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: Header

Figure 1: Screenshot of the BEECN Journal Entry Form.

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).

#	Field Name	Required?	Field Type	Notes
	Journal Entry Header.
1	Journal Entry	✓	Radio button	Use this section to indicate what type of report to make to PBEM: a visual check, an inventory, test results, an equipment theft, or (if the report does not fit into any of those categories) making a note about the BEECN.
2	Resource Name	✓	Drop-down	Select the BEECN cache, fire station radio, or other resource from the drop-down menu. This is important because this step ties the journal entry to the specific BEECN resource.
3	Review Date	✓	Date	The date of the observation, NOT the day the journal is inputted (unless those dates are the same).
4	Your name	✓	Text	Name of the reporter in case a PBEM staffer needs to follow up with questions about the report.

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BEECN Journal Entry Form: Visual Check

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).

#	Field Name	Required?	Field Type	Notes
	Visual Check Questions When "Reporting a visual check" is selected on question 1, these are the questions that appear.
5	Equipment Visual Check	✓	Radio button	"Looks good" or "There is a problem". If "Looks good" is selected, a message appears clearing the volunteer to submit the report.
6	Visual Check: report problem	✓	Text	Selecting "There is a problem" for question Q5 opens a text box where the volunteer can type in the issue they detected and then click "Submit" to end the journal entry. If the problem is that the cache is missing, the volunteer should select "Reporting equipment theft" on Q1 and complete the form from there.

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BEECN Journal Entry Form: Inventory Report

One of the benefits of using a Smart Sheet form for inventorying is that it is optimized for viewing on a smart device, like a cell phone. This means BEECN volunteers can inventory right from the field and submit their report.

#	Field Name	Required?	Field Type	Notes
	Inventory Report Questions When "Reporting an inventory" is selected on question 1, these are the questions that appear.
7	Inventory: Check the cache box	✓	Checkbox	If the cache is on wheels, are the tires inflated? Is the cache door or lid opening and closing correctly? Is the lock working well? If there is a chain, is it fully intact?
8	Inventory: Check the radio	✓	Checkbox	Does the handheld BEECN radio appear to be in good condition? Are batteries cleared from the radio? If there are any batteries, please remove them and look for corrosion. Are there a total of at least eight AA batteries available? If you have time, load batteries into the radio and switch the radio on to verify there is power. Then, remove the batteries.
9	Inventory: Check the canopy	✓	Checkbox	Is the canopy frame in the box? Is the red canopy top in the box? Are the white sidewalls in the box? If you have time, deploy the canopy. Has the canopy fabric collected any mold? Are there any holes in the canopy? Is the frame in good condition?
10	Inventory: Check the binder	✓	Checkbox	Is there a BEECN guide in the cache? Is it moldy or damaged, or are there pages missing?
11	Inventory: Support equipment	✓	Checkbox
12	Inventory: Small duffel bag	✓	Checkbox
13	Inventory: Large duffel bag	✓	Checkbox
14	Inventory notes		Text	Please tell us if any cache equipment is missing and/or damaged. Please leave this field blank if there are no problems.

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