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BEECN Journaling System: Difference between revisions
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This is not necessary reading for BEECN volunteers, and only PBEM staff have access to the back end of the BEECN Journaling System. The main purpose of this part of the article is to preserve institutional knowledge. | This is not necessary reading for BEECN volunteers, and only PBEM staff have access to the back end of the BEECN Journaling System. The main purpose of this part of the article is to preserve institutional knowledge. | ||
Inputs to the BEECN Journal Entry Form on SmartSheet are reflected in five PBEM-internal spreadsheets and a public-facing BEECN dashboard. | Inputs to the BEECN Journal Entry Form on SmartSheet are reflected in five PBEM-internal spreadsheets and a public-facing BEECN dashboard. The section following explains each of these sheets individually. | ||
=== 1.) BEECN Master Tracker === | |||
The Master Tracker is the universal almanac of all BEECN resources: caches, radios, the UHF repeater, and the radio room. There is infrequent reason to change anything on this sheet; the need would emerge only if a new resource is added or the location of a resource changes. Many columns are locked because formulas govern the values in the cells and/or the data displayed is pulled from a different sheet. Any column not locked contains data that can be changed on this sheet. | |||
There are 29 unhidden columns, so different sections are color coded for easier scanning and review. Moving from left to right: | |||
# Resource basics and site info (color coded light green): | |||
## '''#''' ''(locked) -'' The number column is there to make it easy to sort the resources. By right clicking on the column and selecting "Sort Ascending", BEECN caches appear on top, followed by fire station, followed by anything else. | |||
## '''Resource Name -''' The name of the BEECN resource. If adding a resource, it is ''very'' important to follow the common naming conventions. For example, if you wanted to add the fifty-first BEECN and it was located at Pier Park in St. Johns, its name would be "BEECN N-51 Pier Park". | |||
## '''Site: Hexad''' - Indicates Northwest, Northeast, Southeast, Southwest, or North Portland. If a cache site is east of 82nd Avenue, a PBEM staffer can also indicate "East" in addition to Southeast or Northeast. | |||
## '''Site: Location -''' The exact address of the parcel the BEECN site (not necessarily the cache) is located on. | |||
## '''Site: Location Property''' - The type of site property owner (school, park, private, etc). This should only be applied to BEECN caches and ''not'' orange kits or other resources. | |||
# Volunteer information (color coded light orange) | |||
## '''Vol: Coordinator''' ''(locked)'' - Provides the name of the Coordinator for that BEECN crew. Vacancies appear highlighted in bright orange. This column pulls data from sheet "3.) BEECN Volunteers" and the individual cells cannot be changed. When volunteer records need updating, that should '''''ALWAYS''''' be done in the BEECN Volunteers Sheet. Formula is: =IFERROR(INDEX({VolSscontactX}, MATCH([*Vol: CoordID]@row, {VolTypeID}, 0), 1), "Vacant") | |||
## '''Vol: Asst Coordinator''' ''(locked)'' - Provides the name of the Assistant Coordinator for that BEECN crew. Vacancies appear highlighted in bright orange. This column pulls data from sheet "3.) BEECN Volunteers" and the individual cells cannot be changed. When volunteer records need updating, that should '''''ALWAYS''''' be done in the BEECN Volunteers Sheet. Formula is: =IFERROR(INDEX({VolSscontactX}, MATCH([*Vol: AsstCoordID]@row, {VolTypeID}, 0), 1), "Vacant") | |||
## '''Vol: Assigned''' ''(locked)'' - The number of BEECN volunteers assigned to that resource, as summed from "3.) BEECN Volunteers". Formula is: =COUNTIF({VolNameX}, [Resource Name]@row) | |||
# Radio data (color coded light blue): | |||
## '''Radio: Primary Relay''' - The priority resource that this BEECN resource is trying to communicate with. For BEECN caches, this is always a fire station. For fire stations, it will always be the ECC radio room. For all other resources, it will be "N/A". | |||
## '''Radio: Primary Relay Vol''' ''(locked)'' - This is the number of volunteers assigned to the resource's Primary Relay. For example, NW-01's primary relay is FS-22. FS-22 has two assigned volunteers, so the integer appearing here is "2". This data is pulled from sheet "3.) BEECN Volunteers" and should never be changed here. | |||
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