Getting Started with the DEFEND System

Transcription

1 Getting Started with the DEFEND System DEFEND (DRI Employee Field trip Emergency Notification Delivery) is a system which automatically notifies individuals when DRI researchers, working in the field, encounter difficulties or emergencies and are unable to communicate that they need help. DEFEND uses information the user inputs to ensure they have made it back to their home, base camp, or other safe haven after working in the field. The system allows the user to input relevant information to indicate where they are going, when they will be returning or checking in at various locations, and who they are going to the field with. The following describes how to access, set up, and use DEFEND. Contents Registering & Logging In System Interface & Menu Getting Set Up o Colleagues o Locations o Trips/Creating a Trip Using DEFEND Registering & Logging In Before you can do anything on DEFEND, you must register as a user. In order to register as a new user, you must access DEFEND from a DRI computer. Once an account has been created, you will be able to access the system from outside the firewall. You can access DEFEND by going to There is also a link to the page on the DRI Field Safety Page within the EHS webpage. If you re having trouble locating the system, simply search DEFEND (all caps) on the internal or external DRI webpage. When you get to the home page, you ll see the screen below. First you ll need to register as a user by clicking on the button which says Register next to the Login button. This is also the log in screen. From here you can log in with you user name and password as you would with any web account. The next image displays the registration screen.

2 Registering on DEFEND is similar to typical registrations for other web accounts. Simply complete the fields with the required information and then select Register in the lower left hand corner of the page. Non-DRI s can be used for outside users, but for DRI employees, it is asked that you use your DRI . This helps colleagues to better be able to locate your information when wishing to add you to one of their trips and prevents cases of mistaken identity between users attempting to do the same. When you ve registered successfully, you ll be directed to the screen you see in the screenshot below. The system will send two s to the you ve entered when registering. The first confirms that the user name has been added. The next is an authentication . You ll need to open the authentication and click on the link within in order to activate the account. Once activated, you re free to log in at the log in screen.

3 System Interface & Menu Once you have logged in, you ll be at the Home screen. As you ll notice in the screenshot below, the system page has a menu bar along the top of the screen with various options to select. You ll also notice the message in the center of the screen which includes information about a recent trip, including an option to Click HERE to edit. This option can be used to edit trips, a detail we will discuss further in the Trips section below. Until you have created a trip, the message will state that there are no upcoming or recent trips to show. Once you have used the system to create a trip or have gone on trips using the system; it will indicate either the most recent trip you have gone on or an upcoming trip, depending on which is more relevant. The message will also indicate the trip s status as either Draft, Pending, Active, Late, or Closed. The Colleagues, Locations, and Trips sections will be discussed in more detail in their respective sections. But before we cover that, let s take a moment to go through the next paragraphs/screenshots to look at the other menu options pictured in the screenshot below.

4 Settings The Settings tab opens a page which displays your profile information. This is where you ll go if you want to edit your profile or change your password, as seen in the options in the upper right corner of the screen. Overview The Overview tab opens the screen seen in the screenshot below. The overview screen provides a brief overview of what the DEFEND system is and how it works. When looking for more common answers or information related to the system, this provides a quick reference.

5 Help The help page simply provides the contact information for the developers/administrators of the DEFEND system. In later versions, this could evolve into an automated or FAQ type tool seen in other common applications. Getting Set Up Now that you ve seen the basic format of the application interface, let s look at getting set up to use it. The next section of this document will describe how to input the information needed to create a trip and ultimately use the system including setting up colleagues, locations, and trips. Colleagues We ve decided to call the individuals who go to the field with you colleagues. As such, you ll need to know how to create or add colleagues to your profile so that you may list them as parties on your trips. To do so, simply click on the Create a New Colleague button on the Colleagues screen. (See next paragraph/screenshot for further information)

6 Once you click on the Create a New Colleague button, the following screen will open on your browser. You will see that there are various fields in which to input information on the colleague you wish to add, including several which are required fields (indicated by an *). Once, you have input the required information to add a colleague to your list of colleagues, click the Save colleague details button in the lower left corner of the screen. You will also see a Get colleague details from address entered button. This button allows you to automatically complete the colleague s information after having input only the colleague s , granted they are already a user/colleague within the system. (See next paragraph/screenshot for more information on this)

7 As was just mentioned; the system can search within itself to see if the colleague you wish to add exists, thereby retrieving their information to complete the required fields. Using the same programming, the system recognizes if someone you wish to add exists and will prevent you from duplicating or overwriting a colleague within the system. A message will pop up, as seen in the screenshot below, to let you know that the colleague already exists in the system. If this occurs, simply utilize the Get colleague details from address entered feature to populate the information and then add the colleague using the Add to my list of trip colleagues button which will appear in place of the Get colleague details button once the information has been populated. With colleagues, as well as with locations and trips, once they have been added to your profile, you don t ever need to add them again. You can re-use them and even copy and modify them (in the case of the locations and trips). So once your profile s set up with the colleagues and other information you ll need, it becomes quick and easy to use.

8 Locations Locations work in much the same way as colleagues. As you will see when you click on the Locations tab in the menu bar, the Locations screen is similar to the Colleagues screen. Once you ve created locations, they will appear as seen in the screenshot below. They include a location name, a description of that location, who created them, and even latitude, longitude, and a range from the specific coordinates that the location is considered to be. For example, if I had a location that was a certain latitude/longitude where I parked and set up, but sampled within a ½ mile radius of those coordinates, I would put the range for that location as 1/2 mile. In order to create a new location, simply click the Create New Location button in the center of the screen. When you do so, you ll see the screen in the screenshot below. Once you ve entered the desired detail for the new location, simply click the Save New Location button. Locations can have as much or little detail as desired, but should be specific enough to assist rescuers in locating field team members in the event of an emergency.

9 You may also notice the Click to Edit column on the right side of the locations table. You may edit any location by clicking on the box which appears to its right in this column. As when a location is created, you may edit any of the information in the Edit Location screen and then save it by selecting Save Changes. Trips/Creating a Trip Trips can be created from the Trips screen by selecting Add New Trip. Trips can also be edited in the same way locations are, by using the Click to Edit box which appears to the right of each trip on the trips table. Additionally, there is a Click to Copy column on the trips table. Clicking this box for a given trip will produce a copy of the trip which is identical in every way except that it will say -COPY in the trip name. This provides a quick, easy way to create new trips in the system, especially when the trips ae similar. As with the original trip, copies can be edited as needed. Until you have added trips, your Trips screen will look like the screenshot below.

10 Once you have clicked Add New Trip, the window pictured in the screenshot below will appear. The trip name, trip description, trip members, and trip segments are all required information. There are additional details and requirements within the Trip Members and Trip Segments sections that will be covered in the following sections. You will also notice the Emergency Contact Info and Trip Notes buttons near the top of the window. These open free-form text boxes in which pertinent emergency contact information, for example: the number for forest rescue services nearby your field work location, or specific trip notes, such as specific work activity or other information related to specific locations or otherwise, can be typed respectively. We will look at the other functions in the following sections.

11 Trip Members The Trip Members section includes a table that displays each trip member and their respective role. You ll notice that the table is auto-populated with the name of the person creating the trip and that they are assumed to be the Trip Leader. This is the default setting of the system. If you are setting a trip up for someone else, you can add them as a member and delete yourself using the Click to Delete option in the right column of the table. To add members to a trip, simply click on the Show Colleague List button in the upper right hand area of the highlighted section of the screenshot below. The next section will describe what to do next.

12 Once you have selected Show Colleague List, a window will appear displaying the colleagues you ve added to your DEFEND profile. You can then select them, as shown in the screenshot below, and click Add Selected Colleague(s) To Trip. Once you have done so, the colleagues will populate in the table in the Create New Field Trip window. If you look, you will see that they have. If you ve added all desired trip members, close the Colleague List window by selecting Close or clicking on the x in the upper right hand of the window, as you would with any normal webpage to close it.

13 Once you have added the desired trip members for your trip, you can assign them their respective roles. There are three roles which can be assigned. These are Leader, Member, and Buddy, which can be selected by clicking on the corresponding letter under the Change Role column. The leader is the person who will be responsible for closing out trip segments when team members have arrived at locations. The buddy is the person who will receive a notification if the trip leader does not close out a segment. Thus, the buddy must be someone not on the trip. The buddy must be capable of receiving, and noticing, s from the DEFEND system during the trip, and should know who to contact in the event that the trip leader cannot be reached and fails to check in/close out a trip segment. The buddy should also be capable of receiving texts or other communication from the Leader in the event that a trip Leader needs to modify trip information but is unable to access the system themselves to do so. The buddy is the only other person who can access the trip information and modify details besides the leader. As you ll see in the screenshot below, Morien Roberts has now been assigned as the trip leader, Ken Adams is a member, and Brian Fair has been changed to Request As Buddy. The reason Brian Fair s role is listed as Request As Buddy as opposed to Buddy is that all trip buddies must confirm that they are willing and able to serve as the trip Buddy prior to officially being listed as a buddy. The system sends s to trip leaders and buddies when a trip is finalized. The buddies get s requesting that they accept a role as a trip buddy. Once that has occurred, the status for the trip buddy changes from Request As Buddy to Buddy. The next section will cover how to create trip segments.

14 Trip Segments Trip Segments are added by clicking on the Show Location List button pictured at the bottom of the Create New Field Trip window. The next section describes what follows. After selecting Show Location List, the window seen in the screenshot below will appear. This window will include a table listing all of the locations you put into the system through the Locations tab. This window also allows the option to create a new location using the Create New Location button. Adding a new location is done the same way through this option as it is through the Locations tab. Once you have the locations listed in the table needed for your trip, simply click on the box to their right, under the Click to Select column of the table. Once this is done, click on the Add Selected Location(s) To Trip button. They will appear in the order you selected them. As you ll see in the next screenshot, for this trip, I selected Starbucks, Ice cream shop, Learnville, and Knowledgetown as the locations in that order. Though they do not appear in the table in that order, because I have selected them in that order, they will appear so in the Create New Field Trip window. As with the trip members, once you have selected to add the locations, you will need to close out of the Locations List window by clicking the Close button or by clicking on the x in the corner of the window.

15 You will see the locations listed in the order selected as seen in the screenshot below. Next you ll need to assign a start time for the trip. The only trip segment that MUST have a starting time is the first segment. The others can be left blank if desired, though completing them would provide better information for search and rescue if it were needed. You can select start dates/times by simply clicking on the blank space next to the trip segment in the column that says Starting to Destination and selecting the date and time from the calendar and time menu respectively. As you will see, the times are in a 2400 hour military-style format to prevent confusion between am and pm times. The times are in Pacific Standard Time and do not change depending on from where the system is being accessed. This is meant to provide a consistent time reference in the system.

16 Likewise, the times when you re expecting to arrive at locations can be selected by clicking in the blank space next to the destination under the Arriving At Destination column. All destinations MUST have an arrival date/time selected. As the system works by notifying others when you ve not checked in at a destination, it requires that, at least, your last destination be Armed. If you attempt to finalize a trip without having arrival times selected and/or without having the final destination set as armed, the system will give the warning shown in the screenshot below. You ll notice there are three statuses that can be assigned to a destination. These are: N for no check in required, A for armed, indicating that a check in will be required for the segment, and C which allows the user to close out the trip segment through this screen. The system sends s to the trip leader which allow the trip to be extended or closed through clicking a link in the . This as well as the details of the Alarm Delay and Delayed By columns will be discussed further in the tutorial on the system interface.

17 Once you have all the trip details entered, you have the option to Save Trip Draft, which simply saves a draft of the trip for later editing or finalization, or to Save finalized trip and request to buddies. When you select either, the Create New Field Trip or Edit Field Trip window will close, leaving you with the Trips screen and the current status of the trip. This is shown in the next screenshot. As mentioned, you can see that the Tutorial trip is showing Draft as its status. This is due to the fact that the trip Buddy has not yet confirmed they re able and willing to be the trip Buddy. You will see a message above the trips table stating An has been sent to your trip leaders and buddies. Once, they have confirmed they re able and willing to serve as the trip Buddy, the status will automatically change to Primed. See the next screenshot for more information on this. As you can see in the screenshot below, the trip status has changed to Primed. This tells you that the trip is ready to go. Once the start time for the initial destination is reached, the trip will change to Active. The trip will remain Active until the final segment is closed out or until a check in is missed, at which point, the status will become Late.

18 Using DEFEND For further information on how to use DEFEND, see the manual for The DEFEND System Interface. The tutorial goes more into depth about how the system generates s and the links and other information in the s that the user needs to utilize and be aware of.