Video Transcript:

Welcome to the PlanetBids emergency operations training.

Emergency operations allows vendors to identify if they can assist you during an event.

The process starts and they're registration profile. So here I'm already registered. I'm going to go into my profile.

When they complete registration, the main registration information and hit save, they will then immediately have access to the emergency operations section.

Here they will simply answer yes or no to the question.

Once they select yes, it will open up the form and they complete their 24-hour contact information.

They will be able to see the list of emergency categories that you want to track and they can select all that apply and they can come up here and search. They can see all that they've selected and once they're done they can hit save.

They also have a place where they can put in a general comment to you, something maybe you have thought You'll see here we do not see ambulance in their list of codes. So I wrote that in because I also provide that.

They will then complete the additional information section where they can say whether or not they can provide delivery.

Most important, will they offer the goods and services at the prevailing rate before the emergency?

And then what are the payment options that they will accept and they can select all and then any comments. Once they hit submit, they are now in your emergency operations list.

Let's go internal and take a look at that.

So from your point of view, the Access to Emergency Operations module can be given to anybody at your Emergency Operations can be given to anybody at your organization.

It is a site license, no individual licenses, needed. You can control their access in admin user area.

Let's go ahead and take a look at emergency operations.

In here you can search by a company name, a key word in their description, category, if you have the issue PO turned on you can search by all those you've actually issued a purchase order to, a specific purchase order number, and do collaborative searching.

So let's first look at categories.

So here I can see all of the categories that they are searching by, and I can come in here and select and hit save, and I can select as many codes as I need to.

Once I hit search, it's gonna bring up the list of vendors that are directly registered with my agency.

And here I can see they have nine vendors That is specifically so they can provide room tractors with operator.

If I select the collaborative, and I can even exclude my own agency, maybe I know they're in an area where they can't get to me, or I have to help a sister agency in another area of the state, I can then hit search, and it's going to look at all of our other agencies also using emergency operations.

It will tell you which agency they are registered with and all the other items that they can also provide at the same time.

Whether it's your vendor or another agency's vendor, you will see when they last updated their profile and we send them emails to, and we send twice yearly emails asking them to update their emergency operations profile.

If I select a vendor, I can then see how they filled out the application, including their direct contact information, email, whether or not they are going to agree to the prevailing rate, delivery of those goods, and their payment methods.

We will then see all of the category codes they've selected and any additional descriptions or comments they may have entered in their application.

Here, again, what if we needed to search by ambulances?

So when we look at the list of category codes being in use for this agency, we do not see ambulance anywhere.

That's where description can come in handy.

Here we see just the one, which is the one I just updated, so we can see the description here that I've also said that I can provide the ambulance service.

If I hit collaborative and exclude my own agency or leave that in and redo my search again by description, I'm going to find all of those other vendors within other agencies that have also selected ambulance or had ambulance in the keyword area.

So this will really help me expand if I haven't thought of something but maybe another agency has or the vendor has thought of it as well.

So let's go into admin and look at how we maintain that list. When you go into admin, access to the emergency operations is permission based.

In here you will see settings and EO categories. Let's look at categories first.

By default you will see the codes that you are actively using.

You do have the ability to come in and select a and deactivate it if you no longer wish to use it.

You can also reactivate a code. You can search for a code. You can select codes.

When clicking on select you will see the list of codes that other agencies may be using but you are not and you can come in here and select any good any item.

Hit save and then up at the top hit submit and those codes will now be a part of your emergency operations categories list. Settings.

With settings you are able to create an email list of vendors that can be scheduled to you automatically.

You can do all vendors or just your local vendors.

And then what is the frequency you want that list automatically emailed to you and then whom should it be emailed to.

This is a great way to put all of your emergency operations team members in this list.

From there they will automatically receive an email with a list of vendors and they can then save it to their device or they can print it out and keep it in the Emergency Command Center. This is extremely helpful.

During an event you may not have internet access or you may not even have power.

If you keep the hard copy you'll still be able to access your list of vendors.

Anytime you use your smart device and search emergency operations, your last search is going to be stored on that smart device.

You can then search it, even if you do not have internet, so long as you have power to that device.

And this is our emergency operations training.

Now let's look at purchase orders.

You can select PO Issued and hit Search, and you will then be able to see which vendors you have already issued a purchase order to.

You can then see the purchase order number here.

Your vendor, if you have issued the PO to them, will also be able to see it when they return to their profile.

If we click on it, we will then be able to see the purchase order that is designed by planet bid system and we will link to your terms and conditions and we will provide your information here as well as the ship to and bill to.

You can also search by a specific purchase order number if you know it.

The ability to access, the ability to issue a purchase order is permission based.

You'll notice here I do not have that permission.

You will create the user's ability to issue purchase order in the admin user area.

Admin Training

Emergency Operations (Video)