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Emergency Preparedness Resource Inventory (EPRI): Administrator's Guide

Public Health Emergency Preparedness

This resource was part of AHRQ's Public Health Emergency Preparedness program, which was discontinued on June 30, 2011, in a realignment of Federal efforts.

This information is for reference purposes only. It was current when produced and may now be outdated. Archive material is no longer maintained, and some links may not work. Persons with disabilities having difficulty accessing this information should contact us at: https://info.ahrq.gov. Let us know the nature of the problem, the Web address of what you want, and your contact information.

Please go to www.ahrq.gov for current information.

Chapter 3: Setup and Customization

Overview

Before EPRI can be used, the EPRI Administrator must set up EPRI and customize it. This chapter describes the six tasks involved in customizing EPRI. These are:

  1. Creating one or more "Resource Groups," which are the building blocks of the inventory data entry pages on which EPRI users will enter inventory information.
  2. Linking "Location Types" to Resource Groups, to ensure that different types of locations see the correct inventory data entry page.
  3. Specifying geographic information (city, county, State, and ZIP code names) about your area, to ensure that consistent geographic data are entered.
  4. Entering address and contact information for locations that will be providing inventory information.
  5. Verifying that the inventory data entry screens include the desired resources.
  6. Customizing the EPRI login and home pages, to provide important information that you want to communicate to the public and to EPRI users.

Once these six tasks have been completed, the EPRI Administrator will be able to enter inventory data for any of the locations entered in Task 4. If the EPRI Owner or Administrator would like other persons to either enter or access inventory data, additional EPRI user accounts can be created (go to Chapter 4, User Roles and Registration).

The six setup and customization tasks do not need to be performed in sequential order.

  • Tasks 1, 3, and 6 are not dependent on other tasks being completed.
  • Task 2 can begin only after Task 1 is completed.
  • Task 4 can begin only after Task 3 is completed.
  • Task 5 can begin only after Tasks 2 and 4 are completed.

The amount of time it will take to complete these six steps depends on the number and variety of locations that will be asked to provide inventory information and, in particular, the extent to which staff at these locations are engaged in the process of deciding what resources to track in EPRI, which is the focus of Task 1.

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Common Features on EPRI Web Pages

The Web pages used to customize—and operate—EPRI share a number of common features and functions, which are described below. In addition to these common elements, individual EPRI Web pages have specialized functions that are described elsewhere in this Guide or the EPRI User's Manual.

The illustrative Location page (Figure 3.1) shows the common features and functions explained below.

  • Search. Above the tabular data shown on EPRI Web pages are one or more text boxes or dropdown lists, as well as a Search button, that are used to list only specific records in the data tables. To "undo" a search and display all records, clear the choices in the text boxes/dropdown lists and then select Search.
  • Add new. Above the data records is an "Add New" link for adding a new record.
  • Sorting. The records in the data table can be sorted by selecting on any of the column headings.
  • Edit. On the right-hand end of each row is an edit icon, which enables you to change any information about the record.
  • Delete. Records can be deleted by selecting the delete icon (X) at the far right-hand end of each record. A record cannot be deleted if that information is used elsewhere in EPRI. For example, a "city" cannot be deleted if one or more locations are in that city; a "resource" cannot be deleted if inventory data on that resource is in EPRI.
  • Page navigation. At the bottom left-hand corner of the data table are page navigation controls for moving to the previous or next page of records.
  • Records per page. To the right of the page navigation controls is a text box for changing the number of records per page, and a "Change" keyword for effecting that change.
  • Download. To facilitate customized reporting outside of EPRI and data sharing with other systems, records displayed in the data table can be downloaded by selecting either the "Spreadsheet" or "XML File" keyword at the bottom of the data table.

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Task 1: Create Resource Groups

A Resource Group is a collection of one or more resources (go to "Resources" and "Resource Groups" in Chapter 5). A Resource Group is used to create an inventory data entry screen. In addition, a Resource Group must be specified when an EPRI report is run or when an emergency request for information is made (go to Chapter 4, "Facilitating Report Generation and Emergency Requests").

EPRI comes pre-loaded with approximately 200 different resources. that are either part of the HAvBED system or the AHRQ Surge Model (go to Chapter 5). You can use these pre-loaded resources to build Resource Groups or you can create your own resources (go to Chapter 5, "Resources"). Whenever possible, use resources in EPRI that have gone through the NIMS or a State-level typing process.

How many to create: some options

The number of Resource Groups the EPRI Administrator creates depends on what types of locations will provide inventory information and how the resources to be inventoried vary across those types of locations. There is no limit to how many can be created.

Here are three of many possible scenarios for how many Resource Groups might be created.

  • Scenario 1 (a single Resource Group). If all locations being asked to provide inventory information for EPRI will be asked about the same resources, then only one Resource Group is needed. That Resource Group will contain all the resources that will appear on the inventory data entry page.
  • Scenario 2 (a Resource Group for each different type of location that is providing inventory data). If you want hospitals, health departments, and emergency management agencies to report on different resources, you would create three Resource Groups: one for hospitals, one for health departments, and one for emergency management agencies.
  • Scenario 3 (Scenario 2, plus you want both State-wide resources and region-specific resources). In this scenario, a State-level agency wants to use EPRI to collect resource inventory data from all hospitals, health departments, and emergency management agencies in the State. In addition, regional coalitions would like to use EPRI to collect information on additional resources of interest to their coalition. Suppose there are two regions in your State, Region I and Region II. You would then create six Resource Groups: for Region I hospitals, Region II hospitals, Region I health departments, Region II health departments, Region I emergency management agencies, and Region II emergency management agencies. Each of these six Resource Groups would contain both State-wide and region-specific resources. For example, the Region I hospital Resource Group would contain the resources that the State agency wants to collect from all hospitals as well as the resources that the Region I coalition wants to collect from hospitals in Region I.

A particular resource can be in several Resource Groups.

Instructions

To create a Resource Group:

  1. Select "Define Resource Groups" under the Resources keyword.
    • The Resource Group page (Figure 3.2) shows a table with one line for each Resource Group in EPRI, with summary information about the Group, an Edit icon, and a Delete icon. EPRI comes pre-loaded with Resource Groups. that align with the AHRQ Surge Model (go to Chapter 5 and Figure 3.2).
  2. Select "Add New Resource Group."
  3. In the popup window (Figure 3.3), check off all the resources that you want to include in the Resource Group. Select the check box to the left of the red circle to select all resources associated with the Resource Type (go to Chapter 5, "Resource Type"). Select the red circle for the list of resources associated with the Resource Type and to select some (but not all) of the resources.
    • Note: the Resource Types and Resources shown in Figure 3.3 include HAvBED and AHRQ Surge Model resources (go to Chapter 5).
  4. Give the Resource Group a meaningful name and, optionally, enter a description of the Group. For example, in Scenario 2, described above, you might use the following names:

    Resource Group Description Recommended Resource Group Name in EPRI
    Resources for which hospitals will provide inventory data Hospital Resource Group
    Resources for which health departments will provide inventory data Health Department Resource Group
    Resources for which emergency management agencies will provide inventory data EMA Resource Group


  5. Select "Add New Resource Group."

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Task 2: Link Location Types to Resource Groups

After you create a Resource Group (Task 1), you need to link it to a Location Type. This is done at the same time that you create the Location Type.

  • Location Types are the general types of locations that will be providing inventory information for EPRI—for example, hospitals.

Instructions

To link a Location Type to a Resource Group, do the following:

  1. Select "Manage Location Types" under the Locations keyword.
    • The Location Types page (Figure 3.4) shows a table with one line for each Location Type in EPRI, including its name, the name of the linked Resource Group, an Edit icon, and a Delete icon.
  2. Select "Add New Location Type."
  3. Specify a name for the Location Type and select the Resource Group to link the Location Type to.
    • The Resource Group dropdown list contains the names of all Resource Groups you created in Task 1, plus all the Resource Groups that came pre-loaded with EPRI (go to "Resource Groups" in Chapter 5).
    • Give the Location Type a meaningful name. For example, in Scenario 3, above, you might use the following names:

      Recommended Location Type Name Recommended Name of Linked Resource Group
      Region I hospitals Region I Hospital Resource Group
      Region II hospitals Region II Hospital Resource Group
      Region I health departments Region I Health Department Resource Group
      Region II health departments Region II Health Department Resource Group
      Region I EMAs Region I EMA Resource Group
      Region II EMAs Region II EMA Resource Group


    • If the Location Type you want to link to a Resource Group is already in the list of existing Location Types, you can re-link it to a different Resource Group by selecting the Edit icon in the table.
  4. Select "Add New Location Type."

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Task 3: Specify Geographic Information

Geographic information—the names of cities, counties, States, and ZIP codes associated with locations that you will collect inventory information from—must be entered into EPRI. This will ensure that the contact and address information entered in Task 4 is consistent. The cities, counties, States, and ZIP codes you specify in this Task appear in several EPRI dropdown lists.

In addition, you have the option of entering in EPRI the latitude and longitude of cities that you specify. Specifying geographic coordinates enables you to run inventory reports that incorporate the distance from a city—for example, a listing of inventoried resources 50 miles from a particular city. EPRI does not have a built-in mapping capability, but inventory reports that include location latitudes and longitudes can be exported from EPRI and then imported into a mapping or GIS system.

You can either manually enter or import geographic information, as explained below.

Instructions for manually entering geographic information

To manually enter cities, counties, States, or ZIP codes in EPRI:

  1. Select the desired item (Setup Cities, Counties, States, or Zip Codes) under the GeoData keyword.
  2. Select the "Add New" link above the data table.
  3. Fill out the data fields in the popup.
    • For counties, you must specify the State that the county is in.

      Tip: Add States to EPRI before adding counties.


    • For cities, you have the option of specifying the latitude and longitude of the city.

      Tip: Latitude and longitudes of U.S. cities are available at a number of public Web sites, such as http://www.lat-long.com/ or http://www.batchgeocode.com/lookup/


  4. Select "Add New."

Instructions for importing geographic information

To import cities, counties, or ZIP codes (States cannot be imported) into EPRI:

  1. Select the desired item (Setup Cities, Counties, or Zip Codes) under the GeoData keyword.
  2. Select the "Import Data" link above the data table. Figure 3.4 shows the popup that appears for importing counties.
  3. Select the "Browse..." button to select the file to import. Tips on constructing files that will successfully import into EPRI are shown below.
  4. Select "Upload." Messages will be displayed indicating whether the records were successfully imported.

Tips for importing geographic data

Files in four different formats can be imported: text files (txt), comma separated values (csv), or Excel files (xls or xlsx).

The first row of the file must contain the specific words that are shown in the three examples below.

The last record in a text file cannot contain a carriage return.

Latitudes and longitudes included in the city file must be in decimal format (not degrees, minutes, and seconds)—go to Example 1 below.

The stateID field is an integer that must be included in the file of counties to import (go to Example 3 below); it is the internal EPRI number associated with a State name. You can obtain the stateID number by selecting the "Download Reference ID Listing" button on the popup (see the previous screen shot) that appears after you select "Import Counties" on the Setup County page.

The names ZIP codes must be stored in the file as a "character" field, rather than as an integer or numeric field. In text files, place quote marks around ZIP codes (go to Example 2).

Example 1: A correctly formatted text file containing two cities:
name, latitude, longitude
Boston, 42.3584308, -71.0597732
Cambridge, 42.375097, -71.1056079

Example 2: A correctly formatted text file containing two ZIP codes:
name
"11111"
"22222"

Example 3: A correctly formatted text file containing two counties:
name, stateID
Washington, 1
Jefferson, 1

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Task 4: Enter Address and Contact Information

Once you have entered geographic information about your area (Task 3), you can enter address and contact information for the locations that will be contributing inventory information to EPRI. To do this, you will create locations in EPRI. You can also import locations into EPRI.

Instructions for creating locations

To create a location:

  1. Select "Manage Locations" under the Locations keyword.
    • The Location page shows a table with one line for each location in EPRI, including its name, its location type, its city and county, an Edit icon, and a Delete icon.

      Tip: You can print a listing of all locations by selecting "Location Listing" on the Reports page. You can also download all Location information (not including inventory data) by selecting one of the Download links at the bottom of the Locations data table.


  2. Select "Add New Location'
  3. In the popup window (Figure 3.5), fill out the form. Note that default values appear in the dropdown lists.
    • The Location Type dropdown list will contain the location types entered in Task 2. The default shown is the first location type in alphabetical order.
    • In the Organization dropdown list, select "Create Organization with Location Name" unless the location is part of a larger corporation (or other entity) and you want an EPRI user at the corporate level to enter inventory data for all locations affiliated with that corporation. In this case, you need to first create an "Organization." To create an Organization, select "Manage Organizations" from the Users & Organizations keyword, select "Add New Organization," and enter the name of the organization. Then return to the Manage Locations page and select that newly created organization from the Organization dropdown list on the Add New Location popup. See "Creating users that enter data for multiple locations" in Chapter 4 for more details.
    • The City, County, Zip Code, and State dropdown lists will contain the names entered in Task 3.
    • The latitude and longitude for the location are optional, but are necessary if you want to run EPRI reports that show inventory based on a distance from a city.

      Tip: Latitudes and longitudes of addresses are available at a number of public Web sites, such as http://www.mashupsoft.com/maps/latlonlocator or http://www.batchgeocode.com/lookup/.


    • EPRI uses the E-mail addresses of the Emergency Contact when "Send E-mail To Selected Locations" is selected on the Manage Locations page, or when Emergency Requests are sent to a location.
  4. Select "Add New Location."

Instructions for importing locations

To import location information into EPRI:

  1. Select "Manage Locations" under the Locations keyword.
  2. Select the "Import Location Data" link above the data table.
  3. Select the "Browse" button to select the file to import. See below for tips on constructing files that will successfully import into EPRI.
  4. Select "Upload." Messages will be displayed indicating whether the records were successfully imported.
  5. Edit the imported location records, as necessary, by selecting the Edit icon of each record on the Manage Locations page.

Tips for importing location data

Files in four different formats can be imported: text files (txt), comma separated values (csv), or Excel files (xls or xlsx).

The first row of the file must contain the specific words that are shown in the example below.

The last record in a text file cannot contain a carriage return.

Latitudes and longitudes included in the location file must be in decimal format (not degrees, minutes, and seconds).

The organizationID, cityID, countyID, and stateID fields are integers that must be included in the file of locations to import. They are internal EPRI numbers associated with organizations, cities, counties, and States. You can obtain these ID numbers by selecting the "Download Reference ID Listing" button on the popup that appears after you select "Import Locations" on the Setup County page (Figure 3.6). Organizations, cities, counties, and States should be entered or imported before locations are imported; otherwise the ID numbers will not be available.

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Task 5: Verify Inventory Data Entry Screens

By completing Tasks 1 through 4, you will have created one or more inventory data entry pages—for example, all the hospitals will have a data entry page showing the resources that hospitals are suppose to report, all the fire stations will have a data entry page showing the resources that fire stations are suppose to report, etc. In Task 5, you will confirm that the inventory data entry pages contain the desired resources.

Once you have completed Task 5, you (as the EPRI Administrator) can now enter inventory data for any of the locations you have entered in Task 4. If you want others to be able to enter or edit these data, Chapter 4 contains instructions for creating user accounts in EPRI.

Instructions

To verify an inventory data entry screen:

  1. Select "Update Inventory Status" under the Inventory keyword.
    • The Inventory page shows a table (Figure 3.7) with one line for each location in EPRI, including its name, Location Type, Inventory Completeness and Timeliness (go to Chapter 4, "Monitoring Data Quality") measures, and an update inventory icon.
  2. Select the update inventory icon for a location for which you want to verify the data entry screen. The inventory data entry screen appears (Figure 3.8).

    Tip: If you have dozens of locations entered, you can filter the locations displayed by selecting a Location Type or other search criterion at the top of the page, and then selecting "Search."


  3. Confirm that the resources on the page are the ones you want to use for this location type.
    • The resources displayed on the Inventory Data Entry page are the resources that belong to the Resource Group that is associated with the location's Location Type.
    • The resources on Inventory Data Entry pages are grouped according to "Resource Type." You can change the names of Resource Types (or add or delete Resource Types) by selecting "Manage Resource Types" under the Resources keyword (go to Chapter 5, "Resource Types").
    • You can change the order in which resources within a Resource Type are displayed, by selecting "Manage Resources" under the Resources keyword, selecting on the Display Order column for any resource in the desired Resource Type, and then dragging and dropping the boxes on the right-hand side of the rows within the Re-order Resources popup (Figure 3.9).
  4. If you need to remove or add a resource on the Inventory Data Entry Page, you need to edit the associated Resource Group (go to Task 1).
    • Select "Define Resource Groups" under the Resources keyword.
    • Select the Edit icon for the Resource Group you want to edit.
    • Check (to add) or un-check (to remove) resources, as desired.
    • Select "Save."

Important considerations

  • To improve data quality, it is important that users know the definition of each resource. Whenever possible, use resources in EPRI that have gone through the NIMS or State-level typing process. Whether or not you use typed resources, the definition of a resource can be added to EPRI. To add a definition to a resource:
    • Select "Manage Resources" under the Resources keyword.
    • Select the Edit icon for the desired resource.
    • Type the definition into the Definition text box. HTML tags can be added to the definition to highlight parts of the definition (Figure 3.10).
    • To see the definition of a resource on an inventory data entry page, select the name of the resource (Figure 3.11). Only resources with definitions will have links on the data entry page.

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Task 6: Customize the Login and Home Page

You are encouraged to customize your EPRI Login and Home pages.

  • The Login Page, for example, could contain links to documents you want to make available to prospective users (e.g., registration information, policies and procedures, EPRI contact information) or to the public.
  • The Home Page, for example, could contain links to the EPRI User Manual or other documents that registered EPRI users may need.

Editing of these pages is done outside of EPRI, by someone who has experience using a Web page editor. The location of these pages is:

  • .../WebPages/Custom/Login.ascx (Login Page)
  • .../WebPages/Custom/Default.ascx (Home Page)

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