Creating Tasks for an Incident

Using the Administrative Functions, you can set up your account and create incidents. Each incident will contain all of the details for a particular recovery effort. Once an incident has been created you can manage it using the Incident console.

Crisis Track allows you to create tasks and assign them to teams. A Task is an activity that you assign to a team: conduct a damage assessment in a certain area, clear road closures, or complete a group of tasks.

Using the  Tasks module, you can create a new task and edit or delete old tasks. A new task will be assigned to a team and entries from specific forms will be associated to the task. Tasks created here will only exist for this incident. Pre-configured Tasks, available for any incident, can be created using the administrative module. 

See Ad Hoc Teams for more info on teams.

  1. Log into the Crisis Track Console.
  2. Choose an incident next to Existing Incident and click Select.

  3. Click the Tasks icon.

From here you can see a table of the tasks that currently exist. For each task you can view its details, edit its properties or delete the task. You can also create new tasks. You can use the  Refresh button at the top right to reload this table to see any changes made since the page was opened.

View Task

  • Click View next to the task you would like to view.

    • Inside of a task you can view Entries that are included as part of this task. These entries can also be viewed on a map.
    • An Entry is an activity that is associated with a task, for example, a road closure or a structural assessment.
    • You can create a new, blank entry by clicking the New button near the top left, then selecting the type of form that best fits the type of entry. Once a new form is created you can fill in the details as well as find the address. (See Entries for more info on creating blank entries.) Road closures are created from scratch in this way.
    • To select structures for damage assessment and assign them to a task and team, click the Assign Structures button. Make sure that the structures box is selected in the left hand legend.
      • Click the Select drop down to the right of Select Structures to enable Select mode. From the drop down, select Freehand Polygon.
      • Once in Select mode, click and drag the mouse around the map to select structures for which you would like damage assessments conducted as part of this task.
      • Once some structures have been selected (they will be circled in light blue when selected), click Assign. You know the selected structures have been assigned to the task when the yellow points change to Entry icons.
      • Note: Sometimes it's easier to select a few structures and assign them, then select a few more and assign them to avoid selecting more structures than intended. Remember, you can always go back to the table and remove individual entries from the task that you mistakenly assigned.

Both the equipment and employee timecard modules work and look exactly the same.

  • You can view and edit time cards for the force labor and equipment that was assigned to this task.
  • You can click on any of these bars to edit the details of or delete the time card.
  • Click the New button at the top left to create a new timecard entry. First choose the equipment or employee for which you would like to create an entry. Then fill out the details of their time record.
  • Change the date settings above the graph to choose what period of time the graph shows.
  • Any time that the team assigned to this task did work on this task, you will see a blue bar. Overtime shows as a light blue bar.

Add Task

There are a couple of ways to add a task to this incident.

A. Add a Preconfigured Task

1. Click Add near the top left of the screen, then click Preconfigured Tasks.

2. To add all of the preconfigured tasks, as defined in the administrative module, click Select All under ‘Preconfigured Tasks’. Or to add specific tasks from the preconfigured tasks, as defined in the administrative module, select the checkbox next to a task and select a preconfigured team from the drop down menu to assign to the preconfigured task. The selected preconfigured task area will turn red on the map. Repeat for any additional preconfigured tasks you would like to add. 

 i. You can also use the map to select the preconfigured task areas that you would like to add to the incident.

ii. Press Select near the top right of the screen and choose a selection tool. Then draw an area around the preconfigured tasks you would like to add. The selected tasks will change red and their corresponding checkbox listed in the left panel will become checked. Repeat for any additional preconfigured tasks you would like to add. 

3. Click Add in the top left corner to save these selections.

B. Assign Structures Based on Preconfigured Tasks

     1. Back in the list of Tasks, click Add then Preconfigured Tasks in the top left.

     2. Select the Preconfigured Tasks that you would like to add to the incident, using either the checkboxes or the map. Click Add.

   3. You will be taken back to the Tasks list table. 

i. Click View next to the Preconfigured Task. 

ii. Click the Map button and turn on structures by selecting the Structures checkbox in the map legend.

iii. Click Assign Structures. Select Use Task Area if you would like to assign all of the structures within the Preconfigured Task Area. Or click Select StructuresFreehand Polygon to circle structures of your choice, if you would like to select specific structures within the Preconfigured Task Area.

iv. Your selected structures will flash blue. Select the assessment form type you would like to assign to the structures. Press Assign. Structures have now been assigned based on your Preconfigured Task Area. Repeat steps 3i-iv to assign structures for any additional Preconfigured Task Areas.

C. Add a New Task

     1. Back in the list of Tasks, click  Add then New Task in the top left.

  2. Fill in the details using the definitions below.

    • Name: Name of the Task.
    • Type: (Optional) The type of this task using your own terminology.
    • Status: "Request" initially. Other statuses are appropriate throughout the life of an incident.
    • Date: Start date of the Task.
    • Description: A description of the Task.
    • Special Instructions: Any instructions that may be helpful for the team that completes this task.
    • Assign: The team to which to assign this task.
    • Time Charge Category: Choose the FEMA time charge category for the work being performed for this task.
    • Limit Forms: Allows you to specify which forms will be available for this task.  If this is left blank, then all forms will be available.

3. Click  Save.

Edit Task

  1. Click Edit in the row of the Task that you would like to edit.
  2. Much like creating a new Task, edit the Tasks' details.
  3. Click Save.

Delete Task

  1. Click Delete in the row of the Task that you would like to delete.
  2. Confirm this Task should be deleted. Note: This operation cannot be reversed.

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