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WebEOC 7.5 User Manual

1. Chat Room List Medical Chat Room 2 Select the OK button to delete the chat room or select the Cancel button to abort the operation 28 WebEOC 7 5 User Manual Checklists Checklists The Checklists plug in allows your organization to automate procedures and checklists Steps ina checklist can be identified as a main numbered step or a sub step or sub task 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 for example 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 the 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 th
2. The EOC was declared activated at 9pm Robert Steele is the Emergency Director and has assumed w command and control for the response Attachment Browse 45 WebEOC 7 5 User Manual Note The Generate Email will not be available if the user who is sending the message does not have an email account set up in WebEOC or if email capability has not been configured for WebEOC by the administrator 9 Select the Send button or select the Cancel button to abort the operation Sorting Messages To sort messages follow the steps below 1 In the Messages window select from the drop Messages Incident 2013 09 19 User Name RE EOC Activated Normal Rie 23 24 00 2 User Name EOC Activated High incident Name 207 00 19 iB i 2013 09 17 gt User Name Normal Incident Name 15 22 23 i WebEOC Respond 2013 09 17 Administrator immediate ee i 2 Select the column From Subject Priority Incident or Received of the messages that you want them sorted by By default messages are sorted by latest date and time received Incident 201 3 09 17 Name 15 22 23 gt WebEOC Respond Incident 2013 09 17 Administrator Immediatel 15 14 43 User Name 46 WebEOC 7 5 User Manual Deleting Messages 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 moves the messag
3. 888 735 9559 support intermedix com Table of Contents AAE Ea a E AO E A ETE ios 1 Backgrounds ieurs ai A A a TEA A aaa We aa bcc ad de dee 1 Audience anid PUM OSC cecer acri eierniie A A A dua A A da 2 AUN Cin a ara 2 A saudeusedetan aaa aana aa iaaa deb asec deb deeds decar AA SOA Aa A AA ONA A Aa E AOTEA 2 Time CONVENTIONS iii A a iii a iie a aiaa 3 Getting Stated ricciae eee ian deena Ea AEE NEA EEEE EA NEA EEEE EE EREL tie E a 5 Control Palin A Sena eed ETERA ie 5 Users Positions Groups and Incidents cassis inici ii ane ene ea ia iea E aaa dees 6 Users Positions and Groups Sissi e a a id gs E E Eaa Ei ada 6 A anana hi aaa a a Aa a ead E A O a EAA E EAA 7 Board ore Ugo L EE EEA EEE AE ALERA NE AAEE AE CEEA RLE RALA TE AEAT 9 A E EE EE E AEE ANET theresa LEE E E TAE EE 9 Board Views scoccia A A ed slated Weave ade bed slate head dete 9 General Board Features coito ged a yi daub vile daca e ved oy sae ued Pau EENE tesa 11 Master VIWE arasa eana ARE A A dake uel abies 11 Navi cicle dai 12 Board Refres Movecs ii A A A dd Zane teats 12 SA A shan agad ots sag denhgabe th duaeee aes 13 Filtering iii a A doo 14 Spell CHECK wie UU CO denne vee E ERE E ues dani veedetiie uae debt ves done SEIE AEEA EENET aba eee EEES 15 Adaing an Attachments ysi te Sepsete net O oda 15 Table of Contents Dara COKI eoe e A A chet A da 17 standard WebEOG Boards coicioccoici cr e o 18 Activity LOG serinin na A A idea 19 Press Role aS icc aioe E S
4. Paging Show records at a time WebEOC 7 5 User Manual 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 will be displayed Ss Your data filtering only affects your view it has no effect on the board views of others Entered By Vv Position Vv Press Release Meee Title Attachment Remove Sav Cancel Spet Crec If filters have been applied to a board an indicator that says Filter Applied appears on the board The indicator will be removed from the board display when the filters that have been applied are removed WebEOC 7 5 User Manual Spell Check Spell Check is available in all board input views This feature allows you to spell check text entered into text fields In the New Record or Update Record window select the Spell Check button Significant Events Incident Incident Name Originator Position Name Onginated By Location Phone DateTime 11 04 2041 10 21 59 EN Event Type Hazardous Matenals bl Priority Immediate x Point of Comact Name Sally Stone Contact Number 556 4444 Map Label Address Location Lat Long Attachment 1 C Browse Altachment 2 Browse _ Details Hazardous release occured when a tanker truck fully loaded with 20 000 Ibs of anhydrous ammonia skidd
5. Position Select CMD EOC Director A CMD PIO FIN Compensation Claims Unit C Generate Email Priority and Subject Priority Subject E Body Attachment Browse o Select the priority High Normal or Low from the Priority drop down list A High priority will appear as red Normal as black and Low as green Enter the subject in the Subject field Enter your message in the Body text box Select the Browse button to add an attachment 42 WebEOC 7 5 User Manual Note A message 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 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 Separate the email addresses with 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 to or forward a message follow the steps below 1 In the Messages
6. User accounts positions and groups are established based on specific organizational structures Users have different levels of rights depending upon the position selected during the login process Positions are assigned to users in advance of a disaster event based upon their role s For example John Doe a user is assigned to the Operations Section Chief position Multiple users can be assigned to a position and multiple positions can be assigned to a group WebEOC 7 5 User Manual Incidents WebEOC is an incident based information management system capable of managing multiple incidents simultaneously yet separately This is critical for organizations that function in an oversight or regulatory role managing and or tracking multiple incidents or whose structure involves multiple operating sites When logging in to WebEOC you will choose an incident Data in some boards for example the Activity Log and Incident Action Plan is dependent on the incident you are logged in to WebEOC 7 5 User Manual Boards Boards 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 a crisis information management system CIMS a WebEOC board is equal to a large chronological or categorical
7. request any additional links you need 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 the Links section on the control panel WebEOC 7 5 intermedix User Name as Position Name Incident Name Boards Menus Tools Plugins Links FEMA Red Cross State EOC The web site will open in a new window The links available to you are determined by your administrator a AA Mobis Resources Contaci Us A Zindax FAQs Espa ol Additions Languages EAS NI f3 2 f la Ej Search Go Advanced Search NS La S y SEND See Biog Photos Videos Email Updates Are you prepared E NO a include tems for your pes in your kit gt P Apply Online or at mm Home fire prevention tips and safety tips for a Call 800 621 3362 TTY 800 462 7585 winter storm ear ke or tornado State Disaster pages Vermont Texas a Pr nai Sytem Description of Taxt PREPARE to 43362 4FEMA to receive Massachusetts Connecticut New Jersey New Presidential Policy Directrrs 3 PPD 6 monthly preparedness tips via text message York 2 Pennsylvania Announcement from Admin Fugate nsks and fi surang Report disaster fraud Recovery tips Find a Disaster Recovery Cemter to speak with In the News Expens Discuss How to Make a FEMA representative in person Emergency Plan Fully Inclusive The FEMA Think Tank D
8. 35 WebEOC 7 5 User Manual 5 Select the Save button or select the Cancel button to abort the operation Editing Contacts Users who do not have edit privileges for the Contacts tool will not be able to perform this operation To edit contacts follow the steps below 1 In the Contacts window select the name of the contact that you want to edit 1 Ball Stephen NOAA 555 0911 555 3698 555 1478 ib 2 Cranford Rebecca FEMA 555 4563 555 7896 555 4563 i 3 Fuller John EMA 555 0258 555 03639 555 8520 i 2 In the Edit Contact window make your changes 3 Select the Save button to save your changes or select the Cancel button to abort the operation Deleting Contacts Users who do not have edit privileges for the contact will not be able to perform this operation To delete a contact follow the steps below 1 In the Contacts window select the trash can icon of the contact that you want to delete Name Agency Phone Pager Mobile 1 Ball Stephen 555 0911 555 3698 555 1478 ib 2 Cranford Rebecca 555 4563 555 7896 555 4563 i 3 Fuller John 555 0258 555 03639 555 8520 ib 2 Select the OK button to delete the contact or select the Cancel button to abort the operation 36 WebEOC 7 5 User Manual Importing Contacts To import contacts from an external file to Contacts follow the steps below 1 In the Contacts window select the Import button Name Agency Phone Pager Mobile Delete 1 Ball St
9. 5 User Manual Significant Events The Significant Events board is the equivalent of your event log or incident journal It is used to track events and activities and logs who did what when e NS gl Ra Oe SIC iCall CVeMnts ME ie Incident Incident Name Search Search Clear Search Event Type Hazardous Materials Position Position Name Name Phone Date 09 18 2013 22 30 12 Attachments Map Address Location incident Incident Name Update Record This information is not for public disclosure and is intended for authorized WebEOC users only A chemical truck overturned spilling bleach in the street Position Name User Name at 22 06 49 on 9 19 2013 i Event Type Bridge Closed The BB Comer Bridge is closed preventing traffic from crossing Lake Guntersville Position Position Name Position Name User Name at 22 05 19 on 9 19 2013 Name Phone 09 19 2013 Date 99 05 19 Attachments Ma p Address Location incident Incident Name Update Record This information is not for public disclosure and is intended for authorized WebEOC users only m COF Event Type Flood Flooding in Bishop county Several roads are closed Position Position Name Position Name User Name at 22 04 06 on 9 19 2013 Name Phone Date 09 19 2013 22 04 06 Attachments F Map Flood Address Location ON Update Record 123 Broad Street tow Incident Incident Name Update Record Th
10. 5 intermedix MapTac NWS Weather Alerts Remote Boards Scroller Select MapTac from the Plugins section on the control panel 56 WebEOC 7 5 User Manual rop EPT faa Local Map a Fa E A A a is 3 i SS UNE 7 ff 5 Wet as j EY a R Note The map or image will be resized automatically anytime you change the size of your window If you dont want the image to be resized contact your WebEOC administrator Printing a Map To print a map or an image follow the steps below 1 Select a map image from the Maps drop down list that you want to print 2 Select the print icon IET et SS FA DS WAN ye Yh f D S UU 57 WebEOC 7 5 User Manual Placing Markers on a Map Image If you have read only permission to a map image you will not be able to add markers to an image To place a marker on a map follow the steps below 1 Select a map image to display from the Maps drop down list clear ap 418 2 Select the desired marker tab This will open the tab and show all the icons under that tab 58 WebEOC 7 5 User Manual 3 Select the marker icon you want to place on the image To see what the marker represents rest your mouse on the icon rker title Ly 4 Local Map 4 Move your cursor to the desired location on the image and single click The marker will appear on the map image Note You cannot drag and drop the markers to place them on the image Moving Marker
11. Adams Was the State Red Cross Representative contacted Sally Sue 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 In the Chat Room List window select the Edit icon Chat Room List Medical Chat Room 27 WebEOC 7 5 User Manual 2 In the Edit Chat Room window change the name in the Name field optional Edit Chat Room vame id Available Activity Log All Positions A Checklist Contacts Admin Groups Contacts All EM Menu File Library File Library Admin Group Name y IAP Edit 3 In the Available section select the group of users that will have access to the chat room Select multiple groups by holding down the Cirl 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 Chat Room You can only delete a chat room if you are a WebEOC administrator or the have the proper permissions vew edit permissions to the Chat plug in To delete a chat room follow the steps below 1 In the Chat Room List window select the trash can icon
12. 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 tastname FrstName sms o Deparinent oy 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 39 WebEOC 7 5 User Manual Sorting Contacts To sort contacts in the Contacts window select the column header Name Agency Phone Pager Mobile or Delete that corresponds to the column you want to sort on The list will sort and display in an ascending order Name Agency Phone Pager Mobile Delete Ball Stephen NOAA 555 0911 555 3698 555 1478 D 2 Cranford Rebecca FEMA 555 4563 555 7896 555 4563 D 3 Fuller John EMA 555 0258 555 03639 555 8520 ib Note Entries wil sort by Name in ascending order Messages Messages Many crisis information management software CIMS packages use email to communicate incident information among responders In WebEOC incident information is transmitted va boards However WebEOC does have a Messages plugin 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 emai
13. 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 the 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 50 WebEOC 7 5 User Manual Plug ins File Library 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 If you are unable to access the File Library or need to have edit and or delete permissions should check with your WebEOC administrator Adding 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 WebEOC 7 5 intermedix User Name as Position Name Incident Name ards File Library MapTac NWS Weather Alerts Remote Boards Scroller 00000 2 Select the folder name from the Folder List window Folder List 1 Forms 2 Maps 2 Templates 51 WebEOC 7 5 User Manual Note A Folder List contains a list of files documents If no folder n
14. area and more y Y e F We Lu a E ed JULEN I A rs 141197 Incident Incident Name sa Search Clear Search Event Type Hazardous Materials A chemical truck overturned spilling bleach in the street Position Position Name Position Name User Name at 22 06 49 on 9 19 2013 Name Phone Date 09 18 2013 22 30 12 Attachments Map Address Location tedium Incident Incident Name Update Record This information is not for public disclosure and is intended for authorized WebEOC users only Record 0 Record Event Type Bridge Closed The BB Comer Bridge is closed preventing traffic from crossing Lake Guntersville Position Position Name Position Name User Name at 22 05 19 on 9 19 2013 Name Phone 09 19 2013 Date 22 05 19 Attachments Map Address Location High o Incident Incident Name Update Record This information is not for public disclosure and is intended for authorized WebEOC users only O Flooding in Bishop county Several roads are closed Position Name User Name at 22 04 06 on 9 19 2013 Event Type Flood Position Position Name Name Phone Date 09 19 2013 22 04 06 Attachments g Map Flood Address Location i ee Update Record 123 Broad Street Incident Incident Name Update Record This information is not for public disclosure and is intended for authorized WebEOC users only Press Release Every emergency response involves the me
15. button next to a board on the control panel or opening the WebEOC 7 5 User Manual display view of a board and selecting an add update 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 on the control panel or inside the display view If the input button on the control panel is blue it is enabled If itis gray itis disabled A gray input button means you must open the board add or update a record IWosseeras intermedix User Name as Position Name Incident Name Boards Checklist Checklist Builder Contacts Activity Log Significant Events File Library File Library Admin Incident Action Plans Published IAP Builder Incident Action Plan Press Release Resource Request Task Assignments Shelters Situation Report BHOOSOSHGGSHGGGG Sf amp La La B a 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 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 ju
16. or recipients from the list of Users Groups or Positions a To make multiple selections hold the Ctrl key and select recipients Recipients will be highlighted when selected b To deselect recipients hold the Ctrl key and select recipients Recipients will not be highlighted 4 Edit the Subject in the text box if needed 44 WebEOC 7 5 User Manual 5 Select the Priority High Normal or Low from the drop down list A High priority will be displayed as red Normal as black and Low as green The default priority for replying to or forwarding a message is Normal 6 Enter your message above the original message in the Message textbox 7 Select the Browse button to add an attachment Note A message 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 8 To send an email select the Generate Email check box An email will be sent only to addressees that have been set up as users in WebEOC An Additional Addresses text box field will appear when the Generate Email check box is selected Compose New Message To Users WebEOC Administrator Groups Activity Li Checklist v Contacts Admin Position Select CMD EOC Director A CMD PIO FIN Compensation Claims Unit Generate Email Additional Addresses Separate with commas username email com E Priority and Subject Priority Subject RE EOC Activated
17. paper based status board that used to dominate EOCs and command centers around the country With WebEOC users enter information electronically into boards and forms allowing everyone logged in to WebEOC to see 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 for example ICS FEMA Situation Reports Mission Task used to track emergency response tasks are built as boards to implement your agency s information process flow The boards available on your control panel may vary from the boards described in this help system If your agency has created boards specific to your needs contact your WebEOC administrator for instructions on using those boards Board Views The first things you need to understand about boards is that boards can have multiple views Your administrator determines which boards you have access to and which board views you have access to 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
18. 2 Select the desired state or territory region from the State Territory drop down list All the NWS weather alerts for the state or territory selected will be displayed NWS Weather Alerts State Territory IBEESseR cic Alabama Alaska America Samoa Arizona Arkansas California Colorado Connecticut Delaware District of Columbia Florida Georgia Guam Hawaii Idaho Illinois Indiana lowa Kansas Kentucky Louisiana Maine Marianas Maryland Massachusetts Michigan Midway Island 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 Note You may print the board in its display format by right clicking on the board window and selecting the Print button Remote Boards If your group permissions allow you may see a link in the Plugins section of the 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 67 WebEOC 7 5 User Manual 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 s
19. A A E E E E E T E AT E T 65 Accessing and Viewing NWS AlenS creirien merae aeai eree ia Eiere sae ens 66 Remote Boards iii od 67 Scroll ennea a aa e e dolio 68 Hemo Scroller ea ERE 69 A o ido A e do A a A A 70 MU itinerario tdci 70 Table of Contents Mobile Device Sup POM iii it 71 Mobile Device SUP POMt comicios dc 71 Supported Operating SVStOMSsescssessenceheiecdesiedends heatecalelendstasibersatadedic teks ede beeaders cladedis iaa 71 Accessing WebEOC on a Mobile Device 0 ce eeeeeeeeee cece nee eee ee eee tena eeeeeeaaeeeeeaaieeeeaaeeeesaaeeeeeeaaeeees 71 Available FUNCION Void A dav EE AN EEA EEC ETEN AE a 72 Board FUNCTIONS sensperta 72 CRECKIISTS a O ei 72 PPP E vancaeastaden EEE AEE EE EE AE O EE E LE eO E 72 PUG a osea AE S 72 Messages e e ado eee es 72 WebEOG Heli tacna A ATEON a sel TEIE AEE E A EATER 73 WebEOC 7 5 User Manual Welcome WebEOC Professional is Crisis Information Management Software CIMS that was developed over a decade ago to meet the needs of emergency management agencies EMAs at the ederal 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 e
20. EAEE na cannes easiaudaeeand tai 19 O O 20 Si NN 21 Sivalon RU ad a ade di 22 FEMA and IGS MS a RE 22 Puak COMM wectzstatsistaiztenesteecddzleisecziatsteursiataguntebseuagetecqersietseustebteengeietseesbentiaede smeeggieiagenteecneies 22 Remote Boards ii A A A 23 SUBS CN POM BO ALAS tir a A tev A GIA 23 A a a e AN 25 Ondoren a dine nag a o A a A a aed TA 25 Adding Chiat ROOM isre eree Nne AEE REE NEEE NERE IEEE VEEE EU RE LEE acres 25 USING Chat ainena aa a T aAA 26 Editing Chat AIM aa 27 Deleting a Chat ROOM oct iaa 28 A eb a e E eieiei a in iennet Sire 29 Ce a a a a n a RA a 29 Accessing CNeckISIS niesna A AA iaa 29 Setting the Status Tor lO PS ee e ae AEA RAS 30 Adding or Editing Remarks cum a a N Ais a dana 32 CONTACTS eane a e e e en behets 34 Table of Contents CONTACTS O 34 Adding Contacts Leirene Gstadd aaek vere teseree Gstadh aasteae E da 34 Editing Contacts si ccedstitcicuishoeciosdeteeonraialenisteecderdcteledicisbepsedieegestatelegicisteadsteiseautslepadesteteagetenmtenteleeegs 36 Deleti Comatts tii 36 IMP OMIA G Contatti sw nia A iaa 37 Exporting Contacts esmas indeed 38 SOCIA Dd de lea 39 DOMINO CONTACTS ai A A OEG 40 Messages aae aE EE EA R 40 Messagen na T a o teg eae oles 40 Composing and Sending a Message ceceeeeeeeeeee ee ee eee eee tees eee rete eee eeeesaee esses eeesaaeeeesaaeeeeeaaeeess 41 Replying to ana Forwarding a Messages anpere e et 43 SOMING MESSAGES naaa a a a a a Ace S 46 De
21. Select the color from the drop down list 2 WebEOC 7 1 Maplac Microsoft Internet Explorer provided by ES Maps Train Derailment 4 To place the shape on the image follow the steps below d Left click your mouse where you want to place the shape on the image Release the left mouse button Move the mouse cursor across the image to create the shape Left click the mouse again to place the image on the image Note To select shapes you must have compatibility view turned on in your browser Deleting a Shape To delete a shape from the image follow the steps below 1 Right click the shape A delete confirmation dialog will appear 62 WebEOC 7 5 User Manual 2 Select the OK button to delete the shape from the image or select the Cancel button to abort the operation Webi Ot 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 Note Users with read only permissions wil not be able to add labels to a map image To add a label to a marker follow the steps below 1 Selectt label palette ct the Labels tab to display the ad oC er provided by Tht Train Derailment gt k Y _Clear M 2 Select the Set Label button to add a label 63 WebEOC 7 5 User Manual Clearing a Label on a Marker To clear a label on a marker follow t
22. The following board functions are available e Filtering board entries e Sorting board entries e Remote boards e Dual Commit e Data linking Checklists Normal Checklist functionality available from a mobile device includes the following e Viewing checklists e Updating checklist steps Contacts Available functionality in the Contacts plugin from a mobile device 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 a mobile device environment includes the following e Creating and sending messages inside WebEOC e Sending email outside WebEOC e Sending attachments 72 WebEOC 7 5 User Manual Note Emails 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 While WebEOC plug ins will appear on the control panel for example MapTac Calendar Resource Manager 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 ID Contents Q search Download POF Welcome Welcome Background Audience and Purpose Time Conventions Getting Started Welcome Boards ee WebEOC Professional is Crisis Information Management Software CIMS that was deve
23. WebEOC User Manual Version 7 5 intermedix 2013 Intermedix Corp All rights reserved This document contains confidential or proprietary information of Intermedix Corp and distribution should be limited to authorized persons only Be aware that any disclosure copying distribution or unauthorized use of the contents of this document is strictly prohibited While every precaution has been taken in the preparation of this document Intermedix Corp assumes no responsibility for errors or omissions Neither is any liability assumed for damages resulting from the use of the information contained herein Accurint is a registered trademark of LexisNexis a division of Reed Elsevier Inc Adobe and Acrobat are registered trademarks of Adobe Systems Incorporated in the United States and or other countries The Bluetooth word mark figure mark and combination mark are a registered trademarks owned by the Bluetooth SIG FedEx is a registered trademark of the FedEx Corporation Google Maps mapping service is a trademark of Google Inc LIFEPAK 12 LIFEPAK 15 and LIFENET are registered trademarks of Physio Control Inc MapQuest is a registered trademark of MapQuest Inc Microsoft Microsoft Windows and Internet Explorer are registered trademarks of the Microsoft group of companies Address any questions comments or suggestions to Intermedix Corporation 6451 N Federal Highway Suite 1000 Fort Lauderdale FL 33308 www intermedix com
24. able on the Internet can also be used to plot an address in order to create an 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 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 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 of maps images and Clear Map button i Clear M e Shapes ellipse polygon and mos s i ele X 3 a d Labels d gricultural Civil Disturbance e Labels add and remove label Criminal zem buttons Educational Facilities free hand drawing tools delete button and shape color drop down list gency Op tons e Marker tabs categorized markers e Map view pane with printer icon 55 WebEOC 7 5 User Manual Viewing a Map To access a map or an image for viewing follow the steps below 1 WebEOC 7
25. ame Checklist EM Menu ICS FEMA Forms Menu items that are grouped together on the control panel appear as text with a double arrow con 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 49 WebEOC 7 5 User Manual Accessing Menus Menus are aconvenient way to group the items you use most often to complete tasks Multiple menus can be created to help you quickly access boards tools plugins etc Menus also keep the control panel more streamlined An example of this would be organizing along list of boards into a single menu item AAR Management View Contacts Admin File Library Admin IAP Admin Delete Resource Task Update All Logged In For more information on boards see the Boards topic Multiple plug ins can also be grouped into individual menus to conserve space For more information on plug ins see the Plugins topic Extensive lists of links to external web sites 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 the Links topic Long lists of forms and related boards can
26. ames appear you have not been granted permission by your administrator to access the folders 3 In the File List window select the Add File button File List Note If your administrator has not configured read write permissions to access the folder in the File Library the Add File button will not appear Before adding a file check wth your administrator to find out if there are any size limitations to uploading a file 4 In the Add File window select the Browse button to search for the file you want to add to the File Library Add File File Browse Desea 5 Enter a description for the file in the Description field Optional 6 Select the Save button or select the Cancel button to abort the operation 7 Inthe File List window the most recent file appears at the top of the list city pg city map county jpg county map state png state map 52 WebEOC 7 5 User Manual 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 2 3 4 In the File List window select the name or description of the file you want to replace county jpg county map state png state map In the Edit File window selectthe Browse button to search for the file you want to add to the File Library File Browse URL eoc7 plugins filestore getfile ashx fileid 235 Cance
27. atically be set to P Complete A primary 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 31 WebEOC 7 5 User Manual Open Sub tasks with a status of C O N or P will set the primary step status to O If all sub tasks are blank such as when first starting a checklist the primary step 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 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 text box 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 Hide Remarks Show Remarks 1 Print the PPE Ordering Form a Complete the PPE Ordering Form b Have your supervisor sign the form 2 Fax the form to headquarters 555 345 4321 3 Return the confirmation fax to your supervisor 4 Replace your old PPE wit
28. confirmation fax to your supervisor 4 Replace your old PPE with your new PPE Still waiting on the order September 17 Still waiting on the order September 17 Maximum length is 3000 characters 5 Turn your old PPE in to your supervisor for recycling My PPE was destroyed in the last incident 6 Enter the changes for the remark in the text box 7 Select the Save button The text box will close 33 WebEOC 7 5 User Manual Contacts Contacts Contacts allows you to maintain a 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 vew 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 Users who do not have edit pri
29. dia 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 19 WebEOC 7 5 User Manual 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 responses to questions or requests tour information etc WebEOC s Press Release board allows you to establish links to press release files stored internally in WebEOC s database or files stored externally It can be used to display press releases in their entirety Press Release intermedix Incident Incident Name Date Time Press Relase Update The Daily Profit 09 19 2013 22 13 04 Ml Astachmeni The Times Journal 09 19 2013 22 12 41 H Attachment The Weekly Post 09 19 2013 22 12 28 E sats 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 intermedix Incident Incident Name Add Shelter _ General Pet Special Population Friendly Needs Name Status Outreach Ministries BEEN City Shelter FWE H Friendship VA CLOSED O 20 WebEOC 7
30. e from your Inbox to 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 User Name RE EOC Activated Normal a Incident pooo 2 User Name EOC Activated High incident Name 535006 gt 3 User Name Normal Incident Name 815 9917 E imao eee 8 inn Gua i 2 Select the OK button to move the message to the Deleted Items or select the Cancel button to 3 Select Deleted Items in the drop abort the operation and return to the Inbox down list Messages User Name RE EOC Activated Normal Incident Name 2013 09 19 23 24 00 2 UserName EOC Activated High Incident Name 2013 09 19 23 20 06 3 User Name Normal Incident Name 2013 09 17 15 22 23 Note You can still view reply forward and print any of the deleted messages 47 WebEOC 7 5 User Manual Printing a Message To print a message follow the steps below ale In the Messages window select Inbox Sent Items or Deleted Items from the drop down list Messages Incident User Name Name 15 22 23 _ WebEOC Respond Incident 2013 09 17 Administrator Immediate 15 14 43 Select the message that you want to print In the Message Detail window select the Print button Message Detail EOC Activated User Name Received 2013 09 19 23 20 06 To User Name CMD EOC Director CMD PIO FIN Compensation Claims Unit FIN Cost Uni
31. e steps below Select Checklists in the Tools section on the control panel WebEOC 7 5 intermedix User Name as Position Name Incident Name Boards Menus Tools Chat Checklists Contacts Messages WebEOC Help WebEOC Search Plugins Links HHO 8B 29 WebEOC 7 5 User Manual 2 In the Checklists window select the drop down list for the checklist you need Checklists Open Complete Previously Accomplished Not Applicable Checklist KOCSIS AIE Hide Remarks Show Remarks Ordering PPE PPE Compliance PPE Inventory Note if you are logged in to a specific incident the checklists applicable to that incident wil 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 wth which the checklist data wil be archived Setting the Status for Steps There are several options available to show the status of a primary step or a sub step in your checklist This topic explains how to use the available status options and explains the relationship of the sub steps to the primary step Note If you are logged in to a specific incident the checklists applicable to that incident wil 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 wth which the checklist data wil be archived To set the status of a st
32. ed out af control and colided into two vehicles Remove Record O Word Not in Dictionary Ignore occured Spal Crack Change To Record History occured Suggestions C occur ed a Replace All occur gt occurs acquired reoccurred accrued E gt 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 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 WebEOC 7 5 User Manual administrator The attachment feature must be added to a board before using it This is 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 lc Click the Calendar Operations Penad End le Click the Calandar Attachment C Delete Record C EEE Navigate to the location of the file to be attached and select the Open button Thi
33. ep or a sub step follow the steps below 1 In the Checklists window select the drop down list for the checklist you need Checklists Open Complete Previously Accomplished Not Applicable Checklist REFERIA ARTE Hide Remarks Show Remarks Ordering PPE PPE Compliance PPE Inventory 2 In the Checklists window select the drop down list for the step and select one of following options a Blank Not started b C Complete c N Not Applicable 30 WebEOC 7 5 User Manual d O Open e P Previously Accomplished Blank Status A step status setto Blank will set the status for all its sub steps to Blank Open Complete Previously Accomplished Not Applicable Checklist Hide Remarks Show Remarks 1 Print the PPE Ordering Form a Complete the PPE Ordering Form b Have your supervisor sign the form 2 Fax the form to headquarters 555 345 4321 3 Return the confirmation fax to your supervisor 4 Replace your old PPE with your new PPE 5 Turn your old PPE in to your supervisor for recycling Not Applicable Status A primary step status set to N will set the status for all its sub steps to not applicable if all sub steps are set to N the primary step status will automatically be set to N as well Previously Accomplished A primary step status set to P will set the status of all its sub steps to previously accomplished if all sub steps are set to P the primary step status will autom
34. ephen 555 0911 555 3698 555 1478 i 2 Cranford Rebecca 555 4563 555 7896 555 4563 i 3 Fuller John 555 0258 555 03639 555 8520 i 2 In the Import Contacts window double click the fields you want to import in the same order as the data fields are set up in the import file This will move the data field from the Available section to the Selected section 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 the wrong fields Import Contacts Select fields to Import Available Selected Last Name First Name A Middle Name o adress Address 2 Address 3 Vv City File Format Comma Separated O Tab Separated File Browse 3 Select either the Comma Separated or the Tab Separated radio button for the File Format 37 WebEOC 7 5 User Manual 4 In the File field select the Browse button and locate the file you want to import 5 Select the Import button to import your contacts 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 WebEOC 7 5 has encountered an error WebEOC has encountered an error while performing the requested operation For further assistance contact your WebEOC Administrator Error Description Invalid f
35. ess that can be tailored to meet the unique needs of individual users and organizations all WebEOC features WebEOC 7 5 User Manual covered in this manual may not be available to all users Contact your WebEOC administrator for questions about a specific capability Time Conventions WebEOC stamps all entries with a time and date It also tracks and displays who entered the information By default entries appear in boards in reverse chronological 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 stamp 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 recorded in the WebEOC database Normally agencies enter a time of receipt time of occurrence etc in the narrative description WebEOC 7 5 User Manual Getting Started Control Panel The control panel is the information hub of WebEOC It is organized by Boards Menus Tools Plugins and Links Within each of these sections the items are listed alphabetically by default All WebEOC windows can be resized and moved WebEOC 7 5 in
36. et of data from the same board on a different WebEOC system such as an instance in a neighboring county If your group permissions allow you may see a link in the Plugins section of the control panel labeled Remote Boards See the Plugins topic for detailed instructions on using remote boards Subscription Boards Subscription boards are boards that are shared among several WebEOC instances over the ESiWebFusion network A subscription board is published to the ESiWebFusion server and offered for use to the other WebEOC instances connected to the ESiWebFusion server WebEOC instances that subscribe to the board can depending 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 instance The record moves from the local copy of the board to the ESiWebFusion server and is then added to each of the other participating WebEOC instances On the control panel subscription boards are located in the Boards section with local boards The arrangement of boards in this list is determined by settings configured by your WebEOC administrator 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 See the Subscription Boards Manual f
37. h your new PPE 5 Turn your old PPE in to your supervisor for recycling My PPE was destroyed in the last incident Maximum length is 3000 characters 2 Enter remarks in the text box You can edit previously saved entries The maximum length is 3000 characters 32 WebEOC 7 5 User Manual 3 Select the Save button This will close the text box for the step 4 Select the radio button for Show Remarks Remarks for all the steps and sub steps will be shown in blue Open Complete Previously Accomplished Not Applicable Checklist Hide Remarks 8 Show Remarks 1 Print the PPE Ordering Form a Complete the PPE Ordering Form b Have your supervisor sign the form 2 Fax the form to headquarters 555 345 4321 Faxed the form on September 3 3 Return the confirmation fax to your supervisor 4 Replace your old PPE with your new PPE Still waiting on the order September 17 5 Turn your old PPE in to your supervisor for recycling My PPE was destroyed in the last incident 5 To edit a remark for a step select the remark A text box for the remark will open Open Complete Previously Accomplished Not Applicable Checklist Ordering PPE Hide Remarks Show Remarks 1 Print the PPE Ordering Form a Complete the PPE Ordering Form b Have your supervisor sign the form 2 Fax the form to headquarters 555 345 4321 Faxed the form on September 3 3 Return the
38. he steps below 1 Select the Labels tab to display the label palette Explorer provided by Die 2 Select the Clear Label button 3 Select the marker of the label you want to remove 64 WebEOC 7 5 User Manual Clearing All Items from a Map Image To clear all shapes markers and labels from a map image select the Clear Map button 71 Moptac Microsoft internet Deplorerprayided ty TS f aw A W nes Intrenet Emplea TFL A 2 cnet a 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 NWS Alerts 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 gow NWS alerts do not automatically refresh as new watches warnings and advisories are issued To refresh the NWS window re select the advisory from the drop down list 65 WebEOC 7 5 User Manual 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 WebEOC 7 5 intermedix User Name as Position Name Boards Menus oor File Library MapTac NWS Weather Alerts Remote Boards Scroller Links D0000 66 WebEOC 7 5 User Manual
39. hrough 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 lt lt Page 1 of 1 gt gt m Disable Refresh The left double arrow button returns to the first page the single left arrow button returns to the previous page and the right arrow button advances tothe 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 Note New data wil not be posted to the display until the Disable Refresh checkbox is uncheck ed WebEOC 7 5 User Manual 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 effect on the board views of others ess Release ows Internet Explorer Options O Ascending Descending
40. ign is based on the following tenets of crisis information management systems CIMS should Be affordable Be user friendly Be easy to maintain by existing EMA or EOC staff with access to the vendor s technical support Be easy to configure and customize to the conditions of the agency Allow for remote access by authorized users located outside the local area network LAN Comply with the provisions for the National Incident Management System NIMS Support users who implement both the Incident Command System ICS and Emergency Support Functions ESF structure Integrate with other systems such as mapping and other CIMS and telephonic alert notification systems Integrate public health into emergency management Operate within a variety of network configurations Have a wide range of features consistent with the four phases of emergency management and Have help desk support on a 24 hour basis Audience and Purpose Audience People who use WebEOC are classified as either users or administrators People who set up configure and customize WebEOC in accordance with an agency s unique needs are WebEOC administrators Purpose This help system provides you detailed 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 acc
41. ile format Number of data fields does not match the number of specified import fields Time 9 19 2013 11 02 20 PM e Actions Email Error Report Click here to close this window Exporting Contacts To export contacts from WebEOC to an external file follow the steps below 1 In the Contacts window select the Export button Name Agency Phone Pager Mobile Delete Ball Stephen 555 0911 555 3698 555 1478 ib 2 Cranford Rebecca 555 4563 555 7896 555 4563 3 Fuller John 555 0258 555 03639 555 8520 Export Contacts Select the file type e Comma Separated O Tab Separated 38 WebEOC 7 5 User Manual Select the Export button to download Contacts or select the Back button to abort the operation 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 The exported file can be opened as either a CSV or Microsoft Excel file Searching for a Contact To search for a specific contact or group of contacts follow the steps below e 2 3 In the Contacts window select the Search button Name si Agency Phone Pager Mobile Delete 1 Ball Stephen NOAA 555 0911 555 3698 555 1478 ib 2 Cranford Rebecca FEMA 555 4563 555 7896 555 4563 ib 3 Fuller John EMA 555 0258 555 03639 555 8520 ib
42. ingle link 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 5 intermedix User Name as Position Name Incident Name Boards Menus Tools Plugins File Library MapTac NWS Weather Alerts Remote Boards Scroller Links 00000 Remote boards are used in the same way as other boards residing on a the 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 When a remote board is not accessible for example 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 If this occurs contact your WebEOC administrator Scroller WebEOC Scroller allows you to vew data from multiple boards in one window on a timed interval This is useful if you do not have sufficient room to display all the boards used to manage an emergency or you want the ability to continuously view a summary of data Only administ
43. is information is not for public disclosure and is intended for authorized WebEOC users only 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 21 WebEOC 7 5 User Manual Situation Reports 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 areas 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 Situation Report board allows agencies to track published SITREPs and view the Situation Report published reports intermedix Incident Incident Name Operational Period Start Operational Period End View SITREP Update 10 27 2013 22 16 43 10 31 2013 22 16 50 Mil Astochment Update 07 28 2013 22 16 22 08 24 2013 22 16 27 E attachment Update 09 16 2013 22 16 03 09 18 2013 22 16 08 en Update FEMAand ICS Forms Depending on what your administrator has configured you may also see FEMA or ICS forms on your cont
44. isasterAssistance egov ALTERAR TO RAITER MIL AND DOI WebEOC 7 5 User Manual Mobile Device Support Mobile Device Support WebEOC supports limited functionality on handheld devices and smartphones This interface allows users to employ basic functionality in boards messages checklists and contacts See the Available Functionality section in this help system for more information Note While WebEOC plugins for which the user has permissions will appear on his or her control panel for example MapTac Calendar Resource Manager etc plugin functionality is not supported in the hand held environment Supported Operating Systems WebEOC is compatible with the following mobile devices e BlackBerry OS v6 and later e Apple iPhone latest OS version e Apple iPad latest OS version e Android devices v2 1 v2 2 v3 1 Accessing WebEOC on a Mobile Device To use WebEOC on your mobile device follow the steps below 1 Access your web browser and navigate to the WebEOC URL WebEOC will automatically display the WebEOC Login window 2 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 3 Select your position and incident and select the OK button 4 On the control panel you can use any board as you normally would 5 To exit WebEOC select the Log Off link 71 WebEOC 7 5 User Manual Available Functionality Board Functions
45. l Enter a new description for the file The description will appear in the File List window Select the Save button or select the Cancel button to abort the operation 53 WebEOC 7 5 User Manual Viewing a File To view a file in the File Library follow the steps below 1 In the File List window select the View icon for the file you want to open county jpg state png state map 2 In the File Download dialog window select the Open button The file will open as a read only document Deleting a File To delete a file in File Library follow the steps below 1 In the File List window select the trash can icon in the Delete column for the file you want to delete city map county jpg county map state png state map 2 Select the OK button to delete the file or select the Cancel button to abort the operation 54 WebEOC 7 5 User Manual MapTac MapTac 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 instantly share the tactical scene with other users MapTac can use images from any GIS or mapping system to produce a static image file for example JPEG GIF or BMP Existing web based mapping resources avail
46. l 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 40 WebEOC 7 5 User Manual 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 Select Messages from the Tools section on the control panel WebEOC 7 5 intermedix 1 Contacts Messages WebEOC Help WebEOC Search Fugis In the Messages window select the Compose button Messages 2 2013 09 17 dm Name 15 22 23 _ WebEOC Respond Incident 2013 09 17 Administrator Immediate Name 15 14 43 41 WebEOC 7 5 User Manual 3 In the 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 recipient s name should be highlighted To deselect a recipient hold the Ctrl key and select the recipient s name once The recipient s name will no longer be highlighted Compose New Message E To Users User Name WebEOC Administrator Groups Activity Log All Positions A Checklist V Contacts Admin
47. l panel is blue it is enabled If itis gray itis disabled A gray input button means you must open the board to enter data WebEOC 7 5 User Manual Data entry windows contain tools to manage and post data to a board Only boards have data entry windows Use the close button to close an item A red close button indicates that the display is open A grey close button means the display is closed Message notifications and alerts will appear in yellow at the bottom of your control panel The Admin link will only appear in your Tools section if you have administrator privileges If there are sections on your control panel you do not need to view select the name of the section Boards Menus Tools Plugins or Links to collapse it WebEOC 7 5 intermedix User Name as Position Name Incident Name Boards Tools Plugins Links The Log Off button allows you to log out of WebEOC Users Positions Groups and Incidents Each user account in WebEOC must be assigned toa position each position must be assigned toa group and each group must be assigned to an incident Without a position a user cannot log in to WebEOC Without a group a user does not have permission to any incidents and without being assigned to an incident a user does not have permission to any boards plug ins etc Users Positions and Groups Each user has a unique user name and system password Users can be assigned multiple positions where necessary
48. leting Messages oireena eiee NE EEEE AEREE NEEE E 47 Piming a Messagen A Aa a a aa ati 48 Menus er life atctantrns a to ee ie ache ol 49 MENUS ainda ti weer cheba dida 49 ACCESSING MENUS ssiccassnteuazateezcacetepedaea shengradeenencebsendas bebaneaeeauen setae dae bedaneaseeadend ento tebeo 50 PUGS e gael gots ied ther A 51 File IDrary fiicerstetessatamctentsl eecedstetesdaeatcteedslaeddeed eteleepeleteutslaridectehstentcistsedseieetantepteateieteedstamicetsleds 51 File Libras tacna acond EE 51 Adding Fl ii eh ces ade Ae a a eee 51 Replacing a Pleasant lite 53 Table of Contents Vianna a Files scarce testes a yatta copied dagebce A iia 54 Deleting AFIS ci iia 54 Maple teccistsiversicteeectsletentcictetecieteeeseslelegtcidielvetsleadeteteleetetoetteriatededectebs gietcentecdatededicieterdsteteleetelacsey 55 Map Tatu ita 55 Mapp Tac COmponeNiS eec eiro eaaa a Sis 55 VIEWING A NN 56 Pinega Mapa N Gea aes 57 Placing Markers on a Map lIMmage ccecceeeeeeceeeeeeeeeeeeeeeeaaeeeeeeaaeeeeseaaaeecsaaeeeesaaeeeseaaeeeeseaaeeeeaaes 58 Moana Markers snena a a R 59 Resizingia Makaronai n lia 60 Deleting a Markor verae Nr 60 Drawing and Flachkigobhapes Ora MaDi eie n an its 61 Deleting Shape niea na a a Mg heartened N eg a eee 62 Adding a Label to a Marker NEEE eSEE EE beedteassaehdats abbas AEREAS VAESES AEREE ERAS KE 63 Cleating a Labelon a MARKE orien a A E E A E EARI 64 Clearing All tems froma Map maga a reas 65 ALEEN E E
49. llow you to track display and manage crisis information The control panel below shows what the standard Boards section looks like and how boards may be arranged The boards you have access to are 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 help system WebEOC 7 5 intermedix e Activity Log e Press Release e Shelters e Significant Events e Situation Report You may also have FEMA and ICS forms available as boards These forms are typically used from the Menus section See the Menus topic for detailed instructions on the Menus section User Name as Position Name Boards Checklist Checklist Builder Contacts Activity Log Significant Events File Library File Library Admin Incident Action Plans Published IAP Builder Incident Action Plan Press Release Resource Request Task Assignments Shelters Situation Report BHOOGOGSGGSGGGH 8 amp La B a B WebEOC 7 5 User Manual 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 as at the top of the board It allows agencies to track event names and details statuses contact information position and name of those reporting maps of the
50. loped over a decade ago to Plug ins meet the needs of emergency management agencies EMAs at the ederal state and local levels Links juts EN BET eB Sppon 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 Online Help 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 among 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 73
51. mergency 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 among 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 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 toa 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 WebEOC 7 5 User Manual The WebEOC des
52. or ESiWebFusion for more information 23 WebEOC 7 5 User Manual Tools Chat Adding a Chat Room To add a chat room follow the steps below Select Chat from the Tools section on the control panel WebEOC 7 5 intermedix NS me A ies 1 WebEOC Help WebEOC Search In the Chat Room List window select the Add Chat Room button Chat Room List 2 25 WebEOC 7 5 User Manual 3 Enter a name in the Name text box Edit Chat Room Name Available Selected Activity Log All Positions A Checklist Contacts Admin Groups Contacts All EM Menu File Library File Library Admin Group Name y IAP Edit 4 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 tothe Selected section Select multiple groups by holding down the Ctrl key 5 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 1 In the Chat Room List window select the name of the Chat Room Chat Room List Medical Chat Room 26 WebEOC 7 5 User Manual 2 In the Chat Room window enter your message in the text box and select the Send button Your messages and other participants messages will be posted in the Messages pane Medical Chat Room Chat Room Users Messages John Adams John
53. rators can configure the board set and set the time interval 68 WebEOC 7 5 User Manual Using Scroller To use Scroller follow the steps below 1 Select Scroller from the Plugins section on the control panel WebEOC 7 5 intermedix User Name as Position Name Incident Name File Library MapTac NWS Weather Alerts Remote Boards Scroller D o 000 In the Scroller window select the scroller controls you need WebEOC 7 5 Scroller iaa p gt gt gt Shelters Incident Name globalid B9IB3EA9B 8609 4CFC B354 5EADASD6FB57 address 123 Main Street latitude capacity 300 occupancy 0 gen_pop Yes petfriendly e The back button returns you to the previous board This action automatically pauses the scroller and changes the pause button to a play button e To reinstate the scroll feature select the play button e The pause button allows the user to either stop the scrolling action so that data on a specific board may be reviewed in more detail or to restart the play feature 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 69 WebEOC 7 5 User Manual Links Links 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 Contact your WebEOC administrator to
54. rol panel as boards If your section uses a particular FEMA or ICS form 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 the Menus topic for detailed instructions on using Menu items Dual Commit Dual Commit allows information to be posted to a second server Only boards configured to allow dual commit can execute this feature This feature allows an organization to do the following e Post entries outside their firewall to other agency s boards hosted on an outside server for access by external agencies and or users va the Internet e Share information between agencies that have common WebEOC boards 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 22 WebEOC 7 5 User Manual Remote Boards The Remote Boards feature allow users on one instance of WebEOC to access boards hosted ona 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 Remote Boards allow users on one instance of WebEOC to access boards hosted and view the same s
55. s Select the marker and hold the left mouse button down Drag the marker to the new destination and release the mouse button WebEDC 7 1 1pTac Microsoft Intemet ss 59 WebEOC 7 5 User Manual 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 until the marker is the desired size f iti xi Fir ps as Deleting a Marker i a To delete a marker follow the steps below 1 60 WebEOC 7 5 User Manual 2 Select the OK button to delete the marker from the image or select the Cancel button to abort the operation Drawing and Placing Shapes on a Map Shapes are useful to highlight specific locations or areas on a map image 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 image 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 image To draw and place a shape on the image follow the steps below 1 Select the Shapes tab to display the shape palette WehEOC 7 1 MapTac Microsoft Internet Explores provided hy ES Train Deralnant Clear Map El x 2 Select the desired shape button from the shape palette 61 WebEOC 7 5 User Manual
56. s will return you to the New Record window You can view or download board attachments directly from the board display Board attachments are displayed as links labeled as Attachment in the board Select the Attachment link to open the file Situation Report intermedix Incident Incident Name Operational Period Start Operational Period End View SITREP 10 27 2013 22 16 43 10 31 2013 22 16 50 l iiome 07 28 2013 22 16 22 08 24 2013 22 16 27 E arachment 09 16 2013 22 16 03 09 18 2013 22 16 08 E Ahi WebEOC 7 5 User Manual 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 Ongnator Orignated By Location Phone Data Time Evert Type Pronty Pont of Contact Name Contact Mumber Map Label Agiress Location Lat Long Attachment 1 Attachment 2 Dautais Remove Record Postion Nare 1104 2011 12 43 25 E Hazardous Materials irmedote Jm Serath 555 6555 Browse HazMat Recovery team ts al the scene MEETS Record History Sunficam Events Command Operations Planning Finance Logistica 17 WebEOC 7 5 User Manual Standard WebEOC Boards Standard boards a
57. st need to know the status Open or Closed and which shelter has the most beds available so you can send victims there A simplified list view allows you to see WebEOC 7 5 User Manual the name of the shelter the status capacity occupancy and available beds Simplified views typically contain a details button In the Shelter Status board example below if you want to see detailed information for a record select the Select button next it The details view will appear Shelter Status intermedix Incident Incident Name Add Shelter General Pet Special Population Friendly Needs Status Outreach Ministries OPEN Capacity Occupancy Availability Details Update City Shelter FULL Friendship VA CLOSED Note Your administrator may have different settings configured for your boards General Board Features Master Views A master view of incidents combines multiple related incidents into one data view Selecting the master view when you log in to WebEOC will allow you to select an incident from the Incident drop down menu in incident dependent boards Press Release A iaasa Tale Artachment Remove 7 Saw Cancal Spell Check _ WebEOC 7 5 User Manual 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 t
58. t FIN Finance Admin Section Chief FIN Procurement Unit FIN Time Unit LOG Communication Unit LOG Facilities Unit LOG Food Unit LOG Ground Support Unit LOG Logistics Section Chief LOG Medical Unit LOG Supply Unit OPS Community Service OPS EMS OPS Fire OPS Law Enforcement OPS Mass Care OPS Operations Section Chief OPS Public Works OPS Red Cross OPS Utilities PLN Resources Unit PLN Demobilization Unit PLN Documentation Unit PLN Planning Section Chief PLN Situation Unit WebEOC Position Name Incident Incident Name Priority High The EOC was declared activated at 9pm Robert Steele is the Emergency Director A and has assumed command and control for the response In the Print dialog window choose the printer you want to use or select the Cancel button to abort the operation You will automatically return to the Message Detail window 48 WebEOC 7 5 User Manual Menus Menus 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 be created by grouping menus within menus When you select a menu title a list of items will open in a new window that is similar in appearance and functionality to the control panel WebEOC 7 5 intermedix User Name as Position N
59. termedix n ition on th ktop Y nal to any position on the desktop You can also ser Name as Pasion Name open multiple boards and or multiple copies of a Incident Name board plug in or link See the Boards topic in Boards this help system for detailed instructions on using Checklist boards Checklist Builder Contacts Your user name and position appear at the top of xx Activi ae ivity Log i the control panel If your user name is Significant Events hyperlinked you can select it to make changes to File Library File Library Admin If you are assigned to multiple positions your Incident Action Plans Published your user profile position name will appear as a hyperlink This IAP Builder allows you to change the position you are logged ncident Action Plan in as without logging out of WebEOC Press Release Resource Request Task Assignments The incident or master view of incidents you are Shelters HOOeeeH8 of amp 0000000000 currently logged in to also appears atthe top of Situation Report the control panel If it is hyperlinked you can select it to log in to a different incident without logging out of WebEOC Items in red have new data posted to them Select the name to open that item When the You have received a new message board has been opened and the new data has been viewed the font will reset to black Use the input button to open a data entry window If the input button on the contro
60. vileges for Contacts will not be able to perform this operation To add contacts follow the steps below Select Contacts from the Tools section on the control panel WebEOC 7 5 intermedix User Name as Position Name Incident Name Boards Menus Tools Chat Checklists Contacts Messages WebEOC Help WebEOC Search Plugins Links DoDo 34 WebEOC 7 5 User Manual 2 In the Contacts window select the Add Contact button Contacts 3 In the Add Contact window complete the fields as applicable Add Contact Name and Information Last Po First Eb Middle Po Agency Ho Title Department C Address A Address z City sd State Zip Code Email 1 Email 2 Email 3 Notes Phone Numbers Business 1 Business 2 po Home E Pager E Fax ss Other E Service Carrier Ho Business Cell Poo Personal Cell Satelite Phone E Access Level O Hide from restricted users Do not hide from restricted users 4 In the 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
61. window select the message you want to reply to and or forward Messages incident 2013 09 17 User Name Name 15 22 23 _ WebEoc Respond Incident 2013 09 17 Administrator Immediatel Name 15 14 43 43 WebEOC 7 5 User Manual 2 In the Message Detail window select the Reply or Forward button Message Detail EOC Activated User Name Received 2013 09 19 23 20 06 To User Name CMD EOC Director CMD PIO FIN Compensation Claims Unit FIN Cost Unit FIN Finance Admin Section Chief FIN Procurement Unit FIN Time Unit LOG Communication Unit LOG Facilities Unit LOG Food Unit LOG Ground Support Unit LOG Logistics Section Chief LOG Medical Unit LOG Supply Unit OPS Community Service OPS EMS OPS Fire OPS Law Enforcement OPS Mass Care OPS Operations Section Chief OPS Public Works OPS Red Cross OPS Utilities PLN Resources Unit PLN Demobilization Unit PLN Documentation Unit PLN Planning Section Chief PLN Situation Unit WebEOC Position Name incident Incident Name Priority High The EOC was declared activated at 9pm Robert Steele is the Emergency Director and has assumed command and control for the response Note Reply wil 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 3 In the Compose New Message window select the recipient

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