BEECN Journaling System

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In order to help ensure BEECN caches are ready for deployment at a moment's notice, PBEM asks BEECN volunteer teams to:

  • Once a month, do a visual check of their assigned BEECN cache (opening the box is not required);
  • Once a quarter, do an inventory of the BEECN cache (opening the box and confirming contents are present and functional);
  • Once a year, participate in a BEECN test. An inventory can be done concurrently with a test.

A BEECN Coordinator should not always complete these tasks. PBEM recommends a BEECN Coordinator assign these tasks to be regularly completed by their team members in rotation.

The purpose of the BEECN Journaling System is to centralize readiness monitoring of BEECN caches, which contributes to the BEECN Readiness Score and also helps PBEM address supply and security concerns. The BEECN Journaling System is powered by Smartsheet, and BEECN volunteers make inputs to it through the BEECN Journal Entry form.

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BEECN Journal Entry Form: Initial Screen

The first screen of the Form appears simple but has logic built into the questions that open new sets of questions depending on the type of journal a volunteer inputs (reporting a visual check, an inventory, a test result, or reporting a cache theft).

  • Selection, presented as a series of radio buttons, and the user can only choose one of the given options.
  • Checkboxes are similar to Selection radio buttons; but, a user can select multiple checkboxes.
  • Text is a text field the user can type in to. Though text can paint a more detailed picture, text boxes appear rarely because typing slows down a responding user.
  • Integer is a field with +/- buttons so a user can quickly input a number.

The "Notes" column includes selection options and special attributes, if any, of a field.

# Field Name Required? Field Type Notes
A Observer Details...

This section identifies the individual collecting data. Users can save time by setting responses to these fields as Favorite Answers.

1 Person Reporting Text Name of volunteer as it appears on their volunteer badge, if they have one.
2 Neighborhood Emergency Team Drop-down Select your Team from the dropdown list.
3 NET ID Number Text Volunteer's badge number; if the volunteer does not have one, they should use the badge number of a Team Leader.
4 Date & Time Observed N/A Date/Time Autofilled by the app. It will record the time, date, and location from when/where you press "Collect". Be sure you are in the correct location before pressing "Collect".
5 Incident Type Drop-down What event type caused the damage?
6 Incident Name Text Enter the name of the incident as provided by the Incident Commander. If you do not have an incident name, simply type in “N/A”.
B Site Details
7 Location of the assessment N/A Geopoint Autofilled by the app; the system will automatically record the latitude/longitude when you press "Collect" to begin the survey.
8 Street Address Text
9 Zip Code
10 Do you see anything? Selection Yes or No. All fields below this point are hidden from view if "No" is selected for this field. If there are no observable problems at the site, simply select "No" and send the report. Then, move on to the next site.
11 Are there any immediate needs? Selection Yes, No, or Unsure. "Immediate" is any condition for which a reasonable person would dial 9-1-1 to get help.
12 Site Identification Photo Upload App will connect to device camera to take a picture, or a saved file may be selected. See section on taking a photo with the DAMM for more details.
C Fire Details
13 Fire Selection Yes or No. Is there evidence of a fire? Fire fields below this point are hidden if "No" is selected for this field.
14 Fire, Actively Burning? Selection Yes or No.
15 Fire Notes Text Input any notes about the fire.
D Hazard Details
16 Hazard Selection Yes or No. Are hazards present? Hazard fields below this point are hidden if "No" is selected for this field.
17 Gas Leak Selection Yes; leave unselected if "No".
18 Water Main Break Selection Yes; leave unselected if "No". Is there standing water present?
19 Electric Line Down Selection Yes; leave unselected if "No".
20 Chemical Selection Yes; leave unselected if "No".
21 Other (Please Describe) Checkboxes Can select any of the following: Landslides, Downed trees, Bridges out, Leaking septic, Other (Provide Details)
22 Hazard Notes Text Input any notes about the hazard(s).
E Damage Details
23 Damage Selection Yes or No. Do you observe any damage? Damage fields below this point are hidden if "No" is selected for this field.
24 Structure Damage Selection Can select one of the following: Affected, Minor, Major, Destroyed, Inaccessible, Unaffected.

To understand this criteria, see the Wiki article on Damage Assessment.

25 Primary Occupancy Selection Can select one of the following: Business, Single Family Home, Multi-Family Home, Mobile Home, Government, Other.
26 Damage Notes Text Provide details about the observed damage.
F Injury Details
27 Injury Selection Yes or No. Injury fields below this point are hidden if "No" is selected for this field. Injury details will be displayed in a separate map to alert Incident Managers of the severity and extent of injuries. It is important to record actual address locations to assist first responders.
28 Minor Integer Use + or - to indicate the number of injured persons with this class of injuries at this site.
29 Delayed Integer Use + or - to indicate the number of injured persons with this class of injuries at this site.
30 Immediate Integer Use + or - to indicate the number of injured persons with this class of injuries at this site.
31 Deceased Integer Use + or - to indicate the number of injured persons with this class of injuries at this site.
32 Trapped Integer Indicate if occupants are trapped. Use + or - to indicate the number of injured persons with this class of injuries at this site.
33 Injury Notes Text
G Misc.
34 Is Road Access Blocked? Selection Yes or No.
35 Are Dangerous Animal(s) Present? Selection Yes or No.
36 Further Actions Checkboxes Check the boxes below only if further actions are needed. Selection any of the following: Barricade Needed, Detailed Evaluation Recommended, Other.
37 Comments Text Final optional comments, limit of 255 characters.
H Supplemental Questions
38 Do you have time to provide more information? Selection Yes or No. If a volunteer has to move along quickly, indicate "No" and send the report, and move to the next site.
I Building Details
39 Building Name Text Any identifying title on the building.
40 Building contact/phone Text Primary phone to reach someone working or residing at this building.
41 Owner or Renter Selection This question assumes you are in contact with a building occupant. You can select either Owner, Renter, or Unknown.
42 Number of stories ABOVE Ground Integer
43 Number of stories BELOW ground Integer
44 Number of residential units Integer If unknown if there are any residential units, enter "0".
45 Number residential units not habitable Integer If unknown, enter "0".
46 Are Utilities Functional Selection Yes, No, or Unknown.
47 Is this a historical building? Selection Yes, No, or Unknown.
48 Estimated Square Footage of Damaged Structures Integer When a user clicks into this field, a calculator will appear to aid the estimate.
49 Is this property in subsidized housing? Selection Yes, No, or Unknown.
J Demographic Questions
50 Number of People at This Location Integer
51 Number of Individuals Greater than 65 yrs Integer
52 Number of Individuals Less than 5 yrs Integer
END OF SURVEY

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