Overview. Disaster Preparation & Response Webtool User Guide Page 2 of 8

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1 Disaster Preparation & Response System User Guide

2 Overview This system was designed to help community responders understand what each agency needs in order to provide timely assistance in a disaster recovery situation. After a disaster, agencies that provide post disaster status information will have the opportunity to also request help to get them back to providing services to their clients as soon as possible. The system also allows community responders to know which agencies are operating and can help provide additional disaster services to others. Community responders will be able to view help requests and then determine which agencies they can provide assistance to. Not all requests for help will be able to be answered and resolved. But this system provides the agency with an outlet to request whatever help they need an outlet that will be seen and evaluated by community responders like the United Way and others. Disaster Preparation & Response Webtool User Guide Page 2 of 8

3 Accessing the web tool 1. Log on to the Internet 2. In the address bar, type At the log in screen, click the Register Now button and register your program. 3. Enter all the requested data, then hit submit 4. Once you have submitted your request, the system administrator will approve your request and you will receive and notification. 5. Log off, return to the home page, then log back into the system Agency Primary Functions The information that you entered when you registered you agency will be listed in the contact information header at the top of the screen. Add a Site Pre-disaster survey Post-disaster status Request help Add a site This will allow you to add the branches or program sites for your agency. Enter the data as requested. Please note that the emergency information fields are required. Disaster Preparation & Response Webtool User Guide Page 3 of 8

4 Pre-disaster survey A survey will need to be completed for each site you enter into the system. Click the Select button next to the site to complete the survey. Under the Our agency can provide section: 1. Under Resource Name click the drop down box to view a list of resources. 2. If there is a resource your agency can provide, after you have provided for all your programs, select it. (i.e., bottled water) 3. Enter the resource quantity that you can share with others. (i.e., 4) 4. Enter the unit of measure, if it applies (i.e., case of 24) 5. Under the resource description, if you wish to further explain the resource, you can enter a description. 6. Hit Yes, this will save there resource information you just entered. Disaster Preparation & Response Webtool User Guide Page 4 of 8

5 Under the Resources Already Updated section; this shows the resources you have previously entered. To make a change or to edit the resource: 1. Click the Edit button. 2. Under Resource Available, change the status to Yes or No if it has changed. 3. Edit the resource quantity, unit of measure, and/or the resource description, if needed. 4. To capture the changes, click the Save button. The Resources to Add is used to capture additional items that your agency can provided that may not be already listed in the Resources section. 1. Type in the new Resource Name 2. Enter the resource quantity that you can share with others. (i.e., 4) 3. Enter the unit of measure, if it applies (i.e., case of 24) 4. Under the resource description, if you wish to further explain the resource, you can enter a description. 5. Then click the Insert button 6. Please note, the new resource has to be approved by the system administrator before it will show up on the list of available resources for other agencies to select. Once you have completed the three sections, click the Complete button. Post-disaster status After a disaster, you will need to complete the Post Disaster Survey. This is to inform the Community Responders of your status in terms of what you have available and your needs for your clients. The system administrator is responsible for activating and deactivating disasters. Under the Select the Disaster drop down box, select the disaster you are reporting on, and then click Submit. Disaster Preparation & Response Webtool User Guide Page 5 of 8

6 Step 1 Instructions: 1. You will need to enter/update the information for all the remote sites. 2. Click on the drop down arrow to select the remote site you are updating. 3. Please answer the questions to the best of your knowledge. 4. Once you have made all the changes, click Site Update. 5. The last updated information will be listed below the site update section. Step 2 Instructions: Please refer to Appendix 1 for a list of the post disaster questions. Once you ve answered all the questions, click the Agency Update button. You answers will be saved and made viewable to the Funders. Disaster Preparation & Response Webtool User Guide Page 6 of 8

7 Request Help Note: you must complete the Post-disaster survey before continuing to this section. After a disaster, there may be items that you need for your clients. In this section, you are able to request resources for your headquarters and/or site location. Under the Resources Needed section: 1. From the drop down list, select the Site Name. This list will only show the sites that you previously entered under the Pre-disaster survey. 2. Under Resource Name, select the resource needed. 3. Enter the resource quantity that you can need to provide to your clients. 4. Enter the unit of measure, if it applies (i.e., case of 24) 5. Priority allows you to specify the timeframe for which the item is needed. Immediate need = same day Near term = within two days Long term = within the week 6. Under the resource description, if you wish to further explain the resource, you can enter a description. 7. Click the Resource Needed button to save your request. The VOAD funders and community responders will have access to see the list of your requests in addition to the requests of other agencies. The Resources Already requested section will display the list of items you have requested particular to this disaster incident. 1. The Status column will show one of the following labels: a. Accepted the community responders have accepted the responsibility to fulfill this request. Click on this button to get the details. b. In Progress the community responders have started working on fulfilling this request. Click on this button to get the details. c. Partially Resolved -- the community responders are working on fulfilling this request. Click on this button to get the details. d. Requested your request has been submitted and is in the queue waiting for a response. Disaster Preparation & Response Webtool User Guide Page 7 of 8

8 e. Resolved the community responders have resolved this request. Click on this button to read the details and respond in a timely manner. f. Unable to resolve the community responders are not able to fulfill this request. For complete details, click this button and read the comments section. 2. The Action column will allow you to either Delete or Edit that requested resource. The Resources to Add section is used to capture additional items that your agency can provided that may not be already listed in the Resources section. 1. Type in the new Resource Name 2. Enter the resource quantity that you need for your clients. (i.e., 4) 3. Enter the unit of measure, if it applies (i.e., case of 24) 4. Under the resource description, if you wish to further explain the resource, you can enter a description. 5. Then click the Insert button 6. Please note, the new resource has to be approved by the system administrator before it will show up on the list of available resources for other agencies to select. Other functions Agency profile section will allow you to edit the contact, address and phone number information for the agency headquarters and remote sites. Personal profile section will allow you to edit the contact name, address and phone number for the registered user of this system. Technical Support If you need assistance with this web tool, please contact Merline Leonce at Please be seated in front of the computer with the web tool open when you call. Disaster Preparation & Response Webtool User Guide Page 8 of 8