FileMaker WebDirect is an excellent tool for developing Easy213 as it allows us to make changes rapidly, sometimes on-site during a response exercise, to make minor improvements or make the workflow smoother. Rapid iteration facilitates the smoothest workflow possible and eliminates bottlenecks that cause user frustration.

Portage Bay Solutions

FileMaker in the National Incident Management System

Any kind of oil spill or hazardous materials spill in the United States is very likely to trigger an emergency response under the National Incident Management System (NIMS), a highly structured approach to managing an emergency that covers communications and accountability, as well as rapid response. 

Portage Bay has been working in the NIMS arena for over a decade, helping various clients with Claris FileMaker applications for managing emergency response, primarily in spill situations. It’s an interesting field, and I’m often learning new things that apply to other areas of our business.

Developing Easy213, a Custom FileMaker WebDirect App to Assist with Emergency Response

A couple of years ago, at the urging of one of our clients versed in the Incident Command System (ICS), we decided to write our own app for use during emergency responses, specifically to improve the resource ordering process.

ICS entails careful documentation that follows a pre-defined format, a critical component of which is the ordering and tracking of resources during the emergency response – from personnel to aircraft flyovers to toilet paper.

Traditionally the multitude of supplies needed during a NIMS incident are ordered through a paper form, in quintuplicate, called the 213RR. We all know that FileMaker and WebDirect excel at replacing paper processes and our app – dubbed Easy213 – has been put through its paces at several mock drill exercises so far. We take the feedback from each exercise to improve and streamline the app even further.

Typical ICS Resource Ordering Process

Team members in the incident command center (or elsewhere at a larger response) initiate the process by completing a resource request. This form may include information about sourcing the people or materials needed, as well as expected costs and delivery timeline requirements.

The request is then routed through people who oversee the standard approval and notification process:

1. Section Chief – approves the request
   
2. Logistics leader – orders resources & assures timely delivery
   
3. Resource Unit Leader – tracks resource use during the response
   
4. Finance – tracks expenditures and maintains the overall burn rate of the response

The process can have various real-time alternate flows. For example, a resource may already be on-site and so doesn’t need to be ordered. Or if an item exceeds a specified dollar amount then it’s routed to a higher level of approval.

Easy213 Smooths Workflow and Eliminates Bottlenecks

The emergency response environment is a challenge for software applications. Staff or volunteers may not be very technical and so under pressure, in a hectic environment, patience with software glitches is low. 

FileMaker WebDirect is an excellent tool for developing Easy213 as it allows us to make changes rapidly, sometimes on-site during a response exercise, to make minor improvements or make the workflow smoother. Rapid iteration facilitates the smoothest workflow possible and eliminates bottlenecks that cause user frustration.

• Resource requests are now entered directly into the FileMaker app via the WebDirect site, eliminating the paper forms. An email notification is sent in sequence as the request moves through the ordering process.
  
• The application calculates the burn rate automatically, to help finance staff better track the rate of ongoing expenditures. 
  
• The original requestor can check the request at any time to see the current status.
  
• For documentation purposes, the resource requests can be generated as PDFs of the original 213RR form.

Easy213 is a relatively simple app but one that must operate with the highest degree of ease of use and with the smoothest possible workflow. FileMaker and WebDirect have been ideal tools for creating this web application. Currently, I’m looking forward to working with the Washington State Marine Cooperative at their tabletop exercise in Tacoma, WA, where we will again be using Easy213 to manage the ordering process for an oil spill response exercise.

Custom WebApps Are One of Our Specialities

We’ve developed web applications for other types of clients as well, such as laboratories, training facilities, colleges, and medical offices, and we’d be glad to do the same for you. Through an easy-to-use website, your users can interact securely with your FileMaker data to improve accuracy, provide quick stats, and reduce costs. Our team can connect FileMaker to your existing website or develop a new web application integrated with the platform. Schedule some time with us, to discuss what you have in mind.

About the Author

John Newhoff’s business background and years of database design, computer, and network configuration, and troubleshooting experience allow him to see beyond the immediate problem to the long-term solution. John is the business manager of Portage Bay and our lead 4th Dimension developer, creating sophisticated cross-platform solutions.