NotiFind Administrator Training

North Dakota University System

Purpose • • • Campus administrators of the system, security personnel administrators, public relations personnel, and others.

Provide easy access for training and reminders Complete A to Z training for using NotiFind

NotiFind • What is NotiFind?

▫ Emergency notification system ▫ Implemented within the University System in 2008 ▫ Contacts students and employees ▫ Uses landline phones, VOIP phones, cell phones, text messaging, and emails.

▫ Shared system with the state government of North Dakota

NotiFind • • Hosted system ▫ Can contact people and be deployed even if power is out here ▫ Users can activate system via phone or internet ▫ Others administrators can activate system in a dire emergency Data imported through another system from ConnectND and Campus Connection

NotiFind • • • • • Employee data Updated weekdays Deletions ran on payroll dates Employee data must be changed in HRMS Remind employees to check their information & add contact numbers

NotiFind • • • • If there is an incorrect number reported to your office that is under an employee Write down the number, name, and person calling Contact the employee and campus HR Follow-up within 3 days

Student data • • • • • • Student participation is mandatory by NDUS & NDSA approval Information refreshed daily Deletions ran twice a month Student information comes from Campus Connection Students must put a phone or email or both Students are reminded every 90 days

NotiFind • • • If a student is using an incorrect phone number Write down student name, phone number, and info about the report Report to David Klein via helpdesk.ndus.edu

NotiFind • Non-campus entities ▫ We have the ability to add non-campus entities that are on the campus property, or are nearby and have vulnerabilities ▫ Those individuals/groups should be added to the list those a Google Form ▫ Campuses are responsible for updating information at least once per year

NotiFind • Examples of non-campus entities: ▫ UND Alumni Office ▫ NDSU Alumni Office ▫ Food service workers on campus ▫ Head start ▫ Public schools on campus or within close proximity ▫ Human Service Center or medical facilities within close proximity

Please read the NDUS Policy 1902 and your campus policy

Policies • • • Information in the system is private Student information is protected by NDUS Policy 1902 and cannot be used for any other purpose but for NotiFind Each campus should have an campus specific policy

Policies • • • • Campus testing Need to test entire campus once per semester Can test all or part of the campus Campus can have emergency team testing

Getting started • • Login screen – contact the NDUS Notifind administrator for web address Each campus has a shared login

Main screen • Contacts  Cannot update or add in this system… only through ConnectND systems

Main screen • Notification Lists  Overall lists  Custom lists  Campus specific lists

Main screen • Activation  Activate through the web   Detailed activation Activation using pre recorded message

Main screen • Reports  Pull up previous activations  Get detailed reports

Main screen • Administration button  Campus users can add, edit, or delete custom recordings

Main screen • Bulletins  Not used by the University System or State of North Dakota government

My profile • Click on “My Profile” in the upper right corner ▫ The MyProfile page allows you to change the login password and change dial-in credentials. Dial-in credentials are needed if you want to activate the system by phone.

▫ We strongly encourage campuses to set up the phone activation code

Notification lists • Click on notification lists    You can create or manage lists Do not changes lists that cover all employees & students Do not look at or change other agencies lists

Notification lists • Always use MY LISTS, click on the “+” folder.

Notification lists • • The MY LISTS screen will show you only those lists pertaining to your agency/campus.

To create a new custom lists, click “Create new list”

Notification lists • Use you agency/ campus code as the beginning of the list name. Set a dial-in ID, which allows the user to call in an activation. IF this list is for a call in, you must choose an escalation. Click “Create” when ready.

Notification lists • Example

Notification lists • This screen will direct you to a few items. The main part is Manage List Entries, where you can select the people for that list. Use the “Add contacts.”

Notification lists • • This is the search screen, it is advisable to use the “begins with” method.

Only search by using names.

• Formal names

Notification lists • Example screen – to see more information about the contact, click on “contact information.” Select the contact by checking the box, and clicking “add to list.”

Notification lists • The list is complete. Click on “Manage lists” to return to the “My lists” screen. Click on “NotiFind” to return to the main

Notification lists • If you want to use selection criteria – contact the university NotiFind administrator • DO NOT CHANGE THE CAMPUS ALL TEAM – those are programmed to automatically pick up students, employees, and others.

• DO NOT CHANGE ANY LIST THAT YOU DID NOT CREATE

Escalations can tell the system to contact specific devices automatically, or try them in a certain order. This must be selected in a list for phone activation use.

Escalations • Click on Notification lists

Escalations • Click on “Manage Escalations”

Escalations • • First check if there is one already made for the purpose Click on “Create Escalations”

Escalations • Enter an escalation name • Always start the name with campus initials

Escalations • • • Select the escalation type: • Standard (All-at once) • All people at once Standard (One at-a-time) Person-to-person • It is advisable to select the one-at-a time.

Escalations • • • • • Choose an escalation time: Not Delivered (within 10:00) ▫ Continue to next device or contact if the message has not been delivered. A message is delivered if a phone call connects or an email/sms server accepts the message.

Not Acknowledged (within 10:00) ▫ Continue to next device or contact if the recipient has not acknowledged receipt of the message. A recipient can acknowledge a phone call by pressing "1" or by answering a question from a text device. A recipient can also acknowledge a message via off-line response.

Not Answered (within 10:00) ▫ Continue to next device or contact if the recipient has not answered the question contained in the message.

Immediately

Escalations • • • • Immediately continue to next device or contact Not Answered (within 5:00) ▫ Continue to next device or contact if the recipient has not answered the question contained in the message.

Not Answered YES (within 10:00) ▫ Continue to next device or contact if the recipient has either not answered the question with "Yes" or not responded to the question Not Answered YES (within 5:00) ▫ Continue to next device or contact if the recipient has either not answered the question with "Yes" or not responded to the question

Escalations • Leave the “contact” and “order by” fields with the defaulted selection.

• Select the first device as immediate, in this example email, campus phone, and SMS are selected as the first devices.

Escalations • • • To add another device layer, press the “+” sign by the arrow.

Add another device layer by selecting an escalation time, and the appropriate device(s) The system will automatically generate a worded descriptive summary of your escalation at the top.

Escalations • • • • Example: Person-to-person First, contact all list recipients, in list entry order, eliminating redundant list recipients First use: Campus Email, SMS (Immediately continue to next device or contact) Then use: Campus Phone (Continue if not acknowledged) Then use: Work Phone, Work Cell , Home Cell (Continue if not acknowledged) Then use: Home Phone (Continue if not acknowledged)

Escalations • • • The system will take you to the “Manage Escalations” screen.

Campuses cannot delete an escalation. They can change the escalation by clicking on “Manage Escalations” then clicking on their own escalations.

If you need an escalation deleted, contact the NDUS NotiFind Administrator

How to alert your campus

Activation • • • Activate system ▫ Use to create a new alert Saved event ▫ Alerts saved, like tests, ready to use Track my delivery ▫ Watch how the alert is being delivered

Activation: Saved Event

Activation: Saved event • • • Copy (in blue) to copy a saved event Activate (in green) to activate a saved event Do not activate someone elses event… remember

Notifind is a shared system

Activation: Saved event • • • • • Copy (in blue) to copy a saved event Activate (in green) to activate a saved event Create new saved event Select & delete event Do not change someone else’s event… remember Notifind is

a shared system

Activation: Saved event • • • • • Copy (in blue) to copy a saved event Activate (in green) to activate a saved event Create new saved event Select & delete event Do not change someone else’s event… remember Notifind is

a shared system

Activation: Saved event • • • • • Copy (in blue) to copy a saved event Activate (in green) to activate a saved event Create new saved event Select & delete event Do not change someone else’s event… remember Notifind is

a shared system

Activation: Saved event • • • • • Copy (in blue) to copy a saved event Activate (in green) to activate a saved event Create new saved event Select & delete event Do not change someone else’s event… remember Notifind is

a shared system

Activation: Saved event • • • • Create a name, with campus initials first Create an “Access Code” Select the key Press “Next”

Activation: Saved event • Showing an example

Activation: Saved event • • Enter the subject, message (or select recording) Do not use the question or question recording

Activation: Saved event • • • • Do not use the bridge call Select devices Leave the Name, Caller ID, and email ID (DO

NOT CHANGE THESE)

Press “Next”

Activation: Saved event • Click on “Add lists to Saved Event”

Activation: Saved event • • • Select your list Click on the “+” by My Lists Click “Next”

Activation: Saved event • Click on “Add lists to Saved Event”

Activation: Saved event • Use the “+” sign and find the list needed

Activation: Saved event • • Select the list (check) Press “Add to Notification”

Activation: Saved event • • Press “Check All” Press “Next”

Activation: Saved event • • You can click on “Lists” to see what list you selected If everything looks good, press “Save”

Activation: Saved event • Back at the “Saved event” screen

Activation: Saved event • • A new feature in Saved Event is “Schedule Event” You can use this to schedule and run tests

Activation: Track my delivery

Activation: Track my delivery • • • Activate system ▫ Use to create a new alert Saved event ▫ Alerts saved, like tests, ready to use Track my delivery ▫ Watch how the alert is being delivered

Activation: Track my delivery • Click on the activation

Activation: Track my delivery • • • Users can see how the alert is progressing overall and by devices The links (in blue) will give the users more details You can also cancel the activation at this screen

Activation: Track my delivery • Click on “Search” if you want to look up if a person was contacted and by what method

Activate system

Activation: Activate system • Activate system ▫ Use to create a new alert

Activation: Quick send notification

Activation: Quick send • • Select quick send Press “Next”

Activation: Quick send • • • • Add a subject Select the recording Press “Next” Complete following screens

Activation: Detailed notifications

Activation: Detailed Notification • Activate system ▫ Use to create a new alert

Activation: Detailed notification • • Select detailed notification Press “Next”

Activation: Detailed Notification • • Enter the subject, message (or select recording) Do not use the question or question recording

Activation: Detailed Notification • • • • Do not use the bridge call Select devices Leave the Name, Caller ID, and email ID (DO

NOT CHANGE THESE)

Press “Next”

Activation: Detailed Notification • Click on “Add lists to Saved Event”

Activation: Detailed Notification • • • Select your list Click on the “+” by My Lists Click “Next”

Activation: Detailed Notification • Click on “Add lists to Saved Event”

Activation: Detailed Notification • Use the “+” sign and find the list needed

Activation: Detailed Notification • • Select the list (check) Press “Add to Notification”

Activation: Detailed Notification • • Press “Check All” Press “Next”

Activation: Detailed Notification • • You can click on “Lists” to see what list you selected If everything looks good, press “Save”

Activation: Detailed notification • • The system will automatically go to the track delivery screen Refresh your browser to update the stats

Activation: Phone Activation

Activation: Phone Activation • • • You can activate Notifind from any phone Make sure the following is ready: ▫ You must create an account number and PIN shared by your campus (set this in “My profile”) ▫ The list must have an established “Dial-in” code ▫ The list must have a selected escalation rule The phone system will prompt you with instructions – see following

Activation: Phone Activation • • • • • • • • • Dial the NotiFind Activation phone number provided: ▫ 888-208-6335 Press “1” to activate a new alert via the phone Enter the “Account number” assigned to your admin account ▫ xxxxx (set up by sub admin) Enter the “Numeric PIN” assigned to your admin account ▫ xxxxx (set up by sub admin) Speak the Message you wish to send 1 –Continue, 2 –Replay, 3 -Re-record Enter the “Numeric ID” of the Notif. List (Dial-in Code, create when setting up list) ▫ ***** ▫ 1 -Continue 2 –Change ID “Your message information has successfully been captured” ▫ 1 –Send it 2 –Review it Please hold while I initiate the message” (Pause) “The notification has been processed and will be sent shortly. Thank you. Goodbye.”

Reports • Click on “Reports”

Report to find activation issues

Reports • You will see reports that the system runs. These are standard reports that do not work with our data. You will need to create a report each time you run a report. Click on “Create Report” (top right)

Reports • • Type in a file name, and select “Delivery Report by Notification HPE” Press “Next”

Reports • The screen wants to know from what activation do you want the system to create a report. You can only have one activation per report. Click on “Select”

Reports • The screen shows the activations by this account. Select the activation you want by checking the box, then press “Add to Report”

Reports • Click “Next”

Reports • Click “Submit”

Reports • The process is running. Press “refresh” to check the status. When the file is ready, the system will have a “download” link.

Reports • The download link is available. Click on the link to download the file to your computer.

Other items • • • • Certain non-employee contacts can be imported into NotiFind ▫ Contact the NDUS Notifind Administrator for more information NotiFind administrators cannot change student data Promotion is up to the campus Employees can change their information in HRMS – Self-service

Other items • • • • Campuses MUST test the semester once per semester Messages and use should be consistent ALWAYS identify the campus in the message (example – BSC) The system may speak things as it sees it, you may need to spell things as they sound

Other items • • • • • Students are prompted every 90 days to update their information Messages sent via phone are recorded and archived by the NDUS Notifind Adminsitrator Campus Notifind Administrators can view how many students are enrolled at their campus NDUS NotiFind Administrator will send out enrollment charts periodically ALWAYS identify the campus in the message

NDUS NotiFind help • • Contact the NDUS NotiFind Administrator at [email protected] or 701.490.0886

If it is an emergency, you can also contact Risk Management at 701.328.7582