BEECN Journaling System Back-end: Difference between revisions
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There are 29 unhidden columns, so different sections are color coded for easier scanning and review. Moving from left to right: | 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):'''=== | |||
#'''#''' <span style="background:firebrick; color:firebrick">'''_'''</span><span style="background:firebrick; color:white">'''''locked'''''</span><span style="background:firebrick; color:firebrick">'''_'''</span> - 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. | #'''#''' <span style="background:firebrick; color:firebrick">'''_'''</span><span style="background:firebrick; color:white">'''''locked'''''</span><span style="background:firebrick; color:firebrick">'''_'''</span> - 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". | #'''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". | ||
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#'''Site: Location Property''' - The type of property owner (school, park, private, etc) associated with the BEECN site. This should only be applied to BEECN caches and ''not'' orange kits or other resources. | #'''Site: Location Property''' - The type of property owner (school, park, private, etc) associated with the BEECN site. This should only be applied to BEECN caches and ''not'' orange kits or other resources. | ||
==='''Volunteer information (color coded light orange)'''=== | |||
#'''Vol: Coordinator''' <span style="background:firebrick; color:firebrick">'''_'''</span><span style="background:firebrick; color:white">'''''locked'''''</span><span style="background:firebrick; color:firebrick">'''_'''</span> - 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. <span style="background:yellow">Formula is:</span> ''=IFERROR(INDEX({VolSscontactX}, MATCH([*Vol: CoordID]@row, {VolTypeID}, 0), 1), "Vacant")'' | #'''Vol: Coordinator''' <span style="background:firebrick; color:firebrick">'''_'''</span><span style="background:firebrick; color:white">'''''locked'''''</span><span style="background:firebrick; color:firebrick">'''_'''</span> - 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. <span style="background:yellow">Formula is:</span> ''=IFERROR(INDEX({VolSscontactX}, MATCH([*Vol: CoordID]@row, {VolTypeID}, 0), 1), "Vacant")'' | ||
#'''Vol: Asst Coordinator''' <span style="background:firebrick; color:firebrick">'''_'''</span><span style="background:firebrick; color:white">'''''locked'''''</span><span style="background:firebrick; color:firebrick">'''_'''</span> - 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. <span style="background:yellow">Formula is:</span> ''=IFERROR(INDEX({VolSscontactX}, MATCH([*Vol: AsstCoordID]@row, {VolTypeID}, 0), 1), "Vacant")'' | #'''Vol: Asst Coordinator''' <span style="background:firebrick; color:firebrick">'''_'''</span><span style="background:firebrick; color:white">'''''locked'''''</span><span style="background:firebrick; color:firebrick">'''_'''</span> - 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. <span style="background:yellow">Formula is:</span> ''=IFERROR(INDEX({VolSscontactX}, MATCH([*Vol: AsstCoordID]@row, {VolTypeID}, 0), 1), "Vacant")'' | ||
#'''Vol: Assigned''' <span style="background:firebrick; color:firebrick">'''_'''</span><span style="background:firebrick; color:white">'''''locked'''''</span><span style="background:firebrick; color:firebrick">'''_'''</span> - The number of BEECN volunteers assigned to that resource, as summed from "3.) BEECN Volunteers". <span style="background:yellow">Formula is:</span> ''=COUNTIF({VolNameX}, [Resource Name]@row)'' | #'''Vol: Assigned''' <span style="background:firebrick; color:firebrick">'''_'''</span><span style="background:firebrick; color:white">'''''locked'''''</span><span style="background:firebrick; color:firebrick">'''_'''</span> - The number of BEECN volunteers assigned to that resource, as summed from "3.) BEECN Volunteers". <span style="background:yellow">Formula is:</span> ''=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''' ''<span style="background:firebrick; color:firebrick">'''_'''</span><span style="background:firebrick; color:white">'''locked'''</span><span style="background:firebrick; color:firebrick">'''_'''</span>'' - 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 on this sheet. <span style="background:yellow">Formula is:</span> ''=COUNTIF({VolNameX}, [Radio: Primary Relay]@row)'' | |||
#'''Radio: Secondary Relay''' - The resource that this BEECN resource is trying to communicate with if operators cannot reach the Primary Relay. For BEECN caches, this is almost always a fire station. For fire stations and all other resources, it will be "N/A". | |||
#'''Radio: Secondary Relay Vol''' ''<span style="background:firebrick; color:firebrick">'''_'''</span><span style="background:firebrick; color:white">'''locked'''</span><span style="background:firebrick; color:firebrick">'''_'''</span>'' - This is the number of volunteers assigned to the resource's Secondary Relay. For example, NW-01's Primary Relay is FS-26. FS-26 has one assigned volunteers, so the integer appearing here is "1". This data is pulled from sheet "3.) BEECN Volunteers" and should never be changed on this sheet. <span style="background:yellow">Formula is:</span> ''=COUNTIF({VolNameX}, [Radio: Secondary Relay]@row)'' | |||
#'''Radio: Last Test''' ''<span style="background:firebrick; color:firebrick">'''_'''</span><span style="background:firebrick; color:white">'''locked'''</span><span style="background:firebrick; color:firebrick">'''_'''</span>'' - The date this resource was last tested. This information is pulled from "2.) BEECN Journal". <span style="background:yellow">Formula is:</span> ''=MAX(COLLECT({InspDateX}, {BEECNassetX}, [Resource Name]@row, {JournalTypeX}, "Reporting test results"))'' | |||
#'''Radio: Test Avg Two Years''' ''<span style="background:firebrick; color:firebrick">'''_'''</span><span style="background:firebrick; color:white">'''locked'''</span><span style="background:firebrick; color:firebrick">'''_'''</span>'' - The average of all radio test scores for this resource on a scale from 0.00 to 5.00 over the past two years. This data is pulled from "2.) BEECN Journal". <span style="background:yellow">Formula is:</span> ''=IFERROR(SUM(SUMIFS({JournalBeecnScores}, {BEECNassetX}, [Resource Name]@row, {InspDateX}, >TODAY(-730))) / COUNTIFS({JournalBeecnScores}, >=1, {BEECNassetX}, [Resource Name]@row, {InspDateX}, >TODAY(-730)), 0)'' | |||
#'''Radio: # of tests''' ''<span style="background:firebrick; color:firebrick">'''_'''</span><span style="background:firebrick; color:white">'''locked'''</span><span style="background:firebrick; color:firebrick">'''_'''</span>'' - This indicates the number of times the resource has ''ever'' been tested since it was added to the system (in almost all cases, that will be early 2013). This data is pulled from "2.) BEECN Journal". <span style="background:yellow">Formula is:</span> ''=COUNTIFS({BEECNassetX}, [Resource Name]@row, {JournalTypeX}, "Reporting test results")'' | |||
#'''Radio: Test Avg History''' ''<span style="background:firebrick; color:firebrick">'''_'''</span><span style="background:firebrick; color:white">'''locked'''</span><span style="background:firebrick; color:firebrick">'''_'''</span>'' - Average of all radio test scores for this resource on a scale from 0.00 to 5.00 for all time since the resource was added to the system (in almost all cases, that will be early 2013). This data is pulled from "2.) BEECN Journal". <span style="background:yellow">Formula is:</span> ''=AVERAGEIF({BEECNassetX}, [Resource Name]@row, {JournalBeecnScores})'' | |||
=== '''Cache data (color coded light yellow):''' === | |||
#'''Cache: Deployment Status''' - This is a drop down with three possible choices: deployed, missing/stolen, or stored. Any status other than "deployed" will highlight in a darker yellow. | |||
#'''Cache: Last Visual Check''' ''<span style="background:firebrick; color:firebrick">'''_'''</span><span style="background:firebrick; color:white">'''locked'''</span><span style="background:firebrick; color:firebrick">'''_'''</span>'' - This pulls the report date of the last time anyone reported a Visual Check of the cache. This data is pulled from "2.) BEECN Journal". <span style="background:yellow">Formula is:</span> ''=MAX(COLLECT({InspDateX}, {BEECNassetX}, [Resource Name]@row, {JournalTypeX}, "Reporting a visual check"))'' | |||
#'''Cache: Last Inventory''' ''<span style="background:firebrick; color:firebrick">'''_'''</span><span style="background:firebrick; color:white">'''locked'''</span><span style="background:firebrick; color:firebrick">'''_'''</span>'' - This pulls the report date of the last time anyone reported an Inventory of the cache. This data is pulled from "2.) BEECN Journal". <span style="background:yellow">Formula is:</span> ''=MAX(COLLECT({InspDateX}, {BEECNassetX}, [Resource Name]@row, {JournalTypeX}, "Reporting an inventory"))'' | |||
#'''Cache: Location''' - This is the location of the cache (not the BEECN site). | |||
#'''Cache: Location Property''' - The type of property owner where the cache is stored (school, park, private, etc). | |||
#'''Cache: Contact''' - The name (and title, if applicable) of the person who oversees the property where the cache is stored. | |||
#'''Cache: Contact Email''' - The email of the person who oversees the property where the cache is stored. | |||
#'''Cache: Contact Phone''' - The phone number of the person who oversees the property where the cache is stored. | |||
#'''Cache: Combination''' - The lock combination to the cache if a combination lock is applied. | |||
#'''Cache: Radio Serial Number''' - The serial number of the handheld UHF radio in the cache. The cell will highlight dark yellow if this data is still needed. | |||
=== '''Cache tickets and notes (color coded in light purple):''' === | |||
#'''Tickets: n=active''' ''<span style="background:firebrick; color:firebrick">'''_'''</span><span style="background:firebrick; color:white">'''locked'''</span><span style="background:firebrick; color:firebrick">'''_'''</span>'' - The number of currently active "trouble tickets". This cell will turn dark purple if number of tickets is more than zero. This data is pulled from "4.) BEECN Trouble Tickets". <span style="background:yellow">Formula is:</span> ''=COUNTIFS({TicketsCloseDateX}, ISBLANK(@cell), {TicketsResourceNameX}, [Resource Name]@row)'' | |||
#'''Tickets: n=history''' ''<span style="background:firebrick; color:firebrick">'''_'''</span><span style="background:firebrick; color:white">'''locked'''</span><span style="background:firebrick; color:firebrick">'''_'''</span> -'' The number of tickets issued on this resource for all time, including currently active ones. This data is pulled from "4.) BEECN Trouble Tickets". <span style="background:yellow">Formula is:</span> ''=COUNTIF({TicketsResourceNameX}, [Resource Name]@row)'' | |||
#'''Resource Notes''' - Any special notes about this particular resource. | |||
=== Sheet === | |||
== 2.) BEECN Journal == | == 2.) BEECN Journal == | ||
This back end sheet collects data inputs from the front end and routes that data to the other BEECN sheets, and ultimately the data is reflected in the BEECN Dashboard. That data is collected from BEECN volunteers through a linked [[BEECN Journaling System|SmartSheet form]]. | This back end sheet collects data inputs from the front end and routes that data to the other BEECN sheets, and ultimately the data is reflected in the BEECN Dashboard. That data is collected from BEECN volunteers through a linked [[BEECN Journaling System|SmartSheet form]]. | ||
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