For instruction on how to activate and use Standard Operating Procedures (SOPs) during incident responses, click the following links or use the scroll bar to scan the page.
SOP checklists are the steps to follow to ensure all of your objectives are met during an incident. They can minimize the number of tasks that may be forgotten otherwise. An active SOP is one that has been activated for a specific incident, Daily Log event, or injury/illness occurrence. More than one checklist can be activated for a single incident, Daily Log event, or injury/illness occurrence. In addition, one checklist may be used for multiple incidents, Daily Log events, or injury/illness occurrences at the same time.
Each checklist provides the procedures that must be completed before a response can be closed. When a procedure has been completed, the name of the person completing the task, the date and time of the completion, as well as the completion status (e.g., completed, notified, etc.) can be entered.
For incidents, Daily Log events, or injury/illness occurrences, SOPs can be activated via the Watch List Active SOPs tab. For incidents only, an SOP can also be activated via the SOP Information form accessed from the Navigation Tree or shortcut menu.
Tip: SOPs can be activated for Daily Log events and injury/illness
occurrences, as well as incidents, via the Watch
List Active SOPs tab. Refer to Watch
List for additional information.
Click Data Entry > Plans and Procedures > SOPs in the Navigation Tree (or use the shortcut menu) to access the SOPs list.
Click the SOP link for the SOP to
be activated.
The SOP Information form is
displayed.
Click Activate SOP and select the Incident from the list.
Click OK.
Click the Save
button on the form.
The system creates an active copy of the SOP record that allows you
to specify when each checklist task has been completed.
View the active SOP record by clicking the applicable SOP link on the Active SOPs list.
Use the Active SOP Information form to view an SOP checklist activated for an incident, Daily Log event, or injury/illness occurrence. Each checklist shows the procedures that must be performed in the preferred order of execution. A procedure may include additional details about the task, a step-by-step description, or other requirements, such as contact notification information; all of which is available for review on the Active SOP Information form. When a procedure has been completed, the name of the person completing the task, the date and time of the completion, as well as the completion status (e.g., completed, notified, etc.) can be entered; which provides a history of the tasks already completed and a current list of the ones that still need to be performed.
To view active SOP checklists
Use one of the following methods to open the Active SOP Information form:
Click Data Entry > Incidents > Active SOPs in the Navigation Tree (or use the shortcut menu) and click the appropriate SOP plan link. Since SOPs can be activated for more than one incident, use the SOP and incident data to locate the appropriate SOP.
Click the Watch List Active SOPs tab and click the Edit button adjacent to the appropriate active SOP plan line item.
Expand the Active Procedures section when necessary to view the procedures that need to be completed and the order in which they should be performed.
Click a procedure order number link to open the Active Procedures with Notifications form. Review the Notes field for additional details about the task.
Review the Active Notifications section for contact information the Attachments section for more information about the procedure.
Click Close to return to the Active SOP Information form.
When an SOP checklist is activated, any personnel associated with the SOP are automatically displayed in the Notification section on the Active SOP Information form. The contact information can be used to satisfy any notification requirements included in the procedure. When a notification has been made, record the date and time, as well as the name or title of the person who completed the notification. A message is automatically generated and posted. When necessary, other contacts and notification information can be added.
A Notify All button is displayed in the Notification section on the Active SOP Information form if a third-party external notification utility has been linked to your Essential Emergency module. Click the button to automatically notify all of the contacts listed. The utility is provided with the contact names and distribution method information along with the contents of the Notes field for the message text.
An Auto Notify button is also available on the Active SOP Notification form when a link to a third-party external notification utility exists. Click the button to automatically notify the individual contact. The utility is provided with the contact name and distribution method information along with the contents of the Notes field on the Active SOP Information form for the message text.
Configuration settings control the availability of the external notification-related buttons. Refer to Configurable Settings for information about the Essential™ Configuration Utility.
To enter notification information
Open the Active SOP Information form.
Expand the Active
Procedures section when necessary and click the procedure order
number link for the completed procedure.
The Active Procedures with Notifications
form is displayed.
Click the name of the contact who
has been notified in the Active Notifications
section.
The Active SOP Notification
form is displayed.
Click the Notified check box. The system date and time are entered as defaults.
Enter the name or title of the person who completed the notification in the Notified By field.
Review the Date Notified and Time Notified and make any necessary adjustments. The Calendar button is available to select the date.
Click the Save
button on the form.
The notification information is displayed in the Active
Notifications section. Edit existing notification information
by clicking the contact name link.
Enter completed notification information for other existing contacts by repeating steps 3 through 7.
Click the Save button on the form.
To add notifications
Open the Active SOP Information form.
Expand the Active
Procedures section when necessary and click the procedure order
number link for the completed procedure.
The Active Procedures with Notifications
form is displayed.
Click the Add
Notification button in the Active
Notifications section.
The Active SOP Notification
form is displayed.
Select the contact Name
from the list.
If the appropriate contact is not listed, click the Ellipsis
button and the contact.
Enter the Display Order number that represents the contact's position in the list of contacts displayed in the Active Notifications section.
Click the Notified check box. The system date and time are entered as defaults.
Enter the name or title of the person who completed the notification in the Notified By field.
Review the Date Notified and Time Notified and make any necessary adjustments. The Calendar button is available to select the date.
Click the Save
button on the form.
The notification information is displayed in the Active
Notifications section. Edit existing notification information
by clicking the contact name link.
Repeat steps 3 through 9 to add other contacts for notification.
Click the Save button on the form.
When an SOP checklist procedure has been completed, the name of the person completing the task, the date and time of the completion, as well as the completion status (e.g., completed, notified, etc.) is entered on the Active Procedures with Notifications form and displayed in the Active Procedures section of the Active SOP Information form. Once the record is saved, a message describing the completed procedure is automatically posted on the Incident form.
Note:
SOP checklist procedures are executed per incident. If an SOP is
activated for more than one incident and a procedure is completed for
one of the incidents, completion information applies only to the incident
the procedure was completed for; the other incidents are not affected.
To enter completed checklist
procedures
Open the Emergency folder and click Data Entry > Plans and Procedures > Active SOPs in the Navigation Tree (or use the shortcut menu) to access the Active SOPs list.
Click the active SOP link to display
the Active SOP Information
form.
Since SOPs can be activated for more than one incident, use the SOP
and incident data to locate the appropriate SOP.
Expand the Active
Procedures section when necessary and click the procedure order
number link for the completed procedure.
The Active Procedures with Notifications
form is displayed.
Select the appropriate Status from the list.
Click the Done check box.
Enter the name of the person who completed the procedure in the Done By field.
Enter the Date Done and Time Done. The Calendar button is available to select the date.
Add any comments or remarks in the
Notes field.
If a third-party external notification utility has been linked to your
Essential Emergency module, the contents of the Notes
field is the message text.
Click the Save
button on the form.
The updated procedure is displayed in the Active
Procedures section.
Enter completed information for other procedures by repeating steps 3 through 9.
Click the Save button on the form.
The following two methods are available for adding related files that exist in third-party applications, such as Microsoft Word, to an SOP plan or procedure:
Document Links - Set up a hyperlink to the file. Optionally, the location of an off-line reference can be specified without a link.
Document Attachments - Add a file to the record. The default maximum file upload size supported by ASP.NET is 4096 KB (4MB). The default can be modified to support larger file uploads, i.e., attaching files larger than 4MB. For instructions to increase the default value, refer to Microsoft (https://docs.microsoft.com) and view the article: httpRuntime Element (ASP.NET Settings Schema)
Each attachment is displayed as a line item in the Attachments section on the Active SOP Information or Active Procedures with Notifications form. Attachments and linked documents can be viewed by clicking the link.
Note:
In order to view a file listed in the Attachments
section, desktop access to the particular software used to create the
file must be available. For example, access to Microsoft Word is required
to view an attachment created as a Word file (.doc, .docx).
Expand the Attachments section if necessary.
Click Add Link.
Enter the file path in the File field or click Browse to locate and select the file.
Enter a Description of the document and the Document Location field.
Select a Document
Type from the list.
If the appropriate type is not listed, click the Ellipsis
button and add it.
Ensure the Is
Hyperlink check box is selected to establish the link.
When specifying an off-line location, ensure the Is
Hyperlink check box is not selected.
Click OK.
The document information is added as a line item in the Attachments
section. Click the link to view the file. Edit existing attachment
information using the buttons adjacent to the line item.
Click Save.
Repeat steps 2 through 8 to add other document links.
Expand the Attachments section if necessary.
Click Add Attachment.
Enter a file path in the File field or click Browse to locate and select a file.
Enter a Description of the attachment. A maximum of 70 characters can be entered.
Repeat steps 3 and 4 to add a second and/or third attachment.
Click OK.
Each attachment is added as a line item in the Attachments
section. Edit existing attachment information using the buttons adjacent
to the line item.
Click Save.
Repeat steps 2 through 7 to add other attachments.
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