Introducing the

Facilitating Communication and Collaboration to Improve Outcomes for People Affected by Disasters

California VOAD Information Management System

Press Page Down key as needed to move forward

The California VOAD Communications Project• In 2011, the Executive Committees of Northern California VOAD and

Southern California VOAD identified as a top priority:– developing a robust, collaborative communications system . . .

– to support efficient sharing of information among NorCal VOAD, SoCal VOAD, and local VOADs . . .

– as well as with external partners such as local emergency managers, Cal EMA, California Volunteers, FEMA, and National VOAD.

• In 2012, the California VOAD Communications project was established as a state-wide collaborative effort to produce:– The California VOAD website at www.calvoad.org

– The California VOAD Information Management System

The California VOAD Communications Project• Steering Committee Members:

– For NorCal VOAD:

• Emily Cabral, United Policyholders

• Ollie Arnold, Eden Information and Referral Inc.

– For SoCal VOAD:

• Robin Clegg, Community Recovery Team

• Alix Stayton, Emergency Network of Los Angeles

– For Fiscal Sponsor:

• Nancy Nielsen, Lutheran Social Services of Northern California

• Guidance and Feedback from:• Tom Conrad, President, NorCal VOAD

• Cheryl Nagy, President, SoCal VOAD

• Funding from: • CaliforniaVolunteers

Eric DahlCalifornia VOAD Communications Project Managerand Chief System Designer

• Coordinator, Santa Barbara County VOAD and San Luis Obispo County VOAD 3 years

• Vice President of Program Development, Business Consultants Network 16 years

• President, Corporate Training Group 8 years

Over 25 years experience helping organizations improve their performance:

3 Key Components of the Cal VOAD IMS

1. Online Disaster Resource Directory

2. Agency Disaster Status Reports

3. Resource Request Tracking

3 Key Components

1. Online Disaster Resource Directory – Secure, online access to information about service

providers in your area.– Records can be updated by service providers or by

designated local VOAD information coordinators .– Replaces local resource directories in Word, Excel, or

other formats that can be hard to maintain and difficult to share when needed.

3 Key Components

2. Agency Disaster Status Reports – VOAD member organizations can quickly provide

essential information about services provided, number of clients served, and unmet community needs.

– VOAD representatives and emergency managers gain a comprehensive view of disaster response and recovery activities for more efficient coordination of activities in the area.

3 Key Components

3. Resource Request Tracking– VOAD member organizations can request

additional resources to meet shortfalls. – Web-based activity log enables service providers,

VOAD representatives, and emergency managers to track requests, secure resources, and communicate about issues until needs are met.

User Group Access Controls

• Different user groups have access to different information.

• User groups include:– Agency Representatives– Local VOAD Information Coordinators– Local Emergency Managers– State VOAD Information Coordinators– State Emergency Managers

Disaster Status Reporting Procedures

• Standard operating procedures for agency status reporting were developed in 2012.

• Go to www.calvoad.org > Tools > Agency Disaster Status Reporting System to download them.

Disaster Status Reporting Procedures

Download links

Keys to Successful Implementation

The local VOAD:• Takes responsibility for implementing the system.• Appoints an Information Coordinator with the full

backing and support of the Executive Committee.• Asks each member agency to appoint an IMS Liaison.• Meets with local emergency managers to review

reporting procedures and to offer them access as appropriate.

For More Information

Eric DahlCalifornia VOAD Communications Project Managersupport@calvoad.org (805) 450-3574 www.calvoad.org/contact