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USER MANUAL
Disaster Management
Coordinating Platform
User Manual
Powered by SAHANA
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Table of Contents 1. Situation Mapping ........................................................................................................................................ 5 Introduction ................................................................................................................................................. 5 Add Situation Markers ...................................................................................................................................... 5 View Situation Map ........................................................................................................................................... 7 General Map ................................................................................................................................................ 7 2. Missing Person Registry ............................................................................................................................... 8 Simple Scenario ............................................................................................................................................. 9 Functionality Provided through the Main Menu of the Missing Person Registry ........................................... 10 Search for a Person ......................................................................................................................................... 10 Search Result Details ....................................................................................................................................... 11 Report a Missing Person ................................................................................................................................. 11 Edit a Missing Person ...................................................................................................................................... 12 Report a Found Person.................................................................................................................................... 14 3. Reports ........................................................................................................................................................ 15 List Missing People .......................................................................................................................................... 15 List Found People ............................................................................................................................................ 15 4. Disaster Victim Registry ............................................................................................................................. 16 Introduction .................................................................................................................................................... 16 Features Include .............................................................................................................................................. 16 Functionalities Provided by Disaster Victim Registry ...................................................................................... 16 Add New Group ............................................................................................................................................... 17 Add New Individual ......................................................................................................................................... 18 Search/Edit/Transfer Group ............................................................................................................................ 19 Search a Group ............................................................................................................................................ 19 Edit a Group ................................................................................................................................................ 20 Transfer a Group ......................................................................................................................................... 20 Delete a Group ............................................................................................................................................ 20 Search/Edit/Transfer individual ...................................................................................................................... 20 Search a Disaster Victim .................................................................................................................................. 21 Do consider the environment before prining this document.
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Edit a Person ............................................................................................................................................... 21 Transfer a Person ........................................................................................................................................ 22 Delete a Person ........................................................................................................................................... 22 List Group/View Members .............................................................................................................................. 22 List Duplicate Entries ....................................................................................................................................... 23 Report Generation .......................................................................................................................................... 23 5. Organization Registry ................................................................................................................................. 24 Introduction ................................................................................................................................................ 24 Register an organization ................................................................................................................................. 26 Register a branch ............................................................................................................................................ 27 Search organizations ................................................................................................................................... 28 View And Edit .............................................................................................................................................. 28 Reports ............................................................................................................................................................ 29 6. Request/Aid Management ......................................................................................................................... 31 Introduction .................................................................................................................................................... 31 Main Features ................................................................................................................................................. 31 Actions ............................................................................................................................................................. 32 7. Shelter Registry .......................................................................................................................................... 39 Introduction .................................................................................................................................................... 39 Main Features ................................................................................................................................................. 40 Actions ............................................................................................................................................................. 40 Add a Shelter ................................................................................................................................................... 41 Search Shelter Details ................................................................................................................................. 43 Edit Shelter Information .................................................................................................................................. 45 Delete Shelter Information ............................................................................................................................. 46 Reporting ..................................................................................................................................................... 46 8. Inventory Management System ................................................................................................................. 49 Introduction .................................................................................................................................................... 49 Getting started with Inventory Management ................................................................................................. 50 Inventory Management Main Menu ............................................................................................................... 51 Reporting sub menu ........................................................................................................................................ 61 Optimization sub menu ................................................................................................................................... 62 Do consider the environment before prining this document.
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9. Volunteer Management ............................................................................................................................. 63 Introduction .................................................................................................................................................... 63 Installation Notes ............................................................................................................................................ 63 Welcome Screen ............................................................................................................................................. 64 New Registration ............................................................................................................................................. 64 Levels of Access control .................................................................................................................................. 65 Log In as Volunteer .......................................................................................................................................... 66 Log in as Administrator/System Manager or Main Operations Handler ........................................................ 68 Search for Volunteers ..................................................................................................................................... 72 Reporting Feature ........................................................................................................................................... 73 Management ................................................................................................................................................... 74 Product Maintenance ...................................................................................................................................... 76 10. Messaging Module ................................................................................................................................. 76 Introduction .................................................................................................................................................... 76 Description of Actions ..................................................................................................................................... 76 Manage Groups ............................................................................................................................................... 77 Messages ......................................................................................................................................................... 79 CAP(Common Alerting Protocol) ................................................................................................................. 81 11. Aid Catalog and Classification System ................................................................................................... 84 Introduction .................................................................................................................................................... 84 Terms used in this system ............................................................................................................................... 85 Getting started with Catalog Module ............................................................................................................. 86 Aid Catalog menu items .................................................................................................................................. 87 Modify catalog sub menu ................................................................................................................................ 91 12. Reporting System ................................................................................................................................... 95 Introduction .................................................................................................................................................... 95 getting started with reports ............................................................................................................................ 95 Reporting System Main Menu ........................................................................................................................ 96 Module Report Aggregrator sub menu ........................................................................................................... 98 Generate Sample Reports ............................................................................................................................... 98 Dynamic Reporting Facility............................................................................................................................ 100 13. Synchronization Module ...................................................................................................................... 102 Do consider the environment before prining this document.
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Introduction .................................................................................................................................................. 102 Getting Started with the Synchronization Module ....................................................................................... 103 Synchronization Menu .................................................................................................................................. 103 Do consider the environment before prining this document.
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1. Situation Mapping Introduction
The Situation Mapping module provides a mechanism to collaboratively provide an overview of the
developing disaster, using online mapping (GIS).This module help to view the particular area map
and provide facility to add markers and pictures to pin point incidents on the map.It is possible to get
information about distribution of disaster areas using Situation Mapping.
Main Features
•
Provides a map based view of the disaster situtation
•
Allow users to collaboratively add markers of the developing disaster situation
Description of Actions
•
•
•
Add Situation Markers
View Situation Map
General Map
Add Situation Markers When display disaster areas,shelters/camps graphycally(on a map),it is easy to identify,classify
locations according to particular task. “Add Situation Markers” Add markers(graphical icons) on the
map of incidents and objects with pictures.
1.Go to the main menu and select Situation Mapping
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2.Select Add Map Marker in module menu or click the link Add Situation Markers in module
Home page.
3.Then fill the form and click Add Detail
NOTE: Fields tagged with a star (*) are mandatory and must be filled.
Enter a short descriptive name to describe the situation to the Name of situation detail field and
Select the type of the situation(This will be used in filtering) to the Wiki Type field in Main Details.
provide a URL of a website or a wiki site for more information to the URL field and Enter the date of
the situation event to the Date of Event field in Extra Details.
If a name is provided in Author field, it will be publicly displayed with the other information.
4.There are two way to do this step.
Method 1
•
Enter the GPS(Global Position System) coordinates and click Next.
Method 2
You can use maps form a map server to mark the latitude and longitudes.
•
Please see here to get more details on how to use Google Maps with situation mapping
feature.
5.Finally upload the image you want to display with the mapping and click next.
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View Situation Map View the map of particular location with developing situations with markers.When click the marker
can view some additional information with uploaded image.
1.Select Situation Map in module menu or click the link View Situation Map in module Home
page.
2.Select the Situation Type from the Filter option and click Filter
NOTE:Situation Type is same as the Wiki Type describe in Add Situation Markers section.
3.Then display the map according to selected Situation Type with markers
NOTE:Click the marker to view some additional information.
General Map
Display the general map without markers and other added information.Select General Map in
module menu or click the link General Map in module Home page.
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2. Missing Perso
on Registrry Thhe Missing Person
P
Registry is an orgganized onliine bulletin board
b
of misssing and fouund people. It
I
caaptures inforrmation abou
ut the peoplee lost and fouund, as well as information about peersons seekinng
thhem, increasiing the chan
nces of peoplle finding eaach other. Foor example, if
i two membbers of a fam
mily
arre looking foor the head of
o the familyy, Sahana cann connect thoose two fam
mily memberss during theiir
seearch, ideallyy leading to family reuniification. Whhile Sahana offers no auutomatic notiification wheen
soomeone is foound, it woulld allow a voolunteer monnitoring Sahhana to perfoorm manual notification
n
(
(e.g.,
thhrough phonee contact).
Saahana's Misssing Person Registry is self-containe
s
ed for now, and
a does nott interact witth the Disastter
V
Victim
Registtry. There may
m be futuree enhancemeents in this arrea, as well as
a interchangge of evacueee
annd patient-traacking inforrmation withh other non-S
Sahana systeems.
(C
Click above image to enllarge)
Inn conjunctionn with the November
N
FO
OSS.IN 20088 conferencee in Bangalorre, a start waas made on code
c
too allow the public
p
to query the Missiing Person Registry
R
via a GSM mobiile/cell phonne (or laptop with
G
GSM
modem
m). Initial dessirable functiionality wouuld allow seaarch for the missing
m
by either
e
first orr last
naame. (Comppanion code, related to siituational aw
wareness, willl allow phonne notificatioon of disasteer
evvent alerts annd updates.) For technical details, seee foss_in_2008_ideas.
Inn April, 20099, Sahana prrojects for thhe Google Suummer of Coode 2009 weere selected. Projects (wiith
m
mentor
and sttudent listed)) that would likely most impact MPR
R are:
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•
•
•
•
•
Person
n Registry(PR)) for Sahana (Dominic Koenig, Kethees Selladurai) ‐ W
Will provide aa more‐uniforrm internaal representation of people across mod
dules, and allo
ow cross‐mod
dule search. Body M
Management and Identification modulee in Fatality M
Management ffor Disaster V
Victim Identiffication (Dominic Koenig, K
Khushbu Moh
hta) ‐ This and
d MPR have some commonalities. J2ME cclient with mu
ultiple‐transp
port back‐end
d support (GPRS and particcularly SMS) ‐ For form datta collecttion in the field using mobile devices (Kapil Dua, Praneeth Bodduluri). SahanaaOCR module
e (Joseph Fonseka, Gihan C
Chamra) ‐ Sup
pport data co
ollection usingg printed form
ms as an alteernative to on
n‐line entry. Sahanaa Dynamic Th
heme Manageer (Hayesha SSomarathne, A
Akshit Sharma) ‐ Improve Sahana appearrance and cusstomizability.. O
Other
projectss were:
•
•
•
•
•
P2P Syynchronization of Sahana SServers (Fran Boon, Hasanat Kazmi) SahanaaPHP CAP Reaader and Fireefox Plugin (Gavin Treadgo
old, Shree Kan
nt Bohra) CAP Pu
ublishing and Enhancing th
he CAP generation (Nuwan
n Waidyanath
ha, Nithin Darra) Aggreggator Mashup
p Portal (Cham
mara Caldera, Iroshan Horrathalge) Wareh
house Manage
ement under Logistics Mo
odule (Mark Prutsalis, Ajay Kumar) —
—-
Simple Scen
nario
(C
Click above image to enllarge)
1. Reportting Person 1 first reports aa missing perrson, such as “dad”. Do consider the environment before prining this document.
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2. Indepeendently, ano
other family m
member ( Rep
porting Person
n 2) is lookingg for dad and reports dad'ss last‐
known
n‐location and
d other details to Sahana, including ultimately findin
ng him. 3. Reportting Person 2 checks in witth Sahana, an
nd finds that d
dad has been found by Rep
porting perso
on 1. Througgh Sahana the
e three can arrange to meet up. Fu
unctionaliity Provid
ded throug
gh the Main
n Menu off the Missing Person
n Registry •
•
•
•
•
•
Search
h for a person Reportt a missing pe
erson Edit a m
missing perso
on Reportt a found persson List missing people List fou
und people Se
earch for a
a Person Inn the “Searchh” window, the
t user can try to find someone,
s
asssuming that person had been reporteed to
thhe system as missing or found.
f
To search for a person, en
nter
•
•
Any kn
nown identifyying number ffor the individ
dual ( such as identity card
d number, passsport numbeer, or drivingg license number ) Any paart of the persson's name ( such as first n
name, family name, nicknaame ) Seelect “All Inncidents”, if you
y want to search for a person assoociated with all disaster incidents
coovered by thhe Sahana insstallation.
Thhen click “S
Search”. The results is a scrollable
s
taable with details about alll the candidate missing and
foound people that match your
y
search criteria.
c
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(C
Click above image to enllarge)
Se
earch Result Detailss Thhere may bee more than one
o individuual that matches the searcch criteria. For a given individual, a row
off informationn has these columns:
c
•
Person
n Shhows name and optionall photo.
•
Detailss Shhows any deescriptive infformation thhat can help in identificattion.
•
Associaated People Shhows each person
p
who reported
r
on or
o wants to know
k
about the
t person being sought.. If there's ann
addditional perrson interesteed in the misssing individdual, add thaat person to this
t list withh the “Associiate
annother person” link.
•
Missing Details Shhows detailss, such as tim
me and locatiion last seenn.
•
Actions Shhows the currrent status ( e.g., Missinng, Alive & Well, Injureed ). If you find
fi a missing person, repport
thhat by using 'Click to cha
ange to found'. Also, youu can assign a given indiividual to annother incideent by
foollowing the link “Assign
n to more inncidents”.
R
Report a M
issing Perrson Before addingg someone to
o Sahana's Missing
M
Person Registry (MPR), pleaase confirm that the persson is
ng the MPR search functtion providedd. You will reminded
r
abbout this at thhe
noot already lissted, by usin
sttart of the firrst “Report a Missing Peerson” page.
about the missing personn:
O
Otherwise,
the registration
n process beegins by askiing you for information
i
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•
•
•
•
•
•
•
•
•
•
•
Three identifying numbers (ID card, passport, license) Full name (e.g., “Mr. Malcolm F. del Quentin, Jr”), family name (e.g., “del Quentin”), and local name (non‐English characters) Date of birth (selectable from a calendar or typed in) and/or age group Gender, marital status, race, and religion Address and phone numbers In what town disaster was probably encountered Eye, hair, skin colour Height, weight, and distinctive features (e.g., distinguishing marks, scars, tattoos, prostheses) Blood type Last seen location, clothing, appearance Any other information helpful in finding the person Input all details available that you wish to share in the relevant fields. Of the free-text fields, only the
full name is compulsory. It is also possible to upload a single photograph of the missing person,
making identification easier. When done, click “Next”.
On the second page, Sahana asks for information about the “reporting person”, that is, you (or the
person on whose behalf you are entering information). This will:
•
•
allow notification should the missing person be later reported found. assist family reunification, particularly if you are also a victim of the disaster. Set “Have you reported anyone?” to the appropriate value, depending on whether you have
previously reported anyone to Sahana MPR:
Yes, then input your name and relationship to the newly-reported missing person, and click “Next”.
Sahana will show a list of names matching yours. Choose the correct one by clicking the “Select”
link.
No, then enter
•
•
•
Name and relationship to the missing person Whether you are a disaster victim too, and if so your current status (e.g., alive & well, injured) Contacts (address, phone, email), with at least one required. After filling in the relevant fields, click “Next”.
This process may be repeated if there are more than one missing persons to report.
Edit a Missing Person In the “Edit a Missing Person” page, a user can update information about a person entered previously
into Sahana.
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Fiirst, the userr must find th
he person whhose information needs to be updateed. To perforrm this, inpuut
anny identificaation numberr or any part of a name inn the relevannt fields. Alsso select “Alll Incidents”” if
yoou need to seearch in all disaster
d
inciddents. Then click “Searcch”. The list of matchingg persons willl
apppear. This step
s is the saame as “Searrch for a Person” above.
n
of the person.
p
Thenn Sahana willl
Iff you need too update detaails of missinng person, cllick on the name
shhow a form filled
f
with prreviously enntered data. Change
C
relevvant fields ass required. Itt is also posssible
too upload a neew photograp
ph for that person
p
(but only
o
one phooto per persoon will be rettained at thiss
tim
me). When done,
d
click “Next”
“
to apply changes.
Inn the next wiindow, Sahaana shows a list
l of personns (Trackerss) seeking thaat person. Iff you do not need
too change anyything here, just
j click “N
Next”. If youu need to rem
move a trackeer, select linkk “Click to
reemove the traacker”.
Iff you need too add new traacker, click link “Add a tracker”. Thhen you will get a windoow to enter
innformation about
a
the new
w tracker. Seet “Have youu reported annyone?” to thhe appropriaate value,
deepending onn whether thee tracker has previously reported
r
anyyone to Sahaana MPR:
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•
•
No, theen fill in available informattion about th
he tracker in tthe relevant fields, and clicck “Next”. Yes, then input the trackers's name and relationship to thee missing perrson in then relevant fieldss, and click “N
Next”. Then SSahana will sh
how a list of n
names that match with thee name given as the trackeer. Select the correct trracker (or rep
porting person generally) by clicking thee link “Select””. Iff the new traccker has nott reported anny person to Sahana MPR
R before, Sett “Have youu reported
annyone?” to No
N then fill all
a the inform
mation availaable about reeporting persson in relevaant fields. Thhen
cllick “Next”.
To view detaiils about a trracker, click on the trackker's name. Sahana will show a winddow with a
suummary about that track
ker.
To edit detailss of that traccker, click thhe link “Clickk to edit”. Then
T
edit the informationn about that
tracker ( just like
l editing a missing peerson ). Thenn click “Nexxt”.
After making any changes to trackers and clickingg “Next”, Saahana will shhow a summ
A
mary page wiith
thhe new inform
mation, and will ask for confirmatioon to apply thhese changess. To apply changes,
c
clicck
“N
Next”.
R
Report a Fo
ound Person Use the “Repoort a Found Person” page
U
g to announnce the findinng of a displaaced person earlier reported
ass missing. Stteps need to report a fouund person arre similar to those to repport a missingg person.
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3. Repo
orts List Missing
g People Thhe “Reports//List Missing People” menu
m
item briing up the “M
Missing Peoople” page, liisting all misssing
peeople in the Missing Perrson Registryy, with their photographss [in what orrder?].
To edit a misssing person'ss entry, clickk on the persson's name. Sahana
S
will bring up thee “Edit Missiing
w describbed earlier.
Peerson” page;; steps to ediit this page were
To assign a missing
m
perso
on to anotherr incident, cllick on “Assign to more incidents”, select
s
another
annother incideent and click
k “Add”.
List Found People Frrom the “Reeports/List Fo
ound Peoplee” menu item
m, the “Founnd People” paage lists all the
t now-founnd
peeople containned in the Missing
M
Persoon Registry, with their photographs. The functioonality of “List
Foound Peoplee” is same ass “List Missiing People” except, of coourse, it listss persons fouund. Specificcally,
onne can edit a found perso
on's entry orr assign a givven person too different inncidents, usiing steps
esssentially thee same as for “List Missing Person” described abbove.
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4. Disasster Victim Registrry In
ntroductio
on Thhe Disaster Victim
V
Regiistry is a cenntral online repository whhere informaation on all the
t disaster
viictims and faamilies, espeecially identiified casualtties, evacueees, and displaaced people,, can be storeed.
Peeople are repported as meembers of a group
g
for effficiency andd conveniencce. For each group
g
membber,
innformation liike name, ag
ge, contact nuumber, identtity card num
mber, locatioon to which displaced, annd
otther details are
a captured.. A person's photograph and fingerprrints can be uploaded to the system,
paarticularly heelpful for the unidentifieed living andd dead.
Features In
nclude •
•
•
•
•
•
Capturring informatiion about disaster victims as a group (ee.g., tourists aat a site, passengers on a ttrain, familiees, etc.) Capturring informatiion on each d
disaster victim
m within a gro
oup Upload
ding victim ph
hotographs and fingerprints Search
hing for different groups an
nd individualss Modifyying informattion about gro
oups and indiividuals Generaating various reports Fu
unctionaliities Proviided by Diisaster Vicctim Regisstry A Disaster Victims
Add
•
•
Add Neew Group Add Neew Individuall Edit Disaster Victims
•
•
Search
h/Edit/Transfe
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List Groups
•
•
List Groups/View Members List Duplicate Entries Reports
•
•
•
Drill Down by Group Drill Down by Shelter Drill Down by Incident Add New Group This feature allows a group of disaster victims that has a leader to be quickly added to Sahana.
To define a new group, click the “Add New Group” link, then fill the resulting form with relevant
group information.
It is possible to upload a photograph of the head of the group. Full name of the group's head is
mandatory.
Then click “Next”.
The second page, “Current Location”, concerns where the group is presently staying or otherwise
located, and who oversees their care, specifically:
•
•
•
whether the group is administered by a Camp/Shelter or by a Organization the Shelter/Camp name or Organization name from the drop down list of known entities in what town or other local jurisdiction the group is presently (within the area defined by a hierarchy specific to this Sahana installation, e.g., Country, State, City; or Country, District, Village) Then click “Next”.
On the next page, add a group description ( if required ), then click “Finish”.
Sahana will ask for confirmation before adding this group to its database. Check whether you have
made any mistakes; if so, click the “Edit Details” button to correct them. Finally, click the “Save”
button to actually save the group in database.
Repeat this process to add more groups of disaster victims.
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A
Add New In
ndividual Thhe “Add New
w Individuaal” option adds someone to one of the groups alreeady definedd in the Disaaster
V
Victim
Registtry. Thus, a group
g
and itts leader has to be registeered first usiing “Add Neew Group”,
beefore other members
m
can
n be added with
w “Add Neew Individual” .
A
After
clickingg the “Add New
N Individuual” link:
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•
•
•
Select the group byy providing the name of thee group head
d. Fill in tthe informatio
on about the person in thee relevant fields. Only the “Full Name” is mandatoryy. Option
nally add a ph
hotograph of tthe person. Thhen click “N
Next”.
On the next page, indicatee the person''s current loccation. Oftenn that is “Sam
O
me as Groupp”. If not, sellect
“O
Other”, chooose the relevant location,, and click “N
Next”.
O the next page, you maay:
On
•
•
add exxtra information about thee victim upload
d an image of the victim's ffingerprint.[N
Note: this functionality may be moved tto separate V
Victim Identiffication Modu
ule in future] Thhen click “F
Finish”.
Saahana will ask for confirrmation befoore adding thhat person too the databasse. Check whhether you have
h
m
made
any misstakes; if so, click the “E
Edit Details” button to coorrect. Finallly, click the “Save” buttoon to
acctually save the person in
n the databaase.
R
Repeat
this prrocess to add
d another perrson.
Se
earch/Ediit/Transfe
er Group U
Using
Search//Edit/Transffer Group feaature you cann
•
•
•
•
Search
h for a Group Edit deetails of a group Changee location of a group ( tran
nsfer ) Deletee a group Search a Grroup
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Seelect the typpe of the grou
up and enterr any card nuumber,any naame then cliick next. Theen Sahana will
shhow a list off groups matcches with seearch criteriaa.
Frrom that seaarch results user can Editt, Transfer orr Delete a grroup.
Edit a Grou
up
Frrom the searrch result window, click on the “Editt” link in thee relevant group. Then Sahana
S
will show
s
a form filled with
w current informationn of the grouup. Edit the required fieldds in the form
m and also
poossible to uppload a new photograph
p
of the groupp head. Afterr changing reequired fieldds click “Ediit
Location Detaails” to edit location
l
detaails of the grroup. Then Sahana
S
will show
s
the currrent locationn of
y need to change
c
the location selecct a new location from thhe list and click next. Inn next
thhe group, if you
w
window
you can
c edit Grou
up descriptioon, after editting group description(
d
i required ) click “Finishh”.
if
Thhen Sahana will show a summery off new inform
mation. To saave that information in database
d
click
“S
Save”, or to edit Details again click “Edit”
“
and you
y can edit informationn from the beeginning.
T
Transfer
a Group
Frrom the Searrch Result window
w
clickk on “Transfe
fer” link. Theen Sahana will
w show the current locaation
off the group. Select the neew location from the listt and click next to changge the locatioon.
D
Delete
a Grroup
Frrom the Searrch Result window
w
clickk on “Delete”” link. Then Shana will ask for yourr confirmatioon to
deelete the grooup. Click on
n the Yes to conform dellete.
N
Note:
Remem
mber after delleting a grouup there is noo way to reccover that grooup.
Se
earch/Ediit/Transfe
er individu
ual U
Using
Search//Edit/Transffer individuaal you can
•
•
•
•
Search
h for a Person Edit deetails of a Person Changee location of a Person Deletee Person from
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Many Featurees available in Search/Eddit/Transfer Individual iss same as Seearch/Edit/Trransfer Grouup
M
feeature.
Se
earch a Diisaster Vicctim Inn Search a Disaster
D
Victiim window user
u can searrch for a perrson that has been reportted as a disasster
viictim. To seaarch a person
n , Give
•
•
Numbeer of any card
d ( Eg: Identityy card numbeer, Passport n
number or Driving license number ) Any paart of person's name ( Eg: FFirst name, Faamily Name, Nick name )
Seelect All Inccidents, If yo
ou want to seearch a persoon in all the incidents covered by Sahhana installaation.
Thhen Click Seearch
Frrom the searrch results usser can Edit,, Transfer orr Delete a person from Disaster
D
Victiim Registry..
E a Persoon
Edit
Frrom the Searrch result wiindow click on “Edit” linnk in relevannt name. Theen Sahana will
w show a form
fo
filled with currrent inform
mation of the person. Editt required fieelds in the foorm, also youu can uploadd a
phhotograph off the person.. After changging requiredd fields clickk “Next”. Thhen Sahana will
w show the
cuurrent locatioon of the perrson and youu can changee the locationn to new loccation by seleecting a new
w
loocation. Afteer changing location
l
(if required
r
) cliick “Next”. In
I next winddow you cann edit more
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details about that person such as physical details, also it is possible to upload a fingerprint image of
the person. After changing required data click “Finish”. Then Sahana will show a summery of new
changes, to save changes click “Save”, to edit details again click “Edit Details”.
Transfer a Person
From the Search result window click on “Transfer” link. Then Sahana will show the current location
of the person. Select the new location from the list and click “Next” to change the location.
Delete a Person
From the Search Result window click on “Delete” link to delete a person from Disaster Victim
Registry. And Sahana will ask your confirmation to delete that person. Click Yes to delete the person.
Click No to cancel deletion.
List Group/View Members From the List Group/View Members feature user can list the all disaster victim groups and also
possible to view the members of the groups.
To List groups registered in Disaster Victim Registry Click “List Group/View Members” button in
Disaster Victim Registry panel.
Then sahana will show a list of Groups registered in Disaster Victim Registry.
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To View mem
mbers in grou
ups click on “View Mem
mbers” link in
i relevant group.
g
t edit individual group member's innformation by
b clicking on group mem
mber name, then
It is possible to
I
w
window
for thhat person.
Saahana will shhow Edit a Individual
List Duplica
ate Entries Thhis feature allows
a
findin
ng and removving duplicaate person enntries in the Disaster
D
Vicctim Registryy.
Thhis is very useful
u
to cleaan-up DVR'ss records. Clicking the “L
List Duplicaate Entries” button
b
will result
r
inn a pair-wisee list of possiible duplicattes.
To compare a pair of poteential duplicaates, click a row's “Com
mpare” link. Then
T
Sahanaa will show
coomplete detaails of two en
ntries. If youu identify theese two entriies as dupliccate in the seense of referrring
too the same peerson, click the “Delete”” link to rem
move that entrry.
R
Report Gen
neration Thhe Disaster Victim
V
Regiistry can gennerate three types
t
of on-sscreen reportts about disaaster victimss.
A
Available
mennu choices are:
a
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•
•
•
Drill Do
own by Group
p Drill Do
own by Shelte
er Drill Do
own by Incide
ent A
After
clickingg a choice, th
he result is a tabular “Disaster Victim
m Report”, by the chosenn category.
5. Orga
anization Registry In
ntroductioon
foocus on “whoo is doing what
w and wheere”
Thhe Organizaation Registry keeps track of all the relief
r
organizzations and their
t
branches working in
i
thhe disaster reegion. It capttures not onlly the placess where they are active, but
b also capttures inform
mation
onn the range of
o services th
hey are provviding in eachh area.
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Main Features
•
•
•
•
Capturing a comprehensive list of meta data on an relief organization and all the activities they have in the region Capturing the essential services each group is providing and where Reporting on the converge of services and support in the region and more Importantly where there are no aid services being provided Description of Actions
•
Register an organization Adds an organization's details to sahana.
•
Register a branch Adds the details of a branch of an organization to sahana.
•
Search organizations Find the organisation(s) by specifying its details.
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•
View And Edit View a list of registered organizations. Their detils can be viewed / edited by clicking on the
appropriate links.
Register an organization In here you can register the new organization and add details of that organization.If you are not the
organization , you are branch or department of the organization then you can register as a branch
described below.
1.Go to the main menu and select Organization Registry
1.Select Register an organization in module menu or click the link Register an organization in
module Home page.
2.Then fill the form and click Next
NOTE: Fields tagged with a star (*) are mandatory and must be filled.
If your organization is registered under the government, please enter your company registration
number.
In Organization Sector part ,select the services that your organization provides, that is what you do
as an organization, or the services your organization can provide in a disaster situation. e.g. If you
offer medical services select it.
In the Facilities Available part you want to enter the Man power,Equipment and Other relevent
resources.Man Power specify the workforce(Men/Women) in your organization.
3.There are two way to do this step.
Method 1 •
Enter the GPS(Global Position System) coordinates and click Next. Do consider the environment before prining this document.
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Method 2 •
click here to get more details about method 2. Register a branch In here you can register as a branch or department of a registered organization.If you are not
registered organization,first you want to register as a organization in above Register an organization
section.
1.when you confirmed registration of organization in Register an organization section,you can
simply register a branch by clicking Register a Branch/Department or you can register a branch by
clicking Register a Department/Branch in Organization Registry menu.
2.Then fill the form and click Next
NOTE: Fields tagged with a star (*) are mandatory and must be filled.
In Holding Company section you want to select the organization you own.
3.Then you can enter GPS Coordinates or click the area of the map as mentioned in above Register
an Organizaton section and click Next.
4.You can Confirm Branch Registration by clicking Save button and edit details by clicking Edit
Details.
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Search organizations
In this section can search for Organizations by Name,Type,Service and Location.You can simply
enter this section by clicking Search in Organization Registry menu.
View And Edit
This section can be viewed registered organizations,their registration type,incidents,services they
provided,their location,address and contact numbers of organization.You can edit these details by
clicking on the appropriate links.
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Reports This section generate organization reports by state for country,reports by country,reports by sector.In
here you can get idea about organizations of particular location and the extentions of services they
provided.Their are three types of repots generate in here.
Drill down Location Coverage This covers the number of organizations that provide a particular service in a area as a geographical
drill down. You may view a sub-location by clicking on a parent-location and the organization details
by clicking on the appropriate number. Please give attention to all services Not covered.
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Drill down Organization Coverage This covers the number of organizations that provide a particular service in a area as a geographical
drill down. You may view a sub-location by clicking on a parent-location and the organization details
by clicking on the appropriate number. Please give attention to all services Not covered.
Organizations by Sector In this section you can filter the sectors you want and can download the report as a PDF by clicking
Download as PDF link.
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6. Requ
uest/Aid M
Managem
ment In
ntroductio
on Saahana Requeest/Aid Man
nagement System is a cenntral online repository
r
w
where
all relief organizatiions,
reelief workerss, governmen
nt agents andd camp sitess for displaceed personnells can coordiinate the suppply
off the aids with their dem
mand. It allow
ws users to allocate the available
a
resoources to fullfill the demaands
efffectively annd efficiently
y. Make requuest, Donatioons and Fulffilling requesst can be hanndle by this
m
module
efficieently.
Main Featu
ures •
•
•
Add Reequests and P
Pledges Search
hing and listing Fulfillin
ng requests Do consider the environment before prining this document.
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Actions By default, ReequestAid management
m
m
module
can be accessedd by Adminisstrator or Supper User.Too
geetting startedd with Requeest/Aid moduule select Reequest/Aid Managemen
M
t in Sahana main menu then
t
m
module
menu will appearr on top of thhe main menuu. ==== Make
Ma Requestt ==== Makke Request
m
manages
requuesting itemss ( ex:rice,bllankets ) neeed for relief works.
w
Item, location, quuantity of reqquest
iss stored and set the status to open to fulfill
f
it. Reqquest can bee done by anyyone who haave the access
s to
thhis module and there aree some little different
d
witth regardingg to user whoo request. * Select
S
Requeests
inn module menu and selecct Make Reqquest or Clicck Make Reqquest in moddule home paage. If securrity
haas been disaabled by adm
ministrator peerson who does
d
the requuest should give
g his personal details to
iddentify the vaalidity of thee request.
Iff security hass been enablled no need if
i identifyingg the requestter. So can be
b directly move
m
to the
reequesting whhich is descrribed bellow..As the first step
s of requeesting locatiion for the reequest shoulld be
giiven. Requesst location ca
an be a sheltter or a orgaanization .
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Note :- Shelteers and Orga
N
anizations shhould be alreeady added using
u
Shelter Registry orr Organizatiion
Registry moduules. If securrity has beenn disabled reequester shoould give the location andd no persisteence
iss there. But iff security is enabled locaation which has been ussed are storeed and both forms(above
f
e one
annd form in below) will ap
ppears in the same pagee. Then on thhe top of the same page selected
s
loocations are shown. But user in a seccurity disablled Sahana system
s
has only
o one locaation at attem
mpt.
Seelect the locaation and cliick Next
Then in next page
Th
p
item deetails will bee asked. Thenn steps by steeps item hass to be given with quantity
annd priority. Category/su
C
b category/iitem are hanndled by the Aid
A Catalogg module. * select
s
the
caategory
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Th it displaay relevant su
Then
ub categoriees for the cattegory.
Th it displaay a combo box
Then
b with item
ms of selectedd sub categoory.
Seelect a item and
a unit type and give quantity
q
and priority.
p
Asccending ordeer of prioritiies are
im
mmediate, moderate,
m
Lo
ow Priority. Then
T
click Add
A .Then iteem details wiill displayedd with form too
addd more item
ms. If you wa
ant to requesst more itemss to same loccation you can
c add usingg that form. To
finnalize the reequest click Finish.
F
===
== List Requuests ==== View list off requests with requester,
r,
Loocation, Datte, status of the
t request and
a a link too detailed verrsion of a reequest. A form will be in
abbove of the page
p
to filterr the requestt list using reequester, staatus. By seleccting parameeters of that form
lissting data caan be filtered
d and searchhing can be done.
d
Changging the valuue of combo--box recordss
nuumber of reccords per pa
age can be chhanged.
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Byy clicking onn the Detailss link for thee a request exxpanded dettails are view
wed. Numberr of items forr a
reequest, requeested quantity, Priority is
i shown. Fuulfilling can be done cliccking select on
o the requeest
fuulfillment listt and the sta
atus can be set.
Note :- Statuss is open for any requestt which is not fulfilled. Sttatus is closeed only whenn all requestted
N
iteems are fulfi
filled. ==== Search Reqquests ====
= Search Reqquest gives a report of reequests by
filltering usingg searching criteria
c
giveen by the useer. Data can be filtered by
b using one or more
seearching critteria like req
quester, locaation, prioritty, category and the statuus. By defauult all a set too All
w
which
will do the listing. Using this action user caan search reequests with high priorityy or open
reequests efficiiently. * Seleect Request in Request/A
Aid Managem
ment modulee menu and select
s
Search
h
R
Requests
or Click
C
Search
h Request in module hom
me page.
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Seelect a searcching criteria
a and click Search.
S
It wiill show a filltered list off requests sam
me as in list
reequests and same
s
actionss like fulfillinng are also possible.
p
==
=== New Plledge ====
= New Pledgge
haandles online donations//pledges throough the sysstem by trackking item, quuantity of thee pledge andd
loocate them inn to a registeered inventory. Inventories are handdle by the Invventory Mannagement
m
module.
* Sellect Pledges in Request/A
Aid module menu
m
and then select Neew Pledge orr Click New
Pl
Pledge
int Request/Aid ho
ome page. Thhen it asks Category/Sub
C
b Category/IItem, quantitty and the
innventory wheere the pledg
ge should pleedge should place. All thhe steps to addd a item wiill same as select
iteem in Make Request actiion.
Th it will shhow the new
Then
w pledge detaails with aboove form to add
a new pleddges.
Iff more pledgges to be add
ded, do the prrevious stepss recursivelyy and click Finish
F
to addd pledges. Iff a
plledge need too be removeed click Rem
move Item in the pledge list.
l ==== List
L Pledges ==== This
prroduce a listt of all pledg
ges done throough the system includinng donor, daate and the sttatus. Resultt can
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bee filtered by donor, statu
us and recordds per page can be channged using form
fo appearss in the top of
lisst. * Select Pledges
P
in module
m
menu and select List
L Pledges or Click Lisst Pledges inn module hom
me
paage.
Byy clicking onn the Detailss list items annd quantitiees of the relevvant donatioon is shown with
w the stattus of
thhe donation. Status can be
b change byy selecting thhe status from the comboo box. Initiall status of a
plledge is Not Confirmed. When it connfirmed statuus should chhange to Con
nfirmed andd change the
sttatus to Delivvered when the pledge iss delivered. To cancel orr discard thee pledge chaange the statuus to
D
Discarded.
==== Searchh Pledges ==
=== This prroduce a listt of pledges filtered
f
by one or more searching
s
crriteria. Userr can filter da
ata using doonor, categorry and statuss. If user wants to just a list of all
plledges make them all to All.
A This hellps to searchh pledges whhich are delivered or nott or pledges for
f
eaach categoryy of data.
* Click Searcch. Then it will
w produce a list of pleddges which matches
m
searrching param
meters. It
antity, statuss and the loccation ( a invventory ) where the donaation is placeed.
inncludes donoor, Item , qua
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==== Fulfilll Requests ==== This action helps to
t manage thhe fulfillmennt of requestss. It checks with
w
thhe inventoriees and pledges to find ouut whether thhe requested items are avvailable. If items are
avvailable userr can locate that item to request locaation. * Seleect Manage in
i module menu
m
and andd
seelect Fulfill Request or Click Fullfilll Requests and
a click reqquest list. Thhen it will shhow the all
reequest as a list same as in
i List Requeests. By clickking on the Details
D
link of
o a request user can get
iteems, quantity
ty of each iteem and the priority
p
of thee request.
To fulfill a iteem of a requeest click on the
t Select inn the Select too Fulfill coluumn of a relevant item.T
Then
it will show a list of availa
able items/ppledges with total quantitty and total used
u
quantitty.
nt item. Ex: If user needss to fulfill a request
r
to suugar select thhe sugar. Thhen it
cllick Select off the relevan
w shows iteems to the req
will
quest and a form
f
to fulfiill the requesst. In that forrm maximum
m available
quuantity is shoown.
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Give a quantity to fulfill the request and click Next.If user wants to cancel the fulfillment click
Cancel.
7. Shelter Registry Introduction Shelter Registry module in Sahana Disaster Management System is for managing shelters/camp when
disaster occurs.It tracks, store and view shelter information. This module helps to keep location
,capacity ,contact information ,etc.. of shelters and generating reports. Shelter can be a camp site ,
temporary shelter using permanent building or a mobile hospital. Shelter Registry is useful for
allocating shelters to where it need, identify capacities and needs.
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Main Featu
ures •
•
•
•
•
•
•
Trackin
ng of basic infformation on the location,, facilities and
d size of the SShelters GIS inttegration to view location details of thee Shelter Ability to customize
e the list of im
mportant facilities needed at a Shelter
Ability to customize
e the list of deetails tracked at a Shelter
Ability to customize
e the list of hu
uman resourcce tracked at a Shelter Basic rreports on the
e Shelter and drill‐down byy region GIS Reports of Sheltter A
Actions By default, shhelter manag
gement moduule can be acccessed onlyy by Adminisstrator, Supeer User or Caamp
H
Head.
But if admin
a
can seet module prrivileges to access
a
for thee other userss like Registered user or
A
Anonymous
u
user.
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Add a Sheltter When disasterr occurs new
W
w shelters should be alloccated. Type of shelter ( Government
G
t , NGO ),
Contact inform
mation, Location, availaable facilitiess, populationn should be stored
s
to perrform future
acctions.
•
•
Go to m
main menu and select sheelter Registry
Select Add Shelter iin module meenu or click lin
nk Add Shelteer in module Home page or
Inn first page general
g
inforrmation abouut shelters, contact and population
p
deetails will bee asked. Fill the
teext fields witth appropriatte data. If invvalid data iss entered ( exx: letters for capacity ) errror messagee
w be displayyed and need to reenter correct data. Note:- Fiellds tagged with
will
w a star ( * ) are mandaatory
annd must be filled.
f
•
Then cclick Next Thhen it ask foor Location information in
i another paage. This loccation means exact locattion of shelteer.
Thhere are twoo ways to do that and botth appears inn same page..One option can be usedd and not
m
mandatory.
But it is impo
ortant to givee that inform
mation becausse location innformation are
a used to
geenerate graphical reportss of shelter locations.
O
Option
1 :- GPS
G coordina
ation
Ennter the apprropriate latittude and Lon
ngitude and click Next
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Option 2 :- GIS mapping
Map appears in the page can be used to give the location in a graphical way instead of giving
longitude and latitude manually.
for more information about Maps & GIS click here
•
Click Next Then it ask services and facilities like water, sanitaries available in the shelter in a separate page. It is
important to identify and fulfill essential needs Fill appropriate data.
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•
Click N
Next Thhen it show all details yo
ou entered.
•
•
If you w
want to edit tthe details yo
ou enter, Clickk Edit Else , C
Click Finish Search Shellter Detaills
After adding shelters
A
s
it is needed to be manage, fiind out essenntial needs itt important to
t search usiing
seeveral param
meters. Two types
t
of searrchings are available
a
in Shelter
S
Regiistry.
Seearch by nam
me Seearch by sheelter name orr shelter typee useful to categorize searching to seeparate goveernment, NG
GO
shhelters. To seearch from using
u
only naame of the shelter insteaad of specifyying type seleect type as ALL.
A
To search onlly from type give the nam
me as blank.
•
Select Search in mo
odule menu and then selecct Search by n
name Do consider the environment before prining this document.
43
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orr Click on thhe Search byy Name in module homee page.
•
Give daata to form and click Searcch Thhen it displaay most impo
ortant shelterr information like name,, capacity, adddress. By clicking
c
'shhelter_namee' all details can
c be vieweed and also editing
e
and deleting
d
can be done. Byy clicking [eddit]
att right side of
o shelter nam
me edit can be
b done directly.
Seearch by add
dress Seearch by thee location of shelter usingg address off a shelter. Thhis search dooes not categgorized
seearching resuult according
g to type or any
a thing elsse.
•
Select Search in mo
odule menu ,tthen select Seearch by addrress orr Click on thhe Search byy Address in module hom
me page.
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•
Give a address and Click Search Note :- In botth searching approaches they producce reports with identical look
N
l
and feeel. By clickinng on
a shelter namee data of thaat shelter cann be edited annd deleted.
Edit Shelterr Informattion Iff a informatioon regarding
g to a shelterr needed to edited
e
in several situationn like upgradde service annd
faacility inform
mation regard
ding shelterss, changing capacity
c
or amount
a
of viictims in a shhelter and errror
coorrections inn shelter info
ormation.
•
Select Edit Shelter in module meenu orr Click Edit Shelter in module
m
homee page
Next steps wiill be same as
N
a Search by Name actioon and it willl produce a report
r
alike the
t report
prroduce by thhe Search by name actionn.
•
Click [eedit] link in th
he report regaarding to releevant shelter name orr Click on thhe shelter nam
me, it will display detaills of that sheelter and thenn click edit
•
Next stteps will be same as Add SShelter Do consider the environment before prining this document.
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Delete Shellter Inform
mation To delete shellter informattion there is no direct linnk from moddule home paage or moduule sub menuu due
too various reaason but deleete a shelter information
i
can be donee after perforrming any Seearching Acction.
•
•
Click on the relevan
nt Shelter nam
me of report p
produce by th
he Searching action. It willl show the paage with alll information
n of selected sshelter. Click delete Delete button at thee bottom of th
he page. R
Reporting
Shhelter registrry module iss listing sheltter informatiion using sixx reports inccluding threee graphical
reepresentationns in a map.
Viiew All Sheltters Inn View all shhelters it produce a reporrt including some most important
i
daata of all shelters.
•
Select Reports in module menu and select Vieew All Shelteers orr Click View
w all shelterss in module home
h
page.
Click on the name
n
of a sh
helter to get detailed
d
infoormation andd those inform
mation are editable.
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Viiew By Locattion View by locattion producee a report cattegorized unnder the locaation of sheltters with totaal numbers of
V
shhelters insteaad of listing all shelters.
•
Select Reports in module menu and select Vieew By Locatio
on orr Click View
w by location
n in module home
h
page.
By clicking onn a location list of all shhelters can bee taken with some imporrtant fields.
Click on a sheelter name to
o get detailedd informatioon of a shelteer.
Viiew Adminisstrator Deta
ails G
Generate
a repport includin
ng information only of administrator
a
rs of each shhelter.
•
Select Reports in module menu and select Vieew Admin Deetails orr Click View
w admin deta
ails in modulle home pagge.
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Map By Locattion Thhis shows grraphical reprresentation of
o all shelter locations onn a map. Redd arrow like object show
ws the
loocation of a shelter.
s
Wheen a user clicck on that poop up will apppears with the
t name of the
t shelter and
a a
linnk, View. Byy clicking on
n the view all
a details of the shelter can
c be taken..
•
Select Reports in module menu and select Map by Locatio
on orr Click Map by location in module home page.
M
Map By infect
tion Thhis shows a graphical reepresentationn of shelter by
b infection in
i a map. Coolor of the arrrow changees on
thhe percentagee of infected
d count in a shelter.
s
Shellters with low
w infection percentage
p
iss shown in green
g
annd shelters with
w high inffection perceentage is shoown in red. When
W
a arrow
w is clicked pop
p up will
coome with sheelter name, infected
i
perccentage and a link View to get all deetails of the shelter.
s
•
Select Reports in module menu and select Map by infectio
on orr Click Map by infection
n in module home page.
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M
Map By popul
lation Thhis is a graphical represeentation of shelters
s
by thheir populatiion density too capacity percentage. This
T
allso generate map like Maap By Infecttion. Color code
c
of arrow
ws are greenn if populatioon to capacityy
peercentage is low, orangee to moderatee and red forr high percenntage.
•
Select Reports in module menu and select Map by popula
ation orr Click Map by populatiion in modulle home pagge.
8. Inven
ntory Managemen
nt System In
ntroductio
on An inventory can be defin
A
ned as sometthing like a warehouse.
w
A warehousee contains thhe physical
gooods and an inventory co
ontains trackk of all thosee goods (warre house mayy have 100 sugar
s
packets,
buut in inventoory, it is 100 in front of sugar).
s
A waarehouse conntains all the goods, item
ms and everytthing
neeeded to servve the affectted people annd the relieff workers. Alll the recordss about item
ms in the
innventory cann be stored, monitored
m
annd managed using the Innventory Mannagement Module.
M
Dataa
haandled in thiis module is frequently used
u
by other modules, therefore
t
a thhorough knoowledge of thhis
m
module
is impportant.
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Getting starrted with Inventory
y Managem
ment Click on the Inventory
I
Management
M
t menu item
m in the main menu and thhen the Inveentory
M
Management
menu with its
i home pagge will appeaar.
In
nventory Management menu
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In
nventory M
Manageme
ent Main M
Menu H
Home
Thhis link convventionally directs
d
the user to the In
nventory Maanagement Home
Seearch
Using this meenu item,the user can search
U
a
for a paarticular inveentory or an item in the inventory.Usser is
firrst directed to
t select the searching tyype(inventorry/item) thenn according to
t that selecttion,next steeps
arre appeared.S
Searching a item as sam
me as describeed in the cattalog sectionn but for a inventory it is
sllightly differrent.
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Innventory seaarch can be done
d
in two ways.search
w
h by location
n or search by name as well as searrch
caan be done with
w both. moreover
m
seaarch can be achieved
a
by inventory owners
o
detaails.(inventorry
ow
wner means the head of the warehouuse/inventoryy).
•
•
•
Search
h button 1 onlly considers inventory nam
me and inventtory location.. If end user leaves the invento
ory name fielld as blank the result will ggive you the aall available in
nventories loccated in the selecteed location. O
On the other h
hand the end user can search an inventtory by only ttyping the invento
ory name and
d inventory name search iss soundex seaarching enabled. Search
h button 2 onlly considers tthe inventory‐owners detaails. That could be inventory owner's naame, addresss, contact nu
umber , email, etc ……. Seaarching by invventory‐owneer's details is aalso enabled soundeex searching. Thereffore the Inven
ntory search d
depends on the search buttton you clickk on and if you click on the Search
h button 1 , it doesn't care about the “In
nventory‐ Ow
wner” text areea and if you cclick on the search button
n 2, it doesn't care about th
he Inventory Name text fieeld and Inven
ntory Location
n drop down menuss. Inn order to seaarch by inveentory locatioon, enter thee inventory name
n
and loccation of the inventory .cclick
onn first search
h button(pag
ge contains 2 search butttons).Please don't fill othher fields(seaarch by
innventory ownner fields) because it willl give unexppected resultts.The resultt will be the searched
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innventory's all details.
Foor searchingg with the inv
ventory ownners details, enter ownerss detail(name/email/addrress…) and cclick
onn the secondd search buttton
In
nventories
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With this linkk, user can ad
W
dd an new innventory to the
t system ass well as ediit informatioon about of
innventories , add
a items to the inventorry also.
Register a Neew Inventorry : Click onn the Add In
R
nventory buttton and the user will bee prompted too
ennter the details of the new
w inventory.
Inn next windoow , enter thee detail of thhe new invenntory such ass its locationn,contact infoormation (Thhis is
innformation about
a
the in charge
c
of thee inventory),,the facilitiess available inn the inventoory(how manny
veehicles,wareehouse area…
…..) and thenn click on neext.
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Thhen the userr will be direected to markk the locationn of the inveentory in a map.In this case, there arre
tw
wo ways of marking
m
the inventory onn the map
•
Directly using latitude and longittude if the user know them
m and click on
n next button
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•
Zooming and marking on the givven map (morre details) and
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Juust bellow thhe add inventory section,, the existingg inventoriess can be seenn.With this table,
t
the useer
caan edit the innformation about
a
a invenntory,send em
mail to the head
h
of the innventory, addd items to
innventories.
byy clicking ed
dit inventorry or name of the inventoory, the userr will be naviigated to thee same place
w
which
is descrribed in Reg
gister new in
nventory section.After changing
c
thee suitable fieelds ,click onn the
saave button too apply the changes
c
or iff the user waant to delete the inventorry, click on delete
d
buttonn
w knowingg that all dataa of the inveentory will bee lost.With close
with
c
button user can com
me to the paage
w
where
he left off.
Inn oder to addd an item to a inventory,cclick on the add item linnk.This actioon will direccts the user too
seelect the cataalogs/categories/classificcations as deescribed in catalog moduule then clickk on next
buutton.The firrst text box is
i already fillled and amoount means how much of
o the particuular item is going
g
too be added (2200 kg from sugar :just put
p 200 in thhe text box).A
According too the previouus selectionss,
apppropriate unnit type appeear and selecct it.Fill the cost
c of one unit
u (cost of sugar 1kg) and
a others details
allso(make surre to select th
he inventoryy).Supplier organization
o
is the organnization whicch supples thhose
iteem (organizaation must be
b registeredd with sahanaa,if such onee exists).finaally click on submit
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Add/List item
ms
Clicking on thhis menu item
m,the user can
c see the avvailable item
ms,their quanntity and invventory as weell as
dit and delette
thhe user is alloowed to editt the informaation of a cerrtain item orr delete it byy using the ed
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linnks.edit link will promp
pt the user to the same pllace describeed in add iteem section above and thhe
buutton Add ittem also
Thhere is impoortant featuree with this menu
m
item is that it allow
ws user to trannsfer inventory items
beetween invenntories,shelters,organizaations and victims.In ordder to use this feature, cliick on the seend
item button ,tthen the userr will be direected to chosse what item
m is required to send (by
chhoosing,cataalog,catagory
y…catalog) and fill the form
f
after cllick in send link
l
with apppropriate daata
annd click on send
s
button.The alternatte item table shows whatt are the item
ms the user can send as an
a
allternative forr the required item.(causse field meanns that the reeason for iteem transfer). For receivinng
iteems sent by another inveentory, just click
c
on the transit item
m button and the user cann see the receeived
iteems then click on receiv
ved link allow user to acccept items.F
Fill the authoorized personn text box byy
tyyping the nam
me of the person who is responsible to accept the items and click on recceived buttonn.
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R
Re-Order
Levvel
Re-Order Levvel menu item
R
m has some important fuunctionality because it alllows users to
t check aboout
thhe items which should bee reordered because
b
exissting amountt is not sufficcient for servving the
diisasters.Wheen this link iss clicked, the user can seee the items which shoulld be reorderred and as well
w
ass the user cann add reordeer levels for the items in inventories..
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By clicking onn the edit lin
nk, user can edit the reorrder level off that item.Add the new reorder
r
levell and
s
butto
on.The delette link allow
ws user to dellete the item from the reoorder list.
juust click on submit
Re-Order leveel home page a button caalled Add Re-Order
R
R
Leevel and this button provvide facilitiess to
addd a new reoorder level to
o an particular item.Firstt select the catalogs/categories and thhe user will be
diirected to thee same page where the user
u meets when
w
he/she click
c
on editt link .Do thee same thingg and
cllick on subm
mit.
R
Reporting s
sub menu N
NOTE
: all thhe reports caan be viewedd as PDF OD
DS or XHTM
ML format.
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Expired Items This menu items shows the user about expired items in inventories and by clicking on
destroy item link,the user can destroy the item from the inventory.
Destroyed Items These are the items destroyed by from the inventories due to various reasons.
Re-Order Level Various re order levels of the items
Transit items These are the information about the items exchanged between inventories/shelters/…
Optimization sub menu This sub menu basically provide facilities to conducts various levels of configurations for the
Inventory Management System.
Set Alternate
Using this menu item, the user can select an item which can be treated as an alternate.For an example,
bread can be used as alternate for rice.But make sure that the item you are going to use as an alternate
should match with the requirements of the item which needs an alternate(sugar can not use as rice).So
first select the item from catalogs/categories and then the relevant inventory, then the system will
provide suitable items.Click on the alternate link in order to use it as an alternate to the previously
selected item.
Set Relation
User can select interrelated item (sugar and tea/milk are interrelated)using this link and it works as
same way described above.Finally click on the relate link in order to mark it as a related item to the
selected item.
Prediction by Item
Sahana disaster management system can predict the status of the particular item with using past
knowledge of the transactions happened in the inventories.First select the item by passing through
catalogs and categories then fill the given form by choosing appropriate options.Prediction type
is,the action you are going to predict(if sent selected,system provide predicted amount of the item
which may be want to send in future) and the Time period is the time the user want to predict (if 5 is
the input,system will predict for 5 days).Finally, user can get the monthly report or daily
report/weekly reports according to the prediction.If the user click on customized reports ,he/she can
see a chart about the prediction.Item Prediction part only predicts one period ahead. The period could
be 1 day, 1 week , 2 months etc..
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Prediction byy Inventory
Pr
Thhis menu iteem is also wo
ork same as the previouss item exceppt this predicts about inveentories as a
whole.the proocess is samee .Just follow
w
w the instrucctions and yoou will get thhe answers.
9. Volu
unteer Ma
anagemen
nt In
ntroductio
on Thhe Volunteeer Managemeent Module, is program to
t manage volunteers
v
reesponding to a disaster, or
o for
ann organizatioon in generall.
In
nstallation
n Notes •
•
If you h
have not installed Sahana make sure th
hat the 'vm' fo
older is locateed inside of the 'mod' fold
der and Sahana will take care of running the proggram for you. If not, place the 'vm
m' folder inside of the 'mod
d' folder, then
n you will neeed to run the dbcreate.sql file ur database. TThe dbcreate script is locatted in the 'inss' directory. on you
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It should be made sure, however, that during fresh installation, the Access Control featured should be
enabled so that access restriction and constraints can be applied to different people with different
levels of authority and privileges in the system, later. This implies that there needs to be at least one
person with with the Sahana 'Super User' role for administrative purposes.
Welcome Screen The welcome screen might look different depending on various organizations or systems using the
Sahana software. However, the framework should look similar with a menu for different modules on
the left and a user log-in area with username and password field right underneath it. The example
provided here has a stripped down Sahana menu with just the VM module and the Administration
modules, along with the user log-in feature:
New Registration •
•
•
New users must first click on the Volunteer Management menu item on the left where they will be presented with a registration screen, where they can register with all the required information and hit submit. There is also a provision to optionally upload a picture for the user. If there is not record of personal information of a new registrant in the system, then the Volunteer Management Module will be inaccessible. Once a user name and password has been created for the Volunteer Management Module, all registered users must login with their user name and password to further explore the module. Once a user is logged in to the Volunteer Management Module, he/she will be able to access and change personal information at any time. However levels of restriction may be placed on accessing certain pages. This is under the control of the main operations handler or the site/project manager, positions which people can sign themselves up for and wait for approval or positions which the mainops or site manager assigns to registered people. Here is a picture from the registration page, which highlights one of its key part:
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So, with other registration information, volunteers can input their skills using the explandable tree
and can also choose to apply for the site manager position. Restrictions not listed in the tree, or any
other special needs for the volunteers, if any, can be input in a big text field.
Levels of Access control Levels of access control are given to volunteers depending on permission by validating a user to view
or change sensitive information pertaining to project(s) and volunteer(s).
•
•
•
The Volunteer Management Module is setup to restrict the amount of sensitive information that a user may be able to view or change depending on the level of access. Level of access control determines the amount of information that will be displayed to a user. If a user is not of the correct level of access to view sensitive information, restriction will be applied to the users permission access to determine what is viewable and what is restricted to the user. Basic Volunteers are limited to the minimum levels of access. As registered users, volunteers have
only permitted levels of access which consist of:
* Menu: Projects
- Only permitted to access and view the projects that they are
assigned to.
- Project Details
- Description
- Specialties Needed
- Assigned Volunteers to that specific project.
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- No permission to view/access information about the Site Manager or other working volunteers of
that specific project; Denied access alerts will be displayed.
* Menu: Messaging
- The sub-menu of messaging will allow you to view your In box, Out
box, Send Messages
- Gives the option to delete messages in their In box or Out box
* Menu: Edit Your Details
- Volunteers are able to access or change the information they
registered with.
- Volunteers can also upload pictures of their selves and change any
basic information as needed.
* Menu: Change Password
- Changing users password at any time is easily accessible;
Passwords are unique.
Advance Volunteer or Administrator have higher level access and are able to view all the basic
information as a Volunteer but with added features that are only given to Site Managers and
Operation Managers. These level of access enables these specific users to view sensitive information
pertaining to a volunteer(s) and project(s).
Higher Levels of access allow these approved users by Sahana Administration to edit,delete and add
volunteers to any project or to delete a project or change that project information at any time.
Log In as Volunteer Log in brings you a whole bunch of features that you can do as volunteers or administrators as the
system. This is what a typical screen looks like when a normal volunteer is logged in:
After being logged in, there is a number of things the volunteer can do. He/she can access the
Volunteer Management option from the menu to see a list of features like viewing his/her info,
accessing the mailbox, register to volunteer for a project (if that hasn't been done already) or view a
list of projects he/she has been assigned to. Also, the user can change his/her details, change
password, view the mailbox (check the inbox, outbox and send out messages) and of course, log out.
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View Project
The following screen shot shows what the page to view project details looks like.
The screen also consists of a table showing other volunteers assigned to the same project, along with
their pictures.
Messaging
The mailbox feature is another feature that the volunteers can access. It lets them receive and send
messages. Sending can be done to more than one person at a time. The message sending interface
looks like this:
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Change credentials
Also, there is a feature on the menu on the left where users can change their system password:
All the afore-mentioned log in features are available to basic volunteers. To access more features like
editing details and so forth, a registrant has to be an advanced volunteer or an administrator, if not the
mainops or the site manager.
Log in as Administrator/System Manager or Main Operations Handler Logging in as a project administrator, site manager or the mainops gives additional privileges to
additional features not accessible as a regular volunteer. The volunteer management page for a site
manager looks like:
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So there are a lot more options that shows up on the administrative account of a site manager or the
mainops. The administrative privileges include features like assigning volunteer(s) to projects,
viewing a list of volunteers who are assigned to different projects, editing volunteer details, adding
projects and positions, searching for volunteers, reporting on project/volunteers status, approving or
revoking a volunteer or a registered user's abilities, privileges and access controls, among others.
Assign to project, Edit/Remove/Add Project
The mainops can assign volunteers to projects and different positions within it, including site
manager. The project to which the mainops wishes to add volunteers to has to be chosen first. Then, a
list of volunteers shows up where different positions can be assigned, using a drop down menu.
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At the top of the same page, a list of positions available for that particular project including pay rate,
targeted number of volunteers, total number of volunteers already assigned, is shown also. More
importantly, administrators can edit, remove or add positions to projects.
The edit project and add project allows entering of a position, description for it, the pay rate and the
targeted number of volunteers. The screen looks like this:
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View Volunteers
There is also a link to see all the volunteers assigned to different projects within the system, where a
list of volunteers is generated in form of a table, along with their picture, status, affiliation to
organizations (if any), location of the project, start and end dates:
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There is another link in the menu on the left under 'Volunteers' where the administrator can view all
the volunteers, assigned ans unassigned. This volunteer information can be edited/deleted any time
using site/project manager privilege. Choosing View All from the menu displays a list of projects
which can be clicked on to obtain further information on an individual one. A part of the page which
has the information on an individual project looks like the one shown below where volunteers along
with their positions, hours, location and images are displayed. In addition to that there is also a
column with a cross mark against the name of each volunteer which allows the administrator to
remove him/her from the project.
Search for Volunteers In case, volunteers need to be searched, this can be done using the search (basic and advanced)
available for the site/project manager or the mainops. The interesting feature of the search engine is
that it returns results close to the original name of the volunteers based on soundex and meta-phone
allowing margin for mistakes or uncertainty with the names. Here in the example, a search entry for
Jackie returns a volunteer name Jack, which is the only one close to the find string.
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Reporting Feature Another interesting and helpful feature available as administrative privilege is the reporting feature
which generates a list of volunteers that have ever worked in any project, along with their affiliation,
position held, number of hours worked, total monetary value of the projects they worked on and so
forth. A printer friendly version for this reporting is provided for printing purposed with less graphics.
Also, a small information-break-down bubble shows up every time the mouse is over a row
containing some information regarding a volunteer, with all the information on him/her.
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Also reports can be filtered either project, organization or both. Similarly, volunteer-specific reports
can be generated as well.
Management The final feature available for site/project managers deals with the management of projects and
positions. The link to 'Modify Abilities/Limitations' under 'Management' menu item allows the
addition of a position or skill for volunteers or the removal of already listed skil/skill set:
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Similarly, the 'Approve Abilities' link under 'Management' menu item, links to a page where the
site/project manager can either approve, revoke or deny applications from new registrants to become
site managers or simply appoint a volunteer to be one:
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Product Maintenance •
•
Updates and maintenance of the Volunteer Management Module will be done by the Sahana team and are focused on future enhancements and efficiency of the Volunteer Management Module. The system is geared to minimizing and eliminating all bugs or problems within the module that may slow down or stop the Volunteer Management Module from working effectively. 10.
Messaging Module Introduction Messaging module is the main communicative root of the sahana system. It is used to send sms,Email alerts and/or messages to various groups and individuals before, after and during a disaster. It
also provides a convenient way of grouping mobile phone numbers and E-mail addresses.
Description of Actions •
Manage Groups Each end user is provided the facility to create,customize and maintain various groups of sms and Email contacts
•
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sms and E-mail alerts/messages could be sent to any groups or individuals. This feature currently
works only on Linux platform.
•
CAP There are four options,that are New Alert,View Alert,Edit Alert and Upload Cap File.These options
are describe below.
Manage Groups This feature include three categeries.Add group,Edit group,List Group.These categeries is provided
facility to create,customize and maintain various groups of sms and E-mail contacts.
Add group In here Multiple E-mail addresses or mobile numbers should be entered comma seperatedly.Phone
numbers are limited to 6-20 digits and Group name is limited to 10 characters.
1.Click Add Group from Messaging home.
2.Then fill the form and click Save
NOTE: Fields tagged with a star (*) are mandatory and must be filled.
Edit Group In here you can view messaging groups,Edit their details and Delete details.
1.Click Edit Group from Messaging home.
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2.Then display table,that contain group numbers,number of mail addresses and telephone numbers
added.click the View and Edit on the appropriate links.
3.Then you can edit or delete information you want.
List Group In this section list all the available messaging groups,their email addresses and telephone
numbers.This is the way of get all group details.
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Messages In here sms and email messages can be sent to groups or individuals.This feature currently works
only on Linux platform.There are two options,that are Customized Messaging and Group Messaging.
Customized Messaging Using this option can be sent sms or emails to individuals that may not belong to any available
groups.
1.Click Customized Messaging from the Messaging home.
2.Then type the message ,email addresses and Telephone numbers and click Send
NOTE: Fields tagged with a star (*) are mandatory and must be filled.
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Group Messaging If sometimes want to send sms to selected phone numbers or emails to registered group in before,after
and during a disaster,can send messages using this option.Note that Messages can send registered
groups only.
1.Click Group Messaging from the Messaging home.
2.Then Select the appropriate group and send the message.
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CAP(Common Alerting Protocol)
New Alert Option enables end-user to create a New CAP message This will create an xml file
containing the CAP message and store it in a temporary directory. You can view this file using 'View
Messages' option. View Alert Option enables end-user to view stored CAP messages.Two sample
messages are already added to the list. You can view them by selecting one of them and pressing the
'view' button. In cap message we create new XML file or change the attribute of existing xml
file.That structure is indicated below.
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There are four options.
New Alert 1.Select New Alert from Messaging Module menu.
2.Fill the forms and click Next.
NOTE:In here actually set the attribute for XML file.This attribute get from the users of sahana.
View Alert 1.Select New Alert from Messaging Module menu.
•
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•
You can download Template or message you created by clicking Download Edit Alert Select the Edit Alert from Messaging Module menu and select the template(that was used for send
messages) and click Edit.Then Edit the message and save the message.
Upload CAP File When want to create some xml file formats for sending messages or upload predeveloped xml
message,this option is used.In here can upload XML templates or Messages.
11.
Aid Catalog and Classification System Introduction In a disaster situations, the supply of aid in inventories play a major roll in serving the affected people
and it is essential to manage those supplies effectively. In this Aid Catalogue module, these goods can
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be manage efficiently and it is required to conduct the managing process accurately because a lot of
data handled in this module, is used by the Inventory Management Module as well.
Terms used in this system Before getting started with using the catalog system ,familiarity with the terms used in this module
will be helpful for studying and learning how to use this Aid Catalog System.
•
catalog ‐ A high level abstraction or an conceptual area (entity) where certain goods belongs.As examples o Food and Nutritions o Non food items o Medical equipments •
category ‐ A certain catalog can be divided into several categories and sometimes category is refered as sub catalogs.Examples o Food and Nutritions ƒ Dry food ƒ Pre‐cooked food o Medical equipments ƒ Anaesthesia Equipment ƒ exercise Equipment o Shelter & Housing ƒ Housing Equipments ƒ Sanitary Equipments •
Item ‐ Item an individual good and can be used to serve the desater.Categories contains items with few exceptions.Example o Housing Equipments ƒ Tents ƒ Shelter‐sheets o Sanitary Equipments ƒ Temporary Lavatory NOTE : An item does not always belong to a category.It can belong to a catalog if the catalog can not
be further decomposed.
•
Unit Types ‐ Items should be measured and catalog module has some frequently used measuring entities.Examples o Volume o Length o Mass •
Units ‐ Basic measuring units belong to certain unit type. Example o Volume ƒ l (liters) ƒ bottles Do consider the environment before prining this document.
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o
Mass ƒ
ƒ
Kg g Getting starrted with Catalog M
Module Launching th
he module Click
C
AIid Catalog
C
menuu item in the main menu and the Aidd catalog winndow
w appears with
will
w the Aid Catalog menu
he down arrrow head in
n the modifyy catalog meenu item,meenu can be expanded
By clicking th
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Aid Catalog menu items Home
This always directs to the Aid Catalog main window
View Aid Catalog
With this menu item, all the catalogs, categories, as well as items can be viewed , deleted them and
change them.Clicking the unit types will displays the available unit types and basic units can be seen
by using the units link.Further with the help of the catalogs and item link, all the catalogs,categories
and items can be accessed.Punctuality inside this menu item can be achieved using the view and edit
link in the Aid catalog main window itself
catalogs and items see diagram on next page
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Unit Types
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U
Units
By clicking anny of the cattalog/categorry/item/unit type/unit, user will be directed
d
to eddit that particcular
seelection. Witth that windo
ow, the seleccted item cann be edited ,deleted
,
or juust go back to
t the previoous
w
window.If
thee fields of th
he window were
w edited thhen click savve button If deletion
d
is reequired, clicck
deelete button to delete thee selection.C
Close button will direct thhe user to thhe previous page.
p
NOTE Usingg Delete, you
N
u will lose alll the recordss of the partiicular cataloggs, Items, Unit
U or Unit
Tyypes.
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D down caatalog
Drill
Thhis menu iteem navigatess the user thrrough the cattalog hierarcchy.It will firrst show thee catalogs annd
w
when
the userr click on thee catalog ,caategories or item
i
of the clicked
c
cataloog can be seen.Same thinng
haappens whenn user clicks a category and
a it will shhow all the items
i
in the category.
c
Seearch item types
ty
This lin
nk allows usser to search for particulaar item/categgory/ or unitt/unit type.
1. Select what type of f thing you aree looking for (item/unit/un
nit type/..) elected 2. if item/catalog is se
ennter the item
m or catalog name
n
in the appeared
a
texxt box, select the item orr catalog by ticking the
roounded buttinn just billow
w the text boxx .Click searrch
Iff unit is seleccted, select the
t type of thhe unit of thhe given selection box annd then type the unit nam
me on
thhe text box.click search
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Iff unit type iss selected, en
nter the requuired type annd click searcch
M
Modify cata
alog sub m
menu Thhis menu cann be seen wh
hen the user click the droop arrow onn the Modify catalog mennu item and it
caan be hide byy clicking th
he same arrow
w (this type upward)
Add New Aidd Catalog
Thhis menu iteem can be ussed to add a new
n catalog.Enter some description about the caatalog and a little
w
word
to represent the cataalog (use a reelevant wordd for the cataalog) and cliick on the addd button.Whhen
thhe adding succcessful,the user will be redirected to
t the same page
p
and anoother catalogg can be added or
cllick on anothher menu item to leave from
fr
this winndow.User can
c access thhis content viia the link Add
A
M
Main
Catalogg in the cataalog home.
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Add A New Category
C
User can add a new categ
U
gory under a particular caatalog.Here a new term come
c
across which is
cllassification..Classificatio
on means thee categories can be furthher divided innto classifications and thhen
thhe items are added
a
to tho
ose classificaations.When the user select the catalog,another selection
s
boxx
apppears to sellect the categ
gory.This sellection box is
i needed onnly if the useer requires too add his/herr new
caategory as a classificatio
on or under an
a existing cllassificationn (categories can only be divided in to
t
prreviously defined level)..If the categoory is requireed to add as a new categgory, just clicck next buttoon
affter selectingg the catalog
g.Then type a name and a little descrription in thee given text boxes
b
with a
keeyword also.Now click add
a button.T
This adding can be done using the Add
A (sub)-Caategory linkk in
thhe home page also
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Add Item Typpe
a
using this menu ittem.The userr first select the catalog//category/claassification in a
Items can be added
m can be addeed to the endd of the
saame way,desscribed in caategory addinng section.Thhen the item
hiierarchy.Typpe a name fo
or the item,a short descripption,as usuual a key worrd,then the measurement
m
t
tyype(volume,m
mass….)and
d the measurring units.Cliick add buttoon to finalizee the task.Ad
dd Aid Item
m
Type link in the
t home page can also be
b used to thhe task
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NOTE The liink Add Meaasurement Unit
N
U in the hoome page is used
u
to add a new measuurement unitt to
thhe system.Firrst select thee unit type annd then typee the new uniit.Base unit means
m
the basic(SI unit)) for
thhe selected unit
u type and multiplier iss the number or the fracttion which should
s
be muultiplied withh the
neew unit in orrder to achieeve the basicc unit.
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12.
Reportin
ng System
m In
ntroductio
on Reporting sysstem plays a major roll inn sahana disaster managgement system
R
m because whatever
w
the
ussers fed to thhe system,caan be seen inn a organizedd manner andd it is really important too get an ideaa
abbout the currrent situation
n of the disasster managem
ment as well as these reports
p
can be used as
atttachments for
fo official leetters in ordeer to request more aids or any other purpose.Sah
p
ana disaster
m
management
system prod
duces variouss reports in several
s
file formats(pdf,h
f
html…) alsoo it provides
faacilities to cuustomize thee report geneerating proceess as well.
ge
etting starrted with r
reports Click on the Reporting
R
System
S
menuu item on thee sahana main menu andd then the sahhana Reportting
Syystem menuu will appear with the repporting systeem home pagge.
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Reporting System Main Menu Home
Conventionally this link directs to the reporting system home page
Report/Chart search
Sahana disaster management system does not create reports when you request a particular report.It
assembles reports periodically from system data and keep them in order to provide when the user
requested (this behavior can be changed but this optimizes the performance of the system if the
system consists of huge amount of data).So if the user have no idea about the name of a particular
report, it can be searched using this menu item.
First select the report/chart and fill the given text boxes (except key word search) and click on
search button.If the user don't know about select detail he/she can do a keyword search but search
category should be first selected.If you click on the do exact search, the system will try to match
given details exactly with the report details but sometimes it will not provide effective result.
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C
Configuration
n
Configurationn menu item allow user to
t select repoorts or chartss updating frequency.(as
fr
s described
abbove sectionn).For instancce. if the frequency is seet to 30 minuutes,after eveery 30 minuttes,the all created
reeport are upddated with th
he newly enttered data to the system.
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Module Report Aggregrator sub menu Aid catalog This report category simply report you about the Aid Category module (catalog) with
varous kind of file formats.Click on the in front of download to view or save the report
Volunteer Coordination This report tells user about various kind of volunteers work on disaster
management.volunteer coordination .This report is currently not vailable
Organization Registry These report about organizations which are registered with the sahana
system.organization registry
Missing Person Registry This menu item provide the user with reports about missing persons.MPR
Inventory Management This menu item directs the user to the information about the
inventories.Inventory
Generate Sample Reports This link is on the reporting system's homepage.By clicking this link,user is promoted enter details
about the report which is going to be generated.The significance of this link is that it doesn't provide
system generated reports but it allows user to create a report according to the needs. Report details
are the properties of the report such as name and its title,what it contains (short description),a image
(if you want.).Mete data is how this report can be searched in the system using the given
keyword.Therefore it is important to type a key word which represent the report.Then select
module/custom (if module selected,the will be directed to generate reports about modules) and file
format.Click on create report button.
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Thhen the userr has to selecct the modulee (if modulee selected) annd which tabble wants andd a search
keeyword for which
w
items are looking on selected table(if do exact
e
search
h is checked,,system will find
exxactly matchhings with th
he key word)).Then click on seacrh.N
Now the systtem will gennerate the ressults
annd click on Add
A table an
nd Create report.
r
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D
Dynamic Re
eporting F
Facility With this featture, the userr can create their
W
t
own reports using the
t sahana database
d
by just draggingg and
drropping. if you
y want to create
c
a repoort from one database tabble, click on the Report from one taable
m
menu
item annd the almostt all the sahaana database tables will be
b displayedd. Then clickk a table in thhe
taable to choosse panel and drag it to thhe chosen tabble panel.Next the field of
o the selecteed table are
shhown and drag the requirred fields in the report too the right haand panel annd then clickk on the creaate
reeport buttonn.
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Iff the user is in
i need if creeating a repoort from morre than one table,
t
just cliick on Reports from sevveral
taables. The prrocess is sam
me as above. First select one table froom the tablee list and in the
t next window,
thhe suitable otther table aree suggested and select what
w you wannt from them
m as well as fields.
f
If youu
seelect anotherr table from the suggesteed table list, the fields off that table will
w be displaayed in differrent
coolor.
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13.
Synchro
onization Module In
ntroductio
on Thhe synchronnization mod
dule providess important functionality
f
y to the overaall disaster management
m
t
prrocess. Its puurpose is to effectively
e
trransport the huge amounnt of data in a particular Sahana
innstallation too another Sah
hana installaation, with merging.
m
Thhis capabilitty can be vitaal, particularrly when a disaster
d
destrroys the com
mmunication infrastructure,
r
prreventing rellief workers and others from
f
interactting via an electronic
e
tellecommunication medium
m. In
thhat situation, a manager supporting
s
f
field
operatioons can obtaain the Sahanna data from a major disaaster
m
management
c
center,
and deploy
d
that data
d into a Sahana instannce residing on a laptop or other mobbile
deevice or com
mputer, destin
ned for the field.
f
When the
t field worrker returns to the disastter managem
ment
ceenter, the cum
mulative datta, includingg that newly gathered in the field, cann be uploadeed/synchroniized.
A part of synnchronization
As
n, the receivving Sahana instance in the
t center wiill first autom
matically check
thhe differencee between itss own databaase and the uploaded
u
datta. Differencces found aree extracted, and
a
appplied to thee main Sahan
na installatioon.
Thhis module helps
h
not only when the communicaation is limiteed, but whenn relief workkers want to
inntegrate two different Saahana installaations. [Is bii-directional synchronizaation supportted?] This
acchieves conssistency and allows team
ms to work ass if they are using
u
one daatabase. Scennario-based
guuidelines forr the synchro
onization moodule can be found here.
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Thhis module can
c be helpfu
ful when clonning a database. (Anotheer alternativee: the Snapshhot module.))
Co
oming Soon New work onn the Synchro
N
onization of Sahana Servers
v via peerr-to-peer (P22P) transportt is being
unndertaken ass part of the Google Sum
mmer of Codde 2009 by sttudent Hasannat Kazmi annd mentor Fran
Boon. A concceptual bluep
print is beingg refined, annd the choicee of technoloogy and form
m are under active
a
diiscussion.
G
Getting Sta
rted with the Synch
hronization
n Module Click on the Synchroniza
S
ation link inn the Sahana Main menu. The Synchrronization Module
M
menuu
w then appeear above thee Main menuu.
will
Sy
ynchronizzation Men
nu H
Home
Thhis link directs the user to
t the Synchhronization module
m
mainn window.
Ex
Export
Data
Using this linkk, the user can
U
c get a coppy (i.e., a “daata dump”) of
o the Sahanaa database or
o a part of itt. The
Export Data window con
ntains three tabs,
t
Select Data, File Type,
T
and Compression
n Type, to
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sppecify what type
t
of data copy is desiired. After appplying the appropriate settings, clicck on the Export
buutton, and inndicate where to save thee file.
NOTE : Befoore clicking on
N
o the Export button, make
a sure to navigate
n
throough all 3 tabbs. Otherwisse,
thhe default setttings will bee applied to your data coopy, which may
m not matcch your expeected purposse.
Seelect Data. The
T user can
n choose the data requireed from the Sahana
S
databbase. The daatabase conteent
haas been dividded into seveeral categoriies, from whhich one can select a subset or (with the Select All
buutton) all cattegories. Thee Clear buttton removes all the checkk-marks.
Fiile Type. Thhe type of the file desiredd for the data copy. Firstt consider thhe planned trransfer media
annd intended use,
u then choose the apppropriate typpe. “CSV” means
m
“comm
ma-separatedd values”, annd is
offten best if trransferring to
t non-Sahanna applicatioons.
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Compression
C
n Type. Wheen the data copied
c
is hugge, uncompreessed transfeer can be tim
me-consuminng
annd in other ways
w
difficullt. If you antticipate this, apply compression to saave much tim
me and file
sppace.
Im
mport Data
Siimply browsse and selectt the data filee to be impoorted (obtaineed from anotther Sahana installation,, by
Export Data,, as describeed above) andd click OK. Then click on
o the Next button and in
i the next
w
window
clickk on the Import button. This
T action will
w inspect the
t differencces between the databasee and
daata copy (duump file) and
d update the database as mentioned in the Introduuction sectioon.
Iff instead the user wants to
t erase all thhe data in thhe database and
a fill the em
mpty databaase using thee
duump file dataa, click on th
he Advance Option linkk to the left of
o the Imporrt button andd select Yes
(ddefault is Noo). Then click
k Import.
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H
History
Thhis shows deetails about the
t importedd dump files, and allows an overview
w about the state
s
of the
daatabase and how
h often th
he data is synnchronized between
b
diffferent Sahanna installationns.
NOTE : All the
N
t activitiess mentioned above can be
b done by ussing the linkks on the Synnchronization
hoome page.
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This manual was compiled by: Cirrusmultimedia www.cirrusmultimedia.com for : The Civil Defence Commission. Thomas Roads Thomas Lands Georgetown For additional information concerning the SAHANA Open Source Disaster Management Platform, please visit www.sahana.lk © 2009 All rights reserved.