Create an Emergency Plan

create an emergency plan and associate it to a building prerequisites to create an emergency plan, you must be logged in as one of the following roles facilities manager facilities administrator facilities analyst you must have an existing location and building object, or create them, to which you associate the emergency plan to create an emergency plan open the emergency plan workspace click new emergency plan enter a brief summary in the summary field select a location and building in the location and building drop down lists you can save the emergency plan record at this point, then add a description, review date and assign it later the summary , location and building fields are mandatory add a description in the description text box enter or select a date for review in the review date field if required the emergency plan must be assigned to an owner, this can be done later if required you must save the plan if you have made any further edits to it at this point select assigned from the status drop down list this step marks the owner field as a mandatory field select a team from the team drop down list the employee you intend to assign as the owner must be a member of the team you select select the owner from the owner drop down list click save the emergency plan is created add details to the emergency plan you can add further details to the emergency plan by selecting the tabs by default the following tabs are displayed emergency roles link or unlink employees with an emergency role, or view employees already linked to the plan assets link or unlink assets, or view assets already linked to the plan checklists create, link or unlink a plan checklist, or view existing checklists approvals lists plan approval details this list is populated when the emergency plan is approved you also add approvers from this tab you can also attach relevant documents or paste further information to link an employee to an emergency role select the emergency role tab click link the employee search list opens select the employee to assign to the emergency role if no employees are listed in the search, click add to open the new emergency role dialog, select an employee from the employee list, and then assign a role from the role drop down list click save to add them to the search list click select the selected employee is added under the emergency roles tab in the emergency plan you can add further employees to emergency roles if required, to do this repeat the above steps to unlink an employee, select them in the list, and then click unlink to link an asset to the emergency plan select the assets tab click link the assets search list opens select the required asset from the list if the asset you want to add does not appear in the list, select all in the favorite searches drop down list if the asset is still not listed, open the facilities assets workspace and ensure it is listed there you may need to create the asset if it is not present in the facilities assets workspace click select the selected asset is added under the assets tab in the emergency plan you can add further assets if required, to do this repeat the above steps to unlink an asset, select it in the list, and then click unlink to add or link a checklist to the emergency plan select the checklists tab add a new checklist, or link an existing checklist to create a new checklist click new check list opens the new check list dialog enter a description for the checklist typically this can be check list items or any relevant checklist information click save the new check list is added under the assets tab in the emergency plan to link an existing checklist click link the checklists search list opens select the required check list if the check list you require is not listed, you may need to create it click select the selected check list is added under the checklists tab in the emergency plan you can add further check lists if required, to do this repeat the above steps to unlink a check list, select it in the list, and then click unlink to mark a check list as completed select the checklists tab select the required check list item click complete checklist to attach or paste files to the emergency plan you can attach any file type to the plan copied graphic files, copied text or captured screen shots can be pasted from the clipboard to attach a file click attach navigate to the folder containing the file, and then select it click open click save to paste content from the clipboard click paste the clipboard dialog opens enter a name for the attachment in the attachment name field select the clipboard preview area, then press ctrl + v, the clipboard content appears in the preview click ok you can also add an attachments tab to the plan under this tab you can attach files or add a url link to a website to view the attachments tab in the emergency plan record, click the restore hidden tabs button on the right side of the tabs section the list of hidden tabs is displayed select attachments send the emergency plan for approval once an emergency plan has been assigned to an owner it can be approved or denied before you send the emergency plan for approval, you should check that you have added all required information, and assigned any emergency roles, assets, checklists, etc to send the emergency plan for approval select the status field drop down list, and then select pending approval click save after you select pending approval , the emergency plan fields are locked and cannot be edited further at this point until approved, after which the plan can be further edited if required by changing the status field from active , or denied , to review the approval vote tracking tab appears, this is where approver(s) can cast their vote to approve or deny the emergency plan an email is sent to everyone that is assigned as an approver approvers can also vote to approve or deny from the email message approve or deny the emergency plan to approve or deny and emergency plan select the approval vote tracking tab select approve to approve the plan, or select deny to deny the plan if the emergency plan is approved, the status field changes to active when the status is active , you can not edit the emergency plan to enable editing, change the status field to review if the emergency plan is denied, the status field changes to denied , if you want to edit and resubmit the emergency plan after it has been denied select the status drop down field, and then select review make the required edits to the plan select the status drop down field, and then select pending approval click save when you select pending approval , the plan is resubmitted for approval approval criteria contact getting help docid\ xmvzlfcwdkupkfflhopic if you need to change the criteria by which the emergency plan is approved/denied deprecate an emergency plan deprecate an emergency plan that is no longer required for any reason a deprecated emergency plan is no longer editable but remains in the emergency plan workspace list, it cannot be resurrected to deprecate an emergency plan select the status drop down field, and then select deprecated click save