Office of Water Coolers, Transportation, & Crisis Management

1. Office of Water Coolers, Transportation, & Crisis Management SUPport, Transpo, and SUPplies Requests

2. How to access request system • Link to www.pbha.org/support-request • Username / e-mail is your program’s acronym • Ask Angelico Razon (fellow@pbha.org) for the password

3. Welcome Screen • When you successfully login, you’ll see the screen to the right (or something similar) • Managing data means you can either add or edit requests • You cannot delete requests – you must contact the SUPport coordinator to cancel a request

4. Data entry for support • support_id: this field is auto-generated – DO NOT type anything here • Program • Contact – the person to contact in case of any questions • Contact info – phone number • Day – day of the week • Week – which week of SUP • Task – Van Driver, Substitute SC, Substitute JC, Chaperone, Overnight Camping, Lifeguard, Extra Hand, Other • Destination Address – if other than your normal camp site • Transportation – do you have room in your van or does this person need to find a different way of getting there? • Directions to Address – from Harvard, especially if request involves multiple stops • Any time – this task can be accomplished at any time of the day (i.e., just helping with camp administrative stuff) • Depart Harvard, Arrive Site, Depart Site, Arrive Harvard • – assume that support arrives from Harvard, goes to your site / destination, stays a while, departs from your site / destination, and then comes back to Harvard • Use military time format please! • Instructions – what to do when SUPport gets there • About the group – if there’s a special consideration about the group of kids • Special Preparation – if SUPport needs to do anything before coming to the camp (ie prepare a lesson plan, buy supplies, or needs special knowledge) • Confirmation – SUPport fills this out to confirm whether this request has been filled, denied, or changed DON’T fill this out

5. Data Entry for SUPport • Remember, SUPport CANNOT read your mind – the more detailed information, the better!

6. What SUPport Sees • Every week, SUPport meets to delegate tasks • SUPport members are provided printouts from the request system

7. Searching SUPport Requests • This screen can also be used to SEARCH for past SUPport Requests • Use this screen as a search form. • For example, to see CHAD’s requests for week 6, change the program and week fields accordingly. • Click on Search/Modify

8. Data Entry for Transpo • Assume a van, shuttle, or bus will drive to your SITE, pick up staff and campers, drive to the destination, either wait or come back to pick up staff and campers, and drive back to your site • To where – the name of the destination • Destination address • Directions to destination – if multiple legs, please indicate directions here • Contact person – who do we call if something goes wrong? • Contact information – cell numbers please • Day • Week • Total children • Total staff (Directors, SCs, JCs) • Departure time from program – time to leave your SITE • Destination arrival time • Departure from destination • Program site arrival time • Comments – any clarifying details

9. Search for Transpo Requests • Similar to SUPport requests, form can be used to search for past requests

10. SUPplies Request • Fill out when you need coolers, grills, tarps, tents. • You may or may not get everything you request for depending on availability (this is true for life in general so please be flexible) • Fill out before BBQs, camping, retreats, etc. – plan AHEAD

11. Uploading several SUPport or Transpo Requests • You can upload large amounts of SUPport and Transpo Requests • Remember, you’re dealing with a computer and everything is CASE-SENSITIVE • Download and SUPport Request or Transpo Request Template Files

12. SUPport and Transpo Request Template Files • DO NOT EDIT THE FORMATTING OF THIS DOCUMENT OR THE ORDER OF THE COLUMNS – the database is case sensitive • You’ll notice that for certain fields, only certain options can be selected • Time columns have to be entered in the correct format, i.e., 8:00 or 15:45. • Leave the id and confirmation columns blank • You can enter up to 29 entries at time (it’s unlikely that you’ll need more)

13. Uploading SUPport and Transpo Template files • Save the file as a “tab delimited file” • The online database will not accept MS Excel spreadsheets • To limit confusion, name the file something other than SUPport or Transpo Template • Go to the request page • Click on “Import Records” • Choose the file you just saved • Change file type to tab delimited • Click “Import” • To confirm, return the to the Data Entry Form and search for your requests • Email Angelico Razon (fellow@pbha.org) with any questions