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EM-COP User Guide

1. auTHORISANON REQUIRED IGNITION AUTHORISED IGNITION UNDER CONTROL 1 UNDER CONTROL 2 con File EM COP EMCOP User GuideV0 13 docx Version Page 12 of 64 Printed 18 01 2015 00 45 When printed this document is uncontrolled unless stamped CONTROLLED COPY in RED How to Use EM COP EM COP User Guide i Am EMERGENCY MANAGEMENT l RI 2 2 Buttons and Menus These are the Main EM COP buttons Left side Emergency Management Common Operating Picture Incident s Workspace The left side buttons are used for collaboration Actions initiated from buttons on the left side will be visible to other users of EM COP Right side No Incident Selected Incidents i John Simmons Help Logout Alerts Maps Data Tracking Weather EM Log Tools The right side buttons are used to set your personal preferences for base maps and data layers and to access management tools Actions other than Tools initiated from buttons on the right side will not affect the view of other users of EM COP Menu Drop List This is an example of a menu drop list These are the different map views available the default is VicMap Cartographic _ Maps Data Tracking Weather EM Log Vicmap Cartographic VicMap Satellite Vicmap Book by Spatial Vision Vicmap Book by Spatial Vision Greyscale Melways Google Physical Google Satellite Google Hybri
2. EM Log X ESTA Incidents Boundaries Map Grids Near Real Time Incidents 4 Observations Fire Fire GIS officer verified i Flood Storm Hazmat Impact Assessment Fire Investigation Planned Burns Reports ARM360_DamageAssessments j 2 7 day old observations Airborne Information Gathering AIG Warnings Community Profile Risk Info Infrastructure Predictive Services Upload Import Data Turn Off All Layers Map display result VNCIVITIVIN UMNECLNOS OFLU N NORTH SECTOR Gooram Wallaby Gully Upton Hill SOUTH SECTOR A File EM COP EMCOP User GuideV0 13 docx Version Page 18 of 64 Printed 18 01 2015 00 45 When printed this document is uncontrolled unless stamped CONTROLLED COPY in RED How to Use EM COP EM COP User Guide VICTORIA Am 39 Checking the Legend of a Data Layer NOTE Not available for all Data Layers Follow these steps to check the Legend of a data layer Step Action 1 Click on the right hand side Click for Side Panel Result The Side Panel opens 2 Click on the Active Data Layers Tab Result The information available for the data layer displays Click here to close gt gt Active Users Active Data Layers Log Active Data Layers Move Layer Up Move Layer Down Satellite Hotspots GeoSci Aus Sentinel Power Outages Vicroads Road Closures Fire GIS officer verified ESTA Incidents Layer information
3. Create Room z Select a room to create Planning Operations Plans Operations Resources ao HHH Logistics Logistics Intelligence SituationAnalysis Impact Assessment Mapping npactAssessme Investigation Relief and Recovery Investigation ReliefRecover Public Information Traffic Management InformationWarnings FrafficManagement wel Evacuation Evacuation Enter a custom room and press Enter Make Room Secure Cancel Why a custom room Custom rooms O canbe added for aspects of situational awareness with different levels of access Q will allow a nominated group to work privately on unconfirmed unauthorised information Examples A custom room could be created for developing an evacuation plan Creating a secure room When you create a room you can secure the room by checking the Make Room Secure box Then assign access rights to individuals who you want to view or add features to your room The secure room will only be visible to those users who you have you specifically assign access rights File EM COP EMCOP User GuideV0 13 docx Version Page 38 of 64 Printed 18 01 2015 00 45 When printed this document is uncontrolled unless stamped CONTROLLED COPY in RED How to Use EM COP EM COP User Guide EMERGENCY MANAGEMENT VICTORIA How to secure create or customise Follow these steps secure create and or customise a new room for an incident Step Action 1 Do you wan
4. You have successfully registered as of EM COP However you must still verify your email and have your details reviewed by an administrator Until complete you will NOT be able to log in to the site Return to main page What happens next An email will be sent to your primary email address You must verify registration by clicking on the link in the email Once you have clicked to verify your registration you will be taken to a page with one of the following messages File EM COP EMCOP User GuideV0 13 docx Version Page 9 of 64 Printed 18 01 2015 00 45 When printed this document is uncontrolled unless stamped CONTROLLED COPY in RED How to Use EM COP EM COP User Guide EMERGENCY MANAGEMENT VICTORIA This environment is for TRAINING purposes only This environment is for TRAINING purposes only Email address verified You may now log in Email address verified Awaiting Review You have successfully verified your email address with EM COP You have successfully verified your email address with EM COP Login An administrator will now review your details to enable your account You will receive an email when complete until then you will NOT be able to log in to the site Your email address is already enabled Your email address is waiting for review You can now log in You cannot log in until you receive a confirmation email Go back to EM Portal and click on the EMCOP Incident icon Perform the same steps to
5. 1 You register on EM COP 2 EM COP sends a verification email back to your registered email address 3 You click the verification link in the email 4 You wait for EM COP to send you an access granted email 1 3 How to Register for Access first time only When to use Register in EM COP to be granted access Registering on EM COP Follow these steps to register on EM COP Step Action 1 On an internet enabled computer using either Internet Explorer 10 or greater Firefox Safari or preferably Chrome go to EM Portal at http portal em vic gov au Select the Functional Units page from the menu bar Password is control Go to the Common Apps section There are two icons one for the EMCOP Incident system and one for the Training system File EM COP EMCOP User GuideV0 13 docx Version Page 7 of 64 Printed 18 01 2015 00 45 When printed this document is uncontrolled unless stamped CONTROLLED COPY in RED How to Use EM COP EM COP User Guide EMERGENCY MANAGEMENT VICTORIA Step Action Functional Uns Emergenc X C fi D portal em vic gov au functional ur 6 Emergency Management Portal Protected Functional Units The Functional Sections of the SCC Structure are provided with leadership by Functional Section Officers Each of these Officers are responsible for their Sections which may or may not include Functional Units lead by a Functional Unit Leader The SCC Manager in conjunction with State
6. Description Metadata ESTA Incidents Legend Going Contained ey Controlled READY AUTHORISATION REQUIRED Note Scroll down to see the full legend EMERGENCY MANAGEMENT 3 6 Managing Data Layers on a Map A map may become busy with multiple layers You can either Q click Tum Off All Layers to remove all layers or QO click on the right hand side Click for Side Panel and select Active Data Layers Result The Active Data Layers panel displays Example This example shows some possible layers File EM COP EMCOP User GuideV0 13 docx Version Page 19 of 64 Printed 18 01 2015 00 45 When printed this document is uncontrolled unless stamped CONTROLLED COPY in RED How to Use EM COP EM COP User Guide EMERGENCY MANAGEMENT VICTORIA Click here to close gt gt Active Users Active Data Layers Log Active Data Layers Move Layer Up Move Layer Down Satellite Hotspots GeoSci Aus Sentinel Power Outages Vicroads Road Closures Y Fire GIS officer verified Y ESTA Incidents QO Select the layer and then click on Move Layer Up or Move Layer Down to re order layers to suit your requirements 3 7 Using the Tracking and Weather Menu buttons The Tracking and Weather buttons allow you turn on information relating to Q Automatic Vehicle Location and Tracking and OQ Weather conditions Note These layers are turned on and off in the same way as the data layers 3 8 Usin
7. Fire Alarm AN Planned Burn Fuel reduction burns planned by fire agency DEPI PARKS NEO lt 3 hS F W Human Health IIIness Health Impacts on human health pandemics air HEALTH quality etc EMMV Emergency Natural Events These symbols will display as Yellow when new and White when unconfirmed or after 60 minutes Symbol Meaning Use Source Events Flood All types of floods and associated damage BOM caused by rain river overflow tidal surges and dam failure Severe Weather Severe Weather thunderstorm Graziers BOM Thunderstorms Warning events issued by Bureau of Graziers Warning Meteorology Earthquake All seismic events recorded by Geoscience BOM Australia C Tsunami Tidal surges from both marine and land events BOM Landslide Any geological range of ground movements SES which can occur in offshore coastal and onshore environments but not earthquake Cyclone Any low pressure system wind event such as BOM cyclones tropical cyclones and tornadoes File EM COP EMCOP User GuideV0 13 docx Version Page 48 of 64 Printed 18 01 2015 00 45 When printed this document is uncontrolled unless stamped CONTROLLED COPY in RED How to Use EM COP EM COP User Guide EMERGENCY MANAGEMENT VICTORIA Am Symbol Meaning Use Source Damaging Winds Damaging wind events issued by Bureau of BOM Meteorology A Rescue Rescue All transport industrial and recreational SES MFB CFA rescue trench or structure coll
8. P Airport Closure Commercial airport closure Ga Rail Disruptions Signal Faults Track issue service delays Park Closed National or state park closure i Track Closed 4wd or walking track closure V Other Closed Outages Amenities Symbol Meaning Use File EM COP EMCOP User GuideV0 13 docx Version Page 50 of 64 Printed 18 01 2015 00 45 When printed this document is uncontrolled unless stamped CONTROLLED COPY in RED How to Use EM COP EM COP User Guide Symbol D A A Weather Symbol O Meaning Use Gas Electricity Water Meaning Use Wind Direction Temperature Temperature Gauge River Rain Fire Danger Ratings Social Media Symbol Meaning Use Q Facebook Point location for Social Media post S Twitter Point location for Social Media post Instagram Point location for Social Media post YouTube Point location for Social Media post File EM COP EMCOP User GuideV0 13 docx When printed this document is uncontrolled unless stamped CONTROLLED COPY in RED Page 51 of 64 EMERGENCY MANAGEMENT VICTORIA Ay Source BOM BOM BOM BOM Printed 18 01 2015 00 45 How to Use EM COP EM COP User Guide Am EMERGENCY MANAGEMENT VICTORI Quarantine and Biosecurity Symbol Meaning Use Source Special Restricted e g during equine influenza DEPI area Animal Health Special Restricted Health area Quarantine Special Restricted
9. become familiar with and test the capabilities of EM COP Each version of EM COP also has a Maps View Only login This allows users to view maps and data layers as described in this document but currently does not have the ability to view incidents and rooms or access collaboration features in EM COP Use during the 2014 2015 summer For the 2014 15 summer the Incident version of EM COP will be used for bushfire at the State and Regional tiers This will involve Q regional and state control teams and O supporting emergency management teams EMTs Other groups will be free to use the incident version of EM COP for their own purposes aligned to rollout and training Access for incident control teams and supporting emergency management teams will be granted in a later stage of the EM COP rollout post April 2015 1 2 Registering and Logging On Why register You must first register on EM COP to be granted access to log on You must register separately on the incident and training versions of EM COP Equipment and software required You will need a computer or tablet device with a web browser and internet access The browsers you should use are O Google Chrome QO Firefox Q Apple Safari or QO Internet Explorer 10 and later versions Note EM COP may be problematic on IE 9 and does not work on IE 8 or earlier versions Users with incompatible browsers may still use the Map View Only login Who is allowed access In the first inst
10. e Usno EMAL OT seirer e e ia a a e E aE 59 TLl Wha S EM LOO 7 finde tp ceecco tans saastenteuaitaceseee tenuanes tect sane eonesaastedeveeeienesnestaceaaetectuecs 60 11 2 LOGGING MO EM LOG nsrrnocs 60 a BG LS 9 oo aen EEA 60 TA IS Nn OO MUNG amp a E ane 61 11 5 Search and Filter entries cccccceccccecceeeeteeeeseeeseeeeseeeeseeeteueesseeeseeteneeseetans 61 jig Powel WAX 0 r gt lg eic 8 bo orc 614 Peete ence ee enone nine ee meee ee ee me ee ee ene ee 61 11 5 2 Date Search 0 0 cecccccccccsececceeeeceeeeeeeeeeceeeesaeeeeseeessaeeesesessaeeeseeeetseeeeas 61 TLO PCG CANNY peer ated cence E E E 62 11 7 Accessing File Attachments cccccsccsscceeeceeeceecccecceueceseceueeeseseueenseseensnass 63 11 8 Copy Text from an Entry ccccccccccceceeeeceeeeeseeeeseeeesseeeeseusessaeeeseesesaeessaeeesaes 63 Pls EALANT ENI Y e wecmecunaedmecimmnanccen 63 11 10Add an update linked to an existing entry cece ceeccceeeeceeeeeeeeceeeeeeeeseeeenseeeaes 64 File NEM COP EMCOP User GuideV0 13 docx Version Page 3 of 64 Printed 18 01 2015 00 45 When printed this document is uncontrolled unless stamped CONTROLLED COPY in RED How to Use EM COP EM COP User Guide File EMERGENCY MANAGEMENT VICTORIA 11 11LINK an entry to another SNIY eee eecceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeaeeeaeeeaees 64 11 12Unlink an entry from another entry cccccecceeeceeecceccceeceuecceecc
11. 4 Q Type the room name you want in the text box at the bottom left and Q Click on the Create button Rule There must be no spaces in the room name Result The new room will display in the Incident room list and menu bar at the top of the window File EM COP EMCOP User GuideV0 13 docx Version Page 39 of 64 Printed 18 01 2015 00 45 When printed this document is uncontrolled unless stamped CONTROLLED COPY in RED How to Use EM COP EM COP User Guide EMERGENCY MANAGEMENT A VICTORI 8 Chat Collaboration Tools Introduction EM COP provides two chat collaboration tools Each room has its own separate and distinct whiteboard chat available to any user currently in a room There is also a private chat tool that allows individual users to chat outside incidents and rooms In this section These topics are explained in this section Topic See Page Whiteboard Chat 41 Active Users and Private Chat 42 File EM COP EMCOP User GuideV0 13 docx Version Page 40 of 64 Printed 18 01 2015 00 45 When printed this document is uncontrolled unless stamped CONTROLLED COPY in RED How to Use EM COP EM COP User Guide 8 1 EMERGENCY MANAGEMENT VICTORIA Whiteboard Chat Procedure Follow these steps to use Whiteboard Chat Step Action Click on O the double arrows in the bottom left corner of the window or Q anywhere on the pale blue bar at the bottom of the window Result
12. Agency Commanders and State Duty Officers will decide when Functional OMicers are required to be present in the State Control Centre and in accordance with agreed triggers Common Apps oF O amp aE io EM Contact Book eMap EMknowledge EMwebdrive EMwebmail Operational Status amp News 22E Activation e scc Daily Level Contacts Contacts cts Schedule Bnefings amp Outlooks it es scc sce scc scc scc Briefing Briefing Summary Map Pack SitRep StRep Update Click on the EMCOP Training icon Note You must register separately on each system 2 The login page will be displayed EMERGENCY MANAGEMENT VICTORIA Emergency Management Common Operating Picture EM COP Powered by NICS Register Forgot Your Password Login to EM COP Login to Maps View Read Only Click on the Register link File EM COP EMCOP User GuideV0 13 docx Version Page 8 of 64 Printed 18 01 2015 00 45 When printed this document is uncontrolled unless stamped CONTROLLED COPY in RED How to Use EM COP EM COP User Guide EMERGENCY MANAGEMENT VICTORIA Step Action 3 You should now see the Registration page below This environment is for TRAINING purposes only Already have an account Click here to log in Once you create an account it will go Under review by the administrators Until they ve approved the account you won t be able to log on to the system Required field
13. Use EM COP EM COP User Guide EMERGENCY MANAGEMENT VICTORIA Am 9 2 Public Information Symbols Specific Public Information symbols fall into these categories a Community Information amp Warnings see page 46 EMMV Emergency Threat see page 46 EMMV Emergency Natural Events 48 Community Media page 49 Closures Disruptions page 50 Outages Amenities page 50 Weather page 51 Social Media page 51 O Quarantine and Biosecurity page 52 DoOovoOUOUD LD Community Information amp Warnings This table explains these Community Information amp Warnings symbols from OSOM Symbol Meaning A Emergency Warning Warning Watch amp Act Advice Community Update A Prepare to Evacuate Evacuate Now EMMV Emergency Threat These symbols will display as Yellow when new and White when unconfirmed or after 60 minutes Symbol Meaning Use Source Accident Incident Hazardous Including solids being chemical CFA MFB Material radiological biological Hazardous Hazardous Liquids spills CFA MFB Material Liquids File EM COP EMCOP User GuideV0 13 docx Version Page 46 of 64 Printed 18 01 2015 00 45 When printed this document is uncontrolled unless stamped CONTROLLED COPY in RED How to Use EM COP EM COP User Guide Symbol Meaning Use Hazardous Hazardous Gas Leaks Material Gas Leak Rail Incident Incidents involving trains and rail transport Maritime incident Incidents involving ships am
14. User Guide EMV EMERGENCY MANAGEMENT VICTORIA 10 3 Copy drawings from Workspace This option is a convenient short cut that allows you to take a copy of the drawings in your workspace and copy them into the room you are currently in as a single click 10 4 Enter Presentation Mode Puts EM COP in a full screen mode suitable display on a big screen or for projecting onto a wall 10 5 Show Map Sync Options Allows you to show or hide the Map Position Sync window on the main map screen Map Position Sync x Allow others to move this map Move others to my current map location 10 6 Email Feedback Report Allows you to record and submit feedback on the use of EM COP Use this to record QO Ideas for better ways to use EM COP QO Suggestions for enhancements to EM COP O Problems encountered using EM COP 10 7 View Announcements Displays the announcements page which shows news and updates regarding EM COP This is the same page as shown on the login screen 10 8 Administration There are three specific administration tasks They are QO settings for Users enable or disable Q archiving for Incidents and Q create edit or delete Announcements 10 9 Print This Map Allow you to print the current map view Depending on your web browser you may need to switch to landscape adjust paper size and turn on colour Refer to your browser documentation for specifics File EM COP EMCOP User GuideV0 13 docx Vers
15. _ Alerts Maps Data Tracking weathe Tools Functions under this menu The functions under this menu are a Room Management Menu Copy drawings from workspace to current collaboration room Enter Presentation Mode Show Map Sync Options Email Feedback Report View Announcements Administration Print This Map DOODO OO DOO 10 2 Room Management Menu Functions under this menu a Modify Room Permissions Q Duplicate this collaboration room or Daily Archive QO Export Room O Get Room Info 10 2 1 Modify Room Permissions When to use Use this procedure to change the access to a room Increase or decrease a person s access How to modify room permissions Follow these steps to modify room permissions Step Action 1 When you are in the room which is to have access modified click on Tools button Result The Tools menu displays Ji Alerts Maps Data Tracking Weather EM Log Tools Room Management Copy drawings from Workspace to current collaboration room Enter Presentation Mode Show Map Sync Options Email Feedback Report View Announcements Administration Print this map File EM COP EMCOP User GuideV0 13 docx Version Page 54 of 64 Printed 18 01 2015 00 45 When printed this document is uncontrolled unless stamped CONTROLLED COPY in RED How to Use EM COP EM COP User Guide Step Action 2 Hover your mouse over Room Management Result The Room Manageme
16. for x participant ywood A on h thy 4 a A a y p Bar AN i Hun tly l gt wa Zoom 1 Lon Lat 16013300 53 0376 4345087 47 1462 XN ye A v y e Peter Norman Emergency Management Victoria Using Private Chat Follow these steps to use private chat Step Action 1 Click on the right pane Result A side panel opens 2 Select the Active Users tab Result You can see who is currently logged in to EM COP 3 Click on the Chat icon e next to a User s details Result A private chat window opens on your screen File EM COP EMCOP User GuideV0 13 docx Version Page 42 of 64 Printed 18 01 2015 00 45 When printed this document is uncontrolled unless stamped CONTROLLED COPY in RED How to Use EM COP EM COP User Guide EMERGENCY MANAGEMENT VICTORIA Ay Step Action chat with John Simmons An invitation appears on the other user s screen Private Chat Invitation x o Yes Mo John Simmons is inviting you to a private chat Accept 4 The other user must accept the invitation to initiate the chat session QO An acceptance message appears in your chat window QO Click in the white panel at the bottom of the private chat window QO Type your message a Press return Result The message displays in your chat window and in the chat window of the other user Note The comments here are only visible to people you invite into the private chat but what i
17. the Application Centre in the Tool Bar Example The Blue folder icon represents the Application Centre Pw Show Hide All Incidents Geocode Location 2 Select your preferred search method from the list Remember If you use addresses type Vic in the address to avoid confusion with locations outside Victoria with the same place names New incident creation procedure Follow these steps to create an incident Step Action 1 Click on the Incidents tab Result The Join Incident box displays Reminder Have you used Geocode Location Before you begin to ensure that you place the incident in a meaningful location 2 Click Create New Incident Result The Create Incident dialogue box displays Create Incident x Name Type v External Ref Managed from Region M Description Incident will be created in the centre of your current map screen Zoom in to position the incident accurately Cancel File EM COP EMCOP User GuideV0 13 docx Version Page 30 of 64 Printed 18 01 2015 00 45 When printed this document is uncontrolled unless stamped CONTROLLED COPY in RED How to Use EM COP EM COP User Guide EMERGENCY MANAGEMENT VICTORI Am Step Action 3 Enter the incident details including QO the name a type selected from the drop list an external reference such as ESTA incident number optional where the incident is managed from example Seymour ICC optio
18. 08 53 13 Bergan 30 17 214 174 Ons Rantine MWA All VIC Confirmed Kally Whyte Situation Rennrt The SCC Situation rennrt far 1A Deremher 2114 is now availahle on the FM nnrtal Auto Refresh s Emergency Management Operations Log 30 entries listed lt Top gt 11 3 List entries Entries in EM Log are shown in date order latest first 30 to a page Q Click Show in the top right corner of the screen to show the latest entries in EM Log Q The list shows the log entry number date and time each entry was created who created it attributes and the entry subject and details Q Any web or email links in the detail text will be shown as underlined Q If an entry has attachments these will be also shown as underlined links under the detail text File EM COP EMCOP User GuideV0 13 docx Version Page 60 of 64 Printed 18 01 2015 00 45 When printed this document is uncontrolled unless stamped CONTROLLED COPY in RED How to Use EM COP EM COP User Guide MANAGEMENT Am EMERGENCY VICTORIA QO Use the buttons at the bottom right of the page to move backwards or forwards through the list and to jump directly to the top of the list 11 4 List linked entries Linked entries are used to group related entries together and are marked with a yellow background against the entry number To list all entries linked to a yellow marked entry Q Click anywhere in the entry line except on an underlined link to show the Actions menu Q Cl
19. COP User Guide EMERGENCY VICTORIA 11 6 Add an Entry Follow these steps to add an entry to EM Log Step Action 1 Click in the top right corner of the screen Result The Add New Entry window opens in another Tab EM Log User John Simmons Save Add New Entry Subject E o Type Operations Y Priority Routine v Region Victoria v Agency All agencies v Received Not Applicable Status Confirmed Y Incident Ref No B u B amp Max 1000 characters File Attachments To add file To add file To add file Click Browse or drag and drop here Click Browse or drag and drop here Click Browse or drag and drop here To paste image To paste image To paste image Use Ctrl V or right click here Use Ctrl V or right click here Use Ctrl V or right click here Browse Remove Browse Remove Browse Remove Emergency Management Operations Log 2 Complete the following fields QO Subject QO Select from the drop lists Priority Region Agency Received Status Q Incident number 3 Type in the entry details QO Usethe B U f buttons to add bold italics or underline a Usethe buttons to add web links or email links a Upto 1000 characters can be entered including any hidden format characters for File EM COP EMCOP User GuideV0 13 docx Version Page 62 of 64 Printed 18 01 2015 00 45 When printed this document is uncontrolled unless stamped CONTROLLED COPY in RED How to Use EM COP EM COP Use
20. DEPI area Plant Health File EM COP EMCOP User GuideV0 13 docx Version Page 52 of 64 Printed 18 01 2015 00 45 When printed this document is uncontrolled unless stamped CONTROLLED COPY in RED How to Use EM COP EM COP User Guide MANAGEMENT Am EMERGENCY VICTORIA 10 Tools Menu Introduction The EM COP Tools Menu is accessed from the Tools button This has a number of management collaboration and presentation options Depending on your level of access you may not have all options available In this section These topics are explained in this section Topics See Page Accessing the Tools Menu 54 Room Management 54 Copy Drawings from Workspace to current collaboration room 58 Enter Presentation Mode 58 Show Map Sync Options 58 Email Feedback Report 58 View Announcements 58 Administration Admin users only 58 Print this map 58 File EM COP EMCOP User GuideV0 13 docx Version Page 53 of 64 Printed 18 01 2015 00 45 When printed this document is uncontrolled unless stamped CONTROLLED COPY in RED How to Use EM COP EM COP User Guide MANAGEMENT VICTORIA 10 1 Accessing the Tools Menu Introduction The Administration Tools Menu is on the far right hand side of the main EM COP window Emergency Management Common Operating Picture incident Incident BowenvaleTimorStateForest x incidents fj Rosalind Thieme Help Logout Rooms Workspace Share Workspace WorkingMap x
21. EM COP User Guide EMERGENCY MANAGEMENT VICTORIA Emergency Management Common Operating Picture EM COP Powered by NICS Register Forgot Your Password Login to EM COP Login to Maps View Read Only v 5 25 1 EN COF nome p Submit Comments Yee as EM COP Home EM COP Help Submit Comments How to Use EM COP EM COP User Guide EMERGENCY MANAGEMENT VICTORIA Table of Contents 1 Getting Started with EM GOP sc iciiscctcaceececenersivncantedeoeeinenbesenvedeoeetesntesanvedeciateectesaeeenes 5 Dr ASSO HO i ee OP sarson eE E EON 6 1 2 Registering ANG Logging ON isvesesciemscosdidccanstaecsannsedenesnceeassnecadocunataeonenseadaccondansce 6 1 3 How to Register for Access first time only ccccccceececeeeeeeeeseeeeseeeeneeesaeeeseees 7 Te ACW 10 LOO E E 10 2 Getting familiar with EM COP cc ccceccccecccceeeeeseeeeseeeeeseeeeseecessaeeeseeeeseeeeseeeseaees 12 21 MYOU CION eei ei eer E EEEE E O ir 12 2A B ttons and MENUS essnee 13 2a NST EME e a eeseeeeeeenieneaeeeoeecens 14 24 Fa tS 10h Tablet MI SONS easiest oe cestet occas tenn nenn onei Aan EaR 14 Ss WISING WG VV OURS ACS a ccc cect crassaccasanesapesaetensdcapecniseapssendeapecds a aa TNE E E in Eiaa NE 15 Sa GUSTOMMNSING FOUN Map VIEW nercecnernsprireermiren ire Ena Ea naan aiei 16 3 2 Customisation Buttons ccc ccccccceccceeeeceeeeeeeeseeeeseeeeseeeseueeseesaeeesueeseeesaeeens 16 3 3 Selecting your Map BaSe c cc
22. Incident This table summarises when an Incident should be created Management Level Class 1 Incident Create an Incident following SOPJ3 02 Example Kinglake Burgan Track Region Create an Incident following the Regional naming convention of Region Month Year Example BSW Region Overview May 2015 Daily Archive room BSW Region Overview May 2015 Archive _07_05 15 State Create an Incident following the State naming convention of StateOverview Month Year Example StateOverview May 2015 Daily Archive room VicOverview May 2015 Archive_07_05 15 In this section These topics are explained in this section Topic How to Create a New Incident Join an Existing Incident Log out of an incident File EM COP EMCOP User GuideV0 13 docx Version Page 29 of 64 Class 2 Q An incident may be created or Inthe first year of use Class 2 incidents may be recorded as part of the Regional Overview Incident As for Class 1 As for Class 1 See Page 30 31 34 Printed 18 01 2015 00 45 When printed this document is uncontrolled unless stamped CONTROLLED COPY in RED How to Use EM COP EM COP User Guide EMERGENCY MANAGEMENT VICTORIA Am 6 1 How to Create a New Incident Before you begin To ensure that the Incident icon is placed in a geographically meaningful location on the map begin by using the Geocode Location Follow these steps Step Action 1 Select Geocode Location from
23. MCOP User GuideV0 13 docx Version Page 21 of 64 Printed 18 01 2015 00 45 When printed this document is uncontrolled unless stamped CONTROLLED COPY in RED How to Use EM COP EM COP User Guide MANAGEMENT Am EMERGENCY VICTORIA 4 1 Mapping Tool Bar Function buttons These are the main function buttons from left to right and top to bottom Explanation of buttons This table explains the button functions from left to right top to bottom Button Allows you to Geocode Location search for O Street Address City Place or Landmark D Note Type Vic in the address to avoid confusion with other locations outside Victoria with the same place name Degrees Minutes and Seconds latitude longitude Decimal Degrees latitude longitude US National Grid System Melway Grid Reference Reverse Geocoding Vic Mapbook Map number GDA94 UTM Vic Mapbook Map number Grid Refs DoOoOvoOUOUD LD Note Use before creating an Incident so that the Incident icon is placed in a geographically meaningful location Remember To use addresses type Vic in the address to avoid confusion with other locations with the same place name Example If you type in Maryborough without Vic then might land in Maryborough Qld You may also see No Base Map available at current zoom or area if you have selected Vicmap base map Zoom In Out increase decrease the zoom of the map view Zo
24. NEW Click Show to acknowledge and remove this display Auto refresh is turned off by default when using EM Log ona mobile device to minimise potential cellular data charges 11 15 Data connection monitoring Auto Refresh also controls monitoring of the data connection If the connection is lost OFFLINE is displayed at the top left corner of the main screen Click OK on the pop up alert box to acknowledge the loss of connection The display will clear when the data connection is restored 11 16 Sound notification The Sound symbol in the left side of the footer controls sound notifications for new entries and loss of data connection Click this symbol to turn sound notifications on and off File EM COP EMCOP User GuideV0 13 docx Version Page 64 of 64 Printed 18 01 2015 00 45 When printed this document is uncontrolled unless stamped CONTROLLED COPY in RED
25. Primary Email NOTE This is your username Password Confirm Password First Name Last Name Mobile Please Choose Your Organization ESPN ee If your organization is not available y 1 Organization please select Other Organisation and provide details in notes field Notes maximum 200 characters For assistance with registration please contact an EM COP administrator cop support em vic qov au Register O Enter the Primary Email Address you would like to use for communicating with EMCOP This will also be your username in EMCOP Where possible use your agency work email address Email addresses ending in vic gov au are pre enabled Q Fill in First Name and Last Name and Mobile number a Enter a Password for your EMCOP account This has to be entered a second time to confirm it Note Use at least 8 characters and include at least one lowercase uppercase number and symbol character Q If your primary email account is recognised your organisation will be automatically entered Otherwise please select your Organisation from the drop down list O The Notes section can be used to message EMCOP administration if you have difficulties with registration or if you have used an email address that is not recognised QO Once all details are entered click the Register button You should now see the following message Registration Submitted Please verify your email You have successfully registered a user on EM COP
26. T VICTORIA Step Action 3 Click on the Join Incident button Result You have joined the incident check the incident label top right hand corner Incic ent StateOverview8Jan15 q Incidents J vonn Simmons Help Logout Sa Alerts Data Tracking Weather EM Log Tools ANTA ood BI 1A lt lt NA Note After joining an incident you will be able to open the incident s collaboration room s for which you have access Joining an incident Selecting from the incident list Follow these steps to join an existing Incident by selecting from the incident list Step Action 1 Click on the Incidents tab Result The Join Incident window displays Join Incident x Filter by Current Y All types Y All regions M Search Name Type External Ref Region Last Update StateOverview8J General State of Victoria 08 01 2015 08 26 Info Joi Edit PTVNewYearsEve General North West Metro 30 12 2014 11 56 Info Join Edit InternalSystemMo General State of Victoria 10 11 2014 17 28 Info Join Edit Results per page 10 v Displaying page 1 out of 1 G Refresh List Create new Incident 2 Click on Join next to the incident you want to join Result You have joined the incident check the incident label top right hand corner After joining an incident you will be able to open the incidents collaboration room s for which you have access File EM COP EMCOP User GuideV0 13 docx Ve
27. User GuideV0 13 docx Version Page 36 of 64 Printed 18 01 2015 00 45 When printed this document is uncontrolled unless stamped CONTROLLED COPY in RED How to Use EM COP EM COP User Guide Am EMERGENCY MANAGEMENT VICTORI 1 3 Select a Room When to use You will select a room when you want to enter a room that is already in existence Selecting a room Follow these steps to select a room Step Action 1 Ensure that you have joined the Incident that owns the room you want to select 2 Click on the Rooms Menu Drop List Result The Rooms Menu Drop List displays the Rooms Menu It shows the Create New Room command and the rooms that you have access to enter Rooms Create New Room IncidentMap WorkingMap SituationAnaly sis What happens next When you have selected a room you may go on to Q collaborate with others working in that room QO copy items from your workspace into the room if you have read write access Q switch between the room just entered your workspace and other rooms File EM COP EMCOP User GuideV0 13 docx Version Page 37 of 64 Printed 18 01 2015 00 45 When printed this document is uncontrolled unless stamped CONTROLLED COPY in RED How to Use EM COP EM COP User Guide EMERGENCY MANAGEMENT VICTORIA 7 4 Creating securing and customising a room Create Room Menu A grey name with a line through shows the incident already has a room with that name
28. Whiteboard Chat opens Click in the long white panel at the bottom of the window Result A flashing cursor appears in the bottom pane QO Type comments or messages into this pane and Q Press return Result The message displays in the whiteboard chat pane visible to all room users The history of messages is recorded and you can scroll up and down through past messages using the arrows to the right of the pane Warning Messages display the time and user name What is written here is stored as part of the incident record Be careful what you write Example Whiteboard chat Here is an example of Whiteboard chat in use VINE Common Operating Picture Incident Rooms My Mane Share My Man ce Gont Flood extent x i Alerts Maps Data Tracking Weather Tools _ HC 4 f Ls Ba f K 4j F F am 7 a i We R a 5 FPA zZ 3 l cd E f S 9 a a D F s Rest coimade a E l Ea 3 pigge g j mome g r x Ko P z P Map Position Sync Z Allow others to move this map Move others to my current map location 9 Whiteboard Chat Justin Kibell MIT Lincoln Laboratory 06 18 9 00 52 AM Added in resevoirs of interest tracing the extent very rough Peter Norman MIT Lincoln Laboratory 06 18 9 02 56 AM Tunnels Cobbledick Ford Werribee Mansion and Zoo all marked in INtell Room Peter Norman MIT Lincoln Laboratory 06 18 9 05 14 AM What is marked as Lederder
29. ance access to the incident version of EM COP is limited to personnel working at the state and regional tiers of emergency management Wider access will be granted in a later stage of the EM COP rollout post April 2015 All valid emergency management personnel are able to register on the training version of EM COP Types of access You will be given access appropriate for your role There are six types of access in EM COP Type of access Capability in EM COP File EM COP EMCOP User GuideV0 13 docx Version Page 6 of 64 Printed 18 01 2015 00 45 When printed this document is uncontrolled unless stamped CONTROLLED COPY in RED How to Use EM COP EM COP User Guide MANAGEMENT Am EMERGENCY VICTORIA Type of access Capability in EM COP Reader QO join an incident QO view incident rooms Q use your own workspace to make map annotations view and enter information Q add to incident information O create rooms within an incident Publisher In addition to collaborator Q publish information from a room to an external web site Data Manager In addition to collaborator Q upload and remove data layers Administrator In addition to data manager QO create announcements Q archive incidents Q grant change and remove access Super User In addition to administrator O move people between agency QO link people to multiple agencies Q change incident location The process to get access to EM COP involves the following stages
30. and roads in 1D countryside and roads in 1D in grey so that the coloured shapes and lines you add stand out urban layout and roads in 1D geographic areas outside Victoria topography in 3D with streets detail features in the landscape detail features in the landscape with road names a comparison to the VicMap Book maps a comparison to the Google Street map 3 2 Customisation Buttons Button selection Then the Map view to use is VicMap Cartographic VicMap Satellite VicMap Book by Spatial Vision VicMap Book by Spatial Vision Greyscale Melways Google or Open Street Map Google Physical Google Satellite Google Hybrid Google Streets Open Street Map These are the buttons used to customise the way the map displays No Incident Selected Incidents m John Simmons Help Logout __ Alerts Maps Data File EM COP EMCOP User GuideV0 13 docx Version Tracking Page 16 of 64 Weather EM Log Tools Printed 18 01 2015 00 45 When printed this document is uncontrolled unless stamped CONTROLLED COPY in RED How to Use EM COP EM COP User Guide EMERGENCY MANAGEMENT VICTORI Am Customisation Buttons and their functions Button What it does Alerts Displays any system messages notifications of availability changes Maps Allows you to choose from a variety of base map Data Allows you to select a range of data layers to display on your map Click on the menu items and to display d
31. apse animal rescue and USAR Other Fallen Power Lines A request for assistance to remove a power line that has fallen in the area or is blocking or impacting a road track or path or post event incident Dam Failure A break or failure of a Dam or reservoir DEPI Building damage SES Tree Hazard A request for assistance to remove a tree or branch that has fallen in the area or is blocking or impacting a road track or path or post event incident Other Incident Other incidents CFA MFB SES DEPI HEALTH EPA DTPLI Oo OOD Community Media Symbol Meaning Use Source Community Community Designated Community Refuge and relief and Refuge Relief respite facilities Respite Centre NSP Designated Neighbourhood Safer Places Community Meeting CFA SES Community Information Point File EM COP EMCOP User GuideV0 13 docx Version Page 49 of 64 Printed 18 01 2015 00 45 When printed this document is uncontrolled unless stamped CONTROLLED COPY in RED How to Use EM COP EM COP User Guide MANAGEMENT Am EMERGENCY VICTORIA Symbol Meaning Use Source Community CIG Flood Plans Community Newsletters CFA SES Document Community Siren Designated community sirens CFA Media i Media Assembly Point Closures Disruptions Symbol Meaning Use amp Road Closed Gi School Closure School or education facility closure we Port Closure Commercial shipping port or dock closure
32. ation above Undo Redo Copy Paste 4 2 Drawing Tool Bar Drawing Tools Menu Clicking on the drawing tools button opens up a new set of tools shown here File EM COP EMCOP User GuideV0 13 docx Version Page 23 of 64 Printed 18 01 2015 00 45 When printed this document is uncontrolled unless stamped CONTROLLED COPY in RED How to Use EM COP EM COP User Guide MANAGEMENT Am EMERGENCY VICTORIA Draw x Fe e a rara F Buttons and functions The drawing buttons are explained left to right and top to bottom Button Allows you to Symbol access to a range of symbols for use on maps T See Map Incident Symbols Text add text or labels Rotate rotate features you have drawn Shapes select shapes by clicking on the drop arrow Pencil select lines by clicking on the drop arrow Options include f QO different thickness or dash STYLE O fade a line to draw attention to a feature and then 7 fade O select and use specific line styles fire incident QO check vertex line to draw a line while moving the map Colour select a colour for the object you are drawing 4 3 Map Incident Symbols Operational Symbols Hovering over a symbol will display a label describing its meaning File EM COP EMCOP User GuideV0 13 docx Version Page 24 of 64 Printed 18 01 2015 00 45 When printed this docume
33. ation to taken from an entry for use in another document Simply click and drag to select the required text You can also select across multiple columns and entries The table and other formatting will be preserved when you paste into an application that recognises formatting such as a word processor Please note that links to file attachments will not be included in the copied text 11 9 Edit an Entry You can only edit an entry that you created Q Click in the shaded entry line except on an underlined link to show the Actions box Q Click Edit this entry to show the Edit Entry screen with the details of the entry pre filled Q Modify the entry as needed QO Save the entry This can also be used to add or remove an attachment If you add a new attachment over a previous one the previous attachment will be lost File EM COP EMCOP User GuideV0 13 docx Version Page 63 of 64 Printed 18 01 2015 00 45 When printed this document is uncontrolled unless stamped CONTROLLED COPY in RED How to Use EM COP EM COP User Guide EMERGENCY MANAGEMENT VICTORIA Am 11 10 Add an update linked to an existing entry To add a new eniry as an update linked to an existing entry Q Click in the entry line to show the Actions box QO Click Link update to this entry to show the Update Previous Entry screen with the details of the most recently linked entry pre filled This could be an entry later than the one you clicked Q Modify the entr
34. ature information box displays __ sc Feature Information Created by Paul Virgo paul wingegidepivic gow au y Created 2014 00 18 10 41 08 Last changed by Paul Virgo paul wingefidepivic gov au Last changed 2074 08 19 10 47 08 Description Sector Command Edit History AN E cs 3 Click on the Edit button Result The Edit feature box displays Edit Feature x Feature Attributes Comments Point of Origin as recorded by Air Obs 2 1020 To be confirmed by Ground Crews when on scene P Norman 2030 Save Cancel 4 Q Type the information into the comments field and O Click Save Note This feature does not save details about time or author of comments so enter this information if it is required File EM COP EMCOP User GuideV0 13 docx Version Page 26 of 64 Printed 18 01 2015 00 45 When printed this document is uncontrolled unless stamped CONTROLLED COPY in RED How to Use EM COP EM COP User Guide EMERGENCY IGE ENT Am 5 Incidents and Rooms Incident and Room Collaboration Model This is a diagram of the Incident and Room Collaboration modeltionship Incident Working Map Incident Map Room Room AELG Workspace More Rooms as required Note The additional rooms are named in the Create Room Menu page 38 In this section These topics are explained in this section Topic See Page Rules for Incidents and Incident Nami
35. cccceecccseeeeceeeeceeeeseeeeseeeesseeeesesesseeeseeessaeeeas 17 3 4 Selecting your Data Layers ccccscccsseeccesceceeeeeceeeecsusecseeeceusessueeesaneessueeess 17 3 5 Checking the Legend of a Data Layer cc ecccecccceecceeeeceeeseeeeeeeseeeeseeesaeeess 19 3 6 Managing Data Layers on a Map ccccccceccseccseeeseeeneeeseeeneeeneeeseeeseeeneeeneeenes 19 3 Using the Tracking and Weather Menu DuttOns cccceccsecceeeeneeeneeeneeenes 20 39 Usno Map POSIMOM SYNC aes zgacanesceaacces aree E EE E R ET 20 4 Mapping and Drawing ToOols ccccccccseccseecseeeeeeeeeeeeeeeeeeeeeceseeeeeeeaeeeaeeeeeeeaeeeneeeaaes 21 4T Mapping Tool BAP iesene EE 22 42 Drawno TOO BAM serso dmanirirainemanidenn 23 4 3 Map lncident Symbols cccccecccceececseeceseeceeeeeeeeeeeeseeeeeseeeeseueesaeeeeseeeeseeeeeas 24 44 Adding Feature PUGIOUC Sa ccisecn cee caescat oceasetaneansced asenececacapsuntoseescyeascentedeunsenes 26 5 Incidents and ROOMS ccueccctasessacpasanesspcsasscusdvasseniseipeavsteapecuhccusecusdeapescosanosnndeapeautecnsecs 27 5 1 Rules for Incidents and Incident Naming ccccecccseeeceeeeceeeeeeeeeeeeseeesaeens 28 5 2 Recordkeeping rules Monthly and Daily Archive cccccscccseceseeeneeeneeeneeenes 28 5 2 1 Monthly Overview Incidents State and Region cccccseeeeeeeeeeeees 28 5 2 2 Daily Archive Rooms Naming Rules cccccccseecseeeeeeeeeeeeeeeeeene
36. cident room for the BowenvaleTimorStateForestArchive 27 10 14 EM COP Collaboration Room Create the new room by entering its name below Archive_2 7_10 14 Your room name will be as follows BowenvaleTimorStateForest Archive_2 7_10_14 Create room Cancel 5 Click on the Create room button Result A duplicate room is created as the archive room 10 2 3 Export Room Use this option when you want to export the information in a room for use in another mapping tool The room can be exported in the following formats Q Static Keyhole Markup Language KML O Compressed Keyhole Markup Language KMZ O ESRI Shape file pack ZIP The KML and KMZ files are compatible with a wide range of mapping tools including Google Earth ESRI Shape files are compatible with ArcGIS and Open Street Map 10 2 4 Get Room Info Provides details of the KML Feed URL for the room you are in Here is an example Room Info k Incident object Object Room WorkingMap Name KML http training cop em vic gov au collabfeedkml BowenvaleTimorSt Feed WorkingMap kml URL The KML Feed URL is a feed to the room that can be used to display the room in a compatible application such as Google Earth File EM COP EMCOP User GuideV0 13 docx Version Page 57 of 64 Printed 18 01 2015 00 45 When printed this document is uncontrolled unless stamped CONTROLLED COPY in RED How to Use EM COP EM COP
37. cure room Result Access to the room and who has access is changed Note Once a room is secure the incident owner will retain admin rights unless you click Unsecure room 10 2 2 Duplicate this collaboration room or Daily Archive When to use You will use this procedure when you wish to either have a separate copy of a room in which to trial changes or QO create the daily archive of the IncidentMap Room File EM COP EMCOP User GuideV0 13 docx Version Page 55 of 64 When printed this document is uncontrolled unless stamped CONTROLLED COPY in RED Printed 18 01 2015 00 45 How to Use EM COP EM COP User Guide EMERGENCY MANAGEMENT VICTORIA Archiving rooms for incidents Within an incident a room should be created for each day of the month titled Archive MM _DD_YY For example Kinglake Burgan Track_Archive_07_11_14 When to create an archive room Archiving is done at the end of each day s shift no later than 7pm daily Create an Archive Room selecting the custom option so you can enter the correct name Archive MM_DD_YY and the system will prefix the Incident Name to the archive number Note Use Duplicate this collaboration room from the Administration Tools menu If you use this option you will not have to cut and paste the map information How to duplicate a collaboration room Follow these steps to duplicate a collaboration room Step Action 1 When you are in the room which is
38. d Google Streets Open Street Map File EM COP EMCOP User GuideV0 13 docx Version Page 13 of 64 Printed 18 01 2015 00 45 When printed this document is uncontrolled unless stamped CONTROLLED COPY in RED How to Use EM COP EM COP User Guide 2 3 MANAGEMENT Am EMERGENCY VICTORIA User Account Info Name and Password The User Account Info window is accessed from your name button in the top right corner menu 2 4 2 9 File Version User Account Info x User Account Info User Contact Info Username john simmons emv vic gov au First Name John Last Name Simmons Old Password New Password Confirm Password Organization Emergency Management Victoria Role v To request further access email cop support em vic gov au Submit Useful Hints Use the Esc key to cancel the current operation and return to the navigation arrow cursor Scroll in quickly by holding down the Shift key and using click and drag to select an area on the map Double click on a point on the map to zoom down one level and centre the map on that point Use the mouse scroll wheel to quickly zoom out If you see unexpected behaviour check verify the room and incident you are in For example there is no whiteboard chat in your Workspace Remember that everything on the map has size and location properties When you copy from one map room to another you may need to adjust zoom and position to
39. eenees 28 6 Creating a New INCICEN ccccccccccccsececeeeeceeeceeeeseeeeeeeeseeeeseeeseueeseueeseeeseueeseeesaeeess 29 6 1 How to Create a New INCICeNnt cccceeccseseccceeeececeeseeeeseeeeseeeeeseeesseeesaaees 30 6 2 Join an Existing INCIO SM icsssasusss csasccesdcaessciscapsaendeasncdscoaeecesdeaaessicsapesendeapscnseneecs 31 Co ele Vie acl em MeO ee eae ees eet ae ene ee ee ee ee ee 34 7 Adda ROOM to an INCIGONL cece ceccceeeeceeeeeeeeceeeeceeeeeeeeseeeeseeeseueeseueeseeeseneeseeesaeeess 35 7 1 Room Structure 2014 2015 wicccimedscnssensrardianteortiarseiviords sation tertientpatiaunaisinetsens 36 File NEM COP EMCOP User GuideV0 13 docx Version Page 2 of 64 Printed 18 01 2015 00 45 When printed this document is uncontrolled unless stamped CONTROLLED COPY in RED How to Use EM COP EM COP User Guide EMERGENCY MANAGEMENT VICTORIA Ta ROOMS WGI acres treated adeaacaestoentenssaqaencedeeaten aceeacecssenaderesaeauecadeenteusdeeevecateacdeteceaaes 36 Tee SOIC tea OOM aaa 37 7 4 Creating securing ANd CUSTOMISING a FOOM cccceeccseeeceeeeceeeeeeeeseeeeneeesaeeens 38 8 Chat Collaboration TOOIS cccccccccccccsseeeceeeeseeeeeseeeeseeeesseeeeseeeesseeeseueessneeeseeeesaees 40 8 1 Whiteboard Chat ccc cccccccecccseeeeceeeesseeeeseeeeseeeeeseeeessaeesseeeeseeeesseeesneeseeeeeas 41 8 2 Active Users and Private Chat ccccccccccseceeseeeeseeeeseecesseeeeseeees
40. els of the hospital form Ward 2E Hospital East Melbo The hospital has E chk etry For more ections E of Incident Controller ACFO Rob Purcell EMT established and evacuation of staff and patients has occurred 24 2014 12 18 Intel Routine N A All VIC Confirmed 1497691 Peter Creightons Creek Risk and Consequence Report based on Phoenix Impact zone as depicted on EMAP 1510hrs 15 11 46 Norman Attachments Creightons Creek R amp C Report pdf 23 2014 12 16 Intel Routine N A All VIC Confirmed 1497909 Peter Lake Rowan Consequence Risk and Consequence Report for Lake Rowan fire Impact zone as depicted in EMAP Phoenix Prediction 1500hrs 15 01 40 Norman Report Attachments Lake Rowan R amp C Report pdf 22 2014 12 17 Ops Routine N A All VIC Confirmed Denis SCC Situation Update The SCC Situation Update for 1600 is now available on the EM Portal 16 28 09 Bergan 21 2014 12 17 Ops Routine NA All vic Confirmed Denis SCC Situation Update The SCC Situation Update for 1500 is now available on the EM Portal 15 50 32 Bergan 20 2014 12 17 Ops Routine NA All VIC Confirmed Denis SCC Situation Update The SCC Situation Update for 1200 is now available on the EM Portal 12 32 45 Bergan 19 2014 12 17 Ops Routine NA All vic Confirmed Denis SCC Situation Update The SCC Situation Update for 1000 is now available on the EM Portal 10 52 50 Bergan 1000 18 2014 12 17 Ops Routine NAA All vic Confirmed Denis SCC Situation Update The SCC Situation Update for 0830 is now available on the EM Portal
41. etails Tracking Allows you to display Automatic Vehicle Location and vehicle movement Weather Allows you display weather conditions on your map Tools Allows Administrators to modify and assign room access etc 3 3 Selecting your Map Base Follow these steps to customise the map base and the layers of information that are displayed Step Action T Click on the Maps button Result The list of base maps is displayed Maps Data Tracking Weather EM Log x Vicmap Cartographic VicMap Satellite Vicmap Book by Spatial Vision Vicmap Book by Spatial Vision Greyscale Melways Google Physical Google Satellite Google Hybrid Google Streets Open Street Map D Click on the radio button next to the map base name to select it Result The map base is selected and displays on the map view 3 4 Selecting your Data Layers Follow these steps to select data layers to display Step Action File EM COP EMCOP User GuideV0 13 docx Version Page 17 of 64 Printed 18 01 2015 00 45 When printed this document is uncontrolled unless stamped CONTROLLED COPY in RED How to Use EM COP EM COP User Guide EMERGENCY MANAGEMENT VICTORIA Step Action l Click on the Data button Result The list of available data layers displays 2 Click on the check box to select a data layer s you want Example Selecting ESTA incidents default amp Observations Fire GIS Officer verified L Data Tracking Weather
42. ew entry with up to 3 attachments add a new entry linked as an update to a previous entry edit an entry that you created link existing entries together unlink entries view and download attachments view details of the user who added the entry 11 2 Logging into EM Log To see the log click on the EM Log button on the right hand side of the tool bar No Incident Selected Incidents fi John Simmons Help Logout Alerts Maps Data Tracking Weather EM Log Tools DOODO OO DOO Result A New Tab opens displaying EM Log EM Log User John Simmons 15 55 57 Wed 14 Jan 2015 SEARCH o x Advanced TYPE Z Ops Safety Intel Z Msg PRIORITY Routine Priority Urgent X Add No Date Type Priority Recvd Agency Region Status RefNo Name Subject Details 31 2014 12 29 Intel Routine N A All VIC Confirmed Justin Kibell BoM Windchange Chart BoM windchange chart for today as at 0830 hrs attached 09 12 54 issued at 0830 Attachments 29Dec14 windchange 0930hrs jpq 30 2014 12 29 Intel Routine N A All VIC Confirmed Justin Kibell SCC Situation Update SCC Situation Update for 0700 hrs was published on EM Portal this morning 09 11 21 0700 hrs Published on EM Next product due at 1330 hrs Po 29 2014 12 29 Intel Routine N A All VIC Confirmed Justin Kibell SCC Daily Intel Summary The product has been published on EM Portal 09 10 20 on EM Partal 26 2014 12 23 Intel Routine N A All vic Confirmed Maree Platt SCC Situati
43. g Map Position Sync The Map Position Sync window is a small window located over the map usually in the lower left hand corner You can move this window anywhere on the map This function controls how users can move everybody in the room to the same the map location This is a useful collaboration and briefing function Map Position Sync x Allow others to move this map Move others to my current map location Allow other to move this map This option controls whether other users can move your map location to match theirs a When ticked other users can move your map Leave this option ticked unless you specifically don t want your map moved Move others to my map location Click this option to move others to your map location O Other users must have the above option ticked This function will move the map but will not change zoom level File EM COP EMCOP User GuideV0 13 docx Version Page 20 of 64 Printed 18 01 2015 00 45 When printed this document is uncontrolled unless stamped CONTROLLED COPY in RED How to Use EM COP EM COP User Guide MANAGEMENT Am EMERGENCY VICTORI 4 Mapping and Drawing Tools Introduction These tools can be used in any room to which you have access and within your own workspace In this section These topics are explained in this section Topic See Page Mapping Tool Bar 22 Drawing Tool Bar 23 Map Incident Symbols 24 Adding Feature Attributes 26 File EM COP E
44. g River Spillway isin fact a tunnel Spillways relate to dams Justin Kibell MIT Lincoln Laboratory 06 18 9 08 43 AM It has a dam and tunnel though so it is known as the spillway Peter Norman MIT Lincoln Laboratory 06 18 9 09 01 AM Fixed labelling on tunnels Peter Norman MIT Lincoln Laboratory 06 18 9 10 51 AM Added intial location of seepage on Merrimu Dam wall as provided at 0900 briefing Peter Norman MIT Lincoln Laboratory 06 18 9 11 09 AM Seepage added in Intel Room z a gt Fy MM we oo 2 Ft T T Zoom oom Lat 144 26 0670 37 34 4856 a g Ki Reporta map error a Peter Norman MIT Lincoln Laboratory active File Version EM COP EMCOP User GuideV0 13 docx Page 41 of 64 Printed 18 01 2015 00 45 When printed this document is uncontrolled unless stamped CONTROLLED COPY in RED How to Use EM COP EM COP User Guide EMERGENCY MANAGEMENT VICTORIA 8 2 Active Users and Private Chat Window Example incident MaigTest x Peter Norman Help Logout legion x ModellingPrediction x DTPLI x EMV x DEPI x _ Alerts Maps Data Tracking Weather Tools _ px Ter rick Terrick e Se Click here to close gt gt National Park fo fo Active Users Active Data Layers Settings Log Refresh User Logged In Last Seen Peter Norman 2014 10 07 08 02 57 2014 10 07 08 23 10 oe Michael Black 2014 10 06 17 27 36 2014 10 07 08 21 52 Dind Private Chat Waiting
45. he desired EMCOP icon File EM COP EMCOP User GuideV0 13 docx Version Page 10 of 64 Printed 18 01 2015 00 45 When printed this document is uncontrolled unless stamped CONTROLLED COPY in RED How to Use EM COP EM COP User Guide EMERGENCY MANAGEMENT VICTORIA Step Action 2 The EM COP log in screen is displayed EMERGENCY MANAGEMENT VICTORIA Emergency Management Common Operating Picture EM COP Powered by NICS Register Forgot Your Password Login to EM COP Login to Maps View Read Only v 5 29 1 EM COP Home EM COPHelp Submit Comments Note If you have forgotten your password click Forgot Your Password and enter your registered email address Your password will be sent within a few minutes Click the Login button 2 A prompt for your username and password is displayed O Enter your user name email address a Enter your password Click the Login button Note You can also view system announcements from the login page 4 Your EM COP Workspace is displayed Note If you are an EM COP administrator you will be prompted to select your organisation before your workspace is displayed You may nominate your default organisation Note You can only log in to one session at a time If you have left yourself logged in on another computer you will be logged out of the old session Be aware that if you attempt to log into a second session on the same computer your first session will remain logged
46. ick Show linked entries to list just the entries linked to that entry in date order latest entry first Depending on the entry clicked there may be entries above and below in the list O Click Show to return to the full list 11 5 Search and Filter entries Entries can be searched for specific text and or filtered on type priority received agency region and status To filter Q Click to tick the required checkboxes in the displayed filter The list will automatically update Q Click acolumn heading to change the displayed filter Alternatively hover the mouse over the filter box and use the scroll wheel to cycle through the filters Note that at least one checkbox in each group must be ticked Q Click the filter name to tick all checkboxes for that filter Q Click the X on the right side of the filter box to remove all filters This will tick all checkboxes in all filters To perform a Simple Search Q Enter three or more characters in the top search box O Click Show Entries with these characters anywhere in the user name reference number subject or details and matching any filters set will be listed The search text can also be left blank to return all entries matching the filters For example to list just your entries type three or more characters of your user name in the top search box The search is not case sensitive so capitals or lower case or any mixture will work For more complex searches or to find entries on partic
47. in and your second login attempt will be ignored by EM COP If you are unable to login to EM COP check that you are not already logged in on another browser session What happens next From your EM COP Workspace you can QO setup your preferred base map and data layers Q add annotations to your Workspace QO use private chat Q join an Incident QO enter a room within an incident unless secured File EM COP EMCOP User GuideV0 13 docx Version Page 11 of 64 Printed 18 01 2015 00 45 When printed this document is uncontrolled unless stamped CONTROLLED COPY in RED How to Use EM COP EM COP User Guide GENCY MANAG EMENT VICTORIA 2 Getting familiar with EM COP 2 1 Introduction EM COP is an Internet based system and uses a Windows O Panels Q Buttons and a Menus Drop Lists Workspace example The EM COP workspace window showing VicMap Cartographic map with ESTA incidents data layer trcaderite BE Row wane Thama i Maps Data Tracking Weather EM Log Toots Pi Moniin ie PaP la aaa TEA v ELO EE rmz gt mo a 207 zA rNA a Panel example This is EM COP with a panel activated on the right hand side Click to see click to close alltn OCI Ad active layers are Isted below 1 To reorder Select a layer name and then click the ove Layer UpDownt buttons or Click and ne coe the layer to the desired position in the list O
48. in the same room in EM COP but change the page name publishing to the public Q Ifa different community is threatened by the changing nature of the fire create a different page for the different concerns and actions of this community QO The Author of the OSOM message connects the OSOM message to the Public Information page with a bitly link Using Attributes for Public Information When placing icons for facilities on the map edit the attributes of the icon to include the facility O Name Q Address O Dates and times open O Comments to describe specific conditions for example No Pets Status of an incident Depending on the agency and the type of incident these are the statuses used Agency Status 1 Status 2 Status 3 Status 4 CFA Responding Not Under Control Under Control Safe MFB Responding Not Under Control Under Control Safe DEPI Responding Responding In Under control Safe Reported Planned progress Not Under Quarantined Patrol Control SES Reported Responding In Attending Safe Progress BOM Reported In Progress N A Safe Health Reported Responding In Quarantined Under Safe Progress Control DTPLI Reported Responding Attending Safe EPA Reported In Progress Under Control Safe Responding Attending Other Reported Responding Attending Safe File EM COP EMCOP User GuideV0 13 docx Version Page 45 of 64 Printed 18 01 2015 00 45 When printed this document is uncontrolled unless stamped CONTROLLED COPY in RED How to
49. ion Page 58 of 64 Printed 18 01 2015 00 45 When printed this document is uncontrolled unless stamped CONTROLLED COPY in RED How to Use EM COP EM COP User Guide EMERGENCY MANAGEMENT VICTORIA Am 11 Using EM Log Introduction The EM Log is accessed from EM COP It is a global log for information that has statewide significance beyond an individual incident In this section These topics are explained in this section Topics See Page What is EM Log 60 Logging in to EM Log 60 List Entries 60 List Linked Entries 61 Search and Filter Entries 61 Add an Entry 62 Accessing File Attachments 63 Copy Text from an Entry 63 Edit An Entry 63 Add an update linked to an existing Entry 64 Link an Entry to another Entry 64 Unlink an Entry from another Entry 64 View User Details 64 Auto Refresh 64 Data Connection Monitoring 64 Sound Notification 64 File NEM COP EMCOP User GuideVO 13 doox Version Page 59 of 64 Printed 18 01 2015 00 45 When printed this document is uncontrolled unless stamped CONTROLLED COPY in RED How to Use EM COP EM COP User Guide EMERGENCY MANAGEMENT VICTORIA 11 1 What is EM Log EM Log is used for recording key operations and safety information intelligence or other messages that have state wide or regional significance and are not geo spatial It can be accessed from a desktop or mobile device and allows you to QO list entries in the log search and filter entries add a n
50. lled unless stamped CONTROLLED COPY in RED How to Use EM COP EM COP User Guide EMERGENCY MANAGEMENT VICTORIA Am 7 1 Room Structure 2014 2015 The room structure used in EM COP is based on the AIIMS structure Q IncidentMap room and WorkingMap room Plans room Resources room and IILU room SituationAnalysis room and Mapping room InformationWarnings room and Media room Operations room Logistics room TrafficManagement room ImpactAssessment room Evacuation room Investigations room Other Custom rooms as required DO ODO DODDO 1 2 Rooms Menu When to use The Rooms button displays the Rooms Menu Drop List which allows you to O open existing rooms to view and or work once your have joined an incident and O create new rooms Note You will not be able to see secure rooms to which you have not been given access Using rooms Select a room from a list of predefined rooms or create a custom room with a name of your choice O Rooms already created in the incident display when you open the Rooms Menu Drop List Q Additional custom rooms can be created using the Create New Room feature Q Access to view and add information is controlled by either the person who created the incident and or users with administration rights Rooms Menu Drop List From this menu select the Incident or Working Map room or create a new room Rooms Create New Room IncidentMap WorkingMap File EM COP EMCOP
51. n and create a new incident or select an incident to join Once you have joined an incident select a room to enter or create a new room 0D oO DO Switch between your own workspace and incident rooms as required a Copy items from your workspace to other room s within incidents Note Your ability to do some of these tasks depends on your access level In this section These topics are explained in this section Topic See Page Customising Your Map View 16 Customisation Buttons 16 Selecting your Map Base 17 Selecting your Data Layers 17 Checking the Legend of a Data Layer 19 Managing Data Layers on a Map 19 Using the Tracking and Weather Menus 20 Using Map Position Sync 20 File EM COP EMCOP User GuideV0 13 docx Version Page 15 of 64 Printed 18 01 2015 00 45 When printed this document is uncontrolled unless stamped CONTROLLED COPY in RED How to Use EM COP EM COP User Guide 3 1 Ways to customise your map view Customising allows you to O access a range of different map views EMERGENCY MANAGEMENT IC TORI Am Customising Your Map View QO apply different data layers to the map Default displays ESTA Incidents QO create a record of information captured during an incident that can be accessed and reviewed Which map view to use Select the map view that best suits your purpose If you want to see a Clear presentation of streets in 2D real features including major infrastructure countryside
52. nal the EM region optional a description Free text for a short description optional DOODO Note To proceed name and type must be entered 4 Click the Create button to create the incident Result The incident name will appear in the blue bar at the top right of the page a a E pet tie a tl ee INCidents Alerts Maps Data Tracking rxGold Coast Neate yA A Lismore What happens next Once an incident has been created it can be joined 6 2 Join an Existing Incident When to use Use this procedure when an incident has already been created You can join by clicking on the incident icon from your workspace or by selecting the incident from the incident list Who may join an Incident If you have viewer or collaboration access for the agency and the incident you will be able to join an incident Once you have joined an incident you will be able to view and contribute to the rooms within the incident to which you have access You may only view the Incident Room but not contribute until authorised Contributing to the incident Both incidents and rooms within the incident can be secured to a limited audience If you require access to an incident or a room contact your EM COP administrator Requirement for Authorisation Contributions to the Incident Room must be authorised by the room owner usually the Incident Controller or delegate File EM COP EMCOP Use
53. ng 28 Recordkeeping rules Monthly Overview and Daily Archive 28 File EM COP EMCOP User GuideV0 13 docx Version Page 27 of 64 Printed 18 01 2015 00 45 When printed this document is uncontrolled unless stamped CONTROLLED COPY in RED How to Use EM COP EM COP User Guide EMERGENCY MANAGEMENT IC TORI Am 5 1 Rules for Incidents and Incident Naming What is an incident EM COP is organised by incidents and rooms within incidents Users select and join incidents where they observe copy and share information with others Authorisation For all incidents publishing to the Incident map room and archiving must be authorised by the a Regional Controller for region or a State Response Controller for the SCC Incident names The Joint Standard Operating Procedure SOP J3 02 can be used as a guide The Incident Name is a a Widely Known Location recognisable at the state level and a Local Reference and QO based on common reference material for example the Vicmap map book Example Kinglake Burgan Track with Kinglake recognisable at state level and Burgan Track the local reference Additional incidents with the same name can be numbered numerically Example Kinglake Burgan Track 2 5 2 Recordkeeping rules Monthly and Daily Archive 5 2 1 Monthly Overview Incidents State and Region Typically State and regions will create an Overview Incident for the month These incidents will be used to track Q Im
54. ng fast moving events will lead to better information for the community How does EM COP work EM COP provides a collaboration framework Q Basic entity is an Incident with multiple incident types Q Each Incident can have multiple Rooms Each room has Basic map view symbols text draw and measurement tools Wide variety of data layers Whiteboard chat Q Private Chat with anyone logged in Single global log for key non spatial information a User groups collaborate to build specific parts of the COP in a room then copy to a more public room when approved QO Each user also has a private Workspace E In this section These topics are explained in this section Topic See Page Using EM COP 6 Registering and Logging On 6 How to Register for Access 7 How to Log In 10 File EM COP EMCOP User GuideV0 13 docx Version Page 5 of 64 Printed 18 01 2015 00 45 When printed this document is uncontrolled unless stamped CONTROLLED COPY in RED How to Use EM COP EM COP User Guide EMERGENCY MANAGEMENT VICTORIA Am 1 1 Use of EM COP EM COP versions Two independent versions of EM COP have been established a main Incident system and a Training system Access to the Incident system will be aligned to rollout of EM COP and will be made available to individuals after training has been undertaken The Training version will be made widely available to encourage personnel in the EM sector to
55. nt Menu displays i Alerts Maps Data Modify Room Permissions Duplicate this collaboration room Export Room Get Room Info Tracking Weather EM Log Tools Room Management Copy drawings from Workspace te cunrent collaboration room Enter Presentation Mode Show Map Sync Options Email Feedback Report View Announc ements Adminis tration Print this map EMERGENCY MANAGEMENT VICTORIA Note The Room Management Menu currently cannot be accessed by touch when using a tablet device 3 Select Modify Room Permissions Result The Modify Room Permissions window displays Users Users andrew thomas scc cain trist emv vic go john peebles acces justin kibel emv vic meagan tanti emv vi nics vine vic gov au paula mccann emv peter norman fireco sccvic sccmgr scc steven riley emv vic naomi withers depi andrew thomas vin john simmons env Emergency Management Victoria v gt KK v Read Write Users greg murphy emv vi amy davies emv vic Use the arrows or drag and drop a row to add users as Read Write or Admin To multi select rows hold down the control key while selecting Admin Users rosalind thieme scci Unsecure Room Cancel MA 4 You may now QO secure the room by nominating who can enter and make changes to it QO revoke access from individual users a Re open the room to all users by clicking Unse
56. nt is uncontrolled unless stamped CONTROLLED COPY in RED How to Use EM COP EM COP User Guide ANAGEMENT Am EMERGENCY VICTORIA Select a Symbol x Operational iE General Public Info l ECCONE EERE gt NEN VA aN ER P ae T gt General Symbols Provides freestanding numbers and letters Used to mark divisions record a comment show wind direction Can be rotated Select a Symbol x Operational aiii Public Info 012345678 9IABICID LMNO PIQIR GH J P S TUVWXYZ O0OCIO gt Public Info Symbols Only used for Public Information Hovering over a symbol will display a label describing its meaning Select a s x L OTARA General alt Public Info GOOSE ITT AARRE AISES SREE Lg aka OP OOVA a See Working in the Public Information Rooms File EM COP EMCOP User GuideV0 13 docx Version Page 25 of 64 Printed 18 01 2015 00 45 When printed this document is uncontrolled unless stamped CONTROLLED COPY in RED How to Use EM COP EM COP User Guide EMERGENCY MANAGEMENT VICTORIA Am 4 4 Adding Feature Attributes When to use Provide freely formatted information about the item that you have added to the map How to add an attribute Follow these steps to add attributes Step Action 1 Click on the Navigation button 2 Double click on the Feature Result The Fe
57. om The number shows the zoom extent Helps others to set their 9 view to match your own 3 20 Navigation drag the map around the window File EM COP EMCOP User GuideV0 13 docx Version Page 22 of 64 Printed 18 01 2015 00 45 When printed this document is uncontrolled unless stamped CONTROLLED COPY in RED How to Use EM COP EM COP User Guide Button Select Box Zoom Box gt Eraser 9 Drawing Tools ohn Measure hS EM COP Application Centre uth Show Hide All Incidents EM COP Application Centre Geocode Location Undo Redo Copy Paste UNDO REDO COPY PASTE MANAGEMENT Am EMERGENCY VICTORIA Allows you to drag a box shape to select all features inside the box click and drag to zoom to the detail inside a selected box select the eraser then double click on a feature to erase it access a palate of drawing tools See Drawing Tool Bar Select measuring options by clicking on the drop arrow With the Q ruler draw a line and the distance calculates and displays O square draw a shape and the area calculates and displays Note Calculated measurements only display while the dialogue box is open OQ Show displays all the current incidents so you can get an overview of the situation QO Hide clears the workspace for you to plan outline your own ideas Same as Geocode Loc
58. on Update The SCC Situation Update for 0630 and the 0830 Intel Summary is available on the EM Portal 09 03 25 27 2014 12 21 Ops Routine N A All NWM Confirmed 0881 Adam Flooding at 1920 Hrs the flooding incident is under control although the impact has rendered the lifts of the Hospital 0 0 0 19 24 34 Dalrymple Epworth Freemasons Eat The DoH protocol is that a Hospital must have at least two operating lifts to stay in commission As no lifts are operable it Melbourne has been decided that the ongoing management and therefore the Incident Control has been handed over to Jo Wilton Health Commander to manage the transfer of the remaining 89 patients to other Epworth facilities The IC Jo Wilton will also engage the SES to assist with the transfer of patients MFB will remain in site as part of the IMT to assist with the Relief efforts 26 2014 12 21 Ops Routine N A MFB NWM Confirmed 08610 Adam Flooding at Under Control at 1827 Hrs 18 35 13 Dalrymple Epworth Freemasons EMT determining the locations of relocated patients Water Leak isolated and power issues rectified Hospital East Melbo 98 patients and 40 staff affected by the water leak over three floors 25 2014 12 21 Ops Routine N A MFB NWM Confirmed 08810 Adam Flooding at The MFB are attending a Third Alarm Incident for flooding at the Epworth Freemasons Hospital at 166 Clarendon Street 17 29 26 Dalrymple Epworth Freemasons East Melbourne A 90mm water pipe has ruptured and flooding has affected three lev
59. p shipping Q ship disabled Transport Safety Victoria ship fire relevant fire service Q Oil spill from incident DTPLI OD Aircraft incident Incidents involving aircraft Accident collision All transport industrial and recreational accidents Collisions Agricultural Plant Pest Disease Plant pest or disease Blue Green Algae Blooms Animal Health Impacts on animalhealth animal pandemics disease and chemical contamination of livestock stock standstill and Cetacean whale stranding or entanglement D Environmental Water pollution Pollution of waterways both inland and marine Oiled Wildlife Vertebrate Animal Vertebrate pest plagues Plague oO File EM COP EMCOP User GuideV0 13 docx Version Page 47 of 64 Petroleum Oil Spill Oil or petroleum spills on land and in water EMERGENCY MANAGEMENT VICTORIA Am Source CFA MFB SES MFB CFA oO TSV O Fire services a ODTPLI SES MFB CFA O Marine waters DTPLI O others EPA SES MFB CFA DEPI DEPI CFA EPA DEPI DEPI Printed 18 01 2015 00 45 When printed this document is uncontrolled unless stamped CONTROLLED COPY in RED How to Use EM COP EM COP User Guide EMERGENCY MANAGEMENT VICTORIA 62 Cc Symbol Meaning Use Source Locust Plague Vertebrate locust plagues DEPI Fire and or Explosion Fire Bushfire Grassfire Building fires Non CFA MFB DEPI O structure fires Car fires
60. portant events that may affect the response to an incident OQ On going incidents and Q Prevailing conditions Monthly incident name rules The overview incident names should give the State or Region Overview Month Year Examples StateOverviewNov14 BSWOverviewNov14 GippOverviewJan15 9 2 2 Daily Archive Rooms Naming Rules Each day at the end of the shift the IncidentMap room is duplicated and named as an Archive room Type in Archive_DD_MM_YY and the system enters the name of the incident to precede it Example Kinglake Burgan Track_Archive_07_11_ 14 See Duplicate this collaboration room or Daily Archive page 55 Please note Only archive the IncidentMap room If you want to keep a personal record of a map room O Take a screen dump of the map room Alt Print Scrn O Open anew Word document O Paste the screen dump Ctrl v Result The screen image is copied into your document a Save the document Note Consider setting the document to landscape to save a larger picture File EM COP EMCOP User GuideV0 13 docx Version Page 28 of 64 Printed 18 01 2015 00 45 When printed this document is uncontrolled unless stamped CONTROLLED COPY in RED How to Use EM COP EM COP User Guide 6 Creating a New Incident introduction EMERGENCY MANAGEMENT VICTORIA Am You will only be able to create an incident if you have collaboration access See Types of access page 6 Rules for when to create an
61. r Guide MANAGEMENT Ay EMERGENCY VICTORIA Step Action formatting and links 4 Do you want to attach a document Use Browse to select from a File dialog box Alternatively drag and drop from the desktop or an open file folder If you are using Chrome You can also paste a screen image capture Up to 3 files or screen captures can be attached to each entry Use Remove to remove an attachment DODDO 5 Do you want to save your entry in EM Log QO If yes click Save in the top right corner Result Save complete message displays go to Step 6 O If no click Cancel in the top right corner 6 Click OK Result Your entry is saved to EM Log Attachments will be shown underlined in blue in the details column of the log after you save them Other users can click the link to view or download a copy of the attachment Size is limited to 10Mb per attachment 11 7 Accessing File Attachments To access file attachments in an entry Q Click an attachment link in an entry to show the File box Q Click View file to view the attachment in a new browser tab Q Click Download file to download the file to your local PC or device Q Click Get file link to display a link to the file You can select and copy this link and paste it to an email or other document This provides a direct link to access the file attachment without using EM Log 11 8 Copy Text from an Entry You can copy and paste text from a log entry This allows inform
62. r GuideV0 13 docx Version Page 31 of 64 Printed 18 01 2015 00 45 When printed this document is uncontrolled unless stamped CONTROLLED COPY in RED How to Use EM COP EM COP User Guide MANAGEMENT Joining an incident clicking on the icon Follow these steps to join an existing Incident by clicking on the icon Step Action 1 Locate the EM COP icon for the Incident in your workspace Note You must be in your work space and not in any other incident Example The State Overview incident is the one to join Emergency Management Common Operating Picture Incident No Incident Selected Incidents J sonn simmons ESE i Workspace i Alerts Maps Data Tracking Weather EM Log Tools Boe haw I 4 gt a A feo cord Her Horsham National Park A PFPA Navarre i 7on mo v f Hepburn Springs Daylesf F Jr fs Trentham Pem Glerthompson Dunkeld Zoom 9 Lat 37 12 57 3 S Lon 143 25 39 2 39 2 EY 2 Click on the incident Icon Result The Join Incident dialogue box displays Incident Name StateOverview8Jan15 Description State Overview of current situation 8 Jan 2015 Join Incident File EM COP EMCOP User GuideV0 13 docx Version Page 32 of 64 Printed 18 01 2015 00 45 When printed this document is uncontrolled unless stamped CONTROLLED COPY in RED How to Use EM COP EM COP User Guide EMERGENCY MANAGEMEN
63. register on the EMCOP Incident system Please note that registrations on EM COP Incident must be reviewed by an Administrator before you can log in You will receive a confirmation email when complete 1 4 How to Log In Logging on Step Action 1 On an internet enabled computer using either Internet Explorer 10 or greater Firefox Safari or preferably Chrome go to EM Portal at http portal em vic gov au Select the Functional Units page from the menu bar Password is control Go to the Common Apps section Functiona Links Emergenc X C fi portal em vic gov au f Emergency Management Portal Protected Functional Units The Functional Sections of the SCC Structure are provided with leadership by Functional Section Officers Each of these Officers are responsible for their Sections which may or may not include Functional Units tead by a Functional Unit Leader The SCC Manager in conjunction with State Agency Commanders and State Duty Officers will decide when Functional Officers are required to be present in the State Control Centre and in accordance with agreed triggers Common Apps BOM Contact Book eMap EMknowledge EMwebdrive EMwebmail Observation Warnings Centre IMT Toolbox a VicEmergency Current Operations Operational Status amp News p Activation State Sct Level Contacts Contacts Briefings amp Outlooks h amp sco SCC sci Briefing Briefing Su y SitRe S Rep Update Click on t
64. rsion Page 33 of 64 Printed 18 01 2015 00 45 When printed this document is uncontrolled unless stamped CONTROLLED COPY in RED How to Use EM COP EM COP User Guide EMERGENCY MANAGEMENT VICTORIA 6 3 Log Out of an Incident Logging out of an incident Click on the x to the right of the incident name i Alerts Maps lt _ Data ates Result You are logged out of the Incident File EM COP EMCOP User GuideV0 13 docx Version Page 34 of 64 Printed 18 01 2015 00 45 When printed this document is uncontrolled unless stamped CONTROLLED COPY in RED How to Use EM COP EM COP User Guide EMERGENCY MANAGEMENT VICTORI Am 7 Add a Room to an Incident What is a room A room is a map workspace where a group of users collaborate on a specific part of the common operating picture On joining an incident users select the incident s collaboration room s to which they have access Each Incident automatically has Q an Incident map room which is the public room for all EM COP Users and a aWorking map room which is the map where plans are drafted and completed for approval In this section These topics are explained in this section Topic See Page Room Structure 2014 2015 36 Rooms Menu 36 Select a Room 37 Securing creating and customising a room 38 File EM COP EMCOP User GuideV0 13 docx Version Page 35 of 64 Printed 18 01 2015 00 45 When printed this document is uncontro
65. s written here is stored within EM COP and is fully discoverable Warning Be careful what you write 5 You can invite additional users to a private chat Q Drag the Chat icon cuir next to a User s details into the chat window An acceptance message appears in your chat window when the user accepts your invitation File EM COP EMCOP User GuideV0 13 docx Version Page 43 of 64 Printed 18 01 2015 00 45 When printed this document is uncontrolled unless stamped CONTROLLED COPY in RED How to Use EM COP EM COP User Guide EMERGENCY MANAGEMENT RI Am 9 Working in the Public Information Rooms Introduction EM COP is able to build a view in the Public Information rooms that can be exported to an external website There may be opportunity to trial this capability in the 2014 15 season for nominated incidents In this section Topic See Page Public Information Rooms 45 Public Information Symbols 46 File EM COP EMCOP User GuideV0 13 docx Version Page 44 of 64 Printed 18 01 2015 00 45 When printed this document is uncontrolled unless stamped CONTROLLED COPY in RED How to Use EM COP EM COP User Guide EMERGENCY MANAGEMENT VICTORIA Am 9 1 Public Information Rooms Introduction The three main Public Information Rooms are Q InformationWarnings O Media QO Community Liaison Rules for Public Information Using meaningful names Q Ifa fire grows and the name changes then mainta
66. see what you copied If you see No base map available at current zoom level or area try zooming out or changing to a Google base map Don t use the browser refresh button This will log you out of EM COP If you experience erratic behaviour try closing and restarting your browser and logging back in to EM COP Extra Hints for Tablet Users Tap with a slight hold to ensure your tap is recognised Double tap on a point on the map to zoom down one level and centre the map on that point Double tapping off the map may be cause unexpected behaviour depending on your browser Pinch the map to zoom out reverse pinch to zoom in EM COP currently does not allow tap access to sub menus eg Room Management EM COP EMCOP User GuideV0 13 docx Page 14 of 64 Printed 18 01 2015 00 45 When printed this document is uncontrolled unless stamped CONTROLLED COPY in RED How to Use EM COP EM COP User Guide MANAGEMENT Am EMERGENCY VICTORIA 3 Using the Workspace What is the workspace The workspace you enter when you first log in is your personal room It is analogous to your own copy of a paper map The workspace can display all of the current incidents Workspace functions From your EM COP Workspace you can QO Develop your situational awareness by using different base maps applying different data layers tracking resource location and or trails using various weather layers Click on the Incident butto
67. seeeeseeesaeeeas 42 9 Working in the Public Information ROOMS cccccceceeeeseeeeeeeeseeeeseeeeeeeeseeeeseeeseeeess 44 9 1 Public Information ROOMS ccccccceccceecceces cece eeseeeseeeseeeseeeseeeseeeseeeseeseeeses 45 92 OIC INFORMA aUION y NDO or eonctannsscunssessestonensessnen ssasssnensamsanssneecanseeseetenase 46 WO WOGISIVICHIU eee E E E E E E E 53 10 1 Accessing the Tools Menu ccccecccsccecceeeceeeccueceueceueceueeeeeeeueseuseeaeseaeenass 54 10 2 Room Management Menu ccccesccseecseeceeeeeeeeeeeeeeeeeeeeeeeeeeeeueeaeeeaeesaeeenaes 54 10 2 1 Modify Room PermMiSSIONS cccccceecceeeceeeceeeceeeceeeeeeeeeeeeeeeseeeeseeseeees 54 10 2 2 Duplicate this collaboration room or Daily Archive ccccceceeeeeeeees 55 10 23 EXPO ROOM osses narena EREA ERARON RER ERNANNT ENRE RS 57 1 OZ CU OON WMO eener E 57 10 3 Copy drawings from WorkSpPace c ccccccsecccseeeeceececeeeeeseeeeseeeeeseeeessueessaeeesees 58 10 4 Enter Presentation MOde cccsccccseccsceceseeceeeceuceceueeceeeseueessueceeeessueesseesegs 58 10 5 Show Map Sync OptionS cece ccecceceececeeeeeeeeeeseecesseeeeseeeesseeeeseeeeseeeesseeeesees 58 10 6 Email Feedback Repott ccccccccccccseceseeeeeeeeseeeceeeseeeeseeeseueeseueeseeeseeesseteaes 58 10 7 View PMC ING CT CUMS atta sascedcstee san seed eneee EA AAAA E 58 108 Adminstrator EETA AEE a EETA AEEA 58 1 PT VAIS N o E 58
68. t the room to be secure QO If yes then click on the Make Room Secure check box and go to Step 2 Result The Users Access panel displays Emergency Management Victoria Users Users Read Write Users Admin Users andrew thomas scci andrew thomas vin john simmons emv cain trist emv vic go amy davies emv vic rosalind thieme scci greg murphy emv vi jess_unsworth emv john peebles acces justin kibell emv vic meagan tanti emv v nics vine vic gov au paula mccann emv peter norman emv v peter norman fireco SCCVIC SCCMgI Scc v steven riley emv vic Use the arrows or drag and drop a row to add users as Read Write or Admin To multi select rows hold down the control key while selecting Unsecure Room Cancel Note If you miss this step you can still modify the room access from the Tools Menu selecting Room Management then Modify Room Permissions QO If no then go to Step 3 2 Q Select the name s of the users to be given Read Write Access and Q Click on h to move the names into the read write list and repeat for more names 3 Do you want to type in a name for this room Note You will do this for Archive or other special purpose rooms O If yes then go to Step 4 QO If no then click on a pre defined room name from the list and end this procedure Result The new room displays in the e Incident room list menu bar at the top of the window
69. to duplicated click on Tools button Result The Tools menu displays Ji Alerts Maps Data Tracking Weather EM Log Tools Room Management Copy drawings from Workspace to current collaboration room Enter Presentation Mode Show Map Sync Options Email Feedback Report View Announcements Administration Print this map 2 Highlight Room Management Result The Room Management Menu displays Alerts Maps Data Tracking Weather EM Log Tools Modify Room Permissions Room Management Duplicate this collaboration room Copy drawings from Workspace to current collaboration room Export Room Enter Presentation Mode Get Room Info Show Map Sync Options Email Feedback Report View Announcements Adminis tration Print this map File EM COP EMCOP User GuideV0 13 docx Version Page 56 of 64 Printed 18 01 2015 00 45 When printed this document is uncontrolled unless stamped CONTROLLED COPY in RED How to Use EM COP EM COP User Guide EMERGENCY MANAGEMENT VICTORIA Am Step Action 3 Select Duplicate this collaboration room Result The dialog box to name and create the duplicate room displays EM COP Collaboration Room Create the new room by entering its name below Your room name will be as follows Create room Cancel Follow the naming rules for archive rooms Example This is the daily archive of the In
70. uecceeeeueeeeeenaes 64 11 13 View user details ccccecccseccceecceeeeceeecceeeceueeceeecsucecueesseessueesseesseeesseessseesees 64 LTT FO o a cacataancraetancenaetaceanetantsunbtant qnptantsuabient sanbtantenabiene aabtantsuabiant danbkenceiad 64 11 15 Data CONNECTION MONITOLING cccceecceecceeeceeeceeeceeeeeeeeeeeeeeeeeeeeeeeeaeeeaeeeneeeaaes 64 Tlie OSOUNIG TIO HNC AN OM sessa EaR EEEE 64 EM COP EMCOP User GuideV0 13 docx Version Page 4 of 64 Printed 18 01 2015 00 45 When printed this document is uncontrolled unless stamped CONTROLLED COPY in RED How to Use EM COP EM COP User Guide EMERGENCY MANAGEMENT VICTORIA Am 1 Getting Started with EM COP Introduction Emergency Management Victoria has developed EM COP as the tool for building and maintaining a common operating picture for emergency management in Victoria What is EM COP The Emergency Management Commissioner has signed a licencing agreement with the US Massachusetts Institute of Technology MIT to use their proven NICS technology to build Victoria s EM COP capability EM COP is a web based collaboration and communication tool that QO can build a sector wide Common Operating Picture QO can manage planning major events all hazards response and recovery Q is available licence free to all agencies QO works on a wide variety of internet connected devices Better collaboration and informed decision making particularly duri
71. ular dates use Advanced Search by ticking the Advanced checkbox 11 5 1 Advanced Search To perform an Advanced Search Q enter search terms in both search boxes Q select an option in the box to link the terms together as follows AND finds entries containing both search terms OR finds entries containing either search term NOT finds entries containing the first search term but not the second TO finds entries between two dates 11 5 2 Date Search When TO is selected enter dates in the search boxes in the format YYYY MM DD The date range used for the search is inclusive By default the dates are set to return entries for today If the left search box is blank the search will return all entries up to and including the date in the right search box Similarly if the right search box is blank the search will return all entries starting from the date in the left search box up to today If both search boxes are blank no dates are used in the search If supported by your browser calendars will be enabled in the search boxes to allow easy selection of dates Hover over the search boxes to select a date from the calendar by clicking the V icon in the search box or to delete a date by clicking the X icon File EM COP EMCOP User GuideV0 13 docx Version Page 61 of 64 Printed 18 01 2015 00 45 When printed this document is uncontrolled unless stamped CONTROLLED COPY in RED How to Use EM COP EM
72. y as needed O Save the entry Entries that are linked will be marked in the list with a yellow background for the entry number 11 11 Link an entry to another entry You can link entries together after they have been created To link an entry to another QO Click in the shaded line of the first entry to show the Actions box Q Click Mark entry for linking This will mark the entry with a dark blue background over the entry number QO Click in the shaded line of the second entry to show the Actions box QO Click Link to marked entry The linked entries will then be displayed Please note that you cannot link the second entry if it is already linked to another entry 11 12 Unlink an entry from another entry To unlink an entry QO Click in the entry line to show the Actions box Q Click Unlink this entry The entry will then be unlinked Any other linked entries in the group will remained linked 11 13 View user details The Actions menu also allows you to view details of the user who added the entry and includes a map showing the location from where the entry was added The availability of location data depends on the device used to create the entry 11 14 Auto refresh The Auto Refresh checkbox in the left side of the footer controls whether the log automatically refreshes When Auto refresh is enabled NEW is displayed at the top left corner of the main screen after a new entry is added to the log The browser tab will also flash

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