0 - DATABASE INSTRUCTIONS, ENTER A FACILITY into the Database
CLICK LEFT TO GET TO THE PAGE WITH THE INSTRUCTIONS, SCROLL DOWN TO SEE THEM
Facility Type: Database Training/Admin
, US 00000
Main/General Business Number: GO TO THE NEXT PAGE TO SEE THE LIST OF ORGS IN THIS DATABASE
Fee For Service: No
This organization provides Temporary or Permanent Service? Temporary
C. 1. Entering a New Facility/Organization
C. 1.1 MAKE SURE YOUR ORGANIZATION IS NOT ALREADY IN THE DATABASE!!! For the search tool, go to:
SCROLL DOWN TO THE BOTTOM TO SEE THE INSTRUCTIONS...
C. 2. Make sure you are logged in. In the upper right, if it says, "log out", then you are logged in already. If it says, "log in", choose "log in" and enter your user ID and password. If you are a new user, choose "register for an account."
C. 3. Now you are ready to enter a new facility. It is helpful to pull up a second "Window" and pull up the organization's website so that you can refer to it easily and/or cut/paste information.
C. 3.1 Choose "Facilities/Organizations" on the upper left. It's a blue/gray link. After the screen refreshes, look for a button called "New Facility". It's a blue/gray link, probably just above the table, in a green bar. Different browsers view things differently, so be patient. Your screen may look different than mine.
C. 4. After you choose "New Facility", you should be looking at a new screen with some instructions. Scroll past the instructions to the first "data entry block". "Data entry blocks" are little windows where the system "accepts" data that you enter. You put your computer icon (with the mouse) into the "data entry block" and click it. Then you can enter data.
C. 5. The first Data Entry Block is "Name of Facility". Enter the name of the organization. Usually we capitalize the first letter of the words in the name. Go to the next block either by using your mouse to position your computer icon, or use the tab button.
C. 6. The next block is "Organization". You can use the "pull down menu" to choose a description of the organization. It might be "Food Bank" or it might simply be "Non-profit". Don't worry about choosing the perfect description. This particular data point is not critical. It is just a "description" to help people know what the facility does. In reality, the only real critical data points in the first data entry process, is the "Facility Name" and the "Main Phone" or other contact point. After you select an "Organization" type, go to the next step.
C. 7. The next pull down menu is "Facility Type". Choose one which best describes the organization. A "Walk-In Resource" is a place where disaster survivors can go to get help. And "Info/Hotline" is a place that a survivor can't actually to to, but can call to get info. A "Volunteer Camp" is a place that volunteers sleep, eat, and organize in the disaster zone. A "Shelter" is a place where suvivors can go to sleep. These are the most popular choices. Again, do not worry about choosing the exact, perfect choice. The more important thing is to continue and get the name of the facility into the database so that people can find it. After choosing a "Facility Type", go to the next step.
C. 8. The next pull down menu is "Status". If you know that the organization is currently doing business, choose "open". You can tell that they are open in the website if you see current information, like a recent news release.
C. 9. Skip to "State". If the organization that you are entering data about is in the US, please enter the state where the organization is located. If the organization is in the US and it serves the entire country, enter US in this block. If the organization serves the world, enter WW. If the organization serves a specific country, see "Country Codes" at the bottom of this record for instructions.
C. 9 a. Continue with the next few blocks and enter as much address information as you know. If you don't know something, it's "not applicable", or can't find it easily, skip it.
C. 10. After the "street address", if you know or can easily find out the "hours" for the, enter the hours. If not, skip to "main phone".
C. 11. Main Phone. At this point in time, only enter "main phone". If you know or can easily find a "management contact", add that.
C. 12. Skip down to "email address" and enter the organization's main email address or contact email address, if it's available.
C. 13. Skip down to "website" and enter the website URL for the organization.
The website address. You can cut/paste this from your browser's "go to"
C. 14. Skip down to "Notes". This is an optional place to enter information about the organization's mission in life. It's role in disaster relief/response. Go back to the window with the organization's
web page and look for a paragraph or something that describes the org's
"mission". Copy/paste some of these words back into the database. If
you can't find anything, or it's confusing, skip this step.
C. 15. Scroll down and click "Create" (on the left side).
C. 16. You should be looking at the facility "Record Details". If not, you'll need to go to the main facilities list to find the facility record. Go to "Facilities/Organizations" link in the upper left so that you can check your work. To find your new facility, "sort" the Facilities/Organizations" list by "item update", which will bring your new facility to the top of the list. To sort the list, click on the blue link at the top of the column called "item update"...it's one of the right hand columns. To check your work, click on the name of the organization on the left. Scroll down. The data you entered should be right there. Check to make sure your organization is listed as "OPEN" under "status", otherwise it won't show up when people look for you.
If you are a VIRTUAL VOLUNTEER that is doing data entry, report back to your training manager that you are done, so that you can get your next assignment.
If you are working from a list of facilities to enter, keep entering. And if you are brave, look below and learn to enter "AVAILABILITIES".
Your training manager will be looking at your work, and will give you feedback. If you have any questions, contact your training manager.
Eventually, we will want you to enter "availability" lists for the facilities that you are working on. The "AVAILABILITIES" are critical, because without them, the system will not know what the facility "does" in a disaster...what their role is...what services they have AVAILABLE. The availability lists are the lists of available services and supplies that the facility has. It is helpful to have these lists so that people can find the organizations via "item" (item of "supply" or service).
If you feel comfortable moving ahead in the training process and trying to enter AVAILABILITIES, get tips at:
Scroll down to find the instructions.
If you are a DISASTER RELIEF WORKER entering data about the facility that you are working directly with, make sure to "save" this URL in your favorites so you can get back to your organization's "database record" easily. Then go to:
Scroll down to "E" and enter your "needs list".
When you are done, Scroll down on that same page to "I" and do a "match" to see if there are any items or services that you need being offered in your region.
OTHER TRAINING AND INSTRUCTIONS AND TIPS:
* Country Codes:
Right now, the database is having growing pains, and we request your patience while we figure out how to add countries into the existing architecture. We are sorry that we built a system that is so "US-centric". Please forgive us. We will fix this. It's not a real good excuse, but the database has grown to include over 2,000 organizations and we didn't expect it to be serving international organizations so quickly.
If you are entering a facility/organization outside the US, please put a "country code" into the "state" block, and enter the country's full name in the "region" block.
For the current list of Country Code conventions, please see:
Sun Jul 15 23:02:12 -0700 2007
Thu Dec 26 15:58:43 -0700 2013
Ready To Ship
*conditions with notes
*conditions with notes