Storm Debris Manager

Product Demo

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Event

HQ location must be designated and adequate telecommunications should be established.

Step 1: Initiate contract New contract is initiated.

Client information is either selected from a list of existing clients or entered from scratch.
Unique contract number is assigned by the system.
Field manager is given batch of documents and contract number, departs for disaster area.
Field manager creates first “Loading Location".
Tower supervisor is made aware of loading location number and ensures all tickets are marked appropriately.

Step 2: Information gathering, truck certifications, placard issue.

At staging area, field manager begins handing out primary subcontractor forms.
Primary Subcontractor begins filling out the form, and field manager ensures contract number is correct.
After the initial primary subcontractors fill out their form and are assigned a subcontractor ID, the truck certification process begins. This can be done by simply getting the last carbon copy of the subcontractor form, which contains the subcontractors name, contract number, and subcontractor ID.
Important data on subcontractor form: Contract number, subcontractor number, general liability insurance expiration date, workers compensation expiration date.
Truck Certifications are issued to ALL vehicles to assure proper documentation is obtained Trucks are certified, and field manager verifies that the contract number and subcontractor number are correct, and also verifies required documents. If everything is correct, a placard is created to include the contract number, sub contractor number, truck number, and certified capacity.
Important data on truck certification: Contract number, subcontractor number, truck number, insurance expiration date, certified capacity. Placard example: 000-000-0000-00
Trucks depart and begin cleaning up debris.
Monitors can easily initiate tickets based on placard, or by viewing truck certification copy.
Additional loading locations are added as required, and each tower supervisor is made aware of number to ensure information is filled out properly.

Step 3: Data entry

Forms and tickets are brought back to a centralized location with Internet access, and fed into the system.
Subcontractor forms are scanned, and during the scan process, information is entered manually by the scan system operator using the scanned image as a reference*. If a valid E-Mail address is provided, subcontractors receive an E-Mail with a URL, username, and password to the SDM subcontractor login area.
Truck certification forms are scanned.
DHT tickets are scanned and verified*.

*Optionally, documents can be scanned quickly via “dummy” terminal with no verification at the terminal. All documents are fed into the database, and subcontractor information/DHT ticket verification can be accomplished via web from HQ.

Step 4: Information Verification

If verification is not completed in the field, documents are verified by representatives at HQ.
SDM will run consistency checks using a variety of database fields for data integrity. All anomalies will be listed, allowing for the site operator to fix any issues before continuing.
SDM categorizes errors into 2 categories
- Soft Errors – These errors occur when the database does not contain all of the necessary information to properly process a ticket. For example: Ticket information can be entered into the system without supporting sub-contractor information. The system flags this information as a “soft error”. Once the Sub-contractor information is put into the system then the soft error will be corrected.
- Hard Errors – Hard errors occur when the data contained on a ticket or other scan form does not meet criteria check against other data in the database. For example: If a DHT ticket was filled out with an incorrect truck number or certified capacity as compare to the vehicle certification information a hard error would be generated.
SDM utilizes 3 levels of verification to prevent data input errors

Low Level: All forms are designed with unique barcode characteristics. This assures that only specific forms are committed to the database.
Medium Level: The verification station software checks all forms for common mistakes such as “No Answer” or “Multiple Answer”. The verifier can then review the digital image of the ticket and make the necessary revisions before the data is committed to the database.
High Level: The SDM interface employs the final level of verification. Background consistency checks are performed as new data arrives into the database. The system verifies that truck numbers match their appropriate owners, as well as certified capacity, etc. By using this cross check capability the system can virtually eliminate any inaccurate information from being finalized to the database.

Step 5: Data available for reporting

Company site administration:
The ability to initiate contracts, manually enter information such as bill rates, adjust expiration dates for insurance policies, adjust ticket information, view reports, generate invoices, etc.
Subcontractor:
Access to view information based on contract to include viewing individual ticket copies, view total yards, and bill rates. After initial subcontractor setup the system will email the corresponding person a username and password to logon to the system.
Client:
Access to view only their contracts, and view all subcontractor and ticket activity. After initial client setup the system will email the corresponding person a username password to logon to the system.
FEMA:
Access to view subcontractor information, truck certification information, and ticket information per contract.

Post Event

Data is archived and available in an archive database. Only recent events are available through the “active” database to keep it lightweight.