> *Bioterrorism and Other Public Health Emergencies*
>
> *Tools and Models for Planning and Preparedness*
>
> Emergency Preparedness Resource Inventory (EPRI)
>
> A Tool for Local, Regional, and State Planners

***Part 2. Technical Manual***

**Prepared for:**

U.S. Department of Health and Human Services

Agency for Healthcare Research and Quality

540 Gaither Rd.

Rockville, MD 20850

**Contract \# 290-00-0003**

**Prepared by:**

Abt-Geisinger Associates

Tom Rich

Andrea Hassol

**AHRQ Publication No. 05-0077-2**

**May, 2005**

**Suggested Citation:** T Rick, Hassol A. Emergency Preparedness
Resource Inventory (EPRI), A Tool for Local, Regional, and State
Planners. Part 2. Technical Manual. Prepared by Abt-Geisinger Associates
under contract no. 290-00-0003. AHRQ Pub. No. 05-0077-2. Rockville, MD:
Agency for Healthcare Research and Quality. April 2005.

**Contents**

1\. Introduction [1](#__RefHeading___Toc67121248)

2\. Installation [2](#__RefHeading___Toc67121249)

Requirements [2](#__RefHeading___Toc67121250)

Downloading EPRI [2](#__RefHeading___Toc67121251)

Installation Overview [2](#__RefHeading___Toc67121252)

3\. Setup and Customization [4](#__RefHeading___Toc67121253)

Resources and Resource Types [4](#__RefHeading___Toc67121254)

Resource Class [6](#__RefHeading___Toc67121255)

Resource Type [7](#__RefHeading___Toc67121256)

Resource [8](#__RefHeading___Toc67121257)

Location Types [9](#__RefHeading___Toc67121258)

Assignment of Resources to Location Types
[10](#__RefHeading___Toc67121259)

Geography [12](#__RefHeading___Toc67121260)

Obtaining Geographic Data from the Census Bureau Web Site
[14](#__RefHeading___Toc67121261)

Mapping Setup [24](#__RefHeading___Toc67121262)

4\. User Registration Process [25](#__RefHeading___Toc67121263)

Organizations [26](#__RefHeading___Toc67121264)

Locations [27](#__RefHeading___Toc67121265)

Users and User Roles [29](#__RefHeading___Toc67121266)

Home Page [31](#__RefHeading___Toc67121267)

Location Page [34](#__RefHeading___Toc67121268)

Registration Wizard [37](#__RefHeading___Toc67121269)

5\. Entering Inventory Data [40](#__RefHeading___Toc67121270)

6\. Reports [42](#__RefHeading___Toc67121271)

Controlling Access to Reports [42](#__RefHeading___Toc67121272)

Mapping [45](#__RefHeading___Toc67121273)

Inventory within Radius Map [46](#__RefHeading___Toc67121274)

Aggregate Inventory by County Map Report
[50](#__RefHeading___Toc67121275)

7\. Monitoring Data Quality and Communicating with Data Providers
[52](#__RefHeading___Toc67121276)

Sending Email to Users [52](#__RefHeading___Toc67121277)

Missing Data [54](#__RefHeading___Toc67121278)

Out-of-Date Data [54](#__RefHeading___Toc67121279)

Switching to Emergency Mode [55](#__RefHeading___Toc67121280)

Appendix --- Installation Instructions [56](#__RefHeading___Toc67121281)

1.  []{#__RefHeading___Toc67121248 .anchor}Introduction

With funding from the Agency for Healthcare Research and Quality (AHRQ),
Abt Associates and Geisinger Medical Systems, together with the Web
development firm RelyonMedia, created and pilot tested (in an
eight-county area of eastern Pennsylvania) a Web-based tool named
Emergency Preparedness Resource Inventory---A Tool for Local, Regional,
and State Planners (EPRI) for compiling an inventory of healthcare and
other emergency resources. Organizations that control these resources
can log on to EPRI and enter and update information on their resources.
These organizations, as well as emergency response planners and other
government officials, can also run a variety of reports from the
inventory that provide detailed and summary information on available
resources. System administrators can customize EPRI ---for example, by
specifying what resources are included in the system and what specific
reports users can (and cannot) run.

To use EPRI, jurisdictions must download it from the AHRQ Web site and
then install it on a Web server. That is, jurisdictions cannot go to an
existing Web site and start using EPRI immediately.

This manual is a technical description of EPRI and is intended primarily
for system administrators charged with installing, customizing, and
hosting EPRI. Following this introductory section, the manual contains
six sections and an appendix:

-   Section 2 summarizes the *installation* process and system
    requirements. Step-by-step installation instructions are in the
    appendix.

-   Section 3 discusses the EPRI *customization* process.

-   Section 4 describes the *user registration* process.

-   Section 5 summarizes *inventory data entry* procedures.

-   Section 6 shows how *access to reports* is controlled.

-   Section 7 explains procedures for *monitoring data quality* and
    *communicating with users*.

-   The Appendix contains detailed *installation instructions*.

In addition to this technical manual, the project produced two other
reports:

-   An "Implementation Report", intended for project managers overseeing
    implementation and use of EPRI, provides an overview of the system
    and describes the EPRI pilot test and the lessons learned from it.

-   An "Appendix", which includes the list of resources, location types,
    and resources by location type developed during the pilot test.

2.  []{#__RefHeading___Toc67121249 .anchor}Installation

    []{#__RefHeading___Toc67121250 .anchor}Requirements

EPRI was developed using the Microsoft .NET platform. Therefore, you
must install EPRI on a Web server that includes:

-   Windows 2000 Server

-   SQL Server 2000

-   .NET Framework (Version 1.1).

In addition, sites hosting EPRI need:

-   SMTP Server (for sending out-going Email from EPRI)

-   SSL Certificate (for encrypting data transmitted between EPRI and
    Web browsers).

Persons who access EPRI must have Web browsers that meet the following
specifications:

-   Internet Explorer V5+ or Netscape V4.7+

-   JavaScript Enabled

-   Cookies Enabled.

    []{#__RefHeading___Toc67121251 .anchor}Downloading EPRI

EPRI is available for downloading at the AHRQ Web site
(www.ahrq.gov/browse/bioterbr.htm). While EPRI can be downloaded at no
cost, it is copyrighted and cannot be re-sold.

The application and database are packaged into a single zip file. The
zip file contains:

-   The EPRI source code (including a Microsoft Visual Studio project
    file)

-   The compiled Web application

-   Scripts for creating the EPRI databases.

#### 

[]{#__RefHeading___Toc67121252 .anchor}Installation Overview

Step-by-step instructions for installing EPRI on a Web server are
contained in the appendix of this technical manual.

There are some important points to remember about the installation
process:

-   Both a "live" database (that your jurisdiction will use to enter
    inventory information) and a "demo" database (that can be used for
    test or demonstration purposes) are installed. The schema of these
    databases are identical.

-   When you download EPRI from the AHRQ Web site, both the live and
    demo databases will contain the list of resources we developed
    during the pilot project (see the separate Appendix for a list of
    the resources). This list can be customized, as discussed in Section
    3.

-   Default system administrator login/passwords are as follows:

    -   Live database -- login admin; password admin.

    -   Demo database -- login demoadmin; password demo.

-   The live and demo databases are separate databases, with one
    important exception. The live database includes three login accounts
    that, when used, automatically transfer the user to the demo
    database. The three accounts are:

  -------------- -------------- --------------------------------------------
  **Login**      **Password**   **Purpose**

  demoadmin      demo           The system administrator account that is
                                used to customize the demo database

  demomanager    demo           Shows the features and capabilities
                                available to an organization's data manager
                                (see Section 4.3)

  demoentry      demo           Shows the features and capabilities
                                available to an organization's data entry
                                person (see Section 4.3)
  -------------- -------------- --------------------------------------------

3.  []{#__RefHeading___Toc67121253 .anchor}Setup and Customization

After you install EPRI, and before you start collecting any inventory
data from organizations in your area, you need to customize the
inventory structure for your jurisdiction. By customizing the inventory
structure, you will populate various drop-down lists and list boxes that
appear on data entry and reports screens.

There are five customization steps:

1.  Define the Resource Types (click 'Manage Resource Types' on Home
    Page)

2.  Define the Resources (click 'Manage Resources' on Home Page)

3.  Define the Location Types (click 'Define Location Types' on Home
    Page)

4.  Assign Resources to Location Types (click 'Define Locations Types'
    on Home Page)

5.  Import a list of towns, zip codes, counties, and states into the
    database

As explained in this section, the first four items can be accomplished
using EPRI Web pages that are accessible to EPRI's system administrator
(i.e., you must log into the system as the system administrator to do
the customization). There are no Web pages for entering the geographic
information---a database administrator is expected to import this
information into EPRI's database.

The Resource Types, Resources, Location Types, and Resource / Location
Type assignments we used in the pilot project are included in both the
"live" and "demo" databases. In addition, these data are listed in the
Appendix volume.

[]{#__RefHeading___Toc67121254 .anchor}Resources and Resource Types

EPRI has a three-tiered approach to categorizing resources of interest
--- resource class, resource type, and resource:

-   There are four pre-defined *resource classes* ---
    facilities/equipment, personnel, supplies, and yes/no. Resource
    classes are fixed; they can only be changed by modifying EPRI's
    computer code.

-   The EPRI system administrator can define as many *resource types* as
    desired. Each resource type belongs to one (and only one) resource
    class.

-   Once resource types are defined, as many *resources* as desired can
    be assigned to each resource type.

The table below illustrates this three-tiered approach. For each
resource class, two resource types are listed, and for each resource
type, two resources are listed:

+---------------+-----------------------------+-----------------------+
| **Resource    | **Resource Type Examples**  | **Resource Examples** |
| Class**       |                             |                       |
+---------------+-----------------------------+-----------------------+
| Personnel     | Physicians                  | -   Trauma Surgeons   |
|               |                             |                       |
|               |                             | -   Radiologists      |
+---------------+-----------------------------+-----------------------+
|               | RNs                         | -   Pediatric RNs     |
|               |                             |                       |
|               |                             | -   Internal Medicine |
|               |                             |     RNs               |
+---------------+-----------------------------+-----------------------+
| Supplies      | Antibiotics                 | -   Oral cipro 500MG  |
|               |                             |     Doses on Hand     |
|               |                             |                       |
|               |                             | -   IV Penicillin     |
|               |                             |     Doses on Hand     |
+---------------+-----------------------------+-----------------------+
|               | Antidotes / Antitoxins      | -   Botulinum         |
|               |                             |     Antitoxin 10ML    |
|               |                             |     Vials on Hand     |
|               |                             |                       |
|               |                             | -   Mark-2 Injector   |
|               |                             |     Kits on Hand      |
+---------------+-----------------------------+-----------------------+
| Facilities /  | Beds                        | -   ICU Beds          |
| Equipment     |                             |                       |
|               |                             | -   Burn Unit Beds    |
+---------------+-----------------------------+-----------------------+
|               | Transportation              | -   Helicopters       |
|               |                             |                       |
|               |                             | -   Buses             |
+---------------+-----------------------------+-----------------------+
| Yes/No        | Emergency Response          | -   HAZMAT Response   |
|               | Capability                  |                       |
|               |                             | -   Bomb Squad        |
+---------------+-----------------------------+-----------------------+
|               | Communications Capability   | -   24-Hour           |
|               |                             |     Television        |
|               |                             |     Programming       |
|               |                             |                       |
|               |                             | -   Web site          |
+---------------+-----------------------------+-----------------------+

The broad diversity of resources in the above table demonstrates why the
ability to customize data entry pages for each location type is
important---there is no point, for example, in asking any facility other
than a hospital how many ICU Beds they have.

The Appendix volume contains the entire resource list; in addition, the
resource list is included in the EPRI download package from the AHRQ Web
site.

[]{#__RefHeading___Toc67121255 .anchor}Resource Class

The resource class determines the specific questions (i.e., data entry
fields) on the inventory data entry pages. These questions are grouped
into two categories --- non-emergency and emergency. During our pilot
project, we found this distinction useful for limiting the amount of
data that organizations controlling resources had to provide: we told
organizations to answer only non-emergency questions and that they would
be asked to answer emergency questions only in the event of an actual
emergency.

As shown in the table below, the questions also depend on the resource
class to which the resource belongs:

+-----------------------+-----------------------+-----------------------+
| **Resource Class**    | **Questions Asked for |                       |
|                       | Each Resource**       |                       |
+-----------------------+-----------------------+-----------------------+
|                       | **Non-Emergency**     | **Emergency**         |
+-----------------------+-----------------------+-----------------------+
| Facilities/Equipment  | -   Total             | -   Total Now         |
|                       |                       |                       |
|                       | -   Average Daily     | -   Total in 24 Hours |
|                       |     Census            |                       |
|                       |                       | -   Total in 48 Hours |
+-----------------------+-----------------------+-----------------------+
| Personnel             | -   Total Full Time   | -   Available Now     |
|                       |                       |                       |
|                       | -   Total Part Time   |                       |
+-----------------------+-----------------------+-----------------------+
| Supplies              | -   Total             | -   N/A               |
+-----------------------+-----------------------+-----------------------+
| Yes/No                | -   Yes/No            | -   N/A               |
+-----------------------+-----------------------+-----------------------+

If a system administrator creates a new *resource type*, the resource
type must be assigned to one of the above four resource classes.

The distinction between the supplies and facilities/equipment resource
classes may not be immediately apparent. We based our decision on
whether a resource type belonged to supplies or facilities/equipment on
the speed with which the resource could be re-supplied. In general,
supplies represent resources that are easily replaceable in a short time
period. Bandages, for example, can be ordered and shipped overnight to a
hospital; by contrast, delivery time for fire engines is much longer.

[]{#__RefHeading___Toc67121256 .anchor}Resource Type

Resource types are groups of similar resources. Resource types are
defined on the Resource Types Page (login as the system administrator
and click 'Define Resource Types'). The diagram below shows the Resource
Type Page.

![](media/image1.png){width="6.25in" height="4.5in"}

Attributes of each resource type are:

-   Name.

-   Resource Class. The resource class to which the resource type
    belongs.

-   Report Every \_\_\_ Days. The reporting frequency is used to
    determine when data are "out of date." Such data are highlighted on
    the Location Inventory Report (see Section 6).

-   Display Order. The integer in this field controls the ordering of
    the resource types on the inventory data entry Page for each
    location.

We defined 29 resource types; as part of the customization process,
system administrators can edit, delete, or add to this list.

-   Clicking the 'edit' link on the far left part of each line enables
    the system administrator to change the displayed information for the
    corresponding resource type.

-   Clicking the 'X' at the far right part of each line deletes the
    corresponding resource type; this method of deleting objects holds
    for several other EPRI screens.

-   Clicking 'Add New' allows the system administrator to add a new
    resource type.

[]{#__RefHeading___Toc67121257 .anchor}Resource

EPRI includes several hundred specific resources (see the Appendix
volume for a complete listing of the resources). Resources are defined
by selecting 'Manage Resources' on the system administrator's home page.
To see the resources defined for a particular resource type, select the
desired resource type from the drop down list . The diagram below shows
some of the resources assigned to the resource type "antibiotics":

![](media/image2.png){width="6.25in" height="4.5in"}

As shown in the diagram, the attributes of each resource are:

-   Resource Name.

-   Units (not currently used in EPRI).

-   Active. If the status is 'False', the resource will not appear on
    any inventory data entry page.

-   Display Order. The integer in this field controls the ordering of
    the resources on the Inventory data entry page for each location.

System administrators can add a new resource to the current resource
type by clicking "Add New", edit the attributes of the resource by
clicking 'edit', delete a resource by clicking 'X', or select a
different resource type from the drop down list.

System administrators can view, download to Excel, or print all the
resource types and resources by selecting the 'Resource List' report on
the Reports Page.

[]{#__RefHeading___Toc67121258 .anchor}Location Types

Specific locations (i.e., facilities) that control resources are grouped
into *location types*. The significance of a location type is that you
can create custom data entry pages for specific location types, but not
for individual locations (see Section 3.3).

The 33 location types we used in our pilot project are in the Appendix
volume. Examples include hospitals, police departments, and emergency
management agencies.

The system administrator defines location types by selecting 'Define
Location Types' on the home page and then clicking "Add New":

![](media/image3.png){width="6.25in" height="4.5in"}

Attributes of each Location Type are:

-   Name.

-   Assigned Resources. As explained in Section 3.3, clicking the Assign
    Resources link enables the system administrator to specify the
    resources that will appear on the inventory data entry pages for all
    locations that belong to the particular location type.

Location types can be deleted by clicking the 'X' to the right of the
particular location type.

[]{#__RefHeading___Toc67121259 .anchor}Assignment of Resources to
Location Types

The Resources by Location Type page is where the system administrator
assigns resources to location types, thus creating a custom inventory
data entry page for each location type. Without this capability, the
data entry pages for each location would list all the resources in the
database.

The Resources by Location Type page lists the resource types, as well as
the number of specific resources within each resource type, that are
currently assigned to the indicated Location Type. For example, the
diagram below shows the resource types currently assigned to the
location type "Emergency Medical Service / Ambulance," as well as the
number of resources within each resource type that are assigned (e.g., 5
of the 6 resources within the Communications Equipment resource type are
assigned to this location type).

![](media/image4.png){width="6.25in" height="4.5in"}

Additional resource types can be assigned to the location type by
selecting the desired resource type from the drop down list and clicking
'Add'.

Clicking the plus (+) sign next to a resource type displays all the
resources assigned to the resource type and whether or not each resource
has been assigned to the location type. For example, clicking the plus
sign next to the "Communications Equipment" resource type shows the
following screen:

![](media/image5.png){width="6.25in" height="4.5in"}The diagram shows
the specific resources within the Communications Equipment resource type
that have been assigned to Emergency Medical Service/Ambulance location
type.

Examples of the location type / resource assignments we used in the
pilot test are contained in the Appendix volume.

[]{#__RefHeading___Toc67121260 .anchor}Geography

Part of the customization process involves specifying the cities,
counties, states, and zip codes in the area for which inventory
information are being collected (i.e., the target area). EPRI uses this
geographic information in two ways. When a new location is entered (see
Section 4.2), the location's city, county, state, and zip code is
selected from pre-populated (via the customization process) drop down
lists. In addition, the list of cities is used to generate a report that
shows resources within a certain distance of a city (see Section 6).

The system administrator must obtain and import directly into EPRI's SQL
database specific information about cities, counties, states, and zip
codes located in the target area (e.g., in our case, an eight-county
area of east central Pennsylvania). The figure below shows the structure
of the tables in the SQL database that contain this imported geographic
information.

  --------------------------------------------------------------------------
  **Table     **Column      **Data Type** **Comment**
  Name**      Name**                      
  ----------- ------------- ------------- ----------------------------------
  City        id            Integer (4    Primary Key
                            bytes)        

              Name          Character (50 This name will appear in EPRI drop
                            bytes)        down lists

              Population    Integer (4    Not currently used
                            bytes)        

              SquareMiles   Float (8      Not currently used
                            bytes)        

              Latitude      Float (8      Must be in decimal degrees (e.g.,
                            bytes)        40.807142). A city's latitude and
                                          longitude is used in EPRI reports
                                          that show where resources are
                                          located within a specified
                                          distance of a city.

              Longitude     Float (8      Must be in decimal degrees (e.g.,
                            bytes)        -71.451875)

  County      id            Integer (4    Primary Key
                            bytes)        

              Name          Character (50 This name will appear in EPRI drop
                            bytes)        down lists

              Code          Character (10 The two digit State FIPS code
                            bytes)        followed by the three digit county
                                          FIPS code (e.g., "42080")[^1].
                                          This code is required to implement
                                          EPRI's mapping feature (see
                                          Section 3.5).

              Stateid       Integer (4    A link to the id field in the
                            bytes)        states table. Populate the State
                                          table first in order to get the
                                          value for the Stateid field.

              Population    Integer (4    Used to compute per-capita
                            bytes)        calculations in county-based
                                          reports

              SquareMiles   Float (8      Not currently used
                            bytes)        

              Latitude      Float (8      Not currently used
                            bytes)        

              Longitude     Float (8      Not currently used
                            bytes)        

              Minx          Float (8      Filled in automatically by EPRI
                            bytes)        

              Maxx          Float (8      Filled in automatically by EPRI
                            bytes)        

              Miny          Float (8      Filled in automatically by EPRI
                            bytes)        

              Maxy          Float (8      Filled in automatically by EPRI
                            bytes)        

  State       id            Integer (4    Primary Key
                            bytes)        

              Name          Character (50 This name will appear in EPRI drop
                            bytes)        down lists

  Zip Code    code          Character (10 Primary Key; name will appear in
                            bytes)        EPRI drop down lists

              Population    Integer (4    Not currently used
                            bytes)        

              SquareMiles   Float (8      Not currently used
                            bytes)        

              Latitude      Float (8      Must be in decimal degrees. By
                            bytes)        default, a location's latitude and
                                          longitude (see Section 4.2) is set
                                          equal to the latitude and
                                          longitude of the zip code assigned
                                          to the location.

              Longitude     Float (8      Must be in decimal degrees
                            bytes)        
  --------------------------------------------------------------------------

Of these data, the most problematic to obtain are lists of cities and
zip codes, together with their latitudes and longitudes.[^2] There are
three major sources of these data.

-   System administrators should first check with *agencies within their
    state* (e.g., a state planning agency) to determine if they can
    provide these data.

-   Another data source is *commercial GIS (geographic information
    system) software*. Latitude and longitude data for cities, counties,
    and zip codes are routinely included with commercial GIS packages
    (e.g., those from ESRI or MapInfo) and can be easily exported to a
    format (e.g., ASCII) that in turn can be imported into EPRI's SQL
    database (assuming, of course, that this is consistent with the GIS
    package's licensing agreement).

-   Finally, these data are available on-line, free of charge from the
    *U.S. Census Bureau*, as described on the next page.

[]{#__RefHeading___Toc67121261 .anchor}Obtaining Geographic Data from
the Census Bureau Web Site

The steps for obtaining EPRI geographic data from the U.S. Census Bureau
are explained below via a series of screen shots taken from the Census
Bureau's Web site.

Note that the Census Bureau also makes these geographic data available
on CD and DVD. The CDs generally cover one state at a time and cost \$50
each; alternatively, one DVD includes the entire country and costs \$70.
See the Census Bureau Web site for more information on ordering "Census
2000 Summary File 1" data.[^3]

**Step 1:** Go to the Census Bureau's main data page at
[http://factfinder.census.gov](http://factfinder.census.gov/)

**Step 2:** On the left hand side of the main data page, click 'Data
Sets', which displays the 'Data Sets' Web page shown below.

On this Web page:

-   Select 'Census 2000 Summary File 1 (SF-1) 100-Percent Data'

-   Click 'Custom Table' on the right hand side of the page. This
    displays the 'Select Geography' page (see Step 3).

> ![](media/image6.png){width="6.25in" height="4.5in"}

**Step 3:** The 'Select Geography' Web page, shown below, is used to
select the type of geographic information and the specific geographic
areas desired.

On the Select Geography Web page:

-   Select 'County Subdivision' from the 'Select a geographic type'
    dropdown to obtain city information. Alternatively, select '5-digit
    zip codes' to obtain zip code information.

-   Selecting 'County Subdivision' adds two more drop down lists to the
    Select Geography Web page (see Step 4).

> ![](media/image7.png){width="6.25in" height="4.5in"}
>
> **Step 4:** On the 'Select Geography' Web page, continue specifying
> the geographic area of interest by:

-   Selecting a state

-   Selecting a county

-   Selecting 'All County Subdivisions'

-   Clicking 'Add'

> ***Note***: More than one county (in the same state or a different
> state) can be selected---after clicking 'Add' for the first county,
> select another county, then select 'All County Subdivisions', and then
> click 'Add' again.
>
> After you have selected the desired County Subdivisions:

-   Click 'Next' at the bottom of the Select Geography Web page. This
    displays the 'Select Data Elements' Web page (see Step 5).

> ![](media/image8.png){width="6.25in" height="4.5in"}

**Step 5:** The 'Select Data Elements' Web page is used to select the
specific data elements you want (i.e., the name, latitude, and
longitude).

On the Select Data Elements Web Page, scroll to the bottom of the list
of tables and select 'G001. Geographic Identifiers' (see Step 6).

> ![](media/image9.png){width="6.25in" height="4.5in"}

**Step 6:** On the 'Select Data Elements' Web page select "G001.
Geographic Identifiers" at the bottom of the list and then click 'Go'
(see Step 7).

> ![](media/image10.png){width="6.25in" height="4.5in"}

**Step 7:** Clicking 'Go' at the bottom of the 'Select Data Elements'
Web page (Step 6) opens another scroll list below the list of tables
which shows the specific data elements for the selected table.

> ![](media/image11.png){width="6.25in" height="4.5in"}

**Step 8:** Scroll down the 'Select one or more data elements' list and

-   Select 'Area Name', 'Internal Point (Latitude)' and 'Internal Point
    (Longitude)' (i.e., the items needed for EPRI's 'City' table)

-   Click 'Add' (underneath the 'Select one or more data elements' list

-   Click 'Next' in the bottom right corner of the page. This displays
    the 'Select Filters' Web page shown in Step 9.

> ![](media/image12.png){width="6.25in" height="4.5in"}

**Step 9:** On the Select Filters Web page, click 'Show Result'. This
displays the page shown in Step 10.

> ![](media/image13.png){width="6.25in" height="4.5in"}

**Step 10:** The 'Custom Table' Web page shows the requested data. To
export these data, select 'Download' from the Print/Download menu bar.
This displays the page shown in Step 11.

> ![](media/image14.png){width="6.25in" height="4.5in"}

**Step 11:** At this point, you have the option of saving the data in
either Excel or comma delimited format.

When you click 'OK' on the Download page, the data are downloaded to
your PC in a zip file, which actually contains two data files ---
labeled "geo" and "data." The "data" file contains the three requested
data elements (Name, Latitude, and Longitude), in addition to three
other identifiers that are automatically added (and can be discarded).
Prior to importing these data into the EPRI SQL database, you will need
to transform the latitude / longitude figures from integer format (e.g.,
42477142) to decimal degree format (e.g., 42.477142) by dividing the
values by 1,000,000.

> ![](media/image15.png){width="6.249305555555556in"
> height="4.325694444444444in"}

[]{#__RefHeading___Toc67121262 .anchor}Mapping Setup

Users who want to display the location of resources entered into EPRI on
digital maps have two options.

The first option is to use a commercial mapping package (separate from
EPRI), such as ArcView or MapInfo. Using these packages, you can either
link directly to EPRI's SQL database or export the SQL database to
Microsoft Access and then link to the Access database. To do the latter
option, you can run the "Export Access Database" report available on the
Reports Menu (see Section 6) to create the Access database. With this
option you must provide the maps (e.g., street, county, state) on to
which the resource locations are plotted.

The second option is to use EPRI's mapping capabilities. As explained
more fully in Section 6.2, with EPRI you can:

-   Create a map showing the location of resources within a certain
    distance of a town.

-   Overlay demographic data on a map of the location of resources, so
    that you can study the relationship between resource locations and,
    say, population.

-   Obtain a map showing the route between a town and a location housing
    a particular resource.

-   Obtain driving directions between a town and a resource location,
    including the estimated travel time.

-   Create a map showing the relative resource levels by county.

You do not have to supply any digital base maps (e.g., street, county,
state) of your area to use the EPRI mapping features. Based on the
parameters specified by the user on EPRI's map Web pages, EPRI retrieves
the appropriate maps from an external Web site hosted by ESRI
(www.esri.com), a leading supplier of geographic information systems
software and data.[^4]

EPRI can only retrieve the base maps (and obtain other map services,
such as geocoding and driving directions) from ESRI if EPRI's ESRI
account listed in the EPRI configuration file (see the installation
instructions in the Appendix) is active. At a minimum, this account will
be active for all EPRI sites until November 2004. Visit the AHRQ web
site ([www.ahrq.gov/browse/bioterbr.htm](http://www.ahrq.gov/)) or
contact Abt Associates for the status of this account after that date.
Individual sites using EPRI can also purchase their own ESRI
subscription after November 2004; in Spring 2004, a one-year
subscription (or 100,000 transactions, whichever comes first) costs
\$1,250.[^5]

4.  []{#__RefHeading___Toc67121263 .anchor}User Registration Process

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

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

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

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

-   An organization can control resources at a single location and have
    one user responsible for entering inventory data. This is the most
    common circumstance.

-   An organization can control resources at multiple locations and have
    one user responsible for entering inventory data for all the
    locations. For example, a fire department may have three fire
    stations, but one person at the main headquarters enters data for
    all three.

-   An organization can control resources at multiple locations and have
    multiple persons with data entry responsibility. To continue the
    example, each of the three fire stations may instead designate their
    own data entry person.

-   An organization can control resources at one (or multiple) locations
    but not have any users of the system. In this case, the organization
    administering EPRI will do data entry for this organization. If none
    of the fire stations has Internet access, data forms will need to be
    faxed out; EPRI staff will do the data entry upon receiving the
    faxes back from the fire stations.

-   An organization does not control any resources; users associated
    with this organization only run reports. For example, the director
    of planning for a state office of homeland security may wish to run
    reports, but his/her office building (location) has no resources to
    offer for emergency response.

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

1.  There are separate Web pages for organizations, locations, and
    users. Each Web page has an 'add and delete' function.

2.  In the case of an organization that has a single location and a
    single user (a common situation in our pilot project), the system
    administrator can use a "registration wizard" to add the new
    organization, location, and user (see Section 4.4).

    []{#__RefHeading___Toc67121264 .anchor}Organizations

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

![](media/image16.png){width="6.25in" height="4.5in"}

The attributes of each organization are:

-   Organization Name.

-   Data Enterer? A Yes/No field indicating whether the organization
    will be entering data on the resources they control. In our pilot
    project, some organizations controlling resources did not have
    Internet access, so we entered data for them.

-   Resource Owner? A Yes/No field indicating whether the organization
    controls resources. As noted earlier in this section, an
    organization may have users that only access reports.

    []{#__RefHeading___Toc67121265 .anchor}Locations

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

-   The Location page (accessible by clicking "Locations" on the top
    menu bar or by clicking "Manage Locations" on the system
    administrator's home page)

-   The registration wizard (accessible by clicking "New Location/User
    Wizard" on the system administrator's home page). The wizard is
    discussed in Section 4.4.

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

The system administrator can see a list of all locations that have been
entered on the Location Page:

![](media/image17.png){width="6.25in" height="4.5in"}

The attributes of each location are:

-   Name.

-   Location Type. The drop down list contains all the location types
    entered on the Location Type Page (see Section 3.2).

-   Organization Entering Data. Typically, this is the same as the
    organization that controls the resources, but another organization
    can also be specified (e.g., if an organization does not have
    Internet access, the system administrator's organization would
    likely be specified as the Organization Entering Data). When logged
    in as the system administrator, the drop down list contains all the
    organizations entered on the Organization Page (see Section 3.1);
    when logged in as an organization's data manager (see Section 4.3),
    the drop down list only contains the data manager's organization.

-   Organization Controlling Resources. When logged in as the system
    administrator, the drop down list contains all the organizations
    entered on the Organization Page (see Section 3.1); when logged in
    as an organization's data manager (see Section 4.3), the drop down
    list only contains the data manager's organization.

-   Address.

-   City. The drop down list contains all the cities imported into the
    database (see Section 3.4).

-   State. The drop down list contains all the states imported into the
    database (see Section 3.4).

-   Zip Code. The drop down list contains all the zip codes imported
    into the database (see Section 3.4).

-   County. The drop down list contains all the counties imported into
    the database (see Section 3.4).

-   Latitude / longitude. The latitude and longitude fields can be
    specified in three different ways:

    -   If EPRI's subscription account with the Web Services vendor ESRI
        is active (see Section 3.5), ESRI will return the latitude and
        longitude associated with the location's address (assuming it is
        a valid address) when the user clicks the "Get Latitude and
        Longitude" button.

    -   If EPRI's ESRI account is not active, but, as part of the setup
        and customization process, latitude and longitude data were
        imported into the zip code table (see Section 3.4), the latitude
        and longitude values of the location are set equal to the
        latitude and longitude of the location's zip code once the user
        clicks the "Get Latitude and Longitude" button.

    -   If more precise latitude and longitude values are known for the
        location, the user can enter these values directly on the
        Location page.

-   Emergency Contact Name / Phone / Fax / Email. Each location can have
    an emergency contact person. In our pilot project, this person was
    typically not a user of EPRI, but rather someone who could be
    contacted on short notice at the location.

-   Active? Indicates whether the location is currently active in EPRI.
    This field is not currently used.

-   \% complete. The Location Page contains a computed field that equals
    the percentage of non-emergency data entry fields filled in divided
    by the total number of non-emergency data entry fields for this
    location.

-   Check box. At the end of each line on the Location Page is a check
    box that is used to select locations to which to send an Email (see
    Section 7.1).

    []{#__RefHeading___Toc67121266 .anchor}Users and User Roles

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

-   The User page (accessible by clicking "Users" on the top menu bar or
    by clicking "Manage Users" on the system administrator's home page).

-   The registration user (accessible by clicking "New Location/User
    Wizard" on the system administrator's home page --- see Section
    4.4).

The system administrator can display a list of all users that have been
entered on the User Page:

![](media/image18.png){width="6.25in" height="4.5in"}

The majority of the attributes of each user are self-explanatory,
including name, Email address, telephone, fax, mailing address, city,
state, and zip code. Attributes of particular note are:

-   Username. The username can be up to 20 characters in length.

-   Password. The password can be up to 16 characters in length. Note
    that the password is stored in an encrypted form in the SQL
    database. If a user forgets their password, the system administrator
    must create a new password for them, tell them (by phone or Email)
    what the new password is, and ask them to log in to the system and
    change their password.

-   Organization. When logged in as the system administrator, the drop
    down list contains all the organizations entered on the Organization
    Page (see Section 3.1); when logged in as an organization's data
    manager, the drop down list only contains the data manager's
    organization.

-   Input Role. The input role controls the user's access to EPRI's data
    entry functions. There are four input roles:

    -   *Administrator*. The system administrator has access to all data
        entry functions --- i.e., they can add, edit, and delete
        resources, resource types, location types, locations,
        organizations, users, and inventory levels.

    -   *Data Manager*. Each organization has one data manager. The data
        manager can add, edit, and delete locations and users associated
        with their organization, as well as inventory data for any of
        the organization's locations.

    -   *Data Enterer*. Data entry staff for an organization can only
        enter inventory data for locations associated with their
        organization.

    -   *None*. A user --- particular persons who will only be running
        reports --- can be denied access to all data entry functions

-   Output Role. The output role controls the user's access to reports.
    There are five output roles --- Levels 1 thru 4 and 'None.' A Level
    4 output role means that the user has access only to those reports
    that the system administrator has defined as Level 4 reports; a
    Level 3 output role provides access to Level 3 and 4 reports, and so
    on. In our pilot test, only the system administrator had Level 1
    access. Procedures for controlling access to reports are discussed
    in Section 6.

[]{#__RefHeading___Toc67121267 .anchor}Home Page

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

The system administrator's home page contains links to all system
features:

![](media/image19.png){width="6.25in" height="4.5in"}

By contrast, the home page of an organization's data manager has links
to only the User, Location, and Reports Pages.

![](media/image20.png){width="6.25in" height="4.5in"}

Finally, a Data entry person's home page only has a link to the Location
and Help page:

![](media/image21.png){width="6.25in" height="4.5in"}

[]{#__RefHeading___Toc67121268 .anchor}Location Page

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

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

![](media/image22.png){width="6.25in" height="4.5in"}

The data manager's Location Page shows only locations associated with
their organization:

![](media/image23.png){width="6.25in" height="4.5in"}

The data enterer's Location Page also shows only locations associated
with their organization, but, unlike the data manager and system
administrator, data enterer cannot add new locations or delete, edit or
send Email to existing locations:

![](media/image24.png){width="6.25in" height="4.5in"}

[]{#__RefHeading___Toc67121269 .anchor}Registration Wizard

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

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

The wizard has three steps, as displayed below.

The first screen asks for location information:

![](media/image25.png){width="6.25in" height="4.5in"}

The second screen asks for organization information. The administrator
can either select an existing organization or create a new one.

![](media/image26.png){width="6.25in" height="4.5in"}

Finally, user information is provided:

![](media/image27.png){width="6.25in" height="4.5in"}

5.  []{#__RefHeading___Toc67121270 .anchor}Entering Inventory Data

The inventory data are entered (either by each location's data entry
staff or, in instances when an organization doesn't have Internet
access, by the system administrator's organization) by first displaying
the Location Page and then clicking the 'Inventory' button for the
desired location. This action displays a page that summarizes the data
entry status for the location:

![](media/image28.png){width="6.25in" height="4.5in"}

This Page lists all the resource types assigned to the location and the
percentage of emergency and non-emergency questions that have been
answered (i.e., that have a non-blank value). As noted earlier in the
manual, we found this distinction useful for limiting the amount of data
that we asked organizations to provide: we told organizations only to
answer non-emergency questions and that they would be asked to answer
emergency questions only in the event of an actual emergency.

Clicking on any of the links for resource types displays Pages
containing the data entry fields:

![](media/image29.png){width="6.25in" height="4.5in"}

The system administrator can re-set all the emergency data to 'blank'
(e.g., once the emergency has passed and the data are no longer needed)
by clicking 'Configure System Parameters' on the Home Page.

6.  []{#__RefHeading___Toc67121271 .anchor}Reports

    []{#__RefHeading___Toc67121272 .anchor}Controlling Access to Reports

Several reports have been developed that display inventory information
(including location-, resource-, and area-specific summaries) and system
configuration information (e.g., the resource list). The available
reports are displayed on the Reports Page (click 'Reports' on the menu
bar). The contents of the Reports Page depends on the user's Output
Role, as explained below. The screen below shows a partial Reports Page
for a user that has access to all the reports:

![](media/image30.png){width="6.25in" height="4.5in"}

Note that some of the reports can be exported to Excel, in addition to
being displayed in a Web browser.

To control access to the reports, the system administrator sets (by
clicking one of the 'edit' links on the Reports Page) the "Level" of
each report:

![](media/image31.png){width="6.25in" height="4.5in"}

In the above screen, the report level for the selected report is
currently "Level 2 --- Senior Planner", but could be changed to Level 1
--- System Administrator, Level 3 --- Response Director, or Level 4 ---
External VIP. When a user logs in to the system and displays the Reports
Page, the specific reports shown will depend on the user's Output Role
(see Section 4.3) and the assigned report level, as indicated in the
table below. An 'X' means that the user has access to all reports
assigned to that level:

  ---------------- ------------ -------------- -------------- --------------
  **User's Output  **Report                                   
  Role**           Level**                                    

                   **Level 1**  **Level 2**    **Level 3**    **Level 4**

  Level 1          X            X              X              X

  Level 2                       X              X              X

  Level 3                                      X              X

  Level 4                                                     X

  None                                                        
  ---------------- ------------ -------------- -------------- --------------

Thus, for example, a user with Output Role Level 1 (typically, only the
system administrator) can run any of the reports; a user with Output
Role Level 4 can only run Level 4 reports.

The table below lists the available reports, summarizes their output,
and shows the report level that we assigned to the report during our
pilot project:

+------------------+---------------------------------------+-----------+
| **Report Name**  | **Description**                       | ##        |
|                  |                                       | ### Level |
+------------------+---------------------------------------+-----------+
| Resource List    | Shows all the resources (by resource  | Level 1   |
|                  | type) that have been entered in EPRI  | ---       |
|                  | (see Section 3.1). The resources we   | System    |
|                  | used in the pilot project are         | Admi      |
|                  | displayed in the separate Appendix    | nistrator |
|                  | volume.                               |           |
+------------------+---------------------------------------+-----------+
| Resource         | Shows the resources that have been    | Level 1   |
| Location         | assigned to each location type (see   | ---       |
| Assignments      | Section 3.3). Examples of the         | System    |
|                  | resource-location assignments we used | Admi      |
|                  | in the pilot project are displayed in | nistrator |
|                  | the separate Appendix volume.         |           |
+------------------+---------------------------------------+-----------+
| Export Access    | Copies all the entered data from the  | Level 1   |
| Database         | SQL database to an Access database.   | ---       |
|                  |                                       | System    |
|                  |                                       | Admi      |
|                  |                                       | nistrator |
+------------------+---------------------------------------+-----------+
| Location         | Displays all the entered data for one | Level 2   |
| Inventory        | or more locations in a                | ---       |
|                  | printer-friendly format.              | Senior    |
|                  |                                       | Planner   |
+------------------+---------------------------------------+-----------+
| Multiple         | Displays information (e.g., amount    | Level 2   |
| Resources within | and contact person) about all the     | ---       |
| Radius           | locations that have specified         | Senior    |
|                  | resources in a specified geographic   | Planner   |
|                  | area (one or more counties or a       |           |
|                  | specified distance from a town). In   |           |
|                  | the case of a specified distance from |           |
|                  | a town, computations are made based   |           |
|                  | on the latitude/longitude associated  |           |
|                  | with (1) the town and (2) the         |           |
|                  | location's zip code.                  |           |
+------------------+---------------------------------------+-----------+
| Aggregate        | Computes the total amount of          | Level 4   |
| Inventory        | specified resources in a specified    | ---       |
|                  | geographic area (one or more counties | External  |
|                  | or a specified distance from a town   | VIP       |
|                  | or latitude/longitude).               |           |
+------------------+---------------------------------------+-----------+
| Aggregate        | Computes the total amount of          | Level 4   |
| Inventory Per    | specified resources, per 1,000        | ---       |
| 1,000 People     | people, in specified counties.        | External  |
|                  |                                       | VIP       |
+------------------+---------------------------------------+-----------+
| Aggregate        | Computes the total amount of          | Level 4   |
| Inventory by     | specified resources, by county, in a  | ---       |
| County           | specified geographic area (one or     | External  |
|                  | more counties or a specified distance | VIP       |
|                  | from a town or latitude/longitude).   |           |
+------------------+---------------------------------------+-----------+
| Aggregate        | Computes the total amount of          | Level 4   |
| Inventory by     | specified resources, by county and    | ---       |
| County Per 1,000 | per 1,000 people, in specified        | External  |
| People           | counties.                             | VIP       |
+------------------+---------------------------------------+-----------+
| Inventory within | Displays on a map the locations of a  | Level 2   |
| Radius (Map)     | specified resource that are within a  | ---       |
|                  | specified distance of a town.         | Senior    |
|                  | Demographic data can be overlaid.     | Planner   |
|                  | Driving directions to the location    |           |
|                  | from the town are also provided.      |           |
+------------------+---------------------------------------+-----------+
| Aggregate        | Depicts the level of a specified      | Level 4   |
| Inventory by     | resource in the counties by color     | ---       |
| County (Map)     | coding a county map.                  | External  |
|                  |                                       | VIP       |
+------------------+---------------------------------------+-----------+
| Aggregate        | Depicts the level of a specified      | Level 4   |
| Inventory by     | resource (per 1,000 persons) in the   | ---       |
| County Per 1,000 | counties by color coding a county     | External  |
| People (Map)     | map.                                  | VIP       |
+------------------+---------------------------------------+-----------+

While no Level 3 reports were defined in the pilot project (and are
therefore not shown in the table above), other jurisdictions
implementing EPRI may decide to define one or more Level 3 reports.

[]{#__RefHeading___Toc67121273 .anchor}Mapping

EPRI's mapping capabilities are accessible at the bottom of the Reports
Page, as shown below:

![](media/image32.png){width="6.0in" height="4.319444444444445in"}

[]{#__RefHeading___Toc67121274 .anchor}Inventory within Radius Map

When the Inventory with Radius link is clicked on the Reports Page, a
screen appears where the user can enter various parameters. In the
screen below, the user has asked to see what locations within 40 miles
of the town of Ashley have Oral Cipro.

![](media/image33.png){width="6.0in" height="4.319444444444445in"}

When the user clicks the "Draw Map" button, both a map display and a
tabular display are shown on the map shown on the next page.

-   The map display shows (1) a circle centered at the specific town and
    of the specified radius, (2) the locations that have the specified
    resource (the red triangles), (3) a label next to each location that
    references the tabular display below the map and shows the level of
    the resource at the location, (4) a detailed map legend, and (5)
    additional map layers (e.g., major highways and landmarks) that help
    orient the user. Also shown are check boxes for the various map
    layers; this enables the user to control what is displayed on the
    map

-   The tabular display below the map shows additional details on each
    location that has the specified resource, including the name of the
    location, contact information (name and telephone number), distance
    from the specified town, and the amount of the resource.

![](media/image34.png){width="6.116666666666666in"
height="2.321527777777778in"}

![](media/image35.png){width="6.116666666666666in"
height="3.7256944444444446in"}

![](media/image36.png){width="6.116666666666666in"
height="2.441666666666667in"}

When the user clicks on one of the names of the locations in the
Matching Locations table (e.g., 'ABC Hospital' in the above screen), a
map and driving directions are displayed that guides the user from the
specified town to the location with the resource (note the 'Start' and
'End' label on the map):

![](media/image37.png){width="5.851388888888889in"
height="5.022222222222222in"}

![](media/image38.png){width="6.002083333333333in"
height="3.0527777777777776in"}

Demographic data can also be shown on the map, thus enabling planners to
study the correlation between demographic information and resource
locations. The map below shows total population (by census tract) in the
specific region, along with the locations of Oral Cipro:

![](media/image39.png){width="6.116666666666666in" height="2.2375in"}

![](media/image40.png){width="6.116666666666666in"
height="3.7256944444444446in"}

![](media/image41.png){width="6.116666666666666in"
height="2.303472222222222in"}

[]{#__RefHeading___Toc67121275 .anchor}Aggregate Inventory by County Map
Report

When the Aggregate Inventory by County link on the Reports menu is
clicked, the screen appears that enables the user to select a resource.
(the Aggregate Inventory by 1000 People by County report is identical in
format.) In the screen below, the user has asked for map showing the
number of full-time EMTs by county.

![](media/image42.png){width="6.0in" height="4.319444444444445in"}

When the user clicks 'Draw Map', a map of the catchment area appears,
with each county shaded along a green color spectrum (counties with none
of the specified resource are shaded gray). The legend below the map
shows the values associated with each color. A table also appears that
gives the precise numerical value for each county.

![](media/image43.png){width="6.116666666666666in"
height="3.6055555555555556in"}

![](media/image44.png){width="6.116666666666666in"
height="3.8513888888888888in"}

7.  []{#__RefHeading___Toc67121276 .anchor}Monitoring Data Quality and
    Communicating with Data Providers

EPRI contains several features for monitoring data quality and
communicating via Email with users.

[]{#__RefHeading___Toc67121277 .anchor}Sending Email to Users

The system administrator's Location Page contains a button labeled "Send
Email to Selected Locations." To use this feature the system
administrator first clicks in the box on the right hand side of the page
for locations to be Emailed. In the screen below, six locations that
have not entered any data (as indicated by the 0% figure next to the
check box) are selected:

![](media/image45.png){width="6.25in" height="4.5in"}

Clicking the 'Send Email to Selected Locations' button displays the
Email page with the "To" line automatically filled in with the selected
locations:

![](media/image46.png){width="6.25in" height="4.5in"}

Note that the system administrator has the option of emailing just data
managers (i.e., users whose "Input Role" is Data Manager), just
Emergency Contacts (see Section 4.2), or both.

In order for Email to actually be sent, the system administrator needs
to make sure the Web server is configured for Email. In addition, the
system administrator needs to configure the 'To', 'From', and 'bcc'
values for Email. As explained in the installation instructions in the
Appendix, this involves editing a single text file.

[]{#__RefHeading___Toc67121278 .anchor}Missing Data

An important task for the system administrator will be to determine the
extent to which organizations have entered data and, as appropriate,
followup with users to encourage timely data entry. To facilitate this
process, the Location Page shows the "% complete" (i.e., the percentage
of non-emergency fields that are not empty) for each location.

To send an Email to data managers for locations that have a low %
complete figure, do the following:

1.  Go to the Location Page.

2.  Change the Results Per Page drop down to 'All' and click Submit.

3.  Click the heading "% Complete" so that it orders the list of
    locations by this value (the default sort order is by location
    name).

4.  Place a check mark in the boxes on the right-hand side for all
    locations that you want to contact (e.g., the ones with the lowest %
    Complete figures.

5.  Click 'Send Email to Select Locations' at the bottom on the Page.

6.  On the Send Email Page, select 'Data Manager' in the 'To' field,
    fill in the Subject and Message fields, and then click 'Send.'

    []{#__RefHeading___Toc67121279 .anchor}Out-of-Date Data

The system administrator will also need to determine when data are "old"
and need to be updated. As discussed in Section 3.1, each resource type
has a 'Report Every \_\_\_ Days' attribute. Using this attribute, the
Location Inventory report (see Section 6) flags each out of date data
item --- these items are colored red and have asterisks on either side.

Based on a review of the Location Inventory reports, Emails can be sent
to the appropriate data managers to remind them to update their data.
Alternatively, you can simply broadcast an email to all data managers
reminding them to update their data.

Note: to signal the system that data values have not changed and "old"
data remain accurate, users can simply click "Submit" on the Inventory
data entry pages.

[]{#__RefHeading___Toc67121280 .anchor}Switching to Emergency Mode

As noted in Section 3.1, questions (i.e., data entry fields) about
resources are grouped into two categories --- emergency and
non-emergency. If the system administrator is instructed to switch to
'emergency mode', s/he should send an Email to all data managers
instructing them to complete the 'Emergency' questions on the inventory
data entry pages.

Emergency data are viewable on the Resources within Radius and the
Inventory Location reports (see Section 6).

When the emergency has ended, the system administrator should re-set all
the emergency data fields to 'blank'. To do this:

1.  Click 'Configure System Parameters' on the Home Page

2.  Click 'Delete All Emergency Records'

[]{#__RefHeading___Toc67121281 .anchor}Appendix --- Installation
Instructions

EPRI can be downloaded from the AHRQ Web site
([www.ahrq.gov/browse/bioterbr.htm](http://www.ahrq.gov/)). All the EPRI
files are packaged into a single zip file containing:

-   The source code (including a Microsoft Visual Studio project file)

-   The compiled Web application

-   Scripts for creating the live and demo databases.

**Terms and Conditions**

By installing EPRI you agree to the following terms and conditions:

Abt Associates, Geisinger Clinic/Geisinger Medical Center, and Relyon
Media created the Emergency Preparedness Resource Inventory (EPRI) under
Contract No. 290-00-0003 from the Agency for Healthcare Research and
Quality (AHRQ), U.S. Department of Health and Human Services. Copyright
2003(4) by Abt Associates, Geisinger Clinic/Geisinger Medical Center,
and Relyon Media. Contact Andrea Hassol (617-349-2488) for more
information on EPRI.

AHRQ makes EPRI available under the following conditions:

• EPRI may be downloaded for specific individual applications by
organizations and for personal use, providing the copyright notice and
terms/conditions are included.

• EPRI or any modifications or adaptations may not be reproduced, sold,
or used for commercial purposes without the specific permission of the
copyright holders.

EPRI is provided "as is," without warranty of any kind, either express
or implied, including but not limited to implied conditions or
warranties, statutory or otherwise, of merchantability, fitness for a
particular purpose, title and non-infringement. Abt Associates,
Geisinger Clinic/Geisinger Medical Center, and Relyon Media shall have
no liability to any user of EPRI or related documentation, or to any
third party, for any claim, loss or damage of any kind, including but
not limited to lost profits, business interruption, loss or destruction
of data, punitive, incidental, consequential or special damages, arising
out of the use or inability to use EPRI or any related documentation,
even if Abt Associates, Geisinger Clinic/Geisinger Medical Center, or
Relyon Media has been advised of the possibility of such damages.

**Step 1: Installing the Databases (Restoring the EPRI databases to SQL
Server using Enterprise Manager)**

The EPRI Install folder contains a folder called **MS SQL-Server 2000
Databases.** Using Enterprise Manager, you can create these databases in
your SQL server using the RESTORE option as described below:

1.  Open Enterprise Manager.

2.  Expand a server group, and then expand a server.

3.  Right-click **Databases** folder, select **All Tasks** and then
    click **Restore Database**.

4.  In the **Restore as database** box, type the new name of the
    database. For instance, you could name your database: EPRI. It
    doesn't matter what you call it, as you will specify the database
    name in the Web.config file later.

5.  Click **From device**, and then click **Select devices**.

6.  Under **Restore from**, click **Tape** or **Disk**, and then click
    **Add** to add an existing backup device.

7.  In the box for **File name**, enter the path to the **EPRI
    \_Database_to_Restore.BAK** file which is located in the **MS
    SQL-Server 2000 Databases** folder of the unzipped **EPRI Install**
    folder. (you can click the **...** to select this file with the
    dialogue box).

8.  Click **OK**

9.  Click **OK**

10. Click on the **OPTIONS** tab at the top. Note: this procedure
    sometimes crashes if you do not select the **OPTIONS** tab before
    clicking OK.

11. Click **OK**

To install a demo version of EPRI, follow steps 3-11 and choose the
**EPRI demo_Database_to_Restore.BAK** file which is located in the **MS
SQL-Server 2000 Databases** folder of the unzipped EPRI **Install**
folder. This will create a second database (you will have to give it
another name, for instance EPRIDEMO) that the demo user accounts will
populate and use.

## 

**Step 2: Install the Web Application**

1.  Copy the **Web Application** directory to your Web server. You may
    rename the directory if desired.

2.  Use the Internet Information Server management console to configure
    the directory as a Web application.

3.  Change permissions for **analysis/downloads** directory in the web
    application folder installed on your web server. Add the ASPNET user
    and give it **Full Control** of this directory. This allows the web
    application to create new copies of the Access database for
    export/download ability. Also, make sure the **blank.mdb** file is
    not read only.

4.  Import local City, County, State, and Zipcode data into the
    respective tables using Enterprise Manager (see Section 3.4). This
    data will limit your locations to your catchment area.

5.  Edit **Web.config**. There are several application settings in the
    Web.config file that you will need to set for your environment. They
    are commented in the file. The relevant portion of Web.config is
    reproduced below. Be sure to change only the value attributes and
    not the key attributes.

\<appSettings\>

\<!\-- APPLICATION NAME

Sets the name that appears in the headers for all pages and reports
\--\>

\<add key=\"applicationName\" value=\"Resource Inventory Application\"
/\>

\<!\-- DATABASE CONNECTION STRINGS

Sets the connection strings to the live and demo databases for your

EPRI web application. Once you restore the databases from the install

database folder, you can define these for your system. \--\>

\<add key= \"connString\"

value= \"data source=YourSQLServerName;

initial catalog=Your EPRIDBName;

user id=YourDBLogin;

password=YourDBPassword;

persist security info=True;

packet size=4096\" /\>

\<add key = \"demoConnString\"

value= \"data source=YourSQLServerName;

initial catalog=YourEPRIDEMODBName;

user id=YourDBLogin;

password=YourDBPassword;

persist security info=True;

packet size=4096\" /\>

\<!\-- ESRI Settings

This setting enables the GIS ESRI Mapping Reports and Locator Functions.

To use the mapping, set this value to \"true\" and make sure you have a
valid

username and password to access the ESRI system. \--\>

\<esriSettings\>

\<add key=\"useEsri\" value=\"true\"\>\</add\>

\<add key=\"username\" value=\"trich\"\>\</add\>

\<add key=\"password\" value=\"EPRI\"\>\</add\>

\</esriSettings\>

\<!\-- FORCE SSL

Setting this to true will redirect all http requests to https.

See ResinPage.cs, login.aspx.cs, and logout.aspx.cs

Set to TRUE for a production server with an SSL certificate installed
\--\>

\<add key=\"forceSSL\" value=\"False\" /\>

\<!\-- EMAIL SETTINGS

Used by admin/SendMail.aspx.cs \--\>

\<add key=\"smtpServerName\" value=\"Your SMTP Server URL or IP\" /\>

\<add key=\"defaultFromEmail\" value=\"The FROM address for sent email\"
/\>

\<add key=\"defaultBccEmail\" value=\"The BCC address for email sent by
EPRI\" /\>

\<add key=\"defaultAppUrl\" value=\"The URL of your EPRI application\"
/\>

\</appSettings\>

**Step 3: Confirm EPRI works**

Point your browser to EPRI. A simple login screen should appear:

![](media/image47.png){width="6.25in" height="4.5in"}

Default system administrator login/passwords are as follows:

-   Live database -- login admin; password admin.

-   Demo database -- login demoadmin; password demo.

[^1]: A list of FIPS codes, by county, is at
    http://www.itl.nist.gov/fipspubs/co-codes/states.htm

[^2]: In EPRI geographic calculations, cities and zip codes are
    represented as "point objects" -- their latitudes and longitudes
    should therefore correspond to the latitude and longitude of their
    centroid.

[^3]: http://www.census.gov/mp/www/Tempcat/SF1.html

[^4]: To do this, EPRI uses the FIPS code of the counties in your target
    area; these codes are listed in the County table of the EPRI SQL
    database, as explained in Section 3.4.

[^5]: For more information see
    http://www.esri.com/software/arcwebservices/developers/index.html.

[^6]: All organization, location, and user names in the screen shots are
    fictitious.