BEECN Journaling System

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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