User:DCLemur/DRAFTVEOC Overview** View history

The Virtual Emergency Operations Center or VEOC is the central location for managing the national Waze responses to massive crisis events. (These types of catastrophes include, but are not limited to, hurricanes, mud and landslides, floods, winter storms, earthquakes, and large fires.) The VEOC is designed to complement and enhance a state or region's ability to respond. The platform allows editors and managers from multiple states and regions to come to the aid of the affected community members. Additionally, local, state and national emergency officials can coordinate directly and in real time with Waze community members. Waze users (a.k.a. “Wazers”) have the opportunity to pass along damage reports and other road impacts via the mobile app. And Waze can share those reports with emergency management officials and first responders.

All editors from the community at large, regardless of rank or experience, are encouraged to join the effort to help those affected by catastrophic events.

MISSION & BENEFITS

VEOC's primary mission is to coordinate national efforts to assist local editors in responding to a major event when they are overwhelmed or incapacitated (either for safety reasons or otherwise) and unable to respond appropriately. It is critical that the map reflect the current conditions before, during, and after the crisis event to support the affected community. Wazers require accurate routing when evacuating (and when returning home afterwards). Activated emergency shelters are highlighted on the map to assist those who choose to remain in the area. First responders need to know the current status of roads to provide services to the community during and after the event.

Opportunity to learn from new local communities and experienced editors.
Strengthen relationships inside the community.
Getting more people together and making the community stronger.
Data is available after the event for analysis and reports

ADMIN TEAM

This dedicated team was created as a national team, independent of any particular region. The team composition allows greater flexibility in the creation and maintenance of feeds, channels, etc needed for effective VEOC management:

Closure Form & Sheet: crazycaveman (SAT ARC), Owner; Maintenance assisted by dbsooner (SCR/SER), spedracr (SER)
Form Filler Script: crazycaveman (SAT ARC); Maintenance of script for closure sheet
Additional editors with process knowledge:

Driving79 (SER RC) karlcr9911 (SCR RC) Jakflash (SER LC) spankdog (SER LC)

itzwolf (SER ARC) grsmhiker (SAT MSM) jwe252 (SAT CM) LostRiver2008 (SER)

COMMUNICATION

The VEOC has a dedicated server in Discord,<active link name Waze USA VEOC>, for communication. The following channels are available for specific discussions in the main server which are not VEOC event specific. The # front door has content similar to the announcements channel in other servers. The # lobby contains notices for potential VEOC events including WAZECON level(s). # invite, as in other servers, announces the arrival of new editors. # veoc-sheet-forms has discussions on the various forms and sheets: how to use them, etc. # suggestions is self explanatory, and # armchair storm chat are self explanatory. For editors without direct access to Discord, they can communicate using Google Hangouts (GHO) <link to actual HO>. Posts there are re-posted in the # gho castaways channel; this syncing is managed via the CommunityGHObot.

Each VEOC event uses the CURRENT OPS category for communications. Available channels can include:

# chat - (year-month) - (event name):

# closures - (year-month) - (event name):

# open - (year-month) - (event name):

# feeds - (year-month) - (event name):

# weather - (year-month) - (event name):

# places - (year-month)-(event name):

TOOLS

Scripts

It is highly recommended that all editors have the following installed:

Tampermonkey is needed for the installation of some scripts.

WME Me! provides assistance in identifying the correct longitude and latitude for a place. (If you are looking for permalinks, the lat/lon for the pin will be centered on your screen. Use the WME ME! script to easily identify where the pin will be dropped.)

Form Filler Script , when activated by the push of a button in WME, copies data from the editor into related forms. It greatly Improves productivity and reduces the opportunity for errors.

WME Government Boundaries superimposes county boundaries on the map and places the county name in the upper left corner with the city/state. This is very important to use to verify that you are locating and/or closing the correct road segment in the correct county. (Some road names are used in more than one county.)

Forms & Sheets

VEOC - Shelter Tracking Sheet (sample) is the google sheet used to track shelter activity. The sheet name is established using this format: "[VEOC Event Name] - pins - "calendar year" ". Each event's sheet is pinned to its Discord channel for places.
VEOC Closure Form can be used by all editors. The data entered into this form is fed to the closure sheet for action. This form is pinned to the event closures Discord channel. <link to VEOC Closures Entry Form Instructions>
VEOC Automatic Access Request Form is used to request instant access to the VEOC Closures Tracking Sheet (below). rack closures for events. PLEASE NOTE: This form is needed ONLY if an editor has not previously asked for access.
VEOC - Closures Tracking Sheet (sample) is the google sheet used to track closure and re-opening activity. Used by editors who have the ability to close segments.

CRISIS RESPONSE PROCESS

Prior to VEOC activation, each serious weather event is tracked and a Waze readiness level or state of alert, WAZECON, is posted in the lobby. (Changes in WAZECON levels are also posted there.) A message similar to this can be posted as well: "Currently, local editors have the situation under control and are handling it within their local channel in their regional server." (Follow this link for further information on WAZECON levels.)

Step 1 - Activate the VEOC. When possible, the editor community leaders activate the VEOC for a region or area of their country at least three (3) days in advance of the impact of a crisis event requiring support. They alert the waze crisis team via email.

Step 2 - Establish Crisis Event Infrastructure. Leaders create an MTE (Major Traffic Event) under which all closures will be created. The USA VEOC Admin team creates the necessary Discord channels including those required to monitor media feeds. They also post in Discord the updated closure form, closure sheet, and form filler script.

Step 3 - Notify Community & Request Editing Freeze. Leaders communicate that the VEOC is activated via Discord, GHO, forums, etc. All editing is stopped or suspended in the affected area so that closures can be placed as needed. (Any edit, which forces a change to the segment id, will need to be processed via a tile update (TU) before a closure can be added to that segment.)

Step 4 - Add Emergency Shelters to the Map. Waze crisis team emails leaders a google sheet with all known available shelters. Editors locate and add them to the map. All editors, regardless of rank or experience, are encouraged to help locate shelters, verify/update information and determine their status. Once mapped, shelters appear in the client when a wazer searches for “Help”.

Step 5 - Input Road Closures.

Step 6 - Monitor Feeds & Other Media Outlets.

Step 7 - Reopen Roads and Close Shelters as Reported.

Step 8 - Deactivate VEOC. Once the number of active closures has dropped low enough so that the local editors can take over managing them, the VEOC is closed. A post mortem is conducted by leadership to discuss what improvements can be made to the process in advance of the next event. Closure statistics and data are available for evaluation (via the MTE event designation). Ideas which have been posted in the "# suggestions" channel are included in this review.

How Can I Help?

All editors whether local or from the community at large, regardless of rank or experience, are encouraged to join the effort and help those in the affected area(s). The desire to help is all that is required. The focus of VEOC efforts center on quickly locating and adding emergency shelters. We also focus on identifying, locating, and adding road closures to the map. All editors can assist in determining the locations of emergency shelters as well as those segments which need to be closed. Others are who have editing or closure rights in the crisis area can add to or modify the map.

Many hands are needed and appreciated. The efforts are ongoing as long as the VEOC is active. The notification rate for road closures spikes at times during and after the event. Each post needs to be reviewed and addressed, so staying current or up-to-date becomes more challenging. Over time, once the weather related event has subsided, the activities start to shift towards removing closures and opening the roads up to traffic. Once the situation becomes manageable by local editors, the VEOC event is closed and deactivated.

Locate Emergency Shelters (All Editors)

Waze staff provides and maintains the shelter tracking sheet, named " [Staff Event Name] - pins - YYYY (year) ". (If shelters are found locally, we add them directly to the sheet.)" Editors determine the shelter's location on the map and record the longitude and latitude on the sheet. Editors with editing ability (R3+) add the shelter to the map with its information. Detailed instructions are available at <add hyperlink> Shelter Tracking Sheet Instructions.

Add Emergency Shelters to WME (Editors with Local Editing Rights)

Shelters need to be added as soon as possible following the declaration of a VEOC event. Wazers will be looking for assistance as to what their relocation options are. Corrections needed to the shelter information are made on the sheet to match the place point. Detailed instructions are available on the Shelter Tracking Sheet Instructions page, beginning at <add hyperlink>.

Locate Road Closures (All Editors)

VEOC editors create, populate, and maintain the Road Closures Sheet primarily through data supplied by the Closure Form." "Detailed instructions are available at <add hyperlink> Closure Form Instructions (scriptless) for those who are editing without scripts and at <add hyperlink> Closure Form Instructions w/ Form Filler Script when using Form Filler.

Add/Remove Road Closures in WME (Editors with Closure Rights)

IMPORTANT GUIDELINES

Remember: All commercial maps, including Google Maps, are prohibited as Waze sources. Privately owned data can not be used for Waze mapping. This is critical: Data found to have come from a non-approved source can cause Waze to lose all the contributed data in a large area.

TIPS, TRICKS, & SHORTCUTS

The instructions provided below highlights some information which can be particularly helpful when working VEOC.

Discord

WME

Closure Form

Closure Sheet

Please submit ideas for inclusion by sending an <add hyperlink>email to VEOC.wiki.tips.

NON-VEOC ISSUES

At this time, there is no formal process to address those map issues which were detected during a VEOC event but were beyond the scope of the VEOC mission. Discussions are underway to determine how this can best be addressed. (Forms and/or spreadsheets may be developed to help local editors located and address these important map issues.)

REFERENCE LINKS

Adding Places in WME Places#Point place

Real Time Closures in WME Real time closures#Real time closures in WME

Instructions & Requirements for Browsers when using Scripts Scripts#Browser requirements

LINKED PAGE: How to Process the Shelter Tracking Sheet

LINKED PAGE: Closure Form Instructions (Scriptless)

* indicates the REQUIRED FIELDS (minimum needed).

Step 1 - Open the <make hyperlink> VEOC Closure Form in one window.

Step 2 - Enter your Waze username in the field, * SUBMITTED BY .

Step 3 - Open the <make hyperlink> Waze Map Editor (WME) in a new window and locate the segment(s) needing action.

Step 4 - Determine the * TYPE of action needed. Using the dropdown list, select one and add:

REPORTED - If you are unable to close it, OR
CLOSED - If it is already closed OR you can and will close it, OR
NEEDS OPEN NOT LISTED - If it is currently closed OR it is not listed on the sheet OR it needs to be re-opened and you are unable to open it.

Step 5 - Create a permalink for the selected segments and paste into the Waze Permalink field.

Step 6 - Set the Closure Direction (direction of traffic flow to be closed) in the report by selecting either "One-Way" or "Two-Way" from the dropdown list.

Step 7 - Note the Reason for the road closure ("Flooding", "Downed trees", "Downed power lines", etc).

Step 8 - Set the * Closure Ending Date/Time to either the date/time provided by the report source OR the expiration date/time set for the event by VEOC / community leadership.

Step 9 - Record the CLOSED STREET NAME.

Step 10 - Identify the cross street at one end of the closed segment(s). Type the name in the CLOSURE FROM (Street Name) field. Identify and record the cross street on the other end in the CLOSURE TO (Street Name) field.

Step 11 - Set the * STATE.

Step 10 - Set the COUNTY/COMMUNITY/PARISH.

Step 11 - Record the SOURCE (which is usually the reporting agency). Include a link to the posted closure if one is available.

Step 12 - You may enter information into the NOTES field.

Step 13 - Press the blue SUBMIT button.

LINKED PAGE: Closure Form Instructions w/Form Filler Script

* indicates the REQUIRED FIELDS (minimum needed).

Step 1 - Open the <make hyperlink> Waze Map Editor (WME) in a new window and locate the segment(s) needing action.

Step 2 - Ensure USA VEOC closures is selected in the segment information pane and click Go To Form.

Step 3 - The Closure Form will appear in a new window with some of the form pre-filled, including

* SUBMITTED BY (should be your Waze username),

TYPE (based on if a closure already exists on segments or not),

Waze Permalink (should be a PL to the selected segments), and,

* CLOSED STREET Name

Step 4 Review TYPE selected. If needed, change it to one of the following:

REPORTED - If you are unable to close it, OR
CLOSED - If it is already closed OR you can and will close it, OR
NEEDS OPEN NOT LISTED - If it is currently closed OR it is not listed on the sheet OR it needs to be re-opened and you are unable to open it.

Step 5 - Set the Closure Direction (direction of traffic flow to be closed) in the report by selecting either "One-Way" or "Two-Way" from the dropdown list.

Step 6 - Note the Reason for the road closure ("Flooding", "Downed trees", "Downed power lines", etc).

Step 7 - Set the * Closure Ending Date/Time to either the date/time provided by the report source OR the expiration date/time set for the event by VEOC / community leadership.

Step 8 - Identify the cross street at one end of the closed segment(s). Type the name in the CLOSURE FROM (Street Name) field. Identify and record the cross street on the other end in the CLOSURE TO (Street Name) field.

Step 9 - Set the * STATE.