BEECN Journaling System Back-end

This is not necessary reading for BEECN volunteers, and only PBEM staff have access to the back end of the BEECN Journaling System. The main purpose of this part of the article is to preserve institutional knowledge.

Inputs to the BEECN Journal Entry Form on SmartSheet are reflected in five PBEM-internal spreadsheets and a public-facing BEECN dashboard. The section following explains each of these sheets individually.

1.) BEECN Master Tracker

Only PBEM staff working on the BEECN program should have access to this sheet. The Master Tracker is the universal almanac of all BEECN resources since 2013: caches, radios, the UHF repeater, and the radio room. There is infrequent reason to change anything on this sheet; the need would emerge only if a new resource is added or the location of a resource changes. Many columns are locked because formulas govern the values in the cells and/or the data displayed is pulled from a different sheet. Any column not locked contains data that can be changed on this sheet.

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):

1. # _locked_ - 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.
2. 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".
3. Site: Hexad - Indicates Northwest, Northeast, Southeast, Southwest, or North Portland. If a cache site is east of 82nd Avenue, a PBEM staffer can also indicate "East" in addition to Southeast or Northeast.
4. Site: Location - The exact address of the parcel the BEECN site (not necessarily the cache) is located on.
5. 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)

1. Vol: Coordinator _locked_ - 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. Formula is: =IFERROR(INDEX({VolSscontactX}, MATCH([*Vol: CoordID]@row, {VolTypeID}, 0), 1), "Vacant")
2. Vol: Asst Coordinator _locked_ - 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. Formula is: =IFERROR(INDEX({VolSscontactX}, MATCH([*Vol: AsstCoordID]@row, {VolTypeID}, 0), 1), "Vacant")
3. Vol: Assigned _locked_ - The number of BEECN volunteers assigned to that resource, as summed from "3.) BEECN Volunteers". Formula is: =COUNTIF({VolNameX}, [Resource Name]@row)

Radio data (color coded light blue):

1. 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".
2. Radio: Primary Relay Vol _locked_ - 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. Formula is: =COUNTIF({VolNameX}, [Radio: Primary Relay]@row)
3. 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".
4. Radio: Secondary Relay Vol _locked_ - 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. Formula is: =COUNTIF({VolNameX}, [Radio: Secondary Relay]@row)
5. Radio: Last Test _locked_ - The date this resource was last tested. This information is pulled from "2.) BEECN Journal". Formula is: =MAX(COLLECT({InspDateX}, {BEECNassetX}, [Resource Name]@row, {JournalTypeX}, "Reporting test results"))
6. Radio: Test Avg Two Years _locked_ - 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". Formula is: =IFERROR(SUM(SUMIFS({JournalBeecnScores}, {BEECNassetX}, [Resource Name]@row, {InspDateX}, >TODAY(-730))) / COUNTIFS({JournalBeecnScores}, >=1, {BEECNassetX}, [Resource Name]@row, {InspDateX}, >TODAY(-730)), 0)
7. Radio: # of tests _locked_ - 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". Formula is: =COUNTIFS({BEECNassetX}, [Resource Name]@row, {JournalTypeX}, "Reporting test results")
8. Radio: Test Avg History _locked_ - 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". Formula is: =AVERAGEIF({BEECNassetX}, [Resource Name]@row, {JournalBeecnScores})

Cache data (color coded light yellow):

1. 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.
2. Cache: Last Visual Check _locked_ - 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". Formula is: =MAX(COLLECT({InspDateX}, {BEECNassetX}, [Resource Name]@row, {JournalTypeX}, "Reporting a visual check"))
3. Cache: Last Inventory _locked_ - This pulls the report date of the last time anyone reported an Inventory of the cache. This data is pulled from "2.) BEECN Journal". Formula is: =MAX(COLLECT({InspDateX}, {BEECNassetX}, [Resource Name]@row, {JournalTypeX}, "Reporting an inventory"))
4. Cache: Location - This is the location of the cache (not the BEECN site).
5. Cache: Location Property - The type of property owner where the cache is stored (school, park, private, etc).
6. Cache: Contact - The name (and title, if applicable) of the person who oversees the property where the cache is stored.
7. Cache: Contact Email - The email of the person who oversees the property where the cache is stored.
8. Cache: Contact Phone - The phone number of the person who oversees the property where the cache is stored.
9. Cache: Combination - The lock combination to the cache if a combination lock is applied.
10. 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):

1. Tickets: n=active _locked_ - 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". Formula is: =COUNTIFS({TicketsCloseDateX}, ISBLANK(@cell), {TicketsResourceNameX}, [Resource Name]@row)
2. Tickets: n=history _locked_ - The number of tickets issued on this resource for all time, including currently active ones. This data is pulled from "4.) BEECN Trouble Tickets". Formula is: =COUNTIF({TicketsResourceNameX}, [Resource Name]@row)
3. Resource Notes - Any special notes about this particular resource.

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 SmartSheet form.