Severe Weather Dispatch: Difference between revisions
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== What is Severe Weather Transportation Dispatch? == | == What is Severe Weather Transportation Dispatch? == | ||
When severe weather hits Portland, specially trained NETs on our Dispatch team may be deployed to 211info. These NET Dispatchers collaborate closely with 211info and the Emergency Coordination Center (ECC) Ground Support Unit. They assist by coordinating transportation for community members to get them to designated warming or cooling locations within Multnomah County and the City of Portland. | When severe weather hits Portland, specially trained NETs on our Dispatch team may be deployed to 211info. These NET Dispatchers collaborate closely with 211info and the Emergency Coordination Center (ECC) Ground Support Unit. They assist by coordinating transportation for community members to get them to designated warming or cooling locations within Multnomah County and the City of Portland. (Please note that recent changes to this page and the Dispatch Guide are <u>underlined</u>.) | ||
__TOC__ | __TOC__ | ||
== How Does Transportation Dispatch Work? == | == How Does Transportation Dispatch Work? == | ||
NET Dispatchers work in shifts of one to three depending on anticipated ride request volume, with a Dispatch Lead present or on call. The dispatch process begins when a community member calls 211info to request a ride to warming or cooling locations. These locations are chosen by the City of Portland and Multnomah County and may include overnight severe weather shelters, day-only severe weather shelters, libraries, community centers, splash pads, pools, etc. When a 211info Operator answers the phone, they will make sure the person is in the geographic area served by this program, ask questions about their transportation needs, and if other transportation options are not available for the caller, they will fill out a transportation request form. Once the Operator submits the form, the Operator has done their part and will return to answering other calls. The form populates the SmartSheets Transportation Nexus, the main spreadsheet from which NET Dispatchers work. When the form is submitted, a new row appears at the top of the Nexus for that ride. NET Dispatchers review the request, select the closest appropriate warming/cooling location, and coordinate transportation by requesting cabs, | NET Dispatchers work in shifts of one to three depending on anticipated ride request volume, with a Dispatch Lead present or on call. The dispatch process begins when a community member calls 211info to request a ride to warming or cooling locations. These locations are chosen by the City of Portland and Multnomah County and may include overnight severe weather shelters, day-only severe weather shelters, libraries, community centers, splash pads, pools, etc. When a 211info Operator answers the phone, they will make sure the person is in the geographic area served by this program, ask questions about their transportation needs, and if other transportation options are not available for the caller, they will fill out a transportation request form. Once the Operator submits the form, the Operator has done their part and will return to answering other calls. The form populates the SmartSheets Transportation Nexus, the main spreadsheet from which NET Dispatchers work. When the form is submitted, a new row appears at the top of the Nexus for that ride. NET Dispatchers review the request, select the closest appropriate warming/cooling location, and coordinate transportation by requesting cabs, rideshare, or ECC Ground Support vehicles. When transport is arranged, the NET Dispatcher marks it complete in the Nexus, and notifies the 211info Liaison so that the Liaison can contact the community member and let them know what type of transport to expect and when. At this point the NET Dispatcher is typically done, and they go on to work the next ride request. | ||
== Can I be a NET Dispatcher? == | == Can I be a NET Dispatcher? == | ||
This deployment requires training, which is provided in two parts: online (see below) and live during your first shift. Generally, Dispatch deployment notices go out to the currently trained Dispatch team first, and then to the full NET community if shifts are still available. | Absolutely! This deployment requires training, which is provided in two parts: online (see below) and live during your first shift. Generally, Dispatch deployment notices go out to the currently trained Dispatch team first, and then to the full NET community if shifts are still available. | ||
This deployment is virtual, meaning you can deploy from anywhere and don't need your typical NET gear. NET Dispatchers do need to have a computer, reliable internet service, and a phone. We use Slack exclusively as a virtual conference room to communicate with our 211info and Ground Support team members, web browser based SmartSheet spreadsheets and dashboards, mapping websites, and ride share dispatch websites. This deployment includes periods of intense demand as well as periods of just waiting for ride requests and being there in case someone needs us. Useful skills for this work include computer savvy, ability to multitask across multiple computer windows, and the ability to stay cool and friendly under stress. | This deployment is virtual, meaning you can deploy from anywhere and don't need your typical NET gear. NET Dispatchers do need to have a computer, reliable internet service, and a phone. We use Slack exclusively as a virtual conference room to communicate with our 211info and Ground Support team members, web browser based SmartSheet spreadsheets and dashboards, mapping websites, and ride share dispatch websites. This deployment includes periods of intense demand as well as periods of just waiting for ride requests and being there in case someone needs us. Useful skills for this work include computer savvy, ability to multitask across multiple computer windows, and the ability to stay cool and friendly under stress. | ||
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# Personal Computer with Reliable Internet Connection - ''you must provide'' This is a virtual deployment, and most of this deployment will be conducted online. If you lose power during your shift, contact the shift supervisor right away. | # Personal Computer with Reliable Internet Connection - ''you must provide'' This is a virtual deployment, and most of this deployment will be conducted online. If you lose power during your shift, contact the shift supervisor right away. | ||
# Phone - ''you must provide'' You will use your phone to contact ride services and arrange transport. You will not speak with the people requiring transport - 211info does that part. Press *67 before calling a ride service to block your personal phone number. You’ll need to dial *67 before every call you make. | # Phone - ''you must provide'' You will use your phone to contact ride services and arrange transport. You will not speak with the people requiring transport - 211info does that part. Press *67 before calling a ride service to block your personal phone number. You’ll need to dial *67 before every call you make. | ||
# Contact Info - ''provided | # <u>Contact Info - ''provided prior to shift via email.'' The Dispatch Unit Lead will provide you with their phone number outside of Slack in case you need it - such as if your power goes out.</u> | ||
# 211info Slack Channel - ''link provided by email before shift'' The 211info Slack Channel gives NET Dispatchers live chat access to each other, their shift supervisor, and the 211info operators liaising with the Dispatch NET team. You should receive an email invitation from 211info to the “211-net-team” channel after you’ve signed up for a shift but before your shift begins. It is critical to be reading and writing updates in the 211-net-team Slack channel. It can be helpful to monitor the chat a bit before your shift begins for situational awareness. | # 211info Slack Channel - ''link provided by email before shift'' The 211info Slack Channel gives NET Dispatchers live chat access to each other, their shift supervisor, and the 211info operators liaising with the Dispatch NET team. You should receive an email invitation from 211info to the “211-net-team” channel after you’ve signed up for a shift but before your shift begins. It is critical to be reading and writing updates in the 211-net-team Slack channel. It can be helpful to monitor the chat a bit before your shift begins for situational awareness. | ||
# Dispatch Nexus Spreadsheet - ''link provided in initial briefing email'' This is the most important tool in your kit. | # Dispatch Nexus Spreadsheet - ''link provided in initial briefing email'' This is the most important tool in your kit. | ||
# Shelter Dashboard - ''link provided in initial briefing email'' You’ll use this when you send a rider to a shelter with available beds. Each available shelter has a status indicator telling you whether the shelter is “Full” or “Available.” You should send riders only to “Available” shelters with more than five available beds. | # Shelter Dashboard - ''link provided in initial briefing email'' You’ll use this when you send a rider to a shelter with available beds. Each available shelter has a status indicator telling you whether the shelter is “Full” or “Available.” You should send riders only to “Available” shelters with more than five available beds. | ||
# Shelter Map - ''provided in initial briefing email & available online'' You’ll receive a link to this in your initial briefing email, but can find it on the Multnomah County Help For When It’s Hot or Care for When It’s Cold webpages. Use this to determine the location of the closest available shelter to the caller. Your lead will let you know in Slack which shelters are open when you start your shift. | # Shelter Map - ''provided in initial briefing email & available online'' You’ll receive a link to this in your initial briefing email, but can find it on the Multnomah County Help For When It’s Hot or Care for When It’s Cold webpages. Use this to determine the location of the closest available shelter to the caller. Your lead will let you know in Slack which shelters are open when you start your shift. | ||
# Any relevant 211info rideshare dispatch information - ''provided in initial briefing email'' | # <u>Any relevant 211info rideshare dispatch and login information - ''provided in initial briefing email.'' When ECC Ground Support (local emergency management) are not available, rideshare should be arranged if available, using the 211info corporate accounts that you will be given access to.</u> | ||
==== Roles ==== | ==== Roles ==== | ||
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# In the Dispatch Nexus, select your name from the drop-down menu in the “Dispatcher Name” column; select “In Progress” in the STATUS column; and click “Save.” This will signal to those monitoring that someone is working on the request, and clearly stops others from coordinating the same ride. | # In the Dispatch Nexus, select your name from the drop-down menu in the “Dispatcher Name” column; select “In Progress” in the STATUS column; and click “Save.” This will signal to those monitoring that someone is working on the request, and clearly stops others from coordinating the same ride. | ||
# Using the Shelter Map and Shelter Dashboard, determine the appropriate warm/cool space nearest to the rider. If we have capacity information for this location on the Shelter Dashboard, make sure there are more than 5 spaces left at the location before sending someone there. If you are unsure whether to transport to a day-only location or a 24/7 location, ask a 211 liaison in Slack. | # Using the Shelter Map and Shelter Dashboard, determine the appropriate warm/cool space nearest to the rider. If we have capacity information for this location on the Shelter Dashboard, make sure there are more than 5 spaces left at the location before sending someone there. If you are unsure whether to transport to a day-only location or a 24/7 location, ask a 211 liaison in Slack. | ||
# Find transportation for the rider (see “How to Coordinate Rides” section below). Pay close attention to any special circumstances in the | # Find transportation for the rider (see “How to Coordinate Rides” section below). Pay close attention to any special circumstances. <u>Check the Rider Safety column to see if they are directly in the weather or sheltered. Also look for things such as the presence of children, pets, lots of belongings, many riders, bikes, wagons, wheelchairs, etc.</u> If ECC Ground Support has vehicles dedicated to NET Dispatch, check to see if they can take the request (Ground Support fleet availability for guest transport varies by event). <u>If not, seek transportation according to the event's transportation option priorities. Ask in chat if you're not sure if you should to move to the next tier of transportation options.</u> | ||
# Complete the grayed-out columns for Transportation. Enter Transport Arranged, Shelter and Address, and Pickup ETA (unless it’s an ECC Ground Support ride, in which case they will enter the ETA). Save! Once the spreadsheet is saved with an ETA, an email will go to 211info prompting them to call the rider with the ETA. | # Complete the grayed-out columns for Transportation. Enter Transport Arranged, Shelter and Address, and Pickup ETA (unless it’s an ECC Ground Support ride, in which case they will enter the ETA). Save! Once the spreadsheet is saved with an ETA, an email will go to 211info prompting them to call the rider with the ETA. | ||
# If ECC Ground Support is being used, wait for your GS Lead to confirm they have accepted the ride. The handoff between Dispatch and GS should read in Slack like a radio conversation. This assures both that (1) Ground Support doesn't send a vehicle to pick up a client that a Dispatcher is also coordinating a ride for through another transport provider, and (2) also makes sure a client does not get inadvertently dropped: | # If ECC Ground Support is being used, wait for your GS Lead to confirm they have accepted the ride. The handoff between Dispatch and GS should read in Slack like a radio conversation. This assures both that (1) Ground Support doesn't send a vehicle to pick up a client that a Dispatcher is also coordinating a ride for through another transport provider, and (2) also makes sure a client does not get inadvertently dropped: | ||
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We want to do everything we can to get the rider into a vehicle as quickly as possible, and ideally within a reasonable time of receiving the request. A "reasonable amount of time" goal may be set by the ECC, or it may be dependent on a combination of weather severity, road conditions, and transport availability that 211, Dispatch, and Ground Support determine as we go. Ask in chat if you're not sure if a wait is too long, and you should shift to the next tier of transportation options to look for transport. Please seek transportation in this order unless you've been told otherwise via Slack: | We want to do everything we can to get the rider into a vehicle as quickly as possible, and ideally within a reasonable time of receiving the request. A "reasonable amount of time" goal may be set by the ECC, or it may be dependent on a combination of weather severity, road conditions, and transport availability that 211, Dispatch, and Ground Support determine as we go. Ask in chat if you're not sure if a wait is too long, and you should shift to the next tier of transportation options to look for transport. Please seek transportation in this order unless you've been told otherwise via Slack: | ||
# | # <u>ECC Ground Support</u> | ||
# Ride-share services | # <u>Ride-share services</u> | ||
# | ## <u>Lyft primary</u> | ||
# | ## <u>Uber (ADA accessible vehicles, etc.)</u> | ||
# <u>Taxi cab</u> | |||
So, if you | <u>So, if you request Ground Support and they are unavailable, go down the list to dispatch rideshare, and then arrange a taxi if the other options aren't available.</u> | ||
===== Important Exceptions ===== | ===== Important Exceptions ===== | ||
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* '''ECC''' stands for Emergency Coordination Center | * '''ECC''' stands for Emergency Coordination Center | ||
* '''GSUL''' stands for Ground Support Unit Lead | * '''GSUL''' stands for Ground Support Unit Lead | ||
* ''' | * '''TPB''' stands for The Portland Building | ||
