OSCAR for Squad Schedule Coordinators

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OSCARforSquad Schedule Coordinators

• Virginia Beach EMS

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Definition

• OSCAR OnlineSubmission Compilation
  ofAvailabilityRecords

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Introduction

• Designed for, adopted byVB Dept. of EMS
• Allows part of existing process to occur on the
  World Wide Web
• Doesnt schedule anyone for anything

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Agenda What youll learn

• How members use OSCAR
• How you use OSCAR
• How Department uses OSCAR

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Introduction Who you are(Live presentations
only)

• Let presenter know your background, interests,
  concerns, etc.

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Submission of Availabilities(without OSCAR)

• Slips of paper
• Phone calls
• Emails
• Faxes

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Submission of Availabilities(with OSCAR)

• Slips of papers
• Phone calls
• Emails
• Faxes
• Direct entry into secure database via form on web
  site

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How Members use OSCAR
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How members use OSCAR

• Main functions
• Submit
• Request
• Reconfirm/Retract

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Web Submission

• Main functions
• Submit
• Request
• Reconfirm/Retract

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Web Submission
First name Last name Email address Month Who to
send to
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Web Submission
If you get scheduled by both EMS and your squad,
send only to EMS. EMS will relay leftover
availabilities to your squad.
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Web Submission
Special questions depending on who submission
goes to
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Special questions
Submitting to Squad Are you a third on the ambulance? Are you qualified to drive the ambulances? Are you an ALS provider (includes ST)? Submitting to EMS Whos your home squad? Are you a Zone Car ALS provider? Are you on the Squad Truck Team? Are you an EMS-5?

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Web Submission
Check all shifts for which you are available for
at least one type of duty
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Web Submission
Members are encouraged to pull extra shifts
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Web Submission
Capable of collecting various survey data
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Web Submission
Member may enter special requests that are only
visible to OSCAR authorities.
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Web Submission
Confirmation page Member can print this page as
their receipt.
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Finding who might be available(without OSCAR)

• Member calls/pages/emails schedule coordinator
• Coordinator looks amongst papers for requested
  data
• Coordinator calls/pages/emails member

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Finding who might be available(with OSCAR)

• Member makes request via OSCAR
• OSCAR checks database, prepares answer
• OSCAR gets coordinators approval forwards data
  to member

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How members use OSCAR

• Main functions
• Submit
• Request
• Reconfirm/Retract

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Who can cover my shift?
Requestor is told that requests go through
coordinator
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Who can cover my shift?
Requestor provides basic information
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Who can cover my shift?
Member checks which kind of shift needs coverage
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Who can cover my shift?
Member indicates which shifts need coverage
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Who can cover my shift?
Member gives reason to schedule coordinator
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Who can cover my shift?
Request is accepted and screening process begins
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Handling members requests
Schedule coordinator receives email screening
notice
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Handling members requests
Easy to identify OSCAR screening notices
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Handling members requests
Check name email address. Confirm by voice if
unsure.
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Handling members requests
In most cases, the reason for the request will be
acceptable.
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Handling members requests
OSCAR gives you three options for handling the
request
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Handling members requests
Tell OSCAR that this users requests dont need
any further screening
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Handling members requests
Approve just this one request (this is probably
the most common option)
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Handling members requests
Or
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Handling members requests
In all cases, you can preview the requested data
before making your decision on how to handle the
request.
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Handling members requests
By reviewing the report, you can check to see if
the volume and content are appropriate to release
to the requestor.
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Handling members requests
In most cases, there will not be a problem.
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But the world doesnt revolve around you
OSCAR doesnt leave regular members dead in the
water if youre not around. Regular members
receive a claim ticket for their request.
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Report request escalation
Text of the Claim Ticket message
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Report request escalation
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Report request escalation
Normally your 51, 50, etc.
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How members use OSCAR

• Main functions
• Submit
• Request
• Reconfirm/Retract

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Reconfirming/Retracting submissions
OSCAR authenticates each request by sending a
"challenge message" to the email address
originally specified on a person's availability
sheet.  A retraction, if requested, will only
take effect once OSCAR receives a proper response
to the challenge.
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Reconfirming/Retracting submissions
Member enters basic information
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Reconfirming/Retracting submissions
OSCAR knows where to send the challenge message
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Challenge message
Member receives email
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Challenge message
Easy reconfirmation
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Challenge message
Easy retraction
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Questions

• On how members use OSCAR???

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How YOU use OSCAR
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How YOU use OSCAR

• Submit
• Request
• Modify

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Entering non-OSCAR submissions

• Submit
• Request
• Modify

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Entering non-OSCAR submissions
Not everyone will use OSCAR
(Handwritten note)

• Dear Schedule Officer,
• For September, Im available on the 5th, 6th,
  12th, 17th, and 21st nights, and the 8th and 23rd
  days.
• T. McKinney
• Aic/Driver

(Sample only)
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Entering non-OSCAR submissions
OSCAR recommends that you enter old-style
submissions into the system.
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Entering non-OSCAR submissions
OSCAR recommends that you enter old-style
submissions into the system.
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Entering non-OSCAR submissions
Enter submitters name
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Entering non-OSCAR submissions
But since you are entering the data, enter your
email address
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Entering non-OSCAR submissions
This way, if a submitter without OSCAR access
wants to retract his or her submission, the
challenge message will go to you. Otherwise,
retraction might be impossible.
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Entering non-OSCAR submissions
Trick of the trade
Who else can check for paper submissions?
Who else can enter them into OSCAR?
ADMIN MEMBERS!
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How YOU use OSCAR
Its the middle of the month.
You need to see all the submissions for your
squad.
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How YOU use OSCAR

• Submit
• Request
• Modify

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Getting Compiled Availability Reports
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Getting Compiled Availability Reports
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Getting Compiled Availability Reports
On the next page
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Getting Compiled Availability Reports
On the next page
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Getting Compiled Availability Reports
On the next page
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Getting Compiled Availability Reports
On the next page
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Getting Compiled Availability Reports
On the next page
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Getting Compiled Availability Reports
On the next page
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Getting Compiled Availability Reports
Request is accepted
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Getting Compiled Availability Reports
Request is accepted
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Getting Compiled Availability Reports
Access link shows up in your mailbox
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Getting Compiled Availability Reports
Access link shows up in your mailbox
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Getting Compiled Availability Reports
Compiled Availability Report for your squad shows
up in your browser
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Reading Compiled Availability Reports
First line shows
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Reading Compiled Availability Reports
First line shows
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Reading Compiled Availability Reports
First line shows
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Reading Compiled Availability Reports
First line shows
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Reading Compiled Availability Reports
Next, there are shortcuts to the various sections
of the report
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Reading Compiled Availability Reports
The Legend shows how to interpret the next set of
data
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Reading Compiled Availability Reports
This statement confirms that no data was filtered
out.
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Reading Compiled Availability Reports
Day shift availabilities are listed
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Reading Compiled Availability Reports
How to read a Shift Block
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Reading Compiled Availability Reports
How to read a Shift Block
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Reading Compiled Availability Reports
How to read a Shift Block
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Reading Compiled Availability Reports
How to read a Shift Block
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Reading Compiled Availability Reports
How to read a Shift Block
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Reading Compiled Availability Reports
How to read a Shift Block
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Reading Compiled Availability Reports
How to read a Shift Block
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Reading Compiled Availability Reports
All the days of the month are listed
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Reading Compiled Availability Reports
Then all the nights
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Reading Compiled Availability Reports
Note that all the names are hotlinks.
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Reading Compiled Availability Reports
Note that all the names are hotlinks.
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Reading Compiled Availability Reports
And OSCAR drills down to show you that persons
complete availability record.
Only OSCAR Authorities can drill down. Regular
members cannot.
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Reading Compiled Availability Reports
Back to the report The next section is
titled,Submission Summaries.
Again, regular members do not see Submission
Summaries.
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Reading Compiled Availability Reports
Instead of making you drill down a lot, OSCAR
presents summaries of each persons submission
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Reading Compiled Availability Reports
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Reading Compiled Availability Reports
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Reading Compiled Availability Reports
Submission Summary details
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Reading Compiled Availability Reports
Submission Summary details
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Questions so far

• OnCompiled Availability Reports???

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Modifying squad settings

• Submit
• Request
• Modify

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Modifying squad settings
Modifications are protected by Challenge Messages
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Modifying squad settings
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Modifying squad settings
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Modifying squad settings
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Modifying squad settings
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Modifying squad settings
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Modifying Roles
The Modify Roles form
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Modifying Roles
The Modify Roles form
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Modifying Roles
The Modify Roles form
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Modifying Roles
The Modify Roles form
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Modifying Roles
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Modifying Roles
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Modifying Roles
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Currently Defined Roles
Schedule Coordinator Your squads main point of
contact for schedule production
Escalation Level 1/2/3 Recipient The 1st/2nd/3rd
persons who should deal with availability report
requests when the Schedule Coordinator is
unavailable
eGroup Manager Person who maintains your squads
email address list
Other Anyone else who ought to have full OSCAR
privileges for your squad
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Modifying Roles
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Modifying Roles
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Modifying Roles
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Modifying Roles
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Modifying Roles
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Modifying Roles
OSCAR shows a list of OSCAR Authorities from EMS
and from your squad who can approve the change
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Modifying Roles
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Modifying Roles
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Modifying Roles
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Modifying Roles
And OSCAR sends the challenge message.
flackpr_at_nswcphdn.navy.mil
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Managing trusted users
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Managing trusted users
Remember how members can request availability
reports?
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Managing trusted users
Remember the screening notices you receive for
those requests?
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Managing trusted users
One option in the screening notice is
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Managing trusted users

• What if a trusted user
• Leaves your squad?
• Becomes untrustworthy?

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Managing trusted users
Thats when you use this feature.
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Managing trusted users
Trusted User form
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Managing trusted users
Trusted User form
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Managing trusted users
Trusted User form
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Managing trusted users
Trusted User form
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Managing trusted users
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Managing trusted users
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Managing trusted users
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Managing trusted users
OSCAR sends you the challenge message
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Managing trusted users
Click a hotlink to revoke a users trust
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Questions

• OnModifying squad settings???

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How DEMS uses OSCAR
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How DEMS uses OSCAR
This is a Submission Summary from a DEMS report.
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How DEMS uses OSCAR
This is a Submission Summary from a DEMS report.
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How DEMS uses OSCAR
The DEMS schedule coordinator has allocated five
of Christis duties
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How DEMS uses OSCAR
The DEMS schedule coordinator has allocated five
of Christis duties
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How DEMS uses OSCAR
The DEMS schedule coordinator has allocated five
of Christis duties
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How DEMS uses OSCAR
The DEMS schedule coordinator has allocated five
of Christis duties
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How DEMS uses OSCAR
At the bottom of the report, DEMS has a Relay
unused button.
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Relays
Immediately after DEMS relays the unused
availabilities, youll receive an email
notification.
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Relays
Immediately after DEMS relays the unused
availabilities, youll receive an email
notification.
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Relays
Text of the relay notice
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Relays
Text of the relay notice
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Relays
OSCAR automatically generates a Post-Relay
Availability Report for you.
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Relays
OSCAR automatically generates a Post-Relay
Availability Report for you.
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Relays
The Submission Summaries for these people
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Relays
The Submission Summaries for these people
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Relays
The Submission Summaries for these people
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Relays
Mike is an EMS-5, so he submitted to DEMS, then
DEMS relayed his unused availabilities.
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Relays
Mike is an EMS-5, so he submitted to DEMS, then
DEMS relayed his unused availabilities.
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Relays
One of the special questions OSCAR asks of people
who submit to DEMS is, Are you a Zone Car ALS
provider? Mike answered No, but OSCAR does not
ask whether or not hes an Ambulance ALS
provider. Thus, OSCAR does not know if Mike is an
EMT or an ST. You are expected to know Mikes
certification.
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How DEMS uses OSCAR

• DEMS controls which squads use OSCAR
• This privilege is very limited, and is protected
  by Challenge Messages

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Questions

• OnHow DEMS uses OSCAR???

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Advanced OSCAR topics

• (See OSCAR for Managers presentation for details)
• Security/privacy
• Email address feedback
• Statistics generation
• Sustainability (open source, outsourcing)
• Redundancy failsafe modes

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Summary

• How members use OSCAR

• Submit availability sheets
• Request availability reports
• Reconfirm/retract prior entries

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Summary

• How you use OSCAR

• Manage entry of non-OSCAR submissions
• Retrieve Compiled Availability Reports
• Modify settings for your squad
• Roles
• Trusted users

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Summary

• How DEMS uses OSCAR

• Management of Zones, Squad Trucks,EMS-5s, etc
• Relays unused availabilities to squad
• Controls squad participation

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What now?

• Request OSCAR Participant status for your squad
  from EMS-2
• Set up Roles for your squad
• Publicize OSCAR within your squad

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Where to Get More Information

• Other presentations
• OSCAR for Front-line Personnel
• OSCAR for Managers
• www.OscarSystem.com
• Kevin.lipscomb_at_kvrs.orgKalipso Infogistics,
  LLC1-757-270-9994