HomeMy WebLinkAbout2005 CodeRed contract and training outline
CODEREOO SERVICES AGREEMENT
This Services Agreement (.Agreement") is made and effective as of the last date written below by
and between Emergency Communications Network. Inc. a Florida Corporation ("Licensot")
located at 9 Sunshine Boulevard, Onnond Beach, FL 32174 and The City of Auburn, a body
politic and corporate of the State of Washington ("Ucensee") located at 25 West Main
Auburn, W A 98001-4998.
Licensor is the owner of a service identified as "CodeREOO Emergency Notification System;' (The
"Service"), which allows users to place prerecorded telephone calls at high speed to call
recipients. Licensee desires to utilize the "Service" for the purpose of communicating matters of
public interest and concem.
In consideration of the promises set forth, the parties agree as follows:
1. License: Licensor grants Licensee a non-exclusive and non-transferable license to use the
.Service" (hereinafter referred to as "The License") for Licensee's own purposes in accordance
with the terms ouUlned in this Agreement. Licensee understands and agrees that they are fully
responsible for the use of such services by anyone whom Licensee authorizes or permits to use
the "Service", and anyone who accesses the "Service" by utilizing Licensee's Confidential access
codes.
a. The Licensee may not modify the .Service", disable any license or control features of the
.Service." Licensee may not (i) assign, license, sublicense, rent, sell, transfer the .Service", this
agreement, or any portion thereof or (ii) utilize the .Service" except as expressly permitted in
the Agreement between Licensee and Licensor. The License will include pass codes for up to
~ authorized .Service" users. Additional users pass codes may be obtained at an
additional annual fee as outlined in Exhibit A.
2. Ownership; The "Service" is owned and copyrighted byUcensor. The Licensee's license
confers no title or ownership in the "Service" whatsoever .
. ;..
3. Copyright: United States copyright laws and international treaty provisions protect the
"Service". Except for the limited license provided, Licensor reserves all rights in and to the
"Service" and all underlying data, compilations, and information maintained by Licensor relating to
the "Service", including but not limited to, the source or object code,
4. Functionality: The .Service" provides the ability for the Licensee to access pre-defined
geographically selected calling areas or listed databases via an Internet-based software
application. The "Service" also has the ability to select calling databases via a geographic
mapping component. The Service will also utilize an interactive voice response telephone service
used to record messages and initiate call out projects. The .Service" is designed to be active 24
hours per day 365 days per year.
5. Costs for The "Service": During the term of this agreement Licensee agrees to pay all costs for
utilizing the "Service" as described in Exhibit A - Service Charges; attached to and made a part of
this Agreement. Licensee will purchase prepaid "Service;' (Prepaid System Minutes). Whenever
Licensee utilizes the .Service;' the actual calling minutes used by Licensor while utilizing the
"Service" will be deducted from the balance of Prepaid System Minutes remaining in Licensee's
Prepaid Minutes account. Licensee is responsible to maintain a sufficient balance of Prepaid
System Minutes on account. Payment for the "Service;' is due and payable upon receipt of invoice
(ROI). Finance charges at a rate of 1% per month (12% persnnum) will be charged on all
balances outstanding beyond 60 days. If a law which applies to this finance charge is interpreted
so that the interest or other finance Charges collected or to be collected in connection with this
agreement exceed the permitted limits, then (i) any such loan charge shall be reduced by the
amount necessary to reduce the charge to the permitted limit, and (ii) any sums already collected
from Licensee which exceed pennitted limits will be refunded to Licensee. All payments due
Emergency Communications Network. lnc Page 1 of 6 Initials. l'\ I
CodeRED~ Servicea Agreement Licensor ...J..tt(..
Licensee ~
under this agreement shall be paid to: Emergency Communications Network, Inc. at 9 Sunshine
Blvd" Ormond Beach, FL32174,
6. Fr~Minut.BIQck$: Licen~ is allotted fr~.timeonthe system for the purpose of testing and
training. The following muslbe merin order for Licensee to utilize the free minute bank specified
in Exhibit A:
a. Minutes will be dedu.ctedfrom Licensee's minute bank at the time of using the "Service".
b. Licensee must notify Licensor In wrltingwithln60 days oBhe use of the "Service" specifying
qualified project(s) t60btaih eligible free minut&$ and restoration of the deducted minutes into
Licensee's minute bank. If Licensee fails tbnotify . Licensor within 60 days of the use of the
.Service", the minutes used will nalba eligible forconsideraUonasfree minutes and will remain
as a deduction from Licensee's minute bank as described above in paragraph 6.
c. Any unusedminutesl'el'l'lainingin these bloql<s are not transferable.
d, Lioensor will have the final right to deem all free calling minutes eliQible or ineligible.
7. Term of Service Agreemenl: The license will extend fora period of one 11} vearbeginningon
the last date this agreement is signed by both licensee and Licensor. On the date this agreement
tenninates, Licensee wiliforfeit all Prepaid System Minutes remaining on account.
8. Discount Contract Extension: Upon eaph annual anniversary of the effective date oUhis
agreement, the tenn of this 8gl'9$ment will extend for additional one-year periods. This contract
extensibn provision (the .extenslon provision") will continue to extend the contract period by one
additionsl year annually. Either party may cancel this extension provision by submitting notice to
the other no less than 30 days prior to the annual anniversary oUhe effective date of the
agreement.
The activation of the extension provision will trigger the following events:
a) Licensee's System Minute bank will be replenished to the original 25;000 minute balance; .
b) Licensorwill update its systems to extend the active software license and associate<Laccess,_
codes for one additiOllalyear of use;
c) Licensor Will invoice Licensee for one additional year service extension aHherateof Five
thousand dollars 1$5.00tfJ. . . . . . . ',.
d) Licensee win be responsible for payment of the contract extension fee upon receipt of invoice
from the Licensor.
9. Minute Bank Refill feature:. The parties recognize that Licensee may utilize the ~Service" in a .
manner that results in thEil aclu!:)1 System Minute usage exceeding Licensee's active Prepaid
Minute Bank. In the event using the "Service"c6rnpletely exhausts Licensee's remaining Prepai<J
Minute Bank Licensorwiil immediately refill Licensee's Prepaid Minute Bank with a block of
25.000 System Minutes, and will invoice Licensee for this block of minutes aUheAdditionaL .
System Minute price as indicated in ExhibitA Licensee will be responsibleforpayment.of
Additional System Minute blocks upon receipt of invoice from Licensor. Ucensee agrees to
purchase all such additional blocks of minutes as needed in order to maintain a positive Prepaid
System Minutebalanoe. The purpose of this refill feature is to ensure that calls being placed via
the "Servioe" are not interrupted as the result of Licensee's depletion of their Prepaid Minute
Bank.
10. Appropriate Use QfThe Service: To access the "Service" Licensor will provide Licensee with
ul'liqueuser name(s) and paSS'Nord{s). Licensee agrees to maintain suchuser name(s) and
password(s) as private and confidential information~ Licensee agrees to use the .Service" ina
way that confonns with aRapplic:ablelaws and regulations. Lioensee specifically agrees not to
make any attempt to gain unauthorized access to any of Licensor's systems or networks.
Licensee agrees that Ucensorshall not be responsible and liable for the content of the
message(s) delivered by the "Service" on behalf of Licensee.
Emergency Communications Network, Inc
CodeRED$Servlces Agreement
Page 2 of6
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Licensor .J&L
Licens~
11. Security: Lic~n~ understandsthatlntemet communications are not secure, and may be
subject to interception or loss. Ucenseeunderstands and acknowledgesthatUcensor is. providing
the "Service" on the World Wide Web through an .upstream" third party Internet ServlceProvider,
utilizing public utility services. licensOr shall not be Iiableto. Licensee in the event of any
interruption of service dr .Iagkof presence on the Intemetas aresultm any disruption by the third
party Internet Service Provider or public utility. In the event of any disruption of service, Licensor
will use its . best efforts to notify Licensee and to expedite resumption of service.
12. Warranty: (a) Licensee acknowledges that software In general is not error-free and agrees that
the existence of such errors in software used in conjunction with the "Service" shall not constitute
a breachofthis Ucense.
(b) In the event that Licensee discovers a material error which substantially affects Licensee's
use of the "Service" and notifies Licensor of the error, Licensorshall use reasonable measures to
correct that part of the "Service" which does notso comply, providedthatsuchnon~compliance
has not been caused by any modification, variation or addition to the .Service" not performed by
Licensor, its agents or contractors, or caused by its incorrect use, abuse or corruption of the
"Service"software, or by use of the .Service" with othersottwareor on equipment with which it is
incompatible.
(c) Licensee is responsible for maintaining access to the Internet. Licensor in no way warrants
Licensee's access to the Internet via Licensee's Internet ServiceProvider(s).
13. Warranty Disclaimer: To the extentpermitted by the applicable law, Licensor disclaims all other
warranties with. respect to the .Service" ,either express or implied, including but not limited to any
implied warranties of merchantability or fitness for any particularpurpose. 'In noellent (even
. should circul1'lstancescauseany or all of the exclusive remedies to faiLof:itsltheir essential
purpose and. even if Licensor has been advised of the possibility bfsuch damages) shall Licensor
be liable for any special, indirect. incidental or consequential damages\of.any nature (regardless
of whether such damages are alleged to arise incontract,tort or otherwise); including,but not
limite(j to, loss of anticipl:ited profits or other economic loss in connection with-or ensuing from the
existence, furnishing, function, or Licensee's use of any item of products or .services provided for
in this Agreement. Licensee understands that the cumulative liability of Licensor for any and all
c1aimsrelatihg to the "Service;' provided by licensor, in contract, tolMr' otherwise, shall not
exceed that total amount paid by Licensee for the mostrecently purchased block of Prepaid
System Minutes.
14. Indemnification: Licensee understands that Licensor does not restrict the use ofthe "Service"
by Licensee and therefore Licensee agrees that Licensor shall not be responsible and/or liable for
the content of the message(s)created by Licensee delivered by the .Service" on behalf of
Licensee. To the extent permitted by law Licensee agrees to defend, indemnify and hold
hannless Licensor and its affiliates, employees and agents, including but not limited to Licensor's
exclusive sales agent, The Broadcast Team, Inc., from any and all liabilities, costs, and
expenses, including reasonable attorneys' fees, arising from any violation of this agreement by
Licensee or those who access the "Service" through Licensee's account, or the use of the
"Service" or the placement or transmission of any message, infonnation or other materials by
Licensee or by those who have access to the "Service;' through Licensee's account. Licensee
shall be responsible for compliance with all applicable laws regarding outbound telemarketing,
which may include, but are not limited to the Federsl Telephone Consumer Protection Act of
1991. The Telemarketing and Consumer Fraud and AbusePrevention Act 011999 and the rules
and regulations promulgated thereunder, as well as State and Local telemarketing laws and
requirements. Ucenseeshall, to the extent permitted by law, defend, Indemnify and hold Licensor
harmless from all lawsuits, demands, liabilities, damages, claims, losses, costs or expenses,
including attomeys' fees (whether by salary, retainer or otherwise), arising out of or resulting
Emergenoy Communications Network, lnc Page 3 of 6 Initials ~ tl
CodeRE~ Services Agreement Licensor Y
License~
from, in whole or in part, a violation of such laws. licensee will be solely responsible and liable
for any such violations. The provision of this Article shall survive termination of this Agreement.
15. Non-Disclosure: (a) Licensee acknowledges and agrees that in providing the .Service",
licensor may disclose to Licensee certain confidential, proprietary trade secret information of
Licensor rConfidentiallnformation"}, Confidentiallnfonnation may include, but is not limited to,
the "Service>>, computer programs, flowcharts, diagrams, manuals, schematics, development
tools, specifications, design documents, marketing information, financial information or business
plans. During this Agreement and for a period of five (5) years thereafter, Licensee agrees that it
will not, without the express prior written consent of Licensor, disclose any Confidential
Infonnation or any part thereof to any third party. At the termination of this Agreement, licensee
will cease utilizing the "Service" and will retum all Confidential Information to licensor unless
Licensee renews the .Service" as outlined in this agreement. Nothing in this Agreement will be
deemed to prohibit the disclosure of any information in response to a subpoena or other similar
order by a court or agency with jurisdiction to issue it relevant to the resolution of any dispute
between the parties. The Licensee will promptly notify the Licensor of the receipt of any
subpoena or other similar order and of any request under the Public Information Act or any other
similar law. The Licensee will cooperate with the Licensor in defending against disclosure of any
confidential information under any such subpoena, order or request.
(b) Licensee also agrees that it shall not duplicate, translate, modify, copy, printout. disassemble,
decompile or otherwise tamper with the .Service" or any software provided.
16. Termination: Licensee may tenninate this Agreement by notifying the licensor in writing no
less than 30 days in advance of desired termination. Licensee will return all Confidential
Information and copies to Licensor. Licensee will forfeit aU Pre-Paid System Minutes upon
termination of this Agreement. Licensee understands that Licensor reserves the right to
terminate Licensee's account at any time for reasons including, but not limited to, failure to abide
by the terms of this agreement or failure to pay any fees or charges when due. In the event that
Licensor terminates this agreement for reasons other than Licensee's failure to abide by this
agreement, Licensor will refund to Licensee an amount equal to the balance of Prepaid System .
Minutes In licensee's account. Upon termination, Licensee agrees to remove from Licensee's
computer(s) any files related to the .Service".
17. Merger: This Agreement terminates and supersedes all prior understandings or agreements on
the subject matter hereof. Only a further writing that is duly executed by both parties may modify
this Agreement.
18. Confidential Data: Licensor agrees that in view of the confidential nature of Licensee supplied
data and files that it is to prepare, process or maintain under this Agreement, it will perform its
duties in such a manner as to prevent the disclosure to any persons not employed by Licensor of
any such data and files unless Licensor and Licensee mutually agree in writing otherwise.
19, Integrity of Data: Licensor cannot guarantee the integrity of any Licensee supplied data. As
such, any errors, duplications, or inaccuracies related to Licensee supplied data will ultimately
reside with Licensee.
Notices: AU notices or requests, demands and other communications hereunder shall be
addressed to the parties as follows:
As to Licensor: Emergency Communications Network, Inc. 9 Sunshine Blvd. Ormond
Beach, FL 32174
As to Licensee: The City of Auburn, Attn: Chrissy Malave, IS Dept., 25 West Main,
Auburn, WA 98001-4998.
Emergency Communications NetwOli<, Inc
CodeREDQj) Services Agreement
Page 4 of 6
Initials '\'\ I
Licensor ..lLa.
Licensee ~
20. Genetal: Eaehpartyto this. agreement agrees that any.dispute arising under this agreement
shall be submitted to binding arbitration according to the ruJesand regulations of the American
Arbitration A$sociati<m, If any dispute arises the prevailing. party shall be entitled to the costs and
attorney's fees from the losing party for enforcement of any right included in this agreement, both
a Court offirst juriSdiction and all Courts of Appeal.
21. No Construction Against Drafting Party: Each.party to this AgreementexpressJy recognizes
that this Agreemenfresults from Ci.negotlation prooessin which each party wasrepreserrted by
counsel and contributed to the drafting of this Agreement. .Glven this fact, no JegaloTother
presumptions against the party drafting this Agreemenlconcerning its construction, interpretation
or otherwise accrue to the benefit of any party to this Agreement, and each party expressly
waives the right to assert such a presumption in any prOceedings or disputes connected with I
arising out of I or Involving this Agreement.
IN WITNESS WHEREOF, the parties execute this Agreement on the date(s) indicated below.
Title:
Th'~A~ _
~,.~
Printed Name: Re ,.\t 'Le w ~ ~
t..-lo..'fG \
\';2 - q -;)oO~
Licensee:
By:
Date:
Licensor:
Emergency Communications Network, Inc,
By:
Printed Name:
DAiJI () DIG I/'tCOMO
Date:
v p () f 0 pertl-ho VJS
I 2/1 Cf/U)05
Title:
Emergency Communications Network, loe
CodeREOOlServlces Agreement
PageS of6
Initials . ~J.
licensor ...l.Lt
Licensee~
Exhibit A - Service Charges
Initial block purchase(s)of Prepaid System" Minutes:
One (1) year CodeREOO . ServiceAgreement
25.000.CodeREOO System" Minutes
Additional System Minutes
~ minutes for testing and training
Up to 5 CodeREOO user pass codes
Initial Residential Database Upload
Initial C6deRE[)@ distance training
$ Included
$10.000.00
$ 40t per minute
$ No Charge (see paragraph 6)
$ Included
$ No Charae
$ No Charae
System usage will be chatQed against Prepaid System Minutes at actual minutes of
time connected while delivering prerecorded System calls. All calls will be billed in ~
second increments. Only connected calls (live connections, answering machine
C()nnections and fax tone connections) will result in connection charges being
incurred.
Additional Pass codes may be purchased for an annual fee of $1QQ,QQ per pass code.
Database Accuracy Updates
Licensor Supptied Database: "Database Accuracy Updates. ensure that the data population
maintained by Licensor tinder this Agreement undergoes periodic accuracy checkS " using the
Licensor's most current in-house compiled database including, but not limited to, "household
addresses and telephone numbers. It will be the sole respOllsibility ofthe Licenseetornaintain. "
database accuracy and request updates from the Licensor.
One annual "Database Accuracy Update" will be performed by the Licensor upon request by the ."
Licensee at no charge. Additional updates requested by Licensee will incur charges at the rate
listed below after the" update service is completed by Licensor .
2.5i oar record in final updated database population.
Licensee Supplied Database: A service labor fee of One Hundred Dollars ($100.00) per hour
will be billed to Licensee for any data importing, manipulating, and loading any database supplied
by Licensee or on Licensee's behalf to Licensor.
$100 per hour for database maintenance
Annual System Maintenance, including all Software Upgrades
$ No Charae
Emergency Communications Network. loe
CodeREDQi) Services Agreement
Page 6 of 6
Initials "" J
Licensor ~
Licensee~
~mergenoY COmmunloatlon. Network
CodeRED Training Outline
Items in green italics represent actions that you can attempt in the CodeRED web.
System / Training Requirements
. CodeRED is designed to be easy to access requiring only an Internet connection, web
browser, and telephone. You can access it from a laptop, desktop, or any PC that meets
a few basic requirements.
. You must be connected to the Internet.
. You must use a Microsoft Windows operating system running Internet Explorer 5.0 or
higher.
. Ensure that Internet Explorer is set at the default security level, which allows ActiveX
controls to be downloaded for use in the browser. The mapping feature of CodeRED is
an ActiveX control.
. Further, you must check with your IT staff to ensure that port 27469 is open, and you may
need administrative rights the first time you access the CodeRED web for the mapping
software to install.
. After the initial installation administrative access is not required.
What is CodeRED? Why choose CodeRED?
. CodeRED is a web and phone based system for selecting households to call using
geographic criteria. It's a secure, fast way to notify communities of emergencies or
important information.
. CodeRED is based on a technology called RealCall that has been in development and in
production for almost 10 years. RealCall has the ability to call up to 60,000 households
per hour and deliver full, accurate messages to answering machines and live people.
. With CodeRED there is no special software, hardware, or other items to buy and
maintain.
Accessing the System
. Before the training begins you'll need to have your assigned website login and password
available.
. CodeRED uses two different sets of security codes. The first is a username and
password combo that provides access to the CodeRED web. The second set is a four-
digit PIN code used to access the CodeRED IVR, and a five-digit launch code used to
start calling from the CodeRED IVR. A set of codes will be assigned to each authorized
individual in your organization.
. To make changes to the access list the primary contact person from your account must
make a notarized request on your organization's letterhead.
. Let's get started by opening Internet Explorer.
. Type in the browser's address field, httos://IoQin.coderedweb.com
. Login to the system using your assigned login / password combo and then click the
"Login" button.
. Just for your information, you will have an unlimited number of tries to get into the
system, but every failed attempt notifies our staff as part of CodeRED's security.
Emergency Communications Network, Inc. . 9 Sunshine Boulevard. Ormond Beach, FL 32174 1
PH 386-676-0294 . FAX 386-676-] ]27 . Website: www.EmergencvCommunications.net
~rn.rsII.nOY Cornrnunloetlona N.~ork
Main Menu
. Now you will have the choice to enter the three-step wizard or the advanced section.
. The Call Wizard offers a very easy way to launch calls in a guided three-step process.
. If you can maneuver through the advanced section, the three-step wizard will seem very
natural, so this training will focus on the advanced section and explore all of the
CodeRED web's features.
CodeRED Menu - Basic Functions
. First you should note the CodeRED menu, which is a drop-down box used to navigate
through the various sections of the CodeRED web. This is where you'll go to access all
of CodeRED's features; it is located in the upper-left hand portion of the screen.
. Let's try clicking the "Modify User Settings" option from the CodeRED menu.
. The screen should have changed, and you should see contact information and map
settings, all of which are set on an individual level.
. You can come here to update your contact information or modify the map setting to suit
your specific needs.
. If you have an Always-Call List setup it is displayed under user settings. Always-call list
members can only be added after a notarized request is submitted in writing to ECN.
. Every time, any call job is launched the always-call members are contacted. This list is a
great way to keep administrative members informed when CodeRED jobs are launched.
. Next go to the CodeRED menu and click the "Tech Support / Service" option.
. ECN provides 24 hour a day, seven days a week support. You may elect to use an 800
number during normal operating hours, or the web request form that is displayed now.
After-hours requests should be made through the Tech Support web form. Only if the
Tech Support website is inaccessible should you use the pager number that is provided
on this page. While you're on this page you may want to select Print from the browser's
file menu so you have ECN's support information easily available.
Client Calling Lists
. Client Calling Lists are lists that are setup via the CodeRED web that can be used to
quickly include a population to be called when a job is launched.
. Click the "Maintain Calling Lists" option from the CodeRED menu.
. Some examples of client calling lists are: emergency management personnel, police
staff, fire rescue staff, or special needs populations such as disabled individuals.
. You can create lists, delete lists and add, delete, and modify members from those lists all
through the CodeRED web.
. Create two lists by clicking the "Add New Call List" link, type in a description and click the
"Add New List" button. Repeat this a second time.
. Next add two members to the first list by clicking the "Add Member to List" link next to the
right of the appropriate list name. Then simply fill in the member's first name, last name,
and phone number followed by the "Add New List Member" button.
. The system will automatically check for duplicate phone number in each list.
. After adding the member a list of all members in the list will be displayed. You can also
reach this screen from the "Maintain Calling Lists" main menu by clicking the "View /
Modify" link next to the appropriate list name.
. Modify an added member in the first list by returning to the main menu by clicking the
"Return to Maintain Calling Lists" link, then click the "View / Modify List" link next to the
first list, finally click the "Modify" link to the right of the name of the individual that you
would like to edit. Change any information and then click the "Update Existing Member"
button.
. Now, try deleting a member from the list by clicking the "Delete" link to the right of the
member's name. Simply click the "YES" link to confirm the delete.
Emergency Communications Network, Inc. . 9 Sunshine Boulevard. Ormond Beach, FL 32174 2
PH 386-676-0294 . FAX 386-676-1127 . Website: www.EmergencvCommunications.net
~rn.rg.noY COrnrnunlcetlona Network
. Finally, there is a quick way to delete an entire list and all its members.
. From the "Maintain Calling Lists" main menu click the "Delete Entire List" link. Again click
the "Yes" link as confirmation and your list and all its members will be removed.
Main Mapping Page - How to Select a Calling Area Using the Map
. Now that the basics have been covered, let's explore the starting point for launching all
CodeRED calls, the main mapping page.
. Click the "Main Mapping Page" option from the CodeRED Menu.
· Right-click anywhere on the map to bring up the NetMap toolbox.
. This toolbox is used to manipulate the map and select calling geographies.
. The directional arrows on the right are used to move the viewpoint of the map in a given
direction.
. Click one of the arrows to move the map's viewpoint.
. The tool located in the middle of all the directional arrows will redraw the screen with the
center of the map at the point where you click.
. Click the center tool and then click a point on the map.
. Now we will try to zoom by using the tools that look like a plus and minus over magnify
glasses.
. Try both the zoom-in and the zoom-out tool.
. After zooming ask, click the icon on the toolbox the looks like the continental U. S.
. This icon and the one next to it is an easy way to have the map display the continental or
entire U.S.
. Next, click the icon that is located in the upper left-hand corner of the NetMap toolbox,
the most commonly used zoom function, the "Zoom to Selected Area" tool.
· This tool allows you to quickly zoom-in to an area by selecting a center point and
dragging the mouse to increase the zoom area to the desired size.
. Click the "Zoom to Selected Area" tool and attempt to zoom-in until your contracted state
or your area is displayed.
. There are two other tools that exist to quickly zoom that map to a particular city or
address.
. Click the icon in the NetMap toolbox that looks like a globe; this is the "Go To City" tool.
· In the "City Name" box type in the first several letters of a major city in your coverage
area, and press enter or click the "Show Like" button.
. One or several cities may appear depending on how much information you supplied.
. Find the intended city in the "City List" box, followed by the "Go There" button.
. Next, click on the tool that looks like a red pinpoint, to go to the final location tool, "Find
an Address".
. Enter a residential address in your coverage area in the "Address to Find" boxes,
including city and state.
. While all fields are not required to find an address, the more information that is entered
the better chance you have at finding the intended address. If an exact match isn't found
the map will attempt to find close matches in nearby areas. If an exact match is found
then the box located in the lower area of the screen will read "Displaying Result #1 of 1".
If no exact match is found nearby results will be displayed and you can view those results
by moving through the number of records in the drop-down box.
. Select your intended address and click the "Map This" button.
. Next, we'll select and erase areas on the map. Before we start it is important to note that
no geographic selection can be made until the map's grid becomes visible.
. One row from the bottom in the NetMap toolbox is reserved for map selection. The first
four tools moving from left to right are used to mark irregularly shaped geographic
selections in a "paint program" fashion.
· Click the "Select 2X2 Area Tool" and try painting a small area on the map.
Emergency Communications Network, Inc. + 9 Sunshine Boulevard + Ormond Beach, FL 32174 3
PH 386-676-0294 + FAX 386-676-1127 + Website: www.EmergencvCommunications.net
~mergenoY Communications Nehlfork
. The other selection tools work in the same fashion only they select different size areas for
each given area clicked.
. You can also use the NetMap to select rectangular and elliptical or circular areas by
using the two right-most icons on the second row up from the bottom in the NetMap
toolbox.
. Try selecting a small area using the "Select Area" and "Select Circle Area" tools.
. You can also use the same set of tools to erase a selected area.
. Try clicking the button that looks like the tip of an eraser to enter "Eraser Mode".
. All the tools for selecting areas work in the same way in eraser mode, only selected cells
are removed.
. Try to erase a small selected area using any of the selection tools after you're in "Eraser
Mode".
. You can exit "Eraser Mode" by clicking the eraser button a second time; the button
should not look depressed.
. Finally, the last tool to note is the "Remove All Selections" tool. This is the tool that looks
like a recycle bin. When this button is clicked it quickly clears, or erases, all selected
cells.
. The number of cells selected and the number of calls to be made can be easily updated
by clicking the "Update Selection Stats" button.
. Make sure an area is selected, then click the "Update Selection Stats" button and note
how the "Cells Selected" and "Total Calls to be Made" stats changed in response to the
area selected on the map.
. Now that the mapping basics are down, we'll move on to saving and quickly recalling
selected geographies.
Pre-Defined Areas
. Pre-Defined Areas make it easy to save frequently called geographies, or to save an area
that may be targeted for calls in the future. Pre-Defined areas are used to save a map
selection for easy recall to minimize the time required to launch a CodeRED job. Areas
can be saved and deleted using the CodeRED web.
. Make sure you have an area selected on the map, and click the "Save / Delete Pre-
defined Areas" option from the CodeRED menu.
. Add a description in the given textbox and click the "Save Selected Area" button. The
description should be something meaningful to you. An example might be "East
Mountain Basin Zone 1" or "Pleasantville Community Subdivision".
. Click the "HERE" link to return to the main mapping page.
. Now, right-click on the map and click the "Remove All Selections" tool to clear the map.
Then, click the "Zoom Out" tool a couple of times to change the map's viewpoint.
. Now click the "Pre-Defined Areas" dropdown to the right of the CodeRED menu, and click
on the area you just saved.
. The map's position and selection should have been recalled from the point at which the
area was saved.
. Explain that it very simple to remove unused pre-defined areas.
. Ask the user to select "Save / Delete Pre-Defined Areas" from the CodeRED menu. Ask
them to click the "Delete" link next to the area they just created. Ask them to return to the
main mapping page by clicking the "Main Mapping Page" option from the CodeRED
menu.
. Although the map retains the last selection, the pre-defined area is removed from the
drop-down box and will not be accessible in any future CodeRED web sessions.
Emergency Communications Network, Inc. + 9 Sunshine Boulevard + Ormond Beach, FL 32174 4
PH 386-676-0294 + FAX 386-676-1127 + Website: www.EmergencvCommunications.net
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Launching a CodeRED Calling Job
. Now we're going to move through the process of launching a call. Be sure that an area is
selected on the map.
. Click the "Continue Call Selection" button.
. The next screen will display a box with all "Client Calling Lists" if they have been setup.
. Here you may select one or more Client Calling Lists by holding down the "ctrl" (control)
key while left-clicking the appropriate names.
. Next, click the "Continue" button
. The final screen should appear showing the total number of always calls, client calls, and
geographically selected calls, as well as the estimated number of minutes used for
various message lengths.
. Finally, put a description in the provided space that is meaningful to you. This description
will be used to track the job using CodeRED's stats page.
. Complete by clicking submit job.
IVR {Interactive Voice Response Basics}
. The next component of the CodeRED system is known as the CodeRED IVR, or the
CodeRED interactive voice response system. This is where you can record your
messages and launch calls in the geographic selection from the CodeRED web.
. The last screen displayed shows instructions on how to access the CodeRED IVR. This
page should be printed after each job is submitted. The job number on this screen will be
required to successfully launch calls.
. To access the CodeRED IVR simply call (888) 664-8684. In order to access the IVR you
will need a PIN code. To launch a CodeRED calling job you will also need your launch
code.
. PIN codes and launch codes will be sent to your primary contact after this training
session.
. Simply follow the guided prompts at the toll-free number to record and launch your calling
job. Since instructions are available every time a job is submitted from the web that's all
the time we'll spend on this topic.
. You'll find that the IVR is very easy to use.
Job Statistics
. The last component of the CodeRED web we'll review is under the menu option, "View
Job Statistics". This section is your link to the progress of your calling job as it
completes, and after it finishes. Statistics are updated every minute.
. Click the "View Job Statistics" option from the CodeRED menu.
. Since you user shouldn't have any jobs stats yet we'll briefly review items that will be
available after the first call job is submitted.
. Explain to the user that they will see a list of their 10 most recently submitted jobs, along
with a brief recap including the job number, the time the job was submitted, who in the
organization submitted the job, whether or not a message has been recorded through the
IVR, whether or not a valid launch code was supplied via the IVR.
. If calling has started or completed you will also be shown when calling began, the total
numbers of calls to be made, the number of calls that have been attempt so far, and of
those, the number connected and not connected. The total number of minutes used on
the job will be displayed after all calling has completed.
. In job statistics you can also get a detailed list of the people that were called, including
name, address, and phone number. These lists can be sorted by any of the columns,
and can also be filtered by connected or non-connected calls. Many organizations use
the lists to more efficiently use resource by focusing on the non-connected areas.
Emergency Communications Network, Inc. + 9 Sunshine Boulevard + Ormond Beach, FL 32174 5
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