Chronicler Incident Management Solution

Transcription

1 -COMMERCIAL IN CONFIDENCE- Chronicler Incident Management Solution MANUAL DISPATCHER ACCESS Developed by: Daniel Kuhn ChronoSoft Solutions Pty Ltd Authorised by: Daniel Kuhn ChronoSoft Solutions Pty Ltd

2 Contents Version Control...3 Introduction...4 Getting Started...5 Top Navigation Bar...6 Weather...6 Alerts...6 Messaging...8 User Menu...8 CAD Screen Active Jobs Creating a new job Additional Required Details Updating a Job Jobs created via SMS Printing an Incident Linking Incidents Ending a Job Searching and Re-opening a job Schedule Future Incidents Manage Existing Crews Create New Crews Statistics Screen Data Export Mapping Page 2

3 Version Control VERSION DATE AMENDED BY /07/2016 Daniel Kuhn /07/2016 Daniel Kuhn /07/2016 Edward Swete Kelly /07/2016 Daniel Kuhn /12/2017 Daniel Kuhn /07/2018 Daniel Kuhn /07/2018 Daniel Kuhn /07/2018 Daniel Kuhn Page 3

4 Introduction Welcome to Chronicler incident management and control application, Chronicler is designed to; Allow instant recording of all types of incidents Ability for multi organisational dispatch and response Multiple users with various locations to update incidents at the same time Live statistical reporting Immediate notification and updates of incident via SMS and Multi access levels Ability to manage operational staff Complete auditing and accountability GPS tracking of resources This application has been tested on Firefox version 61, Chrome version 67 and Microsoft Edge; the three most popular internet browsers. Firefox and Chrome are both freely available browsers that can be installed on any operating system. If you are using another type of browser and experience any connection issues, please download either Firefox or Chrome. ChronoSoft Solutions recommends using Firefox. Chronicler utilises JavaScript which will need to be enabled (the default setting on most devices) for some of the functions to work as expected. Several reports are presented as PDF files; therefore, a PDF reader is required, we recommend the latest version of Adobe Acrobat Reader. Other PDF readers may work but have not been tested. This document outlines the different screens available throughout the application, there are multiple access levels within the application so not all options will be available to all users. Page 4

5 Getting Started To access the application, all you need is a device with an internet connection. You can navigate through one of the previous mentioned supported browsers to the provided address; throughout this manual we will be using a testing site. Once there you will be presented with a login screen as shown in Figure 1. Figure 1 Login Screen Enter your username and password in the appropriate field and click on the sign in button. If have forgotten your password, click on the Forgotten Password link. The will open a page which will allow you to enter your username, click on Reset Password and the system will send an associated with that username as shown in Figure 2. Figure 2 Reset Password Page 5

6 Top Navigation Bar Once you have logged into the system, you will see the top navigation bar as shown in Figure 3. This is where you can change between the CAD, Stats and Map screen. Figure 3 Top Navigation Bar Weather If enabled by your administrator, there will be a weather widget displayed on the top navigation bar to the right of the clock. If you click on the weather, it will display the latest weather data as shown in Figure 3.1a Figure 3.1a Weather Alerts You can also see any current Alerts or create your own if needed. When there is an alert, the area around the word alert will turn red as shown in Figure 3.1b. Figure 3.1b Alert To create your own alert, click on the down arrow and select Add Alert as shown in Figure 3.2. Once the text box opens, (Figure 3.3), enter the Title and Message and click Add - The alert will now appear on all user s screens. Figure 3.2 Add Alert Page 6

7 Figure 3.3 Add Alert Text Box To remove the alert from you screen, click on the down arrow and click on the trashcan. To keep the alert, but to knock the alert down (remove the red colour), click on the star. Figure 3.4 Alert Details Page 7

8 Messaging If you need to send out an SMS to all crews or even just a select number, click on the down arrow and select Crew Broadcast SMS as shown in Figure 3.5. Figure Messaging This will open a Crew SMS Broadcast window (Figure 3.6), you can either select all crews and select them individually. You will notice not all crews are listed, this is because not all crews have a mobile number registered against them. Once you have selected the crews write the message and click Send Message. Figure 3.6 Broadcast Crew Message box Now if you click on the drop down arrow with Messaging, you will see the message we just sent in Figure 3.7. Figure 3.7 Recent Messages User Menu The last item on the navigation bar is the user menu as shown in Figure 3.8. With this menu you have the ability to hide the Job section of the CAD screen and or the ability to hide the Crews section of the CAD screen. The reason you way wish to do that is if you are only logging jobs, so you don t need to have the crews or active jobs always visible. Figure 3.8 User Menu Page 8

9 The user menu also has this manual and any reference documents an administrator may have uploaded. Under Account Details, is where you can update your address and change your password (Figure 3.9). To update your password, you need to know your current password. If you don t know your password, you will need to ask an Administrator to change it for you. Figure 3.9 Recent Messages And finally, on the user menu there is the logoff link, which will return you back to the login screen. Page 9

10 CAD Screen Once you have logged into the system, the initial page you arrive at is the CAD (Computer Aided Dispatch) screen, as shown in Figure 4.1. Figure 4.1 CAD screen This is the page in which you will create and update all incidents, as well as attach, manage and communicate with all resources. In a summary, the CAD page is broken up into the 3 columns / sections; 1. The first (left) column will show your active jobs 2. The second (middle) column is where you can; o create a new job o update an active job o search for a job o schedule future / reoccurring jobs o request assistance for other agencies o create new or view previous forms o view images added to and upload related document information o linked related jobs o enter specific customer forms o add additional require details 3. The third (right) column is where you can manage existing crews or create new crews if required. Page 10

11 Active Jobs The active jobs are all shown in the first column, as shown in Figure 4.2. It is a summary of the current active incidents and shows the priority, job number, status, last time the job was updated, job location, problem type and any crews currently assigned to the job. The highlighted job in Figure 4.2 indicates I have selected that job to view. Figure 4.2 Active Jobs List You can filter the active job list by a specific Job Type or a job located in a specific zone, just click on the filter button to view the drop-down menu and select / deselect the Job Type and or Zones as required (Figure 4.3). If you quickly want to filter / search for a job, you can type in the text box beside the filter button. This will filter base on an text in the job. Figure 4.3 Job Filter Page 11

12 By default, the system will list the jobs in order of priority level. If you want to change the order simply click on a column heading (Jobs #, Status, etc.) to put it in ascending order. To reverse the order simply click on the column heading again. The different colors indicate the different priority level; Colour Priority Level Red 1 Urgent Yellow 2 High Green 3 Normal Blue 4 Low Below in Figure 5, is the same list of active jobs, but with the order showing them in ascending job numbers. If we wanted to view the latest jobs, we would just click on the Job# heading to reverse the order. Figure 5 Re-ordered Active Jobs List Creating a new job To create a new job, just start filling out the fields within column 2, as shown in Figure 6. If you already have a job open, just click on that job from the active jobs list and it will go back to the new job screen to allow you to start entering a new job. Alternatively click on the Close button at the top of the already opened job (Figure 8) to close it so you can enter a new job. Page 12

13 Figure 6 New Job To start select a problem type from the drop-down list. Once you have selected the problem type press tab or click to problem description to see a list of associated problem with that type. Once you start typing it will automatically filter for you, as shown in Figure 7. Figure 7 Select a Problem Type Once a problem type is selected, it will automatically assign a pre-determined priority level, to change the priority level click on the drop down menu. Press the Tab key again to move across to the location field and all the pre-populated locations will be displayed. Once again, as soon as you start typing the location name, the list will filter to make it easier to select the correct location, as shown in Figure 8. If you have not been provided with a problem, simply enter TBA so you can create the job as this is a required field. Page 13

14 Figure 8 Select a Location If the location isn t entered, and the address can be geo-located (street address or known place), enter the address and click on the cross hairs icon beside the address to geo-locate the address, as shown in Figure 8.a. This will update the Lat / Long coordinates if available. Figure 8.a Geo-locate an address Page 14

15 After you select a location the system will automatically create the job. If a latitude & longitude or grid references has been provided it will also populate this data. If you have not been provided with a location, simply enter TBA so you can create the job as this is a required field. As the new job is created it will also display two sets of timers for the job under the initial job details. The first timer is how long the job has been created, the second timer is how long since an update was last applied to the job. Both timers are displayed in the format of Hours:Minutes:Seconds as shown in Figure 9. Figure 9 Job Timers You will also notice that there is a field to enter a person s gender and age, these are not mandatory fields as not all jobs will involve a person. If you are provided with this information during the job, enter it into these fields, as the application will be able to provide detailed reports with this information. There is also what we call an optional field displayed as Ticket No., there can be up to 4 optional fields set. Once again this is to collect additional information that can be searched / reported on in the future. Also, If we have ticket number, this can be linked to the patron ticketing information to pull out important information like next of kin or medical information if it s at all collected. There is also fields to enter / display Grid References and Lat / Long Co-ordinates Page 15

16 The next part of the job screen is the notes, here is where notes; entered by dispatchers automatically generated by the system entered on behalf of crews are recorded. The system automatically time stamps when the note was entered and by which operator / crew for accurate auditing purposes, as shown in Figure 11. Figure 11 Notes Section The notes are displayed in reverse chronological order with the latest notes at the top. As you can see the first note of this job is grey and italics. Notes displaying grey and in italics are automatically generated by system, notes displayed in black and normal font type are entered by a user. This easily identifies that is was the system that automatically entered the job notes. You can see the gender was updated to Male and the system automatically put in a time stamp audit log which is why it is in italics. The 2nd note is one that has been entered manually by a user so it s in a normal font. To enter a note simply type it in the new note field and press enter. It will append it to the notes section, if a crew is assigned to the job and they are providing information, simply click on the drop-down list to the left of the new notes section and select the crew providing the update. As shown in Figure 12, Medical 1 provided a radio message, so I clicked on the drop-down arrow where it had my name and selected Medical 1. Now when you enter a note it will automatically identify it was a crew and not the operator that provide the information as below. Page 16

17 Figure 12 New Note Entered The next part of the job screen is where you can add assistance from other agencies. As each agency can only view their own jobs, you need to add an assistance to share your job. Simply select the appropriate agency from the drop-down list and click on the add button, as shown in Figure 13. You will notice the agency will be listed on the job under the assistance heading. Once this has occurred the other agency can edit the job including deploying their crews. If the other agency no longer needs access to the job just remove the assistance by clicking on the X beside the agency. Figure 13 Job Assistance To assign a crew, simply hover over or select an available crew to dispatch from the right-hand column. You will see there will be a dispatch item appear, if you want to select a different status, just click on the drop-down arrow to select the appropriate initial status for the crew - as shown in Figure 13. Page 17

18 Figure 13 Assign a crew As you can see there is a drop-down menu on the dispatch option, this displays a responding, on-scene, transporting and at destination option. Normally you would click on dispatch to sign the crew initially to the incident, but in cases like field-initiated jobs, there will be times you will just automatically mark the crew on scene. Once you click on a status the crew will be added to the list of assigned crews at the top of the crew column, as shown in figure 13.a. Figure 13.a Crews Assigned To change the status of an assigned crew, just hover over the crew and the next status option in order will appear. You can clear a crew from the incident at any time, simply by clicking on the Clear Crew button. Figure 13.b Change Crew Status Page 18

19 If you need to send a notification to a specific crew or to all the crews attached to an incident. Click on the SMS crews button, which will be displayed in the Message section of the Navigation Bar. Please note that only crews with a mobile number attached will display in the below SMS Crews window. Simply type the SMS in the box provided and click on the Send Message button, as shown in Figure 14. You can easily add; job problem, job grid, job location and position to the SMS by clicking on the provided buttons. Figure 14 SMS Crews If you have assigned crews and those crews are using the ChronoLink mobile phone application, they can update their own status directly off the application. They can also upload images directly relating to that job from the application to the job. If any images have been uploaded these will appear directly under the Assistance section of the job screen, as shown in Figure 17. Just click on the thumbnail image to view it in real size. Figure 17 Images Uploaded You as an operator can also upload images to the job if required. Just click on the word Click to select file and this will open a window to select the file. Once you have selected the image just click on the add button and the image will be uploaded. Alternatively, you can also take a photo of an item from your webcam, just click on the drop down and select Webcam. Click on capture and the video from your webcam will be displayed, click on capture to take the photo, both options are displayed in Figure Figure 17.1 Add an image Page 19

20 The next section, Related Documents, is where you can record a reference about reference document that pertains to the job. You can upload the reference document if you have it. As per my example shown in Figure 17.2, I have not uploaded the reference document. But if you wish to, it s as easy as clicking on the Upload link and as per uploading an image you just select file. Figure 17.2 Related Documents The final section is the Related Jobs section which is explained in more detailed within the Linking Incidents section of the manual. Additional Required Details Certain Agencies have additional details required for some or all of their problems types. If you create a job that requires additional details, a window as per Figure 18 may appear automatically on your screen. If you close the form by mistake, or if there are multiple Additional Required form to complete. You can click on the details button at the top of the job (Figure 19) to bring up the Additional Required Details form(s). Figure 18 Additional Required Details Window Figure 19 Details Button Page 20

21 When you complete the require details form, the information is then added to the job notes as below in Figure 20. Figure 20 Required Details Job Notes Updating a Job Once a job has been created, you can switch between any of the active jobs by just selecting the relevant job from the active jobs list. Once the job is showing in your middle column you can make any changes as required. All changes will create an automatic entry in the notes with the user time stamped as previously demonstrated. Jobs created via SMS If enabled for your event, jobs can be automatically created by SMS from event patrons. All SMS jobs that come in are given the job type of SMS and the problem description and location are also set to SMS Message with a normal (green) priority. Figure 21 Job created by SMS Message SMS jobs have a slightly different User interface for SMS Messaging to simplify the conversation back to the person initiating the job. As per Figure 22, instead of seeing the Job Notes there is a Conversation section. Figure 22 Conversation Section Page 21

22 The job notes can still be accessed, just click on the notes greyed out link beside Conversation as circled below in Figure 22.1 Figure 22.1 Notes Section To reply to the job created by an SMS message, under the conversation where the job notes text box would normally be. There is a text box called message text, this is where you can type the reply message. We can also setup standard message replies, if they have been created they will appear in a drop-down box above the message text box as shown in Figure Just type or select the reply into the message box and press enter, this will reply as an SMS to initiators mobile and will display clearly in the conversation section, as shown in Figure Figure 22.2 Message Box Page 22

23 Figure 22.3 Message Reply You must to change the job type from SMS and the problem description from SMS Message before the system will allow you to close the job. This is by design as all SMS jobs, even accidental jobs should be correctly assigned. In this example I would change the Job Type to Security and the problem description to Intoxication. If we click across to the Notes Section, you will see all the actions have been timestamped just like any other job (Figure 22.4). Figure 22.4 Notes Section One important thing to add with an SMS Job, if the job is completed and closed and the person who initiated the job replies. Instead of creating a new job, the system will re-open the job and it will reappear in the active jobs screen with a status of re-opened (Figure 22.5). In this case you can just reclose the job is not further action require from the replied message. Page 23

24 Figure 22.5 Re-Opened Job Printing an Incident You can at any time generate a full log of the as a PDF document that you can save and or . At the top of the job notes section on the job screen, if you click on the Print button (Figure 23.1) this will generate a full log on the job as shown in Figure 23.2 Figure 23.1 Print Button Page 24

25 Figure 23 Log of an Incident Linking Incidents You may be required to link multiple incidents together for a variety of reasons. To do this, simply open a job you want to link to another job. At the bottom of the job the last section called Related Jobs, as shown in Figure 24. Figure 24 Related Jobs Page 25

26 Just click on the Add button and it will open a search box, as shown in Figure 25. Type in the relevant search criteria to find the job, once you have the job displayed click on the job and it will mark the job as related (Figure 26). Figure 25 Search Box Figure 25.1 Jobs Related Ending a Job To end the job, you must click on the drop-down menu on the Close button and select End Job as shown in figure 26. Don t just click close if you are wanting to end the job as closing a job just closes the screen but, leaves the job active as previously mentioned. Figure 26 End a Job Please note that you need to ensure you have entered the following before the system will allow you to end the job; Job Type If the job type was set to SMS, if must be updated Problem If the problem was set to TBA or SMS Message, it must be updated to a correct problem type Location If the location was set to TBA, it must be updated to the correct location If these aren t updated, you will be prompted with a notification to update the invalid field before you can end the job as shown Figure Figure 26.1 Invalid Field Page 26

27 Searching and Re-opening a job To search for and re-open a job, click on the search button at the top of the middle column and it will open a search box with multiple search parameters you can search from. You can add multiple search criteria as you want. This is the same search box (Figure 25) as discussed in the Related Jobs section on the previous page. Enter in a search criterion to locate the job, once you have the job displayed click on the job to open it. Once opened, you can edit the job. This hasn t re-opened the job, you are just viewing / editing the job. If you hit close the window will close and as the job wasn t been re-opened it will not appear in the Active Jobs Screen. If you want to reopen the job and have the job in the active job list, click on the Reopen Job button located under the closed menu item, as shown in Figure 27. Figure 30 Re-open a Job Schedule Future Incidents You may wish to create a scheduled incident as a daily, weekly or monthly task to appear for predetermined jobs and reminders. To create a schedule job, click on the Schedule button at the top of the job screen. Once you click on the Schedule button at the top of the middle column, a window will appear displaying any current scheduled tasks, as shown in Figure 31. Figure 31 Schedule Job List You can either open an already scheduled job by clicking the job from the list, or you can create a new scheduled job by clicking on the Add button. Once you click on the Add button the schedule a new incident option will appear, as shown in Figure 32. Page 27

28 Figure 32 Schedule an Incident Select the Repeat options which is relevant to you if you select none, this incident will be created just once. Daily will result in a job being created every day and weekly and monthly will create them weekly and monthly. Select the time, you want to the incident to generate. ***Please Note - If you don t select a time, the system will create the incident every minute.*** Next, select the date period you want the incidents creating, in the example shown in Figure 32 there is a date entered in the To field (end date), so this job will be created daily at 12:00 from the 7 th July to the 10 th July. Once you have set the repeat options and the date and time, the system will show you when the next five instances the system will generate the scheduled job for, so you can ensure you have set the correct options. Next enter in the information about the job, this is the same information you enter when creating a job. Once you have finished entering the information, the system will add the scheduled job in the schedule list from Figure 31. As mentioned previously, you can modify these scheduled jobs at any time by selecting the job from the schooled jobs listed. Click on the Done button once you have finished to return to the CAD screen. Page 28

29 Manage Existing Crews The third and final column of the CAD screen displays all your crews and any Outside Agencies. The difference between a crew and an outside agency is a crew is a resource that you control, whereas an outside agency is really just a generic role, so you can attach them to a job if required. With the Crew list, the crew name, their status, the job type they belong to, the last time they were updated with an action and the job number if they are attached to a current job as per Figure 33. Figure 33 Crew List As with the Active Job list, you can sort this list by clicking on any of the column headings. The default order is by the crew name in ascending order. To change specific information on these crews, double click on the crew and it will open a crew management windows as shown in Figure 34. You can perform the following tasks within this window; Assign Crew Members Assign mobile number and selcall against the crew members Indicate if the crew member are primary contacts of the crew Primary contact receives crew SMS s Assign an EventLink ID against the crew (GPS Tracking and Live camera streaming) Add notes to the crew Review any system generated notes against the crews Add Resources to the Crew If GPS tracking enable, view their GPS activity Please Note, you can not rename or delete a crew from this management window. This is done by design and can only be done from the database. Page 29

30 Figure 34 Crew Management Window From the top of this crew management window, it displays the crew type, current status and the ChronoLink autogenerated access code. Figure 32 Page 30

31 This ChronoLink access code is what a crew requires to login via the ChronoLink mobile application. To regenerate the access code, click on the round circular arrows beside the access code. To send the access code as an SMS to crew members, click on the mobile phone icon beside the round circular arrows. Please note, you need to ensure that the crews members are assigned as primary to receive the SMS notifications as previously discussed. If the crew if using the ChronoLink application they can turn on their mobile GPS to track them, alternatively they may have a physical GPS tracker that can be supplied. If they do have the GPS tracker, you will need to enter the IMEI or EventLink ID from the unit into the EventLink ID field (Figure 32.1) to link the tacker to the crew. The GPS locations will then be entered into the Latitude and Longitude fields; you can also manually enter them against the crew. The next section has the latitude and longitude GPS details and EventLink fields (Figure 32.1). Figure 32.1 Below the Latitude, Longitude and EventLink ID fields, there is the Crew Members section. This section is where you can enter members who are assigned to this crew, as shown in Figure 33. Just enter their details and assign if they re the primary member within the crew and click on the add button. Please note that multiple members can be marked as primary for a crew. Figure 33 Enter Crew Members The next section displays notes recorded against that crew, as shown Figure 34. As per the notes section within the job screen, any action related with the crew will automatically be entered this log along with the user and timestamp. You can enter a note against the crew yourself by entering it into the new note box and pressing enter. Figure 34 Crew Notes Finally, you can add resources against a crew by typing in the text box and clicking on the add button, as shown in Figure 35. If you want to mark the crew out of service, click on the button as displayed and to close the window click on the Done button. Page 31

32 Figure 35 Resources Create New Crews To create a new crew, simply click on the plus button beside the crew heading as shown in Figure 36. This will open a window where you can enter to add an additional crew, as shown in Figure 37. Type in the call sign, their Type (Agency the crew belongs to, you will most likely only be able to select your own agency) and a selcall / radio ID if required. Click on the Done button and the new crew will appear in the list. Figure 36 Create Crews Figure 37 Create Crew Windows Statistics Screen Click on Stats in the Top Navigation Bar to view all event related statistics and reports. The stats screen is designed to be displayed on a dedicated monitor, display or projector. This screen will display a summary list of all active incidents in a table as well as provide stats of all or a specific period (Figure 38). The columns can be sorted in which ever order you prefer as per the previous screens. Along with the ability to view stats within a specific time period and or specific agency. Page 32

33 Figure 38 Stats Screen To select a specific type, select the types you wish to view from the drop-down menu items located under the type menu, as shown in Figure 39. Figure 39 Change Type / Time Period If you wish to select a specific time interval, click on the interval menu to select the time interval. Figure 39.1 Change Interval Period Page 33

34 Data Export On the stats screen, there are also several different export options for your data, depending in what format you need it in. The 4 main export options are; Job CSV This exports basic details of your job in a running spreadsheet Job Logs The will generate a zip file of all your jobs PDF s. The same PDF format as when you click on the Print button in the job screen Current Stats Generates a 5-page PDF summary of stats Job Report Generates a detailed job report in a word document so you can edit the document Depending on what additional features that are enabled, you can also export; Weather CSV Generates a spreadsheet of the weather data throughout the duration of your event Custom Forms Export PDF forms and form summary spreadsheet into a downloadable zip file epcr s Export medical epcr records for your patrons To export your data, click on the Export drop down menu and select the appropriate export you wish to run as shown in Figure 40 Figure 40 Export Options Page 34

35 Mapping To access the integrated mapping click on Map in the Top Navigation Bar. This will open a mapping window (Figure 41), which is designed to be displayed on its own monitor, display or projector. Chronicler uses its own mapping server which allow complete integration with the follow features; Upload image overlays so you can overlay your site maps, etc Crews showing the live location with the Integrated GPS functions Create zones, this can also be set to create alerts if live crew location enters / exists the zones Draw paths Turn Markers on or off for crews, jobs and locations To turn on or off the specific layers, click on the layer image (circle in red Figure 41), and select the layers you wish to see (Figure 42). Figure 41 Mapping Screen Page 35

36 Figure 42 Layer Options You can zoom in and out of the map by using the scroll wheel on your mouse or by clicking on the plus or minus button on the top left-hand corner of the mapping window (Figure 43). If you need to move the map, simply use your mouse, click and drag the map as you need. You can also search for an address or location by clicking on the magnifying class button and entering in the address or location (Figure 43). *The feature is currently only enabled for Australian data. Figure 43 Map Zoom and Search Page 36