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Auxiliary Incident Management System
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1. Each USCG Auxiliary District is setup as a stand alone Organization in AIMS District leadership can view their respective District data manage District members and launch messages within their District but cannot view any other Districts information The recommended District organization is illustrated below DISTRICT STAFF OFFICER IS Organization Leader AuxData Everbridge Data Management Organization Leader Data Management A member who has the authority to manage all of the functionality within the District Organization leaders can also delegate authority to other members Responsible for the monthly update from AuxData to Everbridge DIVISION COMMANDER Organization Leader No Admin FLOTILLA COMMANDER Organization Leader No Admin Organization Leader No Admin FLOTILLA COMMANDER Organization Leader No Admin A member who can send a message to anyone in the District Does not have the ability to add delete modify data This District structure allows leadership down to the Flotilla level to send messages using the District filters This structure also provides data protection by limiting data management access to senior leadership while making the system viable for use at the District Division and Flotilla levels Unclassified Page 6 of 27 USCG Auxiliary Department of Response AIMS User Manual v 2 Sep09 1 08 SEP 2009 District Customizable Default Settings District
2. Required Contact Name Company Email Phone subject Po Descriptian Everbridge Ora ID Page 27 of 27
3. On Line Results F E mail d Fax lt HACK SEND MESSAGE Unclassified Page 25 of 27 USCG Auxiliary Department of Response AIMS User Manual v 2 Sep09 1 08 SEP 2009 otep 5 Broadcast Report MM Initiated By PEGRAM STEVE 5 Start Date 09 03 2009 05 29 20 PM End Date 09 03 2009 05 30 33 PM Notification Type Emergency Quota Broadcast ID 3758171 Duration 0 5 Contact Cycles 2 e Sender Caller ID 38188472511 Sender E Mail Address USCGAuxAIMS gmail com Voice Message Text Only Voice File Confirm Requested Yes Quota Required 1 Escalated No Polling No Call In No PIN Required No Email Results No Fax Results No Attachment None Attachment Sent via Voice Mail Preference Total Members Language English US Total Confirm Confirm 100 YoLate Confirm 0 Non Confirm 0 5 VoNon Contact 0 5 N C 1 1 Total Late Confirm 0 Total Non Confirm 0 Total Non Contact 0 N C Confirm Confirm After Non Confirmed Unreachable response Select a Response 14 of 4 w SEARCH Previous Next Contact Name Pomel d Attempt Attempt Time Path Type Response Group Filter PEGRAM STEVE S Y 1 09 03 2009 05 29 22 PM e 09 03 2009 05 30 33 PM Accept PEGRAM STEVE S N 2 09 03 2009 05 29 31 PM E Mail Not Confirmed PEGRAM STEVE S N 3 09 03 2009 05 29 35 PM SMS Not Confirmed FEGRAM STEVES M 4 09 03 2009 05 30 01 PM Email Address E Mail Not Confirmed This caller has accepted this mission Assume t
4. The following filters are available to use in sending messages to members Unclassified UF Attribute NENNEN MM ggg 081 04 MEME UNMNEENMNNENENENEMEMEMd Crew Pilot Air Crew Air Observer TO Watestander NENNEN ee Division Commander District Captain District Commodore _ Flotilla Staff Officer Staf Officer District Staff Officer einer Coordinator District Chief of Staff Page 8 of 27 USCG Auxiliary Department of Response AIMS User Manual v 2 Sep09 1 08 SEP 2009 How to Send an Emergency or Standard Message Messages can be addressed in any combination of three ways Distributed to groups Distributed to individuals Distributed using pre defined filters PF WON gt Any combination of the 3 methods above step 1 Go to the Everbridge system at www Everbridge com Note Instructions on how to launch a message using a smart device or Everbridge Live Operator are contained in the online help menus within the Everbridge system See the online help menu for the latest information on how to use this functionality http www everbridge com vit X View Favorites Tools http p H4 Search S Q 6 F e t Q Q9 Bookmarks Y Check 7 da Translate TE AutcFil 4 g Evertridge Formerly 3n Global Emergency A evrbridge wes e def hing notification tor eme
5. a BACK CLEAR gt NEXT Everbridge has an excellent text to soeech engine However it is recommended that you use the telephone record option instead by clicking on the telephone button Unclassified Page 15 of 27 USCG Auxiliary Department of Response AIMS User Manual v 2 Sep09 1 08 SEP 2009 otep 7 continued Record your voice message send notification gt create message sen 1 amp y 3 gt Record by Phone Windows In ue ZS https fha everbridge net nns Broadcast Cr v https Www everbridge netinns Broadcastiicr Create Message Record by Phone record a message To record a voice message Message Title lest 0803085P 1 Call 866 858 4911 1 303 825 0679 2 Enter your Personal Identification Number PIM 5843 3 Follow the prompts 4 Click the Ready button below to continue Message selection C Select previously recorded messag Record message via O Enter a text message telephone READY amp Internet This is a test of the USCG Auxiliary emergency notification system This is only a test Thank you Type your message 2500 characters remaining File Attachment File 1 Browsa Attach More Files You may attach up to five files Each file t be 2MB or less and the total attachment size must be 5MB or less Fields marked with are mandatory BACK P NEXT Dial the 800 number in the popup box you must disable your popup block
6. i0m i Member Response Group Filter sender caller ID 81884 PEGRAM STEVE amp I can deploy in 1 hour voice message Text O Language Enoglis confirm required Y close window print escalated N call in N Email Results N attachment Voice Mail Preference confirmed message delvery options amp 9 Internet 8 amp 100 Ceasil nhdd CRA TL Adee san Unclassified Page 22 of 27 USCG Auxiliary Department of Response AIMS User Manual v 2 Sep09 1 08 SEP 2009 How to Send a Quota Message otep 1 Log on as before Click Quota Notification You can send a notification in one of three ways P Click on one of the following buttons to send a notification via the web Polling Notifi Quota Notification send a notification Scenario Manager b Manage Broadcasts EMERGENCY MESSAGE Members Groups and Filters E STANDARD MESSAGE P Reports E Admin Personal Reminders Or otep 2 Select an Emergency or Standard Quota Notification Send a quota notification b Click on one of the following buttons to send a notification via the web send a quota notification Click the appropriate button K E EMERGENCY QUOTA E STANDARD QUOTA Then select groups individuals or District filters as before Unclassified Page 23 of 27 USCG Auxiliary Department of Response AIMS User Manual v 2 Sep09 1 08 SEP 2009 otep 3 Create a Quota Message send quota notification gt creat
7. 1 amp 1 01 081 01 02 081 01 03 081 01 05 081 01 08 P NEXT 081 01 08 ADD REMOVE Click on the appropriate filter In this example we will be sending the message to Flotilla 081 01 02 0681 01 10 081 02 Note that when you click on Flotilla 081 01 02 it will move into the select saved filters box and be highlighted in blue Select as many groups individuals or filters as required then click NEXT Unclassified Page 14 of 27 USCG Auxiliary Department of Response AIMS User Manual v 2 Sep09 1 08 SEP 2009 step 7 Create a Message You can create an ad hoc message or select a previously recorded message You must give each message a unique title If sending an email you can attach files just as you would in Outlook tp 1 3 Create Message record a message Message Title 0000000000000 f Message selection O Select previously recorded message select previously recorded message Advanced search Record message via Abc Lexi R10 Ro telephone upload message Type your messagg Language English US Hemember the 160 character limit for SMS Text Messages includes the message title if using the SMS Text Message path 2500 characters remaining File Attachment Hen o 0000 J Browse Attach Mare Files You may attach up to five files Each file must be 2MB ar less and the total attachment size must be 5MB or less Fields marked with are mandatory
8. United States Coast Guard Auxiliary Department of Response Incident Management Division DEPARTMENT OF HOMELAND SECURITY le s United States ED Coast Guard SI Auxiliary Auxiliary Incident Management System AIMS Users Guide v2 Unclassified USCG Auxiliary Department of Response AIMS User Manual v 2 Sep09 1 08 SEP 2009 Table of Contents 7 3 PrOOraMm uriezte 1 m 5 DiStricb OrdarnizdllOE ad ama aa cat E R 6 How to Send an Emergency or Standard Message LL 9 How to Send a Polling MeSSaQ cc cece ccc e cece ence eeeee eee eeaeeeaeeeaeeeaeenas 19 How to Send a Quota M SSaQQe ccc cece cece cence eee eea sense eee easeeatenatenaes 26 Everbridge Client Care Self Service Portal and Knowledge Base 29 Unclassified Page 2 of 27 USCG Auxiliary Department of Response AIMS User Manual v 2 Sep09 1 08 SEP 2009 Overview What is the Auxiliary Incident Management System The Auxiliary Incident Management System AIMS is a Software as a Service SaaS web based Emergency Notification System ENS for Auxiliary leadership to rapidly and easily reach members for both routine and emergency communications Our ENS vendor Everbridge is the leading provider of ENS systems in the world and the platform is deployed in more than 100 countries The platform is in use by multiple federal state and loc
9. al government agencies including multiple DOD and DHS departments System security has been fully vetted by the USCG USCG Auxiliary DOD and DHS as well as leading worldwide financial institutes The system is Oracle based and has an active active failover architecture operating between four data centers two in the US and two in Canada Accelerate Response Communication plays a critical role before during and following an incident The Auxiliary Incident Management System AIMS provides quick and reliable communication capabilities that rapidly and reliably disseminate critical information and instructions improve operational effectiveness and ensure life safety Improve response times and coordination Efforts otreamline and accelerate member mobilization deployment and on the ground coordination with efficient and accurate outreach capabilities One person can communicate with tens hundreds or thousands of people anywhere anytime and via any communication method including phone land line mobile and satellite email instant messaging SMS text messaging fax BlackBerry PDA pager The AIMS Emergency Notification System automatically cycles through all Unclassified Page 3 of 27 USCG Auxiliary Department of Response AIMS User Manual v 2 Sep09 1 08 SEP 2009 specified communication devices reducing the time it takes to get critical messages to the right people while freeing up staff to manage other critical tasks bef
10. characters remaining File Attachment enl Brows 2 Attach More Files You may attach up to five files Each file must be 2MB or less and the total attachment size must be 5MB or less Fields marked with are mandatory BACK NEXT Unclassified Page 20 of 27 USCG Auxiliary Department of Response AIMS User Manual v 2 Sep09 1 08 SEP 2009 otep 4 Create the Polling Notification E gm 1 2 6 4 Create Polling Response Learn More record a response 9 Enter a text response Upload response 1 Order Text Response Data Input Call Transfer 1 Da 2 FI Data Ty 3 Data Jte a LH BACK CLEAR P NEXT 1 Selecting this option prompts the recipient of the message to enter his phone number so that someone can call the recipient back and coordinate the needed assistance 2 Selecting this option automatically transfers the call to the AAC Click NEXT Select delivery options and delivery methods as before the click SEND MESSAGE Unclassified Page 21 of 27 USCG Auxiliary Department of Response AIMS User Manual v 2 Sep09 1 08 SEP 2009 step 5 Broadcast Report d Results 375505 Standard Notification Confirmed Windows Internet Explorer Aka A https www everbridge net nns Broadcast Respondents do requery bal a Message Title Hurricane F Confirmed Message Text Mireio Initiated By PEGRA Previous 1 1 of 1 Next start date 09 03 Elapsed Time
11. e message sp 1 gt Create Message Learn More record a messa Message Title 0903085P Test Message selection Select previously recorded message Select previously recorded message Advanced search Record message via rr SL rise telephone O upload message Type your message Language English US w 2500 characters remai ning File Attachment File 1 Browse Attach More Files You may attach up to five files Each file must be 2MB or less and the total attachment size must be 5MB or less Fields marked with are mandatory d BACK P Click NEXT Unclassified Page 24 of 27 USCG Auxiliary Department of Response AIMS User Manual v 2 Sep09 1 08 SEP 2009 Step 4 Send the Quota Select delivery options and delivery methods as before Enter the quota that needs to be met in the Quota Required box Click SEND MESSAGE Sender Identification Sender E Mail Address USCGAuxAIMS gqmail com Sender Caller ID message delivery options Confirm Broadcast Duration hrs Interval Between Delivery Method TE minz Escalate Contact Cycles Interval Between Cycles mins Learn More Send Attachment s tol E Mail and Fax Quota Required prd Delivery Mekhi oe a ee ee 1 Email Address 4 Cell Phone 2 2 Home Phone 5 SMS Text Message 3 Cell Phone 6 Business Phone broadcast results delivery method
12. ent to respond back to the sender N For example Press 1 if you can respond in 1 hour 4 Quota Notification Once the proper number of members have responding in the affirmative the system will advise any others who attempt to confirm that the quota has been filled This eliminates the need to have an asset man the phones simply to tell the member that they are not required for this particular mission Unclassified Page 11 of 27 USCG Auxiliary Department of Response AIMS User Manual v 2 Sep09 1 08 SEP 2009 Step 5 Send Notification Emergency or Standard oelect Standard Message for routine email communications and non emergency callouts Select Emergency Message for drills emergency callouts emergency warnings and post incident member life safety accountability broadcasts You can send a notification in one of three ways gt m one of the following buttons to send a notification via the web send a notification EMERGENCY MESSAGE mm eo STANDARD MESSAGE Ma Or Call the Automated System 888 440 4911 If calling outside of the United States please contact Note Recommended that 303 825 2212 you keep the Everbridge Automated System and or Live Operator numbers on your person at all times Call a live Everbridge Operator 877 220 4911 If calling outside of the United States please contact 318 250 9798 Unclassified Page 12 of 27 USCG Auxiliary Department of Respo
13. er Enter the PIN Follow the prompts When satisfied with your recorded message click READY and then click NEXT Unclassified Page 16 of 27 USCG Auxiliary Department of Response AIMS User Manual v 2 Sep09 1 08 SEP 2009 step 8 Select delivery methods and send message tp 1 2 O Delivery Method Sender Identification Sender E Mail Address USCGAuxAIMS qmail com Sender Caller ID 018 847 2511 message delivery options Confirm Broadcast Duration hre Interval Between Delivery Methods 3 minz Escalate Contact Cycles Interval Between Cycles mins Voice Mail Preference O No Message Message Only Message with Confirmation Info Learn More Send Attachment s to E Mail and Fax a a a ertet S uber ue decet aee Del ivery Pe 1 1 LL S 1 Email Address 4 Cell Phone 2 2 Home Phone 5 SMS Text Message 3 Cell Phone amp Business Phone broadcast elivery method On Line Results E mail d Fax x o 4 BACK SEND MESSAGE The sender may change sender identification delivery options and delivery E mail steve Ped ramce gaux org methods on an as required basis for both ad hoc and saved library messages Click SEND MESSAGE to initiate the broadcast Unclassified Page 17 of 27 USCG Auxiliary Department of Response AIMS User Manual v 2 Sep09 1 08 SEP 2009 otep 9 Broadcast Results Broadcast results are displayed in real time The screen refreshes every 60
14. he 10 members requested have accepted Subsequent members responding to the message will be informed to disregard as the quota has been filled Unclassified Page 26 of 27 USCG Auxiliary Department of Response AIMS User Manual v 2 Sep09 1 08 SEP 2009 Client Care Self Service Portal and Knowledge Base Next Steps Resource Center g Contact Us Demo Request c Newsletter Signup Use the Self Service Portal to report technical problems and submit enhancement requests to Everbridge Client Care Please also email the BC OIS with technical issues and enhancement requests Do NOT use the portal for credential requests Everbridge will decline your request per our contract Refer credential requests to your DCDR DCAPT DCOS or the BC OIS as appropriate Access the Knowledge Base for tips and hints Subscribe to the newsletter The newsletter lists the monthly free online training webinars which are a very valuable resource Unclassified Client Care Self Service Portal Customer Knowledge Base Login Username Fassword Please complete the form below to receive login credentials for the Client Care Self Serice Fortal Access a knowledgebase of common issues and solutions Add update and review service cases and enhancement requests online anytime Questions for Client Care Submit your questions technical issues suggestions or credential requests to Everbridge Client Care
15. ick on one of the following buttons to send a notification via the web Polling Notification Quota Notification send a notification Scenario Manager Manage Broadcasts EMERGENCY MESSAGE Members Groups and Filters E STANDARD MESSAGE Reports Admin T WW WW VY F Y F Personal Reminders Or otep 2 Select an Emergency or Standard Polling Notification 5end a polling notification b Click on one of the following buttons to send a notification via the web send a polling notification _ EMERGENCY Click the appropriate button POLLING MESSAGE A STANDARD POLLING MESSAGE Then select groups individuals or District filters as before Unclassified Page 19 of 27 USCG Auxiliary Department of Response AIMS User Manual v 2 Sep09 1 08 SEP 2009 otep 3 Create a Polling Message stp 1 Qa 4 Create Message Learn More record a message Message Title Hurricane Frank Remember to select the telephone recording button and record your message via the phone Message selection Select previously recorded Select previously recorded message Message Advanced search Record message via dp Lock RII Ra telephone upload message Type your message Language English US Hurricane Frank has caused widespread damaqe to the Air Station We need all available Pilots Air Crew Observers to report to the Air Station immediately it iz sate for you to deploy 2500
16. leadership can request the default settings be changed through the BC OIS l Sender Email Defaulted to USCGAuxAIMS cgaux org District leadership can request a custom email address default Sender Caller ID Defaulted to blank Requires the sender to provide a phone number in order to send the message District leadership can request a custom phone number default or the Everbridge default phone number 818 847 2511 Interval Between Delivery Methods Defaulted to 3 minutes District leadership can request a custom default from 0 to 3 minutes The interval can be changed by the sender on an ad hoc basis as a unique messaging scenario might require Interval Between Cycles Defaulted to 5 minutes District leadership can request a custom default from 0 to 60 minutes The interval can be changed by the sender on an ad hoc basis as a unique messaging scenario might require Unclassified Page 7 of 27 USCG Auxiliary Department of Response AIMS User Manual v 2 Sep09 1 08 SEP 2009 District Message Filters not customizable The District Filters remember the question not the answer This means that the system applies the rules created to the latest member list downloaded from AUXDATA thus creating a dynamic subset to which the message is sent This requires no updating or management on the part of the individual information from AUXDATA by the district data manager It does require a monthly update of member
17. nage the incident Automate the process Unclassified Page 4 of 27 USCG Auxiliary Department of Response AIMS User Manual v 2 Sep09 1 08 SEP 2009 Program Management National amp District National Program Management for AIMS is provided by the Branch Chief Incident Management Systems BC OIS The BC OIS is responsible for the overarching management of the system Responsibilities include Acts as the liaison with the vendor Manages enhancement requests Provides initial and recurrent training Acts as system SME DEL C Ma Provides ongoing communication with users concerning system changes upgrades functionality and enhancements 6 Provides thought leadership on crisis communications and emergency notification practices District Program Management is typically provided by a District Staff Officer assigned the task by the District Commodore Data Management The Information Services I Department provides the program that enables download of member data from AUXDATA to AIMS The Chief Technology Officer N CTO is currently the AIMS program manager for the Department The District is responsible for utilizing this data management tool to update AIMS monthly This task is typically assigned by the District Commodore to a District otaff Officer most commonly the DSO IS Unclassified Page 5 of 27 USCG Auxiliary Department of Response AIMS User Manual v 2 Sep09 1 08 SEP 2009 District Organization
18. nse AIMS User Manual v 2 Sep09 1 08 SEP 2009 otep 6 Select distribution list send notification gt select distribution list R step GD 2 3 Select Groups and Individual Members message to be distributed to groups ADD REMOVE message to be distributed to individuals ADD REMOVE Click on the appropriate select saved filter s ADD button to select message recipients We ADD will use the saved filters in this example REMOVE You may send a message to groups individual members or using the District saved filters or any combination of these The District filters and the individual member database require no additional management by District Officers If the District elects to build groups it should be remembered that the groups must be maintained manually by District leadership and are not supported by either the National or O Departments Unclassified Page 13 of 27 USCG Auxiliary Department of Response AIMS User Manual v 2 Sep09 1 08 SEP 2009 step 6 continued Select the appropriate District Division Flotilla qualification or office Select Groups and Individual Members select saved filter message to be distributed to groups ADD search criteria e ap MEN name message to be distributed to individuals SEARCH ADD choose filter 1 10 of 101 vw REMOVE SELEGT ALL Previous 1 10 of 101 vj Next Filter Name select saved filter s c amp
19. ore during and after an incident Reduce Risk During Crises AIMS provides the critical communication infrastructure necessary for responding to both routine and emergency incidents AIMS significantly minimizes the risk of human error with an automated notification solution that systematically delivers clear consistent messages to recipients on all communication devices and escalates the message as required Access AIMS from your desktop laptop smart device or by calling the 24 7 Everbridge Live Operator Keep Members on Task Obsolete phone trees and calling lists divert usable manpower from planning or executing tasks and ties up critical communications infrastructure AIMS automates deployment of assets emergency notifications and standard information dissemination by automating manual processes thereby freeing up staff to focus on more important tasking Maximize communication Channels AIMS delivers messages across all communication platforms cycling through communication devices until the message is delivered AIMS provides two way communications through the polling and quota messaging functionality Real Time Reporting Heal time broadcast results give message senders full visibility into which communications paths are operable and receiving messages and which are not The robust reporting functionality allows the Chain of Leadership to quickly and easily account for member life safety as required by the Commandant Ma
20. rgencies Unclassified Page 9 of 27 USCG Auxiliary Department of Response AIMS User Manual v 2 Sep09 1 08 SEP 2009 otep 2 Log in using your Everbridge member ID and password please enter your member ID and password to continue Forgot your member ID Forgot your password co step 3 Click on your Organization You will only see this screen if you have access to multiple Organizations Otherwise you will be taken directly to Step 4 below Welcome John Galt please select an organization Organization Role USCG Auxiliary Group Leader Group Leader Unclassified Page 10 of 27 USCG Auxiliary Department of Response AIMS User Manual v 2 Sep09 1 08 SEP 2009 otep 4 Select the type of notification Send Notification You can send a notification in one of three ways 4 E i gick on one of the following buttons to Conference Notification Send a notification via the web Polling Notification Quota Notification send a notification Scenario Manager Manage Broadcasts EMERGENCY MESSAGE Members b Groups and Filters STANDARD MESSAGE P Reports bY Admin Personal Reminders Or You may select from 3 types of notifications Messages can be either ad hoc or from the District message map library Send Notification Emergency or Standard Conference Note USCG Aux does NOT use this function Polling Notification Allows the recipi
21. seconds You can also go to the Reports section of the system and retrieve standard reports or create ad hoc reports Broadcast Results 3757901 Emergency Notification STOP BROADCAST Message Title Test 0903095P Message Text This is a test of the USCG Auxiliary emergency notification system This is only a test Ihank you Initiated By PEGRAM STEVE 5 start date 09 03 2009 03 54 00 PM finish date Elapsed Time 2m 15s response rate 100 0 sender caller ID 818 847 2511 sender e mail addr USCGAuxAIMS gmail com voice message Text Only voice file Language English US Broadcast Duration 0 5 confirm required Y quota required Mone escalated polling M call in N PIN required N Email Results Fax Results N attachment attachment sent via Voice Mail Preference Message with Confirmation info 1 0 0 message delivery options e Requested Cycles Email Address SMS Text Message BACK PRINT You can sort reports a number of ways including confirmed not confirmed unreachable by polling or quota response can report in 1 hour can report in 2 hours need help etc Unclassified Page 18 of 27 USCG Auxiliary Department of Response AIMS User Manual v 2 Sep09 1 08 SEP 2009 How to Send a Polling Message otep 1 Log on as before Click Polling Notification Send Notification You can send a notification in one of three ways 1 is Licatiar Conference Natifii b Cl
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