acquisition Inc 5 19 WebEOC 7 4 User Manual Chapter 5 Tools 2 Inthe Export Contacts window select the radio button of the file type that you want
42. create chat rooms and conduct online conversations in real time User permissions can be granted to edit chat rooms creating and deleting or can be limited to just participating sending and receiving messages in existing chat rooms Adding a Chat Room To add a chat room follow the steps below 1 Select Chat from the Tools section on the Control Panel WebEOC 7 4 User Name as Position Name Incident Name Checklists Contacts Messages WebEOC Help 2 Inthe Chat Room List window select the Add Chat Room button Chat Room List ESi Acquisition Inc 5 2 WebEOC 7 4 User Manual Chapter 5 Tools 2 4 Enter a name in the Name text box Edit Chat Room Available Select Finance Section Logistics Section MapTac Admin Operations Section Operations Section Chief Planning Section Planning Section Chiet Press Release PIO Shelter Management Select the group of users that will have access to the chat room from the Available section and select the right arrow button to move the group to the Selected section Select multiple groups by holding down the Ctrl key Select the Save button to add the chat room or select the Cancel button to abort the operation Using Chat To use the chat plug in follow the steps below i In the Chat Room List window select the name of the Chat Room Chat Room List pEr TT L Meaca ESi Acquisition Inc 5 3 WebEOC 7 4 User Manual C
43. ctions on your Control Panel you do not Boards eons manent need to view select the name Boards Menus Tools Plugins or Links to collapse that section ESi Acquisition Inc 2 10 WebEOC 7 4 User Manual Chapter 2 Getting Started Editing Your User Account The user name and position on the Control Panel will be displayed as static or an active link If this link is active you will be able to edit your user account To edit your user account follow the steps below 1 Onthe Control Panel select the user name link ds Position Name 2 Inthe User Account window edit your information See the Self registration section in this chapter for detailed instructions User Account User Name User Name Old Password jeccecccccce New Password esessssesse Confirm Password PrimaryEmai O a Fiy J PE Remove Locale L Override Server Locale Time Zone C Override Server Default Time Zone F j marna X al Idd Use Daylight Saving Time 3 Select the Save button to save your changes or select the Cancel button to abort the operation ESi Acquisition Inc WebEOC 7 4 User Manual Chapter 2 Getting Started Editing Your Position and Incident You can edit your position and the incident you are logged in to from the Control Panel Changing your position assignment or the incident will also change the boards menus tools plug ins and links that you will be able
44. d is intended for authorized WebEOC users only Record 2 Event Type Road Closed Position Position Name Name Date 11 04 2011 10 20 34 Attachments Map Address Location Phone Incident Incident Name This information is not for public disclosure and is intended for authorizec Record 1 Event Type Fire Position Position Name Name Phone Date 11 04 2011 10 19 24 Attachments Map Address Location sia Incident Incident Name aS This information is not for public disclosure and is intended for authorized Wel The Significant Events board provides real time chronology of records of the actions taken during an event from beginning to end Entries in this board include reporting authority event type date and time of the entry location priority level and a narrative summarizing event information ESi Acquisition Inc WebEOC 7 4 User Manual Chapter 3 Boards Situation Reports SITREPs SITREPs SITuation REPorts are typically published at least once every 24 hours during an emergency WebEOC provides a standard format that may be used based on the two common methodologies Incident Command System ICS or Emergency Support Functions ESF Functional elements within the emergency response organization update their portion of the SITREP which then populates a master SITREP The master SITREP can be viewed online and approved before release The
45. devices Checklists Normal Checklist functionality available from a PDA includes the following e Viewing checklists e Updating checklist steps Contacts Available functionality in the Contacts plug in from a PDA includes the following e Adding and editing contacts e Searching contacts File Library All standard functions of the File Library are available for mobile devices Messages Available functionality in the Messages plug in in a PDA environment includes the following e Creating and sending messages inside WebEOC e Sending e mail outside WebEOC e Sending attachments ESi Acquisition Inc 8 4 WebEOC 7 4 User Manual Chapter 8 Pocket PC Support E mails can only be sent from WebEOC if this feature is properly configured Also replies to WebEOC messages can only be made from within the WebEOC application Plug ins While WebEOC plug ins will appear on the Control Panel e g MapTac Calendar Resource Manager etc plug in functionality is not supported in the hand held environment WebEOC Help On the Control Panel in the Tools section select the WebEOC Help link to access the help file system ESi Acquisition Inc 8 5 ESi Acquisition Inc 823 Broad Street Augusta GA 30901 706 823 0911 www webeoc com
46. ding on their level of permission read read write or read write delete information on the board A record is added to a subscribing local WebEOC The record moves from the local copy of the board to the ESiWebFUSION server and is then added to each of the other participating WebEOCs On the Control Panel subscription boards are grouped together and displayed in a separate expandable collapsible section e g State COGs immediately after the group of standard boards If your system is subscribing to multiple ESiWebFUSION servers subscription boards will be grouped and labeled per ESiWebFUSION server Subscription boards are used in the same way as any standard board on a user s WebEOC Control Panel users can add update view sort and filter data as determined by the permissions allowed by the board owner publisher and group permissions on the subscribing local WebEOC server ESi Acquisition Inc 3 14 Chapter 4 Menus yi ents Se os Introduction Menus give you an easy way to access multiple display boards plug ins links forms and other menu items that are grouped under a single link on the Control Panel Menus can also be customized for specific users or positions in order to streamline the Control Panel Sub menus can also be created by grouping menus within menus When you select the menu title a list of items will open in a new window that is similar in appearance and functionality to the Contro
47. eberntaes 1 Accessing MenUS siiri aa ai a a a a aa a a aa 2 Chapter 3 TOOLS thorman 1 HERO GUICIOR PAra E EA E S A E E E E sonia 1 CVU sscatinten sees vies ieipnahgnenceeiendy a aa 2 CHECK INSUS urrara a E EEA a AA 6 CONACS canann oad atacaentcdnnaseien tessa nenauutesvuce dad encaewesauauteaiapaniees 12 IIS SACS pice cece eco te agceatetatiet E ancsuaves deca unemeeuseteeteaeenienonetiiats 23 VWVEDE OC HEID roinnean E 30 Chapter 6 Plugins aq cece snecesccensecsetedecrceextanccesesesesvecvseeceessiccasececseeecensee 1 HUET OCU GUO eae ss oases cs evs cect sarees iene ue scale a och sree nee 1 CAP IGS S AGING cisrenan enact cansceteee htc E cecteeade oat cet SEER 2 PIG IDEAL niinniin noted ci meenarnae sumac a a 6 MAPIGO 10 NWS Weather Alerts nn nnunnuunennnnunnennnennnnnnannennnennnannnnnennennnnansennennennnnensennnnnennnnnne 21 ReMOLE BO AUS ani A 24 SCOOT sarro A AN 25 ESi Acquisition Inc TOC 1 WebEOC 7 4 User Manual Table of Contents Chapter 7 CINKS siacegcotccrececredeiosinddvsenendeepsnez ice deccaw a 1 METER OCU GW OUD sanien TAA EATE E AAAA ANE 1 EMKS Sos paseceieaare cts tess nap act owie sas ee na uate caine etna neadieaana bac aetenvoneeteuessnea desuaerann aatennine nee 2 Chapter 8 Pocket PC Support ccccceceeeeeeeeeeeeeeeeeeeeeeeeneenseeeeneeees 1 BUTE OCS HON 5 bi gatas atcincarinc oS taiasaartclsaai cs rea cet e nce bata ered basic ea eeuca sn tamara s esummeineenbacetwenes 1 Supported Operating
48. eports to Emergency Director 4 Conduct staff briefings o 5 Coordinate situation briefings to HQ ESi Acquisition Inc 5 8 WebEOC 7 4 User Manual Chapter 5 Tools Adding or Editing Remarks To add or edit a remark to any step or sub step in a checklist follow the steps below 1 Select the step or sub step to open a textbox to add or edit a remark When adding or editing remarks only one text box can be open at a time Checklists Open Complete Previously Accomplished Not Applicable Checklist Eoc Director Hide Remarks Show Remarks c 1 Conduct turnover briefing with EDO c a Hazardous Materials Type Amount Tanker truck fully loaded with Anhydrous Ammonia overturned Main valve damaged release is confirmed amount of release is unconfirmed potential is 40 000 Ibs Save Maximum length is 3000 characters c b Security threat Possible terrorist c c Command established at scene Agency in charge c d Protective actions taken c e Causalities how many o 2 Declare EOC activated Ba a Minimum operational requirements lo gt b Minimum staffing requirements fo 3 Submit Situation Reports to Emergency Director gt 4 Conduct staff briefings O 5 Coordinate situation briefings to HQ 2 Enter remarks in the text box You can edit previously saved entries The maximum length is 3000 characters 3 Select the Save button This will close t
49. g a File To add a file in the File Library follow the steps below 1 Select File Library from the Plugins section on the Control Panel UserName as Position Name Incident Na Te NWS Weather Alerts Remote Boards Note A Folder List contains a list of files documents If no folder Names appear you have not been granted permission by your administrator to access the folders 3 Inthe File List window select the Add File button File List _ Name Description 1 Hospitalprotocols_pdf Protoc ols CED ESi Acquisition Inc 6 6 WebEOC 7 4 User Manual Chapter 6 Plugins Note If your administrator has not configured read write permission to access the folder in the File Library the Add File button will not appear Before adding a file check with your administrator to find out if there are any size limitations to uploading a file 4 Inthe Add File window select the Browse button to search for the file you want to add to the File Library Add File 5 Enter a description for the file in the Description field Optional Add File File C Documents and Setting Browse Description Stanford s HiM1 Protocol 6 Select the Save button or select the Cancel button to abort the operation When you save the file the File List window will open and the most recent file appears at the top of the list File List HANA Protocol 0828v2_pdf Stanford s H1N1 Protocols Generic Protocol for Rotavirus Ga
50. hapter 5 Tools 2 Inthe Chat Room window enter your message in the textbox and select the Send button Your messages and other participant s messages will be posted in the Messages pane Medical Chat Room John Adams Was the State Red Cross Representative contacted Sally Sue Yes Mr Barton was contacted and is enroute to the County EOC 3 Select the Leave Room button to exit Chat When you exit and re enter the chat room the messages will be gone If you remain in the chat room the messages and the replies from all the users will remain posted Editing a Chat Room To edit a chat room follow the steps below 1 Inthe Chat Room List window select the Edit icon Chat Room List Rom OOOO ooo o O CDI N Medical ESi Acquisition Inc 5 4 WebEOC 7 4 User Manual Chapter 5 Tools 2 Inthe Edit Chat Room window change the name in the Name field optional Edit Chat Room Name piue Available Operations Section Finance Section Logistics Section MapTac Admin Operations Section Chief Planning Section Planning Section Chief Press Release PIO 3 Inthe Available section select the group of users that will have access to the chat room Select multiple groups by holding down the Ctrl key 4 Select the right arrow button to move the group or groups to the Assigned section 5 Select the Save button to save your changes or select the Cancel button to abort the operation Deleting a C
51. hat Room You can only delete a chat room if you are a WebEOC administrator or the have the proper permissions view edit permissions to the Chat plug in To delete a chat room follow the steps below 1 Inthe Chat Room List window select the Delete icon Chat Room List 1 Medical 2 Select the OK button to delete the chat room or select the Cancel button to abort the operation ESi Acquisition Inc 5 5 WebEOC 7 4 User Manual Chapter 5 Tools Checklists The Checklists plug in allows your organization to automate procedures and checklists Steps in a checklist can be identified as a main numbered step or a sub step marked with a letter number that can be checked off with different statuses Open Complete Previously Accomplished or Not Applicable If this functionality is not desired steps can simply be marked as Completed Users can add remarks to any step and have the option of viewing or hiding the remarks Checklists are incident specific This means a checklist e g Bomb Threat used in one incident can also be used simultaneously and independently in other incidents but information associated with each incident is stored with the associated incident when archived Administrators can create checklists and assign a due time for a step When a step has not been completed and the due time is exceeded the status indicator field for the step or sub step turns red The due time is based on the time entered in t
52. he Delete icon File List 1 HINT Protocol 0826v2 pdf Stanford s H1N1 Protocols Generic Protocol for 4 Rotavirus Gastroenteritis Hospitalprotocols pdf 2 Select the OK button to delete the file or select the Cancel button to abort the operation ESi Acquisition Inc 6 9 WebEOC 7 4 User Manual Chapter 6 Plugins Map Tac MapTac is primarily a briefing tool used to display a variety of graphics and images It replaces or augments static paper based maps and magnetic light boards MapTac allows authorized users to access an image of a static map dispersion model digital photo etc from any map GIS source or digital camera and using a web browser share the tactical scene with other users instantly MapTac can use images from any GIS or mapping system to produce a static image file e g JPEG GIF BMP etc Existing web based mapping resources available on the Internet can also be used to plot an address in order to create the image file that can then be saved to MapTac and annotated as necessary using the icon palette and drawing tools MapTac also allows responders at geographically separate locations to view and depending on user privileges update images real time Users with appropriate permissions can add markers such as push pins fire trucks road blocks ete with or without labels and draw shapes on the image Labels can be added and edited at any time Administrators can add a URL to an icon that
53. he basic plug ins available in WebEOC are MapTac File Library CAP National Weather Service Alerts Remote Boards and Scroller Additional plug ins are available depending on what your agency has purchased See the documentation that accompanies those plug ins for detailed instructions Chapter 7 Links This chapter provides instructions for accessing internal and external links in WebEOC Chapter 8 Pocket PC Support This chapter provides instructions for users who have a mobile unit with the ability to access a secure site ESi Acquisition Inc 2 2 WebEOC 7 4 User Manual Chapter 2 Getting Started Self registration The self registration feature in WebEOC allows first time users to create their own account using the position name and position access code PAC provided by their administrator If you occupy multiple EOC positions and self registration is enabled you can self register for each position for which you qualify After you have completed self registration you can log in to your new account To complete self registration you will need your agency s WebEOC address the name of the position you will be assigned to and the position access code PAC If your administrator has not given you these items you will not be able to create a WebEOC user account Position Access Codes PACs A PAC is a position specific code that your administrator generates in WebEOC The PAC your administrator gives you can only
54. he checklist by the administrator when an incident is created For example if a new incident is created by the administrator at 11 30 then a task due in 30 minutes will show overdue at 12 01 for that incident Accessing Checklists To access Checklists follow the steps below 1 Select Checklists in the Tools section on the Control Panel E WebEOC 7 4 User Name as Position Name Log Off Incident Name Messages WebEOC Help Plugins Note If you are logged in to a specific incident the checklists applicable to that incident will appear If you are logged into a master view an Incident drop down list will appear The incident selected from the drop down list determines the incident with which the checklist data will be archived ESi Acquisition Inc 5 6 WebEOC 7 4 User Manual Chapter 5 Tools Setting the Status for Steps There are several options available to show the status of a step or a sub step in your checklist This section will explain how to use the available status options and explain the relationship of the sub steps to steps To set the status of a step or a sub step follow the steps below 1 Inthe Checklists window select the drop down list for the checklist you need Checklists Open Complete Previously Accomplished Not Applicable Checklist F Hide Remarks Show Remarks Note If you are logged in to a specific incident the checklists applicable to that incident will appea
55. he text box for the step ESi Acquisition Inc 5 9 WebEOC 7 4 User Manual Chapter 5 Tools 4 Select the radio button for Show Remarks Remarks for all the steps and sub steps will be shown in blue Checklists Open Complete Previously Accomplished Not Applicable Checklist Eoc Director Hide Remarks Show Remarks c 1 Conduct tumover briefing with EDO E a Hazardous Materials Type Amount Tanker truck fully loaded with Anhydrous Ammonia overturned Main valve damaged release is confirmed amount of release is unconfirmed potential is 40 000 Ibs C b Security threat Possible terrorist Confirmed by onscene investigators no evidence of a terrorist act c c Command established at scene Agency in charge Local County Hazmat Fire Dept Chief has established command c d Protective actions taken An immediate 360 evacuation zone of 500 meters has been established Perimeter barricades manned by Local county and State Hwy Patrol c e Causalities how many The driver of the tanker truck and two occupants of vehicle involved in accident are the only casualities All three reported in critical condition and enroute to MCG o 2 Declare EOC activated a Minimum operational requirements o b Minimum staffing requirements o 3 Submit Situation Reports to Emergency Director 4 Conduct staff briefings o 5 Coordinate sit
56. iority High gt Please send email accounts for all the users assigned to the Command Staff positions Original Message From John Adams Sent 2009 04 27 14 16 35 To Sally Sue subject RE EOC Activated Attachment Browse E Generate Email Emails cannot be genersted because no email address has been set for this user account 9 Select the Send button or select the Cancel button to abort the operations Sorting Messages To sort messages follow the steps below 1 In the Messages window select the drop down list for Inbox Sent Items or Deleted Items Select the column From Subject Priority Incident or Received of the messages that you want sorted By default messages are sorted by latest date and time received Messages Erom ___ Subject____ Prierity Incident___ Received ____ Delete Charles Price Authorization High Incident Name 2009 04 26 09 40 29 Charles Price Authorizations Normal Incident Name 2009 04 28 09 37 58 3 Charles Price FEMA Authorizations Normal Incident Name 2009 04 26 09 35 46 4 Charles Price Tracking Costs Normal Incident Name 2009 04 26 09 33 45 ESi Acquisition Inc 5 27 WebEOC 7 4 User Manual Chapter 5 Tools Deleting a Message Messages cannot be deleted from the Sent Items or Deleted Items windows Those items will be removed when the incident for those messages are archived Deleting a message only removes the message from your Inbox t
57. l Panel WebEOC 7 4 User Name as Position Name Log Off Incident Name Boards Menus Checklist EM Menu ICS FEMA Forms Tools Plugins Links OO 6 Menu items that are grouped together on the Control Panel appear as text with a double arrow icon to the right Menu items are accessed by selecting the menu title which acts as a link Close a menu by selecting the X button next to the menu title Once a sub menu is open the X will appear in red to confirm the menu is active If a menu contains a board the board link on the sub menu and the link on the Control Panel will change to red when new information has been posted to the board ESi Acquisition Inc 4 1 WebEOC 7 4 User Manual Chapter 4 Menus Accessing Menus Menus are a convenient way to group the items you used most often to complete tasks Multiple Menus can be created to help you quickly access boards tools plug ins etc Menus also keep the Control Panel more streamlined An example of this would be organizing a long list of boards into a single menu item Boards AAR Management View Contacts Admin File Library Admin IAP Admin Delete Resource Task Update All Logged In OOo H c a a e BB For more information on board building see Chapter 3 Boards Multiple plug ins can also be grouped into individual menus to conserve space For more information on plug ins see Chapter 6 Plugins Extensive lists of links to external website
58. me account at any one time Single user accounts allow only one person at a time to login to the account If your account is setup as a single user account and a user is already logged in you will be prompted whether or not to log off the other user If you select the OK button a message will appear on the bottom of the active user s Control Panel If you decide not to log the user off select the Cancel button ESi Acquisition Inc 2 9 WebEOC 7 4 User Manual Chapter 2 Getting Started Control Panel The Control Panel is the information hub of WebEOC It is organized by Boards Menus Tools Plugins and ica i Links Within each of these sections the items are SST Leds listed alphabetically You will see items on your Baarda megen sane Control Panel based on what your WebEOC Activity log administrator has granted you access the version of Significant Events WebEOC and the plug ins that were installed Checklist Checklist Builder Contacts File Library Admin All WebEOC windows i e Control Panel boards links etc may be resized and moved to any position on the desktop You can also open multiple boards 6 E Gy Gy Gy 6 l IAP Builder 6 and or multiple copies of a board plug in or link See incident Action Plans Published Chapter 3 Boards for detailed instructions on using koaa Press Release E SAL Resource Request Task Assignments E ne Shelters Gy Your user name and positio
59. n appear at the top of the Situation RANGA g f is highlighted you H a Control Panel If your user name is highlig Jy a can select it to make changes to your user account Checklist B Select your position to change the position you are EM Menu B logged in to without logging out of WebEOC ICS EEMA Forms B The incident you are currently logged in to also enat a appears at the top of the Control Panel If it is y REA l hecklists G3 highlighted you can select it to log in to a different es a incident without logging out of WebEOC Mea G The Log Off button allows you to log out of WebEOC sae Help ugins Items in red have new data posted to them Select the CAP name to open that item When the board has been File Library opened and the new data has been viewed the font MapTac will reset to black NWS Weather Alerts Remote Boards Use the input button to open a data entry window ee ae Data entry windows contain tools to manage and post Links data to a board Only boards have data entry windows FEMA Red Cross Use the close button to close a display A red close State EOC button indicates that the display is open A grey close button means the display is closed The Admin link will only appear in your Tools section if you have administrator privileges Message notifications and alerts will appear at the WebEOC 7 4 bottom of the Control Panel User Name as Position Name Log of 1 Incident Name If there are se
60. ndow lf the control panel has not appeared then the problem is probably due to a popup blocker Please turn off any popup blockers and log in again or contact your system administrator Retrieving Your User Name or Password This feature may not be enabled in your WebEOC Contact your WebEOC administrator if you have questions If you have forgotten your user name or password you can retrieve them using the link on the WebEOC Login window If you do not have an email address entered for your user account you will not be able to retrieve your user name or password To retrieve your user name or reset your password follow the steps below 1 Inthe WebEOC Login window select the Forgot Username Password link WebEOC 7 4 Login use o Password O New User Click here to create an account Forgot Username Pass word Use of this system is restricted to authorized users 2 Select the Retrieve Username or Reset Password link WebEOC 4 Login Retrieve Username Reset Password ESi Acquisition Inc 2 7 WebEOC 7 4 User Manual Chapter 2 Getting Started 3 Ifyou select the Reset Password link enter your user name and email address in the fields provided and select the Continue button WebEOC 7 4 Login Reset Password Enter your WebEOC username and email address below and click the Continue button WebEOC will send you an email with further instructions on resetting your password Username
61. necticut New Jersey New Presidential Policy Directive 8 PPD 8 monthly preparedness tips via text message York amp Pennsylvania Announcement from Admin Fugate Flood risks and flood insurance Report disaster fraud Recovery tips National Disaster Recovery Framework K Find a Disaster Recovery Center to speak with In the News Experts Discuss How to Make a FEMA representative in person Emergency Planning Fully Inclusive Ready Prepare Pha Stay Informed DisasterAssistance egov The FEMA Think Tank RESOURCES ACCESS TO DISASTER HELP AND ESi Acquisition Inc 7 2 Chapter 8 Pocket PC Support aX e e N j a Introduction WebEOC supports limited functionality on handheld devices and smartphones that use the Windows Mobile 5 0 and the Blackberry 4 2 1 operating systems This interface allows users to employ basic functionality in boards messages checklists and contacts Functionality available through this interface is outlined below e Edit and view boards e Create send and view messages e Add edit view and search contacts e View and update checklists Note While WebEOC plug ins to which the user has permissions will appear on his or her Control Panel e g MapTac Calendar Resource Manager etc plug in functionality is not supported in the hand held environment ESi Acquisition Inc 8 1 WebEOC 7 4 User Manual Chapter 8 Pocket PC Support Supported Operating Systems
62. o your Deleted Items box To delete a message from the Inbox follow the steps below 1 Select the trash can icon next to the message Messages Priority Incident R Charles Price lt High Incident Name 2009 04 28 09 40 29 gt Charles Price Authorizations Normal Incident Name 2009 04 28 09 37 58 ib 3 Charles Price FEMA Authorizations Normal Incident Name 2009 04 28 09 35 46 iib Charles Price Tracking Costs Normal Incident Name 2009 04 28 09 33 45 5 WebEOC Administrator Email Accounts High Incident Name 2009 04 27 14 58 15 2 Select the OK button to move the message to the Deleted Items or select the Cancel button to abort the operation and return to the Inbox 3 Select Deleted Items in the drop down list WEEET IGE Deleted Items 1 WebEOC Administrator RE EOC Activated High Incident Name 2009 04 27 15 21 17 2 WebEOC Administrator Email Accounts High incident Name 2009 04 27 14 58 15 Note You can still view reply forward and print any of the deleted messages ESi Acquisition Inc 5 28 WebEOC 7 4 User Manual Chapter 5 Tools Printing a Message To print a message follow the steps below 1 Inthe Messages window select the drop down list for Inbox Sent Items or Deleted Items 2 Select the message that you want to print Messages High Incident Name 2009 04 28 09 40 29 2 Charles Price Authorizations Normal Incident Name 2009 04 26 09 37 56 3 Charles Price FEMA Authori
63. ong other WebEOC users WebEOC boards are the equivalent of large chronological or topical paper based boards that for years dominated every EOC and command center around the world Although it is highly configurable ESi has always focused on making WebEOC a tool users would find both easy to learn and easy to remember Additional Resources See the following resources for additional assistance with WebEOC e WebEOC online help e WebEOC Installation Guide e WebEOC Administrator Manual e Wwww esi911 com The manuals are provided in PDF format on the WebEOC installation media ESi Acquisition Inc 1 1 WebEOC 7 4 User Manual Chapter 1 Introduction to WebEOC Background WebEOC was one of the first web enabled commercial off the shelf CIMS systems developed for emergency management As a web based product WebEOC ushered in the era of virtual EOCs making it possible to monitor and manage an emergency response from anywhere in the world With WebEOC crisis information is immediately and universally available to authorized users everywhere It can be configured based on local requirements while giving agencies and organizations the ability to link to a wide assortment of different systems WebEOC can be used during the planning mitigation response and recovery phases of any emergency It can also be used by agencies and organizations during day to day activities to manage routine non emergency operations WebE
64. pients Recipients will be highlighted when selected b To deselect recipients hold the Ctrl key and select recipients Recipients will not be highlighted Edit the Subject in the text box if needed Select the Priority High Normal or Low from the drop down list A High priority will display as red Normal as black and Low as green The default priority for replying to or forwarding a message is Normal Enter your message above the original message in the Message textbox Select the Browse button to add an attachment Note WebEOC s messaging can only support one attachment To send more than one file save the items to a ZIP file and attach the compressed file to the message To send an email select the Generate Email checkbox An email will be sent only to addressees who have been set up as users in WebEOC An Additional Addresses textbox field will appear when the Generate Email checkbox is selected ESi Acquisition Inc 5 26 WebEOC 7 4 User Manual Chapter 5 Tools Note The Generate Email will not be available if the user who is sending the message does not have an email account setup in WebEOC or if email capability has not been configured for WebEOC by the administrator Compose New Message Positions EOC Director Finance Section Chief Finance Section Finance Staff WebEOC Administrator Group Name Liaison Officer Logistics Section Logistics Section Chief Subject RE EOC Activated Pr
65. provided by your WebEOC Administrator Position Name Position Access Code Note The Position Access Code is case sensitive As you enter the Position Access Code it will appear as a series of dots eeeeeeece 4 Select the OK button to continue or select the Cancel button to abort the operation 5 Inthe second Create Account window enter a user name for your new account in the User Name field ___ Create Account r User Name Password Confirm Password Primary Email Secondary Email English Trinidad y Tobago English United Kingdom lish United States English Zimbabwe Time Zone O Override Server Default Time Zone Use Daylight Saving Time Note Your agency may have user name conventions in place i e first initial and last name Check with your administrator before choosing a user name 6 Enter a password for this account in the Password field and confirm the password in the Confirm Password field The password is case sensitive As you enter the password it will appear as a series of dots eeeeceeceee ESi Acquisition Inc 2 4 WebEOC 7 4 User Manual Chapter 2 Getting Started Note If you reenter your password incorrectly a warning will appear WebEOC may require that you enter a stronger password Contact your WebEOC administrator for assistance 7 Enter your primary email in the Primary Email field 8 Enter any additional email addresses in
66. r If you are logged into a master view an Incident drop down list will appear The incident selected from the drop down list determines the incident with which the checklist data will be archived 2 Inthe Checklists window select the drop down list for the step and select one of following options a Blank Not started i i Checklists Open Complete Previously Accomplished Not Applicable c N Not Applicable Checklist EOC Director Hide Remarks Show Remarks d O Open 1 Conduct turnover briefing with EDO ie 7 a Hazardous Materials What kind ae b Security threat Possible terrorist b C Complete e P Previously Accomplished l c Command established at scene Agency in charge d Protective actions taken e Causalities how many o 2 Declare EOC activated a Minimum operational requirements lo b Minimum staffing requirements lo gt 3 Submit Situation Reports to Emergency Director 4 Conduct staff briefings o 5 Coordinate situation briefings to HQ Blank Status A step status set to Blank will set the status for all its sub steps to Blank ESi Acquisition Inc 5 7 WebEOC 7 4 User Manual Chapter 5 Tools Not Applicable Status A step status set to N will set the status for all its sub steps to not applicable and if all sub steps are set to N the step status will automatically be set to N as well Previously Accomplished A step st
67. re This feature allows an organization to e Post entries outside their firewall to other agency s boards hosted on an outside server for access by external agencies and or users via the Internet e Share information between agencies having common WebEOC boards and e Selectively decide which boards or board entries to dual commit keeping sensitive information on your agency s WebEOC system If you receive an advisory that the incident has not been mapped contact your WebEOC administrator ESi Acquisition Inc 3 13 WebEOC 7 4 User Manual Chapter 3 Boards Remote Boards Remote Boards allow users on one instance of WebEOC to access boards hosted on a different WebEOC system such as an instance in a neighboring county The use of remote boards allows all WebEOC instances to view the same set of data from the same board Everyone has all the information available to them and a common operational picture is maintained If your group permissions allow you may see a link in the Plugins section of Control Panel labeled Remote Boards See Chapter 6 Plugins for detailed instructions on using remote boards Subscription Boards Subscription boards are boards that are shared between or among several WebEOCs over the ESiWebFUSION network A subscription board is published to the ESiWebFUSION server and offered for use to the other WebEOCs connected to the ESiWebFUSION server WebEOCs that subscribe to the board can depen
68. responses to questions or requests tour information etc WebEOC s Press Release board allows you to establish links to a press release file stored internally in WebEOC s database or a file stored externally It can be used to display press releases in their entirety Press Release Incident Incident Name Date Time The Weekly Post 11 02 2011 Flood 11 04 2011 10 34 30 Attachment Shelters Shelter information and status can be tracked in the Shelters board The standard list view displays the shelter s name status occupancy etc It also indicates if a shelter houses general population accommodates special needs or is pet friendly Shelter Status Incident Incident Name Add Shelter Good Shepherd GREM 500 321 179 Select Update New Directions PEM 200 68 132 Healing Winds CLOSED 0 0 Totals 389 311 ESi Acquisition Inc 3 6 WebEOC 7 4 User Manual Chapter 3 Boards Significant Events The Significant Events board is WebEOC s equivalent to your Event Log or Incident Journal It is used to track events and activities and logs who did what when significant Events Incident Incident Name Search Search Clear Search Record 3 Event Type Flood Position Position Name Name Phone Date 11 04 2011 10 21 59 Attachments Map Address Location Incident Incident Name This information is not for public disclosure an
69. rom the Plugins section on the Control Panel WebEOC 7 4 UserName as Position Name Incident Name Boards Tools Plugins _ File Library MapTac NWS Weather Alerts Remote Boards scroller 2 Inthe CAP Message List window select the Folder drop down list and select either the Inbox Sent Items or the Trash folder CAP Message List Post Message ESi Acquisition Inc 6 2 WebEOC 7 4 User Manual Chapter 6 Plugins 3 Select the Get Messages button A list of messages will appear for the Folder Unbox Sent Items or Trash selected CAP Message List Get Messages Post Message 4 Select the message to view The message will be displayed in the CAP Message Detail window 5 Select the Return to List button to return to the CAP Message List Sending a CAP Message To send a CAP message follow the steps below 1 Select the Post Message button CAP Message List Folder Inbox Get Messages Post Message ESi Acquisition Inc 6 3 WebEOC 7 4 User Manual Chapter 6 Plugins 2 3 In the Post CAP Message window enter all the required information in accordance with the CAP specification documentation See the CAP specification for field descriptions http www oasis open org standards This is the official OASIS Emergency Management TC specifications document Post CAP Message Message Type Ack v Scope Private Address to Categories Flew C Other
70. s e Scroller ESi Acquisition Inc WebEOC 7 4 User Manual Chapter 6 Plugins CAP Messaging CAP stands for Common Alerting Protocol The CAP Messaging plug in is a simple flexible data interchange format for collecting and distributing all hazard safety notifications and emergency warnings over information networks and public alerting systems CAP messages are managed similar to an email client program such as Microsoft Outlook CAP messages are stored in one of three folders the Inbox Sent Items and Trash In order to send and receive CAP messages your agency must be registered with the Disaster Management Interoperability Service DMIS CAP service as a Collaborative Operations Group COG and the DMIS service must be available If you are unable to send or receive CAP messages advise the WebEOC administrator and request verification that CAP Messaging is properly configured and that the DMIS service is running Accessing and Viewing CAP Messages In order to view send and receive CAP messages your agency must be registered with the Disaster Management Interoperability Service DMIS as a Collaborative Operations Group COG and the DMIS must be available If the DMIS service is unavailable or the connection is unusually slow you will receive a time out message If you are unable to send or receive CAP messages see your WebEOC administrator To access and view CAP messages follow the steps below 1 Select CAP f
71. s can be streamlined by grouping them into menu items as well A limitless number of links can be added For more information on Links see Chapter 7 Links Long lists of forms can also be collapsed into individual menu items Long lists of boards can be streamlined in this way as well External Web sites can be accessed via the Links section on your Control Panel A limitless number of links can be added To access Links select the link name in Links section on the Control Panel The Web site will open in a new window The links available to you are determined by your administrator ESi Acquisition Inc 4 2 Chapter 5 Tools rs T a e e e introduction Tools are available to enhance your communications between your users and external contacts When dealing with a crisis it is helpful to have communication tools to manage event information and tools that allow you to track position tasks Chat Checklists Contacts Messages and Help are available in the Tools section of your Control Panel You may also see the Admin link in your Tools section if your administrator has given you administrative privileges The tools available to you are determined by your WebEOC administrator The following topics will be covered in this chapter e Chat e Checklists e Contacts e Messages e WebEOC Help ESi Acquisition Inc 5 1 WebEOC 7 4 User Manual Chapter 5 Tools Chat Chat allows WebEOC users to
72. stroenteritis Hospitalprotocols pat ESi Acquisition Inc 6 7 WebEOC 7 4 User Manual Chapter 6 Plugins Replacing a File You can update any document listed in the File Library by replacing it with a new one To replace a file in the File Library follow the steps below 1 Inthe File List window select the Name or Description of the file you want to replace File List HINI Protocol 0826v2_pdf Stanford S H1N1 Protocols Generic Protocol for Rotavirus Gastroenteritis Hospitalprotocols_pdf 2 Inthe Edit File window select the Browse button to search for the file you want add to the File Library Edit File URL eoc 7 plugins filestore getiile ashx tileid 241 3 Enter a new description for the file The description will appear in the File List window 4 Select the Save button or select the Cancel button to abort the operation Viewing a File To view a file in the File Library follow the steps below 1 Inthe File List window select the View icon File List H 1N1 _Protocol O amp 26v2_pdt Stanford s H1N1 Protocols Generic Protocol for ELE Rotavirus Gastroenteritis Hospitalprotocols pdf 2 Inthe File Download dialog window select the Open button The file will open as read only document ESi Acquisition Inc 6 8 WebEOC 7 4 User Manual Chapter 6 Plugins Deleting a File To delete a file in File Library follow the steps below 1 Inthe File List window select t
73. t software CIMS packages use email to communicate incident information among responders In WebEOC incident information is transmitted via boards However WebEOC does have a Messages plug in that allows users to communicate with each other via an internal messaging link unique to WebEOC If your organization allows it users can send messages to any email server or email addressable device such as cell phones or pagers It also allows users to send and forward messages to email accounts external to WebEOC All messages sent or received by the user are seen regardless of the incident the user is logged in to When an incident is archived all messages by users logged in to the incident are archived and removed from Messages Composing and Sending a Message Users who do not have edit privileges will not be able to perform this operation To compose and send a message follow the steps below 1 Select Messages from the Tools section on the Control Panel WebEOC 7 4 User Name as Position Name Incident Name Boards WebEOC Help Plugins Incident ESi Acquisition Inc 5 23 WebEOC 7 4 User Manual Chapter 5 Tools 3 Inthe Compose New Message window select the recipient or recipients from the list of Users Groups or Positions To make multiple selections hold the Ctrl key and select each recipient The recipients name should be highlighted To deselect a recipient hold the Ctrl key and select the recipient s name on
74. tand about boards is that boards can have multiple views and your administrator determines the access you have to those views Your administrator also decides which boards you have access to You may have access to all of the standard boards agency specific boards completely new boards or a combination of these A view is just another way of looking at the same data Boards will have at least two views and may have three or more The typical board views are e Input e List and e Details The input view is where you enter new data or update existing data Some boards have two ways to open the input view of a board using the input button next to a board on the Control Panel or entering the display view of a board and selecting a button that takes you to the input view Your administrator can decide what this button is labeled It may be called Create New Record Add New Record Update Record etc Boards will typically only have the input button or the button inside the display view If the input button is blue it is enabled If it is gray it is disabled A gray input button means you must enter the board to select the button WebEOC 7 4 User Name as Position Name Incident Name_ Boards Activity log Significant Events Checklist Checklist Builder Contacts File Library Admin IAP Builder Incident Action Plans Published Press Release Resource Request Task Assignments shelters Situation Report Menus
75. te provide specialized tools for managing crisis information and emergency response it can be used to manage any and all events agencies organizations etc ESi Acquisition Inc 1 5 Chapter 2 Getting Started e Da a e Ce e e Co Se introduction WebEOC has a simplified and streamlined interface that empowers users to easily log in create and manage accounts access boards to display enter and modify information and track critical tasks and review the latest event information The following topics are covered in this chapter e Chapters overview e Self registration e Logging in to WebEOC e Control Panel ESi Acquisition Inc 2 1 WebEOC 7 4 User Manual Chapter 2 Getting Started Chapters Overview Chapter 3 Boards Boards are the major feature for sharing and updating information Chapter 3 covers instructions and tips on how to enter display and edit information on a typical board Chapter 4 Menus This chapter provides instructions and examples on using menus and managing ICS and FEMA forms Chapter 5 Tools Tools such as Chat Contacts Checklists and Messages all provide users additional capability to communicate internally and externally Chapter 5 provides a basic overview of these features Chapter 6 Plugins Plug ins extend WebEOC s capabilities allowing users to additional ways of sharing information Shared information could be text maps files etc T
76. teps below 1 Inthe Contacts window select the name of the contact that you want to edit Contacts Ball Stephen 0 Beard Sam Bradley Tom Candy Rebecca Cranford Kyle Daniels Marge Dolby Charles Franks Don Friedman Cynthia Fuller John 11 Gordon Allen 12 Kendal Eric 15 Maggot Ted 14 Richards Mark 750 330 2268 662 511 4457 652 661 5801 811 957 77 3 394 661 4409 02 6 77 2001 609 923 5527 866 674 0053 630 100 1200 763 903 0088 42 7 77 6409 801 256 9256 o 6 6850 3364 654 570 4659 FF SF FF FF HF FH ESi Acquisition Inc 5 14 WebEOC 7 4 User Manual Chapter 5 Tools 2 Inthe Edit Contact window make your changes Edit Contact Name and Information last faar First Stephen Agency NOAA Tithe Department ti itsti wdr Address Address Addresa City State Email 1 stephenball noas g ov Email 2 Notes fal Phone Numbers Business 1 si Business 2 Doo Pager ti CSCS Fax Doo E Service Carrier oS Business Cell F50 320 2288 Personal Cell Doo Satellite Phone o Access Levet Hide from restricted users Do not hide from restricted users 3 Select the Save button to save your changes or select the Cancel button to abort the operation ESi Acquisition Inc 5 15 WebEOC 7 4 User Manual Chapter 5 Tools Deleting Contacts Users who do not have edit privileges for the contact will not be able to perform
77. the size of your window If you don t want the map or image to be resized contact your WebEOC administrator ESi Acquisition Inc 6 12 WebEOC 7 4 User Manual Chapter 6 Plugins Printing a Map To print a map or an image follow the steps below Select a map from the Maps drop down list that you want to print 1 2 Select the print icon pad Ma Ja Local Map Clear Map A _ Agricultural Civil Disturbance L m T ae P ie a fae ir q ie oc amend La Gael Eel i E _ Tr Forest Hills ESS i St ESi Acquisition Inc 6 13 WebEOC 7 4 User Manual Chapter 6 Plugins Placing Markers on a Map If you have read only permission to a map you will not be able to add markers to a map MapTac comes pre loaded with 25 categories of DHS symbology To place a marker on a map follow the steps below 1 Select a map to display sae ie M vay a Aiaia ne n j Daniel Village Shepeing Came i m hl j Telecommun ications Tran pronat o an EASI 2 Select the desired marker tab This will open the tab and show all the icons under that tab ESi Acquisition Inc 6 14 WebEOC 7 4 User Manual Chapter 6 Plugins 3 Select the marker you want to place on the map To see what the marker represents rest your mouse on the icon aa a apop up will reveal the marker title jet Mee toe Civil JISTUrE e Daniel Village_ a Siena Cente
78. the wrong fields 3 Select either the Comma Separated or the Tab Separated radio button for the File Format 4 Inthe File field select the Browse button and locate the file you want to import Import Contacts Select fields to Import Available Middle Name a Title First Name Department Agency Address Email 1 Address 2 Mobile State Zipcode Notes File Format Comma Separated Tab Separated File C Documents and Set D 5 Select the Import button to import your contacts ESi Acquisition Inc 5 17 WebEOC 7 4 User Manual Chapter 5 Tools Note If you receive the following error message check the number of data fields and the format of the file you are attempting to import The number of fields must match and the file must be in CSV format gt WebEOC 7 3 Microsoft Internet Explorer provided by FSi E http 12 ei S026 feoct plugs contects import asp WebEOC 7 3 has encountered an error _ WebEOt has encountered an error while performing the requested operation For further assistance contact your VwebEOC Administrator Error Description Invalid file format Number of data felds does not match the number of speciied mipan felda Timea W2H2010 3 01 59 PM Actions Email Eror Report Click here to chose this window Shown are examples of a comma separated and a tab separated text document both done in Notepad contactslistcomma txt Notepad ga i Jol x File Edit Format
79. uation briefings to HQ ESi Acquisition Inc 5 10 WebEOC 7 4 User Manual Chapter 5 Tools 5 To edit a remark for a step select the remark A textbox for the remark will open Checklists Open Complete Previously Accomplished Not Applicable Checklist EOC Director C Hide Remarks Show Remarks c 1 Conduct tumover briefing with EDO c a Hazardous Materials Type Amount Tanker truck fully loaded with Anhydrous Ammonia overturned Main valve damaged release is confirmed amount of release is unconfirmed potential is 40 000 Ibs c b Security threat Possible terrorist Confirmed by onscene investigators no evidence of a terrorist act c c Command established at scene Agency in charge Local County Hazmat Fire Dept Chief has established command c d Protective actions taken An immediate 360 evacuation zone of 500 meters has been established Perimeter barricades manned by Local county and State Hwy Patrol An immediate 360 evacuation zone of 500 meters has been established Perimeter barricades manned by Local county and state Hwy Patrol F Save hans length is 3000 characters c e Causalities how many The driver of the tanker truck and two occupants of vehicle involved in accident are the only casualities All three reported in critical condition and enroute to MCG o 2 Declare EOC activated a Minimum operational requirements foz
80. vious page and the right arrow button advances to the next page Board Refresh Each time a new entry is posted or an entry is updated the board refreshes with the new or changed entry appearing at the top of the board unless the board is sorted or filtered To temporarily suspend this refresh process when scrolling through entries on a board select the Disable Refresh checkbox located at the bottom of each board Page 1 of 2 gt Disable Refresh Note New data will not be posted to the display until the Disable Refresh checkbox is unchecked Sorting Sort Options allow you to order the entries currently displayed in a board according to a particular parameter The default is by the record s entry date and time listed in descending order This means that the latest or most recent record of the event or incident will appear at the top of the board and earlier information will appear further down the list Your data sorting only affects your view it has no affect on the board views of others b BrT m Options Sorting O Ascending Descending Paging Show records at a time Page 1 ESi Acquisition Inc 3 9 WebEOC 7 4 User Manual Chapter 3 Boards Filtering A board can be filtered to display only those records that meet specific criteria Any combination of criteria can be used to define the filter The more criteria specified the fewer entries that will be displayed Your data filtering only affects
81. wn list All the NWS Weather Alerts for the state or territory selected will be displayed WebEOC 7 1 NWS Weather Alerts Microsoft Internet Explorer provided by ESI NWS Weather Alerts State Territory Select a state vr Select a state A Massachusetts Michigan Midway Island ESi Acquisition Inc 6 22 WebEOC 7 4 User Manual Chapter 6 Plugins 3 Select the desired location from the Location drop down list The alert for the selected location will display Only locations with active warnings watches or alerts will appear in this list NWS Weather Alerts State Territory Georgia Location Richmond Georgia 013245 Richmond Georgia 013245 Identifier Richmond Georgia 013245 05 207 15 59 39 04 00 Sender wRockdale Georgia 013247 sent 2009Rockdale Georgia 013247 Current WRockdale Georgia 013247 National VjSchley Georgia 013249 Schley Georgia 013249 Schley Georgia 013249 Baker G Seminole Georgia 013253 Geocodes South Fulton Georgia 013121 south Fulton Georgia 013121 URGENT South Fulton Georgia 013121 NATIONAL Spalding Georgia 013255 408 AM ElSpalding Georgia 013255 LAKE WSpalding Georgia 013255 MORNING JStewart Georgia 013259 amp TIGHT Stewart Georgia 013259 LOW PRES Stewart Georgia 013259 RESULT ry gt umter Georgia 013261 WINDS zpqoumter Georgia 013261 LAKE
82. zations Normal Incident Name 2009 04 28 09 35 46 4 Charles Price Tracking Costs Normal Incident Name 2009 04 26 09 33 45 3 Inthe Message Detail window select the Print button Message Detail Authorization Charles Price Received 2009 04 28 09 40 29 To John Adams Incident Incident Name Priority High Emergency Director has authorization to requisition all county assets 4 Inthe Print dialog window choose the printer you wish to use or select the Cancel button to abort the operation You will automatically return to the Message Detail window ESi Acquisition Inc 5 29 WebEOC 7 4 User Manual Chapter 5 Tools WebEOC Help An online WebEOC Help system is available for you to access specific instructions or information on all the WebEOC features and standard Plug ins As with most online help systems you can select a specific topic or task use an index and search on a keyword or search on any topic or word to find the information or instructions you need Accessing WebEOC Online Help To access WebEOC Online Help select the WebEOC Help link in the Tools section on your Control Panel WebEOC 7 4 User Name as Position Name Incident Name Checklists Contacts Pseach o Home gt Welcome to the WebEOC Help System gt Welcome to the WebEOC Help System Q Welcome to the WebEOC Help System 2 Welcome to the WebEOC Help System 2 Background Time Conventions gt Getting Started Bo

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