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Emergency Preparedness Resource Inventory (EPRI)

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4. User Registration Process

Before explaining in Sections 4.3 and 4.4 how to provide authorized users with access to EPRI, two EPRI constructs must be explained: organizations (Section 4.1) and locations (Section 4.2). In brief:

  • There is a many-to-one relationship between locations and organizations (i.e., an organization can have multiple locations associated with it; a location is associated with one and only one organization).
  • There is a many-to-one relationship between users and organizations (i.e., an organization can have multiple users associated with it; a user is associated with one and only one organization).

Various organization/location/user configurations can be set up in EPRI:

  • An organization can control resources at a single location and have one user responsible for entering inventory data. This is the most common circumstance.
  • An organization can control resources at multiple locations and have one user responsible for entering inventory data for all the locations. For example, a fire department may have three fire stations, but one person at the main headquarters enters data for all three.
  • An organization can control resources at multiple locations and have multiple persons with data entry responsibility. To continue the example, each of the three fire stations may instead designate their own data entry person.
  • An organization can control resources at one (or multiple) locations but not have any users of the system. In this case, the organization administering EPRI will do data entry for this organization. If none of the fire stations has Internet access, data forms will need to be faxed out; EPRI staff will do the data entry upon receiving the faxes back from the fire stations.
  • An organization does not control any resources; users associated with this organization only run reports. For example, the director of planning for a State office of homeland security may wish to run reports, but his/her office building (location) has no resources to offer for emergency response.

Organizations, locations, and users can be added to EPRI in two different ways:

  1. There are separate Web pages for organizations, locations, and users. Each Web page has an 'add and delete' function.
  2. In the case of an organization that has a single location and a single user (a common situation in our pilot project), the system administrator can use a "registration wizard" to add the new organization, location, and user (Section 4.4).

Organizations

The system administrator can add (by clicking "Add New") and delete (by clicking an 'X') organizations on the Organization Page, which is accessible by clicking 'Manage Organizations' on the system administrator's home page (Figure 6, 23 KB).6

The attributes of each organization are:

  • Organization Name.
  • Data Enterer? A Yes/No field indicating whether the organization will be entering data on the resources they control. In our pilot project, some organizations controlling resources did not have Internet access, so we entered data for them.
  • Resource Owner? A Yes/No field indicating whether the organization controls resources. As noted earlier in this section, an organization may have users that only access reports.

6 All organization, location, and user names in the screen shots are fictitious.


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Locations

After an organization has been defined, locations associated with the organization can be entered. Location information can be entered by using either:

System administrators can add new locations. In addition, the Data Manager associated with an organization (see the discussion of "Input Roles" in Section 4.3) can add a new location that is associated with his/her organization.

The system administrator can see a list of all locations that have been entered on the Location Page (Figure 7, 31 KB).

The attributes of each location are:

  • Name.
  • Location Type. The drop down list contains all the location types entered on the Location Type Page (Section 3.2).
  • Organization Entering Data. Typically, this is the same as the organization that controls the resources, but another organization can also be specified (e.g., if an organization does not have Internet access, the system administrator's organization would likely be specified as the Organization Entering Data). When logged in as the system administrator, the drop down list contains all the organizations entered on the Organization Page (Section 3.1); when logged in as an organization's data manager (Section 4.3), the drop down list only contains the data manager's organization.
  • Organization Controlling Resources. When logged in as the system administrator, the drop down list contains all the organizations entered on the Organization Page (Section 3.1); when logged in as an organization's data manager (Section 4.3), the drop down list only contains the data manager's organization.
  • Address.
  • City. The drop down list contains all the cities imported into the database (Section 3.4).
  • State. The drop down list contains all the States imported into the database (Section 3.4).
  • Zip Code. The drop down list contains all the ZIP codes imported into the database (Section 3.4).
  • County. The drop down list contains all the counties imported into the database (Section 3.4).
  • Latitude/longitude. The latitude and longitude fields can be specified in three different ways:
    • If EPRI's subscription account with the Web Services vendor ESRI is active (Section 3.5), ESRI will return the latitude and longitude associated with the location's address (assuming it is a valid address) when the user clicks the "Get Latitude and Longitude" button.
    • If EPRI's ESRI account is not active, but, as part of the setup and customization process, latitude and longitude data were imported into the ZIP code table (Section 3.4), the latitude and longitude values of the location are set equal to the latitude and longitude of the location's ZIP code once the user clicks the "Get Latitude and Longitude" button.
    • If more precise latitude and longitude values are known for the location, the user can enter these values directly on the Location page.
  • Emergency Contact Name/Phone/Fax/E-mail. Each location can have an emergency contact person. In our pilot project, this person was typically not a user of EPRI, but rather someone who could be contacted on short notice at the location.
  • Active? Indicates whether the location is currently active in EPRI. This field is not currently used.
  • % complete. The Location Page contains a computed field that equals the percentage of nonemergency data entry fields filled in divided by the total number of non-emergency data entry fields for this location.
  • Check box. At the end of each line on the Location Page is a check box that is used to select locations to which to send an E-mail (Section 7.1).

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Users and User Roles

After an organization has been defined, users associated with the organization can be entered. User information can be entered by using either:

The system administrator can display a list of all users that have been entered on the User Page (Figure 8, 27 KB).

The majority of the attributes of each user are self-explanatory, including name, E-mail address, telephone, fax, mailing address, city, State, and ZIP code. Attributes of particular note are:

  • Username. The username can be up to 20 characters in length.
  • Password. The password can be up to 16 characters in length. Note that the password is stored in an encrypted form in the SQL database. If a user forgets their password, the system administrator must create a new password for them, tell them (by phone or E-mail) what the new password is, and ask them to log in to the system and change their password.
  • Organization. When logged in as the system administrator, the drop down list contains all the organizations entered on the Organization Page (Section 3.1); when logged in as an organization's data manager, the drop down list only contains the data manager's organization.
  • Input Role. The input role controls the user's access to EPRI's data entry functions. There are four input roles:
    • Administrator. The system administrator has access to all data entry functions—i.e., they can add, edit, and delete resources, resource types, location types, locations, organizations, users, and inventory levels.
    • Data Manager. Each organization has one data manager. The data manager can add, edit, and delete locations and users associated with their organization, as well as inventory data for any of the organization's locations.
    • Data Enterer. Data entry staff for an organization can only enter inventory data for locations associated with their organization.
    • None. A user—particular persons who will only be running reports—can be denied access to all data entry functions.
  • Output Role. The output role controls the user's access to reports. There are five output roles—Levels 1 thru 4 and 'None.' A Level 4 output role means that the user has access only to those reports that the system administrator has defined as Level 4 reports; a Level 3 output role provides access to Level 3 and 4 reports, and so on. In our pilot test, only the system administrator had Level 1 access. Procedures for controlling access to reports are discussed in Section 6.

Home Page

After a user logs into the system, the links on the Home Page reflect the user's access privileges.

The system administrator's home page contains links to all system features (Figure 9, 18 KB).

By contrast, the home page of an organization's data manager has links to only the User, Location, and Reports Pages (Figure 10, 18 KB).

Finally, a Data entry person's home page only has a link to the Location and Help page (Figure 11, 17 KB).

Location Page

The contents of the Location Page varies accounting to the user's Input Role.

The system administrator's Location Page shows all locations (across all the organizations) entered in EPRI. They can also add a new location for any organization, edit and delete information on any location, and add, edit, or delete inventory information for any locations (Figure 12, 31 KB).

The data manager's Location Page shows only locations associated with their organization (Figure 13, 29 KB).

The data enterer's Location Page also shows only locations associated with their organization, but, unlike the data manager and system administrator, data enterer cannot add new locations or delete, edit or send E-mail to existing locations (Figure 14, 23 KB).

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Registration Wizard

New users can be added to EPRI in two different ways. As explained earlier in Section 4, the system administrator can directly enter new organizations, locations, and users on their respective Web pages.

In addition, a "registration wizard" was developed to streamline registration of (what was for us) the most common configuration—an organization that has a single location and a single user. Thus, rather than separately displaying and entering data in the Organization Page, then the Location Page, and then the User Page, the wizard guides the user through this process. It should be emphasized that the wizard is intended to handle only the special case of a single organization, single location, and single user. If an organization has other locations and users, this information will have to be entered outside of the wizard.

The wizard has three steps:

  1. The first screen asks for location information (Figure 15, 20 KB).
  2. The second screen asks for organization information. The administrator can either select an existing organization or create a new one (Figure 16, 20 KB).
  3. Finally, user information is provided (Figure 17, 19 KB).

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